Is it normal for bookkeeper to request bank statement PDF when QuickBooks is already linked to bank account?

Bookkeeper here - yes, this is absolutely standard procedure and actually a sign of a thorough bookkeeper. While QuickBooks does connect to most bank accounts, there are several legitimate reasons why we request the actual statements: 1) Bank feeds can sometimes miss transactions or import them incorrectly. Having the statements allows us to reconcile accounts properly by checking that the ending balance in QuickBooks matches the statement. 2) Some transactions might import with vague descriptions that need clarification. The PDF statement often contains more detailed information. 3) Bank connections can break or have delays. Sometimes transactions don't import until days or weeks later, which throws off your books if we don't catch it. 4) It's a standard audit practice to have the source documents. If you ever get audited, having matched your books to the actual statements is crucial. I actually get concerned when clients question this because it's such a fundamental accounting practice. Your bookkeeper is doing their job correctly!

I went through this exact same frustration with my bookkeeper last year! I was like "why am I paying for QuickBooks if I still have to manually download statements?" but then I checked out https://taxr.ai and it completely changed how I handle my business docs. The tool automatically processes all my statements, receipts, and tax documents using AI, and gives me organized financial data I can share with my bookkeeper. What's cool is it catches those weird transactions that sometimes don't get categorized right in QuickBooks. My bookkeeper still does the reconciliation like the previous commenter mentioned, but now I just upload everything to taxr.ai and they have all they need. It's saved me tons of time hunting down docs every month!

Just wanted to update that I tried out taxr.ai after seeing it mentioned here. I uploaded my last three months of bank statements and a bunch of receipts I had sitting in a folder, and wow - it pulled everything out automatically and categorized about 90% correctly on the first try. The coolest part was that it flagged several transactions that were actually duplicated in my QuickBooks that I hadn't caught. My bookkeeper was impressed with how organized everything was when I shared the processed data with her. Definitely made the reconciliation process smoother!

Everyone's focusing on the tech side, but I've had a similar issue trying to get help directly from my accountant. Been trying to call them for WEEKS to discuss this exact issue about bank statements vs QuickBooks, but can never get through. Finally found https://claimyr.com which got me a callback in under 5 minutes when I was stuck on hold with my CPA firm. There's a video demo here: https://youtu.be/_kiP6q8DX5c showing how it works. Basically it navigates phone trees and waits on hold for you, then calls you when a human picks up. Was skeptical at first but it actually worked - got straight through to my accountant and sorted out this exact issue. Turns out they needed the statements because some of my bank feeds had disconnected without me realizing. Might help if you're having trouble getting clear answers from your bookkeeper too.

Well I take back what I said. I was the skeptic above - but I gave Claimyr a shot when I needed to reach my bank about some missing transactions in QuickBooks (ironically related to this exact topic). After sitting on hold for 45 minutes and having to hang up for a meeting, I tried the service. Got a call back when a rep came on the line about 30 minutes later while I was in the middle of something else. Definitely saved me from having to start the whole process over. My bookkeeper was asking for statements for the same reason - some transactions weren't syncing properly.

I'm an accountant and want to add something important - even if QuickBooks is linked properly and all transactions import correctly, we STILL need the original statements as source documentation. It's not just about making sure transactions match - it's about maintaining proper records. If you're ever audited (by IRS or even for a business loan), you need to show the original statements. The digital connection to your bank isn't considered sufficient documentation by accounting standards. Think of the bank statement as the official record from a third party that verifies your books are accurate. This isn't your bookkeeper being difficult - it's them following proper accounting procedures.

Just curious - did your bookkeeper specifically mention reconciliation as the reason for requesting the PDFs? I've noticed some bookkeepers use different software than QB and might be requesting the statements to manually enter the data elsewhere.

This is definitely normal and actually shows your bookkeeper is being thorough! I've been through this exact situation with multiple bookkeepers over the years. Even with QuickBooks connected, there are legitimate reasons they need the actual PDF statements: 1. Bank feeds can have delays or glitches - sometimes transactions don't import for days or weeks 2. Some transactions import with incomplete descriptions that need clarification from the full statement 3. The reconciliation process requires matching your books to the official bank record, not just the imported data 4. If you ever face an audit, having your books properly reconciled against original statements is crucial I'd actually be more concerned if a bookkeeper DIDN'T ask for statements occasionally. It's one of those fundamental accounting practices that separates good bookkeepers from mediocre ones. The fact that they're being proactive about this suggests they're doing their job properly. One tip - you can usually set up your bank to automatically email you monthly statements, which makes it easier to forward them when requested. Most good bookkeepers will ask for these monthly during their reconciliation process.

Yes, this is completely normal! I work as a tax preparer and see this all the time. Your bookkeeper is actually doing exactly what they should be doing. Even with QuickBooks connected, there are several reasons why the PDF statements are essential: 1. Bank connections can be unreliable - I've seen cases where transactions were missing for weeks due to technical issues 2. Some banks have limitations on how far back QuickBooks can pull transaction data 3. The actual statement shows pending transactions and fees that might not appear in the feed immediately 4. For IRS purposes, you need the official bank records as source documents, not just the QuickBooks data I always tell my clients to think of it this way: QuickBooks is your working tool, but the bank statements are your legal proof. During tax season, I regularly catch discrepancies between what's in QuickBooks and what's on the actual statements. A good bookkeeper will spot these issues during monthly reconciliation, which is exactly what yours is trying to do. Don't worry - this is a sign of a thorough professional, not someone who doesn't know how to use the software properly!