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APSense documentation

First-time setup guide

APSense automates your business spending lifecycle. By following this guide, you’ll set up your account, configure your first workspace, and prepare the app to handle your receipts and mileage automatically.

Prerequisites

  • The APSense app installed on your mobile device or accessed via the web.
  • A valid email address or an existing Google or Apple account.
  • An active internet connection for initial synchronization.

1. Create your account

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

  1. Open APSense and select your preferred sign-in method: Email, Google, or Apple.
  2. If you choose Email, enter your details and create a secure password.
  3. Check your inbox for a verification email and click the link to activate your account.
  4. Sign in to the app to enter the welcome experience.

Result: You are now signed in and ready to begin the onboarding process.

2. Complete the welcome wizard

The welcome wizard uses interactive video tutorials to show you the most efficient ways to manage your expenses.

  1. When the onboarding dialog appears, watch the short video previews for the three core workflows:
    • Track Expenses: How to snap receipts and let the AI do the work.
    • Track Mileage: How to use GPS for automatic trip logging.
    • Build Reports: How to bundle expenses for submission.
  2. Follow the progress indicators through each step.
  3. Tap Finish or Get Started once you reach the final screen.

Result: You now have a foundational understanding of the app’s primary features.

3. Configure your primary workspace

Workspaces keep your data organized. You can create isolated environments for different clients, specific projects, or simply to separate personal and business spending.

  1. Navigate to the Workspace Selection screen.
  2. Select the default workspace or tap the + icon to create a new one.
  3. Give your workspace a name (e.g., “Freelance Projects” or “Personal”).
  4. Choose a custom color and icon to make the workspace easily identifiable in your list.
  5. Tap Save to set this as your active workspace.

Result: Your primary workspace is customized and ready to receive data.

4. Set your regional preferences

Ensure your financial reports are accurate by selecting the correct currency and measurement units for your region.

  1. Open the Settings menu.
  2. Tap on Mileage & Units.
  3. Select your local Currency (e.g., USD, EUR, GBP).
  4. Choose your Distance Unit: Miles or Kilometers.
  5. Notice that APSense automatically applies the current IRS 2025 mileage rates if you use USD and Miles.

Result: The app now displays the correct symbols and calculates reimbursements based on your local standards.

5. Enable receipt notifications

Receipt notifications provide instant confirmation when the Cortexa AI finishes processing a receipt you’ve forwarded via email.

  1. In Settings, open the Notification Settings sheet.
  2. Toggle the delivery channels for Email Receipt Added.
  3. Choose your preferred method: Push, Email, or Both.
  4. Ensure you grant the system permission to send notifications if prompted by your device.

Result: You’ll receive a notification as soon as the AI extracts the vendor, amount, and date from your digital receipts.

6. Verify your email for receipt forwarding

The “Forward It, Forget It” feature allows you to turn any digital receipt into an expense just by forwarding an email.

  1. Locate the Email Receipt Ingestion section in your settings.
  2. Note the registered sender email address (this must match the email you use to forward receipts).
  3. Verify that you can now send attachments to expenses@apsense.app.

Result: You are ready to forward hotel folios, airline tickets, and digital invoices directly into your account.

Next actions

Now that your account is configured, you can begin active usage:

  • Capture a receipt: Tap the camera icon to scan your first physical receipt.
  • Log a trip: Go to the Mileage tab and tap Start Trip to begin a GPS-tracked journey.
  • Create a report: Navigate to the Reports tab to start bundling your new expenses for reimbursement.

If you encounter any issues during setup, please contact us at support@ademero.com or visit www.ademero.com.