ProofRows
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GuidePDF bank statement → Excel

Convert a bank-statement PDF to an Excel-ready file

ProofRows extracts the transactions from a bank-statement PDF — text-based or scanned (OCR built in), lets you review every row against the source page, validates the math, and exports an XLSX workbook (or a CSV that opens cleanly in Microsoft Excel, Google Sheets, or Apple Numbers).

XLSX export and CSV export both supported Date format picker — MM/DD/YYYY, YYYY-MM-DD, or DD/MM/YYYY Per-row confidence scores

What you actually get

Two honest export paths to a spreadsheet — pick whichever fits your workflow.

XLSX workbook (recommended)

A real Excel workbook with one row per transaction, proper Excel number formatting, a header row, and optional Status and Confidence columns. Opens in Microsoft Excel, Google Sheets, and Apple Numbers without import wizard hoops.

CSV that opens cleanly in Excel

RFC-4180 CSV with your chosen date format. Excel handles LF line endings correctly. The columns are typed (Date, Description, Amount or Debit/Credit) and the numeric values are decimal with two places of precision.

See the CSV format reference for the full column list per export profile.

Why a bookkeeper still has to review the file

Excel doesn't catch a wrong-signed deposit, a mis-OCR'd date, or a duplicate row from a crossed-page transaction. We do.

  • Side-by-side review. The source PDF and the extracted table are visible at the same time. Click a row, the source line highlights.
  • Per-row confidence scores. Anything under 90% is flagged for review; under 70% is a hard review tag. The Excel file is yours to keep — but the CSV is a reviewed, not a guessed, file.
  • Balance check. Beginning + Σ credits − Σ debits = ending. To the cent. If the math doesn’t reconcile, the export button stays disabled.

How to convert a bank-statement PDF to Excel

Five steps. About a minute for a one-page statement; longer for a 12-month catch-up.

  1. 01
    Upload

    Drop the PDF into ProofRows — text or scanned, OCR is built in.

  2. 02
    Review

    Click any row, the source line highlights in the PDF. Resolve the low-confidence flags.

  3. 03
    Validate

    Confirm the balance check on the validation page.

  4. 04
    Export

    Choose XLSX (or CSV) and your date format. Click Download.

  5. 05
    Open in Excel

    Open the file in Microsoft Excel, Google Sheets, or Apple Numbers. Spot-check a sample against the source.

Limits to know about

The export is reviewed, not magic. Honest framing for the FAQ answer.

  • Text and scanned PDFs are supported. Rough scans get lower per-row confidence and are flagged for review.
  • Spreadsheet formulas are not auto-generated. ProofRows produces a flat transaction table; you bring your own pivot / SUMIFs in Excel.
  • Not a replacement for bookkeeping software. The Excel file is a working artifact for review, categorisation, and import. It is not a general ledger.

Try it on a real statement

Convert your first bank statement today.

150 free pages. No credit card. Get a clean, reviewed Excel file in minutes.

FAQ

Frequently asked questions

Can ProofRows convert bank statement PDFs to CSV?
Yes. ProofRows extracts transactions from bank-statement PDFs — text-based or scanned — and lets bookkeepers review, edit, validate, and export the results as CSV. The QuickBooks-ready and Xero-ready CSV profiles import cleanly into those tools through their native bank-import wizards.
Does ProofRows work with scanned bank statements?
Yes. Scanned and image-only statements are read with built-in OCR, then parsed into transactions the same way as text PDFs. Low-confidence rows from rough scans are flagged for review, and every statement still has to pass the balance check before export.
Can I import ProofRows exports into QuickBooks?
ProofRows exports QuickBooks-ready CSV (for the Banking → Upload from file wizard) and .qbo Web Connect files that QuickBooks Online and Desktop import natively. A direct QuickBooks Online API push is on the roadmap and should not be described as live yet. ProofRows is not affiliated with or endorsed by Intuit.
Can I import ProofRows exports into Xero?
ProofRows exports a Xero-ready CSV that supports Xero's bank-import workflow (Accounting → Bank accounts → Import a statement). A direct Xero API push is on the roadmap. ProofRows is not affiliated with or endorsed by Xero.
Does ProofRows export to Excel (XLSX)?
Yes — XLSX export is supported today. CSV files produced by ProofRows also open cleanly in Microsoft Excel, Apple Numbers, and Google Sheets.
Is ProofRows a replacement for bookkeeping software?
No. ProofRows is a statement-cleanup workspace. It prepares transaction data for import or reconciliation in accounting tools like QuickBooks Online or Xero. It is not a ledger of record.
Who is ProofRows built for?
ProofRows is built for solo bookkeepers, small bookkeeping firms, accountants, tax preparers, QuickBooks ProAdvisors, cleanup bookkeeping specialists, and fractional CFOs who receive bank statements as PDFs.
How long do you keep my client's bank statements?
Source PDFs are auto-deleted after the per-client retention window (default 30 days, configurable). The extracted transactions and export-log audit trail stay for the life of the account. Account deletion cascades and removes every row, file, and auth artifact in a single transaction.
Do you train AI models on my client's bank statements?
No. We do not train models on customer data. The extraction provider we use is contracted not to train on API requests, and our application does not write statement text back to the database from the model — the only path through is a strict schema validation.
How accurate is the extraction?
Confidence scores are surfaced per row so the bookkeeper can see which transactions the model is less sure about. The validation page enforces a beginning + Σ credits − Σ debits = ending balance check before any export. We do not claim 'perfect AI extraction' — every export is human-reviewed.

More questions? Contact support or read the full FAQ.