Your bank and credit card statements arrive as PDFs, but your job costing needs every transaction as a row you can code to a project and a cost bucket. Upload the statement and BankXLSX returns dated lines with materials, subcontractors, fuel, and deposits, ready to sort by job and total for Schedule C. Start free, no credit card.
Last updated July 2026
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Download the monthly bank or credit card statement as a PDF, then upload it to BankXLSX. The converter reads every material purchase, subcontractor payment, equipment charge, fuel stop, and deposit into dated spreadsheet rows with the running balance, so you can add two columns, job and cost code, and code each line to a project. You get an Excel or CSV file in under a minute, ready to total costs per job and pull deductions for Schedule C. BankXLSX prepares the data; it does not do your job costing or file your taxes, but it gives you and your accountant clean rows to work from.
A contractor runs several jobs at once and pays for all of them out of the same accounts: a business checking account, one or two credit cards, and often a fuel card. Each account sends a PDF, and none of them tell you which job a charge belongs to.
Materials for three job sites, a sub on a fourth, and fuel for all of them can hit the same card in one week, so the statement has to be split line by line before any job costing can happen.
Labor, materials, subcontractors, equipment, and overhead each need their own bucket, but a raw PDF gives you a running list with no way to sort or subtotal by category.
When an owner withholds 5 to 10 percent retainage, the deposit that lands is short of what you billed, so reading only the bank line understates the revenue you actually earned on the job.
You have to total what you paid each sub for the year to issue 1099-NEC forms, and that means finding every payment across months of statements.
Tools, permits, equipment rental, insurance, and vehicle costs show up across the checking account and every card, and you cannot total them for Schedule C until they sit in one sheet.
You cannot bid the next job accurately if you never closed the books on the last one, and closing the books starts with turning the statements into rows.
Upload the PDF and the converter turns the bank or card statement into clean, dated rows with balances intact, so you can code each line to a job, subtotal by cost code, and total deductions.
Material purchases, subcontractor payments, equipment charges, fuel, and deposits each land on their own row with date, description, and amount in columns you can sort and total.
Clean, one-transaction-per-row output means you add a job column and a cost-code column and start allocating right away, instead of retyping the statement first.
The statement running balance carries through, so you can reconcile the account and confirm nothing was missed between draws, payments, and deposits.
Download a real .xlsx workbook to build a job-cost report in, or a clean CSV to import into QuickBooks, Buildertrend, or your accountant's system.
Layouts tuned to how US banks and card issuers print their statements, including scanned and image PDFs from the field.
256-bit encryption in transit, and you can delete every uploaded file when you are done.
No software to install and no credit card to start.
Save the monthly bank or credit card statement as a PDF. Scanned statements and phone photos work too.
Tip: Grab every account that pays for job costs.
Drag the PDF into the box above. BankXLSX reads the materials, subs, equipment, fuel, and deposits and writes each to its own row.
Tip: One account per file keeps cards and checking separate.
Save the result as XLSX or CSV, add a job column and a cost-code column, and allocate each line to a project.
Tip: Sort by cost code to subtotal labor, materials, and subs.
Bookkeeping for a contracting business is a recurring, job-driven task spread across several accounts, so the people converting these statements are the ones who own the job-cost report, the bids, and the tax return.
Code every material and sub payment to a job so you know the true cost and margin before you close the project and bid the next one.
Electricians, plumbers, HVAC, and remodelers total materials, tools, and vehicle costs for Schedule C without retyping a card statement.
Convert a client bank or card statement into rows you reconcile, code by cost code, and post to QuickBooks or a WIP schedule.
Turn a year of statements into a spreadsheet for the return, the job-cost review, and the WIP schedule bonding companies ask for.
Job costing means assigning every cost to the specific project it belongs to, then grouping those costs by category so you can compare actuals against the estimate. Most contractors track five buckets: labor, materials, subcontractors, equipment, and overhead. Labor alone runs 40 to 60 percent of total project cost on many jobs, which is why it gets watched most closely. Starting from a bank or card statement, the work is to take each transaction, tag it to a job, and tag it to a cost code. That is fast when the statement is already a clean spreadsheet and slow when it is a printed PDF, which is the step the converter removes.
A cost code is a number that categorizes a project expense so line items roll up into budget sections you can total and compare. The dominant industry standard is CSI MasterFormat, which expanded from 16 divisions to 50 divisions in 2004, with divisions like 03 Concrete, 22 Plumbing, and 26 Electrical. Smaller contractors often run a shorter homegrown code list built on the same idea. Either way, once your statement is in rows, you add a cost-code column, assign a code to each line, and sort to subtotal every category on every job.
| Cost bucket | Typical statement lines | Schedule C treatment |
|---|---|---|
| Materials | Supply house, lumber yard, big-box charges | Supplies or cost of goods sold |
| Subcontractors | Payments to trades and 1099 subs | Contract labor (1099-NEC if $2,000+) |
| Equipment | Rental yards, tool purchases | Rent/lease or depreciation |
| Vehicle | Fuel, repairs, insurance | Car and truck (mileage or actual) |
| Overhead | Permits, licenses, general insurance | Taxes/licenses, insurance |
Retainage is a portion of each progress payment, commonly 5 to 10 percent, that the owner or general contractor holds back as a performance guarantee and releases at substantial completion. So when you bill $50,000 with 10 percent retainage, the deposit that hits your bank is $45,000, and the other $5,000 sits as a receivable until the job closes. If you record only the deposit as revenue, your books understate what you earned on the job. In a spreadsheet you record the full billing as revenue, book the retainage as a receivable, and match the short deposit to it, which is only practical once the statement is in rows.
Yes, if you paid an unincorporated subcontractor $2,000 or more for services during the year in the course of your business, you generally must issue a Form 1099-NEC. The threshold rose from $600 to $2,000 for payments made on or after January 1, 2026 under the One Big Beautiful Bill Act, and it is inflation-adjusted from 2027. Payments to corporations are generally exempt, and paying a sub below the threshold does not relieve the sub from reporting the income. To total what you paid each sub, filter your converted statement rows by that payee and sum, which beats scrolling twelve PDFs.
Cash accounting records income and expense when money moves; accrual records them when earned or incurred. Long-term contracts add a wrinkle: IRC Section 460 generally requires the percentage-of-completion method, but a contract qualifies for an exception if it is expected to finish within two years and the contractor meets the gross-receipts test, which for tax year 2026 is average annual gross receipts of $32 million or less over the prior three years (Revenue Procedure 2025-32). Most small contractors fall under that ceiling and can use a simpler method, but the method choice is a conversation for your CPA. Either way, the underlying transactions come off the same statements, so getting them into a spreadsheet is step one.
BankXLSX converts the statement into a spreadsheet. It is not accounting or job-costing software: it does not allocate costs to jobs for you, build your WIP schedule, or file your taxes. What it does is remove the retyping by reading each bank or card PDF into dated rows with amounts and the running balance already in columns. From there you or your bookkeeper add the job and cost-code columns, total by category, and reconcile. Contractors who keep their books in QuickBooks convert the statement straight to a QuickBooks import with a bank statement to QuickBooks converter. To subtotal costs by category in a spreadsheet, pair the converter with our transaction categorization guide, and to keep the material and equipment receipts behind every line, an expense and receipt tracker holds the paper trail for each job.
A work-in-progress schedule lists each open contract with its total value, costs incurred to date, percentage complete, revenue recognized, and amount billed, so you can see whether each job is overbilled or underbilled. Surety and bonding companies and construction lenders read the WIP schedule first, often before any other statement, because it shows backlog, margin trends, and cash position that drive bonding capacity. Accurate job costs feed an accurate WIP, and accurate job costs start with statements that are in rows rather than trapped in PDFs.
Contractors assign every cost to the job it belongs to, then group costs into labor, materials, subcontractors, equipment, and overhead so actuals can be compared to the estimate. Starting from a bank or card statement, each transaction is tagged to a job and a cost code. BankXLSX converts the PDF to rows so you add a job column and a cost-code column and start coding instead of retyping.
A cost code is a number that categorizes a project expense so line items roll up into budget sections you can total. The common industry standard is CSI MasterFormat, which has 50 divisions such as 03 Concrete and 26 Electrical. Once your statement is in a spreadsheet, you add a cost-code column, assign a code per line, and sort to subtotal each category by job.
Retainage is a portion of each progress payment, commonly 5 to 10 percent, that the owner or general contractor holds back until substantial completion. It means the deposit that lands is short of what you billed, so record the full billing as revenue and the retainage as a receivable rather than booking only the deposit, which understates the revenue earned on the job.
Generally yes if you paid an unincorporated subcontractor $2,000 or more for services during the year for your business. The 1099-NEC threshold rose from $600 to $2,000 for payments made on or after January 1, 2026. Payments to corporations are usually exempt. Filter your converted statement rows by the payee and sum to total what each sub was paid.
The IRS business standard mileage rate is 72.5 cents per mile for 2026, up from 70 cents in 2025, effective January 1, 2026. Contractors who use the standard mileage method multiply business miles by that rate; those who use the actual-expense method deduct fuel, repairs, insurance, and depreciation instead. Keep a mileage log either way.
Download the monthly bank or credit card statement as a PDF, then upload it to BankXLSX. The converter reads every material purchase, subcontractor payment, equipment charge, fuel stop, and deposit into dated rows with the running balance and lets you download an Excel or CSV file in under a minute, ready to code by job and cost code.
Cash records income and expense when money moves; accrual records them when earned or incurred. Long-term contracts generally require percentage-of-completion under IRC Section 460, but small contractors expecting to finish within two years and under the $32 million 2026 gross-receipts test can often use a simpler method. The choice is a CPA conversation, and either way the transactions come off the same statements.
No. BankXLSX converts your bank and card statements into clean spreadsheets. It does not allocate costs to jobs, build your WIP schedule, or file your Schedule C. You or your bookkeeper add the job and cost-code columns and total the categories; the converter removes the retyping so the numbers are ready to code.
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