Getting Started With Beiing Human

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

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

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 “Viewpoint Vista”.
  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 Viewpoint Vista ERP

We support full integration with Viewpoint Vista through Trimble AppXchange, allowing Being Human to read and write data to your Vista instance securely.

To establish a successful connection, please complete the following prerequisites in the order listed.

2.1 Create or Confirm Your Trimble ID

To begin the integration process, you must have a Trimble ID.

If you already have a Trimble ID, please share the associated email address with the Being Human team.

If you do not have a Trimble ID, create one by visiting the Trimble sign-in page.

Once your Trimble ID is created, inform the Being Human team so that a workspace invitation can be sent to you.

 

2.2 Accept Trimble Workspace Invitation

The Being Human team will send an invitation email to join the integration workspace.

Open the email and click on “Click here to view the invitation.” Sign in using your Trimble ID credentials and accept the invitation.

After accepting, you will be redirected to Trimble AppXchange.

 

2.3 Connect AppXchange with Being Human

Once the workspace has been added to your account, you need to connect AppXchange with Being Human.

  1. Navigate to “Integration Workspaces.”

  2. Click on your workspace name. This will open the workspace details page.

  3. At the top of the page, click on the “Integrations” tab.

  4. Under the Integrations tab, you will see a section labeled “Connectors.”

  5. Locate the “BeingHuman” connector and click on “Add connection.”

In the pop-up window:

  1. Select “Create New.”

  2. Ensure the connector is set to BeingHuman.

  3. Enter a Name (for example: BHXVista).

  4. Enter your Being Human email address.

  5. Enter your Being Human password.

  6. Select “Production” under Connection Environment.

  7. Click “Connect.”

After successful authentication, the status will change to “Connected,” and confirmation messages will appear indicating that the connection was created and succeeded.

2.4 Connect AppXchange with Viewpoint Vista

After connecting Being Human, the final step is to connect AppXchange to your Viewpoint Vista instance.

From the same “Integrations” screen, locate the “Vista” connector.

To configure this connection, follow the official Trimble guide:

 

https://help.trimble.com/en/app-xchange/app-xchange/connectivity/app-connectors/trimble-vista-connector/connect-vista-with-app-xchange

 

During the configuration process, you will be prompted to enter an Authorization Code. The Being Human team will provide this code to you via email.

Once completed successfully, AppXchange will be connected to your Viewpoint Vista instance, and the integration will be fully operational.

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 Viewpoint Vista:

  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.

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 Viewpoint Vista 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 Viewpoint Vista

To export processed invoices from Beiing Human into Viewpoint Vista, the system uses direct API integration—no file downloads or manual imports are required.

  1. Approve the invoices
    Once the AP invoices have been reviewed and approved in Beiing Human, select the invoices you want to send to Viewpoint Vista by checking the checkbox on the left side of each document.

  2. Send to Viewpoint Vista
    After selecting the invoices, a “Send to Vista” (or equivalent) button will appear at the top of the document table.
    Click this button to initiate the export.

  3. API validation
    Beiing Human will automatically validate each selected invoice against Viewpoint Vista through its APIs—checking jobs, cost codes, GL accounts, vendors, and other required fields.

  4. Automatic export
    Once validated, the invoices are pushed directly into Viewpoint Vista via API, with no manual upload steps required.

  5. Invoices appear in Vista
    After export, the invoices will be available in Viewpoint Vista for further processing according to your existing workflows—whether that includes review, posting, or payment.