Getting Started With Beiing Human

Welcome to Beiing Human! This step-by-step guide will help you set up your account, integrate Deltek CE via manual sync, add users, and process documents.

  • Register Your Account
  • Integrate with Deltek CE ERP
  • Adding Users to Beiing Human
  • Set Up Approval Policies
  • Document Processing
  • Set Up Email Auto-Forwarding
  • Process and Review Documents
  • Export Documents to Deltek CE

1. Register Your Account

  1. Go to app.beiinghuman.com and register with your company’s AP email address.
  2. Click on your name at the top right and go to Profile.
  3. In the ERP dropdown, choose your ERP system as “Deltek CE”.
  4. Enable all features except for "Receipt Upload."

This ensures that Beiing Human is configured properly and all required features are enabled as per your use case

2. Integrate with Deltek CE ERP

Unlike Foundation, the integration with Deltek CE is done manually by uploading CSV files. This ensures your Vendors, GL Accounts, Job IDs, Cost Types, Phases, and Purchase Orders are always up to date in Beiing Human.

2.1. Manual Sync Process

  1. Navigate to the Integration tab in Beiing Human.

  2. Under Manual Sync, click Upload Files.

  3. Select the CSV file(s) provided from Deltek CE.

  4. When prompted:

    1. Yes → Override the existing list with the new one

    2. No → Append to the existing list without replacing it

  5. Once uploaded, the system will update the data counts (e.g., Vendors, GL Accounts, Purchase Orders).

Note

You can click Sample Files to download CSV templates and ensure your data is in the correct format before uploading.

2.2. Supported Data Lists

The following lists can be uploaded manually via CSV:

     -> Vendors

     -> GL Accounts

     -> Purchase Orders

     -> Cost Types

     -> Phases

     -> Job IDs

Each list you upload becomes available as dropdown options during document coding in Beiing Human.

3. Adding Users to Beiing Human

3.1. User Roles

There are four user roles, each with distinct permissions and functionalities. Below are the details of each role:

1. AP Admin

This is the primary user with admin-level privileges. They can:

  • Upload documents through the app.
  • Upload documents via email.
  • Manage app features and permissions.
  • Configure and manage integrations.
  • Add and manage users.
  • Download text files for FSI importer.
  • Generate and download INYA (Invoices Not Yet Approved) reports.
  • Access the dashboard.

2. Accountant

This is a restricted role with the following capabilities:

  • Upload documents through the app.
  • Upload documents via email.
  • Download text files for FSI importer.
  • Generate and download INYA (Invoices Not Yet Approved) reports.
  • Access the dashboard.

3. Manager

Managers have a high-level role, which allows them to:

  • Upload documents via email.
  • Approve documents.
  • Download text files for FSI importer.
  • Generate and download INYA (Invoices Not Yet Approved) reports.
  • Access the dashboard.

4. C-Level

C-level users have permissions similar to managers. They can:

  • Upload documents via email.
  • Approve documents.
  • Download text files for FSI importer.
  • Generate and download INYA (Invoices Not Yet Approved) reports.
  • Access the dashboard.

Note:

For users who only need to upload documents and do not need to participate in the approval process, they can be assigned the Accountant role.

For users who want to approve the documents, they must be assigned either the Manager or C-Level role

3.2. Adding Users Manually

For users not in Deltek CE:

  1. Go to Users > Add User.

  2. Enter their details and send the invite.

  3. They’ll receive an email to complete registration.

4. Set Up Approval Policies

If your organization requires document approval workflows:

  1. Go to Policy Settings.

  2. Choose policy type: Total, Job IDs, or Vendors.

  3. Add approval levels and assign approvers.

  4. Define criteria and number of required approvers.

  5. All uploaded documents will follow these rules.

5. Document Processing

There are three ways to send your documents for processing with Beiing Human. You can send documents via email, you can upload them directly to Beiing Human, or can use Document Splitter to split a single PDF into multiple documents. All these options are available for the users

5.1. Email Processing

  1. Send emails with attachments to process@documents.beiinghuman.com

  2. Include “Invoice” or “Receipt” in subject

  3. Only documents from registered users are processed

5.2. App Upload

  1. Click Upload Files in the app

  2. Select file type (Invoice, Receipt, etc.)

  3. Upload multiple documents at once

5.3. Document Splitting

Beiing Human provides a document splitter that comes in handy when you have multiple documents in a single PDF. Our AI detects the document boundaries and their types, but you can always override and make changes.

  1. Click on the “Split Document” button in the app.
  2. Select the file you need to split and click submit
  3. AI will detect the. boundaries and will present them to you. The red line is the document separator, and the blue line is the joiner.
  4. Make changes to document boundaries and their types as you like and click on submit.

Documents will be sent for processing as per the configuration you do in step 4, and you will be able to review them after processing, similar to other documents.

6. Set Up Email Auto-Forwarding

To save time and streamline document uploads in Beiing Human, you can configure auto-forwarding from your Accounts Payable (AP) email address to our system. This ensures that all invoices and quotes sent to your AP inbox are automatically forwarded to Beiing Human and ready for review when you log in.

7.1 Forwarding Setup (Gmail Example)

You can configure selective forwarding in Gmail so that only relevant documents are forwarded, while excluding specific senders (such as companyEmail@beiinghuman.com or process@documents.beiinghuman.com).

Follow these steps:

  1. Open Gmail Settings → Forwarding and POP/IMAP.

  2. Add and verify the forwarding email address: process@documents.beiinghuman.com or companyEmail@beiinghuman.com
  3. Disable general auto-forwarding if it is currently enabled.
  4. Create a filter to forward only the desired emails:
    • In the “Doesn’t have” field, enter the addresses you want to exclude. Example:

    • Click the Create filter arrow in Gmail’s search box.
    • On the filter actions page, check “Forward it to” and select the verified forwarding address.
    • Leave other fields blank (or set additional criteria if needed), then click Create filter.

  5. Save the filter.
Once configured, all invoices or quotes sent to your AP inbox will be automatically forwarded to Beiing Human and will appear in your Documents section for processing.

Note:

  1. If you use process@documents.beiinghuman.com as the forwarding address, please confirm that your email account is already registered with Beiing Human.
  2. If you prefer to use your company AP email address for forwarding, that will work as well.
  3. Let us know once you’ve set up email forwarding, so Beiing Human can verify your forwarding request.

7. Process and Review Documents

7.1. Document Review

  1. Once processed, your document will appear in Pending status.
  2. Click on the document to open the HIL (review) screen, where you’ll see extracted data on the left and a preview of the document on the right.
  3. You can review and make changes to the data extracted by the AI. All fields can be overridden by the users, including document content, document coding, and line items.
  4. Once done, you can check each field one by one or check the “Verify All” button to verify all fields at once, and then click on approve

7.2. Document Coding

With Deltek CE integrated, dropdowns for Vendors, GL Accounts, Job IDs, Cost IDs, Cost Types, Phases, Equipment No, and Service No will appear on the review screen on the left panel under Account details and for each line Item in the bottom panel.

  1. Choose the appropriate values from these dropdowns for the document.
  2. The coding that you do on the document level (left side of the screen) will be applied to all of the line items if there are no changes made in the line items directly. If you make changes directly to line items, then changing values on the document level (left panel) will not override the coding in line items to prevent any loss of changes done directly to line items.

7.3. Document Approval

  1. If no approval flow is set up, the document will be approved right away
  2. If an approval flow is set, the document will move to the designated approvers. When all approvals are complete, the document status will change to Approved.
  3. If you want to override the approval flow, you can click on the down arrow on the Approve button and specify your custom approvals in the popup.
  4. Once the document is approved, it will be available to download the .xml file for the FSI importer.

8. Export Documents to Deltek CE

To import the processed invoices into Deltek CE, you need to download a .xml file from Beiing Huaman and import it into the FSI importer.

  1. Once the invoices have been approved, select the invoices you want to import into Deltek CE by checking the checkbox on the left side of the document
  2. Once selected, an Exportable File button will appear on top of the documents table. Click that button to download a .xml file.
  3. In FSI Importer, select the downloaded file to import, and it will import all the processed data for the selected invoices.
  4. Click on validate to make sure everything checks with Deltek CE, and then click on Import to import data into Deltek CE.

After these steps, the invoices will be available in Deltek CE and can be processed further as per your existing use cases.