Getting Started With Apron
Everything you need to know about getting set up, how to upload your documents, and what to send through.
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
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 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
Upload the receipt or invoice to Apron as usual – via email, app, desktop or WhatsApp.
Once it appears in your Apron Inbox, open the document.
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.
Check the details (amount, date, VAT etc.) are correct.
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.
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