How to Export Reports from PayPal for Accounting

PayPal is a staple for many of our clients, from freelancers to e-commerce sellers. While the platform is great for getting paid, navigating the reports section can sometimes feel a bit clunky.

Here is how to grab the statements and data we need to keep your accounts sorted.

Note: While PayPal provides these reports, they don’t offer tax advice. That’s our job.

1. Transaction Activity Reports (The Detail)

If we need a granular look at every penny coming in and out, this is the report to grab. You can go back up to 7 years, but you can only download 12 months of data at a time.

1. Log in and go to Activity.
2. Click All Reports.
3. Select Activities and then Activity Report.
   • Note: If you are using the ‘Classic View’, click Activity download.
4. Choose your Transaction type, Date range, and File format.
   • Dead Simple Tip: We love a CSV file, but PDF, Quicken, and QuickBooks formats are there if you need them.
5. Click Customize report fields if you need specific data, then hit Create Report.
6. Once it’s processed, click Download.

2. Monthly & Custom Statements

Need a standard statement for a specific month? These are usually available after the 2nd of each month.

1. Go to Activity and click All Reports.
2. Click Payments and then Statements – monthly and custom.
   • Note: In ‘Classic View’, look for Monthly or Custom under Statements.
3. Find the month you need and click Request (choose PDF for reading or CSV for spreadsheets).
4. When it’s ready, hit Download.

3. Mass Payments (Payouts)

If you are sending bulk payments, you might need a specific report for those batches.

1. Go to the Activity Reports section.
2. Under “Transaction Type,” click Payouts.
3. Click Customize Download Fields (this only works for CSV/Tab files, not PDFs) to pick exactly what info you need, then Save.
4. Choose your date range and click Download.

4. PayPal Credit Card Statements

Using a PayPal Credit card for business expenses? Here is how to get the bill.

1. Click the PayPal Credit card tile on your home page.
2. Click Statements.
3. Select the Month you need.
4. Click Get billing statement to download the PDF.

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A Few Things to Keep in Mind

• Be Patient: If you are downloading a massive history log, it can take up to 5 business days to generate. PayPal will email you when it’s ready.
• Don’t Wait Too Long: Large history logs are only saved for a short time (the last 3 completed files). Small logs are downloaded instantly.
• QuickBooks User? If you use QuickBooks, you can often download transaction history directly into your software. Check the QuickBooks support site for the latest “how-to.”

DIY: Filtering Your Data in Excel

If you’ve downloaded a CSV and want to crunch the numbers yourself before sending them over, here is a quick refresher on handling the spreadsheet:

• Filter the Noise: Click the top row (Date, Time, Name), go to Data > Filter. You can now use the arrows on each column to hide transactions you don’t need.
• Get Totals: To sum up your fees or sales, click the cell at the bottom of a column (like ‘Fees’). Hold Shift and click the first amount in that column to highlight them all. Go to Formulas > AutoSum to see the total instantly.