How to import credit card transactions into Koody from PDF and CSV statements

A card statement gives you the purchases behind the balance. Importing those transactions into Koody lets you see spending by category, find repeat charges, and include card activity in your budget. Statement imports and automatic categorization are paid features.

How purchases and payments differ

A $75 grocery purchase is an expense. Paying $75 from your bank account toward the card balance is a transfer. Counting both as expenses would show $150 of spending even though you bought only $75 of groceries.

Importing the individual purchases gives you that distinction, along with the dates and categories behind the balance. A statement running from the 14th to the 13th can include purchases from two calendar months. Koody uses the transaction dates to place them in the relevant budget period.

Step 1: Download your card statement

Sign in to your card issuer's website or app and open the transactions or statements area. Look for Download, Export, or Statements.

1. Choose the card and the period you want to import.
2. Download its PDF statement or original CSV transaction file.
3. If you receive an Excel file, save the transaction sheet as CSV.
4. Keep each card's activity in its own file.

Both PDF and CSV statements work in Koody. Use one format for the period rather than uploading the same activity in both formats. If you are bringing history from a spreadsheet, include the individual purchases and payments rather than only monthly totals.

Step 2: Import into the matching account

Add the credit card account to Koody if you have not already done so. Each card should have its own account, which you can use again for later statements.

1. Open Overview or Transactions.
2. Select New > Import Bank Transactions.
3. Choose the card account the file belongs to.
4. Upload the statement and click Import.

Koody uses AI to extract and categorize your card transactions, clean descriptions, and identify transfers, refunds, and recurring activity. That gives you a spending breakdown without sorting every purchase yourself. If your CSV already has categories, you can choose to keep them or let Koody auto-categorize.

Open the imported transactions to review the results. If the list looks empty, check the selected date range. For more detail on the upload and review screens, see how to import bank transactions into Koody.

Step 3: Review purchases, payments, and refunds

The transaction type determines how money appears in your totals. Review these common entries:

• Purchases: expenses assigned to categories such as Groceries, Transport, or Office Expenses.
• Card repayments: transfers, keeping the repayment out of income and expense totals.
• Purchase refunds: money returned for an earlier expense, recorded as a refund.
• Interest and card fees: separate expenses, not part of the transfer used to repay the card.

When both the card and paying bank account are in Koody, the repayment is a transfer between them. If you track only the card, the incoming repayment should still have the Transfer type. Assigning a category alone does not exclude a payment from totals.

A merchant refund and a rewards credit are not necessarily the same thing. Use the statement description to establish why a credit arrived before changing its type. For a returned purchase, the original category and a note can help you recognize what the refund relates to.

You can split a purchase across several categories, including Personal and Business categories, and attach the receipt. That keeps a combined household and business order useful for both your budget and your business records.

Step 4: Review recurring charges

Koody looks for recurring patterns in the imported transactions, helping you spot streaming services, software, insurance, memberships, and other regular card charges.

Review the amounts and frequency to see what is still part of your regular spending. A subscription you no longer use or a renewal that has increased in price is easier to investigate when its earlier payments are available in the same account.

You can use that history for AI budgeting too. Ask Koody AI to create a budget from your spending, review the proposed categories and amounts, and request changes before selecting Apply budget. You do not need to calculate each category's allowance before asking.

Step 5: Keep your card records up to date

Import new activity weekly, after payday, or when your monthly statement arrives. Always select the matching card account. Koody checks for previously imported transactions when dates overlap; review any purchases you also entered manually.

If you change an imported description or category and want Koody to use that edit again, choose Yes, apply and remember when prompted. Matching transactions in later imports can then use your preference, saving you from repeatedly recategorizing the same supplier or subscription.

Find previous batches under Settings > Imports > Import History. If you uploaded to the wrong account, use the batch's More > Delete Import option before importing it again. Deleting an import also removes its transactions, including ones you edited afterward; saved import rules remain.

Import without linking your card

You can import card statements without linking the account, whether you prefer files, have an unsupported card, or want to bring in older history. Keep using the same Koody account for new statements so your purchases remain available for category reviews and budgets.

For sole proprietors, the Business workspace also keeps card expenses, receipts, and notes together for reporting. Profit and loss reports and the Schedule C preparation worksheet are paid features. You can manage household spending in Personal alongside those Business records.

FAQs

1. Can I import credit card statements into Koody without linking my card?

Yes. Upload a PDF or CSV credit card statement into the matching Koody account. Koody extracts and automatically categorizes the transactions, so you can track card spending without linking the account.

2. Can I import credit card transactions automatically?

Yes. Upload your credit card statement, and Koody automatically extracts and categorizes the transactions, including identifying repayments, refunds, and recurring charges. Each new statement adds to your spending history, which you can use to track expenses and create a budget.

3. Will Koody detect recurring subscriptions from my credit card imports?

Yes. Koody looks for recurring patterns in imported transactions, helping you find subscriptions, memberships, and other repeat charges.

4. What should I do with credit card payments that show up in my imports?

A card repayment moves money between accounts; it is not another purchase. Koody identifies card payments as transfers. Review the transaction type so the payment stays out of income and expense totals, including when you also track the bank account used to pay the card.

5. Can I import multiple credit card accounts into Koody?

Yes. Add each card as its own account and import each statement into the matching account. You can then review spending across your cards or focus on one account.

6. Do my credit card statement dates need to match my budget month?

No. Koody uses the individual transaction dates, so a statement covering parts of two months can contribute to both budget periods. You do not need to change those dates to match the statement's closing date.

7. How do I avoid duplicates when I import the next statement?

Import it into the same card account. Koody checks for previously imported transactions when date ranges overlap. Also review any purchases you entered manually or imported from a different source.