Onboarding walkthrough

In this guide, we will help you set up your first workspace, scan a receipt using our proprietary Cortexa AI, and submit a professional expense report. You’ll be ready to manage your business expenses in about 5 minutes.

Create your account

First, we need to establish your secure profile. This ensures your data stays synced across the mobile app and web dashboard.

1. Open the APSense app or navigate to the web login page.
2. Choose your preferred sign-in method: Email, Google, or Apple.
3. Follow the prompts to verify your identity.

Expected result: You see the main Expenses screen. APSense automatically initializes your first “Personal” workspace so you can start tracking immediately.

Set up your first Workspace

Workspaces are dedicated containers that keep your data organized. We use them to isolate expenses for specific clients, projects, or business entities.

1. Open the sidebar menu and select Workspaces.
2. Tap the + or Create Workspace button.
3. Enter a name (e.g., “Acme Corp Project”) and choose a theme color or icon.
4. Save your changes.

Expected result: Your new workspace appears in the sidebar. Notice that when you switch to this workspace, your expense list is empty and ready for project-specific entries.

Scan your first receipt

Now, let’s use the Cortexa AI engine to digitize a physical receipt. Our AI doesn’t just read text; it understands the structure of your receipt to ensure high accuracy.

1. Tap the Camera icon on the main navigation bar.
2. Align your receipt within the frame and snap a photo. For long receipts, you can capture multiple images.
3. Wait a moment while Cortexa AI extracts the details.
4. Review the extracted Vendor, Total Amount, and Date.

Expected result: The app identifies the vendor and may even display their official logo. You see the extracted data in a review screen where you can make quick adjustments before saving.

Create a Default Report

To save time, we can designate a “Default Report.” This tells APSense to automatically add every new scan to a specific report so you don’t have to assign them manually.

1. Navigate to the Reports tab.
2. Tap the + icon to create a new report (e.g., “December Travel”).
3. Open the report settings and toggle Set as Default.
4. Save the report.

Expected result: A star icon appears next to the report name. From now on, any receipt you scan or email will land in this report instantly.

Submit your report for approval

Once your report is complete, we can generate a professional documentation package for your accounting department or manager.

1. Open your active report and tap Submit.
2. Enter the recipient’s email address.
3. Review the summary and tap Confirm Submission.

Expected result: The report status changes to Submitted. The recipient receives an email containing a formatted PDF summary with category breakdowns and all your receipt images. Best of all, your manager can approve the report directly from their inbox without needing to log into the app.

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Next steps for power users

Now that you’ve mastered the basics, we recommend exploring these advanced automation features:

• Personal Inbox Token: Go to Settings > Personal Inbox to generate a unique email address. You can forward digital receipts (like Uber or Amazon) directly to this address to create expenses automatically.
• GPS Mileage Tracking: Use the Mileage tab to record business trips in real-time. Our smart filters ignore GPS “wobbles” to ensure your logs are IRS-compliant.
• Custom Categories: Tailor the app to your needs by adding custom expense categories and payment methods in the Settings menu.

If you need assistance, reach out to us at support@ademero.com or visit www.ademero.com.