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APSense documentation

Workflow guide

APSense streamlines your business financial management by automating the path from a paper receipt to a reimbursed expense. By following this workflow, you can ensure your records are accurate, organized, and ready for accounting with minimal manual entry.

Capture your receipts

The first step is getting your financial data into APSense. You can use several methods to ensure no expense is forgotten.

  1. Snap a photo: Use the in-app camera to take a picture of a physical receipt. The AI-powered scanner instantly extracts the vendor name, total amount, and date.
  2. Forward an email: For digital receipts like those from airlines or online retailers, forward the confirmation email to expenses@apsense.app. APSense processes the body and any attachments automatically.
  3. Upload documents: If you have digital files or multi-page PDFs, upload them directly to the app. The system handles long receipts and multi-page invoices with ease.

Verify and categorize expenses

Once an expense is captured, you must confirm the details are correct and assign it to the right place.

  1. Review extraction results: Open the captured expense to see what the AI found. If the scanner missed a detail or misread a faded line, you can make manual corrections.
  2. Benefit from adaptive learning: When you correct a vendor name or category, APSense remembers your preference. Future receipts from that same vendor will automatically use your corrected information.
  3. Assign a workspace: Choose whether the expense belongs to your “Business” or “Personal” workspace to keep your records separated.

Log business mileage

For travel-related costs, APSense provides dedicated tools to log your miles accurately.

  1. Use GPS mode: Start a trip before you begin driving. APSense tracks your route in the background and calculates the distance automatically when you arrive.
  2. Enter odometer readings: If you prefer manual logging, enter your starting and ending odometer values to record the exact distance.
  3. Use the map tool: Calculate the distance between two addresses using the built-in map tool.
  4. Automatic calculation: APSense applies current IRS rates to your mileage to calculate the total reimbursable amount instantly.

Organize expenses into reports

Reports allow you to group related expenses together for specific projects, clients, or time periods.

  1. Create a new report: Give your report a clear title and select a custom color to help you identify it in your list.
  2. Set a default report: Designate one report as your “Default.” Any new expenses you capture will be assigned to this report automatically, saving you the step of manual assignment.
  3. Split expenses: If a single large receipt covers multiple categories (e.g., a hotel bill with both lodging and meals), use the split tool to divide the amount across different categories or reports.

Submit for approval and reimbursement

When your report is complete, send it to your manager or accounting department for final processing.

  1. Choose your format: Generate a professional PDF that includes a summary of costs, category charts, and thumbnails of every receipt. You can also export a CSV file for use in spreadsheets.
  2. Send to an approver: Enter the email address of the person responsible for approving your expenses.
  3. Frictionless approval: Your approver receives an email with a link to the full report. They can approve or reject the submission directly from their inbox without needing to create an APSense account.

Track report status

After submission, you can monitor the progress of your reimbursement in real-time.

  1. Monitor status updates: Check your reports list to see if a submission is marked as “Submitted,” “Approved,” or “Reimbursed.”
  2. Receive notifications: You will receive a notification the moment an approver takes action on your report.
  3. Archive completed work: Once you have been reimbursed, archive the report to keep your active list focused on current tasks.

Need assistance? If you encounter issues during the expense lifecycle, contact our support team: