The Invoice capture feature at Apron automatically extracts key details from documents like bills, personal expenses, and sales invoices. Here’s a simple guide on setting it up and getting started.
Setting up Invoice capture
To get started with Capture, follow these easy steps:
Go to the Bookkeeping section – either Purchases or Sales – after creating your account or adding a new client.
Click the ‘Get started’ button.
Choose whether you'd like to:
Connect your accounting app (Xero or QuickBooks)
Use Capture without an accounting app.
Connecting your accounting app
If you connect Xero or QuickBooks, you can:
Sync your bills, contacts, categories, and tax rates.
Publish documents directly from Apron to your accounting app.
Check how to manage the accounting app connection in our article: How do I connect Apron to Xero / QuickBooks?
Using Capture without an accounting app
If you don’t use Xero or QuickBooks, you can still use Capture. You won’t be able to sync categories or tax rates, but you can manually set them up in the Lists section. You’ll also be able to capture documents and export them as CSV files.
How Invoice capture works
Once you're set up, capturing documents is quick and easy. Here’s how it works:
1. Upload your document
Snap a picture of your document and upload it via:
WhatsApp
Email
The Apron mobile app
Drag-and-drop
For more details on uploading, check our article: How can I upload a document (bill/receipt/credit note) to Apron?.
2. Automatic data extraction
Once uploaded, Apron will automatically extract key details from your document, such as:
Supplier or customer details
Reference number
Issue and due dates
Tax amount, line items, and total amount
3. Review and edit
You can review and update the extracted data if needed. You can also set up customer and supplier rules to automate the process further. For more information on setting up rules, check our article: How do I set up customer/supplier rules?.
4. Publish or export the documents
Once your document is ready to go, you have two options:
Publish to your accounting app – Select the document(s) from the Bookkeeping - Inbox section and click ‘Publish’ (this option is only available if you have a linked Xero or QuickBooks account).
Export to spreadsheets – Select the document(s) from the Bookkeeping - Inbox section and click ‘Export’. The detailed instructions can be found in our article: Exporting documents.
Once a purchase document is published or marked as ‘Ready to export,’ it will appear in your Pay section, where you can process payments.
Need more help or want a demo of how Invoice Capture works? Don’t hesitate to book a call with our team, who will be happy to meet with you via an online meeting.