Set up your credit card for payments

Setting up cards in Apron is straightforward, but the way you configure them depends on whether they're for business or personal use. Here's everything you need to know about adding cards and avoiding common setup issues.

Personal cards are typically used for director's expenses or personal business costs. In accounting terms, these should be set up as Current Liability accounts (often called Director's Loan accounts) since they represent money the business owes back to the individual.

Commercial cards are used for business expenses and should be set up as Credit Card accounts in your accounting software. These integrate smoothly with your business accounting and make reconciliation simple.

You've got two ways to get your cards into Apron:

Add manually in Apron – Enter your card details directly when creating a payment. This creates the necessary accounts automatically. To do that, click on + Add credit card when creating a new payment and choose Add manually.

Sync from Xero or QuickBooks – If you've already set up the card in your accounting software, just sync it across to Apron. This ensures everything matches up perfectly for reconciliation. You can do that when choosing the payment method on the new payment review screen. Simply click on + Add credit card, and choose Sync from QuickBooks/Xero.

Commercial credit cards work best when you set them up as separate Credit Card accounts in Xero first, then sync them to Apron. This keeps your accounting tidy and reconciliation smooth.

Personal credit cards can be added manually in Apron, which automatically creates a Current Liability account for tracking what the business owes you.

Commercial credit cards can be added manually or synced from QuickBooks Online if they're already set up there.

Personal credit cards can be added manually, though this might cause reconciliation hiccups. Setting them up properly in QuickBooks first usually prevents issues.