Bank Deposits by Month: How to Build the Table From Your Statements

A shop owner faces a sales-tax audit. A business hurt by the Boyle Heights fire applies for a disaster loan. A self-employed designer applies for a mortgage. Each may need financial records, but the figures and documents requested can differ.

Your bank statements show the deposits that reached each account. They are spread across hundreds of lines, mixed in with transfers, refunds and loans that are not sales at all. This guide shows how to turn those statements into one clean table.

California sales-tax auditors. The California Department of Tax and Fee Administration (CDTFA) audit manual says: "In cases where the taxpayer has maintained a bank account, the bank deposits may be a more accurate source of determining gross receipts than recorded figures." It also says "the bank deposits should be scheduled by months from the bank statements." Then deposits that are not sales come out, for example "loans, redeposits of NSF checks, rental income from real property."

Businesses applying for an SBA disaster loan. The SBA approved a disaster declaration for businesses hurt by the June 2026 Boyle Heights warehouse fire. It covers Kern, Los Angeles, Orange, San Bernardino and Ventura counties. The deadline to apply for an Economic Injury Disaster Loan is May 14, 2027. Check the SBA's current application instructions for the records to provide. The SBA decides who qualifies and how much.

Lenders, for self-employed borrowers. If a lender asks you for 12 or 24 months of bank statements, a month-by-month view helps you see what they will see before they see it.

Before you build the table, know what it can and can't show.

• Transfers between your own accounts look like deposits. Moving $5,000 from savings to checking is not income. It still shows as money in.
• Loans, refunds and bounced-check redeposits can appear as deposits. Check what each payment represents before excluding it from sales.
• Cash you never deposited is not in your bank statements at all.
• Card processors and advances can shrink deposits. If your card processor keeps part of each sale to repay a merchant cash advance, your deposits are already reduced. That payout is smaller than the sales behind it. Keep the processor's settlement records and the advance records alongside your bank statements. If the statement shows only a net payout, it may not show the amount held back. Reconcile that payout with the processor's settlement records.

That is why the table is a worksheet. It shows what reached the bank. Keep the supporting records so the figures can be checked for the purpose requested.

1. Download every bank statement for the months you need, for every account.
2. Make one row per month. Add up every deposit in that month.
3. Go through each deposit. Move transfers from your own accounts, loans, refunds and redeposits into their own columns.
4. Subtract those columns from the total. That is your "deposits left."
5. Next to each month, write the sales you reported. The difference is your gap.

Plan for an evening per year of statements, more if you have several accounts.

LedgerLens has a Deposits by month worksheet that does steps 2 to 5 for you.

Upload your bank statements (PDF, CSV, Excel, OFX, QFX or QBO). You don't connect your bank. Then open Statement list and choose Deposits by month. You get one row per month with:

• Total deposits
• Own-account transfers
• Loans
• Refunds
• Returned or NSF redeposits
• Deposits left
• A box to type the sales you reported, and the gap

How it sorts deposits:

• A deposit goes in Own-account transfers only when another bank statement you uploaded shows a transfer out of the same amount within 3 days. So upload every account, or both sides won't be there.
• A customer payment by Zelle, wire or ACH can carry a transfer label too. If no matching transfer out is found, the deposit is marked "Check: may be a transfer" and stays in deposits left until you decide.
• Loans, refunds and redeposits are set aside when the description says so, for example "loan," "refund" or "redeposit."
• Card statements are left out. Card credits are not bank deposits.
• You can move any deposit to a different column, one at a time.

If a deposit is not a sale and doesn't fit any of those columns, add a note to it in the list so your tax preparer sees why.

Making the worksheet is free on the Starter plan. Downloading its deposits as an Excel file needs Plus: $12 a month or $120 a year.