Knowledge Base

You can upload invoices and other documents directly from our web user interface or by sending an email to process@documents.beiinghuman.com. The direct upload functionality is only available to AP person and accountant. If your role is manager or C level you can still send invoices and other documents via email to our email address with your company email.

In the human review screen of Beiing Human, the user can click on match DT from bottom left corner to match invoice against the delivery ticket. The user can also visually see invoice against delivery tickets from top middle section of the same human review screen.

Pending – Document is not approved from any role/level
Processing – The document is under processing by the AI
In Review – Document is approved from logged in role but its sent to next level/role for review
Approved – For write File based integration – Document is approved from all the roles/levels (according to applied policy)
Verified – For write API based integration – Document is approved from all the roles/levels (according to applied policy)
Rejected – Documents that have been rejected by a reviewer

Please watch this video on how you can attach a check to an invoice:

https://beiinghuman.com/check-attachment-video/

Human in the loop (HIL) screen is where review of AI’s work occurs. In the case of an AP invoice, it is the screen where you see extracted invoice header data and line items along with an image of the invoice. The human can make changes to any of the AI-extracted data in the HIL screen.

In the email subject the user can write “Split” or “split”. This subject will send the document through document splitter/classifier model. The splitted document will be available for review in ‘Documents’ tab under ‘Batch’ located right next to the ‘To Review’ tab. You can join and separate pages in the Batch tab.

If you process many invoices as total and want to create a single line item out of them, you can use the toggle button of process as total. In the profile section there is an option to choose whether you want process as line as default behavior for every invoice. If you choose process as total as default behavior, you can use the process as line toggle button on the HIL screen for an invoice that doesn’t need to be processed as total.

In the Human in the loop (HIL) screen the lines/boxes help the user figure out where the AI-extracted data is actually coming from the document. A green line/box indicates that we have high confidence in the AI-extracted data. An orange line/box indicates that we have moderate confidence in the AI-extracted data. A red line/box indicates that we have low confidence in the AI-extracted data. It is important to understand that these color coding of lines/boxes are statistical in nature. A red line/box can have the correct extracted data and a green line/box can have the incorrect extracted data.

The Document moves into Exported subtab under Documents tab.

Coming Soon

The Document moves into Exported subtab under Documents tab.

If you process many invoices as total and want to create a single line item out of them, you can use the toggle button of process as total. In the profile section there is an option to choose whether you want process as line as default behavior for every invoice. If you choose
process as total as default behavior, you can use the process as line toggle button on the HIL screen for an invoice that doesn’t need to be processed as total.

In the invoice review HIL screen click on the eye icon on the top middle section. You should see 2 tabs PO and DT. If you are not already on the PO tab click on it. There you will get to see the PO to invoices side by side.

In that case, disabling the coding invoice from PO off in Beiing Human and enabling "Remember coding for this vendor from the last time" will save you a lot of time in coding the invoices.

INYA stands for (Invoices Not Yet Approved) report, and below is a detailed explanation of the report:

Column A: Displays the vendor name associated with the invoice.
Column B: Represents the invoice number.
Column C: Indicates the invoice amount.
Column D: Shows the number of approvers required for each invoice.
Column E: Lists the approvers for each invoice. If there are multiple approvers at the same level, the invoice will be visible to all of them. Approval is completed when any one of these approvers approves the invoice. Approvers at the same level are separated by a /, and approvers at different levels are separated by a =>.
For example:
Bridget Meduri / Brittany VanWhy / Jennine Hafner / AP Person => Irina Kirsanova
In this case, any one of Bridget, Brittany, or Jennine can approve the invoice, after which it moves to Irina for approval.
Column F: Displays the current approver(s) with whom the invoice is presently assigned. In the case of multiple approvers at the same level, the invoice can be with more than one person simultaneously.
Column G: Reflects the date the invoice was assigned to the current approver.
Column H: Reflects the time the invoice was assigned to the current approver.

A: In the HIL screen, there is a dropdown on the right bottom of the approve button. Clicking on that approve button opens a dialog box where the AP person/Accountant can choose custom approvals.

Ans: Attachment screen lets you attach supporting documents for invoices. For example after you paid 10 invoices with a single check. You can attach the scanned picture of that check to the invoice in our system. Here is a video showing how you can use this attachment screen:

https://beiinghuman.com/check-attachment-video/

There are other potential usage of this attachment screen. You can attach any supporting document with invoices through this screen. May be for the first time you get an invoice from a vendor you attach the W-9 or COI with this invoice as well.

Ans: We need to take a look at the invoice that you are getting the issue with. Can you please send that invoice to us? Generally the date format on our system is mm/dd/yyyy. It is possible that for some invoices the date flip is genuinely AI thinking date is month and month is date. Any data that AI extracts there is a confidence level associated with it. We show you the confidence level with the color of the pointing line (for header) or the box around the text (for line items). The human reviewer can always override AI’s work. Please read FAQ 9 from here for more information:

https://beiinghuman.com/faq/

Ans: Were you able to configure Google Drive? The BH images don’t show up through Document imaging. The BH images make it to Foundation through Google Drive mirroring. Could you show us tomorrow what you are trying to do with Document Imaging?

Ans: Match is used to match the invoice to: PO or Delivery Ticket. I believe match is not going to be useful for you as I remember from the demo you don’t plan to have PO or delivery ticket. Fetch is used to get line items should there be a PO on this invoice. As far as I understand your use case, these 2 buttons won’t be useful for you. Please let me know if this is not true.

Ans: No. For now, you have to delete them one at a time. We will consider this putting in our development roadmap. How important is this one for you?

Ans: No. Right now the best way is just to delete the invoice that you want to be unapproved after approving. After deleting that invoice reupload it to BH. I would like to understand the use case here tomorrow.

Ans: No but there are 2 alternatives. In your admin profile you can turn on Save Vendor Codes. With this setting we are going to remember how you coded this invoice the last time. You can always make changes to this prepopulate coding.

The second alternative is turning on Enable default Coding. With this option turn on we are going to fetch the invoice coding based on vendor defaults setup in Foundation.

We have not seen this request before. How important is Cost Type to drive the GL coding for you?

The AP creates an approval policy based on company requirements. The policy can be on the basis of the Invoice total, vendor or Job. When a document is uploaded or the details are updated, documents goes to the next approver as defined in the policy.

When a policy is applied to a document, it follows the set approval flow. The document moves through approvers sequentially. The first approver (AP or Accountant) can manually reassign the approver if needed.
Approvers can:
Attach delivery tickets

Add comments that will be visible to all approvers

Modify the content or line items and confirm accuracy using the "Verify All" checkbox.

Approve the document to move it to the next step (either to next approver or Document will be approved as per the policy)

Reject and send the document back to the previous person if there is something wrong with the document

Put the document “On Hold” if something is not clear and needs discussion

Once a document is approved, it can be downloaded as a .csv or .txt file, formatted for the ERP system, and imported directly with all the coding and relevant details.
Users can also attach cheques or supporting documents after approval.

Ans: Yes. Under your Admin profile, the last toggle in the third column turns line items consolidation on or off.

Ans: Keep all your invoice-related discussions in one place with the new Q&A feature in Beiing Human. No more jumping between emails and the platform—now you can ask, assign, and resolve questions right where the work happens.

• Raise questions directly on an invoice without approving, rejecting, or holding it

  

• Assign questions to specific users for quick clarification

  

• The document status is locked during Q&A to prevent unauthorized changes
• Only the person who raised the question can resolve it, ensuring accountability

  

• All responses are stored in the Activity section for a full audit trail
• Keeps your entire discussion thread within Beiing Human—no external emails
• Once resolved, the approval workflow resumes smoothly

Ans: The Pull Back feature allows Accounts Payable (AP) users to recall invoices that were sent for approval but require changes or corrections. Once pulled back, the invoice returns to the In Review tab and can be updated before being resent for approval.

• Go to the Approval and find the invoice you want to correct.

• Click the Pull Back Icon (↩️) in the Actions column.

  

• A confirmation popup will appear—click Pull Back or you can Cancel the action.

  

• The invoice will return to the In Review tab and be highlighted for your convenience.
• Make your corrections and resend for approval when ready.

The Advanced Search feature in Beiing Human lets you quickly locate specific documents by applying multiple filters. You can refine your search using the following options:

• Basic Identifiers
  Document Number, Vendor, Job ID, or GL Account
• Date Ranges
  Created At and Updated At
• Amount Range
  Total Amount (Min to Max)
• Document Types
  Quote, Delivery Ticket, Invoice, G702, Receipt, PO
• Payment Status
  Paid or Unpaid
• Workflow Status
  Approved, Pending, On Hold
• Cost Details
  Cost ID, Cost Type, Phase
• Other Filters
  Current Owner, Equipment Number, Service Code, Category (By Email), Sort Order (Old to New / New to Old)

Once you've selected the relevant filters, click “Search” to view results or “Clear” to reset all fields.

The Approver Workflow in Beiing Human sits inside your Documents → To Review tab. When an invoice reaches your level, it lands there and nowhere else. Work through it in this order:

✓ Find your queue Open Documents and click the To Review folder. The number in parentheses is your document count.

✓ Open the invoice. The image is on the right, The extracted/ scanned data is on the left — vendor, invoice number, date, total, coding, line items.

✓ Review against the scan Check vendor, invoice number, date, total, job, phase, cost code, cost type, line items, and PO (if attached) against the image — not against memory.

✓ Confirm each field Click the small check mark next to each field, or click Verify All at the bottom of the panel to tick them all at once.

✓ Make your decision Hover over Approve to see who it goes to next. Then click Approve, On Hold, or Reject.

Once you approve, the invoice leaves your To Review folder immediately and moves to the next approver — or to Approved if you were the last one in the chain.

The Beiing Human mobile app is built for approvers specifically — everything is designed around signing off invoices from your phone. Search "Beiing Human" in the App Store or Play Store and sign in with your web credentials.

✓ Open Your Approval Snapshot The app opens on a grid of tiles with live counts for each folder.

✓ Tap the To Review tile The screen that opens is titled Pending Documents — same list, two names.

✓ Open the invoice Tap a card to open it. There is deliberately no Approve button on the list view — approving is only possible from inside the document.

✓ Review the detail screen Scroll through Activity, the document image, Document Details, Account Details, and Line Items. Pinch and zoom the image to read the invoice.

✓ Decide from the button row Approve, Reject, On Hold, Comment and Question sit at the bottom. Routing is identical to the web.

There are no field-by-field check marks on mobile. If Approve is greyed out, tapping it shows a popup listing exactly what needs to be fixed.

The Approve button can be blocked for three different reasons. The fix depends on which one you are seeing:

✓ Not every field has been checked off This is the most common cause on the web. Click Verify All at the bottom of the panel to tick all fields at once.

✓ A validation error on a field Red icon next to a field means missing or invalid coding, a bad date, or a total that does not match the line items. Fix it if the field is editable — if not, comment and reject back to AP.

✓ An unresolved question on the document An open question freezes the invoice for everyone, including you. Resolve it in the Activity panel, or ask whoever raised it to resolve it.

On mobile, tapping the greyed-out Approve button opens a popup listing exactly what is blocking it — the fastest way to diagnose the issue on either device.

The three decision buttons do very different things to an invoice. Rule of thumb: On Hold is about timing, Reject is about correctness.

✓ Approve The invoice is correct. Moves it to the next approver, or finishes the approval chain if you are the last one. Requires every field to be checked first.

✓ On Hold You are waiting on something — a lien waiver, a quantity to confirm with the field, a call to the vendor. Parks the invoice without sending it anywhere. It stays yours and moves to your On Hold folder. No comment required, but leave one so the next person understands.

✓ Reject Something is actually wrong. Sends the invoice back one step — to whoever approved immediately before you, or to AP if you are the first approver. A comment is required — say what is wrong so it comes back fixed.

An invoice you will approve next week is a hold. An invoice charged to the wrong job is rejected.

Both live in the Activity panel on the web, and on the button row on mobile — but they behave very differently.

✓ Comment A note that changes nothing. It does not move the invoice, does not notify anyone in particular, and does not stop anyone from approving. Comments stay on the document permanently for anyone who touches it later.

✓ Question Freezes the invoice until it is answered. Raises a formal question, assigns it to the people you pick, and moves the invoice to In Q&A. Nobody can approve — including you — until the question is resolved.

Use Comment to record something. Use Question when you need an answer and want the invoice held. A comment on its own never moves the invoice — if you want it back with AP, you have to Reject it.

The folder tabs across the top of Documents each hold a different stage of the workflow. Only one of them needs action from you:

✓ To Review Your Queue. Invoices waiting on your approval right now. This is the only folder that needs action from you.

✓ In Q&A Invoices with an open question on them. Approval is blocked until resolved.

✓ In Review Invoices still out for approval, but no longer with you — you approved them and passed them along.

✓ On Hold Invoices you parked. They stay here until you come back to them.

✓ Rejected Invoices that were rejected — sent back to you by a later approver.

✓ Approved Fully approved, waiting for AP to post them to ERP.

✓ Exported Posted to ERP. Done.

If an invoice disappears from To Review, check In Review if it moved on to the next approver, or Approved if it is finished.