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APSense documentation

FAQ

APSense Frequently Asked Questions

APSense is designed to make expense management effortless for business professionals. Whether you are a frequent traveler, a consultant managing multiple clients, or a small business owner, these answers help you get the most out of the platform.

Getting started

Is APSense free to use

APSense is completely free for individuals. You can capture unlimited manual expenses and access core features without a subscription. For information regarding team or enterprise features, please contact our support team.

Which platforms support APSense

You can access APSense across all your devices. It is available as a native app for iOS and Android, and as a full-featured web and desktop application. Your data syncs automatically across all platforms in real-time.

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. It automatically identifies the vendor, total amount, and date. Unlike standard tools, it uses multiple strategies to verify data, ensuring high accuracy even for complex receipts.

What if the AI misreads a receipt

If the AI makes a mistake, you can simply edit the field. APSense features adaptive intelligence, meaning it learns from your manual corrections. The next time you scan a receipt from that same vendor, the app applies your previous corrections automatically.

Does APSense support PDF receipts

Yes. You can upload multi-page PDF receipts directly. The system processes them just like image files, extracting the necessary data and attaching the document to your expense entry.

Can it read crumpled or faded receipts

Cortexa AI is designed to handle real-world conditions. It can successfully extract data from crumpled, faded, or partially obscured receipts that often cause other scanners to fail.

Email receipt ingestion

How do I forward receipts from my email

You can forward any digital receipt (such as airline confirmations or Amazon invoices) to expenses@apsense.app. APSense processes the email body and any attachments, creates the expense, and sends you a confirmation.

Can I organize expenses via email tags

Yes. You can use tags in the subject line or body of your forwarded email to organize your expenses automatically:

  • Use # followed by the workspace name (e.g., #ProjectAlpha) to route it to a specific workspace.
  • Use @ followed by the category (e.g., @Travel) to set the expense category.

Mileage tracking

What are the different ways to track mileage

APSense offers four flexible modes to ensure every trip is logged:

  1. GPS Mode: Start a trip and let the app track your route automatically in the background.
  2. Odometer Mode: Enter your starting and ending odometer readings.
  3. Map Mode: Search for start and end addresses to calculate the driving distance.
  4. Manual Mode: Enter the total miles or kilometers directly.

How does APSense ensure GPS accuracy

The app uses smart drift filtering. This technology ignores “GPS noise” that occurs when you are stationary (such as sitting in traffic or at a red light), ensuring your logs reflect actual driving distance for audit-ready compliance.

Are tax rates updated automatically

Yes. APSense has the latest IRS mileage rates (including the 2025 rate of $0.70/mile) built directly into the system. The app automatically calculates your reimbursement value based on the current year’s standards.

Reports and approvals

What formats can I use to export reports

You can generate professional PDF reports that include itemized expense tables, category breakdowns, and embedded receipt images. You can also export your data to CSV format for easy import into Excel or accounting software like QuickBooks.

How does the email approval workflow work

When you submit a report for approval, your manager receives a secure link via email. They can review the full report and approve or reject it directly from their inbox. They do not need to create an APSense account or download the app to complete the approval.

Workspaces and organization

How do I manage multiple clients or projects

Use the Workspaces feature to keep your data separated. You can create different workspaces for personal expenses, specific clients, or separate business entities. Each workspace maintains its own set of reports and settings.

Can I automate expense assignment

Yes. You can set a Default Report within any workspace. Once set, every new expense you capture or email will be automatically assigned to that report, saving you the step of manual filing.

Security and privacy

Is my data secure

Your security is our priority. All data is encrypted and stored in secure environments. We do not sell your data to third parties.

Does APSense support Multi-Factor Authentication

Yes. You can enable SMS-based Multi-Factor Authentication (MFA) in your account settings to add an extra layer of security to your expense data.

Support

If you have a question not covered here, please reach out to us: