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APSense documentation

Troubleshooting guide

Troubleshooting APSense Issues

This guide helps you diagnose and fix common problems you might encounter while using APSense. If you can’t find a solution here, please contact our support team.

Receipt scanning and AI extraction

APSense uses Cortexa AI to automatically extract details from your receipts. If the data is incorrect or missing, follow these steps.

Incorrect vendor or amount

If the AI misreads a vendor name or total amount, manually edit the expense details. APSense features adaptive learning, meaning it remembers your corrections. The next time you scan a receipt from that vendor, the system applies your previous fixes automatically.

Faded or long receipts

If a receipt is too long or the text is faded, use the Multi-image capture mode. This allows you to take multiple photos of a single receipt (such as the front and back or multiple sections of a long restaurant bill) to ensure the AI has enough clear data to process.

Missing vendor logos

APSense recognizes over 100 major vendors and displays their logos automatically. If a logo is missing, it usually means the vendor is not yet in our global catalog. You can manually set a custom avatar for any vendor in the Vendor management settings.

GPS mileage tracking

Mileage tracking relies on your device’s GPS and specific app permissions to ensure accuracy.

Inaccurate trip distance

If your recorded distance seems incorrect, check the following:

  • Location permissions: Ensure APSense has permission to access your location Always, not just “While Using the App.” This allows the system to continue tracking if you switch to another app during your drive.
  • GPS drift: APSense automatically filters out “phantom mileage” caused by GPS signal noise while you are stationary. If you notice small jumps in distance while parked, the system typically removes these once the trip is finalized.

IRS 2025 rates

APSense is pre-configured with the 2025 IRS standard mileage rate of $0.70 per mile. If your reimbursement amount looks different, verify that you haven’t set a custom rate in your Expense settings.

Email receipt ingestion

You can forward digital receipts to expenses@apsense.app to create expenses automatically.

Receipts not appearing in the app

If forwarded receipts do not show up in your expense list:

  • Verify your sender email: You must send the receipt from the same email address you use to log into APSense.
  • Check attachment types: The system supports JPG, PNG, and PDF files. Receipts embedded only as text in the email body may take longer to process or require manual review.
  • Look for notifications: You should receive a push notification once the email is processed. If you don’t see one, check your Notification preferences in settings.

Sorting with tags

To automatically assign emailed receipts to a specific workspace or category, include tags in the email subject or body:

  • Use #workspace-name to route to a specific workspace.
  • Use @category-name to set the expense category.

Reports and PDF generation

Reports organize your expenses into professional documents for submission.

Expenses not auto-assigning to reports

If new expenses are appearing as “Unassigned,” you need to set a Default report.

  1. Open the report you want to use.
  2. Tap the Star icon or select Set as default.
  3. All future expenses captured in that workspace will automatically move into this report.

PDF or CSV export errors

If you encounter an error when generating a report:

  • Check for empty reports: You cannot generate a PDF for a report with zero expenses.
  • Network connection: While you can view data offline, generating and sharing a PDF requires an active internet connection to sync the latest receipt images.

Approval workflow issues

The approval system allows managers to review your spending without needing an APSense account.

Approval links sent via email are secure and do not require a login. If an approver cannot access the link:

  • Check report status: If you retracted the report or deleted it, the link becomes invalid.
  • Link expiry: For security, approval links may expire after a set period. If the link is expired, resubmit the report to generate a new one.

Sync and connectivity

APSense is a local-first app, but it requires periodic syncing to keep your data consistent across mobile, web, and desktop.

Data missing on the Web Dashboard

If you see expenses on your phone but not on the web:

  • Check your workspace: Ensure you have the same workspace selected on both devices.
  • Force a sync: On mobile, pull down on the expense list to trigger a manual refresh and ensure all local changes are uploaded to the cloud.

Contacting support

If these steps do not resolve your issue, our team is ready to help.

When contacting support, please provide your account email address and the platform you are using (iOS, Android, or Web).