Category Archives: Etsy

Sending a Paypal Invoice

Go To Great Panes, Kathryn Maloney ©2008

To send a Paypal Invoice:

1. Log in to Paypal.
2. Click the Request Money tab.
3. Click the Create an Invoice link.
4. Follow the directions to send an invoice to your buyer by email.

The buyer will receive an email invoice and be able to click a link in the email to pay you.

If they prefer not to click that link, they can sign in to Paypal directly and the invoice will be waiting there for them to pay it.

Downloading Our Monthly Etsy Fees

We like to download our Etsy fees details for our business records–it lets us see our renewal fees, listing fees and transaction fees breakdown, and the items the fees are related to.

I’m hoping the admin will add a way to download a full year’s worth of data in one file, but until then you can download them in monthly groupings. Below is a description of how to do it using Microsoft Excel.

To add up your Etsy fees for each month:

  1. Go to “Your Etsy” and click on “Your Etsy Bill” in the left-hand column.
  2. Just above the itemized listings click “view full list“. This puts you on the “Your Etsy Bill > Monthly Statements” page:
    At the bottom of the page click “Download this entire monthly statement as a CSV file“.
  3. When the pop up for “save as” opens, save it as a .txt file. If it says something other than .txt, manually change it to .txt so it reads something like:
  4. Below the file name is another box, change that to “all files“, and click save.
    • If you can’t do steps 3 & 4, download it as is, then go to the folder you downloaded it in and change the name to have .txt as the file extension:
      Right click on the name, click the rename option on the menu choices. Take out the text after the dot, and put in txt. Don’t worry about the pop up warning about changing the extension, it’s ok.
  5. Open Microsoft Excel
  6. Click “file” then “open“, and choose to view “text files“.
  7. Double click on the name of the file.
  8. When the text import wizard opens, make sure the “Delimitated” button is checked and click the “next” button.
  9. In the “delimiters” area, make sure the “comma” box is the one checked, click “next“, then “finish“.

When the file opens it has each amount you were billed in the same row as the item name, the date and type of activity, and all the fees in one column. To have the worksheet add the column for you:

  1. Highlight all the numbers to be added from top to bottom, and one box more.
  2. Go To the top of the window and click on the big funny shaped “E” (Sigma Sum Sign): ∑
  3. The column total should appear in the extra box you highlighted.

You can also sort to see how much you spent on listing fees, renewal fees, etc.

If you like to keep the number of files on your computer to a minimum, or want to keep it all together for the year’s end paperwork, you can copy each month into one main worksheet or each month into a separate page within the same file.

Getting a Handle on International Shipping

Go To Great Panes, Kathryn Maloney ©2011-2015
This post is copyrighted–you do not have permission to repost this content elsewhere but you are welcome to link to it if you’d like to share the information.

Before we get to postage there are two important things about packaging your international shipments:

1. Always use a customs form, and if it is something you sold you should check the box for ‘merchandise’ or ‘other’, whichever your form has on it. The “gift” option on a customs form is only for when you are sending a gift free of charge from yourself to someone you know, both buyer & seller can get in trouble if they are caught using it inappropriately–see FabricOverspill‘s post here.

Customs forms are easy to fill out so don’t let them scare you away from international shipping–to & from names, addresses, package contents, monetary value & then you sign it. More help for customs forms here: Do I need a customs form?

When paying for your postage at the post office counter, the clerk will need to manually enter the info that you wrote on the customs form into their computer so allow a little more time for going to the post office.

When using electronic/online postage (like through’s Click-N-Ship or Paypal & Etsy’s labels services) the customs form will be automatically generated & electronically submitted when you create the label, so you can just sign it (you can also set your accounts to automatically sign the customs form for you) & drop it in any mail receptacle or take it to the counter where the clerk should just scan it in & the customs form data will already be in their system.

For First Class International (which includes Priority International Flat Rate Envelopes and Priority International Small Flat Rate), the online postage’s customs form & label will all fit on the half-sheet label (or a half sheet of paper if you don’t use labels).

When shipping all other services you’ll need the more complex customs form–just as easy to fill out, it’s just that it is in triplicate (carbonless copies) when you fill it out at the PO so it prints out on several sheets of paper when you generate it at home on your printer.

You’ll need to secure the pages in a sleeve on the outside of the package that customs can open if they see fit. The PO supplies them free–you can get them at the counter (even before you need them) or order them online to be delivered free to your home (just like you can get Priority Mail boxes delivered to your home for free): Customs Form Envelope

2. Always include a receipt that reflects the contents & the price as seen on the customs form (having the recipient info there is good too–both for customs and in case the package/label gets damaged in transit).

I know a lot of folks don’t bother with receipt of any kind when mailing out their goods, but with international packages it is important to have it in the package–and required by law in some countries. If you are shipping to Germany–be sure to include 2 copies of the invoice on the outside of the package in an accessible sleeve/envelope. More on that here.

If customs decides to stop your package (they do random picks), they will try to confirm the package value, and if your package has supporting documents inside that match what the customs form declares, they will usually go with that. If you don’t have the price & description of the goods inside, or are missing a customs form and/or receipt all together, they can guess at the value, and it is usually a much higher guess than what was actually paid causing a hassle for your customer.

Pricing Your Shipping

We struggled with setting prices for international shipping, but after some research we came up with this breakdown of the rates–one for domestic packages & three for international destinations:

• United States (on Etsy you’ll also need “United States Minor Outlying Islands” and US Territories each as its own entry at the USA rate, shipping USPS the rates are the same as domestic zone 9 shipping)
• Canada
• Mexico
• Everywhere Else

(There are easy to read charts further down the page–after all the details of why this is how to easily set it up with reasonable accuracy…)

A lot of that decision was based on this info, looking at shipping via International First Class:

• Packages up to 4 pounds
• No more than 24 inches long
• No more than 36 inches in combined length, height, and depth
• At least large enough to accommodate the postage, address, customs form, and other required elements on the address side.

Source: USPS International Mail Manual
From the “240 First-Class Mail International” page, from the “241 Description and Physical Characteristics, 241.242 Dimensions” section:

(There’s more info there about other packaging too if you need it.)

I took a look at the country list here:

Country Listing:

and saw that for First Class International, Canada and Mexico were the only countries in zones 1 & 2 (respectively). All other countries are in zones 3 through 9. Then I looked at this chart:

First-Class Mail International:

and saw that for packages up to 2 oz, the rate was the same anywhere in the world.

For packages over 2 oz, zones 1 & 2 are significantly less expensive than other zones–that’s Canada and Mexico respectively, our North American neighbors. We give them each their own rate in our listings.

Everywhere Else: For packages over 2 oz shipping out of N. America, there are only two price groups for First Class. All other countries fall in zones 3 to 5, and zones 6 to 9 but the rates for those two groups are pretty similar, with less than $1.00 difference between the two groups for all weights up to 4 lbs.

Since there are so many countries with rates that are nearly the same for zones 3-5 and 6-9, I just lump them together as Everywhere Else and charge based on zone 3-5 rates (the higher of the two groups). That way we’re never shorting ourselves on shipping charges, and the over-charge is never more than $1.00.

If you look at the chart below, you can see how the zones compare (rates effective May 31, 2015):

~~~ Click image for a larger view–opens in a new tab or window ~~~

International First Class Packages

(Click for a larger view)

You can confirm those rates–as you should all info you get from unofficial sources–in this official PDF download from USPS: or on their official website here: USPS Price List.

What if someone buys 2 items???? See these posts:

How Etsy’s “Secondary Shipping” works

Figuring Out Your Secondary Shipping

Now that you have a feel for the international shipping zones & package size restrictions, you don’t even need the USPS website’s shipping calculator to estimate your shipping costs, which often hides the First Class rates.

If you don’t have a scale to weigh your packages you can take them to the PO and get weights for items that you’ll typically ship, but a scale is really worth its weight in gold for the convenience of printing out shipping labels (through Paypal Shipping, USPS Shipping Assistant, or other services from home).

Need to insure your International First Class package?

USPS doesn’t offer insurance for this service but you can insure through third-party insurers for less than USPS charges for domestic packages. See the “Shipping Insurance” post on the main Shipping page of this blog–link on the right in gold under “Pages”, or click here:

Shipping Basics

Go To Great Panes, Kathryn Maloney ©2011-2015
This post is copyrighted–you do not have permission to repost this content elsewhere but you are welcome to link to it if you’d like to share the information.