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APSense documentation

Core scenario how-to

Core Tasks in APSense

APSense automates your business spending lifecycle. This guide covers the three primary workflows you’ll use to manage your expenses: capturing receipts, tracking mileage, and submitting professional reports.

Capture receipts

You can add receipts to APSense using your mobile camera, by forwarding emails, or by uploading files from your computer. APSense uses Cortexa AI to automatically extract the vendor, amount, date, and category.

Use the mobile camera

  1. Open the APSense mobile app and tap the Camera icon.
  2. Align your receipt within the frame. For long receipts, you can capture multiple images.
  3. Review the extracted details. The AI identifies the vendor logo and suggests a category.
  4. Tap Submit.

Expected outcome: A new expense appears in your list with the receipt image attached and all fields prepopulated.

Forward receipt emails

  1. Open your email client (Gmail, Outlook, etc.).
  2. Forward any digital receipt (like Uber, Amazon, or airline confirmations) to expenses@apsense.app.
  3. You’ll receive a push notification or email confirmation once the processing is complete.

Expected outcome: APSense creates an expense automatically. If you include a #workspace or @category tag in the subject line, the app organizes it for you.

Upload from web or desktop

  1. Log in to the APSense web dashboard.
  2. Drag and drop receipt files (JPG, PNG, or PDF) into the Receipts panel or click Upload.
  3. Verify the AI extraction results in the review window.
  4. Click Save.

Expected outcome: The files are processed and added to your expense list instantly.

Track business mileage

APSense provides four ways to log your trips, ensuring you capture every deductible mile for tax or reimbursement purposes. The system uses the 2025 IRS standard rate of $0.70 per mile.

Record a live GPS trip

  1. Tap Track Trip or the GPS icon before you start driving.
  2. Drive to your destination. APSense filters out “phantom mileage” caused by GPS drift while you are stationary.
  3. Tap Stop Trip when you arrive.
  4. Review the calculated distance and reimbursement amount.

Expected outcome: A mileage expense is created with a map snippet of your route and the calculated total.

Log manual or odometer entries

  1. Select Log Mileage from the add menu.
  2. Choose your input method:
    • Manual: Enter the total distance directly.
    • Odometer: Enter the starting and ending readings from your vehicle.
    • Map: Enter your start and end addresses to calculate the driving distance automatically.
  3. Enter the purpose of the trip and tap Save.

Expected outcome: The trip is added to your expense list as a mileage entry.

Submit expense reports

Organize your expenses into professional reports and send them to your accounting department or clients for approval.

Create and populate a report

  1. Navigate to the Reports tab and tap New Report.
  2. Give your report a title (e.g., “December Sales Trip”) and choose a color for organization.
  3. Go to your Expenses list.
  4. Select the expenses you want to include and tap Assign to Report.
  5. Choose your new report from the list.

Expected outcome: The selected expenses are bundled into the report, and the report total updates automatically.

Submit for approval

  1. Open the report you want to send.
  2. Tap Submit.
  3. Enter the recipient’s email address.
  4. Choose your export format: PDF (includes receipt thumbnails) or CSV (for spreadsheets).
  5. Tap Send.

Expected outcome: The recipient receives an email with the full report. Approvers can click Approve or Reject directly from their email inbox without needing to create an APSense account. You receive a notification as soon as the status of your report changes.

Get support

If you encounter issues with these tasks, contact our support team: