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InvoiceParser Pro
InvoiceParser Pro

Invoice capture with the math checked

Bank statement guide

Scanned bank statement to Excel: prepare and check

Updated

A scan needs a legible source and a row-by-row review. Keep the full page, including column headers and balances, then compare the extracted spreadsheet with that source.

One statement at a time, up to 5 pages and 10 MB. The sample and examples are fictional.

Convert a bank statement

Review workflow

Prepare a source you can inspect

  1. Ask for the original download

    If the bank can provide the original PDF or a transaction CSV for this period, use that first. Try selecting a date or amount in the PDF: a selectable text layer is a useful clue, though a PDF can contain both text and scanned areas.

  2. Keep the whole page

    For a scan or photograph, include the page edges, transaction table headers, account period and printed balances. Keep the page flat and upright. Check for blur, shadows, glare and cropped digits before upload.

  3. Check account, period and page order

    Use one statement belonging to one account and period. Confirm that all pages in that statement are present and ordered. The free tool accepts PDF, JPG or PNG within 5 pages and 10 MB.

  4. Stop if a figure is unreadable

    Zoom in on small amounts and faint signs. If you cannot decide what the source says, request a clearer copy. Do not repair an unknown amount by guessing a number that makes the balance agree.

With the free statement tool

Convert, then review against the scan

  1. Open the statement tool

    Upload the prepared file to the bank statement to Excel tool. Choose Excel when you want the Transactions, Balance check and Statement sheets, or CSV for a transaction-row export.

  2. Read the check status

    The tool compares opening plus credits less debits with closing, and checks printed running balances. Rows without a printed running balance can be checked with the next balance as a group. If balances are unavailable, the result says they were not checked.

  3. Compare every transaction

    Read date, description, money direction and amount against the scan. Pay particular attention to wrapped descriptions, repeated headers and the first and last transaction on each page. Check that a header or balance summary did not become a transaction.

  4. Resolve exceptions before handoff

    Inspect any mismatch against the source. Keep the original export and record corrections in a separate working copy. An arithmetic pass is useful evidence, but offsetting errors can leave the closing total unchanged.

Month-end review checklist

A spreadsheet is a working copy of the statement. Retain the source alongside it so another reviewer can trace an amount back to the page. Before preparing an import, note which checks were available and which rows need follow-up.

  • Account and currency agree with the intended handoff.
  • The period and page count match the source.
  • Each source transaction appears once, including fees and interest.
  • The printed opening and closing balances were compared where available.
  • Any grouped or unchecked rows received a manual review.

Try the sample before your own document

The free tool’s sample uses an invented Example Bank statement for Example Logistics Co. It has nine transactions and shows a balance result with downloadable Excel and CSV. It demonstrates the review layout; it is not an accuracy benchmark for your scan.

The free statement tool’s scope

  • One PDF, JPG or PNG statement at a time, up to 5 pages and 10 MB. No account is needed. The daily allowance is 3 documents per browser, shared with the invoice tool and subject to shared service limits.
  • The tool checks arithmetic on the extracted statement. It does not connect to your bank or match transactions to your books. You prepare and import the file yourself.
  • Review the source and the exported rows before using them. A matching closing total alone does not prove that every transaction was read correctly.

Questions

Does a scanned PDF need OCR?

Image-only pages need text recognition to extract their rows. The statement tool accepts scanned PDFs and JPG or PNG photographs. Review the resulting dates and amounts against the source.

Does a matching balance prove the scan was read correctly?

No. Equal and opposite errors can leave a total unchanged, and rows without printed balances have less individual evidence. Compare the source transactions as well as the balance result.

What should I do with an unreadable amount?

Ask for a clearer source and leave the row unresolved until it can be read. Do not guess from the closing balance.