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APSense documentation

Key concepts

APSense is designed to automate the tedious parts of business spending. To get the most out of the platform, it helps to understand the core concepts that drive its organization and automation.

Workspaces: The Foundation of Organization

Workspaces are isolated environments that keep your data organized by context. Think of a workspace as a separate filing cabinet for a specific part of your professional life.

You can create different workspaces to ensure that data never mixes where it shouldn’t. For example, you might have a “Personal” workspace for tax-deductible individual expenses and a “Consulting” workspace for billable client work. Each workspace has its own set of:

  • Expenses and Reports: Items created in one workspace are not visible in another.
  • Categories: You can customize expense categories to match the specific needs of that workspace.
  • Team Members: If you manage a team, you can control who has access to specific workspaces.

The Expense-to-Report Lifecycle

APSense distinguishes between individual spending items and the bundles you submit for reimbursement.

  1. Expenses: These are individual entries. An expense can be a digital receipt forwarded from your email, a photo of a paper receipt, or a GPS-tracked mileage log.
  2. Reports: These are containers for your expenses. You group related expenses into a report (like a “January Travel” or “Project X” report) to prepare them for submission.

The lifecycle typically follows a specific path:

  • Active: You are still adding expenses to the report.
  • Submitted: You have sent the report to an approver or accounting department.
  • Approved/Rejected: An authorized person has reviewed your spending.
  • Done: The process is complete, and the report is archived for your records.

Adaptive Intelligence and Cortexa AI

APSense uses a proprietary engine called Cortexa AI to eliminate manual data entry. When you upload a receipt, the system doesn’t just “read” the text; it uses multiple AI strategies that “vote” on the most accurate result for the vendor, date, and total amount.

Beyond initial scanning, the system features Adaptive Learning. If the AI misidentifies a vendor or you prefer a specific category for a recurring expense, you can correct it manually. APSense remembers these corrections. The next time you scan a receipt from that same vendor, the system automatically applies your preferred settings, becoming more accurate the more you use it.

Frictionless Email Approvals

One of the most significant hurdles in expense management is getting managers to log into a new system to approve spending. APSense solves this with Frictionless Approvals.

When you submit a report, your manager receives an interactive email. This email contains a full summary of the report and a secure link. The manager can review the details and approve or reject the report directly from their inbox. They do not need to create an APSense account or download the app to complete the approval, removing the friction that often delays reimbursements.

Need help

If you have questions about these concepts or need assistance setting up your first workspace, please contact our support team: