# Getting Started With Apron

We ask you to:

* activate your Apron account
* upload invoices to Apron
* that's all!

In most cases we will take care of categorising, editing and publishing invoices from Apron to Xero, unless you have agreed a custom set of workflows with Numble.

## Activate your Apron account

* We’ll send you an invitation to join Apron.
* Click the link in the email and follow the steps to create your password and log in.
* Once you’re logged in, you’ll arrive on your Apron dashboard.

## Upload invoices and receipts

There are a few ways to get your documents into Apron:

### A) Upload directly via Apron

* Log in to Apron.
* Go to **Bookkeeping → Purchases → Upload Documents**.
* Drag and drop your files into the upload window or click **Browse files** to select them from your computer.
* Apron will show your uploaded documents under the **Inbox** tab, where they’ll be processed.

### B) Forward documents via email

Each Apron account has a unique email address for sending documents. Simply forward your invoices to that email address and they will appear in Apron.

* Find your unique Apron email by going to **Bookkeeping → Purchases → Upload Documents**

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* Forward any invoices or receipts you receive by email directly to this address.
* The documents will appear in your Apron **Inbox** ready for processing.

This is ideal for invoices suppliers email to you automatically.

### C. Upload via the Apron mobile app

* Download the **Apron** app from the App Store or Google Play.
* Log in with your Apron account details.
* Tap the **+** button in the corner, then select **Capture recipts**.
* Take a photo of a paper receipt or choose a file from your phone.
* Upload your document.

This is ideal for travel expenses or anything you need to capture on the go.

### D. Upload via WhatsApp

You can also upload from WhatsApp!

* Add the phone number you have registered with your WhatsApp account to your user profile in Apron. Login to **Apron** and navigate to **Settings → Members.** Choose **Edit Details** next to your username. Add the phone number that is connected to the WhatsApp account you want to use.
* Open a conversation with the Apron WhatsApp business account by following this [link](https://wa.me/447874467157) or searching for their phone number (+447874467157).
* You can now send documents to this channel, and they will appear in your **Apron Inbox**.

Unfortunately this won't work if you have access to multiple companies in Apron. But it is a great option if you only have one company and find it easier to forward photos or screenshots from your phone without logging into Apron.

## What to Upload to Apron

Please upload **documents related to your business income and expenses** so we can record them accurately in your accounts.

### Upload to **Bookkeeping → Purchases**

We’re mainly looking for **supplier invoices** — ideally VAT invoices. If a VAT invoice isn’t available, a standard invoice or order confirmation is fine too.

#### What *not* to upload

To keep your Apron workspace clear and accurate, please **avoid uploading** the following unless necessary:

* Supplier **statements**
* **Payment confirmations**
* **Emails**

Uploading these can clutter your document feed and sometimes create confusion - especially if there's no matching invoice. Apron may flag or reject these automatically, but it’s best to avoid uploading them altogether.

That said, there is one exception:\
If you don’t have a formal invoice but still want to document the expense (for example, an email that confirms a one-off card payment), feel free to upload it - just know it may not be processed in the usual way.

### **Upload to Bookkeeping → Sales**

We might also ask you to upload invoices that you send to your clients, but you do not need to upload invoices created in Xero.

## How to handle personally paid expenses in Apron

If you pay for a business expense using your personal funds (e.g. your own bank card or cash), you can still use Apron to record it properly.

#### Upload and edit the invoice you paid personally

1. **Upload the receipt or invoice to Apron** as usual – via email, app, desktop or WhatsApp.
2. Once it appears in your Apron **Inbox**, open the document.
3. In the **Contact** field, change the supplier name to your own name.
   * For example: *"Elon Gates (Reimbursement)"*
   * This tells Xero the payment was made personally.
4. Check the details (amount, date, VAT etc.) are correct.
5. Click **Publish** to send the bill to Xero.

#### Pay yourself

Set up a bank transfer from the company account to your personal account. One payment per invoice is the easiest to track.

#### What happens next in Xero

* The expense will appear in Xero as a bill payable to you.
* From there, we can **Reconcile** the payment against the bill when it shows up on your bank feed.

This keeps everything tidy: the business gets the tax deduction, and you get reimbursed properly with a clear audit trail.

#### Optional: use one contact for reimbursements

If you're regularly reimbursing the same person (e.g. a director or an employee), it's helpful to create and re-use a single contact in Xero for all their personal expenses. For example: *“Elon Gates (Reimbursement)”*. This helps keep things consistent and easy to track.