Digital statements save time and keep audits simple
Banks still send paper for some accounts, but auditors expect digital proofs and consistent datasets. Digitizing means keeping the original PDF and a structured export you can actually work with.
The goal: find any transaction fast, reconcile balances, and hand over data without manual clean-up.
Paper vs. PDF vs. CSV
- Paper: Only useful as a fallback. Scan immediately; physical storage is fragile.
- PDF: Great for archiving and audits. Keep the original; avoid printing, scanning, and re-scanning.
- CSV/Excel: For imports, analysis, and reconciliation. Needs correct date/decimal formats and balance columns.
GoBD & retention
In Germany, statements must be retained for up to 10 years. GoBD requires that documents remain unaltered and traceable. Storing PDFs plus matching CSV exports covers both readability and machine processing.
- Store the original PDF, ideally with a hash to detect changes.
- Keep CSV/Excel exports with the same date range and balances.
- Document how and when you converted the file.
Practical workflow
- Download the PDF statement (or scan paper) and store it in a versioned folder.
- Convert to CSV/Excel with KontoCSV. Keep the balance column for reconciliation.
- Import into your bookkeeping tool or Excel. Run a balance check.
- Archive PDF + CSV together. Add a short note: date, tool, and reviewer.
Tools that help
- KontoCSV for fast CSV/Excel exports with DATEV/Lexware profiles.
- Cloud storage with versioning (SharePoint, Google Drive, Dropbox) for PDFs.
- Basic DMS or folder conventions to keep months and accounts organized.
Conclusion
Keep PDFs for auditability and CSV/Excel for daily work. With a single upload, KontoCSV gives you both: a clean export and the assurance that balances stay intact.
Try it with three free pages and keep the workflow if it simplifies your month-end closing.