Managing your money in your PayPal business account.

Jun 11 2019 | 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 You can also filter by transaction type, seeing all payments received, payments sent, invoices issued, money withdrawn, transactions requiring fraud review, and many more, and you can refine that further by currency.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.
We built our apps with our various customers in mind and each of our apps best suits a particular customer’s needs. You might only need to use one app or all three. It all depends on your needs.
 
The Consumer PayPal app is primarily for consumers. People use it to send and receive money either to or from friends and family or businesses. They can make payments in stores or online, make donations, add loyalty cards as well as manage bank and payment card information.

 
The PayPal Business app is for people who use PayPal to conduct business regularly. It’s the best way to manage your business on the go. You can create and send invoices, provide refunds, transfer money to a bank, view and organize your customers’ information as well as contact them.
 
PayPal Here lets you accept multiple forms of payment online or in a physical setting such as a store. The app contains powerful tools to let you manage inventory, invoice, and price items. You can also create reports and add multiple users.


To view the status of your refund in your Activities
:

  1. Go to Activities.
  2. From the "All transactions" dropdown menu, select Refunds.
  3. If needed, select the desired date range to see your refund.
  4. Click the refunded transaction to view the details.

Here are definitions for some common refund statuses:

  • Pending: If your refund status is Pending, It could be because the seller has initiated the refund but the money has not yet cleared. The refund will appear as ‘completed’ as soon as the money posts to your account. It usually takes 3-4 business days for the money to become available in your PayPal balance.
  • Refunded or Partially Refunded: If your refund status is Refunded or Partially Refunded, it means that the refund is complete. The money should be back in your PayPal balance or on your credit card.

Where is my refund sent?

How your money is refunded depends on how you made the original payment.

  • If your payment came from your card, it will be refunded to that card. If the card you paid with is closed or invalid, please contact the issuing bank, as the money will still be refunded to your credit card account. If the refund cannot be processed to your debit card, it will be applied to your PayPal balance.
  • If your payment came from either your bank account, it will be refunded to that bank account.
  • If your payment came from your PayPal balance, it will be refunded to your PayPal balance.
  • If you paid part with your PayPal balance and the rest with your debit or credit card, we'll refund the amount paid by debit or credit card directly to the card, and the rest to the PayPal balance.
  • If you paid part with your PayPal balance and the rest with your bank account, we'll refund the amount paid by bank account directly to that bank and the rest will return to the PayPal balance.

Refunds to credit or debit cards can take up to 30 days depending on the card company involved.
 

Refunds involving a currency conversion

If the original payment involved a currency conversion and the refund is issued:

  • within 1 day of the date of the original payment: we will use the transaction exchange rate applicable on the date of the original payment, so that you receive the original amount (including the currency conversion you paid)
  • 1 day or more after the date of the original payment: we will use the transaction exchange rate applicable at the time of the refund. This means that you may not receive the full amount of your original payment due to the fluctuations in exchange rates.


Learn more about our refund and return policy in Australia.

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.