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. Select multiple transactions from the Unreconciled transactions section, choose to assign all transactions to one team member, or distribute them among several people, then click Assign transactions to send notifications to the selected assignees.
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
Once you assign a transaction, assignees receive email notifications with direct links to access their assigned items. The notifications include transaction details and clear instructions for providing supporting documentation (so you don’t need to waste time explaining). Weekly reminders ensure outstanding transactions don't get forgotten.
Changing assignments
You can easily modify transaction assignments as needed. Go to Bookkeeping > Unreconciled transactions, click on the selected transaction to view current assignment details, then under Assigned to, click on the current assignee's name to unassign them, or select a different team member's name to reassign the transaction.
Managing assignee responses
Assignees can respond to assignments by uploading supporting documents or by adding explanatory comments like 'Receipt lost' or 'Staff entertainment'.
When documents are uploaded, tasks are automatically marked as Completed, or assignees can manually select Mark as done. You receive email notifications when assignees respond, allowing prompt review and processing.
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.