Propertyware Bank Reconciliation with PDF Bank Statements Converted to Excel

Can Propertyware import a bank statement?

No. Propertyware has no bank statement or bank transaction import in its help center. Its Import Data tool takes coded Excel workbooks for lease charges and payments, owner journal entries, portfolio balances, the chart of accounts, bills, vendors, owner draws and a few other records, but not bank activity. Reconciliation happens on screen: you open the statement, then tick each cleared item in Propertyware until the difference is zero. BankXLSX turns the PDF statement into a sorted Excel sheet so that ticking goes quickly and the difference is easy to find.

Propertyware's own Bank Reconciliation article tells you to view a printed or PDF copy of your bank statement while you tick. That is fine for an account with twenty lines. It is slow for an operating account with 400 rent deposits, a trust account that has to tie to the penny every month, or a stack of owner-held accounts where the only thing you ever receive is a PDF. Converting the statement first gives you every line in a spreadsheet you can sort, filter and total, so you check Propertyware against the bank instead of against your own reading of a PDF.

How do I reconcile a bank account in Propertyware?

Go to Banking, then Reconcile (in the New View, Accounting, then Banking), pick the bank account and click New Reconciliation. Enter the statement ending balance and the statement date, click Save and Continue, then tick every cleared item in the Money In and Money Out lists. When the difference reaches zero, click Save Reconciliation. A completed reconciliation can be exported to Excel for your records.

With the statement converted, the same steps look like this in practice:

1. Upload the PDF statement to BankXLSX and download Excel. Check that the opening balance plus deposits minus withdrawals equals the ending balance on the last row.
2. Copy the statement ending balance and the period end date from the workbook into the New Reconciliation screen, then Save and Continue.
3. Sort the converted sheet by amount. Work down Money Out first, using the check number column for checks and the amount for ACH payments, then Money In.
4. Mark each statement row as you tick it in Propertyware (a filter on an extra "Ticked" column works well). Any row left over is something Propertyware does not have yet: a bank fee, interest, a returned payment or a deposit nobody entered.
5. Record the missing items in Propertyware, tick them, and save the reconciliation at a zero difference. Keep the converted workbook next to the exported reconciliation in the owner or audit file.

Why is my Propertyware reconciliation out of balance?

Almost always because an item is on the statement and not in Propertyware, or the other way round. Typical causes are bank service charges and interest nobody recorded, an NSF or returned rent payment, a deposit entered for the wrong amount, a check ticked twice or not at all, or an item from the next period ticked by mistake. With a PDF you find these by rereading. With the converted sheet you compare totals instead: sum the credits and debits in the workbook, compare them with the totals of what you ticked in Money In and Money Out, and the gap tells you which side to search and roughly how much you are looking for.

Two quick checks catch most problems. First, filter the sheet for amounts that appear more than once; duplicate rent amounts are where double ticks hide. Second, look at the last few days of the period. Deposits a tenant made on the 30th that the bank posted on the 1st belong to the next statement, and ticking them early throws the difference off by exactly that amount.

Propertyware reconciliation from a PDF versus from a converted statement

Which Propertyware users get the most out of converting statements?

Propertyware is sold to single-family and mixed portfolios, and its published pricing puts the minimum at $250 a month, so most users run hundreds of units and many bank accounts. The accounts that eat reconciliation time are the ones with the most lines and the least bank access: large operating accounts, security deposit and trust accounts that have to tie exactly, owner-held accounts at small banks, and portfolios taken over from a previous manager with a year of statements in PDF.

For a manager at that scale, reconciliation is a monthly fixed cost in staff hours. A converter on a flat plan costs less than one of those hours: BankXLSX Starter is $49 a month, or $24 a month billed yearly, for 2,500 pages, and Plus adds batch upload of up to 50 files at once for takeovers and quarter-end catch-up. New accounts can run a one-time 15 page demo on a real statement before paying.

Does Propertyware have a bank feed?

Propertyware's help center does not describe a bank feed or an automatic transaction download for reconciliation. Its reconciliation feature page talks about downloading your bank statement activity for comparison, then matching transactions, and the help articles describe ticking items against the statement. In practice that means your bank's download or statement is the source, and for the many banks and owner accounts that only give you a PDF, converting that PDF is the fastest way to get the activity into a form you can compare.

What does BankXLSX give you for a Propertyware bank reconciliation?

One row per transaction with date, description, check number, debit, credit and running balance, plus the opening and ending balance so you can prove the statement before you start. You can keep one signed amount column or split debits and credits, choose ISO dates, and download Excel or CSV on every plan. Scanned statements and phone photos go through OCR, and the running balance check flags a misread line before it reaches your reconciliation. Nothing connects to your bank or to Propertyware: you upload the statement, download the file, and can delete the upload whenever you like.