FreeAgent rental statement: match the agent’s net transfer
Updated · 3 min read
FreeAgent UK’s letting-agent statement workflow creates rental activity in a special account and a transfer to the main bank. When that transfer later appears in the real bank feed, it is not another rent receipt. Use the native rental statement route rather than converting a supported rental PDF into a generic bank CSV first.
The desktop apps export date, description, and amount as CSV. Open CSV in Excel to save an XLSX workbook. Statement support varies: verify the result against your own PDF.
Check the landlord account and access
This route is for an unincorporated landlord account, with the properties set up and level 6 or higher access. Level 4 or 5 access to Files is not permission to complete this import. Other account types or non-agency income need their own supported workflow.
- Open Banking → Bank Accounts. On first use, choose Upload a letting agent rental statement; for an existing rental-statement account use Rental statement transactions → Upload statement.
- Select the authorized statement for this native route. FreeAgent documents PDF, JPEG, JPG and PNG for the task.
- Review the preview’s money in, money out, property and Payments information. Resolve wrong values or dates here: they cannot be edited after final import.
- Only an authorized user should finalize the import and then review and approve the Guess explanations.
- When the bank-side transaction later arrives through a feed or statement upload, review the existing transfer and its account and amount. Match that transfer rather than creating another rent receipt.
FreeAgent’s native rental-statement instructions are the basis for the preview, final-import limitation and transfer reconciliation.
Review the generated explanation and transfer
The documented workflow includes reviewing and approving Guess categories after import. A parsed statement is not proof that its accounting explanations are right. Keep the letting-agent statement and property context with that review.
The payout is money out from the special rental-statement account to the main bank. When a feed or statement upload brings in that bank-side transaction, match the existing transfer instead of creating a second rental receipt. Check the actual amount and account, not merely a similar date.
The fictional rental exercise contains 1,000 rent, 100 agent fees and a 900 transfer. The later 900 bank credit is the other side of that transfer. Counting 1,000 plus 900 as rental receipts duplicates the cash movement’s explanation. The reference checks illustrate this distinction; no FreeAgent import, Guess approval or accounting posting was executed.
| Fictional component or observation | Amount | Explanation |
|---|---|---|
| Rent in the rental-statement account | +1,000 | Rental receipt in the example |
| Agent fee in that account | −100 | Separate expense component |
| Transfer from rental account to main bank | 900 | Movement between the example accounts |
| Later main-bank credit | +900 | Bank side of that same transfer |
The example uses one unspecified currency. Rent less fee is 900. Adding the bank-side 900 as new rent would report 1,900 of rent instead of the stipulated 1,000; it would not explain an additional payment. No tax classification or FreeAgent posting is established by these figures.
Use the right tool for the source
LocalExtract exports one PDF to date,description,amount CSV; it does not extract FreeAgent property allocations or create rental-account transfers. For supported letting-agent statements, FreeAgent’s native preview is the relevant route. Hold unclear properties, dates or transfer matches for authorized review. For ordinary bank files outside this rental workflow, consult the existing FreeAgent bank-upload guides.
For a PDF-only bank source, download LocalExtract. It processes one PDF locally to date,description,amount CSV; it does not access platform accounts or synchronize accounting records.
Official sources and scope
Documentation checked October 16, 2026. Official reference 1 — freeagent-rental
LocalExtract Team
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