Bank & Statement Import

Connect your bank for automatic sync, or import statements from CSV, Excel, and PDF files. Smart transaction matching categorizes everything automatically.

Overview

Kantivo offers three powerful ways to get your bank transactions into your books: automatic bank feeds, PDF statement import, and CSV/Excel import. Choose the method that works best for you - or use them all!

The smart transaction matching system automatically categorizes transactions based on your rules and patterns, so you spend less time on data entry and more time running your business.

Bank Feed (Automatic Sync)

Connect your bank accounts directly to Kantivo for automatic transaction syncing. This is the easiest and most efficient way to import transactions.

How to Connect Your Bank

1. Navigate to Bank Import in the sidebar
2. Click 🏦 Connect New Bank
3. Search for your bank and select it
4. Log in with your bank credentials (secure, encrypted connection)
5. Select which accounts to connect
6. Your accounts appear in the "Manage Bank Connections" section

Mapping Bank Accounts

After connecting, you need to map your bank accounts to your local Chart of Accounts:

1. Find your account in the Unmapped Bank Accounts section
2. Click Map Account
3. Select the matching account from your Chart of Accounts (e.g., "Business Checking")
4. The account moves to Mapped Bank Accounts and is ready to sync

Syncing Transactions

1. Click ⚙️ Initialize to set the start date for your first sync
2. Click 🔄 Sync to fetch new transactions
3. Transactions flow into the Transaction Matching workflow
4. Use 🔄 Sync All to sync all mapped accounts at once

Resetting Sync

Need to re-sync transactions from a different date? Click ↺ Reset on any mapped account to choose a new start date.

Manual Import Methods

Kantivo supports three ways to import bank transactions:

How to Import CSV/Excel Files

1. Navigate to Bank Import in the sidebar
2. Click 📁 Import Transactions
3. Select your CSV or Excel file
4. Choose the Bank Account these transactions belong to
5. Select the correct Date Format
6. Review the preview and click 🎯 Smart Matching

Statement Bucket (PDF Import)

The Statement Bucket is a powerful feature that lets you import PDF bank statements directly - no need to convert to CSV first.

How to Use Statement Bucket

1. Click 🪣 Statement Bucket
2. Drag and drop your PDF statement (or click to browse)
3. Select which bank the statement is from
4. Click Process Statement
5. Review extracted transactions and import

Supported Banks

Statement Bucket works with most major US banks including:

• Chase
• Bank of America
• Wells Fargo
• Capital One
• Citi
• US Bank
• PNC
• And many more...

Transaction Matching

After importing, transactions go through the Transaction Matching workflow. This is where you categorize transactions and prepare them for posting to your books.

How to Access Transaction Matching

1. Click 🎯 Transaction Matching from the Bank Import page
2. Review transactions organized by match stage
3. Accept auto-matched transactions or manually categorize others
4. Post accepted transactions to your books

Match Stages

Transactions are organized into six stages based on how they were matched:

Creating Mapping Rules

Mapping rules automatically categorize transactions based on conditions you define. Once set up, recurring transactions are handled automatically.

How to Create a Rule

1. Click ⚙️ Mapping Rules
2. Click ➕ New Rule
3. Set conditions (description contains, amount equals, etc.)
4. Choose the account to assign
5. Optionally assign a vendor or customer
6. Save the rule

Example Rules

Matches Existing Feature

Sometimes you may have already entered a transaction manually (like writing a check) before it clears the bank. The "Matches Existing" feature detects these potential duplicates.

How It Works

• System checks imported transactions against existing entries
• Matches based on amount, date (±14 days), and description
• Shows confidence score (70-100%)

What to Do

• Yes, Same Transaction: Removes from import (already in books)
• No, Different Transaction: Moves to Review for categorization

Tips & Best Practices

Before Importing

• Make sure the bank account exists in your Chart of Accounts
• Use consistent date formats to avoid errors
• Import one month at a time for easier review

Creating Effective Rules

• Use partial matches ("ELECTRIC" catches variations)
• Combine conditions for precision (description + amount)
• Set rule priority to control which rule fires first

Efficient Workflow

• Process Auto/Rule matches first (quick accepts)
• Review Smart matches next (confirm or adjust)
• Handle Review items last (need more attention)
• Check Matches Existing before posting to avoid duplicates

Troubleshooting

Transactions not importing?

• Check file format - must be CSV, Excel, or PDF
• Verify date format matches your selection
• Ensure file has required columns (date, description, amount)

Duplicate transactions appearing?

• Check the "Matches Existing" tab before accepting
• Use smaller date ranges to avoid overlapping imports
• Review import history to avoid re-importing same file

Rules not matching?

• Check rule priority - higher priority rules run first
• Verify exact text match (case-insensitive but must match)
• Test the rule with the "Test Rule" feature

PDF not extracting correctly?

• Ensure PDF is text-based (not scanned image)
• Try selecting a different bank format
• Contact support if your bank isn't supported

Bank feed not connecting?

• Verify your bank credentials are correct
• Check if your bank requires multi-factor authentication
• Some banks may temporarily block connections - try again later
• If your bank isn't listed, use PDF or CSV import instead

Bank feed showing "Disconnected"?

• Banks may require periodic re-authentication
• Click Reconnect and log in again
• Check if you changed your bank password recently