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APSense documentation

First-time setup guide

APSense First-Time Setup Guide

Welcome to APSense. This guide helps you complete the initial configuration of your account so you can take full advantage of AI-powered receipt scanning, smart mileage tracking, and automated reporting. By the end of this setup, you’ll be ready to turn your paper receipts into professional reports with minimal effort.

Prerequisites

Before you begin, ensure you have the following:

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

1. Create your account

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

  1. Open the APSense app or navigate to the web dashboard.
  2. Select your preferred sign-in method: Email and Password, Google Sign-In, or Apple Sign-In.
  3. Follow the prompts to verify your email address if using the email/password option.
  4. Optional: For enhanced security, navigate to Settings > Account Security to enable SMS-based Multi-Factor Authentication (MFA).

Result: You are logged into the APSense dashboard and ready to begin your initial configuration.

2. Initialize your first Workspace

Workspaces act as organizational containers that isolate your data. You can create separate workspaces for different clients, specific projects, or to keep your personal and business expenses completely distinct.

  1. Navigate to the Workspaces section or select Settings > Workspaces.
  2. Choose Create New Workspace.
  3. Enter a name (e.g., “Business” or “Consulting Project A”).
  4. Customize the appearance by selecting a theme color and an avatar or icon.

Result: A new Workspace is created, providing a clean slate for your expenses and reports.

3. Configure expense categories and payment methods

Tailor APSense to match your specific accounting requirements or personal spending habits.

  1. Go to Settings > Expense Settings.
  2. Select Categories to add, rename, or delete expense types. You can assign custom icons to each category to make them easier to recognize in your list.
  3. Select Payment Methods to define how you pay for expenses (e.g., “Corporate Visa,” “Personal Cash”).

Result: Your custom categories and payment methods appear as selectable options during the receipt review process.

4. Set a Default Report

A Default Report is an active report that automatically receives every new expense you capture. This eliminates the need to manually sort receipts after every scan.

  1. Navigate to the Reports tab.
  2. Create a new report (e.g., “Monthly Expenses - October”) or select an existing active report.
  3. Tap the Star icon to designate it as your Default Report.

Result: New receipts captured via the camera or forwarded via email are automatically bundled into this report.

5. Generate your Personal Inbox Token

Enable the “Email to Expense” feature to process digital receipts (like those from Amazon, Uber, or airlines) without opening the app.

  1. Navigate to Settings > Personal Inbox.
  2. Select Generate Token to create your unique APSense email address.
  3. Copy this address to your contacts.

Note: When you forward a receipt to expenses@apsense.app, the system uses your token to match the receipt to your account. You can include tags like #Work in the subject line to route the expense to a specific workspace or @Meals to categorize it automatically.

Result: You can now forward any digital receipt for automatic data extraction by Cortexa AI.

6. Set your mileage and unit preferences

If you track business travel, configuring your units and rates ensures your reimbursement totals are always accurate.

  1. Go to Settings > Expense Settings > Mileage & Units.
  2. Toggle between Miles and Kilometers.
  3. Set your Mileage Rate. APSense includes built-in support for standard IRS rates (e.g., $0.70/mile for 2025), but you can enter a custom rate if required by your organization.

Result: The app displays distances in your preferred units and calculates reimbursement totals automatically.

Next actions after setup

Now that your account is configured, you can perform your first productive tasks:

  • Capture a receipt: Use the Scan module to snap a photo of a receipt and watch Cortexa AI extract the details.
  • Log a trip: Open the Mileage module and start a GPS-tracked trip to record your business travel.
  • Submit a report: Once your Default Report is full, tap Submit to send a professional PDF to your accounting department.

Support

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