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APSense documentation

Customization guide

APSense is designed to adapt to your specific professional workflow. By customizing your settings, you can automate data entry, align categories with your accounting software, and keep different business entities organized.

Organize with workspaces

Workspaces act as isolated containers for your data. You can use them to separate personal expenses from business ones or to keep data for different clients completely distinct.

  1. Navigate to Settings and select Workspaces.
  2. Tap Create Workspace to add a new entity.
  3. Customize the workspace appearance:
    • Name: Give it a clear label (e.g., “Acme Corp Project” or “Personal”).
    • Color & Icon: Assign a unique color and icon to help you identify the workspace at a glance in the dashboard.
    • Avatar: Upload a custom image or use text-based initials.
  4. To switch between workspaces, use the switcher at the top of the main dashboard or the Workspace Selection screen.

Manage expense categories

Align your expense tracking with your chart of accounts by managing categories. APSense uses these categories to group expenses in your final PDF reports.

  1. Go to Settings > Expense Settings > Categories.
  2. Add a category: Tap the plus icon, enter a name, and select a representative icon.
  3. Edit or Rename: Tap an existing category to change its name or icon. APSense automatically updates all existing expenses using that category.
  4. Delete: Swipe left or tap the delete icon on a category you no longer need.

Configure payment methods

Setting up your preferred payment methods speeds up the review process after scanning a receipt.

  1. Navigate to Settings > Expense Settings > Payment Methods.
  2. Add the methods you use most frequently (e.g., “Chase Sapphire,” “Petty Cash,” or “Business Debit”).
  3. When you scan a receipt, you can quickly select these from a dropdown menu. APSense also learns your preferences; if you always use a specific card at a certain vendor, the app remembers that for next time.

Set up mileage and units

Ensure your mileage logs are accurate and compliant with local standards by configuring your units and rates.

  1. Go to Settings > Expense Settings > Mileage & Units.
  2. Distance Units: Toggle between Miles and Kilometers.
  3. Currency: Select your preferred currency code for all financial displays.
  4. Mileage Rate: Set your reimbursement rate. APSense comes pre-configured with the IRS 2025 standard rate ($0.70/mile), but you can enter a custom rate if your company uses a different standard.

Personalize notifications

Control how and when APSense alerts you about your expenses and reports.

  1. Open Settings and select Notification Settings.
  2. Choose your preferred delivery channel for different events:
    • Processed Expenses: Get notified when a forwarded email receipt is ready for review.
    • Report Status: Receive alerts when a report is approved or rejected by a manager.
  3. For each alert type, you can choose Push, Email, Both, or Off.

Automate with a default report

The “Default Report” feature allows for one-tap expense assignment. When enabled, every new expense you capture is automatically added to your designated active report.

  1. Open the Reports screen.
  2. Tap the star icon on the report you want to set as your default.
  3. Alternatively, go to Settings > Report Preferences and enable Auto-assign to Default Report.
  4. When you scan a receipt, the app bypasses the report selection step, saving you time on every entry.

Enable email receipt forwarding

You can create expenses by simply forwarding digital receipts to expenses@apsense.app. To use this feature, you must first generate a secure token.

  1. Navigate to Settings > Personal Inbox.
  2. Tap Generate Token to create your unique APSense email address.
  3. Copy this address and save it to your email contacts.
  4. Pro Tip: You can add tags to your email subject line to automate organization:
    • Use #workspace_name to route the receipt to a specific workspace.
    • Use @category_name to set the expense category automatically.

Support

If you need assistance with advanced customization or encounter issues with your settings, please contact our support team: