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 Xero Converter — Transform Activity Download to Bank Statement CSV
or drop .csv, .xls, .xlsx files here
or
Invoice import blocked if Sales Tax enabled in QBO
Convert Complete
Xero Bank Statement Format
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Credits Calculation:
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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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Ready to convert your own data?
Bridge the gap between PayPal payments and Xero accounting. Convert your Activity Download exports to Xero-ready bank statement CSVs for seamless payout reconciliation.
No API required
Browser-based processing
Run on Google Cloud Platform
How It Works
1
Export from PayPal
PayPal → Activity → Download → All Activity → Download CSV
2
Upload & Configure
Upload CSV, select region, and choose single or two-line mode
3
Preview & Verify
Review converted transactions, check totals match your PayPal balance
4
Import to Xero
Import to your bank account or PayPal Clearing account for reconciliation
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 Xero Bank Statement
| Paypal Transactions | Source Value | Xero Bank Statement | Target Value | Note | |
|---|---|---|---|---|---|
Date |
01/15/2025 |
→ | Date |
01/15/2025
|
Transaction date |
Net |
97.10 |
→ | Amount |
97.10
|
Net amount (single mode) |
Gross |
100.00 |
→ | Amount |
100.00
|
Gross amount (two-line mode) |
Fee |
-2.90 |
→ | Amount |
-2.90
|
PayPal fees (two-line mode, negative) |
Name |
John Smith |
→ | Payee |
John Smith
|
Counterparty name |
Transaction ID |
9AB12345CD678901E |
→ | Reference |
9AB12345CD678901E
|
PayPal transaction ID |
Data Transformation
Each PayPal transaction becomes 1 or 2 bank rows depending on mode
Input
PayPal Transaction
One Activity Download row with Gross/Fee/Net
Key columns:
Transaction ID,
Date
1:N — One input row creates multiple output rows
Output
Xero Bank Line
1 or 2 rows per
input
Transaction Line
Money movement
DR
Fee Line (two-line mode only)
PayPal fees (negative)
Net amount = Gross + Fee
Why PayPal Doesn't Integrate Directly with Xero
The Integration Gap
While PayPal and Xero both offer integrations, many users find them limited,
unreliable, or expensive. A CSV-based approach gives you complete control over
your financial data, works with any PayPal account type, and doesn't require
third-party app subscriptions. You decide exactly what gets imported and how.
The Fee Tracking Challenge
PayPal's fee structure (Gross - Fee = Net) needs proper handling for accurate
accounting. Our two-line mode separates the gross payment from PayPal's fees,
letting you track payment processing expenses accurately while matching your
actual bank deposits. This gives you better visibility into your true profit margins.
Common Bank Statement Import Errors
Issues you might encounter when importing Activity Download data to Bank Statement - and how we solve them
Gross + Fee ≠ Net
PayPal fee calculation doesn't match Net
Gross: $100, Fee: -$2.90, Net: $98.00
Computed: Fee Effect = Net - Gross = -$2.00
Use FeeEffect = Net - Gross for accurate fee tracking
This handles fee reversals and adjustments correctly
Pending Transactions
Pending transactions haven't settled yet
Status: Pending, Net: $100.00
Skipped (not balance-affecting yet)
We filter to only Completed transactions
Re-export after transactions settle
Refunds Linked to Original
Refunds reference original transaction
Type: Refund, Reference Txn ID: ABC123
Amount: -$100 (negative reversal)
Refunds appear as negative amounts
Bank balance stays accurate with refunds included
Multiple Currencies
PayPal holds multiple currency balances
USD: $500, GBP: £200, EUR: €100
Split by currency or single currency
Filter by currency or import to matching bank account
Use currency filter option for multi-currency Xero
Bank Transfers
Withdrawals to bank appear as negative
Type: Bank Transfer, Net: -$1000
Amount: -$1000 (outflow from PayPal)
This is correct - money left PayPal to your bank
Match with incoming deposit in your actual bank account
Why Use This Tool?
Payout Reconciliation
Creates bank feed entries that match your PayPal balance and transfers to bank.
Fee Separation
Optional two-line mode splits gross payments from PayPal fees for expense tracking.
Refund Handling
Properly handles refunds as negative amounts to keep your bank balanced.
Multi-Currency Support
Filter by currency or process all currencies for multi-currency Xero accounts.
Batch Processing
Handles large exports with automatic batching for Xero's 1,000 row limit.
Browser Privacy
All processing happens locally. Your financial data never leaves your device.
Frequently Asked Questions
Single-line shows the Net Amount (what actually hits your bank after fees). Two-line separates the Gross payment from the Fee (PayPal's charges), letting you track fees as a separate expense category in Xero.
PayPal batches multiple transactions into withdrawals. The Net amounts in PayPal match what eventually reaches your bank. If you're using a PayPal Clearing account, individual transactions reconcile there, and bank transfers reconcile to your actual bank.
Use the currency filter to export one currency at a time, or import all currencies to a multi-currency bank account in Xero. Each currency should match the bank account's currency setting in Xero.
Refunds appear as negative amounts in Xero. When you refund through PayPal, it reduces your balance. Our tool includes refunds by default so your bank statement stays accurate.
For professional accounting, yes. Create a 'PayPal Clearing' account to hold transactions. When you withdraw to your real bank, the transfer shows in both accounts, making reconciliation clean.
PayPal charges per-transaction fees that are deducted from the gross amount. Gross - Fee = Net. Our tool can either show Net (simple) or split Gross and Fee (detailed tracking).
Paypal → Xero Data Ecosystem
All available data flows from Paypal to Xero
Paypal
Activity Download
PayPal transaction history with payments, fees, refunds, and transfers
→
Xero
Bank Statement
Bank transactions for reconciliation
Date → Date
Net → Amount
Gross → Amount
Paypal
Activity Download
PayPal transaction history with payments, fees, refunds, and transfers
→
Xero
Contact
Customer or supplier contact records
Name → Name
From Email Address → EmailAddress
Contact Phone Number → PhoneNumber
Paypal
Activity Download
PayPal transaction history with payments, fees, refunds, and transfers
→
Xero
Sales Invoice
Sales invoices for accounts receivable (B2B, payment terms)
Name → ContactName
From Email Address → EmailAddress
Invoice Number / Transaction ID → InvoiceNumber