Getting Started With Beiing Human

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

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

1. Register Your Account

  1. Visit app.beiinghuman.com and click “Signup” below the login button.
  2. Fill in the required details on the signup form and click “Create Account” to complete your registration. Make sure to use your company’s AP email address. If you don’t have one, you can create an email like ap@yourcompanyname.com.
  3. Once registered, you will be automatically logged into the Beiing Human application.
  4. Click on your name in the top-right corner and navigate to Profile.
  5. In the Profile section, you’ll see a list of features that you can enable or disable based on your preference. For the best experience, it’s recommended to enable everything except “Receipt Upload.”
  6. From the ERP dropdown menu, select your ERP system as “Foundation”.

After completing these steps, Beiing Human is ready to be used.

2. Integrate with Foundation ERP

We have complete integration with Foundation, allowing us to read and write data. This integration significantly
enhances your experience by providing a dropdown list of all codes on the review screen, the ability to directly
generate purchase orders (POs) in Foundation, and various other helpful features.

 

To establish a successful connection to Foundation, there are a few pre-requisites that need to be completed.

2.1. Create a Foundation User

Create a new user in Foundation with ODBC access, and name it bhuman. Use this account's credentials when
connecting Being Human to Foundation.

 

Foundation Cloud (Hosted) users: this is the only step required.

On-Prem users: in addition to creating this user, you must also whitelist our IP addresses — see section 2.2 below.

2.2. Whitelist Being Human IPs (On-Prem Only)

Skip this step if you are using Foundation Cloud.
To establish a successful connection to your on-prem Foundation database, Being Human's static IP addresses need to be whitelisted in your network. Please ask your IT team to allow inbound access for the following IPs:

-> 54.160.251.2

-> 54.81.66.7

This allows our servers to securely communicate with the Foundation database hosted on your network.

2.3. Request Write Access

Being Human requires SQL user permission to perform read and write operations on the required tables. Please
ensure that the SQL user credentials you provide have access to the pending_po_sync_header and pending_po_sync_detail tables in Foundation.

2.4. Connect with Foundation

  1. In the application, navigate to the Integrations tab and click Connect.
  2. Enter your Foundation database name, username, and password in the pop-up window.
  3. After authenticating, select your company name from the dropdown and click Confirm.

After success, Beiing Human will fetch all required data from Foundation that will be available to you during the Document Review Process.

2.5. Install the FSI Importer

The FSI importer is a tool the Foundation provides to import invoices. It needs to be installed separately. Please make sure that the FSI importer is installed on your system.

In addition to this, there are a few steps that are required for Foundation On-Prem Users.

Note

We support the following versions of Windows:

  • Windows 10
  • Windows 11
  • Windows Server 2016
  • Windows Server 2019
  • Windows Server 2022

3. Google Drive Setup

Beiing Human uses Google Drive to store a copy of the documents you process on your local storage and then pushes these links to Foundation. This integration allows you to view document images directly in Foundation, where they are also included in reports.

 

To enable this feature,follow these steps:

3.1. Create and Share Google Account

Set up a Google account. Share this account with your team members if they need access to the document images on their computers. (For example: yourcompanyap@gmail.com)

(Make sure not to use your personal Google account if you want to share this account across your team as you will be sharing the credentials across your organization.)


Important Note: Google Drive has a 24-hour cooldown period for all newly created accounts before you can start sharing your Google Drive Folder. Please wait 24 hours after creating the account before proceeding with this setup

3.2. Connect with Google Drive

On your profile screen, click the “Connect With Google Drive” button and enter the credentials for your newly created Google Account. Follow the process and give your Google Drive access to Beiing Human.

Once done, you will be able to see the input field to enter your folder ID

3.3. Create an "Invoices" Folder

Open Google Drive in your newly created account and create a folder named “Invoices” in the “My Drive” section. All documents processed through Beiing Human will be stored in this folder.

3.4. Copy Folder ID

Open the "Invoices" folder in Google Drive and copy the folder ID from the URL. The folder ID is the last part of the URL.

3.5. Paste Folder ID in Beiing Human

In Beiing Human, go to your profile, paste the folder ID into the “Google Drive Folder ID” field, and click "Save."

3.6. Install Google Drive Desktop App

Download and install the Google Drive desktop application.

3.7. Sign In to Google Drive

After installation, sign in with the Google account you created in Step 1.

3.7a. Add a New Account

If an account is already signed in, open the app, go to Settings > Preferences, and click on the logo to add a new account.

3.8. Enable File Mirroring

Once added, in the left menu, click on Google Drive and select the “Mirror Files” option.

3.9. Change Folder Location

After selecting the option, click “Change folder location.”

Always choose a folder on your C: drive (this is the main drive where Windows is installed).

For example:
C:\Users\Luminogics\My Drive

Note:

When saving the path in Beiing Human, replace C with M. In the FOUNDATION system, M represents your C drive.

Example for Beiing Human:
 M:\Users\Luminogics\My Drive

3.10. Create a Folder for Beiing Human

In File Explorer, navigate to the C drive, create a folder named "BeiingHuman," and then click the "Select Folder" button.

3.11. Save and Restart Google Drive

Once done, click on save and restart your drive.

3.12. Update Beiing Human Profile with Local Path

Copy the location of the local folder you created in Step 10 and paste it into the "Local Path of Documents Folder" field in the Beiing Human profile section. Before pasting, change the drive letter from C to M. For example, C://BeiingHuman should be changed to M://BeiingHuman.

3.13. Alternative Setup: Robocopy File Mirroring (D: Drive)

When to use this method

If your organization uses a D: drive (or any dedicated data drive) instead of the C: drive, use these steps as a replacement for Steps 3.9–3.12 above. This method uses a batch script to continuously mirror your Google Drive sync folder to a local folder that Beiing Human can access.

Step A. Set Google Drive Sync Location

In the Google Drive Desktop app, open Preferences. Under your Google account, click on Google Drive in the left menu and set the folder location to:

D:\Google Drive Sync

This is where Google Drive will sync (mirror) your cloud files locally.

Step B. Create the Mirror Destination Folder

Open File Explorer and create a new folder at the following path. This is the folder where the robocopy script will copy files for Beiing Human to access:

D:\GoogleDrive

Step C. Create the Batch File

Create a new text file, paste the script below, and save it as GoogleDriveMirror.bat (make sure the file extension is .bat, not .txt).

This script waits 20 seconds on startup (for Google Drive to initialize), then uses robocopy to continuously monitor the source folder and mirror any changes to the destination:

ping 1.1.1.2 -w 1000 -n 20 >nul
robocopy "D:\Google Drive Sync" "D:\GoogleDrive" /E /R:0 /MON:1 /XD ".tmp.drivedownload"
/XF thumbs.db desktop.ini
:start goto start

What each flag does:

-> /E — Copies all subdirectories, including empty ones

-> /R:0 — No retries on failed copies

-> /MON:1 — Monitors the source and re-runs after 1 change is detected

-> /XD — Excludes the temporary download folder used by Google Drive

-> /XF — Excludes system files (thumbs.db, desktop.ini)

Step D. Run the Batch File

Double-click GoogleDriveMirror.bat to start the continuous mirroring process. A Command Prompt window will open and remain active — this is expected. The script will automatically detect any file changes in the Google Drive sync folder and copy them to the mirror destination.

Step E. Update Beiing Human Profile

In your Beiing Human profile, update the "Local Path of Documents Folder" field to point to the mirror destination folder:

D:\GoogleDrive

Use the appropriate drive letter mapping for your Foundation system (e.g., if Foundation maps D: to another letter, use that letter instead).

Important

The batch file must remain running in the background while using Beiing Human. If the Command Prompt window is closed, file syncing will stop. For a more permanent solution, you can set this batch file to run automatically on Windows startup by placing a shortcut in the Startup folder (shell:startup).

Repeat Steps 6 to 11 for each team member who needs access to the documents.

4. Adding Users to Beiing Human

4.1. 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

4.2. Syncing from Foundation

After integration, you can bring all your managers from Foundation to Beiing Human.
Once the list of managers is fetched from the Foundation, you have to register them manually to Beiing Human.

  1. In the Users page(found under your name in the top right), click Sync with ERP to fetch all managers.
  2. Once all the managers from Foundation are fetched, you can send requests to join Beiing Human by clicking on the Register Button.

Once added, they will receive an email with a link to get registered with Beiing Human.

4.3. Adding Users Manually

If you want to add any users that are not a part of Foundation, you can add them manually by following these steps:

  1. On the Users page(found under your name at the top right), click Add User to add users manually. Enter each user’s details, and they’ll receive an email to complete registration.
  2. Once registered, they can access the Beiing Human app as per their user role.

5. Set Up Approval Policies

If your organization requires document approval workflows, follow these steps to create an approval policy.

  1. Go to Policy Settings in the menu.
  2. Choose the policy type: “Total,” “Job IDs,” or “Vendors.”
  3. Click on the "Add Level" button to add a level.
  4. On each level, you can define criteria, the number of approvers required, and approvers.
  5. Define the required approval levels and this will be applied to all documents that will be uploaded after creating the policy.

6. 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

6.1. Email Processing

  1. Send an email with the document attached to process@documents.beiinghuman.com. Include “Invoice” or “Quote” in the subject line as per the document type.
  2. Documents from registered users (AP staff, managers, executives) will automatically appear in Beiing Human. Email coming from non-registered users will not be processed.

6.2. App Upload

  1. Click Upload Files in the app.
  2. Select the files to upload and specify the document type (e.g., Invoice).
  3. You can select multiple documents for processing at a time.

6.3. 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.

7. 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.

7.2 Forwarding Setup (Outlook Example)

To set up Outlook.com auto-forwarding, follow these steps:

  1. Go to outlook.com and sign in.
  2. Click the gear icon (⚙️) in top-right → “View all Outlook settings”.
  3. Navigate to Mail → Forwarding.
  4. Check “Enable forwarding”.
  5. Enter your destination email address.
  6. Select “Keep a copy of forwarded messages” (recommended).
  7. Click Save.

Navigate to Mail Rules:

  1. Go to Mail and then select
    Rules. Create a New Rule:
    Click on Add new rule.

  2. Name your rule (e.g., Forward All Emails).
    Set the Condition:

  3. Under Add a condition, select Apply to all messages. This will capture all incoming emails.
    Set the Action:
    Under Add an action, select Forward to.

    -> Enter the email address where you want to forward all emails (e.g., ,companyEmail@beiinghuman.com,“).
    Add Exceptions (Optional): To exclude specific senders from this forwarding rule, click “Add an exception.”
    -> Choose From and enter the email addresses you want to exclude.“process@documents.beiinghuman.com,companyEmail@beiinghuman.com,process@documents.beiinghuman.com”"

8. Process and Review Documents

8.1. 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

8.2. Document Coding

With Foundation 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.

8.3. 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 txt file for the FSI importer.

9. Export Documents to Foundation

To import the processed invoices into Foundation, you need to download a .txt file from Beiing Huaman and import it into the FSI importer provided by Foundation.

  1. Once the invoices have been approved, select the invoices you want to import into Foundation 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 .txt 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 Foundation, and then click on Import to import data into Foundation.

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