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The bank provides statements only as PDF, so the accountant cannot import them directly to reconcile against the books.
Look first for a CSV, Excel or MT940 download from the bank; convert the PDF only as a last resort, then prove the converted file by comparing opening balance plus credits less debits with the closing balance and by checking each running balance.
Net banking access, the PDF statement, a converted spreadsheet if needed, and a running-balance column to check row by row.
A complete, verified statement file whose totals and closing balance match the PDF, ready to reconcile against the books.
Before you convert anything, look for a CSV or Excel download in your net banking, or ask the branch for one. Most banks offer it, even if the default is PDF. Only if there is truly no other option should you convert the PDF, and then you must check the converted file against the opening and closing balance before you reconcile a single line.
What are your options, and how risky is each?
| Option | Accuracy risk | What to check |
|---|---|---|
| The bank’s own CSV or Excel download | Low | Row count, opening and closing balance |
| MT940 file or bank API, for corporate accounts | Low | Date range covers the full period |
| PDF-to-Excel converter tool | Medium: rows dropped, amounts split, digits misread | Every running balance, totals, dates |
| Copy and paste from the PDF | Medium: columns shift, negative signs lost | Totals and dates |
| Retyping by hand | High: typing mistakes | Every row against the PDF |
MT940 is a standard bank statement file format used for corporate accounts; the MT940 guide explains it.
If you must use a converter, think about privacy. A bank statement carries account numbers and your customers’ names. Use a tool whose data handling you trust.
How do you know a converted statement is complete?
Run two checks on every converted file.
- Totals check. Opening balance plus total credits less total debits must equal the closing balance on the PDF. Many PDFs also print total credits and debits; compare those too.
- Running balance check. Add a column that takes the previous row’s balance, adds the credit and subtracts the debit. It must equal the balance the bank printed on that row. The first row where it does not is where the error sits.
Also compare the number of rows with the PDF, and check that dates were read the right way round (day and month can swap).
Worked example
You convert a March statement. The PDF shows an opening balance of ₹5,10,300 and a closing balance of ₹8,24,300.
Your converted file adds up to a closing balance of ₹8,42,300. That is ₹18,000 too high.
You add the running balance column. It matches the bank’s balance on every row until 14 March. On that row the PDF shows a debit of ₹42,000, but the converter read it as ₹24,000. The two middle digits were swapped.
₹42,000 less ₹24,000 equals ₹18,000, exactly the gap. Correct the row and the converted file closes at ₹8,24,300, matching the PDF. A gap divisible by 9, as ₹18,000 is, is a common sign of swapped digits.
Does accounting software accept PDF statements?
It depends on the product and version. Tally, Zoho Books and other tools each list their supported import formats in their help pages, and these change over time. Many accept CSV or Excel; some also accept PDF. Check the current help page for your software before you choose a route.
Whatever the route, the totals and running balance checks above still apply.
What mistakes should you avoid?
- Skipping the totals check because the converted file looks right. A single dropped row changes every balance after it.
- Reconciling from a statement that does not cover the full month. Check the first and last dates printed on the PDF.
- Mixing two accounts in one converted file when the bank prints several accounts in one PDF.
- Saving converted files with vague names. Name each file with the account and the period so you never import the same month twice.
- Editing the converted file to make it balance. If the totals do not agree, go back to the PDF and find the row that was misread.
What to read next
Next, read bank statement OCR: PDF versus machine-readable, which covers scanned and protected PDFs and what accuracy to expect. For corporate accounts, see the MT940 reconciliation guide.
Once you have a reliable statement file, TransactIG matches bank statement lines to your books and lists the exceptions for review; see bank reconciliation software for India.