Upload Bank Statements Using AI

This feature allows you to upload bank statements so that AI can read them and automatically extract transactions, instead of entering them manually one by one.

Before You Start

• This feature requires the “Edit General Settings” or “Manage Journals Accounts” permission. Users who do not have either of these permissions do not see the buttons for accessing this feature at all, and no error message is displayed to them.
• There is no entry point to this feature from the Treasuries & Bank Accounts list page; you must access it from within the selected bank account page itself.

Steps to Upload Bank Statements Using AI

You can access the bank statement upload screen in two ways:

Method 1: From the Action Button on the Bank Account Page

1. From the main menu, click Finance.
2. Click Treasuries & Bank Accounts.
3. Click the required bank account.
4. From the action bar on the page, click the “Import Bank Statement” dropdown menu.
5. Select AI Upload from the displayed dropdown menu. (This menu also contains the Import CSV option, which is a completely separate traditional import path and does not support AI.)

 

Method 2: From the Bank Statement Tab, If No Statements Have Been Recorded for This Account

1. From the main menu, click Finance.
2. Click Treasuries & Bank Accounts.
3. Click the required bank account.
4. Click the Bank Statement tab.
5. Click the AI Upload Bank Statements link displayed within the tab.

 

After accessing the upload screen:

1. The screen header displays the module name “Bank Statements AI Matching”, along with the AI Coins balance; click it to view an explanation and a link to purchase additional coins.
2. The bank account is automatically selected based on the entry point you used and cannot be changed from this screen.
3. Add files by dragging and dropping them or by clicking Browse Files. Supported formats are: PDF, JPG, PNG, XLS, XLSX, CSV, and OFX, with a maximum size of 50 MB per file.
4. Each added file appears with its name and size in the list on the right side of the screen. You can delete any file by clicking the delete icon next to it, or delete all files at once by clicking Delete All.
5. Enable Update Existing Records if you want to match the imported transactions with records that already exist in this account (disabled by default).
6. Click Start Processing to start extracting data using AI and proceed to the transaction review stage.

How the System Works

• The AI Upload Bank Statements link appears inside the Bank Statement tab only when there are no records in it. Once the first record is added, this link permanently disappears from that tab, and the action area button becomes the only available way to access the feature from that account.
• Before any file is uploaded, the right panel displays “Ready for AI Processing” as the initial state.
• All uploaded files are automatically combined and processed as a single bank statement, with no separate manual Merge option.
• If a file is in an unsupported format, is password-protected, or exceeds 50 MB, it is added to the list with an inline error message next to it and must be removed before processing can start.
• Update Existing Records: When enabled, the system checks each transaction by matching its reference ID against records that already exist in this bank account. If a match is found and the record is not yet linked to a journal entry, it is updated with the new data from the file. If the matching record is already linked to a journal entry, the row is marked as Invalid. When the option is disabled (the default), all transactions are treated as entirely new records.
• Start Processing remains inactive if the file list is empty or contains any file with an error. It becomes active only when there is at least one valid file with no errors.
• Clicking Start Processing sends all valid files, along with the state of the Update Existing Records option, to the next transaction review stage.

Validation Rules

• The AI Upload Bank Statements buttons or links appear only for users who have the Edit General Settings or Manage Journals Accounts permission.
• The upload link inside the Bank Statement tab appears only when there are no records in the tab.
• A file in a format not included in the supported formats (PDF, JPG, PNG, XLS, XLSX, CSV, OFX) cannot be uploaded.
• A file larger than 50 MB cannot be uploaded.
• A password-protected file cannot be uploaded without unlocking it first.
• Start Processing cannot be clicked until all files with errors have been removed and at least one valid file exists.
• When a file in an unsupported format is uploaded, the following message appears: “This file type is not supported. Allowed file types: (PDF, JPG, PNG, XLS, XLSX, CSV, OFX)”
• When a protected file is uploaded, the following message appears: “Unable to process this file because it is protected. Please unlock the file and upload it again.”
• When a file exceeds the allowed size, the following message appears: “This file is too large. Maximum file size is 50 MB.”