Rebuild a year of books from the statements.
A cleanup is done when every month ties to its statement. LedgerBox collects the statements through your client portal, extracts every row, checks the rows against each statement's printed balances, and posts approved entries to QuickBooks Online.
- ±$0.01
- Reconciliation tolerance
- 14
- Days of trial
- No card
- To get started
Statement · March 2026
northwest-federal-mar.pdf
- Opening balance
- $8,204.17
- Deposits, 14 rows
- +$21,730.55
- Withdrawals, 31 rows
- −$19,111.09
- Closing balance
- $10,823.63
Rows tie to the printed balances
45 rows · 0 flagged
One month, proved: opening balance plus the extracted rows equals the closing balance. Sample values are illustrative and add up.
The cleanup job, end to end
The order matters: collect everything, extract everything, prove each month, then categorize in your accounting software.
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Request every statement through the portal
List the accounts, pick the months, and send one checklist. The client gets a link to your branded portal at [yourfirm].portal.ledgerbox.io, signs in with an emailed code, and sees exactly which statements are missing. LedgerBox reminds them on your schedule.
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Uploads file themselves against the checklist
LedgerBox matches each upload to its checklist item, so 12 months of statements across 4 accounts arrive filed, with the missing ones listed. You can also upload a statement stack yourself.
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Every row is extracted and checked
LedgerBox reads each page and extracts every transaction row. It sums the rows and compares them to the statement's own printed opening and closing balances. A row it cannot verify comes back flagged with a reason.
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Prove each month before you categorize
LedgerBox marks a statement reconciled when its rows tie to the printed balances within $0.01. Work through the flagged rows beside the original page, edit what the extraction got wrong, and approve.
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Post to QuickBooks Online or export the file
Approved rows post as balanced journal entries to the QuickBooks company you connect, or export as QuickBooks CSV, QBO, Excel, CSV, or JSON and import them yourself.
Sending a statement? The bank statement guide Have data files instead of PDFs? Convert CSV to QBO free All file converters
The checks behind a cleanup
A cleanup gets audited: by a lender, a tax preparer, or the next bookkeeper.
The full method: accounting cleanup, step by step
The reconciliation is arithmetic
LedgerBox sums the extracted rows and compares the total to the statement's printed balances. It flags a document that does not tie.
Nothing posts unreviewed
Posting to QuickBooks is disabled until a document is approved. A misread row cannot reach the books while you are still looking at it.
The same transaction is never posted twice
Each entry carries a document number derived from the extracted row, and each post checks QuickBooks for that number first. A retried post picks up where it stopped.
Scanned statements are not an add-on
Extraction is OCR-backed on every plan. A photographed statement and a digital PDF go through the same checks.
Cleanup FAQ
What does LedgerBox do in a cleanup job?
It handles the reconstruction: collecting the statements, extracting every transaction row, checking the rows against each statement's printed balances, and posting approved entries to QuickBooks Online. Categorization and adjusting entries stay in your accounting software.
How do I get a year of statements from a client?
Send one checklist from your branded portal: one item per account per month. The client uploads against the checklist, LedgerBox files each upload, and scheduled reminders chase what is missing.
What happens when a statement does not reconcile?
LedgerBox flags it with the difference. The flagged rows sit beside the original page, so you can see whether the scan misread a digit or the statement itself has a gap. You edit, then approve.
Can I convert the files I already have?
Yes. The free converters turn CSV, OFX, QFX, and QIF files into QBO and other accounting formats in the browser. Statement PDFs and scans go through extraction instead, because a data file has no printed balances to check.
Do I need a new subscription per client?
No. One subscription covers every client, and pages pool across all of them. Each client gets their own portal checklist under your brand.
Which QuickBooks route should I use?
Posting writes balanced journal entries into the connected company and needs Pro and up. File exports, including QuickBooks CSV and QBO, work on every paid plan with nothing connected.
View LedgerBox for tax preparers and LedgerBox for accountants
Stop typing a year of statements by hand.
Request the documents, extract the rows, prove each month, post. No card required to start.