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stmtai

Get your bank statement into QuickBooks yourself.
For small business owners.

You run the business, and on a Sunday afternoon you also run the books. The bank feed connected to QuickBooks works most months, and the months it does not are the ones you remember. You need the statement in, matched, and reconciled before Monday.

What the work looks like

Most owners have a business current account, a business card, and sometimes a savings or a loan account, so two to four statements a month of 3 to 10 pages each. They arrive as PDFs from online banking on the first few days of the month. Bookkeeping happens in one sitting a month, occasionally a quarter if things are busy, and the goal is a reconciled account in QuickBooks or Xero that the accountant will not send back. Once a year the accountant asks for the lot.

Where the time goes

  • The bank feed disconnected in the middle of the month and you did not notice until the reconciliation was 14 transactions short.
  • The bank's own CSV download only goes back 90 days, and you are catching up on a quarter.
  • Card statements list purchases as positive numbers and payments as negative, which is the opposite of what the import expects.
  • You typed a month in by hand once, took two hours, and were 30 cents out at the end.
  • The reconciliation in QuickBooks shows a difference and you have no independent way to tell whether the bank data or your entries are wrong.

How it runs with stmtai

  1. Download the month's PDF statements from online banking and drop them in together, up to 12 files at a time.
  2. Look at the balance check. Each statement is summed against its printed opening and closing balances, so you know the rows are complete before they go anywhere near your books.
  3. If a row is flagged, fix it in place. It is usually a description that wrapped onto the amount line, and you can see the original next to it.
  4. Export as a QuickBooks .qbo or a Xero CSV and import it the way you would a bank feed file. Rules and matching then work as normal.
  5. Reconcile in your accounting software. Because the import already agrees to the statement, a difference now is in your entries, not the bank data.
  6. Keep the Excel export with the Summary sheet if you also like to see the month in a spreadsheet.

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

Free gives you 10 pages a month with an account, which covers one or two short statements. Most owners with a current account and a card are better with a Pages Pack: 100 pages for $19, never expires, and lasts a year or more at this volume. Pro only makes sense if you have several accounts and convert every month.

Work it out from your own numbers.

Export formats you will use

Guides for this work

Questions

Will the import duplicate transactions the bank feed already brought in?

QuickBooks and Xero both check imported rows against existing bank transactions on date and amount and offer to match rather than add. If the feed brought in half the month, import the whole statement and match the overlap; the missing half will be the ones left unmatched. It is worth checking the feed's last date first so you know how many to expect.

Do I need to know anything about file formats?

Pick QuickBooks or Xero as the export and you get the file that software expects. Amounts come through with the right sign for each, including credit card statements, which is the usual source of trouble when people convert by hand.

I am catching up on six months. Is that a problem?

Six statements go through in one batch, and the continuity check confirms each opening balance against the previous closing, so you will know before importing that no month is missing. Six statements of about 6 pages each is around 36 pages, so a single Pages Pack covers it.

Is my statement stored anywhere?

Your conversions stay in the download history for 7 days so you can come back for a second format or a re-download. After that they are no longer available from the history, so save the exports with your own records the way you would keep the PDF.

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