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APSense documentation

FAQ

General Questions

Is APSense free to use

Yes. APSense is free for individual users. You can track unlimited manual expenses and access core features like receipt scanning and report generation without a subscription.

Which platforms are supported

You can use APSense across all your devices. It is available as a native app for iOS and Android, a responsive web application at apsense.app, and a dedicated desktop application for Windows, macOS, and Linux.

Can I separate my personal and business expenses

Yes. You can use Workspaces to organize expenses by client, project, or entity. This keeps your personal spending completely separate from your professional reimbursements.

Receipt Scanning and AI

How accurate is the receipt scanning

APSense is powered by Ademero Cortexa AI, which leverages over 20 years of document extraction expertise. Unlike standard scanners, APSense uses multiple extraction strategies that cross-verify totals, subtotals, taxes, and tips to ensure industry-leading accuracy.

What happens if the AI makes a mistake

The system features Adaptive Intelligence. If you manually correct a vendor name or category, APSense remembers that preference. The next time you scan a receipt from that same vendor, the app applies your previous correction automatically.

Which file types can I upload

You can snap photos directly in the app or upload existing files. APSense supports JPG, PNG, and multi-page PDF documents.

Mileage Tracking

How do I log my business trips

You have four ways to track mileage:

  • GPS Mode: Start a trip, drive, and stop. The app records your 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: Simply enter the total miles or kilometers driven.

Does GPS tracking drain my battery

GPS tracking is optimized for mobile use. The app uses smart polling intervals to capture accurate routes while minimizing impact on your battery life.

How does APSense prevent “phantom mileage”

Standard trackers often count GPS “wobble”—small movements reported by your phone while you are stationary—as distance traveled. APSense uses smart filtering to reject drift, inaccurate signals, and impossible speeds (like GPS “jumps” over 150 mph), ensuring your logs are audit-ready.

Are IRS mileage rates included

Yes. The 2025 IRS standard mileage rate ($0.70/mile) is built directly into the app and updates automatically to ensure your reimbursements are calculated correctly.

Email Receipt Ingestion

How do I add receipts from my email

You can forward any digital receipt (like those from Amazon, airlines, or Uber) to expenses@apsense.app. APSense automatically extracts the vendor, amount, and date from the email body or attachments and adds them to your account.

Can I categorize expenses via email

Yes. You can use “tags” in the subject line or body of your email to organize your data instantly:

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

How do I know if my emailed receipt was received

APSense sends an instant confirmation email once your receipt has been processed and is ready for your review in the app.

Reports and Approvals

How do I submit my expenses for reimbursement

You can bundle your expenses into a Report. Once a report is ready, you can generate a professional PDF or CSV file with one tap. These reports include category breakdowns, charts, and thumbnails of all attached receipts.

Does my manager need an APSense account to approve reports

No. When you submit a report for approval, your manager receives an email with a full preview of the report. They can review and approve or reject the report directly from their inbox without ever needing to log in or download the app.

What do the different report statuses mean

  • Active: You are still adding or editing expenses.
  • Submitted: The report is sent to an approver or accounting.
  • Approved: The report has been verified and is ready for payment.
  • Reimbursed: The expenses have been paid out.

Security and Support

Is my data secure

Your data is encrypted and synced securely across all your devices. APSense uses enterprise-grade security to ensure your financial records and personal information remain private.

How do I get help

If you encounter an issue or have a question not covered here, you can reach out to the support team: