Missing documents are bank transactions that lack supporting documentation, such as invoices or receipts. Keeping on top of these is essential for accurate bookkeeping and audit compliance.
What are missing documents?
When your bank feed contains transactions that haven't been matched with supporting documents, they appear in the Missing documents section. Common examples include:
Card payments without receipts
Bank transfers without invoices
Automated payments missing documentation
Cash transactions lacking proper records
These transactions create gaps in your accounting records and can cause issues during audits or financial reviews.
Who can use this feature?
Missing documents is available for companies with a connected accounting system:
Xero: Transactions are automatically fetched from your bank feed. Set up Xero integration
QuickBooks: Transactions can be synced automatically or uploaded manually via CSV. Set up QuickBooks integration
Both bank feed transactions and Apron Card transactions appear in the same unified view.
Understanding document statuses
Every transaction in the Missing documents section has one of three statuses:
Missing: The transaction needs a supporting document. Notifications will be sent to the assignee.
No document: Manually marked by a team member when the receipt is lost or unavailable (e.g. TFL, parking). No further reminders will be sent for this transaction.
Uploaded: A supporting document has been attached to the transaction
How Apron streamlines the process
Instead of chasing missing paperwork through spreadsheets, emails, and phone calls, Apron provides a streamlined workflow:
1. View all transactions — See all transactions missing documents from your connected accounting software in one place.
2. Filter and search — Narrow down by bank account, date range, status, or assignee.
3. Assign to team members — Select one or more transactions and assign them to the right people.
4. Automatic reminders — Assignees receive weekly email and push notifications with direct links to upload their documents.
5. Upload and review — Team members upload documents or mark transactions as "No document". You can review and publish to your accounting software.
Accessing Missing documents
You can access the Missing documents section from:
- The Hub sidebar navigation
- The Home page widget showing your missing document count
Note: What you see depends on your role and permissions. Owners, Admins, and Bookkeepers can see all transactions, while Employees only see transactions assigned to them. Learn more about roles
What's next
Assign and track missing documents — Learn how to assign transactions and manage your team's progress
Upload a missing document — For team members who need to upload documents
Set up reminders for missing documents — Configure automated and manual notifications