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APSense documentation

Customization guide

APSense provides several ways to customize the app to match your professional workflow. You can organize different business entities, align expense categories with your accounting software, and automate how your reports are handled.

Organize with workspaces

Workspaces help you keep different parts of your life or business separate. For example, you can create one workspace for personal expenses and another for a specific client or project.

  1. Open Settings and select Workspaces.
  2. Tap Create Workspace to add a new entity.
  3. Customize the workspace by assigning a unique name, selecting a theme color, and choosing an icon or uploading an avatar.
  4. Switch between workspaces at any time using the switcher in the top navigation bar.

When you switch workspaces, the app filters your expenses and reports to show only the data associated with your active selection.

Manage expense categories

You can customize the list of categories to match your company’s chart of accounts. This ensures that AI-extracted receipts and manual entries are always classified correctly for your records.

  1. Navigate to Settings > Expense Settings.
  2. Select Categories to view your current list.
  3. To add a category: Tap the plus icon, enter a name, and select a representative icon.
  4. To edit or rename: Select an existing category to change its name or icon.
  5. To delete: Swipe left on a category or select it and choose the delete option.

Custom categories appear as options during receipt review and are used to generate the category breakdown charts in your PDF reports.

Configure mileage and units

APSense calculates reimbursement totals based on your preferred distance units and mileage rates.

  1. Go to Settings > Expense Settings > Mileage & Units.
  2. Select units: Choose between Miles or Kilometers.
  3. Set rates: Enter your reimbursement rate per unit. You can set specific rates for different years to maintain accurate historical records.
  4. IRS Standards: The app includes the IRS 2025 standard rate ($0.70/mile) as a default option.

Once configured, any trip you log via GPS or manual entry automatically calculates the correct reimbursement amount based on these settings.

Set up reporting preferences

Automate your reporting workflow to reduce manual steps when submitting expenses for approval.

  • Default emails: Save your accounting department or manager’s email address in Settings > Report Preferences. These addresses prepopulate when you submit a report.
  • Auto-archive: Enable “Auto-archive” to automatically move reports out of your main list once they are marked as Done or Reimbursed.
  • Visibility: Use the “Show Archived Reports” toggle to clean up your view or reference past submissions.

Personalize your profile

Update your public identity and manage how you receive important updates from the app.

  • Identity: Change your display name and upload a profile picture in the Profile section of Settings.
  • Security: Enable Multi-Factor Authentication (MFA) to add an extra layer of security to your account via SMS verification.
  • Notifications: Choose your preferred delivery channel (Email, Push, or both) for receipt processing confirmations, report status updates, and announcements.

Support

If you need assistance with advanced configuration or have questions about specific features, contact our support team: