Import a bank-statement CSV into QuickBooks Online
ProofRows extracts the transactions from a bank-statement PDF — text-based or scanned (OCR built in), lets you review every row, and exports a QuickBooks-ready CSV. The CSV uploads through QuickBooks Online's Banking → Upload from file wizard without remapping. A direct API push is on the roadmap.
What ProofRows does (and does not do) for QuickBooks
Honest framing matters here. ProofRows is not affiliated with, endorsed by, or partnered with Intuit. We do not use Intuit marks in a way that suggests partnership.
- ProofRows exports a QuickBooks-ready CSV. The CSV uploads through QuickBooks Online’s Banking → Upload from file wizard. Two layouts: 3-column (Date, Description, signed Amount) and 4-column (Date, Description, Credit, Debit).
- Direct API push to QuickBooks Online is on the roadmap. The OAuth scaffolding is in place; the Intuit Accounting API call is pending Intuit Developer sandbox approval. Today, the export file is the wire — five clicks in QBO.
- ProofRows is not a QuickBooks replacement. It does not store a chart of accounts, post journal entries, or maintain a general ledger. It prepares a reviewed transaction file for import.
How the import works
End-to-end: PDF → reviewed CSV → QuickBooks Online.
- 01Upload the PDF
Drop the bank-statement PDF into ProofRows — text or scanned, OCR is built in.
- 02Review the transactions
Click any row, the source line highlights. Resolve the low-confidence flags. Validate the balance check.
- 03Export a QuickBooks-ready CSV
Pick the QuickBooks format. Choose signed Amount or two columns (Credit / Debit). Pick your date format. Click Download.
- 04Upload to QuickBooks Online
Banking → Transactions → Bank transactions → Upload from file. Drag the CSV in. Map columns. Continue.
- 05Review in the For review tab
QuickBooks shows each row in For review before they hit your books. Verify a sample, then approve.
Step-by-step walkthrough with screenshots and gotchas: /guides/import-to-quickbooks.
Column layouts that match the QBO wizard
QuickBooks Online's upload wizard accepts both shapes. ProofRows writes both.
Date, Description, Amount. Positive = deposit, negative = withdrawal. Cleanest for most bank-statement files.
Date, Description, Credit, Debit. Pick this when the source statement uses independent credit / debit columns rather than a signed running balance.
MM/DD/YYYY, YYYY-MM-DD, or DD/MM/YYYY. Pick one and stick to it per account; QBO is sticky about date format on a per-account basis.
ProofRows drops the optional Status and Confidence columns from the QuickBooks-ready CSV so the upload wizard doesn't reject the file.
Tips and gotchas
- Always review before approving. QuickBooks shows each row in “For review” before they hit your books. Verify a sample matches the statement.
- Watch for duplicates. If you’ve already uploaded transactions for the same period (e.g. via a bank feed), QuickBooks may import duplicates. Filter the For review tab by date to spot them.
- Date formats are sticky. If you pick MM/DD/YYYY on first import and then upload another file with YYYY-MM-DD, QuickBooks may misread the dates.
- Empty rows fail the upload. ProofRows’s review screen flags empty-Date or empty-Amount rows for resolution before export.
Ready to import your first statement?
Stop retyping bank statements into QuickBooks.
Upload a PDF — text or scanned — and get a QuickBooks-ready CSV back. 150 free pages, no card required.
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.