eBay transaction report to Xero

1. Export the file from eBay Seller Hub

1. In Seller Hub open the Payments tab and select Reports in the menu on the left.
2. Select Transaction report in the download section, choose the transaction type (all types) and the start and end date, then select Create report.
3. eBay emails you when the report is ready. Download the CSV and upload it here as it is, without opening and re-saving it in a spreadsheet.

Why a raw eBay transaction report export fails in Xero

Xero cannot read the notes above the header or the "--" empty cells, and importing every line into your bank account would show sales and fees your bank never saw. The usual fix is an eBay clearing account: each payout's lines go in, and the payout goes out to your bank.

Xero imports the CSV line by line, so title rows above the table, balance rows, currency symbols in the amount, or separate gross, fee and net columns end up rejected or imported as the wrong amount.

What is unusual about the eBay transaction report file

• About ten lines of notes come before the column header, and empty cells are written "--". Dates look like May 20, 2026 (eBay.com) or 24 Sept 2026 (eBay.co.uk).
• An order with several items has one order line with the Net and Gross amounts and one line per item with that item's fees; they are read together so nothing is counted twice.
• Each payout becomes its named lines (item sales, shipping, refunds, final value fees and each other fee type, promoted listing fees, shipping labels, claims, holds) plus the payout, all dated on the payout date.
• The lines of each payout are added up and compared with its Payout row. If they differ, you get a warning with the difference; it is never hidden.
• Rows that are not part of a payout yet (no Payout ID) are left out and counted in a note. eBay collected tax is not in your payouts, so it is not booked.
• Net amounts are in the payout currency, gross and fees in the sale currency: an order in another currency is booked at its converted Net only, on its own line. One currency per output.
• The German eBay.de report and the payout report are refused by name: download the English transaction report instead.
• Bank-style files (.qbo, .qfx, .ofx, QuickBooks Online CSV, Xero CSV) go into a separate eBay clearing account, not your checking account: each payout's last line moves the money to your bank.

What Xero requires

• Header matches Xero's template: *Date, *Amount, Payee, Description, Reference, Check Number.
• One signed amount column: money out negative, decimal point, no symbols.
• Up to 100,000 rows per file.

2. Before and after

--,--,--,--,--,--,--,--,--,--,--,--,--
"Notes"
"Gross transaction amount: The total payment for a transaction before any fees or credits are applied."
"Gross transaction amounts and fees are listed in the transaction currency. Net amounts are listed in the payout currency."
"All fee amounts shown include taxes."
""
"Transaction report"
"This report includes transaction type","order, refund, claim, payment dispute, shipping label, charge, transfer, hold, other fee, adjustment, purc...
"Seller","synthetic_seller"

3. Import the converted file into Xero

1. In Xero open Accounting > Bank accounts and choose the account.
2. Click Manage account > Import a statement.
3. Choose this CSV and click Import.
4. Check the column mapping (Date, Amount, Payee, Description, Reference) and confirm the date format if asked.

Questions

Does each journal entry match my eBay payout?

Yes, when the report covers all of the payout. The converter adds the lines that carry each Payout ID and compares them with that payout's own Payout row. The bank line uses eBay's payout amount; if the lines add up to something else, a warning names the difference and the gap goes to the clearing account.

Which date format does Xero need?

Xero lists both month-first and day-first dates as accepted and asks you to confirm the format when it is unclear. Choose United States for MM/DD/YYYY or Elsewhere for DD/MM/YYYY, and confirm the same format in Xero if it asks.

What happens to sales that have not been paid out yet?

Lines without a Payout ID (on hold or still processing) are left out and counted in a note. Download a later report and they come in with their payout.

Can I import more than one month at once?

Yes. Xero imports the whole statement file you give it. Keep each file to one bank account in Xero, and avoid overlapping a period you already imported so you do not have to delete duplicate statement lines.

Other ways to convert eBay transaction report

• eBay transaction report to a QuickBooks journal entry
• eBay transaction report to a QuickBooks Online bank CSV
• eBay transaction report to Excel

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