Getting Started With Beiing Human

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

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

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 “QuickBooks Desktop”.

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

2. Integrate with QuickBooks Desktop

We have complete integration with QuickBooks Desktop, 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 create bills directly in QuickBooks Desktop, and various other helpful features.

To establish a successful connection to QuickBooks Desktop you need to download a file for your QuickBooks Web Connector by following these steps

2.1. Download File

In Beiing Human, on the integrations tab, click on the “Connect to QuickBooks” button and enter a password for your file. This password will be needed while importing this file in QuickBooks Web Connector.

Once done, a file will be downloaded to your computer that you can import in QuickBooks Web Connector

2.2. Import file in QuickBooks Web Connector

Open the QuickBooks Web Connector and click on the “Add and Application” button and select the downloaded file
Once done, the connection of Beiing Human with your local QuickBooks Desktop will be established, and Beiing Human will be able to read/write data to your QuickBooks Desktop instance

2.3. Data Sync

Once the connection is established, click on the “Sync” data dropdown on the top right corner of the Integrations tab and select the data that you want to sync. The data is often large in size, so we recommend syncing data one category at a time.

Once all data is synced, you will be able to see it in the Review screen dropdown

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

If you want to add any users that are not a part of QuickBooks Desktop, 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.

4. 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.

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 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.

5.2. 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.

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.

6.1 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.

6.2 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”"

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 QuickBooks Desktop 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 txt file for the FSI importer.

8. Export Documents to QuickBooks Desktop

After a document is approved, you can click on the “Send to ERP” button in the right corner of each document, and it will be added to the queue to be sent to QuickBooks Desktop

QuickBooks Web Connector Sync runs after 1 minute (you can change that in QuickBooks Web Connector. Default is 1 minute), and will add the document to QuickBooks Desktop

To check which tasks are in the queue at any given moment, you can go to the Integrations Tab, and click on the “Queue” button on the top right corner of the page