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APSense documentation

Core scenario how-to

APSense is a cross-platform tool designed to simplify your business financial management. By using AI-powered scanning and smart mileage tracking, you can move from a pile of paper receipts to a professional PDF report in minutes.

Capture receipts with AI

APSense uses Cortexa AI to read your receipts and extract the merchant, total amount, and date automatically. This reduces manual data entry and ensures your records are accurate.

  1. Open the Scan tool: Tap the camera icon or select Scan from the navigation menu.
  2. Capture the image: Take a photo of your receipt. If you have a long receipt or need to include the back, use the multi-image support to add additional photos to the same entry.
  3. Review the extraction: The Capture Review screen displays the details found by the AI. Verify that the vendor, amount, and date are correct.
  4. Assign a category: APSense suggests a category based on the vendor. You can change this manually if needed.
  5. Save the expense: Once verified, save the entry. It is now ready to be added to an expense report.

Log business mileage

You can track travel distance for reimbursements using GPS, odometer readings, or map-based calculations. APSense automatically applies current IRS mileage rates to calculate your total reimbursement.

Use GPS tracking

  1. Start a trip: Select Log Mileage and choose the GPS mode.
  2. Drive: APSense tracks your route in the background. Smart drift filtering ensures that small movements while you are stationary do not inflate your mileage.
  3. Stop and save: When you reach your destination, stop the timer. The system calculates the distance and the corresponding reimbursement amount.

Use Odometer or Map modes

  1. Enter readings: If you prefer not to use GPS, select the Odometer mode and enter your starting and ending values.
  2. Calculate by route: Use the Map mode to select your start and end addresses. APSense calculates the driving distance based on the most efficient route.
  3. Confirm details: Review the calculated reimbursement and save the entry to your expense list.

Submit professional reports

Organize your individual expenses and mileage logs into a single report to send to your accounting department or a manager for approval.

  1. Create a new report: Go to the Reports section and create a new report. You can give it a custom title and color for better organization.
  2. Add expenses: Select the expenses and mileage entries you want to include. You can use bulk actions to move multiple items into the report at once.
  3. Generate a preview: View the report to see a professional layout including category breakdowns, charts, and receipt thumbnails.
  4. Submit for approval: Tap Submit. APSense uses a two-step process where you can enter an approver’s email and an accounting email.
  5. Track the status: Your report moves from Active to Submitted.

Approvers receive a secure link via email where they can review and approve the report instantly. They do not need to create an APSense account or log in to complete the approval.

Support

If you encounter issues or have questions about managing your expenses, please contact our support team: