ProofRows
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GuideUse case · Accountants and accounting firms

PDF transaction extraction built for accountants

ProofRows is a PDF transaction-extraction and review workspace for accountants. The tool extracts, the accountant confirms. The math reconciles to the cent. Every export is logged for audit.

Audit-logged exports Per-row confidence scores Per-client retention controls

Engagements where this tool earns its keep

New client onboarding

Inherit a client mid-year. Bring in 3–6 months of bank statements before the QBO sync, not after.

Cleanup from a previous bookkeeper

The previous bookkeeper left the books untidy. Re-derive the year from PDFs and a paper trail.

Forensic reconstruction

Working from PDFs only? Produce a reviewed, validated, audit-trail-grade file the new auditor can rely on.

Pre-acquisition diligence

Pull the most recent 6–12 months of bank activity for a target. Quick read on cashflow stability, customer concentration, and unusual patterns.

Quarterly review support

If a client's books drifted between quarterly reviews, a quick bank-statement cleanup brings the ledger back to reconcilable before the next close.

Year-end tie-out

Reconcile the year-end bank balance to the ledger. PDFs in, reviewed transactions out, audit log attached.

The accountant's review workflow

  1. 01
    Upload

    Drop a folder of bank-statement PDFs into the client workspace. The worker extracts in the background.

  2. 02
    Review

    PDF and table side-by-side. Click any row, the source line highlights. Confidence scores visible per row.

  3. 03
    Validate

    Beginning + Σ credits − Σ debits = ending. The validation card is unambiguous.

  4. 04
    Flag

    Duplicates, low-confidence rows, missing fields surface as work items you can resolve in bulk.

  5. 05
    Export

    CSV, XLSX, QuickBooks-ready CSV, or Xero-ready CSV. The export is logged with format, row count, options, and SHA-256.

  6. 06
    Hand off

    The export log row is your record that the cleanup was reviewed and shipped. Hand it to the auditor, the client, or your own workpapers.

Honest limitations (read these)

  • Not a full accounting platform. ProofRows is a statement-cleanup workspace. It does not store a chart of accounts, post journal entries, or maintain a general ledger.
  • Scanned PDFs get extra review. Built-in OCR reads scanned/image statements; rough scans get lower per-row confidence and are flagged for review before export.
  • No SOC 2, HIPAA, or “bank-level” security claim. The security page is the honest list of what we do and don’t have.

Try it on a real engagement

The math has to add up — for every statement, every export.

150 free pages. No credit card. One client workspace, one client, one statement at a time.

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.