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APSense documentation

FAQ

APSense Frequently Asked Questions

APSense is designed to take the manual labor out of expense management. Whether you’re a solo professional or part of a larger team, these answers help you navigate the platform’s automated features and workflows.

Account and Workspaces

How do I separate my personal and business expenses

APSense uses Workspaces to keep different areas of your financial life distinct. You can create multiple workspaces (such as “Personal” and “Consulting”) and switch between them using the workspace selector. Each workspace has its own set of reports and expenses, ensuring that your business data never mixes with your personal records.

How do I delete my account

If you decide to leave APSense, you can delete your account through the Account & Security settings. To prevent accidental deletions, the system requires you to type a specific confirmation phrase: DELETE MY ACCOUNT. Once confirmed, your profile and associated data are permanently removed.

Receipt Capture and AI Extraction

How does the automated receipt scanning work

When you capture a photo of a receipt or upload a file, APSense uses AI-powered extraction to identify key details automatically. The system looks for the vendor name, the total amount, and the transaction date. You can review these fields immediately on the Capture Review screen to ensure everything is accurate before saving the expense.

What should I do if the AI extracts the wrong information

While the AI is highly accurate, factors like poor lighting or crumpled paper can occasionally cause errors. You can manually edit any field on the review screen. APSense features fuzzy matching logic, which means it learns from your corrections. If you fix a vendor name once, the system is more likely to recognize that vendor correctly in the future.

Can I submit receipts via email

Yes. You can send receipt attachments directly to your dedicated APSense email inbox. The system automatically processes these attachments, extracts the data, and adds them to your expense list. This is particularly useful for digital invoices and travel confirmations that arrive in your email.

Expense Reports and Submissions

What do the different report statuses mean

Reports move through a specific lifecycle to track their progress toward reimbursement:

  • Active: You’re still adding expenses or making edits.
  • Submitted: You’ve sent the report to an approver or accounting department.
  • Approved: The report has been reviewed and cleared for payment.
  • Rejected: The report was sent back for corrections.
  • Done: The process is complete, and the report is finalized.

How do I send a report for approval

When you’re ready to submit, use the Submit for Approval action. A two-step dialog appears to collect the necessary contact information, such as the email addresses for your manager (approver) and the accounting department. APSense then generates the necessary notifications and documentation for them.

In what formats can I export my data

You can export your expense data at any time. The most common options are:

  • PDF Full Report: A professional document including summaries, category breakdowns, and images of all associated receipts.
  • CSV Data File: A spreadsheet-ready file containing all raw transaction data, ideal for importing into accounting software.

Mileage and GPS Tracking

What are the different ways to log mileage

APSense offers three methods for tracking business travel:

  1. Manual Entry: Enter the total distance traveled directly.
  2. Odometer Readings: Enter your starting and ending odometer values, and the system calculates the difference.
  3. GPS Trip Tracking: Start a trip in the app, and APSense uses your device’s location services to track the exact route and distance in real-time.

Does GPS tracking work if I close the app

Yes. If you grant the necessary background location permissions, APSense continues to track your trip even if you switch to another app or lock your screen. This ensures your mileage is recorded accurately without requiring the app to stay open in the foreground.

Support and Troubleshooting

Where can I get help if I encounter an issue

If you run into trouble or have a specific question not covered here, you can access the Help Center directly within the app settings. From there, you can submit a support request through our contact form, which automatically includes relevant details like your app version and platform to help us assist you faster.

Contact Information

If you need direct assistance, you can reach out to our support team:

Next Steps: To learn more about setting up your first report, visit the Reports section in your app navigation.