Bank Statement Converter for Bookkeepers Running Monthly Close
Some clients never get a working bank feed. Their statements arrive by email as PDFs, as scans from a home printer or as phone photos, and the month cannot close until those pages become transactions. StatementsConverter turns them into balanced, categorized files for QuickBooks, Xero or Excel, client by client, in one sitting.
Monthly close without a bank feed
A bookkeeper with a full client list knows the pattern. A credit union that does not connect, a card issuer whose feed broke in March, a cash-heavy client who drops off paper, a brokerage sweep account with no import option at all.
Each of these needs the same steps every month: get the statement, turn it into rows, code the rows, import them, reconcile. The typing step is the one that adds no value, and it is also where most reconciliation differences start.
StatementsConverter removes the typing and keeps the controls, so your time goes into coding and review.
A month-end routine in five steps
- Open the client workspace and drop in the statements that arrived this month, as many accounts as the client has.
- AI reads each page, finds the transaction table and extracts every row with date, description, amount and running balance.
- The balance check confirms that the opening balance plus credits minus debits equals the closing balance, and flags the row range if it does not.
- Categorization rules suggest an account from the client's chart of accounts for each row, based on the descriptions you have coded before.
- Export a QBO file for QuickBooks Online, a Xero precoded CSV, or an Excel sheet for review, and import it into the client's books.
Rules that get better every month
When you change a suggested category, the rule for that client learns it. The second month needs fewer corrections than the first, and by the third month most rows arrive coded the way you would code them. Rules stay inside the client workspace, so one client's coffee shop vendor never lands in another client's meals account.
Monthly time for a book of no-feed accounts
This is a computed example with stated assumptions, not a customer result.
Assumptions: 25 no-feed accounts across your book, one statement per account per month, 10 to 30 minutes to retype and total one statement, and a bookkeeper hour valued at 35 to 60 USD.
Retyping costs between 250 and 750 minutes a month, which is roughly 4 to 12.5 hours. At 35 USD an hour the low case is about 146 USD a month; at 60 USD an hour the high case is 750 USD a month.
Those 25 statements at about 4 pages each use around 100 pages, well inside the 1,500 pages of Professional at 74 USD a month billed yearly.
| Item | Low case | High case |
|---|---|---|
| Statements per month | 25 | 25 |
| Minutes per retyped statement | 10 | 30 |
| Hours per month | about 4 | 12.5 |
| Staff cost at 35 to 60 USD an hour | about 146 USD | 750 USD |
Matching a plan to your book
Starter, 24 USD a month billed yearly (288 USD a year) or 49 USD month to month, gives 400 pages a month, 1 seat, XLSX and CSV exports and batches of 20 files. It suits a solo bookkeeper who imports through CSV.
Professional, 74 USD a month billed yearly (888 USD a year) or 149 USD month to month, is built for this job: 1,500 pages, 3 seats, QBO, QIF, OFX and Xero exports, categorization rules, batches of 100 files and 25 client workspaces.
Business, 249 USD a month billed yearly (2,988 USD a year) or 499 USD month to month, covers a bookkeeping firm: 5,000 pages, 15 seats, unlimited client workspaces, roles, audit log and API access.
Business Plus, 499 USD a month billed yearly (5,988 USD a year) or 999 USD month to month, raises the allowance to 12,000 pages with everything in Business.
Yearly billing saves 50 percent against monthly. All plans include the balance check and support for scans and photos. See bank statement converter pricing for the full comparison.
One upload, the format each client's ledger needs
- QBO Web Connect files for QuickBooks Online and QuickBooks Desktop.
- Xero precoded CSV, explained on the bank statement to Xero page.
- QIF and OFX for Quicken and older desktop tools.
- XLSX and CSV for review, workpapers or any other system, covered on bank statement to CSV.
Questions bookkeepers ask
Does it work with statements from small banks and credit unions
Yes. The extraction does not rely on a list of supported banks. It reads the layout of each statement, text PDF or scan, and the balance check confirms the result.
Can I import the file directly into QuickBooks Online
Yes. Export QBO and upload it through the bank transactions screen, or export CSV and map the columns. Transactions land in the For Review tab.
How do categorization rules handle a new vendor
A new description gets the closest suggestion or stays uncategorized. Once you set the account, the rule stores it for that client.
What if a client sends a photo instead of a PDF
JPG and PNG photos convert on every plan. Straighten the page and keep it in focus, and the balance check tells you whether every row was read.
Do deleted files give pages back
No. Pages are counted as usage within the billing period, so deleting a file does not return pages. The allowance resets at the start of each period.
Close next month without retyping a single statement
Set up your no-feed clients once and let the balance check and rules carry the routine.