Skip to content
APSense documentation

Getting started guide

Product overview

APSense is a modern expense management solution that turns the chaos of business travel and project spending into organized, professional reports. By using Cortexa AI, APSense automatically reads your receipts so you don’t have to type in vendors or totals. Whether you are a consultant billing multiple clients or a sales representative on the road, APSense helps you track every mile and every dollar with minimal effort.

Initial setup

Follow these steps to establish your profile and prepare your first expense report.

1. Create your account

Establish a secure profile to sync your data across mobile, web, and desktop platforms.

  1. Open the APSense app or navigate to the web dashboard.
  2. Select your preferred sign-in method: Continue with Google, Continue with Apple, or enter your email and password.
  3. If using email, verify your account via the confirmation link sent to your inbox.
  4. Complete your profile by entering your display name.

Result: You are logged into the APSense dashboard and ready to configure your first workspace.

2. Set up your first workspace

Workspaces allow you to keep different parts of your life separate, such as “Personal” expenses and “Client Projects.”

  1. Navigate to the Workspaces section from the main menu or settings.
  2. Tap Create Workspace.
  3. Enter a name for your workspace (e.g., “Acme Corp Consulting”).
  4. Choose a custom color and an avatar or icon to help you identify it quickly.
  5. Tap Save.

Result: A new workspace is created. All expenses you add while this workspace is active are grouped together.

3. Capture your first receipt

Use the AI-powered scanner to extract data from a physical receipt automatically.

  1. Tap the Camera icon on the main navigation bar.
  2. Align your receipt within the frame and snap a photo. For long receipts, you can capture multiple images.
  3. Wait a moment while Cortexa AI analyzes the image.
  4. Review the extracted details, including the Vendor, Amount, Date, and Category.
  5. Make any necessary manual adjustments and tap Submit.

Result: The expense is saved to your active workspace. APSense remembers your corrections and gets smarter the more you use it.

4. Create an expense report

Reports group your expenses into professional documents that you can share with accounting or clients.

  1. Go to the Reports tab.
  2. Tap New Report.
  3. Enter a title (e.g., “January Travel”) and select a workspace.
  4. (Optional) Set this as your Default Report to have all new scans automatically assigned here.
  5. Select your captured expenses and add them to the report.

Result: Your report is visible in your workspace, showing a total balance and category breakdown.

5. Verify your personal inbox address

Enable digital receipt tracking by identifying your unique forwarding address. This allows you to expense digital invoices without opening the app.

  1. Navigate to Settings and select Personal Inbox.
  2. Locate your unique APSense email address (e.g., yourname@apsense.app).
  3. Forward any digital receipt (like an Uber or Amazon invoice) to this address.
  4. Check your Expenses list a few seconds later to see the automatically processed entry.

Result: You can now track digital expenses simply by forwarding emails.

Next steps

Now that your baseline is established, you can explore advanced automation features:

  • Track Mileage: Use the Log Mileage feature to record business trips via GPS, odometer readings, or map-based address lookups.
  • Automated Approvals: Submit your reports to a manager. They can review and approve your expenses directly from their email without needing to install the app.
  • Export Data: Generate professional PDF summaries with embedded receipt images or export CSV files for your accounting software.

Support

If you encounter issues during setup or have questions about feature usage, please contact our support team: