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APSense documentation

Workflow guide

APSense streamlines your business finances by automating the most tedious parts of expense management. By following this workflow, you can move from a physical receipt to a reimbursed payment with minimal manual data entry.

1. Configure your workspace and categories

Establish the organizational foundation for your expenses to ensure they are routed and labeled correctly from the start.

  1. Open Settings and select Workspaces.
  2. Create a new workspace (e.g., “Client Projects” or “Business”) and assign it a unique color and icon.
  3. Navigate to Expense Settings and select Categories.
  4. Add custom categories that match your accounting needs and assign them recognizable icons.

Result: Your account is tailored to your specific business needs, making future automated sorting more accurate.

2. Set a default report

Enable automatic routing for new expenses to eliminate the need for manual assignment after every scan.

  1. Go to the Reports tab and create a new report (e.g., “December Travel”).
  2. Open the report details and toggle the Default Report switch to on.
  3. Look for the Star icon next to the report title in your list.

Result: A star icon appears next to the report, indicating it will automatically receive all incoming data from scans and emails.

3. Capture receipts using Cortexa AI

Digitize physical receipts using the proprietary Cortexa AI engine for high-accuracy data extraction.

  1. Tap the Scan button in the navigation bar.
  2. Align your receipt within the camera frame. For long receipts, use the Multi-image mode to capture additional sections.
  3. Review the extracted data. Cortexa AI automatically populates the vendor name, total amount, date, and suggested category.
  4. Confirm the details and tap Submit.

Result: The expense is saved instantly. If a vendor logo is recognized, it appears in your list for easy visual identification.

4. Forward digital receipts via email

Ingest e-receipts directly from your inbox without ever opening the app.

  1. In Account Security, generate your Personal Ingest Token.
  2. Forward any digital receipt (PDF, JPG, or PNG) to expenses@apsense.app.
  3. To automate further, add #workspace_name or @category_name to the email subject line.

Result: Expenses appear in your list automatically. You receive a push notification once the AI completes the extraction.

5. Log business mileage

Record travel distance for IRS-compliant reimbursement using one of four entry methods.

  1. Navigate to the Mileage tab.
  2. Select your method:
    • GPS Mode: Tap Start Trip before driving and Stop Trip upon arrival. Smart filtering removes “GPS drift” to ensure accuracy.
    • Odometer Mode: Enter your starting and ending odometer readings.
    • Map Mode: Search for start and end addresses to calculate the driving route.
    • Manual Mode: Enter the total distance directly.
  3. Save the entry to your default report.

Result: A mileage expense is created using the current standard IRS rate ($0.70/mile for 2025).

6. Review and submit the report

Finalize your expense bundle and send it to your manager or accounting department.

  1. Open your Default Report and review the total and category breakdowns.
  2. Tap Submit Report.
  3. Enter the recipient’s email address and complete the two-step verification to confirm the final totals.

Result: The report status transitions from Active to Submitted, and a professional PDF with embedded receipt images is sent to the recipient.

7. Manage the approval cycle

Track your reimbursement progress as it moves through the system.

  1. Monitor the report status in the Reports tab.
  2. Wait for the status to change to Approved or Done.
  3. If a report is Rejected, check the comments, make the necessary edits to the expenses, and tap Resubmit.

Result: You receive real-time notifications of status changes. Approvers can take action directly from their email without needing an APSense account.

Workflow decision points

Choose the capture method that best fits your current situation:

  • Active Travel: Use GPS Mode for real-time mileage tracking to ensure every turn is recorded.
  • Planned Routes: Use Map Search if you forgot to start a GPS trip but know your start and end points.
  • Physical Paper: Use the Camera for paper receipts to ensure the image is clear and the AI can read the text.
  • Digital Invoices: Use Email Forwarding for Uber, Amazon, or airline receipts to avoid taking screenshots of your phone.

Success validation

Use this checklist to ensure your report is ready for accounting:

  • All expenses in the report have a receipt image attached (unless they are mileage).
  • The Reimbursable total matches the amount you expect to receive.
  • All vendors have been correctly identified with their logos.
  • The report status is marked as Submitted or Approved.

Support

If you encounter issues with AI extraction or report delivery, contact our support team: