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APSense documentation

Workflow guide

How to Capture Receipts and Submit Expense Reports

APSense streamlines your expense management by automating data entry through AI extraction. This guide walks you through the complete workflow, from capturing a physical receipt to submitting a finalized report to your accounting department or manager.

Goal

Complete the end-to-end process of turning a physical or digital receipt into a submitted expense report for reimbursement.

1. Capture your receipt

You can initiate data entry using your mobile device’s camera, uploading from your gallery, or dragging files into the web application.

  1. On Mobile: Tap the Camera icon on the dashboard. The document scanner automatically detects the edges of your receipt. Align the receipt within the frame and capture the image.
  2. On Web: Drag and drop your digital receipt (JPG, PNG, or PDF) directly into the Receipt Drop Zone on the dashboard.
  3. Via Email: Forward your digital receipts to expenses@apsense.app from your registered account email.

Expected Result: The application displays a preview of the captured image and begins automated data extraction.

2. Review AI-extracted data

Once the image is processed, APSense uses AI to identify key information. You must verify this data before saving.

  1. Check the processing badge at the top of the screen. It indicates if the data was AI Extracted (Pro/Enterprise), processed via Basic OCR (Free/Starter), or handled by On-Device AI.
  2. Verify the Vendor Name. If the AI misidentified the store, tap the field to select from your frequently used vendors or type a new name.
  3. Confirm the Total Amount and Date.
  4. Select an Expense Category (e.g., Meals, Travel, or Supplies).

Expected Result: The extraction results are populated in the review form for final adjustment.

3. Assign to a workspace and report

Organization ensures your expenses are routed to the correct budget or client.

  1. Select the appropriate Workspace (e.g., “Personal” or “Business”).
  2. Tap the Report field.
  3. Select an existing active report from the list.
  4. If you do not have a relevant report, tap Create New Report, enter a title, and select a color for easy identification.

Expected Result: The expense is associated with the selected workspace and report.

4. Add optional details

Enrich your expense record with metadata to help your approver understand the context of the spend.

  1. Enter specific details in the Notes field, such as the project name or client met.
  2. Select the Payment Method used for the transaction.
  3. Toggle the Tax Deductible switch if the expense qualifies for tax benefits.
  4. Tap Save Expense to finalize the entry.

Expected Result: The expense record is saved and appears in your expense list and the associated report.

5. Submit the report for approval

Once you have collected all necessary expenses for a period or project, you must submit the report to lock the data and notify your approver.

  1. Navigate to the Reports tab and select the report you wish to submit.
  2. Review the total amount and the list of attached expenses.
  3. Tap the Submit button.
  4. Enter the Recipient Email (e.g., your manager or accounting department).
  5. Confirm the submission.

Expected Result: The report status changes from Active to Submitted, and an email notification containing a PDF summary is sent to the designated recipient.

Handling extraction errors

If the AI fails to read a blurry or complex receipt, you have two primary options:

  • Retake Photo: Tap the Retake button on the review screen to try capturing a clearer image with better lighting.
  • Manual Entry: If extraction continues to fail, you can tap Add Manually from the dashboard to enter all details yourself and attach the image as a reference only.

Submission decision points

After submission, your report enters a review workflow:

  • Approved: The report is marked as Approved. You can no longer edit expenses within this report.
  • Rejected: If a report is Rejected, you will receive a notification. Open the report to view the rejection reason, make the necessary corrections to the individual expenses, and tap Resubmit.

Support

If you encounter issues during the capture or submission process, please contact our support team: