Process Statements
Learn how to use Numbase.io's powerful statement processing engine to extract and categorize transactions from your bank and credit card statements with precision and speed.
How Statement Processing Works
Our AI-powered processing engine uses advanced machine learning to read your PDF statements, extract transaction data, and categorize each transaction according to standard accounting practices. The system is trained on thousands of different statement formats from major banks and credit card companies.
Upload
Drag & drop your PDF statements
Process
AI extracts & categorizes data
Export
Download clean CSV files
Supported Statement Types
Bank Statements
Process checking, savings, and business account statements from any bank.
- Checking account statements
- Savings account statements
- Business account statements
- Money market accounts
Credit Card Statements
Extract transactions from personal and business credit card statements.
- Personal credit cards
- Business credit cards
- Charge cards (Amex, etc.)
- Store credit cards
Processing Options
Profile & Categorization Rules
Apply custom categorization rules to ensure transactions are categorized according to your specific business needs. You can use default profiles or create custom ones.
Default Profile
Uses standard accounting categories like "Office Supplies," "Travel," "Meals & Entertainment," etc.
Custom Profiles
Create rules like "If transaction contains 'Amazon' → categorize as 'Office Supplies'" for consistent, business-specific categorization.
Transaction Name Cleaning
Clean up messy transaction descriptions to make them more readable and suitable for accounting software.
Clean Transaction Names
Remove unnecessary codes, clean up formatting, and make descriptions more readable.
Example: "AMZN MKTP US*123456789" → "Amazon Marketplace"
Shorten Names (QuickBooks Compatible)
Ensure transaction names are under 30 characters for compatibility with older QuickBooks versions.
Example: "Very Long Business Name Partnership Group From State LLC" → "Very Long Business Name"
Batch Processing
Process multiple () statements at once to save time. Perfect for monthly reconciliation or processing statements from multiple accounts.
Upload Multiple Files
- Upload up to 3 files at once
- Mix statements from various banks
- Each file processed independently
Output Options
- Separate CSV for each statement
- Combined CSV with all transactions
- Output CSV with clean transaction names
Best Practices
File Quality Tips
- Use original PDF statements downloaded directly from your bank
- Avoid scanned or photocopied statements when possible
- Ensure the PDF is not password-protected
- Check that all pages are included and readable
Processing Tips
- Create custom profiles for consistent categorization across statements
- Process statements from the same time period together for better context
- Review results before downloading to ensure accuracy
- Use descriptive filenames to keep track of processed statements
Common Issues & Solutions
Processing Fails or Times Out
If processing fails or takes longer than expected:
- • Check that your file is under 10MB
- • Ensure the PDF is not corrupted or password-protected
- • Try processing one file at a time instead of batch processing
- • Contact support if the issue persists
Missing or Incorrect Transactions
If some transactions are missing or incorrectly categorized:
- • Verify the statement format is standard (not a custom bank format)
- • Check if transactions are on continuation pages
- • Create custom profile rules for better categorization
- • Report the issue to help improve our AI models
Ready to Process Your Statements?
Start processing your statements now, or learn about creating custom profiles for even better results.