Stripe cleanup & revenue reconciliation
QuébGPT · Quebec, Canada
The challenge
QuébGPT had been growing quickly but without a defined structure in Stripe. Over time, a new product had been created for each client subscription — rather than using a shared product catalog. What should have been four products had become over 80, each with its own pricing, naming convention, and product ID.
Revenue was fragmented across dozens of disconnected product IDs, making it impossible to get an accurate picture of the business. On top of this, offline payments — cheques and bank transfers — had never been recorded in Stripe, creating a growing gap between what Stripe reported and what was actually collected.
What we did
Rebuilt the product catalog
Audited all 80+ Stripe products and consolidated them into four core products — Webchat, TalkLive, Marketplace, and Phénix — each with standardised monthly, annual, and setup fee pricing variants.
Migrated existing subscriptions
Moved all active client subscriptions onto the correct product IDs with the right pricing structure, ensuring every client was accurately represented in reporting.
Reconciled over 100 invoices
Identified and recorded all offline payments — cheques, bank transfers, and manual collections — against the correct invoices in Stripe, closing the gap between actual revenue and reported revenue.
Cleaned up customer records
Standardised naming, added addresses for automatic Quebec tax calculation, and separated billing contacts where needed.
Built a process and reference guide
Documented the full workflow — from closing a deal through to subscription management — so the team can maintain the same standard going forward. Set up a weekly overdue invoice report to flag any payments that need to be manually recorded.
The outcome
Within one week, QuébGPT had a Stripe account that accurately reflected the health of their business. MRR, churn, and product performance data were now reliable and actionable. The $60,000+ in MRR that had been invisible to reporting was recovered. New clients are onboarded consistently, and the team has a clear reference guide to maintain the standard going forward.
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