Convert Guaranty Bank & Trust PDF bank statement to QuickBooks Desktop

Guaranty Bank & Trust provides statements for personal and business checking and savings accounts in Texas, in US dollars, and moved to the Glacier Bank statement layout in early 2026. The reviewed documents are a January 2026 statement in the old Guaranty layout and a March 2026 statement in the new one, for the same business checking account.

Countries: United States
Supported statement formats: PDF
Supported destinations: QuickBooks Desktop, QuickBooks Online, Quicken, Xero, CSV/Excel

Guaranty Bank & Trust PDF statement details

The following details were checked against two Guaranty Bank & Trust statements for one business checking account of a restaurant in Texas: January 2026 and March 2026. They do not look like statements from the same bank. The January statement is the old Guaranty layout, with separate sections for credits, debits and checks and no running balance. The March statement is a "Statement of Account" on the Glacier Bank system, with one running table, signed amounts and a Glacier privacy notice at the back. The January statement itself announces the change in a box on page one, and a converter set up on one of the two layouts stops working on the other.

Settings for a Guaranty Bank & Trust PDF statement

• Date: MM/DD with no year on both layouts, 01/02 on the old one and 3/02 without the leading zero on the new one. The old period reads "Statement Period 1/1/2026 TO 1/31/2026"; the new one reads "Statement Dates 3/02/26 to 3/31/26 (30 days)". Check image captions carry the full date, 1/16/2026 on the old layout and 03/02/26 on the new.
• Amount: the old layout prints unsigned amounts with no currency symbol, 1,409.43, and takes the sign from the section. The new layout prints a dollar sign on every amount and a leading minus on debits, -$9,143.10, in a Debits column and unsigned credits, $2,846.60, in a Credits column, with a running Balance column.
• Account number: masked in the header of both, XXXXXX5218, and printed in full in the old summary block, Business Checking 13235218, and in every old check image caption. The new layout prints it masked in the product line, "TOTALLY FREE BUSINESS CHECKING - XXXXXX5218".
• Account type and currency: "Business Checking" in the old summary, "TOTALLY FREE BUSINESS CHECKING" on the new product line. US dollars.

The bank changed its statement layout between January and March 2026

The January statement carries a notice about a move to new systems, and the March statement is printed by them: the same account, the same masked number, a different page size, a different header, different columns and a different sign convention. Page two of the March statement lists the Glacier Bank divisions, and the privacy notice at the back is Glacier Bank's, with Guaranty Bank & Trust as one division. A converter that was set up for the January layout finds no DEPOSITS AND OTHER CREDITS heading in March, and one set up for March finds no Debits column in January. Both layouts have to be recognised, and the account number, which does not change, is the link between them.

Old layout: the sign comes from the section and checks have their own table

The January statement lists DEPOSITS AND OTHER CREDITS first, then WITHDRAWALS AND OTHER DEBITS, then CHECKS, each with a DATE AMOUNT DESCRIPTION header and unsigned amounts. The CHECKS table prints two groups of DATE CHECK NO AMOUNT side by side, sorted by check number and not by date, with an asterisk glued to the number to mark a gap, 2361*. A DAILY BALANCE INFORMATION table with three groups of DATE BALANCE follows, and a SUMMARY OF OVERDRAFT AND RETURNED ITEM FEES with dollar signs. There is no running balance on the rows, so the only checks are the summary block on page one and the daily balance table. A converter that reads any dated line with an amount takes the daily balances as thirty deposits.

New layout: the description is extracted after the amounts and checks can have no number

On the March statement the text of each row comes out of the PDF in the order date, debit or credit, balance, description, so a converter that reads the elements in file order sees 3/02 $2,846.60 $121,048.60 DDA Regular Deposit and takes the balance for the amount. Sorting by position fixes it. Check rows read CHECK and the number in a separate cell, CHECK 2347, and some read CHECK alone, -$4,200.00 with no number at all. The SUMMARY BY CHECK NUMBER table at the end has the same rows, with an asterisk in its own cell next to a number that is out of sequence and a note " Denotes checks out of sequence", and the rows without a number have an empty check number cell. A converter that requires a check number on a check row drops those, and one that takes the asterisk as part of the number produces `2347`.

ACH descriptions carry raw EDI segments and wrap across lines

A supplier payment reads ACH Ben E. Keith Com 1000 ISA*00* *00* *17*121000562 and continues on a second line with *17*111915608 *260102*011 on the old layout. On the new layout the same payment reads Ben E. Keith Com 1000 CTX 0000261412 091000015170382 ISA*00* with a second line *00* *17*121000562 *17*111915 608 *260302*0132*U*00401*. These are pieces of the EDI envelope that the sender put in the addenda, and the routing and trace numbers change on every payment. An Uber payout ends with REF*TN*ESRDM1DKWQ\, a backslash included. A converter that keeps the full description gets a payee that never matches twice; one that cuts at the first star, or at the ACH class code (PPD, CCD, CTX), gets Ben E. Keith Com.

Pages that are not part of the statement

The old layout is numbered "1 OF 4" but the file has five pages: page two is the back of the first sheet, a reconciliation worksheet with CHECKS OUTSTANDING, BALANCE BROUGHT FORWARD and $ ____________ boxes, unnumbered, and it sits between page 1 and page 2 of the statement. The old check image pages carry captions 13235218 $763.36 1/16/2026 2331, account, amount, date and check number, two per line. The new layout has eight pages: transactions on pages one, three and four, a list of Glacier divisions with addresses and phone numbers on page two, image pages with captions Date 03/02/26 Check No Amount $2,846.60 that include deposit slips as well as checks, and a two-page privacy notice whose own page numbers restart at "Page 2". Each new page also carries a short string of symbols in the top right corner, !NqHV)]mn"7T"|+`, which is a barcode printed in a barcode font. A converter that reads every page as transactions takes the worksheet, the captions, the division list and the barcode as data.

PDF input challenges

A bank PDF can contain searchable text, scanned page images, or a mixture of both. Searchable text still needs layout analysis because transaction descriptions wrap, columns move, and headers or balances repeat at page breaks. A scanned statement adds OCR uncertainty.

Page breaks

A transaction may begin at the bottom of one page and continue on the next. Continuation pages can omit column headings, repeat an opening balance, or insert footer text and legal pages between transaction pages. A conversion should join split rows and exclude repeated page furniture before it writes the output.

OCR

On scanned pages, OCR can turn 0 into O, 1 into l, or 5 into S. It can also lose a minus sign or decimal mark, read two columns in the wrong order, or struggle with skewed and faint pages. The running balance is the best check: a damaged amount or missing row breaks the balance sequence.

PDF questions

Can I convert a scanned bank statement?

Yes. Review the OCR result and reconcile every balance movement. Scans with faint printing, rotation, or handwritten marks need more checking than searchable PDFs.

Why does copying and pasting a PDF into Excel fail?

PDF text stores page positions rather than a spreadsheet table. Wrapped descriptions, repeated headers, and visually aligned columns can paste in the wrong order or into the wrong cells.

How do I know whether the PDF contains searchable text?

Try selecting a transaction description in a PDF reader. If individual words can be selected, the page probably contains text. If the whole page behaves like one picture, it requires OCR.

QuickBooks Desktop import settings

QuickBooks Desktop imports bank transactions in two formats: QBO (Web Connect) and IIF. They go into QuickBooks through different doors, and the right one depends on the QuickBooks version and on how much detail the file must carry.

• QBO (Web Connect) imports under Bank Feeds, the same way an online banking download arrives. Transactions land in the Bank Feeds Center for review, where QuickBooks matches them to existing entries and lets the user add, match or ignore each one. It is the simpler path, but it only works while the QuickBooks version is supported: Intuit discontinues each version after about three years, and a discontinued QuickBooks stops importing QBO files.
• IIF is the older format and still reliable. It imports directly into the register, with no review step and no duplicate check. In return it needs more specific data: the bank account name exactly as it is in QuickBooks, a vendor or payee name for each row, and an expense or income account name for each row.

Settings that matter for a QBO file:

• Account ID and bank ID: QuickBooks links the file to an account by the account ID inside it. Use the same ID every time for the same account, or QuickBooks asks to create a new one. The bank ID must be one that QuickBooks recognizes, or the file is refused with a message that the bank does not support Web Connect.
• Account type: checking, savings or credit card. A credit card file imported into a checking account reverses every sign.
• Dates: four-digit years. Cross-year statements must carry the correct year on every row.
• Amounts: signed. Money out is negative. No currency symbols.
• Transaction IDs: each row needs a unique ID. QuickBooks uses the ID to skip rows it has already imported, so a file with repeated IDs loses transactions, and a file with new IDs for old transactions creates duplicates.
• Payee and memo: the payee field is short and QuickBooks truncates it. Put the rest of the description in the memo.

Settings that matter for an IIF file:

• Bank account name, not an ID, matching the chart of accounts. Sub-accounts use the full path, Parent:Sub.
• Vendor names that match existing vendors, or QuickBooks creates new ones during import.
• Expense or income account for every row, or a default account that the converter fills in.
• Back up the company file before importing an IIF file. There is no undo.

QuickBooks Desktop questions

Which format should I use, QBO or IIF?

Use QBO when QuickBooks is less than three years old and the transactions should go through Bank Feeds for review and matching. Use IIF when QuickBooks is discontinued, when the transactions should land directly in the register, or when each row must carry a vendor and an expense account.

My QuickBooks is older than three years. Can I still import?

Not with QBO. A discontinued QuickBooks version refuses QBO files and no longer connects to online banking. IIF still imports, because it does not depend on Intuit's servers.

Why does QuickBooks say my bank does not support Web Connect?

The bank ID in the QBO file is not one QuickBooks recognizes. A converter sets the bank ID from its own list. Choose a listed bank, or use an ID that QuickBooks accepted before.

Why did QuickBooks create a new account instead of using mine?

The account ID in the file does not match the ID QuickBooks stored for the existing account. Use the same account ID as the last successful import, or connect the file to the existing account when QuickBooks asks.

Why are transactions missing or doubled after import?

QuickBooks skips rows whose transaction ID it has seen before. Missing rows usually mean repeated IDs in the file. Doubled rows usually mean a statement that was already imported with different IDs. Both are fixed by importing each period once, with IDs that stay the same for the same transaction.

Can I import into a sub-account?

Yes, in both formats. For QBO, match the file to the sub-account in Bank Feeds. For IIF, write the full path Parent:Sub as the account name.

Where do IIF import errors go?

QuickBooks writes a new IIF file next to the original with a timestamp in its name, containing only the failed rows and an error message per row. Fix the cause in QuickBooks, usually a missing account or vendor, and import the timestamped file.