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APSense documentation

Customization guide

How to customize your APSense experience

You can tailor APSense to fit your specific business needs, whether you are a freelancer managing multiple clients or a corporate traveler tracking reimbursable miles. By adjusting your workspaces, categories, and automation settings, you can reduce manual data entry and keep your financial records organized.

Organize data with workspaces

Workspaces allow you to separate different environments, such as personal spending from business expenses or different projects for various clients.

  1. Open the Workspace selection screen from the main menu.
  2. Tap Create workspace to add a new environment.
  3. Enter a custom name to identify the workspace.
  4. Select a unique color and icon to visually distinguish it from others in your list.
  5. To switch between environments, simply select the desired workspace from the list.

Manage custom expense categories

Align APSense with your specific accounting codes or project types by managing your category list.

  1. Navigate to Settings and select Expense settings.
  2. Tap Manage categories to view your current list.
  3. To add a new category, tap the plus (+) icon and enter the name.
  4. Use the icon picker to assign a visual marker to the category.
  5. To edit or delete an existing category, select it from the list to open the editor.

Note: Information regarding the maximum number of custom categories allowed per workspace is not available in the current documentation.

Configure mileage and units

Ensure your mileage reimbursements are accurate by setting your preferred units and rates.

  1. Go to Settings and select Mileage & units.
  2. Choose your preferred measurement unit between miles and kilometers.
  3. Select your primary currency code for all expense calculations.
  4. Enter your custom reimbursement rate per unit. APSense often provides the current IRS standard rate as a default, but you can override this at any time.

Automate entries with vendor profiles

You can teach APSense to remember your preferences for specific merchants, which speeds up future entries.

  1. Access Vendor management within the settings menu.
  2. Select a specific vendor to view their profile.
  3. Set a default category and payment method for that merchant.
  4. When you scan a receipt from this vendor in the future, APSense automatically applies these settings.

The system also learns from your manual corrections. If you consistently change an AI-extracted category for a specific vendor, the system updates its internal logic to improve future accuracy for your account.

Set notification and interface preferences

Control how the app communicates with you and how it appears on your device.

  1. Open Notification settings to see a list of event types, such as report approvals or processed receipts.
  2. Toggle Email or Push delivery for each event based on your preference.
  3. Navigate to Theme settings to change the visual appearance.
  4. Select between Light, Dark, or System default modes.

Streamline reports with auto-assignment

You can automate the organization of new expenses by designating a specific report as your primary target.

  1. Open the details of an active report.
  2. Select the Set as default option.
  3. Once enabled, every new receipt you scan or manual entry you create automatically lands in this report until you clear the default or select a new one.

Support

If you need assistance with customizing your settings, contact our support team: