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Onboarding walkthrough

Getting started with APSense

This guide walks you through setting up your account, capturing your first expense, and submitting a professional expense report. You’ll go from a pile of receipts to a submission-ready report in under 5 minutes.

Create your account

Establish your secure profile and initialize your personal data environment.

  1. Open the APSense app on your mobile device or navigate to the web dashboard.
  2. Select your preferred sign-up method: Email, Google, or Apple.
  3. Follow the on-screen prompts to verify your identity.
  4. Watch the short video tutorials in the onboarding wizard to learn the basics of tracking expenses and building reports.

Expected result: You see the main dashboard and your personal workspace is ready for data.

Set up your workspace

Workspaces act as dedicated containers to keep your expenses organized by project, client, or business entity.

  1. Tap the workspace avatar in the top bar.
  2. Select Create New Workspace.
  3. Enter a name (e.g., “Acme Corp Project” or “Personal”) and choose a custom color and icon.
  4. Tap Save to make this your active workspace.

Expected result: The top bar displays your new workspace avatar, and all subsequent expenses are saved here.

Scan your first receipt

Use Cortexa AI to automatically extract data from physical receipts with high accuracy.

  1. Tap the Camera icon on the bottom navigation bar.
  2. Align your receipt within the frame and tap the capture button. For long receipts, you can capture multiple images.
  3. Review the extracted data on the Capture Review screen. Notice that the system automatically identifies the vendor, total amount, date, and category.
  4. Tap Submit to save the expense.

Expected result: The expense appears in your list instantly, complete with the merchant’s logo for recognized vendors.

Log a business trip

Record your mileage for tax deductions or employer reimbursement using smart GPS tracking.

  1. Navigate to the Mileage screen.
  2. Choose your input method:
    • GPS: Tap Start Trip before you drive and Stop Trip when you arrive.
    • Manual: Enter the distance or start/end odometer readings.
    • Map: Select your start and end addresses to calculate the driving distance.
  3. Verify the calculated reimbursement amount, which uses current IRS rates.
  4. Tap Save Trip.

Expected result: A mileage expense is created. Smart filtering ensures that GPS drift or stationary time doesn’t add “phantom mileage” to your log.

Build an expense report

Group individual expenses into a single document for easy management and submission.

  1. Go to the Reports screen and tap the + icon to create a new report.
  2. Give your report a title (e.g., “January Travel”) and choose a color.
  3. Return to your Expenses list.
  4. Long-press an expense to enter multi-select mode, select all relevant items, and tap Assign to Report.
  5. Choose your new report from the list.

Expected result: Your report now shows a total reimbursable amount and a breakdown of spending by category.

Submit for reimbursement

Send a professional PDF report to your accounting department or manager for approval.

  1. Open your report and tap the Submit button.
  2. Enter the recipient’s email address in the Submit to Accounting field.
  3. If your organization requires it, enter an Approver Email.
  4. Tap Confirm Submission.

Expected result: The report status changes to Submitted. A professional PDF is generated and emailed, featuring itemized tables, spending charts, and receipt thumbnails. Your manager can review and approve the report directly from their inbox without needing an APSense account.

Next steps

Need help?

If you encounter any issues during onboarding, please contact our support team: