PayPal to Xero Invoice Converter — Create Sales Invoices from Payments

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Convert Complete

Xero Sales Invoice CSV Format
valid rows

Transform your PayPal payment history into Xero-ready sales invoices. Perfect for B2B sellers and businesses requiring invoice documentation for accounting compliance.

No API required
Browser-based processing
Run on Google Cloud Platform

Download Sample

Sample PayPal Activity Download CSV

Download

Tool Rating

4.7 / 5 (186 votes)

How It Works

1

Export from PayPal

PayPal → Activity → Download → All Activity → Download CSV

2

Upload & Configure

Upload CSV, select region, set account code and invoice prefix

3

Preview & Verify

Review generated invoices, check customer names and amounts

4

Import to Xero

Import invoices via Business → Invoices → Import

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.

ISO/IEC 27001 Certified GDPR Compliant Swiss Privacy CCPA Compliant

Field Mapping

How Paypal Transactions fields map to Xero Invoice

Paypal Transactions Source Value Xero Invoice Target Value Note
Name John Smith → ContactName John Smith Customer name for invoice
From Email Address buyer@example.com → EmailAddress buyer@example.com Customer email
Date 01/15/2025 → InvoiceDate 01/15/2025 Sale date
Date 01/15/2025 → DueDate 01/15/2025 Same as sale (pre-paid via PayPal)
Gross 100.00 → UnitAmount 100.00 Sale amount before fees

Data Transformation

Each PayPal payment becomes one Xero invoice

Input PayPal Payment Transaction

Payment with customer and amount details

Key columns: Transaction ID, Date, Name
1:1 — One input row creates one output row
Output Xero Invoice 1 rows per input

Invoice Line Product/service sold
Invoice amount = Gross amount (customer payment)

Why Create Invoices from PayPal Payments

B2B Invoice Requirements

Many businesses need formal invoices for accounting compliance, tax documentation, or customer records. While PayPal processes payments instantly, it doesn't create traditional invoices in your accounting system. This tool bridges that gap by generating Xero-compatible invoices from your PayPal payment history.

Accounts Receivable Tracking

For proper revenue recognition and AR management, you may need invoice records even for payments already received. This tool creates invoices marked as paid (since PayPal already collected payment), giving you complete sales documentation in Xero while maintaining accurate financial records.

Common Sales Invoice Import Errors

Issues you might encounter when importing Activity Download data to Sales Invoice - and how we solve them

Missing Customer Name

PayPal Name field is empty

Name: (blank)
ContactName: PayPal Customer

Default name used for import

Update contact in Xero after import if needed

Refunds Should Not Be Invoices

Refund transactions shouldn't create invoices

Type: Refund, Amount: -$50
Skipped (use Credit Note import)

Refunds filtered out automatically

For refunds, use Xero Credit Note import

PayPal Fees Not on Invoice

Fees are business expenses, not customer charges

Gross: $100, Fee: -$2.90, Net: $97.10
Invoice: $100 (the amount customer paid)

Invoice shows Gross amount customer paid

Track fees separately as expense

Anonymized Email Address

PayPal may show masked email

buyer-abc@marketplace.paypal.com
Email imported as-is

Masked emails still work for Xero matching

Update with real email if customer provides it

Why Use This Tool?

Invoice Generation

Creates one Xero invoice per PayPal payment with customer details.

Customer Mapping

Uses PayPal payer name and email to create or match Xero contacts.

Smart Numbering

Uses PayPal Invoice Number or Transaction ID with customizable prefix.

Pre-Paid Status

Invoices created with Due Date = Invoice Date for pre-paid transactions.

Batch Processing

Handles large exports with automatic batching for Xero's limits.

Browser Privacy

All processing happens locally. Your financial data never leaves your device.

Frequently Asked Questions

Bank Statement import is for reconciliation. Invoice import creates actual sales records in your AR (Accounts Receivable). Use invoices when you need formal sales documentation, customer statements, or AR reporting.
Invoices are created with Due Date = Invoice Date since PayPal already collected payment. To mark them paid, import the matching bank statement and reconcile, or use batch payment entry in Xero.
PayPal fees are not included on invoices - they're your business expense, not something customers pay. The invoice shows the Gross amount (what the customer paid). Track fees separately using the Bank Statement converter.
The tool uses the PayPal 'Name' field for ContactName. If the customer already exists in Xero (by name), they'll be matched. Otherwise, a new contact is created during import.
If the Name field is empty, a default 'PayPal Customer' contact is used. You can update customer details in Xero after import.
Use invoices when you need AR tracking or formal documentation. For simple bank reconciliation without AR needs, use the Bank Statement format instead - it's simpler and faster to reconcile.

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
Payout reconciliation, fee tracking
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
Customer sync, supplier management
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
B2B sales, invoiced orders, payment terms