In Factory
The order's Payments tab updates to Paid, with the card recorded (for example, Stripe · Visa ···· 0006). Once payments cover the full order value, the order locks: you can't edit, split or delete it, or change the customer. To unlock it, delete a payment.
In your accounting package
The payment syncs to Xero, MYOB or QuickBooks against your Default Payment Account, for the full invoice amount.
Three things to know about the sync:
It runs one way, from Factory to accounting. If you reconcile a bank transfer directly in your accounting package, Factory won't update. Record bank transfers in Factory instead and they flow through to accounting. See How to Record Payments Against an Invoice in Factory.
Changes in accounting don't come back to Factory. If you delete or change an invoice in accounting, check it before recording a payment against it in Factory.
If a sync fails, you won't see an error. The payment still goes through and shows as Paid in Factory. Our support team monitors sync logs and fixes failures. If a payment is missing from your books, message us.
Matching Stripe payouts in your accounting
Stripe doesn't pay each invoice into your bank separately. It groups your payments into payouts on your payout schedule.
Australia and the UK: Stripe takes the processing fee out before paying out, so your payout will be less than the invoices it covers. For example, three $1,000 invoices are recorded in your accounting package as $3,000 received, but $2,944.56 lands in your bank. When you match a payout, add the Stripe fees as an expense to cover the difference. Your Stripe dashboard shows the fees for every payout.
If you take card payments regularly, ask your bookkeeper about setting up a Stripe clearing account to make this simpler.
New Zealand, the US and Canada: your customer pays the fee, so each payment arrives in full. Payouts are still grouped, so match each payout to the invoices it covers.
Payouts and payment history
Payment status, date and amount show on each invoice in Factory. For full transaction history, payout reports and to change your payout schedule, use your Stripe dashboard.
Once you're set up, payouts usually land 2 to 3 business days after a payment. Your first payout takes longer, typically 7 to 14 days, while Stripe completes its checks.
Refunds
Refund in your Stripe dashboard. Find the payment and choose a full or partial refund. It reaches your customer's card in 5 to 10 business days.
Then delete the payment in Factory. This removes the entry from your accounting package.
Deleting a payment in Factory does not refund your customer. Always refund in Stripe first.
Stripe doesn't return the processing fee on the original payment when you refund.
Disputes and chargebacks
If your customer disputes a payment with their bank, Stripe takes the payment amount back from your balance and charges a dispute fee. If you choose to respond, Stripe charges a second fee, which comes back to you if you win. Current fees are on Stripe's pricing page for your country.
Respond in your Stripe dashboard with evidence: the quote, invoice, delivery docket or signed job sheet. Factory doesn't send dispute alerts, so turn on dispute email notifications in Stripe.