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APSense documentation

Customization guide

APSense provides several ways to customize your experience so that expense tracking matches your specific business or personal needs. You can organize data into separate workspaces, define your own accounting categories, and automate where your reports are sent.

Organize with workspaces

Workspaces allow you to separate different business entities or keep your personal and professional expenses completely isolated. By default, every account starts with a “Personal” workspace.

  1. Navigate to Settings and select Workspaces.
  2. Tap Create Workspace to add a new entity.
  3. Assign a unique name, color, and avatar text to help you distinguish it in the app.
  4. To switch between workspaces, use the workspace selector on the main dashboard or in the side menu.
  5. If a workspace is no longer needed, you can Deactivate it to hide it from your active lists without deleting the underlying data.

Manage expense categories

You can customize the list of categories to match your company’s chart of accounts or your personal budgeting style.

  1. Go to Settings > Expense Settings > Manage Categories.
  2. To add a new category, tap the + icon and enter a name.
  3. To edit an existing category, tap it to change its name or select a new icon that represents the expense type.
  4. Use the Delete option to remove categories you don’t use.

Configure payment methods

Setting up specific payment methods helps you track which corporate card or bank account was used for a transaction.

  1. Navigate to Settings > Expense Settings > Payment Methods.
  2. Add the names of your specific credit cards, digital wallets, or reimbursement accounts.
  3. Remove any default methods that do not apply to your workflow to keep your selection menus clean.

Set mileage rates and units

If you track business travel for reimbursement, you can customize how APSense calculates those costs.

  1. Go to Settings > Expense Settings > Mileage Rates.
  2. Toggle between Miles and Kilometers based on your region.
  3. Set your specific reimbursement rate (e.g., $0.67 per mile). You can set different rates for different years to stay compliant with changing tax regulations.
  4. When you log a trip, APSense uses these settings to automatically calculate the total expense amount based on your GPS or odometer data.

Customize report submission defaults

Save time when submitting reports by pre-configuring your routing preferences.

  1. Open Settings and select Report Preferences.
  2. Enter a default Accounting Email. This address will be automatically CC’d on all report submissions.
  3. Enter a default Approval Email. This is the person who typically reviews and approves your spending.
  4. Toggle Auto-Archive options if you want reports to be moved out of your active view immediately after they are reimbursed or marked as done.

Tailor notification alerts

Control how and when APSense contacts you about processed receipts, report status changes, or app updates.

  1. Navigate to Settings > Notifications.
  2. For each event type (e.g., Report Approved, Receipt Processed), choose your preferred delivery method:
    • Push: Alerts sent directly to your mobile device.
    • Email: Detailed summaries sent to your inbox.
    • Both: Maximum visibility for important updates.
  3. You can also toggle off non-essential alerts like “Tips and Tricks” or “Announcements.”

Personalize vendor profiles

APSense uses AI to learn your preferences for specific vendors. You can manually override these to ensure future receipts from the same store are categorized correctly.

  1. Go to Settings > Expense Settings > Manage Vendors.
  2. Select a vendor from your history.
  3. Set a Default Category (e.g., always set “Starbucks” to “Meals”).
  4. Upload a custom Vendor Logo or change the display name to make your expense list easier to scan visually.

Adjust visual theme

Switch the app’s appearance to suit your environment or personal preference.

  1. In Settings, find the Theme section.
  2. Select Light Mode for high-contrast daytime use.
  3. Select Dark Mode to reduce eye strain in low-light environments.
  4. Select System to let APSense automatically match your device’s global settings.

Support

If you need assistance with advanced customization or have questions about specific settings, please contact us: