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Import Bank & Credit Card Statements for Expenses

Admins need to upload statements to match against credit card (non-reimbursable) expenses entered by users before those expenses can be submitted.

Overview

How the process works

Importing Statements

FAQs

Overview

When a User has a business credit card to use for business expenses, they will put in an expense claim to record the details of their purchases on the credit card. When the credit card statement is imported, these expenses will be matched against the credit card statement, and can then be submitted and approved.

 

How the Process Works

The credit card statement must be imported before expenses can be submitted and approved. Until then, expenses will have the status AwaitingStatement.

Once the credit card statement is imported, a background task will match the expenses on the statement to those entered on the expense card. When the process is complete, you’ll receive a notification, and the status of the expense items will update to ReadyToBeSubmitted.

At this point, the expenses can be submitted and will then be ready for approval. You can decide whether users should submit their own expenses or if the administrator should do this. If users are submitting, they’ll receive a notification email letting them know the expense is ready. Once submitted, the expenses will have the status Awaiting Approval.

During the statement import, the details of each expense are merged with the information already entered, ensuring no data is lost. This is visible in the Description field, where the statement description is concatenated with the original description.

Importing Statements

When a credit card or bank statement file is received from internet banking, it can be imported so that user-entered expenses can be matched to the statement. This task is typically performed by the user responsible for managing expense approvals.

To import a statement:

  1. Go to Expenses and select Import from the left-hand menu.

  2. Alternatively, from the Unsubmitted menu, click the Import button at the top of the screen.

  3. Select the expense card you want to import.

  4. Select the Import format for the type of card. 
  5. Browse or drag to select the bank statement file to import and click Import.

Tip: Statement with multiple credit cards: Some banks will provide a credit card statement that includes multiple credit cards, while some may provide one statement for each credit card. If your import file has a Card Number column, then you can import the details for multiple credit cards in one process.

In that case, you can leave the Expense Card field blank, and select the Import Format that matches your bank file. The process can then match the line items by the Credit card number, date and amount. 

Tip: The Import Format must match the Import Format that is set up on the Expense Card Group that this Expense Card belongs to. This is set up when you create your Expense Card Groups. 


This process will merge the imported statement with the submitted expenses, based on the card number, date and dollar amount of the expense.

The slider bar at the foot of the dialog box will show you the progress of the import. If there is any problem with the file, you can click on the link to download to see what has happened. This might occur if you selected an incorrect format to import.

When the import has completed successfully, you will see a message at the foot of the dialog box in the Current tab: Import has completed. Download to see the contents. Now you can click to open the new file of the imported data. You would need to do this only if there is any item that does not match correctly.

When the details on the statement have been imported and merged with the expenses, your users or administrator can submit the items and the administrator can proceed to approve the expenses.

The Recent tab will show you the details of previously imported files, if you should need to check past events.

TIP: Statement items are always in the transaction time and date order. Therefore if someone purchases two of the same items on the same day, and the date and the dollar amounts are the same for the separate entries, the system will be able to merge the correct expense with the correct statement entry by the date & time.

FAQs

Q: What happens when a statement line and an expense are not matched 

A: If an expense and and statement line are not merged, Lentune will create the statement line separately. It can be found in the unsubmitted area of expenses and manually merged. Select the statement and expense line you would like to merge and merge with the Merge selected button. 

 

Need more help? We’re here! We hope our article was helpful! If you need more info or want to connect, drop us an email at support@lentune.com.

Thank you. We love to hear from you!

Last updated: 05 January 2026