Credit Card Statements With Multiple Cardholders
How DocuClipper handles a credit card statement with several cards or cardholders: the Cardholder column on every transaction, when each card becomes its own account, and how to download the transactions by card.
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Business and corporate credit card statements often hold several cards: one per employee or authorized user. DocuClipper tells you which card each transaction belongs to with a Cardholder column, and keeps the statement's balances and totals exactly as printed.
What is the Cardholder column?
When a credit card statement lists each card's transactions under the cardholder's name or the card's number, DocuClipper fills a Cardholder column on every transaction with the cardholder's name and the last four digits of their card, for example JANE DOE x1234.
Most business card statements print their cards this way, including Chase, American Express, Capital One, Bank of America business, Citi, Citizens, Truist and Synovus card statements.
- The column appears on the project's Transactions tab, after Check Number. Click its header to sort by card, or type a name in the filter box under the header to see one card's transactions.
- Transactions that belong to the account rather than to one card, such as your payments to the card account, account fees and interest, have an empty Cardholder cell.
- The Cardholder column appears only on statements with two or more cards, so your other statements look the same as before.
The cards stay in one account, so the statement's opening balance, closing balance and totals still reconcile as printed.
When does each card become its own account?
When the statement lists each card's transactions under that card's own card number, with the card's own totals and balance, DocuClipper also reads each card as its own account. Corporate card statements that print a full section per cardholder (for example Elan corporate card statements) work this way.
Open the project's Transactions tab and use the Account selector (labeled Account (N available)) to switch between the cards. Each card appears under its card number.
How do I download the transactions by card?
Click Download Data in the top-right of the transactions view, then pick the output format:
| Output Format | What you get on a statement with several cards |
|---|---|
| Excel (CSV or XLSX) with All (all columns) or Basic - date, description, amount | One file holding every card, with a cardholder column right after the account column. Filter or sort that column in Excel to work card by card. |
| Excel with your own custom format | Add the Cardholder field to the format to get the column. |
| QuickBooks (Web Connect), QFX, OFX | When each card is its own account, Download separate files for each account (ticked by default) gives a ZIP with one file per card. |
| Xero CSV, Sage, MYOB, Relate, NetSuite, IIF, QIF | One file holding every card, in the format's own fixed columns. |
See Downloading Bank Transactions for every option in the download dialog.
FAQs
Can DocuClipper add the cardholder's name to each transaction?
Yes. On a statement that lists each card's transactions under the cardholder's name or card number, the Cardholder column shows each transaction's cardholder and card ending on the Transactions tab and in Excel downloads. You do not need a custom template for it.
Why are all my cards in one account?
Your statement prints every card's transactions inside one card account with one balance, so DocuClipper keeps them in one account and labels each transaction with its cardholder. That keeps the account reconciled to the statement's own balances.
Why is the Cardholder column empty for some transactions?
Those transactions belong to the whole account, not to one card: payments to the card account, account fees and interest charges.
The Cardholder column is missing or wrong on my statement. What do I do?
Contact our support team from the in-app chat and name the job. We will look at the statement.
Can I download each card as a separate QuickBooks file?
Yes, when each card is its own account. Choose QuickBooks (Web Connect), QFX or OFX and keep Download separate files for each account ticked. Extract the ZIP before importing.