Skip to content
APSense documentation

Secondary scenario how-to

Advanced Expense Management in APSense

APSense provides powerful tools to help you manage complex financial scenarios. Whether you need to divide a single bill across multiple projects, automate receipt entry via email, or keep different clients completely separate, these advanced features ensure your records stay accurate and organized.

Split a single receipt into multiple expenses

If you have a single transaction that covers different categories—such as a retail trip for both office supplies and travel snacks—you can split it into multiple entries.

  1. Open the Expense Details for the transaction you want to divide.
  2. Select the Split action from the menu.
  3. In the split dialog, enter the amount and category for each portion.
  4. Add additional rows if you need to divide the receipt into more than two parts.
  5. Save your changes.

The original expense becomes a “parent” entry, and the new portions appear in your expense list as related items. You can undo a split at any time from the expense details to merge the amounts back into a single entry.

Automate receipt entry using your personal email

You can forward digital receipts directly to APSense using a unique, personal email address. This eliminates the need to manually upload files or take photos of your screen.

  1. Navigate to Settings and select Personal Inbox.
  2. Tap Generate My Address to create your unique forwarding email (formatted as token@apsense.app).
  3. Copy this address and save it to your email contacts.
  4. Forward any digital receipt (JPG, PNG, or PDF) to this address.

Use smart tags in your emails

You can automatically categorize and sort forwarded receipts by adding tags to the email subject line or body:

  • Workspaces: Use the # symbol followed by the workspace name (e.g., #ProjectAlpha).
  • Categories: Use the @ symbol followed by the category name (e.g., @Travel).

Once processed, you’ll receive a notification that the expense is ready for review in the app.

Organize expenses with Workspaces

Workspaces allow you to keep financial data for different clients, projects, or business entities completely separate. This ensures that reports generated for one client never include data from another.

  1. Open the Workspace Selection screen from the main menu or settings.
  2. Create a new workspace and give it a unique name.
  3. Customize the workspace with a specific color, icon, or avatar to make it easily identifiable.
  4. Use the workspace switcher (located in the top bar on desktop/web or the side menu on mobile) to move between different environments.

When you are inside a workspace, all new expenses and reports you create are automatically isolated to that specific project or client.

Auto-assign expenses to a default report

To speed up your workflow, you can set a specific active report as your “Default.” This ensures that every new receipt you scan or email is automatically added to that report without manual intervention.

  1. Open the Report Details for the report you want to use.
  2. Tap the Star icon to set it as your default report.
  3. Alternatively, go to Settings > Report Preferences to manage your default report settings.

If you haven’t set a default, APSense may prompt you to select one when you add a new expense to ensure your transactions are always organized into a report.

Manage and correct vendor profiles

APSense learns from your behavior. When you correct a vendor name or change a category, the app updates that merchant’s profile to improve future accuracy.

  1. Go to Settings and select Vendor Management.
  2. Search for a specific merchant to view their profile.
  3. Update the Default Category or Default Payment Method for that vendor.
  4. Upload a custom logo or avatar if the merchant isn’t automatically recognized.
  5. Rename a vendor to merge multiple variations (e.g., merging “Starbucks #123” and “Starbucks Coffee” into “Starbucks”).

By refining these profiles, you reduce the amount of manual editing required for future scans.

Support

If you encounter issues with these advanced features or need assistance with your account, please contact our support team: