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.