When you pay bills through Apron, we create batch payments in QuickBooks that need to be reconciled with your bank transactions. Here's how the process works and what you need to do.
How reconciliation works in QuickBooks
The process involves matching bank feed transactions with QuickBooks ledger entries. It's essential for ensuring accuracy and verifying that all recorded transactions align with actual bank activity.
When you process payments through Apron, we create batch payments in QuickBooks based on the suppliers in your payment run. These transactions will need to be matched with the bank transaction (the transfer your company sent to Apron for funding).
Steps for reconciliation in QuickBooks
Go to Transactions > Bank Transactions > Reconcile
Select the bank account to reconcile
Match bank transactions with QuickBooks entries and mark them as reconciled
When automatic reconciliation works
Apron automatic reconciliation only applies if the pay run includes invoices paid to one supplier (regardless of the payrun currency). In this case, you'll simply need to match the bank transaction with the batch payment we've created.
When manual reconciliation is required
Multiple suppliers in one payrun: If your payrun includes bills from more than one supplier, you'll need to manually find and select the transactions. QuickBooks only allows batching bills of the same supplier, so if there's more than one supplier in your Apron payrun, you'll always need to use Find & Match, whatever the currency.
Large payments to single suppliers: If one supplier has more than 30 bills in a payrun, it will be split into separate batches in QuickBooks due to the 30-bill batching limit.
Example:
Payrun included 50 bills for the same supplier
Apron creates 2 batch payments in QuickBooks – one for 30 bills, another for 20 bills
You'll need to use Find & Match to select both batches that correspond to your bank transaction
Multi-supplier payment reconciliation
When your payrun includes multiple suppliers:
Click Find & Match
Search for the individual batch payments by supplier
Select all the relevant batches until the total matches your bank transaction amount
Mark as reconciled
Common reconciliation issues
If things don't match up:
Bank feeds not connected for new accounts
Payment amounts changed after creating in Apron
Manual changes made in QuickBooks
Apron connection disconnected
Quick fixes
Check your Apron integration is still connected
Set up bank feeds for new payment methods
Don't change payment amounts in QuickBooks after creating in Apron
Contact us if reconciliation stops working
Need help? If you're experiencing reconciliation issues, get in touch via the in-app chat and we'll help you sort it out.