How to Convert Stripe Invoice PDF to CSV (QuickBooks & Xero Ready)

If your business uses Stripe to collect payments or pay for software subscriptions, you've probably accumulated a library of Stripe invoice PDFs. Getting that data into QuickBooks, Xero, or Sage shouldn't require copying numbers by hand — but it's not as simple as just hitting "export" either.

This guide explains what makes Stripe invoices slightly different from regular vendor invoices, and shows you the fastest way to convert them to clean, import-ready CSV and Excel files.

What's inside a Stripe invoice PDF

Stripe invoices are text-based PDFs (not scanned images), which means they extract cleanly and accurately. But their structure differs from a typical supplier invoice in a few important ways.

A standard Stripe invoice typically includes:

• Invoice number and date — Stripe uses a numbered series (e.g. INV-0042) with a precise timestamp
• Subscription line items — the plan name, billing period, quantity, and unit price
• Prorations — if you changed plan mid-cycle, Stripe adds credit and charge lines to balance the difference
• Applied credits — account credits or promotional credits may reduce the total
• Tax lines — VAT, GST, or sales tax depending on your account configuration and customer location
• Total charged — the final amount debited from your card or bank

All of this is useful for bookkeeping, but manually typing it into your accounting software from a PDF is slow and error-prone. Automated extraction handles it in seconds.

Where to download Stripe invoices

Before converting, you need the PDF. Stripe gives you two ways to get it:

1. From the Stripe Dashboard — go to Billing > Invoices, find the invoice you want, click it, and download the PDF from the invoice detail view.
2. From the email receipt — Stripe sends PDF receipts automatically. Click the "View invoice" link in the email and download from there.

For multiple invoices, the Dashboard is faster. You can filter by date range and download each PDF individually. There's no native bulk CSV export from Stripe that includes full line item detail — which is exactly where a Stripe invoice converter fills the gap.

Step-by-step: Convert Stripe invoice PDF to CSV

Step 1 — Download your Stripe invoice PDF

Log in to Stripe, navigate to Billing > Invoices, and download the invoice as a PDF. Make sure you're downloading the full invoice, not just a payment receipt.

Step 2 — Upload to BillToSheet

Go to the invoice to CSV converter and upload your Stripe PDF. You can drag and drop the file or click to select it. No account required for your first conversion.

Step 3 — Download your files

In seconds you'll get three files:

• invoice_details.csv — one row with the invoice header: invoice number, date, due date, vendor (Stripe), total, tax, and currency
• line_items.csv — one row per line item: plan name, billing period, quantity, unit price, tax, and line total
• combined.xlsx — the same data in a two-sheet Excel workbook, useful for review before import

Step 4 — Validate before importing

Before pushing data into your accounting software, run a quick sanity check:

• Do the line item totals sum to the subtotal shown on the original PDF?
• Is the tax amount correct for your rate?
• Is the invoice date in the right format for your accounting software?
• Does the currency code match what you expected?

If anything looks off, open the original PDF and compare. Our invoice validation guide has a full checklist.

Mapping Stripe fields to your accounting software

Once you have the CSV, the import step is straightforward if you know which columns to map where. Here's what to look for in common platforms. For a detailed walkthrough of each import process, see our guide on importing invoice CSV into QuickBooks, Xero and Sage.

QuickBooks

• Map invoice_number → Bill No.
• Map invoice_date → Bill Date
• Map vendor_name → Supplier (create "Stripe" as a supplier if it doesn't exist)
• Map total_amount → Amount
• Map tax_amount → Tax / VAT column
• For line items, map description → Product/Service, unit_price → Rate, quantity → Qty

Xero

• Use Xero's Accounts Payable > Import Bills workflow
• Map invoice_number → InvoiceNumber
• Map invoice_date → InvoiceDate (Xero expects DD/MM/YYYY or YYYY-MM-DD)
• Map vendor_name → ContactName
• For tax: Xero handles tax codes separately — use the TaxType column and check it matches your VAT/GST setup

Sage

• Use File > Import > Purchase Invoices
• Map invoice_number → Invoice Ref
• Map invoice_date → Date (ensure your regional date format matches)
• Map total_amount → Net Amount and tax_amount → Tax Amount separately

Our CSV column guide lists every field in the output so you can plan your column mapping before you import.

Common Stripe invoice issues and how to handle them

Proration lines

If you upgraded or downgraded a Stripe subscription mid-cycle, your invoice will include proration lines — a credit for the unused portion of the old plan and a charge for the new one. These extract as separate line items, which is correct. Just make sure your accounting software treats the credit lines (negative amounts) properly. Don't delete them — they're needed for your totals to balance.

Applied credits

Stripe sometimes applies account credits before charging. These show on the invoice as a negative line item or a deduction. Our converter captures them so your extracted total matches what was actually charged. If your accounting software doesn't handle negative lines well, record the credit separately and import only the net amount.

Tax handling (VAT, GST, sales tax)

Stripe applies tax based on your account settings and the customer's location. The extracted CSV will include the tax amount and rate from the invoice. Make sure this maps to the correct tax code in your accounting software — "20% VAT (standard)" in the UK, for example, rather than a generic "tax" code. Our multi-currency guide covers cross-border VAT scenarios.

Multi-currency invoices

If your Stripe account bills in USD but your accounting is in GBP, the currency code will be extracted from the invoice. You'll need to apply the exchange rate manually before import, or use your accounting software's foreign currency feature. The extracted data preserves the original currency and amount, so no information is lost.

Stripe credit notes

Stripe issues credit notes for refunds. These are separate PDF documents from the original invoice. Convert them the same way — upload the credit note PDF and the output will show negative amounts. Keep them in your records as they pair with the original invoice for reconciliation.

Processing multiple Stripe invoices at month-end

If you're running a SaaS business or managing multiple Stripe accounts, you likely have a batch of invoices to process at the end of each month. Doing them one by one wastes time. Here's a faster workflow:

1. Download all invoices for the month from Stripe Dashboard — filter by date and download each PDF
2. Upload them all at once using bulk conversion — all files process concurrently, so 20 invoices take roughly the same time as one
3. Download the results from your dashboard — each conversion has its own CSV and Excel files, all retained for 30 days
4. Validate totals in Excel — open the combined.xlsx files and use a SUM formula to verify line items match invoice totals
5. Import in one batch into your accounting software — consistent column structure means your mapping works every time

This approach typically reduces a 2-hour monthly task to under 20 minutes. For more tips on organising your monthly processing, see our article on the benefits of automating invoice data entry.

Should you use CSV or Excel?

Both formats contain the same data, but they suit different tasks. As a general rule:

• Use CSV when importing directly into QuickBooks, Xero, Sage, or any accounting system — it's universally compatible and import wizards expect it
• Use Excel when you need to review, filter, or annotate the data before import, or when sharing with a colleague or accountant

Our CSV vs Excel comparison goes into more detail on which format is right for your workflow.

Frequently asked questions

Can I convert Stripe credit notes?

Yes. Stripe credit notes are standard PDF documents. Upload the credit note PDF the same way you would an invoice. The extracted output will show negative amounts where applicable, making reconciliation straightforward.

Does this work for Stripe subscription invoices?

Yes. Subscription invoices — including those with multiple plan tiers, add-ons, and usage charges — are fully supported. Each billable item extracts as a separate line item with its own description, period, and amount.

What about VAT invoices from Stripe?

If Stripe charges you VAT (common for UK and EU customers), the VAT amount, rate, and any VAT registration number on the invoice will be extracted automatically. See our tax information extraction guide for details.

Can I import directly into QuickBooks or Xero?

Not directly from the converter — you download the CSV and then import it into your accounting software. Our import guide has step-by-step instructions for QuickBooks, Xero, and Sage.

Is the first Stripe invoice conversion free?

Yes. Your first conversion is free with no account required. For ongoing use, credit packs start at £9 for 25 conversions — no subscription, no monthly fees.

Get started

Converting a Stripe invoice takes under a minute. Upload your PDF at the Stripe invoice converter, or use the general invoice to CSV tool for any invoice type. Your first conversion is free — no account needed.

If you're processing invoices from other platforms too, we have dedicated converters for Amazon, PayPal, Shopify, Xero, QuickBooks, and many others. The workflow is identical — upload, convert, download.

New to BillToSheet? The getting started guide walks you through your first conversion in under two minutes.