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APSense documentation

Getting started guide

APSense is a comprehensive expense management tool designed to simplify how you track business spending. By combining AI-powered receipt scanning, GPS mileage tracking, and automated report generation, we help you move from a pile of receipts to a reimbursed bank account in seconds.

In this guide, we will walk through the initial setup and your first successful report submission.

Create your account

To begin, you need to establish a secure profile. APSense supports multiple sign-in methods to get you started quickly.

  1. Download the APSense app on your mobile device or visit the web dashboard.
  2. Select your preferred sign-in method: Continue with Google, Continue with Apple, or sign up using your Email and Password.
  3. Follow the on-screen prompts to verify your identity.

Expected Result: You are logged into the dashboard. Notice that a default Personal workspace is automatically created for you so you can start tracking immediately.

Configure your workspace

Workspaces allow you to keep different parts of your life separate. You might have one for personal expenses, one for your primary job, and another for a side project or specific client.

  1. Open the navigation menu and tap on your current workspace name.
  2. Select Manage Workspaces to create a new one or edit your existing profile.
  3. Go to Settings to customize your environment:
    • Categories: Add or rename expense categories to match your accounting needs.
    • Currency: Set your preferred currency code.
    • Mileage: Verify the current mileage rate (automatically set to the latest IRS standards).

Expected Result: Your workspace is now tailored to your specific business needs, ensuring all future entries are categorized correctly.

Capture your first receipt

APSense uses Cortexa AI to read your receipts so you don’t have to type.

  1. Tap the Camera icon on the main navigation bar.
  2. Position your receipt in the frame. The document scanner automatically detects the edges and captures a clear image.
  3. Review the Capture Review screen. Notice that the AI has already extracted the Vendor, Amount, Date, and suggested a Category.
  4. Verify the details and tap Submit.

Expected Result: A new expense entry appears in your list with all fields populated and the receipt image attached.

Log business mileage

Whether you’re driving to a client meeting or a supply run, you can track your distance in several ways.

  1. Navigate to the Mileage section.
  2. To track a live trip, tap Start Trip. APSense uses smart GPS filtering to ensure you only log actual driving distance, ignoring signal drift while you’re stationary.
  3. When you arrive, tap Stop Trip.
  4. Alternatively, use Odometer Mode to enter your start and end readings, or Map Mode to calculate distance between two addresses.

Expected Result: A mileage expense is created, automatically calculating your reimbursement total based on the distance traveled.

Forward an email receipt

For digital invoices from airlines, hotels, or online retailers, you can skip the app entirely.

  1. Open your email client (Gmail, Outlook, etc.).
  2. Find a digital receipt or invoice.
  3. Forward the email to expenses@apsense.app.
  4. Ensure you send the email from the same address you used to create your APSense account.

Expected Result: You will receive an in-app notification confirming the receipt was processed. The expense will appear in your list with the email body or attachment saved as the receipt image.

Generate and submit a report

Once you have a collection of expenses, it’s time to bundle them into a professional report for your manager or accounting department.

  1. Go to the Reports tab.
  2. Tap Create New Report and give it a title (e.g., “December Travel”).
  3. Select your unassigned expenses to add them to the report.
  4. Review the report summary to see the total amount and category breakdown.
  5. Tap Submit. Enter the recipient’s email address and choose your format (PDF or CSV).

Expected Result: A professional, branded report is sent to the recipient. You can now track the status of your report (Submitted, Approved, or Reimbursed) directly from your dashboard.

Support and resources

If you encounter any issues or have questions about advanced features, our team is here to help.