Adventive, Stripe Operations SOP

Owner: Adventive Platform Engineering Scope: The Adventive Stripe account (acct_17YHT3CSGXf35AB6) and every operational task performed against it, invoice review, transaction and payout review, and reconciliation of inbound bank transfers. Status: Living document. Propose changes via pull request against this folder.

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Purpose

This Standard Operating Procedure (SOP) defines how Adventive operates its Stripe payment-processing account day to day. It is written so any operator, finance, engineering, or an on-call stand-in, can:

1. Understand how Stripe fits into Adventive’s billing and payment flow, and where the boundaries sit between Stripe-owned and Adventive-owned responsibilities.
2. Find and read an invoice, payment, or payout in the Dashboard with confidence about what each status means.
3. Resolve the most common reconciliation exception at Adventive: an inbound wire or ACH that Stripe cannot automatically attribute to an invoice because SWIFT or intermediary-bank fees reduced the deposited amount below the invoice total.

This SOP covers operations, not migration. The in-flight work to move Adventive onto Stripe-native subscription billing lives in the project folder projects/stripe-billing-transition/, not here. When a fact belongs to both, this SOP links rather than duplicates.

Contents

Section	What it covers
Integration Overview	How Stripe connects to Adventive billing: the account, the core objects (Customer, Invoice, PaymentIntent, Charge, Payout, Cash Balance), the money-in-to-payout data flow, and the downstream Acodei → QuickBooks sync. Includes the architecture diagram.
Standard Operations	Reading the account: viewing invoices and their lifecycle statuses, viewing payments and transactions (the balance and the payments views), and viewing payouts. What each status means and where to click.
Customer Cash Balances & Wire Reconciliation	The customer cash balance, why an inbound wire lands there unapplied, and the standard procedure for the SWIFT-fee shortfall: issue a pre-payment credit note for the fee so the invoice total matches the deposited funds, after which Stripe auto-reconciles. Includes the reconciliation flow diagram.

How to use this package

Handling a specific task: go straight to the section that covers it. Each section is self-contained and links to the authoritative Stripe documentation for anything Stripe owns.

Onboarding to Stripe operations: read 01 first to understand the shape of the account, then 02 and 03 in order.

Changing the SOP itself: these documents are the source of truth for how Adventive operates the account. If reality diverges, a Dashboard path moves, a reconciliation setting changes, update the document in the same pull request. All changes go through review, same as code.

Quick reference

• Account: acct_17YHT3CSGXf35AB6 (Adventive). All invoicing today is manual one-off invoices; there are no active Subscriptions. See 01.
• Money in: card and bank-transfer (ACH / domestic wire / international wire) payments settle to the Stripe balance, then pay out to Adventive’s connected bank account on the payout schedule.
• Invoice lifecycle: draft → open → paid (or void / uncollectible). Only open and paid invoices accept credit notes.
• The common exception: an inbound wire arrives short by the SWIFT / intermediary-bank fee, so no invoice amount matches and the funds sit unapplied in the customer cash balance.
• The standard fix: issue a pre-payment credit note against the open invoice for the fee shortfall. The invoice’s amount due drops to the deposited amount, and Stripe’s automatic reconciliation then applies the cash balance and marks the invoice paid. See 03.
• Downstream: Stripe events flow to Acodei, which posts to QuickBooks. Reconciliation actions taken in Stripe carry through that path.

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Last reviewed: 2026-07-13