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 Transactions CSV Validator
or drop .csv, .xls, .xlsx files here
or
Invoice import blocked if Sales Tax enabled in QBO
Validate Complete
Validation Report Format
Showing valid rows only (download includes all rows + errors)
All rows valid
| $ |
|---|
+ more rows
validated
Rows skipped
credits
Credits Calculation:
rows → rows (rounded to 1K) → credits
then credit per 1K rows
| Row | Column | Value | Error |
|---|---|---|---|
Showing first 50 errors. more errors not shown.
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?
Credits are based on rows in your file. Each tool shows its rate (e.g., 2,000 rows = 4 credits). We round up to the nearest step. Minimum 1 credit per conversion.
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Ready to validate your own data?
Check your PayPal Activity Download for missing columns, data errors, and formatting issues before importing to QuickBooks.
No API required
Browser-based processing
Run on Google Cloud Platform
How It Works
1
Export from PayPal
Go to PayPal → Reports → Activity Download → Select 'Balance Affecting' → Download CSV
2
Upload File
Drop your PayPal Activity Download CSV here or click to browse
3
Review Results
See validation summary showing column status, amount checks, and any issues
4
Fix Issues or Proceed
Address any errors, or proceed to /convert/paypal-quickbooks if validation passes
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.
Why Validate Before Converting?
PayPal Export Variations
PayPal exports can vary based on account type, region, and export settings.
Column names may differ (Gross vs Amount, Transaction ID vs Txn ID).
Some exports include all fields, others only a subset.
Validating first ensures your export has the required columns for conversion.
What This Tool Checks
We validate your PayPal Activity Download against the expected schema:
- Required columns present (Date, Gross, Fee, Net, Transaction ID)
- Amount formula valid (Gross + Fee = Net)
- Status values recognized (Completed, Pending, etc.)
- Date formats parseable
You get a detailed error report identifying issues before conversion.
Common Target Import Errors
Issues you might encounter when importing Source data to Target - and how we solve them
Missing Date Column
The 'Date' column is required but not found
File exported without 'Date' column
Column with values like '01/15/2025'
Ensure you're exporting from Activity Download, not Summary report
Go to PayPal → Reports → Activity Download
Missing Gross Amount
The 'Gross' column is required for transaction amounts
File without 'Gross' column
Column with values like '100.00' or '-50.00'
Gross amount represents total before fees
Re-export ensuring all amount columns are included
Missing Fee Column
The 'Fee' column is required for accurate accounting
File without 'Fee' column
Column with values like '-2.90' (negative for deductions)
Fee column tracks PayPal transaction fees
Check column headers - may be named 'PayPal Fee' or similar
Missing Net Amount
The 'Net' column is required for balance impact
File without 'Net' column
Column with values like '97.10' (Gross + Fee)
Net = Gross + Fee (actual balance change)
Re-export with full column selection
Missing Transaction ID
The 'Transaction ID' column is required for audit trail
File without 'Transaction ID' column
Column with 17-character IDs like '9AB12345CD678901E'
Transaction ID is essential for reconciliation and linking refunds
Re-export from Activity Download with full details
Invalid Amount Format
Amount columns contain non-numeric or corrupted values
N/A, #VALUE!, or (blank)
100.00 or -2.90 (numeric values)
Amounts must be parseable numbers
Don't modify file in Excel before validating
Amount Formula Mismatch
Net amount doesn't equal Gross + Fee
Gross: 100, Fee: -3, Net: 95 (should be 97)
Gross: 100, Fee: -3, Net: 97 (correct)
Net = Gross + Fee must always hold
This may indicate data corruption - re-export from PayPal
Multiple Currencies Detected
File contains transactions in different currencies
Mix of USD, EUR, GBP transactions
Single currency (USD only) for QuickBooks import
QuickBooks Journal Entry import doesn't support multi-currency
Filter export by currency or process currencies separately
Pending Transactions Included
File contains transactions with non-Completed status
Status: Pending, Held, Denied
Status: Completed (only)
Only completed transactions should be imported to QuickBooks
Filter export to 'Balance Affecting' transactions only
Invalid Date Format
Date column contains unparseable values
Jan 15, 25 or 15/01/2025 (ambiguous)
01/15/2025 (MM/DD/YYYY format)
PayPal uses MM/DD/YYYY format for US accounts
Don't modify dates in Excel - may change format
Character Encoding Problem
File contains characters that couldn't be decoded
Customer name shows as ??? or garbled text
Proper text including special characters
PayPal exports in UTF-8, but Excel may corrupt encoding
Re-download file without opening in Excel first
Holds/Reserves Included
File contains Hold or Reserve transactions
Type: 'Hold Placed' or 'Reserve'
Exclude holds - they don't affect available balance
Holds have no QuickBooks equivalent transaction type
Holds are informational - exclude from import or track separately
Currency Conversion Rows
File contains currency conversion transactions
Type: 'General Currency Conversion' (two linked rows)
Handle as transfer between currency accounts
Currency conversions appear as paired debit/credit rows
These require special handling - consider excluding or processing separately
Why Use This Tool?
Column Detection
Checks for required columns: Date, Gross, Fee, Net, Transaction ID.
Amount Validation
Verifies Gross + Fee = Net formula holds for all transactions.
Status Checking
Identifies pending, held, or denied transactions that shouldn't be imported.
Currency Detection
Warns about mixed currencies that require separate processing.
Row-Level Errors
Get specific error messages with row numbers for quick debugging.
Browser-Based
Files processed locally. Your financial data never leaves your computer.
Frequently Asked Questions
Required columns are: Date, Gross, Fee, Net, and Transaction ID. Name, Type, and Status are strongly recommended but not strictly required.
This usually indicates data corruption, often from Excel auto-formatting. Re-download the file from PayPal without opening it in Excel first.
Pending transactions haven't affected your account balance yet. Importing them would create phantom entries in QuickBooks.
If your export contains multiple currencies, each currency should be processed separately and imported to the corresponding QuickBooks bank account.
Yes, the validator is completely free. We only charge for conversion tools.
Your file is processed entirely in your browser. No data is uploaded to our servers. Your financial information stays private.
After Validation: Convert Your Activity Download
Once your Paypal export passes validation, convert it to your accounting format
Paypal
Activity Download
Your validated export
→
Quickbooks Desktop
IIF File
Tab-delimited Intuit Interchange Format for Desktop
Date → DATE
Transaction ID → DOCNUM
Net → AMOUNT (TRNS)
Paypal
Activity Download
Your validated export
→
Quickbooks Online
Journal Entry
Double-entry accounting with debits/credits
Date → JournalDate
Transaction ID → JournalNo
Gross → Credits