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APSense documentation

FAQ

General Questions

What is APSense

APSense is a cross-platform expense management application designed for business professionals. It automates the entire lifecycle of business spending—from the moment you receive a receipt to the final approval of an expense report. You can use it seamlessly across mobile (iOS and Android), web browsers, and desktop environments.

Is APSense free to use

APSense is free for individual users. There are no hidden fees for standard features like receipt scanning, mileage tracking, and report generation. For information regarding Pro or Enterprise tiers for teams, please contact our support team.

Receipt Scanning and AI

How accurate is the receipt scanning

APSense uses Cortexa AI, a state-of-the-art extraction engine built on over 20 years of document processing expertise. Unlike standard apps that use a single OCR pass, Cortexa employs multiple AI strategies that “vote” on the results. This ensures high accuracy for vendor names, dates, and totals, even on crumpled or faded receipts.

Does scanning work without an internet connection

Yes. APSense is built with a local-first architecture. The AI processing happens directly on your device, allowing you to snap and process receipts while offline or in airplane mode. Your data syncs to the cloud automatically once you regain a connection.

What is Adaptive Learning

If the AI ever misidentifies a vendor or category, you can manually correct it. APSense remembers these corrections. The next time you scan a receipt from that same vendor, the system automatically applies your preferred name and category, creating a personalized experience that gets smarter the more you use it.

Mileage Tracking

How can I log my business trips

APSense offers four distinct ways to track mileage:

  • GPS Mode: Start a trip, drive to your destination, and stop. The app records your actual route in the background.
  • Odometer Mode: Enter your starting and ending odometer readings.
  • Map Mode: Select your start and end addresses to calculate the driving distance automatically.
  • Manual Mode: Enter the total distance traveled directly.

What is Smart Filtering in mileage tracking

Most tracking apps record every minor “wobble” in your GPS signal as distance traveled, which can lead to “phantom mileage” and inflated reports. APSense uses advanced filtering to reject impossible speeds and ignore GPS drift while you are stationary. This ensures your logs are accurate and compliant with IRS standards.

Are current mileage rates built in

Yes. APSense includes the IRS 2025 standard mileage rate of $0.70 per mile. The system automatically calculates your reimbursement or tax deduction based on the distance logged.

Email Ingestion

How do I turn emails into expenses

You can forward any digital receipt (like those from airlines, hotels, or online retailers) to expenses@apsense.app. APSense automatically parses the email body and attachments to create a new expense in your account.

Can I organize emailed expenses using tags

Yes. You can use special tags in the subject line or body of your forwarded email:

  • Use #workspace-name to assign the expense to a specific workspace.
  • Use @category-name to set the expense category automatically.

Reports and Approvals

What formats are available for exporting reports

You can generate professional PDF reports that include itemized expense tables, category breakdowns, and embedded receipt thumbnails. You can also export your data as a CSV file for easy import into Excel or accounting software.

Do my managers need an APSense account to approve reports

No. APSense features a frictionless approval workflow. When you submit a report, your approver receives an email with a full preview. They can review, comment, and approve or reject the report directly from their inbox without ever creating an account or downloading the app.

Workspaces and Organization

Why should I use multiple workspaces

Workspaces allow you to keep different types of spending completely isolated. You might use one workspace for personal expenses, another for your primary business, and others for specific clients or long-term projects. This ensures that your reports and settings (like custom categories) remain organized and relevant to the task at hand.

Security and Support

Is my data secure

Your data is encrypted and stored securely using industry-standard protocols. APSense is designed to protect sensitive financial information and ensures that your receipt images and personal details remain private.

How do I contact support

If you have questions or need assistance, you can reach us through the following channels: