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.
Reconcile PayPal in Xero — Convert Transactions for Bank Reconciliation
or drop .csv, .xls, .xlsx files here
or
Invoice import blocked if Sales Tax enabled in QBO
Reconcile Complete
Xero Bank Reconciliation File 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 reconcile your own data?
Master PayPal reconciliation in Xero. Convert your Activity Download to bank statement format with fee tracking and refund handling for accurate month-end reconciliation.
No API required
Browser-based processing
Run on Google Cloud Platform
How It Works
1
Export PayPal Period
Download Activity Download CSV for your reconciliation period
2
Convert for Reconciliation
Upload CSV, select reconciliation mode and account codes
3
Import to Clearing Account
Import to your 'PayPal Clearing' bank account in Xero
4
Reconcile Transactions
Match transactions with invoices, bills, and bank transfers
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
How to Reconcile PayPal in Xero
The Reconciliation Challenge
PayPal's transaction structure (Gross - Fee = Net) creates complexity for
reconciliation. Money flows through PayPal before reaching your bank, and
fees are deducted along the way. Proper reconciliation requires matching
PayPal's internal transactions with your actual bank deposits and tracking
fees as business expenses.
The Clearing Account Method
Professional accountants use a 'PayPal Clearing' account - a bank account
in Xero representing your PayPal balance. Transactions import here first,
then bank transfers reconcile between PayPal Clearing and your real bank.
This gives you complete visibility into PayPal activity and clean reconciliation.
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?
Reconciliation-Ready Format
Converts PayPal transactions to Xero bank statement format for easy matching.
Fee Separation
Two-line mode splits gross from fees for detailed expense tracking.
Refund Handling
Refunds appear as negative amounts to balance your reconciliation.
Transfer Tracking
Bank transfers included to match with actual bank deposits.
Currency Filtering
Reconcile one currency at a time for multi-currency accounts.
Privacy First
All processing local. Financial data never leaves your browser.
Frequently Asked Questions
Single-line (Net Amount) is simpler - it matches what actually moves through your PayPal balance. Two-line (Gross + Fee) is better if you want to track fees as a separate expense category. Most accountants prefer two-line for expense visibility.
Go to Accounting → Bank Accounts → Add Bank Account → Add manually. Name it 'PayPal Clearing' and select your currency. This represents your PayPal balance, not a real bank account.
PayPal batches transactions into periodic payouts. Your clearing account shows individual transactions; your bank shows lump-sum deposits. When PayPal transfers to your bank, record a bank transfer between PayPal Clearing and your actual bank account.
With two-line mode, fees appear as separate negative entries coded to your fee expense account. These balance against the gross sale amount. The net result equals what your PayPal balance actually changed by.
We filter to 'Completed' transactions only. Pending transactions haven't settled and shouldn't be reconciled yet. Re-export after transactions complete for accurate reconciliation.
Monthly is standard for most businesses. High-volume sellers may reconcile weekly. The key is consistency - reconcile regularly to catch discrepancies early.
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