Xero's automatic bank feeds are convenient, but they have real gaps: feeds typically only pull 90 days of history when first connected, some banks are unsupported, and feeds occasionally drop transactions. A manual statement import is the reliable fallback — and the only way to backfill older periods. Xero accepts CSV, OFX, and QIF files; this guide focuses on CSV because it is the format you can create from any statement.
Step 1: Turn the statement PDF into a CSV
Xero cannot read PDF statements, so convert first. Convert your statement PDF to CSV — the output has one row per transaction with Date, Description, and Amount columns, which maps cleanly onto Xero's import screen.
Step 2: Check the file against Xero's rules
Xero is stricter than QuickBooks about CSV structure:
- One amount column — Xero accepts either a single signed Amount column or separate Debit/Credit columns. A single signed column is less error-prone.
- Date format must be consistent — pick one format (e.g. DD/MM/YYYY or MM/DD/YYYY) and tell Xero which one you used on the import screen. Mixed formats in one file will fail.
- No summary rows — remove opening/closing balance rows and page headers. The converter output is already clean, which is one less thing to fix.
- Encoding — save as UTF-8 CSV if descriptions contain currency symbols or accented characters.
Step 3: Import into Xero
- Go to Accounting → Bank accounts and open the account.
- Click Manage Account → Import a Statement.
- Upload the CSV, then map columns: Date, Amount (or Debit/Credit), Payee, Description, Reference.
- Set the date format to match the file, then review the imported transactions on the reconciliation screen.
OFX and QIF: when to use them instead
OFX and QIF are bank-native formats that carry transaction IDs, which helps Xero detect duplicates on repeat imports. If your bank offers an OFX/QIF download, use it. Most banks only offer PDF and CSV, though — which is why the PDF-to-CSV route ends up being the universal one.
Once imported, Xero's reconciliation screen matches statement lines against your invoices, bills, and bank rules. The cleaner the CSV, the more matches Xero suggests automatically — start with a clean conversion and the rest of the workflow takes care of itself. Questions about formats and limits are covered in the FAQ.