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How does Expense Management work in Apron?
How does Expense Management work in Apron?

All you need to know about managing expenses at Apron

Marek Liszka avatar
Written by Marek Liszka
Updated this week

Expense management is one of the features available with Apron Capture and Pay.

You can capture, approve, and reimburse employee expenses in Apron easily.

Capturing expenses:

When submitting receipts that were paid personally and which need reimbursement, simply indicate that the receipt was 'Paid personally'.

Here's how:

  • Mobile App: Activate the 'Paid personally’ toggle when submitting receipts.

  • WhatsApp / Email: Include 'Paid personally' or 'personal expense' in the message body (refer to this article for details).

  • Direct upload: After uploading, access the document review form and click the 'Paid personally' toggle so that it's active.

Handling personal expense documents:

  • The contact will be changed to the user who submitted the receipt.

  • The supplier's name from the receipt will be noted in the 'Reference' field for tracking purposes.

  • For instance, if Eric Burn submits a receipt from Starbucks as a personal expense, the document will be allocated to 'Eric Burn - Expenses' and the reference will be pre-filled as 'Expense - Starbucks'.

Once the document has been reviewed and published, Apron will create an unpaid bill in your accounting software, which you will then be able to reimburse through Apron Pay.

Reimbursing expenses:

Once published, expenses will appear in the 'Ready to pay' section of the Pay tab.

As with other bills in Apron, you can select any number of expenses and batch reimburse your or your client's employees in one go.

Additionally, you can use Apron's approval workflow features to create a dedicated workflow for managing expenses. This speeds up and smooths out collaboration with your clients when it comes to expense management and reimbursement. Learn more about creating an approval workflow in our article here.

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