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APSense documentation

Onboarding walkthrough

Getting started with APSense

Welcome to APSense. This guide helps you set up your account, capture your first expenses using AI, and submit a professional report for reimbursement.

Time estimate: 5 minutes

1. Create your account

Set up your profile to access your workspace and start tracking expenses.

  1. Open the APSense app or navigate to apsense.app.
  2. Select your preferred sign-in method: Email, Google SSO, or Apple SSO.
  3. Follow the prompts to complete your profile.

Expected result: You land on the dashboard. APSense automatically creates a Personal workspace for you, which is ready for your first entry.

2. Scan your first receipt

Use Cortexa AI to automatically extract details from your paper receipts.

  1. Tap the Scan or Camera icon.
  2. Position your receipt in the frame and take a photo. For long receipts, you can capture multiple images for a single entry.
  3. Wait a moment while the AI extracts the vendor, amount, and date.
  4. Review the extracted information on the Capture Review screen.
  5. Tap Submit or Save.

Expected result: The expense appears in your list with the correct vendor logo and details already filled in.

3. Log a business trip

Record your mileage to ensure you are reimbursed for travel.

  1. Navigate to the Mileage tab or select Log Mileage from the add menu.
  2. Choose your input method:
    • GPS: Tap Start Trip to track your route in real-time.
    • Odometer: Enter your starting and ending readings.
    • Manual: Enter the total distance directly.
  3. Enter the purpose of the trip and tap Save.

Expected result: APSense creates a mileage expense. It automatically calculates the reimbursement amount using the 2025 IRS rate of $0.70 per mile.

4. Organize expenses into a report

Group your recent captures into a professional report.

  1. Go to the Reports screen and tap New Report.
  2. Give your report a title (e.g., “January Sales Trip”) and choose a custom color.
  3. Select the expenses you want to include from your unassigned list.
  4. Tap Create.

Expected result: Your report is now active and displays a summary of the total amount and category breakdowns.

5. Submit for reimbursement

Send your finalized report to your manager or accounting department.

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

Expected result: APSense generates a professional PDF containing your expense table, category charts, and receipt thumbnails. The report status updates to Submitted, and the recipient receives the full documentation via email.

Next steps

  • Email Ingestion: Save time by forwarding digital receipts directly to expenses@apsense.app. They will appear in your account automatically.
  • Workspace Management: Create additional workspaces to keep different clients, projects, or business entities completely separate.
  • Default Reports: Set a report as your “Default” in settings to have all new scans automatically assigned to it.

Support

If you have questions or need assistance, please contact our support team: