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APSense documentation

FAQ

APSense Frequently Asked Questions

Find quick answers to common questions about managing your expenses, tracking mileage, and submitting reports with APSense.

General Questions

What is APSense

APSense is a cross-platform expense management solution designed for business professionals. It automates the tedious parts of expense tracking, including receipt data entry, mileage logging, and report generation. You can use it on mobile (iOS and Android), web browsers, and desktop computers.

How much does APSense cost

APSense is free for individuals. There are no hidden fees or trial limits for standard personal use. 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 proprietary Cortexa AI, which employs multiple extraction strategies to identify vendors, dates, and amounts. It handles crumpled, faded, or poorly lit receipts with industry-leading accuracy. If you make a manual correction, the system learns from your input to improve accuracy for that vendor in the future.

Can I capture long receipts or multiple pages

Yes. APSense supports multi-image capture for a single expense. This allows you to snap multiple photos of long restaurant receipts or document both the front and back of a document.

Why do I see logos next to my expenses

The system automatically recognizes over 100 popular brands and vendors. When the AI identifies a known vendor, it displays their official logo in your expense list, making it easier to scan and organize your spending at a glance.

Email Receipt Forwarding

How do I email receipts to my account

You can forward digital receipts (JPG, PNG, or PDF) directly to expenses@apsense.app from the email address associated with your account. The system automatically processes the attachment and adds it to your expense list.

Can I automatically sort emailed receipts

Yes, you can use subject line tags to organize forwarded receipts:

  • Workspaces: Include #workspace_name to route the expense to a specific workspace.
  • Categories: Include @category_name to automatically categorize the expense (e.g., @Meals).

What is a Personal Inbox Token

A Personal Inbox Token is a unique identifier you generate in your Settings. It provides an extra layer of security for the email ingestion pipeline, ensuring that receipts forwarded to the system are correctly and safely matched to your specific account.

Mileage Tracking

How do I track my business mileage

APSense offers four ways to log your trips:

  1. GPS: Live tracking that records your route as you drive.
  2. Odometer: Enter your starting and ending odometer readings.
  3. Map: Search for start and end addresses to calculate the driving distance.
  4. Manual: Enter the total distance directly.

How does APSense ensure mileage accuracy

Our smart GPS filtering prevents “phantom mileage.” The system ignores signal drift when you are stationary and rejects impossible speeds caused by GPS jumps, ensuring your logs are accurate and audit-ready.

What mileage rate does the app use

The app includes the built-in IRS 2025 standard mileage rate of $0.70 per mile. You can also configure custom reimbursement rates in your settings if your organization uses a different standard.

Reports and Approvals

How do I submit an expense report

Once you bundle your expenses into a report, you can move it through the built-in workflow: Active → Submitted → Approved → Done. When you tap “Submit,” you can enter the email address of your manager or accounting department.

Does my manager need an account to approve reports

No. One of the most powerful features of APSense is that approvers can review and approve your reports directly from their email inbox. They do not need to download the app or create an account to complete the review.

What file formats are supported for export

You can export your reports as professional PDFs, which include itemized tables and receipt thumbnails, or as CSV files for easy import into Excel or accounting software.

Workspaces and Organization

How do I keep personal and business expenses separate

You can create isolated Workspaces for different clients, projects, or entities. Each workspace maintains its own set of expenses and reports. You can switch between them instantly using the navigation menu.

What is a Default Report

A Default Report is an active report you designate to receive all new expenses automatically. This saves you the step of manually assigning every receipt you scan or email. You can set a different Default Report for each of your workspaces.

Connectivity and Data

Does APSense work without an internet connection

Yes. APSense uses a local-first architecture. You can view your data and navigate the app in airplane mode or areas with poor connectivity. Any changes you make sync silently to the cloud in the background once your connection is restored.

How fast does the app load

Because APSense reads from a local cache first, the app typically loads your full expense list in under 500ms. You never have to wait for a loading spinner to see your information.

Support and Help

How do I get help

If you have additional questions or encounter an issue, you can reach us through the following channels: