Start with an untouched export
Download a fresh statement or transaction export directly from the bank and preserve one original copy. Editing the only copy makes an import problem harder to trace later.
Use a separate working file for cleanup and give it a clear name that identifies the account and statement period without exposing unnecessary account information.
Confirm the real header row
The first data row should contain clear, unique column names. Title lines, account summaries and blank rows above the header can confuse an importer. Common transaction fields include Date, Description, Amount, Debit, Credit and Reference.
The Bank Statement CSV Formatter & Cleanup tool can classify introductory rows and evaluate likely transaction columns while keeping the source rows available for review.
Standardize dates and amounts
Use one date format throughout the working file. ISO dates such as YYYY-MM-DD are unambiguous and sort predictably, but the destination's current import rules should decide the final format.
Amounts should be plain numeric values. For a single Amount column, keep one consistent sign convention. For separate Debit and Credit columns, only one of those values should be populated for a normal transaction row.
Review duplicates, totals and balances
Overlapping statement periods can create duplicate imports. Compare date, amount, description and reference together rather than deleting a row because one field matches another transaction.
Total the debit and credit directions and compare the balance movement with the source statement. If a tool reports a reconciliation mismatch, resolve it before importing.
Check descriptions and references
Descriptions and references should remain traceable to the source. Avoid inventing payees or replacing unfamiliar text without a documented reason. Look for text that spreadsheet software could interpret as a formula, especially values beginning with =, +, - or @.
Test a small import first
When the destination allows it, test a short date range or small row set. Confirm that dates, money in, money out, descriptions and references appear in the correct fields before importing the remaining transactions.
Prepare the destination-specific layout with the QuickBooks Online, Xero, Odoo, Wave, FreshBooks or Sage Accounting converter.
Keep an audit trail
Retain the original statement, the reviewed working CSV and any Audit or All Data export produced by the tool. Record which layout was imported and when, so a later correction can be traced without repeating the entire cleanup process.