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APSense documentation

Troubleshooting guide

Troubleshooting common APSense issues

If you encounter issues while using APSense, use this guide to identify the cause and find a resolution. APSense uses a local-first architecture, meaning most features work instantly on your device and sync to the cloud in the background.

Receipt scanning and AI extraction

APSense uses Cortexa AI to automatically extract details like vendor names, dates, and totals. If your receipt data looks incorrect or the scanner isn’t responding, try these steps.

Incorrect vendor or amount extracted

  • Check for blur or low light: Ensure the receipt is flat and well-lit. If the image is blurry, the AI may misread characters.
  • Verify the total: If the AI misreads the total, it automatically attempts a calculation fallback by adding the subtotal, tax, and tip. If this is still incorrect, manually edit the field.
  • Use manual corrections: When you fix a vendor name or category, APSense learns your preference. Future receipts from that vendor will use your corrected data automatically.
  • Fuzzy matching: If a vendor name is slightly misspelled (e.g., “Wa1mart”), the system uses fuzzy matching against a known catalog to fix it. If it fails, check that the vendor name is clearly visible on the receipt.

Camera not responding

  • Check permissions: Ensure APSense has permission to access your camera in your device settings.
  • Restart the capture flow: Close the camera screen and tap the scan button again to reset the document scanner.

Email receipt forwarding

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

Receipts not appearing in the app

  • Verify the sender email: You must send the receipt from the same email address associated with your APSense account.
  • Check file types: Ensure your attachments are in JPG, PNG, or PDF format. Other file types are ignored by the ingest pipeline.
  • Look for a confirmation email: APSense sends an instant confirmation once a receipt is processed. If you didn’t receive one, check your spam folder or verify the recipient address.
  • Wait for sync: Emailed receipts are processed in the cloud. It may take a few moments for the new expense to appear in your list.

Incorrect workspace or category assignment

  • Use subject tags: Include #WorkspaceName in the email subject to route the expense to a specific workspace.
  • Use category tags: Include @CategoryName in the subject or body to set the expense category automatically.

GPS mileage tracking accuracy

APSense uses smart filtering to ensure your mileage logs are accurate and IRS-compliant.

Discrepancies in trip distance

  • Avoid “phantom mileage”: The system uses drift filtering to ignore small GPS movements when you are stationary (e.g., sitting in a drive-thru).
  • Check for signal loss: If you drive through a tunnel or parking garage, the accuracy threshold may reject poor-quality readings, resulting in a straight line between the last known points.
  • Speed validation: APSense rejects GPS “jumps” that imply speeds over 150 mph. If your phone provides a wildly inaccurate location spike, the system ignores it to protect your log integrity.
  • Battery saving: The app uses adaptive polling. If your battery is extremely low, your device may limit GPS updates, which can reduce the detail of your recorded route.

Report submission and approvals

Reports bundle your expenses into professional documents for reimbursement or accounting.

Approver did not receive the report

  • Check the status: Ensure the report status has changed to “Submitted.”
  • Verify the email address: Double-check the approver’s email in the report details.
  • No login required: Remind your approver that they do not need an APSense account. they can review and approve the report directly from the secure link in their email.

PDF generation issues

  • Missing thumbnails: If receipt images are missing from the PDF, ensure you have a stable internet connection so the app can download the high-resolution versions from the cloud vault before generating the file.
  • Large reports: Very large reports with dozens of high-resolution receipts may take a few extra seconds to generate. Do not close the app until the preview appears.

Sync and offline performance

APSense is designed to work offline, but data must eventually sync to reach other devices or the web dashboard.

Data not appearing on other devices

  • Background sync: If you created an expense while offline, it stays on your device until you have a connection. Check the “Sync Status” in settings to see if any items are pending upload.
  • Workspace selection: Ensure you are viewing the same workspace on both devices. Use the workspace switcher in the top bar or sidebar to verify.
  • Force refresh: Pull down on the expense or report list to trigger a manual synchronization with the cloud.

Contacting support

If these steps do not resolve your issue, contact our support team for further assistance.

When contacting support, please provide your account email, the platform you are using (iOS, Android, or Web), and a brief description of the steps you took before the issue occurred.