Paypal Importing FAQ

Learn how Craftybase imports your PayPal data.

Our PayPal Craftybase integration allows you to import specific types of data from your PayPal account, ensuring that your financial records are accurately reflected in Craftybase.


We'll cover:

How do I connect my PayPal account to Craftybase?

To connect your PayPal account with Craftybase, follow the steps here: Connect a PayPal account to Craftybase.


What data do we import from PayPal?

Craftybase will import PayPal Invoices raised within PayPal. For further details on exactly how we import from PayPal, please see:  


Automatic updates and manual imports

Once connected, Craftybase will automatically check for updates daily at 5 am in your local time zone. If you need to import data outside of these scheduled times, you can also manually import it. Instructions on how to manually import from an integration can be found here:  Can I manually import from an Integration?

Please note: Craftybase does not import general PayPal transactions, sales made via unsupported Integrations, PayPal transaction fees, shipping charges, or purchases made via PayPal.

How do I import PayPal purchases?

We don't currently support importing purchase transactions directly from PayPal.

We may support this feature in the future, so please get in touch, and we'll add you to our contact list for updates.


How does Craftybase import PayPal Invoices?

Once your  PayPal sales channel is connected, Craftybase will import all PayPal invoices it finds under your PayPal account. It will also check daily for new PayPal invoices and changes to the status of previously imported invoices.

We will only import orders directly generated from PayPal Invoicing (e.g. orders created via an external e-commerce provider and paid via PayPal will not be imported)

We apply the following logic depending on the current status we find on the Invoice:

PayPal Status Imported to Craftybase? Marked as Paid? Marked as Shipped? Notes
DRAFT No - - Orders marked as Draft will not be imported.
SENT Yes No No This status is when the Invoice has been sent to the customer. It does not indicate if the order has been physically shipped.
PAID Yes Yes No Paid through PayPal. When an order is marked as Paid, the payment details and any fees applicable will be automatically associated with the Order.
MARKEDASPAID Yes Yes No This status will occur when a payment has been manually marked as paid. No PayPal fees will be associated automatically with this Order.
CANCELED Yes Yes No When an Order is imported with this status, it will be   automatically cancelled in Craftybase.
REFUNDED Yes Yes No This is when the invoice is refunded through PayPal. In this case, an adjustment will be added to the Order containing the amount refunded back to the customer. No adjustments will be made to stock - any returned stock will need to be  adjusted manually.
PARTIALLY REFUNDED Yes Yes No This is when the invoice is partially refunded either through PayPal or manually. In this case, an adjustment will be added to the Order containing the amount refunded back to the customer. No adjustments will be made to stock - any returned stock will need to be  adjusted manually.
MARKEDASREFUNDED Yes Yes No This is when the invoice is manually marked as refunded.  In this case, an adjustment will be added to the Order containing the amount refunded back to the customer. No adjustments will be made to stock - any returned stock will need to be  adjusted manually. 
PAYMENTPENDING Yes No No The Order will be created, but no Payment or Fee Expenses will be associated to it.
PARTIALLYPAID Yes No No When an order is marked as PartiallyPaid, the payment details and any fees applicable will be automatically associated with the Order.

PayPal doesn't allow Craftybase to see your product lists via the API, so we build Listing references on our site using the product information we find on the order itself on import. For future sales, we will attempt to match using the item name and place the order under the correct product. 

If you have products created in PayPal that have not yet had a sale, they will not appear in Craftybase until we register that a sale has been made.

As shipping status is not trackable in PayPal, the date of shipment will need to be updated automatically for all orders from this sales channel.


How is tax applied?

Invoices marked as Tax-inclusive (e.g., VAT-inclusive) are calculated to remove the tax components per line item so that your unit prices appear exclusive of tax. Your total tax amount is calculated and applied to the order level instead.

Any tax applied on shipping amounts will be included in your total tax on the order.


How does Craftybase import PayPal Here sales?

PayPal Here sales are imported in several different ways, depending on how they were generated. Most will appear as Invoices and are thus imported as part of our  PayPal Invoices import. Some, however, do not appear as Invoices, so we try to import these via your Transactions feed.

For most PayPal Here orders, customer data is not imported directly into the order; instead, it is linked to the PayPal Here contact by default. The customer name, if provided at the point of transaction, will, however, appear in your order notes, so you can edit your order to add any customer details you wish once it has been imported.

PayPal Here does not offer a product API, so product details are derived from the order itself. 

If you have products created in PayPal Here that have not yet had a sale, they will not appear in Craftybase until we register that a sale has been made.


How do I update an imported PayPal order?

If you have made changes to your PayPal Invoice and wish to have the changes reflected in Craftybase, it is currently not possible to resync. However, you can remove the imported order and then import the date range containing the order.

For example, I have modified my PayPal Invoice (dated 13 April 2016) to decrease the quantity of an item ordered. This order has already been imported into Craftybase, so I should delete it and then perform an import with the date range 13 April 2016 - 13 April 2016. This will then find the order with the latest details and recreate it.

If you have linked any expenses to the order, you will be asked on the confirm delete page what you want to do with them. If kept, they will be marked as unassociated: if you wish to reconnect them with the newly updated order, you will need to manually associate them again.


Why are my PayPal orders not marked as shipped?

PayPal doesn't support shipping statuses on invoices, as not all invoices relate to product shipping. Therefore, we cannot deduce from your PayPal feed whether an invoice item has been shipped.

However, you can update this status on Craftybase using the bulk update shipped status on the Orders page.


If you have any additional questions or need further assistance, Feel free to contact us!

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