Drop in a PDF bank statement and get import ready rows: date, description, amount, and running balance. Built for property managers backfilling history the Buildium bank feed never reached. Start free, no credit card.
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Buildium reads transactions two ways: a live bank feed, and a manual upload of a CSV or OFX file taken from the bank. It does not read a PDF. A new bank feed connection typically pulls only about the last 90 days, so anything older has to come in manually. Upload your statement PDFs here and every line comes back as a dated row with description, amount, and balance, which is the shape Buildium expects for a manual import and for reconciling a trust account. Last updated July 2026.
Buildium handles the ongoing month well. The pain is concentrated in history, in takeovers, and in trust accounts that have to reconcile to the penny.
A new bank connection typically imports around the last 90 days, and it varies by institution. Everything before that is missing unless you import it yourself.
Manual import expects a CSV or OFX file from the bank. The monthly e-statement is a PDF, and pasting it into a spreadsheet produces one merged column of text.
When you take over management from another company you inherit statements, not a data feed. The opening reconciliation has to be built from those documents.
Security deposit and owner trust accounts have to reconcile exactly, and in most states they are examined. An approximate import is worse than no import.
To bring in older periods the usual workflow is to disconnect the bank feed, import the history, then reconnect. That only works if the history is already in a file format.
Many bank portals only offer CSV export for a limited recent window, while the PDF e-statements go back years. So the PDF is often the only complete source.
Clean transaction rows from documents you already have, in the column layout a manual import and a reconciliation both need.
Each field in its own column, so the file is ready to map on import instead of being cleaned up by hand first.
The balance column is what lets you prove the imported period ties to the statement, which is the whole point of a trust account reconciliation.
Convert every monthly statement together and get one date ordered sheet, then split it by period as you import.
Keep operating, security deposit, and owner trust accounts in separate files so nothing gets commingled during import.
CSV for the import, or an .xlsx workbook if the reconciliation is being reviewed by an accountant first.
Nothing connects to your bank or to Buildium. You upload a statement you already hold and download a spreadsheet.
The workflow property managers use when the feed did not reach far enough.
Upload every monthly PDF for the account and period you are missing. They come back as one continuous sheet in date order.
Tip: Do one bank account at a time.
Break the sheet into the statement periods you will import, then confirm each period sums from its opening balance to its closing balance.
Tip: If a period does not tie, fix it now, not during reconciliation.
Disconnect the bank feed if it is live, import the historical file, reconcile each period against the statement, then reconnect the feed.
Tip: Reconnecting after the backfill avoids duplicate transactions in the overlap.
Property management back office staff, and the accountants who clean up after them.
Get operating and trust account history into Buildium after a migration from spreadsheets or another platform.
Build an opening reconciliation for a portfolio you just took over, working from the statements the prior manager handed across.
Catch up months of unreconciled periods without keying several hundred lines per account.
Produce a transaction level record that ties to the bank statement when a state examiner or an owner asks for it.
Yes. Alongside the live bank feed, Buildium supports importing transactions from a CSV or OFX file downloaded from the bank. That manual path is what you use for anything the feed did not pull, which in practice means history older than the initial lookback and any period where the connection was down. A PDF e-statement cannot be imported directly, so it has to be converted into rows first.
A new bank feed connection typically brings in around the last 90 days of transactions, though the exact window depends on the financial institution. Recent items can also lag by a day or two while the bank releases pending transactions. Neither is a defect, it is just how aggregated feeds work, and it means any migration or takeover involving more than a quarter of history needs a manual import behind it.
| What you need | Bank feed | Converting the statement PDF |
|---|---|---|
| This month's transactions | Best option, automatic | Not needed |
| Last two years of history | Out of range | Convert the monthly statements |
| Portfolio taken over from another manager | No connection to inherit | Works from the documents handed over |
| Closed trust account being wound down | Cannot connect | Works from archived statements |
| Evidence for a state trust account exam | A feed is not the source document | Rows that tie line by line to the statement |
The workflow property managers land on is to disconnect the bank feed, import the historical file, then reconnect once the backfill is done. Disconnecting stops the feed from pulling the same dates you are importing. Before you reconnect, check the boundary: the last day of your imported file and the first day the feed will fetch should not overlap. If they do, delete the duplicated days from the import rather than from the feed, since the feed is the version that will keep updating.
Security deposit and owner trust accounts are the reason this work has to be exact. In most states the requirement is a three way reconciliation: the bank balance, the book balance, and the total of individual ledger balances all have to agree at period end. That only works if every statement line is in the system with the right date and amount. Convert one account at a time, never merge operating and trust activity into a single import file, and keep the converted sheet as your working paper. The three way trust account reconciliation guide covers the mechanics, and the property manager converter page covers the wider portfolio workflow.
Once a full year of bank activity is in columns, a lot of the annual work gets easier. You can total maintenance spend per property, separate owner draws from management fees, and pull the vendor payments that drive 1099 reporting, all from the same sheet rather than from three different reports. If a property is held in an entity that keeps books outside Buildium, the same rows can be moved across with a CSV to QBO converter instead of extracting the statements a second time, and vendor invoices backing up those payments can be pulled in with invoice OCR. To code the transactions before they hit the ledger, categorize them straight from the converted file.
No. Buildium reads transactions from a live bank feed or from a manually uploaded CSV or OFX file taken from the bank. A PDF e-statement has to be converted into transaction rows first, then imported as a CSV.
A new connection typically imports about the last 90 days, and the exact window varies by financial institution. Anything older has to be brought in manually, which is why migrations and portfolio takeovers almost always need a historical import.
Get the history into a CSV, disconnect the live bank feed so it cannot pull the same dates, import the historical file, reconcile each period against its statement, then reconnect the feed. Check the boundary dates before reconnecting so the overlap does not duplicate.
The usual causes are transactions the feed never pulled because they predate the connection, items entered in Buildium but not yet cleared at the bank, bank fees that were never booked, and duplicates created when a manual import overlapped the feed. Comparing the statement line by line against the register finds all four.
Yes, and you should convert them separately from operating accounts. Trust reconciliation in most states requires the bank balance, the book balance, and the sum of individual tenant or owner ledgers to agree, so mixing accounts in one import file makes that impossible to prove.
Yes, when the statement prints one. The balance column is how you prove the imported period ties from opening to closing balance, which matters more in property management than almost anywhere else because trust accounts get examined.
Yes. Since the conversion works from a document rather than a connection, an archived statement from a closed operating or trust account converts exactly like a current one. That is often the only way to document a wound down account.
The output is a plain CSV of transaction rows, so it works anywhere a CSV import is supported. The column mapping step differs by platform, but the extraction from the statement PDF is the same regardless of which system the data is headed into.
The wider property management workflow.
Reconcile trust accounts to the penny.
Built for individual rental owners.
HOA and community association accounts.
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