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APSense documentation

Glossary

This glossary defines the primary terms and features you’ll encounter while using APSense. Whether you are managing personal receipts or overseeing a large team, these definitions help you navigate the platform effectively.

AI-powered Receipt Extraction

This is an advanced data entry feature available in Pro and Enterprise subscription tiers. Unlike basic text recognition, the AI understands the context of your receipt to automatically extract the vendor name, total amount, date, tax, and even individual line items. It also suggests the most appropriate expense category based on your previous habits.

Admin Panel

The Admin Panel is a dedicated interface for users with administrative privileges. If you are an admin, you use this panel to manage user accounts, view system-wide activity charts, audit logs, and send broadcast notifications to your team. It serves as the central control center for organizational oversight.

APSense

APSense is the name of the platform. It is a comprehensive expense management solution designed to automate receipt tracking, mileage logging, and financial reporting across mobile, web, and desktop devices.

Dashboard

The Dashboard is your main overview screen. When you open the app, the Dashboard provides an at-a-glance summary of your recent spending, pending reports, and key financial metrics. It helps you quickly identify which expenses still need your attention.

Default Report

A Default Report is a specific report you designate as the primary destination for new expenses. When you scan a receipt or log mileage, APSense automatically assigns that entry to your Default Report to save you time. You can set or change your default report at any time within the report settings.

Email Ingest

Email Ingest allows you to create expenses without opening the app. You can forward digital receipts or photos of paper receipts to a dedicated email address (such as expenses@apsense.app). APSense identifies your account by your “From” address and automatically processes the attachments into new expense entries.

Expense

An Expense is a single record of spending. Every expense entry includes essential details like the vendor, the amount paid, the date of the transaction, and the payment method used. You can create expenses manually, through Email Ingest, or by using the camera to scan a receipt.

Expense Attachment

An Expense Attachment is a digital file linked to an expense record. These are typically images of paper receipts or PDF files from digital invoices. Attachments serve as the primary documentation for your spending and are included when you submit reports for approval.

Mileage Tracking

Mileage Tracking is a feature used to log travel distances for business reimbursement. You can enter your mileage manually, record odometer readings, or use your device’s GPS to track a trip in real-time. APSense calculates the reimbursement amount based on the mileage rates configured in your settings.

OCR (Optical Character Recognition)

OCR is the base technology used in the Free and Starter tiers to read text from receipt images. It identifies characters and numbers to help fill in the vendor, date, and amount fields. While powerful, it is less contextual than the AI-powered extraction found in higher tiers.

Processing Job

A Processing Job is a temporary background task that occurs when you upload a receipt for cloud-based AI extraction. While the AI analyzes your receipt, you can see the status of this job in your expense list. Once the analysis is complete, the results are automatically applied to your expense entry.

Push Notification

Push Notifications are alerts sent directly to your mobile device or desktop, even when the APSense app is not active. You’ll receive these for important updates, such as when a submitted report is approved or rejected, or when a forwarded email receipt has finished processing.

Report

A Report is a curated collection of expenses grouped together for a specific purpose, such as a business trip or a monthly reconciliation. You submit reports to an approver or accounting department to request reimbursement or to finalize your records.

Split Expense

The Split Expense feature allows you to divide a single transaction into multiple distinct entries. For example, if you have one receipt that contains both business supplies and personal items, you can split the expense to ensure only the business portion is included in your professional reports.

Subscription Tiers

APSense offers several service levels to match your needs:

  • Free: Basic manual entry and limited OCR scans.
  • Starter: Increased limits and GPS mileage tracking.
  • Pro: Unlimited scanning and advanced AI-powered extraction.
  • Enterprise: Team management, admin dashboards, and custom branding.

Tips & Tricks

Tips & Tricks are helpful messages and guidance provided to you as you use the platform. These messages offer advice on how to get the most out of APSense features and are delivered through in-app notifications, push alerts, and email.

Support

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