How to use Statements Import

This guide walks through a full statement import, from one-time setup to reconciling transactions.

Step 1 — Configure a bank account (once)

1. Open Statements Import → Bank Accounts.
2. Click Add Bank Account.
3. Choose the NIZU payment method that represents this bank account.
4. Enter the account IBAN and, optionally, the bank name, currency and a default map template.
5. Save.

The IBAN lets the app confirm an uploaded file really belongs to this account, and every reconciled payment is booked under this payment method.

Step 2 — Build a map template (once per bank)

1. Open Statements Import → Map Templates → Build a template.
2. Give the template a name (e.g. "KBC CSV export").
3. Choose the format (CSV, TSV, XLSX), delimiter, encoding, date format, decimal separator, and whether the file has a header row.
4. Upload a sample statement and click Load Sample.
5. A preview of the first rows appears. For each NIZU field (date, amount, communication, counterparty…) pick the matching column from your file.
6. Save. You will reuse this template for every future statement from this bank.

Step 3 — Run an import

1. Open Statements Import → Imports → New Import.
2. Select the bank account; the app pre-selects that account's default template (change it if needed).
3. Upload the statement file and click Run Import.

The app parses the file, skips any lines already imported, and matches money-in transactions to open invoices. You land on the review screen.

Step 4 — Review and reconcile

The review screen lists every transaction with its status:

• Suggested — the engine found a likely invoice; it shows the invoice number and a confidence score.
• Unmatched — no confident match; you can match it manually.
• Reconciled — a payment has been created.

For each money-in line you can:

• Click the green check to reconcile using the suggested invoice.
• Click the search icon to match manually — search any open invoice by number or client name and confirm.
• Click ignore for internal transfers, fees or noise.
• Click reverse on a reconciled line to undo it (the created payment is removed and the invoice status refreshed).

Credit Card Imports

A credit card statement is imported for one card, and every card belongs to one team member (the cardholder). That is what lets the reviewer chase missing receipts: a purchase with no receipt is sent to the person who made it.

Step 1 — Register the cards (once)

1. Open Statements Import → Credit Cards and click Add a credit card.
2. Pick the cardholder, type the last 4 digits of the card (nothing else about the card number is stored) and, optionally, a label such as Visa Business, the payment method it settles through, its currency and a default map template for CSV exports.
3. The same card can be registered for one cardholder only.

Step 2 — Import a statement

1. Open Statements Import → Credit Card Imports and click Import a statement.
2. Choose the card and the statement period (the from / to dates printed on the statement).
3. Upload the file. Two kinds are accepted:
   • PDF — the statement your card issuer sends. It is converted to CSV automatically: the app reads the text of the PDF line by line, and when that finds no lines (a scanned statement, an unusual layout) it can hand the pages to an AI model instead. The converted CSV is kept next to the PDF.
   • CSV / TSV / XLSX — an export from the issuer's website. Pick a map template, exactly as for a bank statement.
4. How purchases are printed is detected from the file (the default): the sign most lines carry is the purchase sign, so a BNP Paribas Fortis statement (€ -121,63) and an issuer that prints 121,63 both land their purchases as money out. Only a statement that is mostly refunds needs the convention picked by hand.
5. Click Import and review the lines. Lines dated outside the statement period are still imported, and the import message tells you how many; when the period printed on the statement differs from the one you typed, the message says so too. Dates printed without a year (07/06) take their year from the period.

Step 3 — Reconcile

A credit card line can be settled in exactly two ways:

• Purchase (money out) → Expense. When an existing expense has the same amount within a few days of the purchase — especially one entered by the cardholder, or whose title contains the merchant — it is suggested with a confidence score; confirm it with the tick. Otherwise click Create expense, attach the receipt in the modal and save.
• Refund (money in) → Refunded purchase. One click marks the line as settled; no expense or invoice payment is created.

The monthly payment that clears the card from your bank account shows up as money in on the card statement — Ignore it here (it is reconciled on the bank statement side as an internal transfer). Anything can be reversed or put back in review later.

Step 4 — Chase missing receipts

A purchase lacks documentation when it has no expense yet, or the expense it was reconciled to has no attachment. The review shows a red Missing badge on those lines, the Missing receipt tab lists only them, and the Credit Cards list shows a count per card.

• The bell on a line asks the cardholder for that one receipt.
• Ask for N missing receipts at the top sends one message listing every purchase of the statement that still has none.

The reminder goes out by email (to the cardholder's user email) and on Telegram when the person has linked their chat through the Marvin app's per-user notification opt-in. It lists date, merchant and amount of each purchase and links to Expenses, where the cardholder adds the expense with the receipt attached (or attaches it to the existing expense). The line remembers when it was last reminded and how many times.

Optional — AI conversion of PDF statements

In Settings → AI, enable the operation Credit card statement (PDF) and give it a provider that can read documents (Anthropic Claude reads the PDF natively; OpenAI-compatible providers receive the pages as images). It has its own API key field, so its cost is visible separately at the provider. Statements only leave the workspace when Allow documents to be sent to third-party AI providers is on, or when the provider is self-hosted.

Optional — auto-confirm high-confidence matches

In Statements Import → Settings you can set an auto-confirm threshold. Suggestions at or above that confidence are reconciled automatically during import. Leave it at 0 to always review by hand.

Optional — AI reconciliation

For incoming lines that stay Unmatched, an AI model can suggest the right invoice.

1. In Statements Import → Settings → AI reconciliation, tick Enable AI reconciliation, choose a provider (OpenAI, Anthropic Claude, Grok or DeepSeek), paste its API key and (optionally) a model, then click Test to verify the connection.
2. On the review screen, use the blue AI match unmatched button to let the AI attempt every unmatched incoming line at once, or the small AI suggest icon on a single row.
3. The AI only proposes an invoice from your open invoices — it never creates one — and its suggestions are marked AI (provider): …. Review and confirm them like any other suggestion.

Each AI suggestion is one API call to your chosen provider, so it uses your provider credits. The transaction details and a shortlist of candidate invoices are sent to that provider.