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APSense documentation

Settings reference

APSense Settings Reference

This reference guide describes the configuration options available in APSense. You can use these settings to customize how the application handles your data, automates your workflows, and communicates with you.

User Profile Settings

Manage your personal identity and account security to ensure your reports are correctly attributed and your data remains protected.

  • Display Name: The name that appears on your generated expense reports and in the admin dashboard.
  • Email Address: Your primary contact for account notifications and the address used to identify receipts forwarded to expenses@apsense.app.
  • Profile Picture: A custom image used for your user avatar. You can upload a new image or remove the current one at any time.
  • Multi-Factor Authentication (MFA): Enroll your phone number to receive SMS verification codes. This adds a layer of security when signing in to your account.

Workspace Configuration

Workspaces allow you to organize expenses into isolated environments. This is useful for keeping personal spending separate from business expenses or managing multiple clients.

  • Workspace Name: The primary label for the workspace.
  • Description: An optional field to provide context for the workspace’s purpose.
  • Visual Customization:
    • Color: Select a theme color to visually distinguish the workspace in the navigation menu.
    • Icon/Avatar: Choose a specific icon or text avatar to represent the workspace.
  • Active Status: You can activate or deactivate workspaces. Deactivating a workspace hides it from your primary view without deleting the underlying data.

Expense Customization

Define the categories and payment methods used to classify your spending. These settings drive the accuracy of your financial summaries.

  • Expense Categories: Manage a list of categories (e.g., Meals, Travel, Supplies). You can add custom categories and assign specific icons to each for faster visual recognition.
  • Payment Methods: Define the methods you use to pay for expenses (e.g., Corporate Card, Cash, Bank Transfer).
  • Adaptive Learning: APSense automatically learns from your manual corrections. If you change a vendor name or category, the system remembers that preference and applies it to future receipts from that same vendor.

Mileage and Regional Units

Configure measurement units and reimbursement rates to ensure your travel tracking complies with local standards or company policies.

  • Distance Unit: Choose between Miles or Kilometers. This affects how GPS trips and odometer readings are calculated.
  • Currency Code: Set the default currency for your account. All report totals and expense amounts use this code.
  • Mileage Rate: The reimbursement amount per unit of distance. It defaults to the IRS 2025 standard of $0.70 per mile, but you can update this to match your specific requirements.

Report Workflow Preferences

Control the automation and confirmation steps for generating and submitting expense reports.

  • Default Emails:
    • Accounting Email: The default recipient for finalized expense reports.
    • Approval Email: The address of the manager or client who must review your reports before they are sent to accounting.
  • Automation:
    • Auto-Archive: Automatically move reports to the archive once they are marked as “Done” or “Reimbursed.”
    • Default Report Assignment: When enabled, new expenses are automatically assigned to your designated “Default Report” to save time.
  • Confirmation Toggles: Enable or disable warning dialogs when changing report statuses or archiving data to prevent accidental modifications.

Notification and Delivery

Customize how and when you receive alerts for account activity. You can set the delivery channel for each notification type.

  • Delivery Channels: For each alert type, you can choose to receive notifications via Email, Push, Both, or turn them Off.
  • Alert Types:
    • Email Receipt Processed: Receive a confirmation when a forwarded email receipt is successfully converted into an expense.
    • Report Status Updates: Get notified when an approver accepts or rejects a submitted report.
    • Announcements: Stay informed about new features and system updates.
    • Tips and Tricks: Receive helpful guidance on how to maximize the value of APSense.

Support and Assistance

If you need help with your settings or encounter an issue, contact our support team: