This feature is available for users who are members of organizations who opted into the financial statement import beta.
Introduction
The Statement Import feature in Estateably allows you to efficiently import holding and transaction details from investment statements directly into the system. This guide will help you learn how to use this powerful tool to reduce manual data entry and streamline your workflow.
Key Benefits
By using the Statement Import feature, you'll be able to:
Significantly reduce manual data entry time
Minimize errors from manual transcription
Easily review and adjust parsed data before import
Maintain accurate historical records
Streamline the reconciliation process
Preparing Your Investment Statements
File Requirements
Format: All files must be in PDF format (lowercase
.pdf, not.PDF)Naming: Avoid special characters or spaces in filenames
Account Structure: Each file should contain information for a single account only
Statement Periods: Ideally one statement period per PDF
For Multiple Statement Periods in One File
Organize statements chronologically (oldest to newest)
Include transaction history from each statement
Include holding details from the last period only
Combine into a single PDF
Best Practice: Upload individual statements in chronological order to maintain accuracy and facilitate reconciliation.
Uploading Statement Files
Select your matter and navigate to the Inventory section
Ensure the account you plan to populate is added to your case's Inventory and in 'Managed' status
For deceased accounts in Estates, click the 'Manage' button to make them available
Select "Document Import (Investment Statement)" in the top right corner
Click "Click to upload" to open the file explorer
Select and double-click your PDF file
The system will display "Pending..." until the upload and parsing is complete
Once parsing is complete, you'll see the count of extracted transactions and holdings
Click "Validate Now" to begin the review process
Initiating File Review
For Estate Matters
Select the account from the dropdown (required)
Specify upload type: "Initial Position" or "File Update" (required)
Enter statement start date (required)
Enter statement end date (required)
Date of Death field is read-only (update in Intake section if needed)
Click "Next" to view parsed data
For Trust Matters
Select the account from the dropdown (required)
Enter statement start date (required)
Enter statement end date (required)
Trust Start Date field is read-only (update in Intake section if needed)
Click "Next" to view parsed data
For Powers of Attorney Matters
Select the account from the dropdown (required)
Specify upload type: "Initial Position" or "File Update" (required)
Enter statement start date (required)
Enter statement end date (required)
PoA Start Date field is read-only (update in Intake section if needed)
Click "Next" to view parsed data
Reviewing Parsed Holdings
The system displays holding information parsed from the statement's "Asset Detail" or "Investment Details" section
Review each holding (sorted according to their order in the source statement)
Click "Edit" to modify any fields: Symbol, Description, Quantity, Unit Cost, Market Price, or Market Value
You can edit one row at a time
Save changes before selecting another row
Click "Save" to preserve changes or "Cancel" to revert
Uncheck the row selector checkbox for any holdings you don't want to import
Reviewing Parsed Transactions
Click the "Transactions" tab to view parsed transactions
Review each transaction (sorted according to their order in the source statement)
Rows highlighted in red require your attention
Click "Edit" to modify fields: Date, Description, Category, Holding, Account, Quantity, or Amount
You can edit one row at a time
Save changes before selecting another row
Click "Save" to preserve changes or "Cancel" to revert
Uncheck the row selector checkbox for any transactions you don't want to import
Validating Selected Holdings and Transactions
Click "Validate" to check the selected records
The system will not validate unchecked rows
The system validates that all required fields have been specified and erroneous rows corrected
The system compares total quantities for consistency
If there's a discrepancy, you'll receive a warning
If no errors are found, a confirmation message will appear
Click "Next" to proceed to syncing or "Cancel" to return and make changes
Syncing Data into Estateably
Click "Sync" to import all validated holdings and transactions
The system processes the data and confirms when syncing is complete
Click "OK" to return to the Document Upload page
You can validate the next statement or click "Back to file inventory" to review the imported data
Special Handling
Processing Dividend Reinvestments
For dividend reinvestment transactions, the system will ask if the transaction Description reports:
Price per Unit of each additional unit acquired, OR
Total Price paid to acquire the additional units
Select the relevant option and click "Next"
Estateably records dividend reinvestments as two separate transactions:
Dividend Income
Investment Purchase
Trusts: Defining 'Funding Assets' before Data Sync
For Trust matters, the system will ask if any holdings should be classified as "Funding Assets"
If applicable, check the box "There are holdings in this statement that need to be classified as 'Funding Assets'" and click "Next"
Select which holdings should be classified as Funding Assets
Specify the Funding Date for each selected holding
Click "Next" to continue with the data sync