Skip to content
APSense documentation

Secondary scenario how-to

APSense provides several advanced tools to help you manage complex receipts and automate your organization. These features ensure your reports are accurate and your data entry is minimal.

Split an expense

You can divide a single receipt into multiple line items. This is useful for receipts that cover different types of costs, such as a hotel bill that includes both lodging and meals.

  1. Open the Expenses list and select the expense you want to divide.
  2. Tap the More (three-dot) menu and select Split Expense.
  3. Enter the amount and select the appropriate category for the first part of the expense.
  4. Tap Add Split to create additional rows for other parts of the receipt.
  5. Ensure the total of all split parts matches the original receipt total.
  6. Tap Save to create the individual expense entries.

Use email tags for automation

When you forward receipts to expenses@apsense.app, you can include specific tags in the email subject or body to automatically route the expense.

  • Route to a Workspace: Use the # symbol followed by the workspace name (e.g., #Consulting).
  • Assign a Category: Use the @ symbol followed by the category name (e.g., @Travel).

Example Subject: Flight Receipt #Client-A @Transportation

The system automatically detects these tags, extracts the receipt data using Cortexa AI, and places the expense in the correct location without any manual sorting.

Set vendor defaults

APSense learns from your corrections. You can manually set preferences for specific vendors so the AI automatically applies them to future scans.

  1. Navigate to Settings and select Vendor Management.
  2. Select a vendor from your history (e.g., “Starbucks”).
  3. Set a Default Category (e.g., “Meals”) and a Default Payment Method.
  4. Tap Save.

The next time you scan a receipt from this vendor, APSense automatically fills in these details for you.

Organize with Workspaces

Workspaces allow you to keep different business entities, clients, or personal expenses completely isolated from one another.

  1. Go to Settings and select Workspaces.
  2. Tap Create Workspace to add a new entity.
  3. Customize the workspace with a unique name, color, and icon to make it easily identifiable.
  4. To switch between environments, tap the workspace name in the top navigation bar and select the desired workspace.

Each workspace maintains its own set of reports and expenses.

Revert an expense split

If you split an expense by mistake or need to change the distribution, you can revert the items back to their original state.

  1. Open any of the “child” expenses created by a split.
  2. Tap the More menu and select Undo Split.
  3. Confirm the action when prompted.

The system deletes the split entries and restores the original parent expense with its full amount.

Support

If you encounter issues with advanced workflows or need assistance with automated tagging, contact our support team: