Category · Data entry and PDF statements

Typing PDF bank statements into Xero or QuickBooks?

Clients send statements as PDFs and someone keys them in. Check what your ledger already does first, because QuickBooks Online now reads PDF statements itself. Below are the free routes, three tools for the gaps, and the matching jobs that are still hard.

See the free routes No sign-up. Nothing to buy from us.

Jump to: Free routes first · Three tools · Still hard: matching

Stacks of paper documents and file folders on a desk — Photo: Wesley Tingey on Unsplash

Sound familiar?

Bookkeepers asking recently, from public posts, paraphrased

Four office bookkeepers hand-keying about 200 invoices a week into QuickBooks Desktop

The poster asks how to automate invoice entry.

r/Accounting · 11 Oct 2026 · Read the thread →
Converting PDF bank statements to CSV for Xero

r/xero · Oct 2026 · Read the thread →
Reconciling transactions when there is no common ID

r/Accounting · 8 Oct 2026 · Read the thread →
Reconciling messy Meta and Google ad-spend threshold charges

Fractional bookkeepers ask how others do it.

r/QuickBooks · 3 Oct 2026 · Read the thread →
Importing PDF bank statements into Xero outside the US and Canada

5 votes, status Gaining Support. Xero replied on 2 Jun 2026 that it would make getting bank data into Xero easier without third-party tools.

Xero Product Ideas · posted 25 Apr 2026 · Read the idea →

Before you reconcile: compare the closing balance of the converted file with the closing balance on the bank's own statement. A missing page or a misread digit shows up there first.

Free routes first

What your ledger does without any extra tool, as at 14 Oct 2026.

QuickBooks Online reads PDF statements. Intuit's help article, updated 24 Aug 2026, says you can upload a PDF or an image (JPG, PNG or HEIC) of a bank or card statement from any bank, in English, and its AI extracts the lines. Go to All apps, then Accounting, then Bank transactions, open the Link account menu and choose Upload from file. Check the extracted lines before you save them. The article doesn't say which plans include it. Intuit's article →
Xero imports PDF statements in the US and Canada only. Everywhere else, including Australia, the UK and New Zealand, you convert the PDF first. An Xero Ideas request to extend it to other regions has been open since 25 Apr 2026 (see above).
Big names. Dext and Hubdoc are the well-known bill and receipt capture tools. You probably know them already, so we don't list them here.

Three tools for the gaps

What each tool says about itself, from its own website. Checked 14 Oct 2026 (StatementClear's Practice prices on 13 Oct 2026). Two are new, and one has been around since at least 2025.

BankStatementHub

Xero or QuickBooks users who want a clean file to import

Country not stated on its site · BankStatementHub

New, no reviews yet

Turns a PDF bank or credit card statement into Excel, CSV, QuickBooks Online CSV, Xero CSV, Quicken CSV, QIF or OFX
Where the statement prints a running balance, it checks every row against it and highlights mismatches. It also says automated extraction can make mistakes, so review before you use the result
You import the file into Xero or QuickBooks yourself
Free during early access, with no sign-up and up to 10 pages per conversion. Its site shows no paid plans, so expect the price to change

Free during early access · up to 10 pages per conversionVisit site →

StatementClear

Xero users, including practices with several clients

United Kingdom · RemitClear Ltd, registered in England and Wales

New, no reviews yet

Turns PDF, CSV and Excel statements into lines you review, then sends them to Xero as bank-feed lines, or gives you a Xero-ready CSV. No bank login needed
Xero only. Direct delivery is limited to eligible accounts, lines older than a year go in by CSV, and another provider's feed on the same account may block a direct connection
It only checks overlaps against lines you uploaded to its own feed. It can't see lines from other apps or the bank's own feed, so check what is already in Xero for that period before you send
Balance checks appear only where the statement includes balance data
The company was incorporated on 27 May 2026, so it is under five months old

First statement per account free · from £19 / A$29 / NZ$32 / US$25 a month for one Xero organisation and one bank feed · Practice £79 / A$129 / NZ$139 / US$99Visit site →

Tailride

Bookkeepers whose clients' bills arrive by email or sit in supplier portals

Luxembourg · Tailride S.a r.l. (named in its terms)

Collects invoices from Gmail, Outlook and IMAP inboxes, and from supplier web portals, then sends them to QuickBooks, Xero and other tools
Matches bank transactions to invoices with AI. Its matcher page describes an amount tolerance, a date window and fuzzy supplier names
Formerly called GetInvoice, so it is not new. Reviews: 4.1 from 48 on AppSumo and 4.1 from 18 on Trustpilot, none yet on the Xero App Store. A few 1-star reviews from Dec 2025 and Jan 2026 report missed or duplicated invoices, so check its output
Practice plans for firms with many clients start at A$1,944 a year for 5,000 invoices

From A$19 a month, billed yearly (Australian pricing) · free plan up to 10 invoices a monthVisit site → · For accountants →

Built a statement or data-entry tool?

We list newer or niche tools that solve what bookkeepers are asking about, using only what your own site says.

See what bookkeepers are asking →

Still hard: matching lines with no shared reference

Ad-platform charges and payments that carry no invoice number. We found no simple tool that does this well, so these are the routes people use.

Free route: Power Query in Excel. Load the bank lines and the invoices (or ad charges) as two tables. Use Merge Queries and tick the fuzzy matching option, which matches names that are close but not identical. Match on the amount as well, and keep only pairs whose dates fall within a few days of each other.
Review every near match. A fuzzy match is a good guess. Look at each one before you post it.
Paid route: Tailride (above) has a matcher for invoices against bank lines. It also needs a person to review the results.

Microsoft's option names can differ between Excel versions. This is general information and not accounting advice.

Picking a route

On QuickBooks Online: try Upload from file first.
On Xero in the US or Canada: use Xero's own PDF import.
On Xero anywhere else: BankStatementHub gives you a free file to import. StatementClear posts the lines into the bank feed, for a monthly fee.
Bills and receipts from email or supplier portals: look at Tailride.
No shared reference: Power Query first, and review each match.

Want a shortlist for your setup?

Tell us what you use now and what's getting in the way, and we'll reply with the tools that fit.

Email us

info@in2fpa.com

How we pick

Checked 14 Oct 2026 from each tool's own site, and Intuit's and Xero's own pages. Tailride's prices are in Australian dollars, as shown to a visitor in Australia. The currency may differ in other countries. StatementClear shows prices per country.

First Contact is a small marketing team. We aren't paid by any tool on this page and these aren't endorsements. We list newer or niche tools that solve the problem bookkeepers are asking about, using only what each tool says on its own site. Tools that say "New, no reviews yet" have no public reviews we could find. Spotted something wrong, or want your tool listed? Email info@in2fpa.com.

Not accounting advice. Check converted statements against the bank's own figures before you rely on them.