Monthly bookkeeping when you run multiple SaaS projects
The bookkeeping problem with running several projects isn't any single export. It's that the work scales linearly: three products across three payment providers means three logins, three filter dialogs and three folders to name consistently — every month, forever.
Most founders solve this by procrastinating until their accountant chases them, then losing an evening to it. Here's a system that takes the monthly effort to roughly zero.
The three rules that make it repeatable
- 1.One archive per month, not per product. Your accountant wants a single file, not a scattered inbox. Everything for July should arrive as one thing, once.
- 2.Naming that survives handoff. A folder called `stripe-2` means nothing in six months. Name by entity — the brand, the client, the legal entity that owns the revenue.
- 3.No manual step. Anything that depends on you remembering will eventually be skipped. The archive has to arrive on its own.
Invoice PDFs stay available in most dashboards, but customers change, accounts get closed and providers get migrated. The archive you build monthly is the one that still exists when a tax audit asks for 2026.
Set it up: a project per revenue stream
The unit that matters for bookkeeping isn't the payment provider — it's the revenue stream your accountant books separately. Usually that's one project per product or per client, even when several share a payment account.
Write them down before touching any dashboard. Most people find they have fewer than they thought — and one or two they'd forgotten to book at all.
Each key only reads invoices. Nothing in this workflow needs write access to your payment accounts, ever.
Match the names your accountant already uses. The folder names in the archive then map one-to-one to their ledger.
After that, the monthly archive shows up on the 1st with a folder per stream. Forwarding it to your accountant is the entire monthly bookkeeping task.
What about VAT across projects?
Each project's CSV carries its own tax columns, and the combined CSV at the root keeps a project column so you can pivot by entity in a spreadsheet. If VAT is the main reason you're exporting, the details are in getting your invoices ready for tax season.
When one project is enough
If everything you run bills through a single account, you don't need any of this — the Unlimited plan's monthly auto-export already covers you. Multi-project is for the point where you've genuinely accumulated separate streams: the Business plan covers up to 10 for $29/month.
Try it on your own invoices
Connect a read-only key and download every invoice as ZIP + CSV.
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