How Apron and your accounting software work together
When you pay through Apron, two things happen in parallel:
Money leaves your payment method – whether you paid by bank transfer, Open Banking, or card, it appears as a line in your bank feed. This line typically shows "Apron Payments Ltd" and a payment reference (e.g. winter2585). Your bank or card provider controls this record, not Apron.
Apron posts a payment record to your accounting software – this marks the relevant invoices as paid and creates a transaction in your ledger. For batch payments, this often appears as a single transaction covering multiple invoices.
Reconciliation is the step where you connect these two records: the bank feed line on one side, and the accounting transaction on the other. When they're matched, your books reflect both that money left the account and what it was for.
What Apron does automatically
After a successful payment, Apron posts a payment record to your accounting software that marks invoices as paid. In most cases, your accounting software will then suggest a match between the bank feed line and that payment record automatically.
For platform-specific details on how this works and what to do when manual matching is needed, see Reconcile with Xero or Reconcile with QuickBooks.
When something isn't matching up
If you've paid through Apron but can't reconcile the payment in your accounting software, we recommend following these checks in order.
1. Confirm the bank feed line is there
Look for a line in your bank feed matching the payrun total, usually showing "Apron Payments Ltd" and a payment reference. If you can't see it, the problem is happening before the reconciliation step. Check that your bank feed is connected and up to date for the payment method you used to fund the payment.
2. Check whether your invoices are marked as paid
Open the invoices in your accounting software. If they're marked as paid, the accounting transaction exists – skip to step 4. If they still show as unpaid, continue to step 3.
3. Check Apron for a posting error
In Apron, open the payment and look at the accounting sync status. If Apron shows an error posting to your accounting software, follow our guide:Fixing invoices that aren't automatically marked as paid.
4. Find and match the accounting transaction
If your invoices are marked as paid, the accounting transaction exists in your accounting software. You just need to locate it and match it to the bank feed line.
Start by searching for the transaction using your Apron payrun reference - your accounting software will often suggest the match automatically.
5. If you can't find the accounting transaction
If the invoices are marked as paid but you can't locate the accounting transaction in the reconciliation screen, it may already be reconciled to a different bank feed line. Accounting transactions that have already been reconciled don't always appear in search results.
In that case, start from the invoices themselves. Find one of the invoices that was marked as paid, then navigate to the payment that was applied to it. From there, you can see the accounting transaction and check what bank feed line it's currently reconciled against. That will tell you what needs to be corrected so you can match it to the right line.
If you're still stuck, get in touch via the in-app chat and we'll help you track it down.