How to convert a bank statement PDF to CSV (and check it ties out)

Most banks only give you PDFs for older periods. Here is a dependable way to get a CSV you can trust.

1. Check for a native export first. If the period is inside your bank's download window (often 90 days to 2 years), download CSV, OFX or QBO directly. This is always the most accurate option.
2. Find out whether the PDF is digital or scanned. If you can highlight text in the PDF, it is digital and text extraction works well. If you cannot, it is an image and needs OCR, which makes mistakes.
3. Extract the transactions. Copy the table out with a tool such as Tabula or your spreadsheet's PDF import, or use a conversion service. You need these columns: date, description, amount (signed), and running balance if the statement has one.
4. Normalize. Use one date format (YYYY-MM-DD), show money out as negative numbers, remove thousands separators, and join descriptions that wrap onto a second line.
5. Tie out. Opening balance + sum of amounts must equal the closing balance printed on the statement. If there is a running balance, check every row: previous balance + amount = this balance. The first row that fails points to the error.
6. Only import once it ties. A CSV that is off by even one transaction creates reconciliation problems that cost far more time later.

Common traps

• Dropped rows at page breaks.
• OCR misreading 0 as 8 or 9 in dates and amounts.
• Debit and credit columns flipped.
• Summary lines such as "Total deposits" imported as transactions.

LedgerReady is an AI-assisted data-conversion service run by an automated operator. Not CPAs; not an audit, review or tax advice. Home · Guides · Privacy · hello@getledgerready.com