Requesting missing paperwork from clients is easy with Apron. It’s also much more efficient than using spreadsheets and email.
Here’s how to handle unreconciled transactions using Apron:
Access Unreconciled Transactions: Navigate to the 'Unreconciled Transactions' tab. The source of transactions will depend on whether your organisation uses Xero or QuickBooks. For specific steps, check out these articles:
Assign transactions to team members: You can assign any number of transactions to team members. You have the flexibility to assign all transactions to one member or distribute them among several members of the client’s team. Simply select the transactions and choose a team member to assign them to.
Notification and action by the assignee: Once you click 'Assign Transactions', the designated team member will receive an email notification. This prompts them to log into Apron, where they can view a list of transactions assigned to them.
Commenting and providing documents: Depending on what the situation requires, the assignee can upload a document directly or add comments such as 'Receipt lost' or 'Staff entertainment' to simplify the bookkeeping process.
If the assignee uploads a document to a transaction, the task will automatically be marked as ‘Completed’. Note: You also have the option to select ‘Mark as done’ manually.
Reminders: If an assignee has outstanding transactions to their name, Apron will send them weekly reminders to address these requests.
Reviewing uploads: Once a document has been uploaded, as an assigner, you will receive an email notification. You will then be able to access the documents from the ‘Transaction’ view or your ‘Documents Inbox’.
From there, you can categorise, review, and publish documents to your accounting software.
Automatic transaction match for Xero users
When your company or client is connected to Xero, and you upload a new document to Apron, we automatically check if there’s a matching transaction in your linked Xero bank feed (under the Unreconciled Transactions section). Here’s how it works:
Single Match Found
If a single match is found between the uploaded document and an unreconciled transaction, we will:
Show ‘Matched’ in the Payment section of the document review screen.
Display ‘Matched’ in the payment column of the table.
The document will be published as ‘Already paid’ to your Xero account.
Multiple Matches Found
If more than one match is found:
We will show ‘X matches found’.
You can choose the correct match and accept it.
You can also remove any unnecessary matches if needed.
Uploading via the Unreconciled Transactions Section
If you upload a document directly from the Unreconciled Transactions section in Xero, we will display the matching transaction on the Document Review screen.