You have set up a feed for your business bank account, but the imported history does not cover the full period you need.
If you start part way through a tax year or need older records, the missing transactions can become a data-entry chore. This guide explains how to fill the gap while keeping the original statements as evidence.
The problem: feed history and coverage vary. Download complete statements for the missing period, preserve them as evidence and check the destination software's current import requirements.
Step 1: Download the Bank Statement PDFs
Major UK banks let account holders download PDF statements from online banking. Here are common menu paths:
- HSBC: Statements → Select account → Choose date range → Download PDF
- Barclays: Statements & documents → Select period → Download
- Lloyds: View statements → Select month → Download as PDF
- NatWest: Statements → Select account & period → Download
- Monzo: Account tab → Statement history → Download PDF
Download the PDFs covering the period before your feed started. The available history varies by bank and account.
Step 2: Convert PDF to Excel (Not Manual Entry)
Your accounting software won't accept PDFs. You need a spreadsheet. You have three options:
- Manual copy-paste: Open the PDF, copy transactions row by row, paste into Excel. 15–30 minutes per statement. Error-prone.
- CSV export: Some banks offer CSV downloads alongside PDFs. If available, this is the easiest path — but not all banks support it, and CSV exports often have inconsistent formatting.
- AI-assisted converter: Upload a supported PDF to a tool like BankScan AI, then compare every generated row with the statement before importing it.
Why AI assistance can help: multi-line descriptions, transaction codes and running balances make retyping repetitive. AI can prepare a working file, but a human review against the source remains essential.
Step 3: Import into Your Accounting Software
Once you have the Excel or CSV file, importing it depends on your software:
Importing into Xero
- Go to the relevant bank account in Xero
- Click Manage Account → Import a Bank Statement
- Select your CSV or Excel file
- Map the columns (Date, Description, Amount)
- Xero will attempt to match transactions — review and confirm
Importing into QuickBooks Online
- Go to Transactions → Banking
- Click Upload transactions
- Select your CSV file (QuickBooks Online prefers CSV over Excel)
- Map columns and confirm
Importing into Sage
- Go to Bank accounts → Select the account
- Click Import → Choose your CSV file
- Map the columns to Sage's format
Importing into FreeAgent
- Go to Banking → Bank Accounts
- Select the account → Upload Bank Statement
- Choose your CSV file and confirm
A Better Workflow for Your Own Business
When your feed does not cover the whole tax year, use a controlled import workflow:
- Download the evidence: Save the complete statement set for the missing period.
- Convert a small batch: Process supported statement PDFs and review each result against the source.
- Avoid overlap: Import the missing period, then connect or resume the feed without duplicating dates.
Scope: BankScan is for one UK sole trader or owner-operated small business that keeps its own GBP cash-basis sole-trader records. It is not for companies, partnerships or team administration.
Convert Your Own Older Business Statements
Use AI-assisted scanning and simple GBP cash-basis books in the £3.99/month Sole Trader plan. Bank or HMRC journeys appear only when live and available.
Start 7-day trial →Last updated: 8 May 2026. Bank import steps checked against Xero, QuickBooks Online, Sage Business Cloud, and FreeAgent as of this date.