Your bank sends the monthly statement as a PDF, but a clean reconciliation and a defensible Form 990 need it as rows you can match to your funds and general ledger. Upload the statement and BankXLSX returns dated lines with deposits, checks, disbursements, and the running balance. Start free, no credit card.
Last updated July 2026
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Download the monthly statement from your bank as a PDF, then upload it to BankXLSX. The converter reads every deposit, check paid, electronic disbursement, and bank fee into dated spreadsheet rows with the running balance, so a treasurer or bookkeeper can match each line to the general ledger and tag it to the right fund or program. You get an Excel or CSV file in under a minute, ready to reconcile and to support the receipts and expenditures you report on Form 990. BankXLSX prepares the bank side of the reconciliation; it does not keep your fund ledgers or replace your accounting software.
Every nonprofit that handles donor money has to reconcile its bank accounts on a schedule, tie the cash to its funds, and stand behind the numbers on its annual return. Getting the statement into a workable form is where the volunteer treasurer or part-time bookkeeper usually loses the most time.
Most banks and the small community banks and credit unions where many nonprofits bank deliver the monthly statement as a PDF with no clean export, so the numbers get retyped by hand.
A grant, an endowment gift, and a general donation cannot be spent interchangeably, so every deposit and payment has to be traced to the fund it belongs to, not just added to one balance.
Net assets with donor restrictions can only be used for the donor purpose, and the reconciliation is where you prove the restricted cash is still there and was not spent on general operations.
Good internal control means the person who reconciles the statement does not also sign the checks, so the statement often changes hands two or three times before it is closed.
The receipts and expenditures on your 990 or 990-EZ have to be documented, and an auditor or grantor can ask to see the bank statements behind them years later.
Hours a volunteer treasurer spends keying statement lines into a spreadsheet are hours not spent on the mission, and a bookkeeper billing the org by the hour makes month-end more expensive than it needs to be.
Upload the PDF and the converter turns the statement into the clean, dated rows a nonprofit reconciliation needs, with balances intact so you can tie the cash out to your funds and your ledger.
Deposits, checks paid, ACH and card disbursements, and bank fees each land on their own row with date, description, and amount in separate columns you can sort, filter, and tag by fund.
Checks keep their number, payee, and amount together, so you can match each disbursement to the program, grant, or vendor it belongs to.
The statement running balance carries through, which is exactly what you reconcile the bank side against when you tie the ending balance to your book balance.
Download a real .xlsx workbook to reconcile in, or a clean CSV to import into QuickBooks Online, Aplos, Sage Intacct, or your fund accounting software.
Layouts tuned to how US banks and the smaller institutions that hold many nonprofit and church accounts print their statements, including scanned and image PDFs.
256-bit encryption in transit, and you can delete every uploaded file when you are done, which matters for donor and grant records.
No software to install and no credit card to start.
Save the monthly statement from your bank as a PDF. Scanned statements and phone photos work too.
Tip: Prior-year statements for an audit or grant report are fine.
Drag the PDF into the box above. BankXLSX reads the deposits, checks, disbursements, and fees and writes each to its own row.
Tip: One account per file keeps each fund clean.
Save the result as XLSX or CSV, then match each line to your ledger and tag it to the right fund or class.
Tip: Columns come out reconciliation ready.
Reconciliation is a recurring, deadline-driven job at any organization that holds donor or grant money, so the people converting these statements are the ones who own the monthly close and the annual return.
Review the monthly reconciliation and tie the bank balance to the funds without retyping a single statement line.
Convert a client statement into rows you reconcile against the general ledger and classes in QuickBooks or your fund software.
Close the books faster each month and keep a clean record in case a grantor or auditor asks for the bank detail.
Pull a year of activity into a spreadsheet for the annual audit, the Form 990, or a single audit of federal funds.
A nonprofit reconciles a bank statement by matching every line on the statement to a line in its general ledger, then confirming the ending bank balance agrees with the book balance after outstanding checks and deposits in transit. The difference from for-profit bookkeeping is the extra step: each deposit and payment also has to be traced to the fund it belongs to, so restricted money is never spent outside its purpose. Best practice is to reconcile every account monthly, soon after the statement arrives, and to have the person who reconciles be someone other than the person who signs checks. Converting the PDF to rows is what makes the line-by-line match possible.
Fund accounting is the method nonprofits use to track money by its purpose rather than as one pool. Instead of a single bank balance, the organization reports net assets in two classes under current FASB rules: net assets without donor restrictions, which the board can spend on any mission purpose, and net assets with donor restrictions, which can only be spent as the donor specified. When a restricted grant lands in the checking account, the cash is real but it is not free to spend, so the reconciliation has to show that the restricted balance is intact. Rows you can filter and total by fund are what let you prove that each month.
FASB ASU 2016-14 collapsed the old three-way split (unrestricted, temporarily restricted, permanently restricted) into two classes, with the timing and purpose of restrictions moved into the disclosures. Here is how the current classes map to the cash you reconcile.
| Net-asset class | What it means | Replaced (pre-2018 term) |
|---|---|---|
| Without donor restrictions | Money the board may spend on any mission purpose | Unrestricted |
| With donor restrictions | Money that can only be spent as the donor or grant specifies | Temporarily and permanently restricted (merged) |
The form depends on your gross receipts and total assets. An organization with gross receipts normally under $50,000 files the Form 990-N e-Postcard. Gross receipts under $200,000 and total assets under $500,000 qualify for Form 990-EZ. Gross receipts of $200,000 or more, or total assets of $500,000 or more, require the full Form 990. Gross receipts means the total from all sources before subtracting any costs, and missing the filing for three straight years automatically revokes your tax-exempt status. Every receipt and expenditure figure on the return has to be documented, and the reconciled bank statement is a primary source behind those numbers.
| Form | Gross receipts | Total assets |
|---|---|---|
| 990-N (e-Postcard) | Normally $50,000 or less | Any |
| 990-EZ | Under $200,000 | Under $500,000 |
| 990 (full) | $200,000 or more | $500,000 or more |
There is no blanket federal rule that every nonprofit be audited. The most common federal trigger is the single audit, required when an organization expends $1,000,000 or more in federal funds in a year, a threshold that rose from $750,000 for fiscal years beginning on or after October 1, 2024. Beyond that, many states require an independent audit once revenue passes a state-set level, and grantors and lenders often require one by contract. Whether or not an audit applies, the auditor works from the reconciled bank statements, so keeping clean, converted records makes the audit shorter and cheaper.
BankXLSX converts the bank statement, one input to your bookkeeping, into a spreadsheet. It is not fund accounting software: it does not hold your fund ledgers, run the reconciliation, or file your 990. What it does is remove the slowest, most error prone part of the month, retyping the statement, by reading the PDF into dated rows with deposits, checks, disbursements, fees, and the running balance already separated into columns. From there a treasurer or bookkeeper can match each line to the ledger and tag it by fund in minutes. Organizations that keep their books in QuickBooks convert the statement straight to a QuickBooks import with a bank statement to QuickBooks converter, then turn the reconciled ledger into board-ready reports with an automated financial statement generator. Teams that handle everything in a spreadsheet often pair the converter with our bank statement reconciliation workflow and use transaction categorization to tag spending by program.
There is no separate nonprofit edition of QuickBooks Online. Nonprofits run QBO Plus or Advanced and use class tracking to stand in for funds, with donors recorded as customers and gifts posted to the right class. That handles the ledger, but the bank still sends a PDF, and the QBO bank feed only reaches back about 90 days and does not cover closed accounts. When you need a prior period for an audit or a grant report, converting the statement PDF to a CSV and importing it is the dependable path. Discounted QuickBooks is available to eligible nonprofits through TechSoup, and the same converted file works whether you land it in QuickBooks, Aplos, or Sage Intacct.
A nonprofit matches every line on the bank statement to its general ledger, confirms the ending balance agrees after outstanding items, and traces each deposit and payment to the correct fund so restricted money is not spent outside its purpose. Best practice is monthly, done by someone who does not sign checks. BankXLSX converts the PDF statement into rows so the line-by-line match is fast instead of retyped.
Fund accounting tracks money by its purpose rather than as one balance. Current FASB rules report net assets in two classes: without donor restrictions, which the board can spend freely, and with donor restrictions, which can only be used as the donor specified. The reconciliation proves the restricted cash is intact, which is easier when the statement is in filterable rows.
Net assets without donor restrictions (formerly unrestricted) can be spent on any mission purpose at the board's discretion. Net assets with donor restrictions can only be spent as the donor or grant requires. FASB ASU 2016-14 merged the older temporarily and permanently restricted categories into the single with-donor-restrictions class, with the details moved into disclosures.
Gross receipts normally $50,000 or less file the 990-N e-Postcard. Under $200,000 in receipts and under $500,000 in assets qualify for the 990-EZ. Receipts of $200,000 or more, or assets of $500,000 or more, require the full Form 990. Failing to file for three consecutive years automatically revokes tax-exempt status.
Not always. A federal single audit is required when an organization expends $1,000,000 or more in federal funds in a year, up from $750,000 for fiscal years beginning on or after October 1, 2024. Many states require an audit above a revenue threshold, and grantors often require one by contract. In every case the auditor works from the reconciled bank statements.
Download the monthly statement from your bank as a PDF, then upload it to BankXLSX. The converter reads every deposit, check, disbursement, and fee into dated rows with the running balance and lets you download an Excel or CSV file in under a minute, ready to reconcile and to tag by fund or class.
No. BankXLSX converts the bank statement into a clean spreadsheet, which is one input to your books. It does not hold your fund ledgers, run the reconciliation, or file any tax form. You or your accounting software still do the fund tracking and the return; the converter just removes the retyping.
Best practice is to keep bank statements, reconciliations, and supporting records for at least seven years, in line with IRS recordkeeping expectations and most grant and audit requirements, while governance documents like bylaws and the IRS determination letter are kept permanently. A written document-retention policy is recommended and the Form 990 asks whether you have one.
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