Xero gets most bank lines from a bank feed. But feeds miss things: months before you connected the bank, an account the feed doesn't support, or a gap when the feed broke. For those months, you often only have the PDF statement.
Xero can't read a PDF. This guide shows how to turn the PDF into a file Xero can import, then bring it in.
What file does Xero want?
Xero can import a bank statement as a CSV, OFX, QIF or QFX file. A CSV is a plain table. Xero has its own CSV layout with these columns:
| Column | What goes in it |
|---|---|
| *Date | The day of the line |
| *Amount | Money in is a plus, money out is a minus |
| Payee | Who you paid, or who paid you |
| Description | The words from the statement |
| Reference | Left blank, unless you need it |
The two columns with a star must be filled in. The rest can be blank.
Step 1: Turn your PDF statement into a Xero file
MyBankToExcel makes this file from your PDF.
- Go to tools.ltd/my-bank-to-excel.
- Choose your bank statement PDF. A scan works too. You can pick many months at once.
- Press Read my statement. You see the first rows for free, and a check that your balances add up.
- Open More options and pick Xero (CSV).
- Press Download and save the file.
Your PDF never leaves your device. It is read right in your browser. Only the words are sent to us, to sort them into rows. We never keep them.
Step 2: Import the file into Xero
- In Xero, open Accounting and go to your bank accounts.
- Find the account the statement is for.
- Open Manage account and choose Import a statement.
- Choose the CSV file you saved and press Import.
- When Xero asks for the date format, pick MM/DD/YYYY.
- Check that the columns line up, then finish the import.
Xero changes its menus from time to time. If a button has moved, search Xero's help for "import a bank statement".
Step 3: Check, then reconcile
After the import, the lines show up on the account, ready to reconcile.
- Count the lines. The number should match your statement.
- Check the end balance. It should match the last balance on the PDF.
- Look for doubles. If the bank feed already sent some of the same days, you may see a line twice. Delete the extra one before you reconcile.
The balance check in step 1 helps here. If it says your balances add up, no line was missed when the PDF was read.
Many clients, many statements?
If you keep the books for several clients, you can read all their statements in one go. The Firm plan sorts them by client and names each file for you, like "Acme Bakery/Acme Bakery 4821 2026-08.csv". See how to convert bank statements for many clients.
Using QuickBooks instead?
QuickBooks wants a different file. See how to import a bank statement into QuickBooks.
Frequently asked questions
Can Xero import a PDF bank statement?
No. Xero can import a CSV, OFX, QIF or QFX file, but not a PDF. Turn the PDF into a Xero CSV file first, then import that.
Why are my dates wrong after the import?
Xero asks which date format the file uses. The Xero CSV file from MyBankToExcel uses MM/DD/YYYY, so pick that one.
Will I get the same line twice?
It can happen if the bank feed already sent some of those lines. Pick dates the feed doesn't cover, and look over the list before you reconcile.
Does a scanned statement work?
Yes. MyBankToExcel reads scans too. Check the rows and the balance check on screen before you download, since a blurry scan can have mistakes.