Ready to make the switch to Apron? Brilliant choice! Moving your clients over doesn't have to be a faff – we've made it simple. This guide walks you through everything from setting up your firm's account to getting your clients up and running (and saying goodbye to your old software for good).
What's covered:
Step 1: Create an Apron account for your firm
Step 2: Brief your team
Step 3: Onboard your clients
Step 4: Out with the old
Let's dive in.
Step 1: Create an Apron Account for Your Firm
Add all of your team members who'll be using Apron
First things first – if you haven't already, you'll need to create an Apron account for your firm. Under the Team section of your Practice hub, simply pop in all the team members who'll be using Apron day-to-day, and decide who gets Admin permissions (basically, who can add new clients).
Top tip: You can absolutely use Apron for your own firm's bookkeeping and payments too. That means payroll, supplier payments, expense cards – the whole shebang. Why not give it a proper test run before rolling it out to clients? Best of all, using Apron to manage your own practice’s books and finances is completely free.
Need a hand getting set up? Our team's here to help – contact us via the chat or email ([email protected]).
Step 2: Brief Your Team
Use our handy email template to get everyone on the same page
Getting your team excited about the switch is half the battle won. A quick email explaining what's happening and why it's brilliant will set everyone up for success.
We've crafted a template below that you can copy, paste, and tweak to fit your firm's style:
Internal Team Email Template
Subject: We're switching to Apron for payments and bookkeeping
Hi [Team],
This is a heads-up to let you know that we're switching providers for our clients' bookkeeping and payment services.
The software is called Apron, and it's going to make our lives much easier. It handles invoice capture, payments (both local and international), payroll, and bookkeeping. Plus, you can create expense cards for clients and manage all their business spending in one place.
Apron has the same functionality as [previous supplier] but with much more powerful and efficient tools. With Apron, we can:
Capture documents like receipts and invoices on the go via the app, email, or WhatsApp. Apron Capture automatically extracts all the data for us.
Import bank feeds directly from [Xero/QuickBooks] and upload documents against transactions.
Spot unreconciled transactions and chase missing paperwork from clients, thanks to Apron's direct sync with accounting software.
Manage employee expenses through Apron expense cards.
You can read these Product One-Pagers for a quick summary of what Apron does.
Best,
[Your Name]
[Your Firm Name]
Step 3: Onboard Your Clients
Add each client company to Apron – they'll appear in your Practice Hub
This is where the magic happens! You can tackle this step as a team or have each person handle their own clients. Just remember: only Practice Hub Admins can add new clients.
Pro tip: Check out our Client Bulk Upload article if you want to add clients in batches – it's a real time-saver.
Here's how to add a client:
1. Head to your Clients section and click the +Add client button (top-right corner)
2. Enter your client's company name
3. Select which team members will be working with the client
4. Choose your accounting software – connect to Xero or QuickBooks, or continue without
5. Add the Business Owner's email – this person will oversee the account from the client's side
6. Hit send! Your client will receive an email invitation to join Apron
Your client will get prompted to sign up and complete their account activation. Once they're done – the account goes live!
Handy hint: You can resend invitation emails anytime by going to the client in your Practice Hub, then Settings > Members > Resend invite.
Note: Fancy a phased approach? You can absolutely stagger clients by cohorts to make the transition smoother.
Client Onboarding Email Template
Want to give your clients a heads-up about what's coming? Here's a template that explains the switch in terms they'll love - feel free to copy, paste and tweak it to fit your firm’s unique style:
Subject: Get Your Apron On: [Action required by _____]
Hi [client name],
We're writing to let you know that we're changing our bookkeeping and payments software – and it's going to save you time and money!
The software is called Apron, and it's a game-changer. It handles invoice capture, payments (both local and international), and bookkeeping all in one place. Plus, Apron offers Expense Cards for your business – you can easily create multiple cards for your employees so they can pay for business expenses.
Payments and bookkeeping will now happen in one place: Apron.
Apron has the same functionality as [previous supplier] but with much more powerful and efficient tools. With Apron, we (and you) can:
Capture documents like receipts and invoices on the go via the app, email, or WhatsApp. Apron Capture automatically extracts all the data.
Import bank feeds directly from [Xero/QuickBooks] and upload documents against transactions.
Spot unreconciled transactions and request missing paperwork, thanks to Apron's direct sync with accounting software.
Best bit? Apron's software will be offered [free to you], saving you [£___] per month starting [date] 2025.
We recommend having a browse through Apron's handy Product One-Pagers to see what's on offer.
Fancy a demo? Just let us know your availability, and we'll sort something out.
Best,
[Your Name]
[Your Firm Name]
Step 4: Out with the Old
Remove clients from your previous software to avoid any duplication
Right, time for the final step – saying goodbye to your old software. This bit's crucial to avoid any double payments or confusion down the line.
Here's your exit checklist:
Log into your client's old account via their previous provider's app or website
Clear out the inbox – make sure all documents and payments are either published or archived
Export everything – go to the Archive and download all data as a ZIP file (just in case you need to find something later)
Update contact details – log into [Xero/QuickBooks] and change the client's contact information from the old invoicing email to their new Apron email (you'll find this under the client's Settings > Direct emails)
Sort out auto-forwards – if clients have suppliers sending documents directly to the old system, ask them to switch to Apron ASAP. They can use the company-wide email address found in Settings > Direct emails
And that's it! Your client is officially switched over and ready to experience the Apron difference. Well done – you've just made everyone's life a whole lot easier.