How it works
Once a transaction is made on your Apron Card, it'll appear in the Expenses section under the Card transactions tab in the web app, and on the cardholder's home screen in the mobile app. At this point, the transaction will have a ‘Missing receipt’ status.
To complete reconciliation, you'll need to attach a receipt and publish it to your accounting software.
Uploading receipts
The best way to attach a receipt is directly to the transaction. Tap the transaction in the mobile app or click it in the web app, then upload the receipt straight to it. The status will update to ‘Uploaded’.
You can also upload receipts to Apron via the mobile app, web app, WhatsApp, or email without linking them to a specific transaction first. In these cases, Apron will suggest a match if the receipt data lines up with an existing transaction. You'll see this suggestion in the Payment section when you open the document in your Inbox.
For a full overview of upload methods, see: Link receipts to Apron Card transactions.
The reconciliation flow
Here's how the full flow works once a receipt is uploaded:
Review the receipt in your Inbox – Whenever a receipt is uploaded (whether directly to a transaction or not), it lands in your Inbox. Open the document and go to the ‘Payment’ section to see the matched transaction. From here you can View transaction or Unmatch it if needed.
Publish to your accounting software – Once you're happy, publish the document from the Inbox. This is a required step before anything appears in your accounting software. Once published, the matched payment can no longer be unmatched in Apron.
Reconcile – After publishing, the transaction will be ready to reconcile in your accounting software. For more detail on this last step, see Reconcile with Xero or Reconcile with QuickBooks.
Syncing transactions to your accounting software
How transactions reach your accounting software depends on which platform you use:
Xero – Card transactions sync automatically to Xero, so they'll already be there when you publish your receipt
QuickBooks – Transactions need to be exported manually from the Expenses section in Apron and uploaded to QuickBooks.
See Export Apron Card transactions to Xero/QuickBooks Online for step-by-step guidance
Transaction statuses
Each card transaction in Apron will show one of the following statuses:
Missing – No document has been attached yet. The cardholder will receive reminders via email and push notifications, and will also see this on their home screen in the mobile app and web app
Uploaded – A document has been attached to the transaction. This status is set automatically when a receipt is uploaded, but it can also be marked manually. If it shows that Apron marked it as uploaded, this means the transaction has been marked as reconciled in your accounting software, and this syncs back to Apron automatically
No document – This can be selected manually if no receipt is needed for a transaction or receipt has been lost.
Why isn't my receipt showing in my accounting software?
The most common reason is that the document hasn't been published from the Inbox yet. Uploading a receipt – even directly to a transaction – doesn't automatically send it to your accounting software. Make sure to open the document in your Inbox and publish it from there.