Proper transaction assignment ensures that the right people handle the right transactions, speeding up the documentation process and maintaining accountability. When everyone knows their role, errors are kept to a minimum.
Assigning transactions to team members
You can assign any number of transactions to team members with complete flexibility. From Home > Missing documents, select the transactions you want to cover, then choose whether to assign them all to one team member or distribute them across several people. Click Assign transactions to confirm.
Assigning a transaction doesn't notify anyone on its own. To chase the paperwork, use the Request option for one or multiple documents. See Request missing documents from your team for how the request flow works.
Assignment strategies
Consider these approaches for best-practice assignment:
By transaction type – assign travel expenses to frequent travellers, office expenses to administrators, and project expenses to project managers.
By time period – assign transactions by month or week to spread the workload evenly.
By expertise – assign transactions to people most familiar with specific suppliers or expense types.
Notification process
Notifications are never sent automatically. Your team only hears from Apron when you decide to send a request.
When you're ready to chase, open Missing documents, select all the transactions you want to chase and click "Request".
For the full step-by-step, see Request missing documents from your team.
Changing assignments
You can change assignments at any time. Go to Home > Missing documents, click a transaction to open its details, then under Assigned to, click on "No assignee" to unassign them, or pick a different team member to reassign the transaction. You can also edit the assignment directly from the table view.
Managing assignee responses
Assignees can respond by uploading supporting documents or by adding an explanatory comment, for example, 'Receipt lost' or 'Staff entertainment'.
When a document is uploaded, the task is automatically marked as Completed. Assignees can also manually select Mark as done if a document isn't needed. You'll receive an email notification when an assignee responds, so you can review and process it promptly.
Checking the transaction details
Click on a specific transaction under the Missing documents to see its details and activity log. The activity log shows when the request was last sent and by whom.
Best practices
Assign transactions promptly to maintain momentum. Use clear assignment criteria to ensure consistency. Provide guidance to team members (assignees) about expectations, and review completed assignments quickly to keep your team engaged.
Regular assignment reviews help identify patterns and improve your process over time.
What do we mean by an assignment review? Simply ask the team member about their experience navigating Apron and whether they need any further help.