PayPal Data Pulling FAQ
Learn how Craftybase pulls your PayPal data.
This FAQ will explain how Craftybase pulls, updates, and handles your PayPal data once your integration is connected.
If you haven’t yet connected your PayPal account or would like an overview of how the integration works, take a look at our other guide: Connect PayPal to Craftybase
In this article:
- What data does Craftybase pull from PayPal?
- How do I pull PayPal purchases?
- How does Craftybase pull PayPal invoices?
- How is tax applied to invoices?
- How does Craftybase pull PayPal Here Sales?
- How does Craftybase pull PayPal Buy Now Sales?
- How do I update a pulled PayPal order?
- Why are my PayPal orders not marked as shipped?
What data does Craftybase pull from PayPal?
Craftybase pulls PayPal Invoices and PayPal Here sales directly from your account.
We don’t currently pull:
- General PayPal transactions
- Unsupported integration sales
- PayPal transaction fees or shipping charges
- PayPal purchases (for supplies or materials)
How do I pull PayPal purchases?
We don't currently pull purchases made via PayPal (for example, supplies or materials purchased from other sellers).
If you make purchases this way, you can record them manually in Craftybase using the Add Purchase page.
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 pull PayPal Invoices?
Once your PayPal account is connected, Craftybase will pull all PayPal invoices found under your account.
Craftybase automatically checks daily for:
- New invoices created in PayPal
- Updates to existing invoices (e.g. marked as paid, refunded, or cancelled)
Once pulled into Craftybase, each invoice is then created as an Order in Craftybase.
Craftybase will only pull invoices generated directly within PayPal Invoicing. Orders created externally (e.g. orders created via an external e-commerce provider and paid via PayPal) will not be pulled.
PayPal Invoice status handling
We apply the following logic depending on the current status we find on the Invoice:
| PayPal Status | Pulled to Craftybase? | Marked as Paid? | Marked as Shipped? | Notes |
| DRAFT | No | - | - | Draft invoices are ignored |
| SENT | Yes | No | No | Invoice has been sent. Does not mean the order has been shipped |
| PAID | Yes | Yes | No | Paid through PayPal - payment details and fees are automatically associated with the Order. |
| MARKEDASPAID | Yes | Yes | No | Manually marked as paid - no PayPal fees associated with order |
| CANCELED | Yes | Yes | No | Order is automatically cancelled in Craftybase |
| REFUNDED | Yes | Yes | No | Invoice is refunded in PayPal. The stock must be manually adjusted. |
| PARTIALLYREFUNDED | Yes | Yes | No | Invoice is refunded in PayPal. The stock must be manually adjusted. |
| MARKEDASREFUNDED | Yes | Yes | No | Invoice is manually refunded in PayPal. The stock must be manually adjusted. |
| PAYMENTPENDING | Yes | No | No | The Order will be created - no Payment or Fees associated with it. |
| PARTIALLYPAID | Yes | No | No | Payment and fees are applied for partial payments. |
Important Notes
- PayPal does not share product listings via its API, so Craftybase builds your product references based on order data.
- Products that haven’t sold yet will only appear once their first sale is recorded.
How is tax applied to invoices?
Invoices marked as Tax-inclusive (e.g., VAT-inclusive) are adjusted so that:
- Line items show tax-exclusive prices
- Total tax is calculated and applied at the order level
- Any tax applied to shipping is included in the total tax value
This ensures your tax amounts remain accurate while keeping product pricing consistent across systems.
How does Craftybase pull PayPal Here sales?
PayPal Here sales are pulled differently depending on how they're generated.
Most will appear as Invoices and are pulled through our standard invoice import, while others are gathered directly from your Transactions feed.
Customer and product data are limited in PayPal Here, but Craftybase works with the available information:
- Orders link to the PayPal Here contact by default
- Customer names, if provided, appear in the Order Notes and can be edited later
- Product details are created from the order line items (since PayPal Here doesn’t have a product API)
If you’ve created products in PayPal Here that haven’t yet sold, they’ll appear in Craftybase only once their first sale occurs.
How does Craftybase pull PayPal Buy Now Sales?
Craftybase does not pull sales made through the PayPal Buy Now button, as this feature is now deprecated by PayPal.
For new integrations, see the PayPal Checkout Overview.
How do I update a pulled PayPal order?
If you change an invoice after it’s been pulled:
- Delete the existing order
- Run a manual data pull for the same date range
Craftybase will then re-import the updated version.
Why are my PayPal orders not marked as shipped?
PayPal doesn’t provide shipping status data through its API, so Craftybase can’t automatically mark orders as shipped. However, you can update this status on Craftybase using the bulk update shipped status on the Orders page.
Need Help?
Still have questions about your PayPal account in Craftybase? Please get in touch, and we'll be happy to help.