How to import a PDF bank statement into Xero
Xero's statement import takes CSV, not PDF. Convert your bank statement, match Xero's columns, and reconcile without creating duplicate lines.
Key takeaways
- Xero imports bank statements from CSV (and OFX/QIF), not from PDF.
- A Xero statement CSV needs at least a date and an amount for each line; payee, description and reference are optional.
- Import into the matching bank account and only for dates the bank feed hasn't already covered.
Xero's bank feeds handle most day-to-day reconciliation, but there are gaps: history from before you connected the feed, accounts your bank doesn't support, and feeds that drop out for a few weeks. For those, Xero lets you import a statement file manually.
What Xero accepts
Xero's manual statement import accepts CSV and a couple of bank formats, but not PDF. A CSV is the most flexible because you can build it from any statement. Xero publishes a template; at minimum each line needs a transaction date and an amount, with payee, description and reference as useful extras.
- Date — one consistent format.
- Amount — negative for money out, positive for money in.
- Payee and Description — the merchant text, which helps Xero's matching suggestions.
- Reference — optional, such as a cheque or invoice number.
Step by step
- Convert the PDF statement to transactions and confirm it reconciles to the closing balance.
- Save it as a CSV with Xero's columns.
- In Xero, open the bank account and choose to import a statement.
- Upload the file and map each column.
- Reconcile the imported lines as you would bank feed lines.
Watch the overlap with bank feeds
If a feed and a manual import both cover the same day, you'll see each transaction twice. Import only the missing date range. If you do end up with duplicates, delete the imported statement lines rather than reconciling them.
Exporting from PaperSpend
PaperSpend exports a Xero-ready bank statement CSV for one account at a time, which matches how Xero imports. It's built from transactions already checked against the statement's opening and closing balances, so the totals agree with your bank. The same approach works for QuickBooks.
Frequently asked questions
Can I upload a PDF bank statement to Xero?
Not as a statement import. Xero's manual statement import reads CSV and certain bank file formats, so convert the PDF to CSV first.
What columns does Xero need in a bank statement CSV?
At minimum a date and an amount for each transaction. Payee, description and reference are optional but help with matching.
Why do I have duplicate bank transactions in Xero?
Usually a manual statement import overlaps dates already brought in by the bank feed. Import only the missing date range.
