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APSense documentation

Core scenario how-to

APSense turns the chaos of business expenses into organized, submission-ready reports. By using AI-powered scanning and automated mileage tracking, you can digitize your financial records in seconds and get reimbursed faster.

Capture receipts with Cortexa AI

The Scan module uses proprietary Cortexa AI to read your receipts instantly. It identifies the vendor, total amount, and date so you don’t have to type them manually.

  1. Open the camera Tap the Camera icon in the navigation bar. If this is your first time, allow the app to access your camera.
  2. Snap a photo Position your receipt within the frame. For long receipts, you can capture multiple images to ensure all line items are visible.
  3. Review extracted data The Capture Review screen appears automatically. Cortexa AI populates the vendor name, amount, and date. If you’ve visited this vendor before, APSense applies your preferred category and payment method automatically.
  4. Assign and save Select a Workspace and a Report. If you have a Default Report set, the expense is assigned to it automatically. Tap Submit to save the entry to your list.

Expected Result: The expense appears instantly in your list with the vendor’s logo and a “Processing” badge while the high-resolution image syncs to your secure cloud storage.

Log business mileage

APSense provides four ways to track your trips, ensuring your logs are audit-ready for IRS compliance.

  1. Start a GPS trip Navigate to the Mileage tab and tap Start Trip. APSense tracks your route in the background, using smart filters to ignore GPS “wobbles” and stationary drift. Tap Stop Trip when you arrive.
  2. Enter odometer readings If you prefer manual logs, select Odometer Mode. Enter your starting and ending mileage; the app calculates the total distance and the corresponding reimbursement amount.
  3. Use the Map or Manual modes Search for start and end addresses to calculate driving distance via the map, or simply type in the total miles for a quick entry.
  4. Save the log Review the calculated reimbursement (based on the current IRS rate of $0.70/mile) and tap Save.

Expected Result: A mileage expense is created in your selected workspace, including a map of your route or the odometer details for your records.

Generate and submit expense reports

Reports allow you to bundle multiple expenses into a single professional document for your manager, client, or accounting department.

  1. Create a new report Go to the Reports tab and tap the Plus (+) icon. Give your report a title (e.g., “December Sales Trip”) and choose a custom color for easy identification.
  2. Bundle your expenses In the Expenses list, use multi-select to highlight unassigned items and tap Assign to Report. Alternatively, set your new report as the Default Report to have all future scans land there automatically.
  3. Review the summary Open the report to see a breakdown of totals by category, reimbursable amounts, and a gallery of all attached receipts.
  4. Submit for approval Tap Submit. Enter the email address of your approver or accounting department.

Expected Result: APSense generates a professional PDF containing itemized tables and receipt thumbnails. Your approver receives an email and can approve or reject the report directly from their inbox—no app login required.

Manage digital receipts via email

For digital invoices from airlines, hotels, or online retailers, you can bypass the camera entirely by forwarding them to your account.

  1. Get your token Go to Settings > Personal Inbox and generate your unique Personal Inbox Token.
  2. Forward your receipt Forward any receipt email (with JPG, PNG, or PDF attachments) to expenses@apsense.app.
  3. Use smart tags To automate organization, add tags to the email subject line:
    • Use #WorkspaceName to route the expense to a specific workspace.
    • Use @CategoryName to set the expense category (e.g., @Travel).
  4. Confirm the entry You’ll receive a push notification once the AI finishes extracting the data. Open the notification to review and confirm the new expense.

Expected Result: The forwarded attachment is converted into a displayable image and added to your expense list with all details pre-filled by the AI.

Support and assistance

If you encounter issues with receipt extraction or mileage tracking, please contact our support team: