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APSense documentation

Customization guide

APSense is designed to adapt to your specific professional workflow. You can customize how you organize data, track mileage, and receive alerts to ensure the app aligns with your accounting requirements and personal preferences.

Organizing with workspaces

Workspaces allow you to keep different parts of your professional life separate. You can create isolated environments for specific clients, individual projects, or to distinguish between personal and business expenses.

  • Create and switch: Access the workspace switcher from the top navigation bar or the side menu to jump between environments instantly.
  • Visual identification: Assign unique colors and icons to each workspace. You can also upload custom images or use text-based avatars to make them easy to identify at a glance.
  • Data isolation: Each workspace maintains its own set of reports and expenses, ensuring that client billing never mixes with internal company spending.

Managing expense categories

To ensure your exports match your company’s chart of accounts, you can modify the global category list.

  • Add custom categories: Create new categories for specific needs, such as “Software Subscriptions” or “Client Entertainment.”
  • Icon assignment: Use the built-in icon picker to assign a visual cue to every category, making your expense list easier to scan.
  • Edit and refine: You can rename existing categories at any time. When you rename a category, APSense automatically updates all existing expenses associated with that name.
  • Cleanup: Delete categories you no longer use to keep your selection menus clean and relevant.

Configuring mileage and units

Accurate mileage tracking depends on having the correct units and rates configured for your region and tax year.

  • Distance units: Toggle between Miles and Kilometers based on your location.
  • Currency selection: Set your primary currency code (e.g., USD, EUR, CAD) to ensure all totals and reports reflect the correct financial context.
  • Mileage rates: APSense includes the current IRS standard mileage rates (e.g., $0.70/mile for 2025). You can also set custom rates if your company provides a different reimbursement level.
  • Update prompts: The app notifies you when new standard rates become available, allowing you to update your configuration with a single tap.

Tailoring notifications and delivery

Control how and when APSense communicates with you. You can customize delivery methods for different types of alerts to avoid notification fatigue.

  • Delivery channels: Choose how you receive alerts for each notification type. Options include Push, Email, Both, or Off.
  • Specific alert toggles:
    • Processed receipts: Get notified when a forwarded email receipt is successfully converted into an expense.
    • Report status: Receive updates when an approver accepts or rejects a submitted report.
    • Tips and announcements: Enable or disable helpful usage tips and product updates.
  • Unsubscribe options: You can manage your subscription to marketing and tip sequences directly within the notification settings.

Optimizing vendor defaults

APSense uses adaptive learning to automate your data entry. The more you use the app, the more it learns about your spending habits at specific merchants.

  • Vendor profiles: Manage a catalog of your frequent merchants. You can view how often you visit a vendor and when you last added an expense from them.
  • Automated categorization: Assign a default category to a vendor (e.g., “Starbucks” always maps to “Meals”). Future scans for that vendor will automatically apply your preferred category.
  • Payment methods: Set a default payment method for specific vendors. If you always use your corporate card at “Shell,” APSense will pre-fill that detail for you.
  • Fuzzy matching: The system uses intelligent matching to recognize vendors even if the receipt text is slightly obscured or formatted differently.

Interface and workflow preferences

Fine-tune the app’s behavior to speed up your daily tasks.

  • Theme selection: Switch between Light, Dark, or System modes. System mode automatically follows your device’s global appearance settings.
  • Confirmation toggles: Enable or disable confirmation dialogs for common actions like archiving reports, deleting expenses, or marking a report as reimbursed.
  • Default report logic: Set a “Default Report” for each workspace. When enabled, every new receipt you scan or email is automatically assigned to that report, eliminating the need for manual sorting.
  • Summary views: Choose whether to show or collapse financial summaries on your dashboard to focus on the data that matters most to you.

Need help with customization?

If you have questions about specific settings or need assistance aligning APSense with your company’s policies, please contact our support team: