Manually import PayPal transactions into Xero

Once you've set up your PayPal account in Xero, you can manually import PayPal transactions. You may need to do this if you can't get a Premier or Business PayPal account, or need to import transactions dated before the automatic feed started.

  1. Download your transactions from PayPal in CSV format
  2. Manually import gross PayPal transactions into Xero
  3. Manually import PayPal fees into Xero

Download your transactions from PayPal in CSV format

  1. Go to the Download History screen in PayPal (you may need to log in first).
  2. Select the date range that covers the transactions you need to import.
  3. Under File Types for Download, select Comma Delimited - Balance Affecting Payments.
  4. Click Download History.

Manually import gross PayPal transactions into Xero

If you have Microsoft Excel and use multi-currency in Xero, you can import PayPal transactions into Xero using our conversion tool.
  1. Open the CSV file you downloaded from PayPal in Microsoft Excel, Numbers for Mac or Google Sheets.
  2. Find the Status column. Delete any rows that don't contain transactions with 'Completed', 'Cleared', 'Refunded', 'Partially Refunded' or 'Reversed' showing in this column.
  3. If you have several currencies in the CSV file, delete any rows that don't match the currency of the Xero PayPal account you're importing the transactions into.
  4. Save the CSV file.
  5. In the Accounts menu, select Bank Accounts.
  6. Find the PayPal account that you want to import the PayPal feeds into. Click Manage Account and select Import a Statement.
  7. Click Browse and select your CSV file.
  8. Click Import.
  9. Assign your statement data as follows:
    • Date to Transaction Date
    • Name to Payee
    • Gross to Transaction Amount
    • Transaction ID to Reference.

    Map PayPal file into Xero

  10. Click Save, and then OK.

Manually import PayPal fees into Xero

  1. Open the CSV file you downloaded from PayPal in Microsoft Excel, Numbers for Mac or Google Sheets.
  2. Find the Status column. Delete any rows that don't contain transactions with 'Completed', 'Cleared', 'Refunded', 'Partially Refunded' or 'Reversed' showing in this column.
  3. Delete the Gross column.

    PayPal statement with Gross column highlighted

  4. Insert a column to the left of the Name column. Name it 'PayPal fee'. Then enter 'PayPal fee' into every cell in this column. This will label all fee transactions with a Payee name of PayPal fee.

    PayPal statement with fee column highlighted

  5. Save the CSV file.
  6. In the Accounts menu, select Bank Accounts.
  7. Find the PayPal account that you want to import the PayPal feeds into. Click Manage Account and then select Import a Statement.
  8. Click Browse and select your CSV file.

  9. Click Import.
  10. Assign your statement data as follows:
    • Date to Transaction Date
    • Time to Unassigned
    • PayPal Fee to Payee
    • Fee to Transaction Amount
    • Transaction ID to Reference.

    Map PayPal Fee

  11. Click Save, and then OK.