How to Read Your Etsy Payment Account CSV (What Each Row Means)

Last verified: November 10, 2026

Your Etsy payment account CSV is not a list of orders. It is a ledger: every money movement is its own row, and one order usually takes several rows. The Sale row carries what the buyer paid, each fee gets a row of its own, and the two are tied together by an order number in the Info column. Once you know that, the file stops looking like noise.

This guide explains the columns, the row types we have seen in real Etsy exports, what Etsy's help pages say about the rest, and the mistakes people make when they add the file up. It is based on Etsy's help pages (checked November 10, 2026) and on the exports we have tested CraftKept against. CraftKept is our product, and we say below exactly what we have and have not verified.

Which file this is

Etsy's own help says the downloadable record of your payment account is your monthly statement. In Shop Manager, open Finances, then Payment account, and look for your monthly statements. The “Recent activities” view in the same place only covers the last 60 days, so older activity is available only through the statements. Menu names change from time to time, so if yours differ, look for “monthly statement” or “download”.

This is different from the spreadsheet of sold transactions, which Etsy describes as listing item price, item title and similar order details. The payment account file is the one that lists fees as rows.

The columns

The columns of the statement we examined (a real October 2026 statement from a shop in Poland, with Polish column names) map to these English names:

Each row's Net is its Amount plus its Fees & Taxes. A Sale row has an Amount and no fee. A fee row has no Amount and a negative Fees & Taxes. If you only add up the Amount column you will count sales and ignore every fee, and your total will look much better than reality.

What one order looks like

Here is an illustration with made-up numbers, laid out like the real file (titles shortened, in English). A $30 sale with no ads:

The order's Net is $30.00 - $1.95 - $1.15 = $26.90. The listing fee ($0.20) is a separate row not tied to this order, because it is charged when the listing is created or renewed, not when it sells. That is why adding the listing fee to a single order is always a convention: the file does not say which sale it “belongs” to.

The row types we have verified

In the real export we examined, these were the types that appeared:

• Sale. The payment for an order. Its Amount is what the buyer paid for that order. This is where revenue comes from.
• Fee. One row per fee. The ones we saw were the transaction fee, the payment processing fee and the listing fee. Each one links to its order through "Order #…" in the Info column, except the listing fee, which links to a listing instead.
• VAT. Where Etsy charges VAT on its own fees, each fee gets a matching VAT row (for example "VAT: transaction"). A US shop would not expect to see these. Where the buyer pays VAT on the sale, it passes through and is not your cost.
• Payment. In our file, this was the one-time shop set-up fee. It belongs to the shop, not to any order.

That is a short list, and it is the whole list we can vouch for from a real file. The file we have is from a shop in Poland. We have not yet seen a US export.

Rows you may also see

Etsy's help pages describe more kinds of entries in the payment account. We have not verified how each one looks in a downloaded file, so treat this as a list of things to expect, not a description of exact rows:

• Refunds. Etsy's refund help says that when you refund through Shop Manager, the transaction and processing fees for that order are returned to your payment account automatically, and that listing fees are only credited if you also cancel the order. Fee credits appear nested under the fee they reverse. Sales tax and shipping handling on a refund is not explained on that page, so check a refunded order yourself.
• Deposits. The transfers Etsy sends to your bank. These are not sales and not costs, so they should never be added to either.
• Listing fees, Etsy Ads and subscriptions. Etsy says some fees, including listing fees, Etsy Ads and subscriptions, appear as separate entries, not attached to an order.
• Shipping labels. Labels bought through Etsy appear as their own entries.
• Offsite Ads fees. The fee is charged on orders that came through those ads, so it shows up on some orders and not on others.
• Status and Availability Date columns. Etsy's help on payment account reserves says that the monthly statement CSV shows these columns for orders held in reserve. The October 2026 statement we examined had neither column. There, the date the funds would be available was written in the Info text of the Sale row ("Funds will be available on …"). If your file has the columns, they are about timing of the money, not about profit.

Why the file does not match your deposit

Three reasons, all normal:

• 1. Timing. A sale is booked on its date but the money is paid out later, so a month's sales are not the same as that month's deposits.
• 2. Reserve. Etsy can hold a percentage of funds from new sales of physical items, depending on risk factors; for most sellers Etsy says the reserve is removed within 90 days. Held funds are in your statement before they are available to you.
• 3. Fees without an order. Listing fees, subscriptions and ads billed separately reduce your balance without touching any single order.

If you are checking whether your sheet is right, compare Net of all rows for the period, not Amount and not deposits.

Mistakes to avoid

• Adding up the Amount column. It ignores every fee.
• Counting deposits as income. They move money that is already counted as sales.
• Matching fees to orders by position. Use the order number in Info, not the row order.
• Ignoring VAT rows (where they exist). They are part of what Etsy took on each fee.
• Expecting profit. The file has no costs for materials, packaging or your time. Profit needs those added, per product.

What CraftKept does with this file

CraftKept reads the Sale, Fee, VAT and Payment rows — the ones verified against a real file — groups fee rows by order number, and sorts fees into six categories: transaction, listing, payment processing, Regulatory Operating Fee, currency conversion and Offsite Ads. Then it applies your costs per product. The raw file is parsed in memory and not stored; only the rows derived from it are saved.

We have verified this against real exports from a shop in Poland. A US export is the next one. Refunds, deposits, Offsite Ads and a few other row types are handled in the code but are not yet confirmed against a real file, and the app flags rows it does not recognize instead of hiding them. The full list is on our beta status page.

If you want to see the result before you upload anything, open the example dashboard. To check what a single sale costs, use the free Etsy fee calculator.

Frequently asked questions

Sources

• How to Manage Your Payment Account
• What is a Payment Account Reserve?
• How to Issue a Full or Partial Refund For an Order

Last verified: November 10, 2026.

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