Bank statements to per-property spreadsheets.
For property managers and landlords.
Every property has its own rent, its own repairs and its own owner who wants to know what happened to their money. The bank does not care about any of that; it gives you one statement per account with everything mixed together. Your month is turning that statement back into per-property figures that add up to the bank balance.
What the work looks like
A small letting business might run one operating account and a separate client or trust account, with a few landlords adding a mortgage account per property. A manager with 30 to 80 units sees several hundred lines a month: rents in, contractor payments out, management fees moved across, deposits held. Statements are 5 to 20 pages and arrive as PDFs at the start of the month, and owner statements are due within a week or two. Where a trust account is involved, the reconciliation is not optional; it is what the regulator or the licensing body asks to see.
Where the time goes
- One statement carries rent for forty tenants and the bank description is a reference number, not a property.
- The trust account reconciliation has to be done and kept every month, and doing it by hand is where the evening goes.
- A contractor paid from the wrong account or a rent received into the operating account instead of trust shows up as a difference three weeks later.
- Owner statements that do not agree to the bank generate emails, and the email always arrives on a Friday.
- The property software imports transactions, but only if you can get them out of the PDF in a clean file first.
- Deposits held for tenants and rent in transit make the closing balance mean something different from what is available to pay out.
How it runs with stmtai
- Drop in the month's statements for the operating account, the trust account and any property-specific accounts as one batch of up to 12 files.
- Read the balance check on each. The rows are summed against the printed opening and closing balances, so the trust account reconciliation starts from data that already agrees to the bank.
- Fix any flagged row in place. If last month's statement is in the batch too, the continuity check confirms the trust account's opening balance against last month's closing before anything is allocated.
- Open each statement and export it to Excel. In the Transactions sheet, overwrite the Category cell on each row with the property or unit reference and type each new reference into a blank row of the Summary sheet's totals table; the totals are live formulas, so they become the per-property figures as you go.
- For the accounts kept in accounting software, export a QuickBooks .qbo or Xero CSV and import there; for the property management system, the CSV export is the usual route.
- Keep the Excel with the tie-out alongside the trust account reconciliation file so the check is on record.
Try it on a real statement
5 pages free, no account. You will know in under a minute whether it balances.
Drop your bank statements here
One file or a whole year. PDF, scanned image, CSV, QIF or OFX. Up to 12 files at a time; long PDFs are split for you.
Not ready to upload your own? See a sample result
Which plan fits
A landlord with a few properties and two or three accounts is fine on Free plus a Pages Pack for the odd busy month. A managing agent with an operating account, a trust account and 30 or more units is in Pro territory at 300 pages a month. A firm with several property managers converting is Business, mainly for the team seats.
Export formats you will use
Guides for this work
Questions
Can it split the statement by property automatically?
Not from the bank reference alone. It gives you a Category column that you relabel in Excel with the property or unit, and the Summary sheet has a totals table with blank rows waiting for those labels. It cannot know from a bank reference alone which flat the rent belongs to; that mapping is yours, and once you have done it for one month the descriptions repeat, so the next month is mostly confirming.
Is this suitable for the trust account reconciliation?
It gives you the bank side of it: every transaction on the statement, checked against the printed balances, with the tie-out recorded in the Summary sheet. The ledger side, the list of what is held for whom, still comes from your property software. The reconciliation is comparing the two, and starting from bank data that already agrees to the statement removes the usual first hour of the job.
Our property management software wants a CSV in its own layout. Will the export fit?
The CSV export is plain date, description and amount with signed values, which is what most import screens accept directly or with a column mapping step. If your system needs a specific column order, opening the CSV in Excel and rearranging takes a minute and the figures are unchanged.
Statements for a mortgage account look different from a current account. Do they work?
Yes. A mortgage or loan statement still has an opening balance, transactions and a closing balance, and the check is the same. The balance will be a liability, so it appears as a negative or a debit balance depending on the lender, and the sign is preserved rather than flipped.