Bank statement converter for landlords and property managers

From PDF statement to rent ledger

The bank’s PDF shows every rent payment, but you can’t sort or total it. Convert it once a month and keep one running sheet per property or portfolio.

1. Download the statements for each account rent goes into. How to download bank statements shows where banks keep them.
2. Convert them with BankConv to Excel or Google Sheets. Up to 10 PDFs per batch; password-protected PDFs work.
3. Check the rows: the last running balance should equal the statement’s closing balance.
4. Add three columns: Property, Tenant (or Unit) and Category.
5. Paste each month under the last, or combine a year in Excel.

A rent grid that shows who paid

A tenant-by-month grid answers the question you ask most: who hasn’t paid? Build it once and it updates as you paste new months.

Tenant	Rent due	Jan	Feb	Mar	Short or late
Flat 1 – Patel	1,250	1,250	1,250	1,000	Mar short 250
Flat 2 – Moreno	1,100	1,100	0	2,200	Feb paid in Mar
Flat 3 – Okafor	950	950	950	950

Each month cell is a SUMIFS of Amount by Tenant and Month. For example, =SUMIFS(Amount, Tenant, "Flat 1 – Patel", Month, "2026-03"). Add a Month column with =TEXT(Date,"yyyy-mm"). Conditional formatting turns cells below the rent due red.

Matching deposits to tenants. Bank descriptions show the payer’s name or reference, often shortened. Filter by each reference once and fill the Tenant column; most tenants pay with the same reference every month. Ask new tenants to use the unit number as their payment reference.

Property income and expenses for tax time

Tax returns ask for rental income and allowable expenses per property. The spreadsheet does the totals; your accountant or tax software applies the rules.

Common categories to tag:

• Rent received
• Repairs and maintenance
• Insurance
• Mortgage or loan interest (not the capital part of repayments)
• Letting agent and management fees
• Utilities, council tax or property taxes paid by you
• Legal, accountancy and service charges
• Security deposits received and returned (usually not income; keep them separate)

A PivotTable with Property in rows, Category in columns and the sum of Amount gives the year’s totals in one view. In the US these usually feed Schedule E; in the UK, the property pages of Self Assessment; in Australia, the rental schedule. Check with your accountant which costs count and how mortgage interest is treated where you live.

Check	Why it matters
Every month present, no gaps	A missing statement means missing rent or costs
Closing balances match the PDFs	Confirms no rows were dropped
Transfers between your own accounts excluded	They aren’t income or expenses
Deposits kept separate from rent	Deposits are usually held, not earned

For property managers with several owners

When you manage for others, each owner needs a clear monthly statement of what came in and went out for their property.

• Keep one client account per owner, or tag each row with the owner and property.
• Convert the month’s statements in one batch and filter by owner.
• Share a Google Sheet with each owner, or send an Excel file with their rows only.
• Keep the PDFs alongside; they’re the record if an owner questions a figure.

If you import into accounting software, use CSV; see the Xero guide or the QuickBooks steps.

What it costs

A landlord with two properties and one rental account needs 12 statements a year. Pay per document costs $2.99 for up to 10 pages, then $0.20 a page, so a 3-page statement costs $2.99. A free account converts 5 pages a day.

Property managers converting many accounts each month will usually find a plan cheaper: Starter covers 500 pages for $29 a month, or $19 a month billed yearly. See pricing. Uploads are deleted after 24 hours, and BankConv never connects to your bank; see security.