Credit card statement to Excel,
with the new balance proven.

Federal rules (Regulation Z) make U.S. card issuers group fees and interest under their own headings with totals for the cycle and the year to date, and set the due date at least 21 days after the statement is sent. The year-to-date totals and the rate table are not transactions and should not end up as rows in your spreadsheet.

• Payments and credits printed as negatives

  Card statements treat a payment as reducing the debt, so it prints as a minus. In bookkeeping terms the payment is money coming into the card account. ZeraBooks Convert flips the signs so a card file reads the same way as a checking file: a charge is money out, written as a minus, and a payment or refund is money in.

• Refunds mixed in with payments

  Many issuers print refunds and payments in one “Payments, Credits and Adjustments” block. A refund is a credit against an expense; a payment is a transfer from your bank account. Convert marks the first Credit and the second Payment in the Type column so you can tell them apart.

• Interest and fees in their own block

  Interest charged and fees such as a late fee or a foreign transaction fee sit in separate blocks, often at the end of the statement. They are real charges and belong in the file with Type set to Interest or Fee. The year-to-date totals printed beside them are not.

• Foreign currency purchases

  A purchase made in another currency usually prints with an extra line under it showing the foreign amount and the exchange rate. That line is detail, not a second charge, and Convert leaves it out. The foreign transaction fee, when the card charges one, is its own line.

• Employee and additional cards

  Each cardholder’s charges print under their name and card ending, often with a subtotal. Convert assigns every charge to its cardholder and checks each subtotal. Payments, interest and fees belong to the account, not a person, so they show “Account” in the Cardholder column.

• Two dates per line

  Many issuers print a transaction date and a posting date. Convert’s Date column is the transaction date, the day the purchase was made.

• American Express

  The billing period rarely starts on the 1st; a cycle from the 15th to the 14th is common. Employee cards appear on the main account’s statement, each card member’s charges listed under their name, and a New Charges summary gives each card member’s total. Our guide to American Express expense categorization covers where each Amex charge goes once it is in a spreadsheet.

• Chase

  Ink business card statements list each card’s transactions under the cardholder, with a subtotal line such as “TRANSACTIONS THIS CYCLE (CARD 1234) $812.40”. Card statements sit in the same “Statements & documents” menu as checking. A Chase merchant services statement is a card processing statement, not a card statement.

• Capital One

  Spark business card statements can print each cardholder’s own payments, credits and adjustments block just before that cardholder’s transactions, so a refund belongs to the person it is printed under. Payment lines read like “CAPITAL ONE MOBILE PYMT”. Card statements are on the card’s own page, apart from bank statements.

• Citi

  Store and co-branded cards issued by Citi, such as the Costco card, are Citi accounts, and their statements come from Citi’s site rather than the store’s. Check the account summary for the previous and new balance and the fees and interest totals before converting.

• Bank of America

  Business card statements are in “Statements & Documents”, chosen with the account and year dropdowns. If a month seems to be missing, it is usually the year dropdown. The PDF carries the previous and new balance the check below needs.

The hotel charge printed with a second line, “EUR 258.00 @ 1.08934”, which is not in the file because it is not a separate charge. Dates are MM/DD/YYYY in every ready-made format. Money in and out writes the same rows as two positive columns, and QuickBooks-ready uses Date, Description and Amount. The All details format adds Account, Account Last 4, Cardholder, Type and Source File on every row; see Choose a download format.

The rule: previous balance + purchases + fees + interest − payments − credits = new balance. Because charges are negative in the file, the Amount column should total the previous balance minus the new balance: 3,912.55 − 7,577.02 = −3,664.47. If your issuer prints balance transfers or cash advances, add them with the purchases. Then check each cardholder: the sum of their Charge rows should match the subtotal printed under their name. Convert runs both checks before you download and marks the statement Proven only when every figure matches to the cent.