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 platform and manage your business finances more efficiently across mobile, web, and desktop.

Core Concepts

Expense

An Expense is the fundamental unit of tracking in APSense. It represents a single financial transaction, such as a meal, a flight, or a supply purchase. Each expense can include details like the vendor name, amount, date, category, payment method, and attached receipt images.

Report

A Report is a collection of expenses grouped together for a specific purpose, such as a business trip, a monthly filing, or a project. You submit reports to approvers or accounting departments to facilitate reimbursement or bookkeeping.

Workspace

A Workspace is the highest level of organization in the app. You use workspaces to keep different parts of your life or business separate. For example, you might have a “Personal” workspace and a “Consulting” workspace. Expenses and reports belong to a specific workspace and do not mix with others.

AI and Extraction

Cortexa AI

Cortexa AI is the proprietary intelligent engine that powers APSense. Unlike standard text recognition, Cortexa uses multiple extraction strategies to identify vendors, dates, and totals with high accuracy. It can even calculate totals from subtotals and taxes if the primary total is obscured on a receipt.

Vendor Profile

A Vendor Profile is a saved merchant identity that APSense manages for you. The system learns from your behavior; if you manually change the category for a specific merchant, APSense remembers that preference. The next time you scan a receipt from that vendor, the app automatically applies your preferred category and payment method.

Confidence Score

When you scan a receipt, the AI assigns a Confidence Score to the data it extracts. This score represents how certain the system is that it read the information correctly. If a score is low, the app highlights the fields for you to double-check during the review process.

Tracking and Ingestion

Email Ingestion

Email Ingestion allows you to create expenses without opening the app. By forwarding digital receipts or invoices to expenses@apsense.app, the system automatically extracts the data and adds the expense to your account.

Mileage Tracking

APSense offers four ways to track travel distance for reimbursement:

  • GPS: Records your actual driving route in real-time and calculates distance automatically.
  • Odometer: You enter the starting and ending readings from your vehicle.
  • Map: You select a start and end address, and the system calculates the driving distance.
  • Manual: You simply enter the total number of miles or kilometers traveled.

Tagging

When using Email Ingestion, you can use Tags in the subject line or body to organize your data instantly:

  • Workspace Tag (#): Use a hashtag followed by the workspace name (e.g., #ProjectA) to route the expense.
  • Category Tag (@): Use the “at” symbol followed by a category (e.g., @Travel) to categorize the expense automatically.

Workflow and Status

Report Status

Reports move through a lifecycle indicated by their status:

  • Active: The report is a draft. You can add, edit, or remove expenses.
  • Submitted: You have sent the report for review.
  • Approved: An authorized reviewer has verified the report.
  • Rejected: The report was sent back for corrections.
  • Done: The report is finalized and settled.

Locked Report

A Locked report is any report with a status other than “Active.” Once a report is submitted, approved, or marked as done, you cannot add or remove expenses unless you reactivate it. This ensures the integrity of the financial data during the approval process.

Reimbursable

The Reimbursable flag indicates whether you expect to be paid back for an expense. This is typically used for out-of-pocket costs.

Tax Deductible

The Tax Deductible flag marks an expense as a business write-off. This helps you or your accountant identify which transactions can reduce your taxable income at the end of the year.

Advanced Management

Split Expense

A Split Expense allows you to divide a single large transaction into multiple entries. This is useful if one receipt covers multiple categories, such as a hotel bill that includes both “Accommodation” and “Meals.”

Default Report

You can designate one report in each workspace as the Default Report. When this is set, any new expense you create—whether via camera or email—is automatically assigned to that report, saving you the step of manual assignment.

Bulk Actions

Bulk Actions allow you to manage multiple expenses or reports at once. You can select several items to delete them, move them to a different report, or change their status simultaneously.

Support

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