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.
Import PayPal Customers into Xero — Extract Contacts from Payment History
or drop .csv, .xls, .xlsx files here
or
Invoice import blocked if Sales Tax enabled in QBO
Import Complete
Xero Contact Import 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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more errors hidden. Download the full validation report to see all errors.
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?
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Ready to import your own data?
Build your Xero CRM from PayPal payment history. Extract unique customers with email addresses and shipping details for import as Xero contacts.
No API required
Browser-based processing
Run on Google Cloud Platform
How It Works
1
Export PayPal Transactions
PayPal → Activity → Download → Select date range → Download CSV
2
Extract Contacts
Upload CSV, select deduplication method, download contact file
3
Import to Xero
Xero → Contacts → Import → Select the CSV file
4
Review Contacts
Check imported contacts, merge duplicates if needed
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 Contact
| Paypal Transactions | Source Value | Xero Contact | Target Value | Note | |
|---|---|---|---|---|---|
Name |
John Smith |
→ | Name |
John Smith
|
Contact name (required) |
From Email Address |
buyer@example.com |
→ | EmailAddress |
buyer@example.com
|
Payer email |
Contact Phone Number |
+1-555-123-4567 |
→ | PhoneNumber |
+1-555-123-4567
|
Phone number |
Address Line 1 |
123 Main St |
→ | SAAddressLine1 |
123 Main St
|
Shipping address |
Town/City |
New York |
→ | SACity |
New York
|
Shipping city |
Zip/Postal Code |
10001 |
→ | SAPostalCode |
10001
|
Shipping postal code |
Country |
United States |
→ | SACountry |
United States
|
Shipping country |
Data Transformation
Multiple transactions from same payer become single contact
Input
PayPal Transactions
Transaction records with payer info
Key columns:
Name,
From Email Address
N:1 — Multiple input rows aggregate to one output row
Output
Xero Contact
1 per unique payer rows per
input
Contact Record
Deduplicated customer record
No duplicate contacts in output
Building Your Customer Database from PayPal
No Direct Customer Export
PayPal doesn't offer a customer list export. Your customer information is
embedded in transaction records. To use customers for invoicing, quotes, or
statements in Xero, you need to extract and import them. This tool automates
that process - pulling unique customers from your payment history.
Enabling Xero CRM Features
With customers in Xero, you can send invoices, create quotes, run AR aging
reports, and generate customer statements. Without importing contacts first,
you'd need to manually create each customer. This tool bootstraps your
customer database from existing PayPal transactions.
Common Contact Import Errors
Issues you might encounter when importing Activity Download data to Contact - and how we solve them
Repeat Payers in Export
Same payer appears in multiple transactions
john@example.com: 5 payments
john@example.com: 1 contact record
Deduplication keeps most recent info
All transactions linked, but only one contact created
PayPal Masked Email
PayPal shows anonymized marketplace email
buyer-123@marketplace.paypal.com
Email imported as-is (still functional)
Masked emails work for PayPal communication
Update with real email if customer provides it
No Shipping Address
Digital goods or services have no address
Address fields: (all blank)
Contact created without address
Address fields left empty when not available
Add address manually in Xero if needed
Same Person, Different Names
Payer uses variations of their name
John Smith, J Smith, John D Smith
Deduplicated by email if available
Use email deduplication for accuracy
Merge contacts in Xero if needed
Why Use This Tool?
Smart Extraction
Pulls customer name, email, and address from PayPal payer information.
Deduplication
Identifies unique customers from multiple transactions by email or name.
Address Import
Converts PayPal shipping addresses to Xero street and postal addresses.
Latest Info
When duplicates found, uses the most recent transaction's details.
Batch Processing
Handles years of transaction history with automatic batching.
Privacy First
Customer data processed locally - never uploaded to our servers.
Frequently Asked Questions
By default, we group by email address - the most reliable identifier. When the same email appears in multiple transactions, we keep only one contact record with the most recent details.
Some PayPal transactions show emails like 'buyer-123@marketplace.paypal.com'. These are still unique identifiers and functional for PayPal messages. Import them as-is and update with real emails when customers provide them.
Xero can detect contacts by name during import. For best results: (1) deduplicate by email in our tool, (2) let Xero check for duplicates during import. Existing contacts can be skipped or updated.
We filter to incoming payments only - customers who paid you. Refunds reference existing customers, not new ones. This keeps your contact list focused on actual buyers.
Digital goods/services often lack shipping addresses. Contacts are created with name and email; addresses are optional. Add addresses manually in Xero when needed.
Xero's import offers 'update existing' option when duplicates detected. Or import as new and merge in Xero afterward. For bulk updates, export from Xero, edit, and re-import.
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