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APSense documentation

Quick start guide

Quick Start Guide

APSense automates your business spending lifecycle. We will guide you through setting up your environment, capturing a receipt with Cortexa AI, and submitting a professional report for reimbursement.

Prerequisites

  • An active APSense account.
  • A physical or digital receipt for testing.
  • The email address of your manager or accounting department for the final submission step.

1. Sign in to APSense

Open the application on your mobile device or browser. Choose your preferred authentication method: Email, Google, or Apple.

Result: You land on the primary dashboard, ready to organize your spending.

2. Create your first Workspace

Workspaces provide isolated environments for different projects or clients.

  1. Tap the workspace switcher in the top navigation bar.
  2. Select Create Workspace.
  3. Enter a name (e.g., “Project Alpha”) and customize it with a unique color or icon.
  4. Tap Save.

Result: The new workspace becomes active. All expenses and reports created now stay within this specific project container.

3. Start a new Report

Reports act as containers for related expenses that you intend to submit together.

  1. Navigate to the Reports tab.
  2. Tap the + icon to create a new report.
  3. Enter a title (e.g., “January Travel”) and select a color.
  4. Toggle the Set as Default switch.

Result: An empty report is created. Because it’s set as your default, any new expenses you capture automatically assign themselves to this report.

4. Scan a physical receipt

Cortexa AI handles the data entry for you by extracting details directly from your receipt images.

  1. Tap the Camera icon in the navigation bar.
  2. Align your receipt within the guides and capture the photo.
  3. For long receipts, use the multi-image feature to capture additional sections.

Result: The app processes the image in seconds, identifying the vendor, total amount, and transaction date.

5. Review and save the expense

Verify the AI’s work before finalizing the entry.

  1. Check the extracted fields on the Review screen.
  2. If you need to change the category or vendor name, make the edit manually.
  3. Tap Save.

Result: The expense is saved to your default report. Notice that APSense automatically applies the vendor’s logo. The system also learns from any manual corrections you made to improve future scans.

6. Submit your report

Once your expenses are gathered, send the report for approval.

  1. Open your active report from the Reports tab.
  2. Tap the Submit button to start the two-step submission workflow.
  3. Enter the recipient’s email address (e.g., your manager or bookkeeper).
  4. Confirm the submission.

Result: The report status changes to Submitted and a professional PDF is generated. Your recipient receives an email with the full report and can approve or reject it directly from their inbox without needing an APSense account.

Verification and next steps

You have successfully completed the full expense lifecycle. You can verify the status of your submission at any time in the Reports tab.

To further automate your workflow, try these features:

  • Email Ingestion: Forward digital receipts from your inbox to expenses@apsense.app.
  • Mileage Tracking: Use the Mileage tab to start a GPS-tracked trip for automatic distance calculation.

Support

If you encounter any issues during your first five minutes, contact our team: