Importing Historical eBay Orders via CSV

PayHelm can pull in your last 90 days of live eBay orders automatically — but what about older history? The Import historical eBay orders tool lets you upload any time range of past orders so your dashboards, reports, and attribution models reflect your complete sales picture.

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Before You Start

• Your eBay account must already be connected to PayHelm. If it isn't, go to Settings → Integrations → eBay first.
• Exports come from eBay Seller Hub in CSV format. You don't need to reformat anything — PayHelm reads eBay's native export directly.
• If you have a very long order history, splitting it into multiple files (e.g. one per year) keeps uploads fast and reliable.

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Step 1 — Export Your Orders from eBay

1. Log in to eBay Seller Hub.
2. Go to Orders → Download report.
3. Choose your date range and click Download.
4. eBay will email you (or prompt a direct download) of a .csv file.

The file starts with a summary header row (Seller ID, date range, report generated date), followed by column headers on the second line. PayHelm handles both rows automatically — you don't need to delete anything before uploading.

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Step 2 — Open the Import Window

You can open the import tool in two ways:

Option A — Ask the AI assistant:
Just say "I want to upload my historical eBay orders" in the chat and it will open the import popup and walk you through the steps.

Option B — Direct link:
Navigate to app.payhelm.com/import-orders/ebay-popup.

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Step 3 — Select Your eBay Account

At the top of the import window, choose the eBay account the orders should be attributed to. If you have multiple eBay accounts connected, make sure you pick the right one — imports are tied to a specific store.

Orders will be attributed to the selected account. This cannot be changed after the import starts.

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Step 4 — Provide Your File

The import window offers three ways to provide your data:

Option 1 · Upload a CSV file directly

Click Choose File, select your downloaded .csv, then click Upload [filename].

Option 2 · From Google Drive (picker)

If you've previously opened this file through PayHelm's Google Drive picker, it will appear in your connected Drive. Click Choose Google File and select it.

Option 3 · From a public Google Sheet or Drive URL

If your file is saved as a Google Sheet, publish it to the web (or share it as "Anyone with the link can view"), then paste the URL into the From public Google Sheet or Drive URL field.

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Step 5 — Confirm and Start the Backfill

Once your file is received, PayHelm will parse the rows and show you a summary. Confirm it, and the backfill begins — this processes the orders into your dashboards.

Leave the window open until you see the success message. For large files this can take a few minutes. You'll see something like:

• 12 eBay orders imported from your file
• Backfill is running — orders will appear in your PayHelm dashboards shortly

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Frequently Asked Questions

Why does the row count differ from the order count?

eBay exports one row per line item, not per order. If a buyer purchased three items in one transaction, that order appears as three rows — all sharing the same Sales Record Number. PayHelm groups them correctly so they count as a single order with multiple items.

Will I get duplicate orders for things in the last 90 days?

No. PayHelm automatically skips any order that already exists within eBay's live 90-day sync window, even if your export date range overlaps with it.

What columns does PayHelm use from the export?

PayHelm reads eBay's standard Orders Report columns including: Sales Record Number, Order Number, Item Number, Item Title, Quantity, Sold For, Shipping and Handling, Total Price, Sale Date, Paid On Date, Shipped On Date, Tracking Number, Carrier, Ship To fields, and Variation Details. The summary rows at the bottom of the file (totals, record count) are ignored automatically.

Do I need to use the "Download template" button?

No. eBay's native Seller Hub export is the correct format. The Download template button is a reference showing the expected column layout if you ever need to construct a file manually.

My file is very large. What should I do?

Split it into smaller chunks — one file per year or per quarter works well. Import each file separately. PayHelm deduplicates across uploads, so overlapping date ranges between files won't cause problems.

Can I import orders from multiple eBay accounts?

Yes. Run a separate import for each account, selecting the correct eBay account in the dropdown at the top of the import window each time.

What about orders with no shipping date or tracking number?

They still import. Blank fields (shipping date, tracking, feedback) are stored as empty and won't block the import.

An order has a return or claim in the Private Notes. Does PayHelm handle that?

Private Notes are imported as metadata only. PayHelm does not adjust revenue figures based on notes. Refunds processed on eBay are reflected in the live sync data for orders within the 90-day window; for older orders you can make manual adjustments in your dashboards.

Can the AI assistant run the import for me?

Yes. The AI can open the import popup, accept a Google Sheet URL or Drive file, and kick off the backfill on your behalf. For example: "Import my eBay orders from this Google Sheet URL: [URL]" — it will handle all the steps, including asking which eBay account to attribute the orders to if you have more than one connected.

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After the Import

Once the backfill completes, your historical eBay orders will appear across all PayHelm reports — revenue timelines, product performance, customer analytics, and attribution dashboards — right alongside your live data.

To check on a backfill's progress, ask the AI: "Check the status of my eBay backfill."