Zoho Books Integration Guide: Import Bank Statements

Zoho Books is a powerful cloud accounting solution that's part of the comprehensive Zoho ecosystem. This guide explains how to import converted bank statements into Zoho Books for streamlined financial management.

Zoho Books Bank Import Overview

Zoho Books offers direct bank feeds for many institutions, but CSV imports are valuable for:

• Banks Without Direct Feeds: Smaller or regional banks
• Historical Transactions: Import past data before connecting feeds
• International Accounts: Foreign banks with limited API access
• Feed Interruptions: Backup when automatic syncs fail
• Data Migration: Moving from another accounting system

CSV Format Requirements

Required Fields

• Date: Transaction date (DD/MM/YYYY, MM/DD/YYYY, or YYYY-MM-DD)
• Description: Transaction details or payee name
• Amount: Transaction amount (positive or negative)

Optional Fields

• Reference Number: Check numbers or transaction IDs
• Debit/Credit: Separate columns instead of single amount
• Category: Chart of accounts category

Step-by-Step Import Process

Step 1: Convert Your Statement

1. Upload your bank statement PDF to ConvertBank
2. Choose CSV as the export format
3. Download the converted file

Step 2: Access Zoho Books Import

1. Log into Zoho Books
2. Navigate to Banking in the left sidebar
3. Select the bank account (or add a new one first)
4. Click Import Statement

Step 3: Upload Your File

1. Click Upload File or drag your CSV
2. Zoho will analyze the file structure
3. Select whether your file has a header row
4. Choose the character encoding (usually UTF-8)

Step 4: Map Columns

1. Map each CSV column to Zoho fields:
   • Date → Transaction Date
   • Description → Description
   • Amount → Amount (or Debit/Credit separately)
2. Preview the mapped transactions
3. Fix any mapping issues shown in red

Step 5: Import and Categorize

1. Click Import to add transactions
2. Imported transactions appear as uncategorized
3. Categorize each transaction manually or use rules

Setting Up Bank Rules

Bank rules automate transaction categorization:

Creating Rules

1. Go to Settings → Banking → Bank Rules
2. Click + New Rule
3. Define conditions:
   • Description contains
   • Amount equals
   • Reference contains
4. Set the action (categorize, add tax, etc.)
5. Save the rule

Rule Priority

Rules are evaluated in order. Drag rules to reorder priority. The first matching rule is applied.

Reconciliation in Zoho Books

1. Go to Banking → Account → Reconcile
2. Enter the statement date and ending balance
3. Match transactions with your bank statement
4. Check off reconciled items
5. Resolve any discrepancies
6. Click Reconcile when balanced

Transaction Matching

Zoho Books suggests matches between imported transactions and existing records:

• Invoice Payments: Match deposits to outstanding invoices
• Bill Payments: Match withdrawals to unpaid bills
• Manual Entries: Match with manually recorded transactions

Matching Process

1. Click on an uncategorized transaction
2. Zoho shows suggested matches
3. Click Match to link them
4. Or click Categorize for new transactions

Troubleshooting Import Issues

Frequently Asked Questions

Can I import to multiple bank accounts?

Yes, but each import targets one account. Create separate files or import to each account individually.

How does Zoho handle multi-currency imports?

The account currency determines how amounts are interpreted. For foreign currency transactions, ensure the account is set up with the correct currency.

Can I reverse an import?

Yes. Go to Banking, filter by import date, select transactions, and delete them. Ensure they're not reconciled first.

What's the file size limit?

Zoho Books accepts CSV files up to 25MB. Most bank statements are well under this limit.

Does Zoho Books integrate with other Zoho apps?

Yes! Zoho Books integrates seamlessly with Zoho CRM, Zoho Inventory, Zoho Expense, and other Zoho applications for a complete business suite.