Skip to content
APSense documentation

Glossary

APSense Glossary

This glossary defines the primary terms and concepts you’ll encounter while using APSense. Understanding these terms helps you manage your expenses, mileage, and reports more effectively across mobile, web, and desktop platforms.

Core Concepts

The following entities represent the primary data you interact with daily.

Expense

An individual transaction record. It typically includes the vendor name, the amount spent, the date of the transaction, and a category. You can create an expense by scanning a physical receipt, uploading a digital file, or entering details manually.

  • Example: A $45.00 transaction at “Starbucks” categorized as “Meals.”

Report

A collection of expenses grouped together for a specific purpose, such as a business trip or a monthly reimbursement cycle. Reports act as the primary vehicle for submitting your data to accounting or an approver.

  • Example: A report titled “Q1 West Coast Sales Trip” containing ten individual travel and meal expenses.

Workspace

A distinct organizational container used to separate data. You can use workspaces to keep your personal expenses separate from business ones, or to isolate expenses for different clients or projects.

  • Example: You might have a “Personal” workspace for tax deductions and a “Consulting” workspace for billable client work.

Capture and Processing

These terms describe how APSense uses automation to reduce manual data entry.

Confidence Score

A reliability rating, ranging from 0.0 to 1.0, provided by the AI for every piece of data it extracts. A high score indicates the AI is very certain the information is correct, while a lower score may prompt you to double-check the entry.

Cortexa AI

The proprietary extraction engine that powers APSense. It uses multiple intelligent strategies to read receipt details. Unlike standard scanners, it learns from your manual corrections to improve its accuracy for future receipts from the same vendor.

Email Ingestion

The process of creating expenses by forwarding digital receipts (like airline confirmations or Amazon invoices) to a dedicated APSense email address. The system automatically parses the email body and attachments to generate an expense entry in your account.

OCR (Optical Character Recognition)

The underlying technology used to convert the text found in receipt images into editable digital data. APSense combines OCR with AI to understand the context of the text, such as distinguishing between a “Total” and a “Subtotal.”

Mileage Tracking

These terms relate to how you log vehicle travel for reimbursement or tax purposes.

Drift Filtering

Smart logic within the GPS tracking system that ignores minor fluctuations in your position. This ensures that if you are stationary (e.g., sitting in traffic or at a stoplight), the system does not add “phantom miles” to your trip total.

GPS Trip

A mileage log created by tracking your real-time movement using your mobile device’s location services. You start the trip when you begin driving and stop it when you arrive at your destination.

IRS Standard Rate

The pre-configured reimbursement rate per mile based on current United States tax guidelines. APSense automatically applies this rate to calculate the total value of your business trips.

  • Example: For 2025, the standard rate is $0.70 per mile.

Odometer Mode

A manual entry method for logging mileage where you enter the starting and ending readings from your vehicle’s dashboard. The system calculates the difference to determine the total distance.

Workflows and Statuses

These terms clarify the lifecycle of an expense report from creation to payment.

Active

The initial status of a report. An active report is essentially a draft that you are currently building. You can add, remove, or edit expenses within an active report at any time.

Approved

A status indicating that an authorized reviewer has verified the report and cleared it for reimbursement. Once a report is approved, it is typically locked to prevent further changes.

One-Tap Approval

A streamlined feature that allows managers to review and approve your reports directly from an email notification. The approver can click a link in the email to finalize the report without needing to log into the APSense application.

Reimbursed

The final status in the workflow, indicating that the payment for the expenses in the report has been processed and sent to you.

Submitted

A status indicating that you have sent the report to an approver or your accounting department. Submitted reports are generally read-only while they await review.

Account and Security

These terms relate to how you access the system and manage your profile.

Admin Panel

A specialized dashboard available to system administrators. It provides tools to manage user accounts, view global usage statistics, and monitor system health.

MFA (Multi-Factor Authentication)

An enhanced security measure that requires more than just a password to sign in. When enabled, you must also provide a unique code sent to your mobile device via SMS to verify your identity.

Personal Inbox Token

A unique, secret identifier associated with your account. This token is part of your custom forwarding email address and ensures that receipts you forward via email are routed correctly to your specific APSense account.

Support and Contact

If you encounter a term not defined here or need further assistance, please contact our support team: