Skip to content
APSense documentation

Glossary

APSense Glossary

This glossary defines the key terms and concepts you’ll encounter while using APSense. Understanding these terms helps you navigate the app more effectively and ensures your expense reports are accurate and professional.

Core Concepts

Expense

An individual financial transaction or mileage log. Every expense in APSense contains details like the vendor name, date, amount, and category. You can create expenses by scanning receipts, forwarding emails, or entering data manually.

Reimbursable

A setting applied to an expense indicating that the cost should be paid back to you by your employer or client.

  • Example: A business lunch paid for with your personal credit card is marked as Reimbursable, while a lunch paid for with a company card is not.

Report

A collection of expenses bundled together for submission. Reports follow a specific lifecycle (from Active to Done) and serve as the primary document you share with accounting departments or clients for approval and payment.

Workspace

A top-level organizational container used to isolate data. Workspaces allow you to keep different parts of your professional life completely separate.

  • Example: You might have a “Personal” workspace for individual tax deductions and a “Consulting” workspace for expenses you bill to specific clients.

Automation & AI

Adaptive Intelligence

The system’s ability to learn from your manual corrections. If the AI misidentifies a vendor or category and you fix it, APSense remembers that preference for the next time you scan a receipt from that same vendor.

Cortexa AI

The proprietary extraction engine that powers APSense. It uses multiple scanning strategies to identify text on receipts, even if they are crumpled or faded. It calculates totals based on subtotals and taxes to ensure accuracy when the printed “Total” line is unclear.

Vendor Logo Recognition

A visual feature that automatically identifies the merchant on your receipt and displays their official logo in your expense list. This makes it easier to scan your history visually rather than reading every line of text.

Workflow & Statuses

Default Report

A designated “Active” report that automatically receives any new expenses you capture. Setting a default report saves you the step of manually assigning every receipt after you scan it.

Needs Review

A status indicator on an expense that requires your attention. This usually appears when the AI is uncertain about a specific detail (like a blurry date) or when required information is missing.

Report Statuses

  • Active: A draft report that you are still adding expenses to.
  • Submitted: A report that has been sent to an approver or accounting email. It is “locked” to prevent further changes unless it is retracted or rejected.
  • Approved: A report that has been verified by an authorized reviewer.
  • Done: The final state of a report, indicating that all actions (including reimbursement) are complete.

Mileage & Tracking

GPS Drift Filtering

An intelligent technology that prevents “phantom mileage.” It ignores small GPS movements that occur while you are stationary (like sitting in a parking lot) and rejects impossible speeds, ensuring your logs are accurate for IRS compliance.

IRS Standard Rate

The default reimbursement rate per mile (or kilometer) set by the government. APSense updates this annually (e.g., $0.70 per mile for 2025) to ensure your calculations are always current.

Map Mode

A mileage entry method where you select a starting address and a destination. The system calculates the most efficient driving route and determines the distance automatically.

Odometer Mode

A manual tracking method where you enter the starting and ending readings from your vehicle’s dashboard to calculate the total distance of a trip.

Integration & Security

Email Ingestion Tags

Special characters used in the subject line of forwarded receipt emails to route them automatically.

  • # (Workspace Tag): Routes the receipt to a specific workspace (e.g., #Business).
  • @ (Category Tag): Assigns the expense to a specific category (e.g., @Travel).

Multi-Factor Authentication (MFA)

An extra layer of security for your account. When enabled, APSense requires both your password and a one-time code sent to your mobile device via SMS to verify your identity during sign-in.

Personal Inbox Token

A unique, secure identifier generated in your settings. This token allows APSense to recognize receipts forwarded from your email address and safely attach them to your specific account.

Support and feedback

If you encounter a term not defined here or need further clarification on how a feature works, please contact our support team: