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APSense documentation

Core scenario how-to

APSense simplifies your business accounting by automating data entry and organization. You can capture receipts using advanced AI, log mileage for IRS compliance, and generate professional reports that your managers can approve directly from their email.

Capture and scan receipts

APSense uses Cortexa AI to read your receipts and extract details like the vendor, amount, and date automatically. The system learns from your manual corrections, so it becomes more accurate the more you use it.

  1. Open the camera Tap the camera icon in the navigation bar to start a new scan.
  2. Snap a photo Align your receipt within the frame. For long receipts or itemized bills, you can capture multiple images for a single expense.
  3. Review AI extraction The app displays the extracted vendor name, total amount, and date. If the AI recognizes the vendor, it automatically applies the correct logo and category.
  4. Confirm and save Verify the details and tap Submit. The expense is saved to your current workspace and assigned to your default report if one is set.

Expected outcome: Your expense appears in your list instantly with the vendor logo and categorized data, ready for reimbursement.

Track business mileage

You can log travel distance using four different methods to ensure your logs meet IRS requirements. APSense uses smart drift filtering to ignore GPS noise and provide accurate driving distances.

  1. Select a tracking method Navigate to the Mileage tab and choose how you want to log your trip:
    • GPS: Tap Start Trip before you drive and Stop Trip when you arrive. The app tracks your route in the background.
    • Odometer: Enter your starting and ending odometer readings.
    • Map:* Search for your start and end addresses to calculate the driving distance automatically.
    • Manual: Enter the total miles or kilometers directly.
  2. Verify the reimbursement The app calculates the value of your trip based on the current IRS rate (e.g., $0.70 per mile for 2025).
  3. Save the entry Add a purpose for the trip and tap Save.

Expected outcome: A mileage expense is created and added to your list, including the calculated reimbursement amount and route details.

Submit reports for approval

Once you bundle your expenses into a report, you can send it to your accounting department or manager. Approvers can review and approve your documentation directly from their email without needing to create an APSense account.

  1. Organize your expenses Go to the Reports tab and select the report you want to finalize. Ensure all relevant expenses and mileage entries are assigned to it.
  2. Review the summary Check the category breakdown and total reimbursable amount. You can preview the professional PDF, which includes thumbnails of all attached receipts.
  3. Submit for approval Tap Submit and enter the email address of your manager or accounting contact.
  4. Track the status Monitor your report in the app. The status updates in real-time as it moves from Submitted to Approved and finally Reimbursed.

Expected outcome: Your approver receives a secure link with the full report documentation. You receive a notification as soon as they take action.

Need help

If you encounter issues with receipt scanning or report submission, contact our support team: