The Missing documents section lists every transaction that's still waiting for a supporting document. Uploading a document is the first step. A transaction only leaves the list once it's been published, and for Xero users, reconciled. The exact steps depend on your setup, so check the section for yours below.
Open Home and click the Missing documents count in the overview to access this section.
Work through your transactions
Assign transactions to the people who made the purchases
Request documents. Assignees get an email and a push notification with a link to upload. Assigning someone doesn't notify them on its own, so click Request to send a request, and again to send a reminder.
Upload a document to a transaction
Search email to let William look for the document in a connected inbox. See Understand email search.
Mark as no document when there's no receipt, such as parking or a bank fee
Export transactions as a CSV file – tick the boxes on the left-hand side of the transactions you'd like to export (or select all) and choose Export
Document statuses
Missing – no document yet
Uploaded – a document is attached. This doesn't mean it's been published yet
No document – someone's confirmed there's no receipt
Display settings
Click the display settings icon in the top-right corner to:
Show resolved transactions (QuickBooks) or Show reconciled transactions (Xero) – include transactions that have already been cleared
Customise columns – choose which columns you see
Customise transaction view (Xero only) – choose which Xero bank accounts to show, and whether each one displays the Description or the Reference field
Search and filter
Use the search box to find a transaction. Click Filter to narrow the list by:
Date – when the transaction happened
Last requested* – when the document was last requested
Transaction status** – whether the transaction is still open or already cleared
Document status – Missing, Uploaded or No document
Assigned – a team member, or Not assigned
Transaction source – the bank account or card
Amount
*Last requested only appears when its column is switched on in Customise columns.
**Transaction status only appears when you've chosen to show resolved or reconciled transactions.
Tip: Filter by Document status: Uploaded to find transactions that have a document but still need finishing off.
Note: Owners, Admins and Bookkeepers see every transaction. Employees only see transactions assigned to them. Check the details in: Understand user roles and permissions.
If you use Xero
How transactions get here
Apron pulls in every unreconciled transaction from the last 12 months, across all your bank accounts in Xero. Apron Card transactions are added to the Apron Wallet bank account in Xero and appear here too. The list updates overnight, or straight away when you click Refresh.
How to clear a transaction
Upload the document, or mark the transaction as No document.
Review the document in your Inbox and publish it to Xero. If the Payment section shows Matched, it's published as Already paid against that transaction.
In Xero, reconcile the bank line (or the Apron Wallet line for card transactions) with the published bill.
Back in Apron, click Refresh. The transaction is marked as Reconciled and leaves the list.
Note: Uploading or publishing doesn't clear a transaction on its own in Xero. Anything that's unreconciled in Xero stays in Missing documents, even if the bill's already there.
Transactions you don't need
Already have the bill in Xero? Reconcile it in Xero, then click Refresh.
No receipt will ever exist, such as a transfer between your own accounts, a bank fee or an HMRC payment? Mark it as No document and publish it, or reconcile it directly in Xero.
A bank account you don't track? Hide it in Display settings > Customise transaction view.
Note: If your Apron Card transactions aren't showing in Xero, go to Expenses and click Sync transactions. The person who connected Xero needs to do this.
If you use QuickBooks with automatic sync
How transactions get here
In QuickBooks, find the bank transactions that are missing documents in your list of transactions waiting for review, and categorise them to a placeholder category, such as Uncategorised Expense. This tells Apron which transactions to pull in.
In Apron, go to Settings > Company settings > Advanced bookkeeping > Unreconciled transactions. Select only your placeholder category and choose a Since when date.
For a step-by-step guide, see: Set up QuickBooks integration. Apron Card transactions appear automatically.
How to clear a transaction
Upload the document to the transaction, or mark it as No document.
Check the Payment section shows Matched. If it shows Match found, click Confirm match.
Publish the document. For bank transactions, Apron updates the original expense in QuickBooks with the category, VAT and attachment. For card transactions, it's recorded as paid from the Apron Wallet.
The transaction leaves the list straight away. You don't need to reconcile anything else in QuickBooks.
Note: A document published separately from the Inbox, without being linked to the transaction, creates a new bill in QuickBooks, and the transaction stays in the list. Always publish from a matched transaction.
Transactions you don't need
Already-categorised expenses showing up? Make sure only your placeholder category is selected in Unreconciled transactions settings, and check the Since when date.
No receipt will ever exist? Mark it as No document and publish it.
If you use QuickBooks with manual upload
How transactions get here
Export your unreconciled transactions from QuickBooks as a CSV file and upload it to Apron. Apron Card transactions appear automatically.
How to clear a transaction
Upload the document to the transaction, or mark it as No document.
Check the Payment section shows Matched, and publish the document.
The transaction leaves the list. For bank transactions, Apron creates a new bill in QuickBooks. In QuickBooks, match the bank transaction to that bill to finish reconciling. Card transactions are recorded as paid from the Apron Wallet, with nothing more to do.
Transactions you don't need
Click the ⋯ menu on a transaction:
Resolve – clears it from the list. You can undo this with Unresolve.
Delete transaction – use this only for transactions that shouldn't be there at all, such as ones from the wrong file. If a later CSV includes the same transaction, it'll reappear.
Why is a transaction still showing?
Usually, a step's been missed:
It's only been uploaded. Publish the document.
You're on Xero and haven't reconciled it. Reconcile it in Xero, then click Refresh.
The document isn't linked to the transaction. Check the Payment section shows Matched before you publish.
Show resolved transactions (or Show reconciled transactions for Xero) is switched on. Check the Transaction status column.
If you've published a document that wasn't linked to its transaction, get in touch via chat, and we'll help you sort it out.