Running a small business comes with a stack of responsibilities, from doing the actual work to processing payroll for your team, and everything in between. One critical aspect that often gets overlooked is how you manage payments. Making payments to your suppliers and your team manually can be slow, frustrating, and prone to human error. Integrating Xero with Apron is a great way to simplify making payments. In this blog post, we’ll explore the benefits of using Xero and Apron together and provide a brief guide on setting it up.
What are the benefits of using Xero and Apron for making payments?
Efficiency and time saving
Using Xero with Apron removes the manual effort from your payment process, particularly for payroll. We implemented Apron a few months ago for our own business, and we save a chunk of time on setting up payments manually, and on reconciling them.
Accuracy and reduced errors
Manual payment processing is prone to errors, which could mean you end up paying the wrong amount, or the wrong bank account. Integrating Xero with Apron reduces the risk of human error by ensuring that bank details are accurately captured from supplier invoices, and that the correct amount is pulled through and paid.
Improved cash flow management
With Apron, businesses can schedule payments in advance, which means you can pay your payroll on the correct day even if you are on holiday. This feature helps to manage your cash flow better, when it suits you. Xero’s real-time financial tracking combined with Apron’s scheduling capabilities gives you an up to date understanding of your cash flow, which then helps you to plan your finances.
Enhanced security
Security is perhaps the most important priority when you are handling financial transactions. Apron offers robust security features to protect sensitive payment information. By integrating with Xero, businesses can ensure that their financial data is safeguarded through encrypted transactions and secure data storage, minimising the risk of fraud and unauthorised access.
Seamless integration and user experience
Xero and Apron are designed to work together seamlessly. The integration process is straightforward, and once set up, the data flows between the two platforms work beautifully. This makes it easier for businesses to adopt and use Apron effectively.
How do I set Apron up to work with Xero?
Setting up Apron with Xero is a simple process that can be completed in a few steps. Here’s a brief guide to get you started:
If you are a Starfish client:
- Ping an email to your client manager and we can start the process for you;
- We will do the initial account set up ready for you to authorise;
- Once that has been done we will connect your new Apron account to Xero;
- We recommend starting with your payroll payments – we will ask you to send us your employees’ bank details securely, and add those to Xero;
- As getting these correct is critical we will also get someone else in the team to check that the details have been added accurately;
- That’s it! You are then ready for Apron to be added to your monthly payroll service.
If you aren’t a Starfish client:
Connect Apron to Xero
- Log into your Apron account and navigate to the integration settings;
- Select Xero from the list of available integrations;
- You will be prompted to log into your Xero account and authorise the connection. Follow the on-screen instructions to grant Apron access to your Xero data.
Configure payment settings
- Once connected, configure your payment settings in Apron. This includes setting up your bank accounts, payment schedules, and any specific payroll rules you need to follow;
- Ensure that your employee payment details are correctly entered and matched between Xero and Apron. You don’t want to get this bit wrong, so if in doubt, check then again!
Schedule and process payments
- Use Apron’s scheduling feature to set up payroll payments in advance. Select the payment dates and amounts, and Apron will handle the rest;
- Monitor the payment process through Apron’s dashboard, where you can see the status of scheduled payments and any pending transactions.
Review and reconcile
- After payments are processed, review and reconcile the transactions in Xero.
Get started today!
Managing your payments with Xero and Apron feels like a bit of a no brainer, especially when it comes to payroll payments. You’ll wonder why you didn’t do it ages ago. This is a great first step to reduce your admin burden allowing you to focus more on growing the business.
For more detailed guidance or if you want some help getting up and running, don’t hesitate to reach out to us at Starfish Accounting. We’re here to help you navigate these tools and find other quick wins to make life easier.
