Client intake
Ask clients for complete monthly statements rather than screenshots or online banking exports without balances. Complete PDFs make reconciliation and audit review easier.
- Request all accounts in the period you are reconciling.
- Confirm whether credit cards, savings, and business accounts are included.
- Store source PDFs in the client workpaper folder.
Conversion and review
Convert each statement into a canonical transaction table first. From that reviewed table, create Excel, CSV, or QuickBooks-ready output for the destination workflow.
- Review balance checks before import.
- Keep separate files for checking accounts and credit cards.
- Map client-specific payees after extraction, not during PDF parsing.
Accounting import
QuickBooks and Xero imports are more reliable when the source data has already been validated. Import a small sample first if the client has unusual sign conventions or multi-currency activity.
Reference table
| Need | Best output | Reason |
|---|---|---|
| Human review | Excel | Easier to filter, annotate, and reconcile |
| System import | CSV | Broad compatibility with import tools |
| QuickBooks workflow | QBO/OFX | Less manual column mapping |
FAQ
Should accountants keep the original PDF?
Yes. Keep the original statement as the audit source and use the converted file for review, reconciliation, and import.
Is QBO always better than CSV for QuickBooks?
QBO/OFX is usually cleaner for QuickBooks imports, but CSV can be useful when you need manual mapping or custom cleanup first.