Skip to content
APSense documentation

First-time setup guide

Getting started with APSense

APSense helps you organize business finances through AI-powered receipt scanning, GPS mileage tracking, and automated report generation. This guide walks you through the initial setup to get you ready for your first expense report.

Prerequisites

Before you begin, ensure you have the following:

  • Access to the APSense mobile app (iOS or Android) or the web dashboard at apsense.app.
  • A valid email address or an existing Google or Apple account for single sign-on (SSO).

Create your account

Establishing your identity ensures your data stays secure and synchronized across your mobile, desktop, and web devices.

  1. Open the APSense application.
  2. Select your preferred sign-in method: Email, Continue with Google, or Continue with Apple.
  3. Follow the on-screen prompts to verify your identity.
  4. Complete the welcome wizard to familiarize yourself with the core features.

Result: You are signed in and redirected to the main dashboard.

Set up your primary workspace

Workspaces allow you to keep expenses separate for different clients, projects, or business entities.

  1. Navigate to the Workspace Selection screen from the main menu or sidebar.
  2. Select the option to create a new workspace.
  3. Enter a name for your workspace.
  4. Choose a distinct color and icon to help you identify the workspace at a glance.
  5. Save your changes.

Result: Your new workspace appears in the sidebar and is ready for use.

Configure regional preferences

Ensure your reports use the correct currency and measurement units for your specific location.

  1. Open the Settings panel.
  2. Locate the Mileage & Units section.
  3. Select your local currency (e.g., USD, EUR, GBP).
  4. Choose your preferred distance unit: Miles or Kilometers.

Result: The app now displays the correct currency symbols and distance labels across all screens.

Create a default expense report

Setting a default report enables the app to automatically assign new expenses to a specific destination, saving you time during high-volume scanning.

  1. Go to the Reports list.
  2. Create a new report (e.g., “Monthly Expenses - January”).
  3. Open the report details.
  4. Toggle the Set Default Report option.

Result: A star icon appears next to the report name, indicating it is the active destination for all new captures.

Capture your first receipt

Verify that the AI-powered extraction is working correctly by scanning a physical or digital receipt.

  1. Tap the Camera icon on the mobile app or the Upload button on the web dashboard.
  2. Capture a clear photo of a receipt or upload an image file.
  3. Wait a few seconds for the Cortexa AI to process the image.
  4. Review the Capture Review screen to verify the extracted Vendor, Amount, and Date.
  5. Tap Submit to save the expense to your default report.

Result: The expense is saved and appears in your expense list with the extracted details and the receipt thumbnail.

Next actions

Now that your account is configured, you can explore advanced tracking features:

  • Track a trip: Start a GPS-tracked mileage trip to automatically calculate reimbursements.
  • Forward receipts: Send digital invoices to expenses@apsense.app from your registered email to have them added automatically.
  • Submit for approval: Once your report is complete, send it to an approver directly through the app.

Support

If you encounter issues during setup, contact our support team: