Commerce Bank statement to QuickBooks or Xero: QBO, OFX and CSV downloads, seven years of PDF statements and tie-out

Commerce Bank, whose deposit agreement covers Missouri, Kansas, Illinois, Oklahoma, Colorado and several other states, publishes a Small Business Online Banking FAQ, online banking terms and conditions, a deposit agreement and a small business fee schedule on its website (Commerce Bank: Small Business Online Banking FAQ). Here's what those documents say, and don't, about getting a business account's history into QuickBooks or Xero. This guide covers Commerce Bank's Small Business Online Banking at commercebank.com only. Corporate clients on Commerce Connections, Commerce's separate cash management portal (Commerce Bank: Corporate Online Banking), should ask their treasury contact about exports. It isn't The Commerce Bank Northwest, a division of Zions Bancorporation; for that, see Zions Bank statement to QuickBooks or Xero.

What Commerce Bank gives you

• Downloads in four formats. The FAQ says to download transactions you choose Accounts, then Download Transactions, select the account, the From and To dates and the Download To type, then Download. The types listed are Money (.OFX), QuickBooks (.QBO), Quicken (.QFX) and Comma Separated (.CSV) (Commerce Bank: Small Business Online Banking FAQ).
• Six months of history free, more for a fee. The same FAQ says transaction history is available for up to 24 months. Six months are free for all accounts; 12 months are free for Small Business Options Checking and $5.95 a year for other account types; 24 months are $9.95 a year for all account types, renewed each year. You sign up under the Customer Service tab (Commerce Bank: Small Business Online Banking FAQ).
• PDF statements kept online for seven years. The Online Banking Terms and Conditions say electronic statements remain available online for seven years for eligible deposit accounts and five years for eligible credit accounts, that you may print them or download them to your own system, and that they are provided as PDF files (Commerce Bank: Online Banking Terms and Conditions). The Paperless Statement FAQs say a paperless statement contains the same information as a paper one (Commerce Bank: Paperless Statement FAQs). To view one, the business FAQ says to go to the Accounts section, choose Statements, then pick the account and statement period from the drop-down lists (Commerce Bank).
• Accounting software access through Quicken or QuickBooks. The Small Business Online and Mobile Banking page says you can automatically sync with your accounting software, Quicken and QuickBooks, with a note that additional fees may apply (Commerce Bank: Small Business Online and Mobile Banking). The Online Banking page describes accessing Online Banking through a financial management tool like QuickBooks or Quicken (Commerce Bank: Online Banking).
• Exports from the app. The Mobile Banking page says you can view and share up to seven years of statements and export data in multiple formats to integrate with your accounting software (Commerce Bank: Mobile Banking).

Before you start

• Don't use the client's sign-in. The terms and conditions say you agree not to disclose the Password, or other means to access the service, or otherwise make it available to anyone else, and that if you permit any other person to use the service or your Password you have authorized that person and are solely responsible for any transactions they initiate (Commerce Bank: Online Banking Terms and Conditions).
• Ask for a Sub-user with customized access. Appendix 1 of the terms, the Small Business Online Banking Statement of Understanding, says each business has one designated Administrator, who must be an authorized signer on the signature card, and that the Administrator may grant online access to Sub-users, giving the example of a CPA or office manager. Access is either Full Access, meaning every capability the Administrator has, or Customized Access, with limited capabilities set by the Administrator. It recommends Administrators review Sub-user access periodically, and says each ID and Password is tied to the individual and should be kept confidential (Commerce Bank: Online Banking Terms and Conditions). Ask the client's Administrator for Customized Access with no payments or transfers, and to confirm it includes statements and downloads.
• Profile linking isn't a way in. The Profile Switching page says profiles stay separate, that linking needs approval from the other profile and works one way, and that Commerce Connections profiles can't be linked (Commerce Bank: Profile Switching). The Small Business Online and Mobile Banking page's disclosure says linking authorizes the other profile, and that its transactions are treated as authorized by you (Commerce Bank). Use a Sub-user instead.
• Keep questions out of email. Commerce's business pages say that to send an email containing confidential information you should use its Secure Message Center, and the FAQ says not to include sensitive information in unsecured email (Commerce Bank: Small Business Online Banking FAQ). Have the client ask the questions below through a secure message, not by forwarding statements or sign-ins to you.

Where Commerce's documents need checking

• Free online banking, paid software access. The FAQ says Online Banking through the Internet is free for myBusiness Checking, myBusiness Select Checking and Small Business Options Checking, but Online Banking through Quicken or QuickBooks is $10 per month per Tax ID, including 8 sessions, then $1.00 for each additional session (Commerce Bank: Small Business Online Banking FAQ). The enrollment form for that service is a paper form you print, sign and return to your banker, and it authorizes Commerce to debit the monthly service charges until the service is cancelled (Commerce Bank: Online Banking for Business through Quicken or QuickBooks enrollment form). The marketing page's automatic sync line only says additional fees may apply. None of the pages we read say whether downloading a .QBO file from the website counts as a paid session; ask before the client signs up for anything.
• Seven years of statements, but how many months of check images? The business FAQ lists viewing up to 7 years of statements and checks from the last six months (Commerce Bank: Small Business Online Banking FAQ). Commerce's Statement Options page, in its personal banking section, says check images can be viewed for up to 24 months (Commerce Bank: Statement Options). For a catch-up, assume six months for business checks until the client confirms, and save check images you need now.
• Downloads reach back two years at most. PDF statements go back seven years, but the download history tops out at 24 months, and only six are free (Commerce Bank: Small Business Online Banking FAQ). For anything older than the client's history tier, the PDF statement is the only source.
• Two review windows. The terms and conditions say that for business accounts you must contact Commerce on discovery of an error or within 14 calendar days after receiving the first statement with a discrepancy, whichever is earlier, or Commerce has no obligation to pay interest or otherwise compensate you, and that Commerce has no liability for an unauthorized transaction you don't report within 30 calendar days (Commerce Bank: Online Banking Terms and Conditions). The Deposit Agreement and Disclosures, effective June 2026, say disputes not involving an electronic funds transfer must be reported in writing no later than 30 days after the statement is made available, that you're deemed to receive a statement five business days after its date, and that missing that window precludes recovering any amounts (Commerce Bank: Deposit Agreement and Disclosures). Plan to the shorter one: tie out each month within two weeks of the statement.
• The software pages are dated. The online banking terms page carries a revision date of 03/2013 and still describes Microsoft Money and PC Banking, and the FAQ lists Internet Explorer 8 among supported browsers and QuickBooks for Windows 2009 or later as the supported QuickBooks version (Commerce Bank, Commerce Bank). Treat version details as a guide and check what the client sees on screen.
• Bookkeeping apps that use the client's sign-in. The FAQ says third-party providers that use Online Banking credentials to access account information may not properly connect, and asks customers to report the provider, what it's used for, such as bookkeeping or budgeting, and when the issue began, so Commerce can contact the provider (Commerce Bank: Small Business Online Banking FAQ). If a feed stops, fall back to downloads or statements for the gap.

What Commerce's documents don't say

• QuickBooks Online. The FAQ and enrollment form name QuickBooks for Windows and a .QBO download, but none of the pages we read mention QuickBooks Online or say whether it connects to Commerce directly.
• Xero. Commerce's pages don't mention it.
• Which columns the CSV download contains, and whether amounts come as one signed column or separate debit and credit columns.
• Whether a download date range is limited beyond the history tier, and whether the free six months count back from today or from the last statement.
• Whether the seven years of PDF statements includes months from before the client enrolled in Online Banking or switched to paperless.
• Which capabilities a Customized Access Sub-user can be limited to, for example statements and downloads only.

Older months and fees

The Small Business Checking fee schedule lists Small Business Online Banking and paperless statements as free, paper statements at $5 a month, an additional statement at $7 each, check copies at $3.50 per item, and account research at $25 per hour with a $12.50 minimum (Commerce Bank: Small Business Checking Fee Schedule). The terms say you can request a paper copy of any statement through Online Banking's Customer Service menu and that charges may apply (Commerce Bank). With seven years online, most catch-ups won't need copies, but for a month that isn't on screen, have the client ask what a copy costs and how long it takes before ordering. Buying 24 months of transaction history at $9.95 a year may be cheaper than converting statements for the second year, but check every downloaded month against its statement either way.

Clauses worth telling the client about

The Statement of Understanding says replacing the Administrator means signing new signature cards, after which the existing Administrator's credentials and the business's Online Banking enrollment are cancelled and the new Administrator has to enroll again (Commerce Bank: Online Banking Terms and Conditions). Any Sub-user set up for you would go with it, so download what you need before an ownership or signer change. The Deposit Agreement says Commerce may choose not to send a statement when an account has no activity for one statement period, and that accounts inactive for 12 months are deemed dormant (Commerce Bank: Deposit Agreement and Disclosures); the fee schedule lists a dormant account fee of $8 a month (Commerce Bank). A missing month on a quiet account may simply have had no statement, so confirm before you chase it. The terms also say electronic statements are your duty to retrieve even if the email reminder fails (Commerce Bank). A monthly tie-out supports that review; it doesn't replace it.

Which route for which months

• Going forward: a monthly .QBO, OFX or CSV download for the statement period, or the paid Quicken or QuickBooks service if the client already has it, starting after the last month you've imported.
• The last six months: downloads, free on every account, one statement period at a time, checked against the statement.
• Six to 24 months back: downloads if the client already pays for 12 or 24 months of history, or Small Business Options Checking includes 12; otherwise the PDF statements.
• Older than the history tier, Xero, or an account about to close: the PDF statements, downloaded and saved now.
• Anything older than seven years: the client's paper statements, or copies from the bank, priced first.

QuickBooks Online

• Intuit's manual upload takes a PDF or image statement in English, or a QBO, QFX or CSV file. A list file must be 350 KB or less, with 3 columns (Date, Description, Amount) or 4 (Date, Description, Credit, Debit), up to 1,000 lines per upload (Intuit: manually upload transactions into QuickBooks Online, updated Aug 24, 2026). Intuit says the file should start at least one day before your oldest QuickBooks transaction in that account (Intuit). If a feed already brought in some of a month, upload only the dates it missed, or see duplicate transactions after a bank upload.
• Commerce's .QBO download fits that upload directly. Commerce doesn't document CSV columns, so open any CSV first and cut it down to Date, Description and Amount (or Credit and Debit) before uploading; see QuickBooks CSV date format and column errors.
• To connect an account, Intuit's steps are in Intuit: connect bank and credit card accounts to QuickBooks Online. Let the client sign in for that step.
• For QuickBooks Desktop, Intuit describes Web Connect as a .QBO file you download from your bank and import (Intuit: set up bank accounts for Bank Feeds in QuickBooks Desktop), and says you can't download the same transactions into a company file more than once, and once you delete downloaded transactions you can't download them again (Intuit: download bank feed transactions in QuickBooks Desktop, updated Aug 5, 2026). Set each Commerce download's From and To dates to one statement period so ranges don't overlap. Back up the company file before you import anything; for months with only a PDF, see can QuickBooks Desktop import a PDF bank statement.

Xero

• Commerce Bank is on Xero's US list of banks with validated PDF extraction (checked 27 Oct 2026), so high-quality results are likely, but Xero says it validates selected statement types and recommends OFX over PDF when your bank offers it. Commerce's Money (.OFX) download is that option for months inside the client's history tier. Xero's PDF import is for US and Canada organizations, not the Xero Ledger plan; files must be English, 35 MB or less, up to 100 pages, at least 200 DPI, not password protected, one file per bank account (Xero Central: import a PDF bank statement). Import each account's statements separately and check every imported month against the statement.
• If you build a CSV instead, Xero needs at least Date and Amount, with money in positive and money out negative in one column, and no opening or closing balance columns (Xero Central: import a bank statement in CSV format).
• Xero treats lines matching ones already in Xero as duplicates and won't import them (Xero Central), but don't rely on that; import only the months the account doesn't already have.

More detail: how to import bank statements into Xero from a PDF and closed bank account statements into QuickBooks or Xero.

Tie out each month before you import

1. Opening balance + deposits − withdrawals = closing balance on the Commerce statement, to the cent.
2. Chain the months: each closing balance equals the next statement's opening balance. If a month is missing on a quiet account, check whether a statement was issued at all.
3. Sum the file's or feed's lines for the statement period and compare them with the statement's net change. A difference usually means a missing transaction type, a download date range off by a day, or pending items that hadn't posted when you downloaded.
4. Spot-check the first and last days of the period and the largest few items against the PDF, using the check images for any check that doesn't match.

The full method is in check a bank statement PDF is complete before you import it. Our free tie-out checker runs in your browser and shows the row where a CSV stops balancing. Then reconcile one statement at a time, oldest first; if QuickBooks says the beginning balance is off, see beginning balance doesn't match.

Client also banks with nbkc? See nbkc bank statement to QuickBooks or Xero. Or Prosperity Bank? See Prosperity Bank statement to QuickBooks or Xero.

Where LedgerReady fits

For Commerce, downloads cover six months free and 24 at most, check images may only reach back six months, accounting software access is a paid add-on, and nothing we read mentions QuickBooks Online or Xero, so the PDF statements, kept online for seven years, are the record for older months, Xero and an account about to close. If you'd rather not convert and check each month yourself, LedgerReady turns digital statement PDFs into a QBO file, a Xero CSV, a plain CSV and a tie-out sheet showing every month matches its opening and closing balance. It costs $15 per statement-month, and we aim to deliver within 12 hours. Tie-out guarantee: if the output doesn't reconcile to the statement's opening and closing balances and we can't fix it, you don't pay for that statement.

Bank menus change; labels here were accurate to our knowledge in Oct 2026, so check your bank's help pages if something differs.