Got a credit note from a supplier? Upload it to Apron and we'll handle the rest. We'll extract the details, publish it to your accounting software, and automatically sync any changes back to your payment list. This means you'll always see the correct amounts due and never overpay suppliers.
How credit notes work with Apron
Capture in Apron: Upload or forward the credit note into Apron.
Publish to your accounting app: Apron extracts the details and publishes the credit note into Xero or QuickBooks.
Allocate in your accounting app: Apply the credit note against the relevant invoice in Xero or QuickBooks. (This step cannot be done in Apron.)
Updated balances in Apron: Apron continuously syncs invoice values, so you'll see the reduced amount due when scheduling payments to your supplier.
What you'll see in Apron after allocation
If the credit note fully clears an invoice
The invoice balance becomes £0 in your accounting app, and the invoice will no longer appear in Apron. This means you won't accidentally overpay a supplier.
If the credit note only reduces part of an invoice
The invoice will still appear in Apron, showing the remaining balance due. You'll know exactly how much is left to pay. This ensures your payment list in Apron always reflects the true amounts you owe suppliers.
What's important to know
Allocation is not done in Apron – You must allocate credit notes to invoices directly in your accounting app. Apron will then sync the updated balances.
Negative totals won't publish – If you see a minus sign under the Total amount field when reviewing a credit note in Apron, it won't publish. Remove the minus sign, then publish again.
How to allocate credit notes in your accounting app
Once you've published a credit note from Apron, here's how to allocate it:
In Xero
Go to Business > Bills to Pay.
Select the invoice you want to apply the credit note to (in Awaiting Payment).
Open the invoice and choose Allocate Credit Note.
Choose the relevant credit note and apply it.
The invoice balance will be reduced by the credit value, and Apron will show the updated balance.
In QuickBooks
Go to Expenses > Bills.
Select the bill you want to apply the credit note to.
Click Make Payment.
In the Credits section, select the credit note.
Ensure the Amount field displays 0.00 – this would mean that you only allocate the credit note to the bill, without also making a payment for the remaining bill amount.
Click Save, and the invoice balance will be reduced by the credit value, and Apron will show the updated balance.