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 Sales into Xero — Create Invoices from Payment History
or drop .csv, .xls, .xlsx files here
or
Invoice import blocked if Sales Tax enabled in QBO
Import Complete
Xero Invoice Import Format
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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 import your own data?
Turn your PayPal payment history into Xero invoices. Import sales records with customer details for AR tracking, compliance, and professional bookkeeping.
No API required
Browser-based processing
Run on Google Cloud Platform
How It Works
1
Export PayPal History
PayPal → Activity → Download → Select date range → Download CSV
2
Convert to Invoice Format
Upload CSV, configure account codes and prefix, download result
3
Import to Xero
Xero → Business → Invoices → Import → Select CSV file
4
Review and Post
Check imported invoices, approve, and mark as paid 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 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 Import PayPal Sales as Invoices
Accounts Receivable Tracking
Bank statement import only shows money movement. Invoice import creates proper
sales records in your accounts receivable, enabling customer statements, aging
reports, and revenue analysis by customer. This is essential for businesses
that need to track sales performance and customer history.
Documentation and Compliance
Many tax jurisdictions and business situations require formal invoice records.
By importing PayPal payments as invoices, you create a complete audit trail
with customer details, descriptions, and proper accounting categorization.
This satisfies compliance requirements without manual invoice creation.
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 Creation
Creates one invoice per PayPal payment with full customer details.
Customer Mapping
Uses PayPal payer name and email to create or match Xero contacts.
Invoice Numbering
Uses PayPal Invoice Number or Transaction ID with customizable prefix.
Pre-Paid Handling
Invoices marked as due immediately since payment already received.
Batch Import
Large payment histories split for reliable Xero import.
Local Processing
Customer data stays in your browser - never uploaded to servers.
Frequently Asked Questions
Use Invoice import when you need AR (Accounts Receivable) tracking - customer sales reports, aging, statements. Use Bank Statement import for simple reconciliation. Many businesses do both: invoices for sales records, bank statement for reconciliation.
Invoices import with Due Date = Invoice Date (pre-paid status). To formally mark them paid, reconcile the matching bank statement entries to the invoices, or use batch payment entry in Xero.
PayPal fees are NOT included - they're your business expense, not something billed to customers. Invoice shows Gross amount (what customer paid). Track fees via Bank Statement import for expense tracking.
Xero invoice import creates the invoice record. To record payment, either: (1) import bank statement and reconcile to invoice, or (2) use batch payment entry. Most businesses prefer method 1 for automatic matching.
Xero checks invoice numbers for duplicates. Use consistent prefixes (PP-) and don't re-import the same date range. If duplicates occur, Xero's import will flag them for review.
Yes, imported invoices are draft status by default. You can edit customer details, descriptions, account codes before approving. This is useful for adding extra line items or fixing customer names.
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