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APSense documentation

Secondary scenario how-to

How to manage advanced expense scenarios

This guide covers advanced features in APSense that help you maintain precise records for complex financial situations.

Prerequisites

  • An active APSense account.
  • At least one existing expense or report (for management tasks).

Split an expense into multiple categories

If a single receipt contains items that belong in different categories—such as a hotel bill with both lodging and meal charges—you can split the expense into multiple line items.

  1. Open the Expenses list and select the expense you want to divide.
  2. Select Split Expense from the options menu.
  3. Add the required number of rows for your split.
  4. Enter the specific amount and category for each new line item.
  5. Review the total to ensure it matches the original receipt amount.
  6. Select Save Split.

APSense creates new “child” expenses linked to the original “parent” entry, ensuring your reports reflect the correct category totals.

Forward digital receipts via email

You can add digital receipts to your account without opening the app by forwarding them to a dedicated APSense address.

  1. Navigate to Settings and select Personal Inbox.
  2. Copy your unique inbox address or generate a new one if you haven’t already.
  3. Forward any receipt email (with attachments like JPG, PNG, or PDF) to expenses@apsense.app from your registered email address.
  4. Optional: To automate organization, include tags in the email subject or body:
    • Use # followed by the workspace name (e.g., #ClientProject) to assign it to a specific workspace.
    • Use @ followed by the category name (e.g., @Meals) to set the category.

The system processes the attachment using AI and notifies you when the expense is ready for review.

Customize vendor profiles

APSense learns from your corrections. You can manage vendor profiles to ensure the AI uses your preferred names and categories for specific merchants.

  1. Go to Settings > Expense Settings > Vendor Management.
  2. Select a vendor from your history.
  3. Update the Vendor Name to your preferred display name.
  4. Set a Default Category and Default Payment Method for this merchant.
  5. Select Save.

Future scans from this vendor will automatically apply these settings, reducing the need for manual edits.

Revert a split expense

If you split an expense by mistake or need to consolidate the entries, you can revert the split to return to a single line item.

  1. Locate any of the “child” entries from the split in your Expenses list.
  2. Open the expense details.
  3. Select Undo Split.
  4. Confirm the action when prompted.

The system deletes the split entries and restores the original parent expense to its unsplit state.

Enable multi-factor authentication

Enhance your account security by requiring a secondary verification code during sign-in.

  1. Navigate to Settings and select Account Security.
  2. Select Enable SMS MFA.
  3. Enter your mobile phone number and select Send Code.
  4. Enter the verification code sent to your device.
  5. Confirm the enrollment.

Once enabled, you’ll receive a text message with a unique code whenever you sign in from a new device.

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