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APSense documentation

Workflow guide

Create and submit an expense report

APSense streamlines your business travel and accounting by automating the most tedious parts of expense management. By following this workflow, you can move from a pocket full of paper receipts to a professional, submitted report in minutes.

Capture your expenses

Before you can build a report, you need to get your data into the system. APSense provides three primary ways to capture expenses:

  1. AI Scanning: Tap the camera icon to snap a photo of a physical receipt. The Cortexa AI automatically extracts the vendor name, total amount, and date.
  2. Email Forwarding: Forward digital receipts (like airline confirmations or Uber receipts) to expenses@apsense.app from your registered email address. The system processes the attachments and adds them to your account automatically.
  3. Manual Entry: Use the “Add Expense Manually” option for cash tips or situations where you don’t have a receipt.
  4. Mileage Tracking: Use the GPS tool to log business trips. The system calculates the reimbursement amount based on current IRS rates.

Result: Your captured items appear in the Expenses tab. If they aren’t assigned to a report yet, they stay in your “Unassigned” list.

Create a new report

Reports act as containers for related expenses, such as a specific client project or a monthly travel period.

  1. Navigate to the Reports tab.
  2. Tap the + (plus) icon or “New Report” button.
  3. Enter a descriptive title (e.g., “Q1 Sales Trip - Chicago”).
  4. Select a color or icon to help you identify the report at a glance.
  5. Choose the appropriate Workspace if you manage expenses for multiple clients or entities.

Result: Your new report appears with an Active status, ready to receive expenses.

Assign expenses to the report

Once your report exists, you can move your unassigned receipts and mileage logs into it.

  1. Go to your Expenses list.
  2. Select the expenses you want to include. You can use the multi-select tool to grab several items at once.
  3. Tap Assign to Report and select your new report from the list.
  4. Pro Tip: You can set a report as your Default Report. When active, any new receipts you scan or email will automatically land in that report, skipping this manual step.

Result: The report total updates automatically, and the expenses now show the report’s name and color badge.

Review and submit

Before sending the report to your accounting department or manager, verify that the totals and categories are correct.

  1. Open the report details to see the itemized list and the category breakdown chart.
  2. Tap the Submit button.
  3. Follow the Two-Step Submission process:
    • Step 1: Verify the recipient’s email address (e.g., your bookkeeper or manager).
    • Step 2: Confirm the final totals.
  4. APSense generates a professional PDF containing a summary, category totals, and high-quality images of every attached receipt.

Result: The report status changes to Submitted. The report is now locked to prevent accidental changes while it awaits review.

Track reimbursement status

After submission, you can monitor the progress of your reimbursement directly within the app.

  • Submitted: The report is sent and awaiting review.
  • Approved: Your manager or accounting team has verified the report.
  • Rejected: If there is an issue, the report is returned to you. You can read the feedback, make corrections, and tap Resubmit.
  • Done: The report is fully processed and marked for payment.

You will receive in-app notifications and emails as the status changes, so you always know exactly when to expect your reimbursement.

Need help?

If you encounter issues during the submission process or have questions about your account, please contact our support team: