When you upload a document, Apron checks whether it belongs to one of your transactions. Matched documents are marked as paid straight from the transaction, so you don’t need to record the payment yourself.
What Apron matches against
Apron matches documents to:
Your Missing documents transactions (from your bank feed in Xero or QuickBooks)
Apron Card transactions
Transactions made with Apron, such as payments from your Apron Wallet
How matching works
Apron checks for a match when you upload or edit a document, and again when a new transaction arrives, so it works whichever comes first.
A document and a transaction match when:
The amount is exactly the same
The transaction date is within 7 days after the document’s issue date
Both are in the same currency
Matching applies to unpublished purchase documents. It doesn’t apply to documents you’ve already published or matched yourself, or to sales invoices, credit notes and expense claims.
Documents you upload directly against a transaction in Missing documents are matched to that transaction straight away.
See a match in your Inbox
You can see whether a document is matched by opening it from your Inbox and checking the Payment section.
Matched – Apron found exactly one transaction. It shows the transaction details, and the document is published as Already paid. Click View transaction to open it, or Unmatch to remove the link
Paid in Apron – the document was paid through Apron. It shows the payment reference, date, amount and source, for example your Apron Wallet. Click View payment to open it
Match found – Apron found more than one possible transaction, or one in a different currency. Click Confirm match to use it. If you don’t, publishing ignores the suggestion
No match – the Payment section shows no transaction, and the document publishes as an unpaid bill
If a document doesn’t match
Check the transaction is in Missing documents. If it isn’t, refresh the connection to your accounting software
Compare the amount and dates on the document and the transaction
Attach the document to the transaction in Missing documents yourself
Common reasons for no match:
One payment covers several invoices
The amount differs because of VAT, a partial payment or fees
The payment date is more than 7 days after the invoice date
The document is in a different currency from the payment
Check before you publish
Matches can appear or disappear when you edit a document, so check the Payment section just before publishing. If a match looks wrong, click Unmatch first. After publishing, you can’t unmatch a document, so you need to make any necessary changes in your accounting software directly.
Matching doesn’t reconcile
A match links the document to the transaction in Apron. To finish, reconcile the transaction in your accounting software. Check how to do that in our articles: Reconcile with Xero and Reconcile with QuickBooks.
Note: Matches appear in your Inbox automatically and can’t be turned off completely. You can always click Unmatch before you publish.