Statements and statement coverage

The Statements Workspace

Open Statements in the company workspace. The page groups stored statement files by account and period and shows the extraction and reconciliation evidence LedgerHQ has for each one.

The top actions are:

• Sync Plaid statements — ask the connected institution for available statements;
• Upload statement — add a firm-held statement file; and
• Request from client — send a statement request through the client-request workflow.

Use the account tabs when a company has several bank or card accounts. There is no All accounts view. Period rows use closing dates and distinguish Waiting for period to end, Waiting for statement, Statement late, and older Statement missing gaps. A newer statement does not hide an older missing period.

Upload A Statement

Choose Upload statement, then select the account, year, month, and one statement file. The uploader accepts PDF, JPEG, PNG, or WebP files. You can drag a file into the drop area or choose it from the device.

LedgerHQ queues the file for extraction. The list can show Queued, Extracting, Extracted, or Budget paused. Open a statement to see Verified, Needs review, Failed, or the corresponding processing status and the reason a person needs to look at it.

Budget paused means the company reached this month's statement-reading limit, so the statement has not been read yet. Choose Contact support on the statement to ask for a higher limit. Paused statements are read automatically once support raises the limit or the next month begins. Re-run first re-checks the saved result at no cost and keeps a verified result, and it keeps the current result if a new read cannot finish.

LedgerHQ uses the document's printed dates to place it in the right period; an upload is not assigned to a period until it has been read. A client upload finds its account from the register's activity: matching transactions decide first, then the balance chain from that account's prior statement. Printed account digits and the original request apply only when the activity does not contradict them, and anything unclear waits for review. Review a mismatch before relying on the result. No-activity statements, memo statements, and readable statement text exports can supply evidence when they contain the required account, date, and balance details. A second copy should not create a second set of statement transactions.

When A Month Already Has A Statement

LedgerHQ keeps one statement per account per month, filed in the month the statement's closing date falls in. Some banks change their cycle or use four-week cycles, so two statements can close in the same month. For example, Feb 2 – Mar 1 and Mar 2 – Mar 31 both close in March.

When that happens, the second statement waits under Statement uploads as Needs review with a plain explanation and a suggested month, such as "Suggested month: February 2026." This applies to client uploads too. Choose View PDF to check the file, File in February 2026 to file it there, or Choose month to pick another month. Until it is filed, the statement does not count toward that month. When the balances prove where it belongs, such as Feb 2 – Mar 1 ending at exactly the balance the March statement opens with, LedgerHQ files it in February for you and it does not wait for review. An identical second copy of a statement is set aside as a duplicate instead.

To move any uploaded statement, choose Change month on its row. A month you choose stays with the statement. If the month you pick already has a statement, LedgerHQ says so; move that statement first.

Review A Statement

Open View on a statement row to inspect the file, extracted period and ending balance, OCR details, and the Reconciliation check. A statement may show Zero differences, a routine-entry result, a difference that needs investigation, or that it is not reconcilable yet.

The statement detail explains matched and unmatched rows. Extraction stays out of the reconciliation workflow until its checks pass. A verified statement is useful evidence; it does not by itself prove that every book entry exists or that the account is reconciled.

Account reconciliation setup now lives in Account Settings, reached from Bank Recs. The former statement-based setup actions are removed. With setup complete and company Tally AI on, verified statements can be tried automatically.

Review Client Uploads

The amber Statement uploads box at the top of the Statements page lists files LedgerHQ is still reading or that need a person to look at them. Client files are examined independently, and only an adopted statement appears in the canonical list.

For every upload marked Needs review, choose View PDF to check the file and Choose account and month to file it to the right account and period. A month collision shows Choose month instead, because the account is already known. Choose Open request when a firm member needs to follow up with the client on that upload.

When A Plaid Statement Is Late

LedgerHQ checks connected institutions daily for newly posted statements. When an expected monthly statement is missing, it can request a fresh Plaid range from the day after the last posted statement through today. The same bank and date range is not purchased twice, and only one refresh can remain unfinished for a bank connection.

LedgerHQ continues the daily list and download checks through day seven after the learned statement-posting date. If the statement is still absent after the final check, the period becomes statement-coverage follow-up. Tally can create or reuse the corresponding client request when statement requests are allowed for that company.

You can upload a firm-held statement or use Request from client at any time; you do not have to wait for the grace period when the file is already available. A manual Sync Plaid statements checks the current provider list but does not create a second paid refresh for the same range.

Request Missing Statements

Choose Request from client to select one or more statement months, owners, and delivery channels: Email, Text, or Both. The request stays in the Client Requests workflow so replies, uploads, reminders, and resolution are recorded together.

Use Send request, Send reminder, or Send request + reminders from the request dialog when the firm has confirmed the requested periods and recipients.

Automatic Requests And Reminders

For tracked non-Plaid periods, Automatically request missing statements in account reconciliation settings is on by default. With company Tally AI on, outreach starts when the account's Flag missing after window (10 days by default) passes, and never sooner than 10 days after the period ends. Upload during that grace period to avoid a request, or turn this account setting off when the firm will collect the statement.

A missing period has one linked Client Request. Follow-ups repeat every 48 hours while the request remains eligible, without the generic three-reminder cap. A reply, firm takeover, closure, waived or reconciled period, or account opt-out stops further automatic sends. Upload receipt holds reminders while the file is read; verification closes the request. Contact details and channel opt-outs remain respected. Queued or failed attempts are not deliveries.

Manual requests can include the current month once the account's known statement closing date has arrived. Without that statement evidence, the cutoff is the previous completed calendar month.

Coverage Is Evidence, Not A Completeness Gate

Statement coverage records whether LedgerHQ has usable evidence for an account and period. A gap is a follow-up item for the firm or the client. It does not certify that the books are complete, and it does not create a report or reconciliation readiness gate.

For reconciliation, use the statement ending date, statement balance, and cleared posted transactions in Bank Recs. See Bank reconciliation.