Managing your money in your PayPal business account.

Nov 11 2022 | PayPal editorial staff | 3 min read

You’ve set up your PayPal business account and started receiving payments. Great work! You’ve passed the first hurdles of starting your small business and are now on the road to success.

Now that you’re up and running, let’s look at how to manage your payments and transactions in your PayPal business account.  

View transactions

The first thing you’ll see when you log in to your PayPal business account is your account overview. Here you’ll see your recent transactions and you can filter them by payments sent and received, as well as activity changes (including balance and fees).
To see the details of a transaction, simply click it. You’ll see who paid you and when, along with their shipping details and any notes they added during checkout.
For a more detailed view, head to the “Activity” tab. There you’ll see all transactions for the past 30 days, but you can change the date range to see all payments for up to the past 3 years. You can also filter by transaction type, seeing all payments received, payments sent, invoices issued, money withdrawn, transactions requiring fraud review, and many more, and you can refine that further by currency. Or you can enter a keyword to search for a specific transaction.
For full details about all your transactions and how they’re impacting your balance, head to the “Reports” tab.

Withdraw money

You can use your PayPal balance to buy online or pay contractors or suppliers, or you can withdraw the money to your linked bank account. If you haven’t already linked your bank account, you’ll need to do that first. We talk about how to do that in our article on Getting started with your PayPal account.
It’s free to withdraw money from PayPal to your Australian bank account and it can take up to 5 business days for the funds to appear there.
To make a withdrawal, log in to your PayPal business account and go to the “Money” tab and click Transfer money. Choose your PayPal balance for the “From” field and your bank account in the “To” field, and follow the prompts. If you’re withdrawing foreign currency, we’ll convert it into Australian dollars for you (for a currency conversion rate) when we transfer the money to your bank account.

Refund payments

If you need to issue a refund to a customer, it’s quick and easy to do that in your PayPal account anytime up to 60 days after the initial transaction. To do so, simply find the transaction in the “Activity” tab of your PayPal account and click Issue refund. You can send either a full or partial refund, depending on the circumstances.
How your customer receives the refund will depend on how they paid. If they used a credit or debit card, whether via their PayPal account or not, they’ll receive it straight back to their card. It might take a few days for the refund to appear on their card statement. If they used their bank account or PayPal balance, they’ll receive the refund instantly in their PayPal account balance.

Convert currency

When you’re selling overseas, accepting payment in local currencies can give your customers clarity of pricing and a sense of security. For every new currency you receive a payment in, we’ll create a new PayPal balance in your single PayPal business account.
But when it comes time to withdraw the funds, or make payments yourself from your PayPal account, you’ll need to convert those balances into Australian dollars. It’s cheapest when you do this directly in your PayPal account (see the PDS for full details). To convert your balances, simply head to the “Money” tab and click Currency calculator. Choose the “from” and “to” currencies and enter how much to convert, and we’ll show you our current exchange rate which includes our currency conversion fee. Click Done and your currency balances will be instantly updated.

 
The contents of this site are provided for informational purposes only. You should always obtain independent, professional accounting, financial, and legal advice before making any business decision.

Frequently asked questions.

The PayPal Business app lets you manage your business and get paid on the go. Regardless of the size of your business or the kind of PayPal account you have (personal or business), this app could be useful to you. Key features of the app include:
  • Transfer money to a bank account.
  • Create and send invoices.
  • Have easy access to your customers' information as well as contact them by phone, email or text.
  • View transaction details and search for transactions.
  • Issue refunds.
You can download the PayPal Business app from the iOS App Store or Android Play store.
Thank you for using PayPal as your payment partner.

Unfortunately, we are unable to continue offering our services to you at this time due to the nature of your business and the risk it poses to PayPal.

If you owe refunds to any of your buyers, you can use the money in your PayPal account to refund them.

Money in your PayPal account will be held for 180 days. After 180 days, we'll email you information on how to withdraw your money.

You may have entered into a Payment Agreement with PayPal allowing this merchant to withdraw funds from your PayPal account.

To see which Payment Agreements are in effect for your PayPal account:

  1. Go to Settings.
  2. Select "Account Settings".
  3. Below "Business Profile", click Money, banks and cards.
  4. Below "Pre-approved payments", click Manage pre-approved payments.
  5. Select the merchant name to view the details of the agreement.

Note: If you did not enter into an agreement, report the problem to the Resolution Centre.

A small number of business accounts in Australia with high e-check refund declines, will not be able to fund their refund from their linked bank account. This is done to ensure refunds are more successful. Our systems select the funding source with highest success rate. You can send a refund from your PayPal balance. We recommend maintaining balance in PayPal account to fund your refunds.

Why can I no longer fund refunds by bank?
We have observed that refunds sent from some linked banks have a higher than usual failure rate. Our systems select the refund funding source which has the highest chances of success. This is done to ensure more successful refunds and lesser disputes for you to deal with. You can send a refund from your PayPal balance.

How do I add funds to my account for refunds?
You can add funds to your PayPal balance to send refunds from your balance. Here's how:
  1. Click Wallet at the top of the page.
  2. Click Transfer money.
  3. Click Add money online.
  4. Select a bank account (if you have several accounts available), insert the amount to be transferred and click Add.

If I fund my PayPal account will the refund automatically complete?
After you add funds to PayPal account, it usually takes a few days for funds to appear in your PayPal balance. Once the funds are available in your PayPal balance, you will be able to issue the refund manually. Here's how to issue a refund:
  1. Click Activity at the top of the page.
  2. Click the payment you want to refund.
  3. Click Issue a refund.
  4. Enter the refund amount, then click Continue.
  5. Review the information, then click Issue Refund.

I have multiple accounts with PayPal, but this is the only getting switched off. Why?
We have observed that some accounts have a higher than usual failure rate when issuing a refund with a bank account. Our systems select the refund funding source which has the highest chances of success. This is done to ensure more successful refunds and lesser disputes for you to deal with. You can send a refund from your PayPal balance.

Can this functionality be turned back on?
Our systems are built to ensure refunds are successful, so funding sources with high success rate will be used for funding the refund. Failed refunds lead to disputes which will have a negative impact on your business. Refunds from PayPal balance are instantaneous and always successful.

 
The contents of this site are provided for informational purposes only. The information in this article does not constitute legal, financial, IT, business or investment advice of any kind and is not a substitute for any professional advice. You should always obtain independent, professional accounting, financial, IT and legal advice before making any business decision.