Bank Statement Import
Import bank statements to automatically match deposits to donors and create contribution records. Supports CSV, OFX, and QFX formats.
Bank Statement Import lets nonprofits upload their bank statements and automatically match deposit transactions to known donors, creating contribution records in one streamlined workflow.
Overview
The import process follows a 5-step wizard:
| Step | What Happens |
|---|---|
| 1. Upload | Upload a CSV, OFX, or QFX bank statement file |
| 2. Preview | Review parsed transactions before matching |
| 3. Match | AI + rule-based matching identifies donors |
| 4. Confirm | Review matches, create new donors, skip non-donations |
| 5. Done | Contributions created, tax receipts queued |
Supported Formats
| Format | Extensions | Banks |
|---|---|---|
| Chase CSV | .csv | Chase Business Checking |
| Bank of America CSV | .csv | Bank of America |
| Generic CSV | .csv | Any bank with Date + Amount columns |
| OFX/QFX | .ofx, .qfx | Most US banks (XML-based) |
| QuickBooks | via API | QuickBooks Online (pull transactions directly) |
Step-by-Step Guide
1. Upload Your Statement
Navigate to Nonprofit > Bank Import and either:
- Drag and drop your file onto the upload area
- Click “Choose File” to browse for it
- Or switch to the QuickBooks tab to pull transactions directly from QBO
File limits: Maximum 10MB, up to 500 rows per import.
2. Preview Transactions
After upload, you’ll see a preview of all deposit transactions found in the file. Only deposits (positive amounts) are included — withdrawals are automatically filtered out.
Review the transactions to make sure they look correct before proceeding.
3. AI Matching
Click Run Matching to start the matching process. Muin uses a hybrid approach:
-
Rule-based matching (instant):
- Exact amount + date match to pending contributions
- Check number match to existing contribution references
- Amount pattern match to donor history (within 5%)
- Name found in bank description
-
AI matching (for unresolved rows):
- Uses AI to analyze transaction descriptions
- Compares against your donor database
- Assigns confidence scores (0-100%)
4. Review & Confirm
Transactions are grouped by match quality:
- Auto-matched (90%+): High-confidence matches you can bulk-confirm
- Suggested (50-89%): Likely matches to review individually
- Unmatched: No match found — create a new donor or skip
For each row, you can:
- Confirm the suggested match
- Skip non-donation transactions
- New Donor — create a new donor record from the transaction
- Change Donor — select a different donor
Use the search bar to find specific transactions by description, amount, or donor name.
5. Completion
After confirming, you’ll see a summary of:
- Contributions created
- New donors added
- Rows skipped
- Total amount imported
Tax receipts are automatically queued if enabled.
Made a mistake? Click Undo Import to reverse all created contributions and return to the review step.
QuickBooks Integration
If you have QuickBooks Online connected, you can pull transactions directly:
- Switch to the QuickBooks tab
- Select a bank account and date range
- Transactions are imported into the same matching workflow
Troubleshooting
| Issue | Solution |
|---|---|
| “No deposit transactions found” | Your file may only contain withdrawals, or the format wasn’t recognized. Try exporting as CSV with date and amount columns. |
| “File exceeds maximum rows” | Split your statement into smaller date ranges (default limit: 500 rows). |
| “File size exceeds 10MB” | Export a shorter date range or remove extra columns from your CSV. |
| Low match confidence | Check that your donor records have current email addresses and recent contribution history. |
| “Cannot confirm import” | The import must be in “review” status. Run matching first. |
FAQ
Can I import the same file twice? Yes, but be careful — this may create duplicate contributions. Check your import history before re-importing.
What happens if matching fails? If AI matching encounters an error, the system falls back to rule-based matching only. All transactions will still appear for manual review.
Can I undo a confirmed import? Yes. On the completion screen, click “Undo Import” to soft-delete all created contributions and return the import to review status.
Which transactions are included? Only deposits (positive amounts) are imported. Withdrawals, fees, and transfers are automatically excluded.