When you pay bills through Apron, we create batch payments in Xero for reconciliation with your bank transactions. Here's how the process works and what you need to do.
How reconciliation works in Xero
Reconciliation in Xero involves matching bank feed transactions with bills or available invoices (Xero transactions). The goal is to always have all bank transactions justified and what they refer to explained.
When you process payments to recipients via Apron, we create a batch payment in Xero that reflects the value of the payment run (the total of all bills paid). This transaction will appear on the right side of the reconciliation screen, whilst the bank transaction (the transfer your company sent to Apron for funding) will appear on the left side.
Steps for reconciliation in Xero
Go to Accounting > Bank Accounts, then click on Reconcile X Items next to the account that needs reconciling
Xero will suggest matches automatically when transactions appear similar (same date and amount)
If a suggestion is accurate, click the OK button to reconcile
If there's no direct match, you can manually search for the correct transaction or create a new entry
When a transaction has multiple parts (multiple invoices) or needs more specific matching, the Find and Match feature allows you to select multiple transactions that add up to the bank transaction amount
Simple reconciliation for same-currency payments
After bills are paid through Apron, the only action you'll need to take is to click OK to complete the reconciliation. This automatic reconciliation only applies if the pay run is in the same currency as all the bills paid within it (GBP bills paid in the GBP-funded payrun, USD bills paid in the USD-funded payrun).
Large payment runs (over 200 invoices)
If your payrun includes more than 200 invoices, we'll create multiple batch transactions in Xero that will require similar reconciliation.
Example:
Payrun included 350 invoices, all paid in Apron (total £35,000)
Apron creates 2 batch transactions in Xero (right side of the screen) – one for 200 invoices, another for 150 invoices
You need to match the bank statement transaction (£35,000) with both batches
Multi-currency payment reconciliation
If your pay run includes invoices in other currencies, you'll need to reconcile manually:
Click Find & Match
Search for the bills by payrun reference
Select the bills until the bank transaction amount on the left matches the value of the paid invoices on the right
Click OK to complete the reconciliation
Payroll payment reconciliation
If you're also processing payroll payments with Apron, you'll need to reconcile these manually. Payroll payments are processed by manually uploading a file, meaning there's no reference in Xero showing who received which transfer.
Common reconciliation issues
If things don't match up:
Bank feeds not connected for new accounts
Payment amounts changed after creating a payment in Apron
Manual changes made in Xero
A disconnection of your Apron account
Quick fixes
Check your Apron integration is still connected
Set up bank feeds for new payment methods
Don't change payment amounts in Xero after creating in Apron
Contact us if reconciliation stops working
Best practices for smooth reconciliation
Keep your Apron connection active
Set up bank feeds for all payment methods
Avoid modifying synced bills in Xero
Check reconciliation monthly
Review unmatched transactions regularly
Need help? If you're experiencing reconciliation issues, get in touch via the in-app chat, and we'll help you sort it out.