Convert PayPal statements to Excel or CSV
PayPal isn't a bank, but if you sell online or get paid through it, your PayPal balance needs to be in your books like any other account. PayPal gives you two kinds of file: monthly statements and activity reports. This page explains where to find each, what the gross, fee and net figures mean when you put them in a spreadsheet, and how to convert a PayPal PDF statement when that's what you have.
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How to download your PayPal statements
On the website
- Monthly statement: sign in to PayPal on the web and go to paypal.com/reports/accountStatements.
- Click Request next to the month you need, then click Download when it's ready.
- Activity report: go to Activity (sometimes shown as History) and click the download icon.
- Click Custom, choose the report and date range (up to 12 months per request), and pick a format: PDF, CSV, TAB, Quicken or QuickBooks.
- Click Download when the report is ready. Large reports can take up to 5 business days and PayPal emails you when they're done.
Activity reports can go back up to seven years, with up to 12 months in each request. PayPal's reporting documentation says up to 2 years of monthly statements are available in the reports portal, and custom statements can cover any period within the last 3 years. PayPal keeps only your last three completed large reports, and small reports download immediately without being saved, so store the files yourself.
Menu names change from time to time. If a step doesn't match, look for Statements or Documents in your account menu.
PayPal's activity download vs converting the PDF statement
| Option | What you get | Watch out for |
|---|---|---|
| PayPal activity report (CSV or TAB) | One row per transaction with date, time, name, type, status, currency, gross, fee, net and balance columns. | Up to 12 months per request. Large reports can take days. Includes columns most bookkeepers don't need. |
| PayPal activity report (Quicken or QuickBooks format) | A file meant for importing straight into Quicken or QuickBooks. | Check how your version of the software handles fees and currency conversions after import. |
| Monthly statement (PDF or CSV) | Balance summary per currency, an activity summary by category, and line-by-line transaction history with gross, fee and net. | Only transactions that change your balance. Very busy months can leave out the line-by-line list. |
| PDF statement + our converter | Excel or CSV with Money out / Money in columns or one signed Amount column, each row next to its source page, with totals checked against the statement balances. | 5 free pages a day without an account. XLSX or CSV only, no QBO or OFX. |
If you can sign in to the PayPal account, the CSV activity report is usually the best source for bookkeeping. Convert the PDF when you've been sent statements rather than exports, or when the account is no longer accessible.
What PayPal statements look like
- Each transaction has a Gross amount, a Fee and a Net amount (gross minus fee). Decide whether you'll record the net figure or split out fees as their own expense before you import.
- The PDF statement starts with a balance summary for each currency you hold, then an activity summary grouped by category such as payments received, fees, chargebacks and transfers, before the transaction history.
- Balances and transactions are broken out by currency, so a multi-currency account has several sections to reconcile.
- Statements only include transactions that affect your balance; pending items such as uncaptured authorizations are left out. In very busy periods (over 10,000 transactions) the line-by-line history may not be included, except for merchants in some countries.
- Large CSV statements are split into several files of up to 150,000 rows, packed in a zip, and only the first file has column headers.
Tips for converting PayPal statements
- Set up PayPal as its own bank or clearing account in your accounting software, and record withdrawals to your bank as transfers rather than expenses.
- Book fees separately using the Fee column so your sales figures stay at the gross amount your customers paid.
- Set your time zone in PayPal's account preferences before generating statements; the change only applies to statements generated afterwards.
- If you merge split CSV files, copy the header row from the first file onto the others, or import them as one combined file.
Importing into accounting software? See QuickBooks or Xero.
How you check the result
Sample dataEvery extracted row sits next to the page it came from, and the totals are checked against the opening and closing balances printed on the statement. This example uses made-up data, not a real PayPal statement.
PayPal statement questions
Can I download my PayPal statement as Excel?
PayPal offers CSV activity reports, which open in Excel. Go to Activity, click the download icon, choose Custom and select CSV.
How far back can I download PayPal transactions?
Activity reports cover up to seven years, but each request can include at most 12 months. Run several requests to cover a longer period.
Can I download PayPal statements in the app?
PayPal's help pages describe downloading statements and activity reports on the web. If you're on a phone, sign in to PayPal in your mobile browser.
Why is my PayPal statement missing some transactions?
Monthly statements only include transactions that affect your balance, so pending items such as uncaptured authorizations aren't listed. Very large months may also omit the line-by-line transaction history.
What's the difference between gross, fee and net on a PayPal statement?
Gross is the full transaction amount, Fee is what PayPal charged, and Net is gross minus the fee, which is what actually changed your balance.
Other bank guides
Based on PayPal's own help pages (checked October 2026): paypal.com · paypal.com · developer.paypal.com · developer.paypal.com
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Convert a PayPal statement
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