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Reconcile with QuickBooks

Learn how reconciliation works between Apron and QuickBooks, including automatic matching and manual steps you might need to take.

Marianna avatar
Written by Marianna
Updated over 2 weeks ago

Reconciliation involves matching your bank transactions with the corresponding bills in QuickBooks to ensure everything adds up correctly. When you process payments in Apron, we automatically create corresponding batch payments in QuickBooks for each supplier in your payrun. Each payment is linked to the relevant bill(s) in QuickBooks.

How Apron helps QuickBooks match your payments

For every bill included in a payrun, Apron populates the bill's Reference Number field in QuickBooks with your Apron Payrun Reference.

This payrun reference is what allows you to identify the bills associated with a payment as you reconcile.

Automatic matching

The payrun reference we populate as the bill’s reference number allows QuickBooks to instantly suggest the correct bills when you're reconciling a bank transaction.

When you open a bank transaction in QuickBooks, the matching bills will appear as 'Match Found' so you can confirm them in just a couple of clicks.

Automatic matching will work when:

  • All bills in the payrun are in GBP (home currency)

  • The payment amount in your bank transaction exactly matches the total of the linked bills

When you'll need to reconcile manually

There are two cases where QuickBooks can't automatically match payments and bills, and you'll need to reconcile manually:

Amount Mismatch – If the bank transfer amount is different from the total of the bills in the payrun, QuickBooks won't suggest an automatic match.

Non-GBP (International) Bills – QuickBooks doesn't allow us to populate the bill's reference number for foreign currency bills. This is a known limitation in QuickBooks.

Steps for manual reconciliation

When you need to reconcile manually:

  • Go to Transactions > Bank Transactions in QuickBooks

  • Find your Apron payment transaction

  • Click Find & Match

  • Search for bills using your payrun reference

  • Select the relevant bills until the total matches your bank transaction amount

  • Mark them as reconciled

Common issues and solutions

If reconciliation isn't working smoothly:

  • Check your Apron integration is still connected to QuickBooks

  • Ensure you haven't changed payment amounts in QuickBooks after creating the payment in Apron

  • Set up bank feeds for all payment methods you use with Apron

Need help? If you're experiencing reconciliation issues, get in touch via the in-app chat, and we'll help you sort it out.

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