Setting up a QuickBooks integration for unreconciled transactions gives you two options: direct sync for an automated workflow, or manual upload for finer control.
Choosing your method
Direct sync – Automatically pulls unreconciled transactions from QuickBooks with minimal set up required.
Manual upload – Export transactions from QuickBooks and upload them to Apron for processing.
Choose the method that best fits your workflow preferences and security requirements.
Direct sync setup
For automatic syncing, you'll need to configure which category Apron should monitor for unreconciled transactions. Choose a category in the set up process.
'Uncategorised Expense' is commonly used, but you can select any category you prefer. This category becomes the temporary holding place for transactions that need documentation.
Allocating transactions in QuickBooks
To use direct sync effectively, open your QuickBooks Online account and go to Bank Transactions. Select bank transactions that lack supporting invoices or receipts, then allocate these to your chosen category. QuickBooks creates expense transactions that move to the 'Categorised' section, and these transactions then appear automatically in Apron's Unreconciled Transactions tab.
Managing synced transactions
Once transactions appear in Apron:
Assign them to the appropriate team members for documentation.
Team members receive notifications and can upload supporting documents.
Review uploaded documents and publish them to QuickBooks.
Published documents update the original expense transaction with proper categories, VAT rates, descriptions, and references.
Manual upload process
For manual control, export unreconciled transactions from QuickBooks to Excel. In Apron, click Upload Transactions and select the relevant bank account, then drag and drop your exported file to upload the transactions. Follow the same assignment and review process as direct sync.
Key differences
Direct sync – Updates existing QuickBooks transactions with new details, eliminating additional reconciliation.
Manual upload – Creates new bills in QuickBooks, requiring final reconciliation in the QuickBooks Bank Transactions section
Choose based on your preference for automation versus control over the process.