How to submit
There are three ways to submit a reimbursement request.
Mobile app
Open the Apron app and tap the + button on the Home screen.
Choose Request reimbursement and select Out-of-pocket.
Take a photo of the receipt or pick one from your gallery. Tap +Add more if you have a long or multi-page receipt, or want to submit multiple reimbursement requests at once.
Submit the receipt. Apron will extract the required information and pre-fill the reimbursement request form.
If you don't have a receipt or don't want to use it to pre-fill the form (for example, if you want to request a different amount than the one on the receipt), select Enter manually to add details manually. You can still add an attachment, but it won't be used to extract information.
Add any fields as required by your company's reimbursement policy - description, category, and (if your company is connected to Xero or QuickBooks) any tracking categories, locations or classes. Learn more about how your company sets this up in Set up a submission policy for reimbursements and mileage claims.
Confirm all details are correct and press Submit. The request is sent for approval straight away.
Desktop
Go to the Reimbursements section.
Click + New request, select Reimbursement.
Similar to the mobile app, you can either upload for Apron to extract details or enter them manually. Note: You can’t upload multiple receipts at once on desktop.
Add any optional fields as required by your company's reimbursement policy - description, category, and (if your company is connected to Xero or QuickBooks) any tracking categories, locations or classes. Learn more about how your company sets this up in Set up a submission policy for reimbursements and mileage claims.
Confirm all details are correct and press Submit. The request is sent for approval straight away.
WhatsApp or email
You can’t create a reimbursement request directly from email or WhatsApp.
Instead, you can forward the receipts to Apron and convert them to a Reimbursement request in the desktop or mobile app (see Convert an existing document to a Reimbursement request).
Submitting a foreign currency receipt
If your expense is in a currency other than GBP, a Reimburse in GBP toggle appears once the amount and currency are filled in. Apron pulls these from your receipt, or you can enter them yourself if you don’t have one. The toggle is on by default and adds an Amount in GBP field:
Apron fills in the GBP amount for you using the mid-market exchange rate
You can change it to your own GBP amount, for example to match what your bank actually charged
To be paid in the original currency instead, switch the toggle off
If you spot a mistake in the amount or currency after submitting, you can fix it yourself right up until the request is paid – open it and select Edit request. This sends the request back through the approval steps.
Convert an existing document to a Reimbursement request
If you have a document in your Apron inbox that should be treated as a reimbursement request, simply go to your Inbox and open the document.
You'll see an option to convert it — click the Request reimbursement button.
Click it, review the pre-filled request form, and press Submit. This creates a new reimbursement request, which you can track in the Reimbursements section.
What happens next
Once you submit, the request appears in your Reimbursements section.
Depending on whether the request is subject to an approval set up by your admin, it’ll either be Pending approval or Pending payment. The approvers set up in your company's reimbursement workflow will be notified to review and approve your request.
You can keep an eye on progress from the Reimbursements section — see Track the status of your reimbursement requests for what each status means.