How the reimbursement document is created
When a reimbursement is approved, Apron creates a document in your Inbox, linked to the reimbursement request. The information from the request carries across to the document as follows:
Contact – [Employee name] – Expenses. This is a dedicated contact created specifically for expense reimbursements — separate from any existing employee, supplier or customer contact you may already have for that person in your accounting software.
Reference – merchant name
Issue date – expense date
Description, category and tracking categories carry across from the reimbursement request to the document
For mileage claims, Apron also creates an attachment displaying the claim details and a map of the journey.
Editing a claim before publishing
You can edit a reimbursement request from this document right up until it's published — for example, to correct the amount or currency. Editing it here doesn't affect the approval status.
Once published, the reimbursement is locked and can no longer be edited.
Reviewing and publishing
After you review the document, you can publish it to your accounting software or export the details to CSV.
For more details, see Publish to QuickBooks/Xero and the Invoice capture section.