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APSense documentation

Workflow guide

APSense automates the entire lifecycle of your business spending. By following this workflow, you can move from a physical receipt to a direct reimbursement with minimal manual data entry.

1. Capture your receipt

Start by digitizing your physical receipts using the APSense mobile app.

  1. Open the app and tap the Camera icon.
  2. Align your receipt within the frame. For long receipts, use the multi-image support to capture additional sections.
  3. Tap the shutter button to upload the image.

What to expect: The Cortexa AI immediately begins analyzing the image to extract transaction details like the vendor, date, and total amount.

2. Review AI-extracted details

Verify the information identified by the AI to ensure your records are accurate.

  1. Check the extracted Vendor Name, Amount, Date, and Category.
  2. If the AI misread a detail, tap the field to correct it.
  3. Confirm the Vendor Logo matches the merchant.

What to expect: APSense uses Adaptive Learning. When you correct a vendor name or category, the system remembers your preference and automatically applies it to future receipts from that merchant.

3. Organize expenses into a report

Group your individual expenses into a structured report to prepare for submission.

  1. Select the appropriate Workspace (e.g., “Client Projects” or “Personal”).
  2. Assign your reviewed expenses to a specific Report.
  3. Review the Report Summary to see the calculated total and category breakdown.

What to expect: Expenses are bundled together, and the system automatically calculates the total reimbursable amount based on your workspace settings.

4. Submit the report for approval

Send your finalized report to your manager or accounting department for processing.

  1. Open the report and tap Submit.
  2. Enter the recipient’s email address in the Two-Step Submission prompt.
  3. Choose your preferred format, such as a professional PDF or a CSV file.

What to expect: The recipient receives an email containing the full report and receipt images. They can approve or reject the report directly from their inbox without needing an APSense account.

Automating capture via email

For digital receipts like airline confirmations or online subscriptions, you can skip the manual upload process entirely.

  • Forward receipts: Send any digital receipt to expenses@apsense.app from your registered email address.
  • Use smart tags: Include tags in the subject line to organize your expenses automatically:
    • Use # followed by the workspace name (e.g., #Marketing) to route the expense.
    • Use @ followed by the category (e.g., @Travel) to set the expense type.

APSense processes these emails in the background and notifies you once the expense is ready for review.

Integrating via the Dart SDK

Developers can manage the expense lifecycle programmatically using the apsense_dataconnect library.

The DefaultConnector.instance serves as the primary entry point for all SDK operations. You can integrate APSense features into your own applications using the following public interfaces:

  • CreateExpense: Use this mutation to push transaction data and local file paths directly into the APSense processing pipeline.
  • SubmitReport: Trigger the professional PDF generation and email workflow for a specific report ID.
  • Queries: Retrieve aggregated report data, filtered expense lists, and user-specific vendor profiles to build custom dashboards.

Support

If you encounter issues with receipt extraction or report generation, contact our support team: