Been searching for something like this for months. Our Shopify store processes 500+ orders monthly and this handles everything perfectly. Date formats, tax columns, refunds - all correct.
PayPal to QuickBooks Online Converter
or drop .csv, .xls, .xlsx files here
or
Invoice import blocked if Sales Tax enabled in QBO
Convert Complete
QuickBooks Online Journal Entry Format
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Credits Calculation:
rows → rows (rounded to 1K) → credits
then credit per 1K rows
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|---|---|---|---|
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Validation Report Download
The download includes your original file with an added "Validation Error" column showing error messages for each row. Valid rows have an empty error column.
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What Our Users Say
works good, wish it had batch mode
I was spending 4-5 hours every month reformatting exports manually. This tool paid for itself in the first use. The preview feature helped me verify the mapping before paying.
exactly what i needed thx!!
Super straightforward. Upload, convert, download. No account needed which is nice. Would give 5 stars if they add Xero support.
saved me hours of work
My accountant was so happy when I sent her the converted file. No more back-and-forth about date formats or missing columns. Everything imported correctly on first try.
fast and easy 10/10 would recommend
Been using this for 6 months for monthly reconciliations. Handles all the edge cases - partial refunds, multi-line orders, currency conversions. Very reliable tool.
Good tool, does what it says. Interface could be bit better but conversion quality is excellent. Using it for my 3 Shopify stores.
Switched from A2X to this. Way simpler for my needs - I don't need real-time sync, just clean data once a month. This delivers exactly that.
finally!! something that works with QB desktop!!
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How are credits calculated?
Credits are based on rows in your file. Each tool shows its rate (e.g., 2,000 rows = 4 credits). We round up to the nearest step. Minimum 1 credit per conversion.
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Ready to convert your own data?
Convert PayPal Activity Download to QuickBooks Online with automatic Gross/Fee/Net split. Proper double-entry accounting without subscription apps.
No API required
Browser-based processing
Run on Google Cloud Platform
How It Works
1
Export from PayPal
Go to PayPal → Reports → Activity Download. Select 'Balance Affecting' transactions and download CSV.
2
Upload to Converter
Drag and drop your PayPal CSV file. We'll detect the format automatically.
3
Configure Accounts
Set your QuickBooks account names (PayPal bank, fees expense, income account).
4
Preview & Download
Review the Journal Entry output. Download the QBO-ready CSV file.
5
Import to QuickBooks
Go to QBO → Settings → Import Data → Journal Entries. Upload the converted file.
Your Data is Safe
Bank-Level Security
256-bit SSL encryption. Same standards as major financial institutions.
No Data Storage
Files are processed directly in browser. No calls to our servers.
GDPR Compliant
Full EU data protection compliance. Your privacy rights protected.
Field Mapping
How Paypal Transactions fields map to Quickbooks Online Journal Entry
| Paypal Transactions | Source Value | Quickbooks Online Journal Entry | Target Value | Note | |
|---|---|---|---|---|---|
Date |
01/15/2025 |
→ | JournalDate |
01/15/2025
|
Transaction date |
Transaction ID |
9AB12345CD678901E |
→ | JournalNo |
9AB12345CD678901E
|
Unique identifier for journal entry |
Gross |
100.00 |
→ | Credits |
100.00
|
Gross amount credited to income |
Fee |
-2.90 |
→ | Debits |
-2.90
|
Fee amount debited to expense |
Net |
97.10 |
→ | Debits |
97.10
|
Net amount debited to PayPal bank account |
Data Transformation
Each PayPal transaction splits into 2-3 journal lines
Input
PayPal Transaction
Single row with Gross, Fee, Net amounts
Key columns:
Date,
Transaction ID,
Gross,
Fee,
Net,
Type
1:N — One input row creates multiple output rows
Output
Journal Entry Lines
2-3 rows per
input
Balanced debit/credit lines for double-entry
Why PayPal Doesn't Import Cleanly to QuickBooks
The Gross/Fee/Net Problem
PayPal exports three amount columns: Gross (total), Fee (PayPal's cut), and Net (what you actually receive).
QuickBooks import expects a single amount per transaction.
If you import only Net: You understate revenue and lose fee visibility.
If you import only Gross: Your bank won't reconcile (bank shows Net).
You need both recorded correctly - as separate accounting entries.
What This Tool Does
We convert each PayPal transaction into a balanced Journal Entry:
- Debit: PayPal Bank Account (Net amount - what's in your account)
- Debit: PayPal Fees Expense (Fee amount - tracked separately)
- Credit: Sales Income (Gross amount - true revenue)
Your books are accurate, fees are expensed properly, and bank reconciles perfectly.
Common Journal Entry Import Errors
Issues you might encounter when importing Activity Download data to Journal Entry - and how we solve them
Pending Transactions Excluded
Only 'Completed' transactions are imported
Status: Pending, Held, Denied
Status: Completed
Filter PayPal export to balance-affecting transactions
Re-export from PayPal with 'Balance Affecting' filter
Mixed Currencies Detected
QBO Journal Entries use home currency only
Mixed USD, EUR, GBP transactions
USD transactions only (or single currency)
Export separate files per currency
Filter transactions by currency before import
Refund Signs Reversed
Refunds have negative Gross, positive Fee reversal
Gross: -100, Fee: +2.90, Net: -97.10
Correctly reversed journal entries
Processor handles sign reversal automatically
No action needed - handled by conversion
Why Use This Tool?
Proper Fee Tracking
Automatically splits Gross/Fee/Net into separate journal lines. Fees go to expense, full revenue recorded.
Native QBO Import
Journal Entries import natively to QuickBooks Online - no third-party apps needed.
Transaction Type Mapping
Automatically identifies payments, refunds, transfers, and fees. Maps to correct accounts.
60-Second Conversion
Upload → Preview → Download. No API limits or sync waiting.
Bank Reconciliation Ready
Net amounts match your bank feed exactly. Fees tracked separately for accurate expense reporting.
Browser-Based Privacy
Small files process locally in your browser. Data never leaves your computer.
Frequently Asked Questions
Journal Entries are the only QBO format that natively supports import via CSV and properly handles split transactions (Gross + Fee = Net). Bank transaction imports only accept single amounts.
Yes. Create your PayPal bank account, PayPal Fees expense account, and income account before importing. Use the exact names you enter in the tool options.
Refunds are automatically detected and reversed. The original sale credit is debited back, and any fee refund is credited to your fees expense account.
QBO Journal Entries use home currency only. Filter your PayPal export by currency, or process each currency separately and import to currency-specific accounts.
Yes, both PayPal Business and Personal accounts export the same Activity Download format. The tool works with both.
Paypal → Quickbooks Online Data Ecosystem
All available data flows from Paypal to Quickbooks Online