knowledge_base.md

Beiing Human — Support Knowledge Base (Chatbot Source Document)

Version: 2.3 · Written from the code actually deployed to production — web app customer-app-react @ origin/master, backend backend-app-nodejs-tierb @ origin/main and the email-intake Lambda teirA-parse-email-prod — cross-checked against the support inbox, August 2026.

Changed in 2.3: added file-type rules including iPhone HEIC photos (5.7), the Pay Control column and bulk assign (6.2, 6.5), and document annotation — stamps and notes (7.8).

Purpose: This is the single source document behind the Beiing Human FAQ chatbot at app.beiinghuman.com/FAQ. Escalation: For anything not covered here, email support@beiinghuman.com.

Everything here describes behaviour that is live on production. Features that exist only on a development or feature branch are deliberately excluded, because customers cannot see them yet.

Note for the chatbot: Answer only from this document. When a question is about a feature that is controlled by a company setting or a user role, say so explicitly and name the setting or role — most "why can't I see / do this?" questions are permission or setting questions, not bugs.

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1. Glossary and alternate names

Users ask about the same things using different words. These are the same:

Official name	Also called
Human Review screen	HIL screen, human-in-the-loop, review screen, canvas, document review screen, coding screen
Documents tab	document list, queue, inbox, grid, table
To Review tab	new documents, unprocessed, needs coding
In Review tab	waiting for approval, out for approval, pending approval, sent for approval
Pull Back	recall, unsend, take back, bring back an invoice
Q&A	question, ask a question, query on an invoice, raise a question
INYA report	Invoices Not Yet Approved, approver report, aging approvals report
Approval Policy	approval workflow, routing, approval levels, approval matrix
Match → Purchase Order	Match PO, PO matching, 2-way match, subcontract matching, Match SC
Match → Delivery Ticket	Match DT, delivery ticket matching, 3-way match, attach delivery ticket
Exportable File	export file, CSV export, ERP file, FSI file
Send to ERP	push to ERP, sync to ERP, post to ERP
Sub Admin	support role, secondary admin, back-up admin
AP Admin	company admin, primary admin, account owner
Code Visibility	restrict GL accounts, hide GL accounts, limit codes per user
COI Tracker	compliance tracker, insurance tracker, certificate tracking, COI dashboard
COI	certificate of insurance, cert, ACORD 25, insurance certificate
Don't track (a vendor)	archive a vendor, stop chasing, exclude from COI, do not track
Coding	account coding, job costing, GL/job/cost coding
Job Id	Project Id (on Vista and Spectrum)
Cost Id	Cost Code, Item (on Vista and Spectrum)
Transaction Date	GL Date (on Vista)

Document types the platform handles: Invoice, Receipt, Delivery Ticket, Purchase Order (PO), Quote (also called Estimate), G702 (AIA progress billing).

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2. Supported ERP integrations

Beiing Human supports these ERP systems. The ERP you select changes which fields, settings and features are available.

• Foundation (Foundation Software)
• ViewPoint Vista (Trimble Vista)
• ViewPoint Spectrum
• QuickBooks Desktop
• QuickBooks Online
• Deltek ComputerEase
• RentalMan
• Accounting Seed
• Other (no ERP connection — file export only)

Integration styles:

• File-based integration — Beiing Human produces an export file (.csv / .txt) that you import into the ERP. Fully approved documents get the status Approved.
• API-based integration — Beiing Human writes directly into the ERP. Fully approved documents get the status Verified, then In ERP once the ERP accepts them.

This is the only difference between the Approved and Verified statuses: Approved = file-based, Verified = API-based. Both mean "every required approver has approved."

How to connect an ERP

As AP Admin or Sub Admin:

1. Click the dropdown next to your name (top-right) → Profile.
2. Choose your ERP under Select ERP Option (bottom-left of the Profile page) → Save.
3. Go to Integration in the top navigation → Connect → follow the on-screen steps.

You must disconnect an existing integration before you can change the ERP type.

What disconnecting does to your approval policy — the exact rule:

• Disconnecting and reconnecting the same ERP only disables the policy. The policy itself is kept, so reconnecting restores your approval flow untouched. Re-check that the policy is Active afterwards.
• Changing to a different ERP type deletes the policy. Its levels are built on ERP-specific entities (jobs, vendors) that do not carry over, so it has to be rebuilt from scratch.

Disconnecting also clears the synced purchase orders, tax codes and reviewers for that ERP; they come back on the next sync after you reconnect.

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3. Roles and permissions

3.1 Built-in roles

Role	What it is for
AP Admin / Admin	The company's primary administrator. Full access, including managing the AP Admin account.
Sub Admin (stored as the "Support" role)	Nearly identical to AP Admin. Can manage company settings, users, approval policies, integrations, and see all company documents. Cannot create, edit, or delete the AP Admin account, and cannot delete their own account.
Accountant	AP / accounting staff. Codes, reviews and processes documents.
Owner	Company ownership view; same document tabs as Accountant.
C Level (C_Level)	Executive approver. With the "assign documents" permission they also get a Company Documents tab showing all company documents and the ability to assign documents to other users.
Manager	Project manager / field approver. Approves and (if allowed) codes documents routed to them.
Vendor	External vendor portal user. Sees only their own documents.

Answer to "what is a Sub Admin?" — A Sub Admin has nearly the same permissions as the AP Admin: manage company settings, manage users, configure approval policies, manage integrations, and access all company documents. The only things a Sub Admin cannot do are create/edit/delete the AP Admin account and delete their own account. In the user list a Sub Admin appears with the role label "Sub Admin".

3.2 Custom roles

AP Admins (and anyone with the Create New Roles permission) can create additional named roles under Users → User Roles → Create New Role. Role names may contain letters and spaces only.

Each role is a set of switches:

Permission	What it grants
Update Users	Add, edit and remove users
Update Company Profile Settings	Change Settings / company toggles
Update Policy	Create and edit approval policies (also unlocks the Policy tab)
Update Integration	Connect / disconnect ERP integrations
On Hold Document	Put documents on hold (also controls whether the On Hold tab is visible)
Reject Document	Reject documents
Upload Document	Upload documents
Pull Back Document	Recall documents already sent for approval
Consolidate Line Items	Combine line items on a document
Manual Approvers	Override the approval policy on an individual document (Custom Approval)
Create New Roles	Create new custom roles (requires Update Users, which is switched on automatically)
Update Role Configurations	Edit the permissions of existing roles (requires Update Users)

Turning Update Users off automatically turns off Create New Roles and Update Role Configurations.

3.3 Adding, inviting and removing users

Invite a user:

1. Dropdown next to your name (top-right) → Users.
2. Sync Users / Sync from ERP imports the user list from your connected ERP. This overrides your existing ERP users — confirm the prompt before proceeding.
3. Click Register next to a synced user to email them an invitation, or
4. Click Add User (top-right) for anyone not in the ERP, choose their role, and send the invitation.
5. The user receives an email invitation, sets a password, and can then be added to approval policies.

Delete a user: Users screen → Delete next to the user → confirm. The user immediately loses access. A Sub Admin cannot delete themselves or the AP Admin.

A person who works for several companies needs a separate login per company. Ask IT for an email alias (e.g. JacksonWater@yourcompany.com as an alias of Jackson@yourcompany.com) and register one account per alias.

Getting user-management access: ask your AP Admin to go to Users → User Roles, click the edit icon on your role, and enable Update Users (or whichever permission you need).

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4. Why two people see different documents (most common support question)

If two users are looking at the same tab and seeing different documents, work through this list in order. There are five separate reasons, and they stack.

1. An active column filter. The Documents grid keeps a filter per user, and it persists — it is still applied when you come back tomorrow. A small filter icon appears next to the column header when a filter is active on that column.

• Filterable columns: Vendor Name, Job ID, Equipment No, Status, File Uploaded By, Mentions, Q&A Created At, Exported At.
• Only one column filter applies at a time — setting a filter on a new column replaces the old one.
• To clear it: open the filter panel (funnel icon in the grid toolbar) and click Clear. You do not need to type a filter value first; Clear on its own removes the filter. Save applies a filter, Clear removes it.

2. The tab you are on. Each tab shows a different slice. "To Review" and "In Review" are different populations, and a document sitting in Q&A or On Hold leaves both of them.

3. Your role's tab set. Roles do not all get the same tabs. Accountant, Owner and Sub Admin get a Classify/Split tab that approver roles do not. The On Hold tab only appears for roles with the On Hold Document permission. Company Documents only appears for C Level users who have the document-assignment permission.

4. Your role decides whether you see the company queue or only your own.

• Admin, Owner, Accountant, Sub Admin and Vendor read from the company document queue — they see every document in the company (vendors are separately restricted to their own).
• Manager, C Level and custom roles read from their own queue — they only see documents the approval policy has actually routed to them. If a document is at a level you are not part of, it is not in your list, even though the person who uploaded it still sees it.

5. Document Assignment (accountants only). This is the one that most often surprises people. Settings has a Document Assignment mode with three values:

• Default — every accountant sees every company document.
• Auto — each new document is automatically assigned to the accountant with the fewest documents (load balancing). On Vista, assignment can instead follow the PayControl rules configured per accountant.
• Manual — documents are assigned to an accountant by hand.

In Auto or Manual mode, an accountant only sees documents that were assigned to them. Two accountants at the same company will each see roughly half the queue and that is working as designed.

Important: documents that were created before the company switched away from Default have no accountant assigned, so after the switch they are visible to no accountant at all — only to the Owner / Admin / Sub Admin roles. If a company turns on Auto or Manual, expect older documents to drop out of accountants' lists.

Known discrepancy: the daily email count can be higher than what you see

The daily reminder email and the Documents screen do not apply the same rules. The email counts the whole company queue for an accountant; the Documents screen additionally applies the Document Assignment filter above. So an accountant at a company using Auto or Manual assignment can be told "4 pending approvals" and see only the 2 assigned to them. The screen is showing the correct, intended set; the email is over-counting.

If a user reports the email number not matching the screen, that is the expected cause. Confirm with support which assignment mode the company is on.

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5. Getting documents into Beiing Human

5.1 Upload from the web app

Log in and use the upload / import area on the Documents screen. Drag and drop files, or click to browse. You choose the document type when uploading.

5.2 Email submission

Forward or send documents to process@documents.beiinghuman.com from your company email address. Your company's dedicated intake address is shown in your Beiing Human profile.

5.2.1 Auto-forwarding a whole mailbox into Beiing Human (Gmail)

Companies that receive invoices into a shared mailbox usually want everything forwarded in automatically rather than sent one at a time.

1. Add and verify the forwarding address. Gmail → Settings → Forwarding and POP/IMAP → add your Beiing Human intake address and verify it. Tell Beiing Human once you have sent the verification — the confirmation mail arrives on our side, not yours.
2. Turn OFF Gmail's general "forward a copy of incoming mail" option. The filter in step 3 does the forwarding; leaving the blanket setting on as well sends everything twice.
3. Create a filter that excludes your own addresses. In Gmail's search box open the search options and, in the Doesn't have field, list your company intake address and process@documents.beiinghuman.com. Leave the other fields blank. Then Create filter.
4. Set the filter action to Forward it to your verified intake address, and create it.

Step 3 is the one that matters. Beiing Human sends mail back to that mailbox — processing notifications, Q&A, approval requests — and a filter that forwards everything will forward those straight back into the intake address, which loops. Excluding your own intake address and process@documents.beiinghuman.com is what stops the loop.

Your company's intake address is on your Beiing Human profile page.

5.3 Splitting a multi-document PDF

If one PDF contains several invoices there are three ways in, and they all end at the same place — the Classify/Split tab, where you join or separate pages before they are processed.

1. By email: put the word Split (or "split") anywhere in the subject line.
2. At upload: use the Split PDF button in the upload area.
3. After the fact, for a document already in Beiing Human: open it and change Document Type to Split. It moves straight to Classify/Split.

Important: the AI does not reliably detect on its own that a PDF holds several invoices. If you email a combined PDF without "split" in the subject, expect it to come in as one document — then use method 3 to fix it. That is the normal workflow, not an error.

Why "Split" might not be in the Document Type dropdown: the option only appears for a multi-page PDF. A single-page document, or an image (JPG/PNG) rather than a PDF, cannot be split.

Requires the Doc Splitter setting.

5.3.1 What the Document Type dropdown offers

On the Human Review screen the Document Type dropdown is only editable by Accountant, Owner and Sub Admin roles. The options it lists are:

Option	Shown when
Invoice	Always
Quote	ERP is Foundation or QuickBooks Desktop and Quote and PO Import is on
G702	G702 Import is on
Receipt	Receipt Import is on
Delivery Ticket	Delivery Ticket Import is on
Split	The document is a multi-page PDF

Note the Quote row: even though the Quote and PO Import setting can be switched on for Vista and Spectrum, the Quote option in this dropdown is limited to Foundation and QuickBooks Desktop.

Changing the type re-processes the document and moves it to the matching list, with the row highlighted so you can see where it went.

5.4 Credit card receipts

Users photograph the receipt with their phone and submit it. The photograph is the source of truth — Beiing Human does not import transactions from your bank or card provider as documents. If a bank account is connected, the card feed is only used to nudge: when a card transaction has no matching receipt, the user gets an email reminder to submit one. Requires the Receipt Import setting. A Default Receipt Vendor can be configured so receipts are pre-assigned to a chosen vendor.

5.5 Duplicate detection

Two independent checks, each with its own setting:

• Duplicate Detection on File Processing — image-hash based. Catches the same file being uploaded again and warns before it is processed, so you can discard the copy.
• Duplicate Bill No Check — catches the same bill/invoice number for the same vendor, even if the file is different. Duplicates show the Duplicate status and let you compare Previous vs New before deleting one.

5.6 Documents that fail to process

A document can fail with a reason such as "Unsupported Document" — usually a file that is not a readable invoice/receipt (a logo image, an email signature graphic, a statement, a terms-and-conditions page). The failure reason is shown on the document and emailed to your AP team. Re-submit a clearer scan, or delete the item if it should not have been sent.

5.7 What file types Beiing Human accepts

PDF, JPG and PNG are the readable formats. A PDF may be multi-page; images are treated as a single page.

iPhone photos (HEIC) — emailing works, dragging into the web app does not. This distinction catches people out, so state it plainly:

How the file arrives	HEIC accepted?
Emailed to your Beiing Human intake address	Yes. Converted to JPG automatically on arrival. Nothing to change on the phone.
Uploaded in the web app, or by a vendor in the vendor portal	No. Refused as an unsupported type.

If someone needs to upload an iPhone photo through the web app, either email it in instead, or set the phone to save photos as JPG: Settings → Camera → Formats → Most Compatible.

Never readable, however they arrive: spreadsheets (.xlsx, .xls, .csv), Word documents (.doc, .docx), plain-text files (.txt), videos (.mp4, .mov), and email signature graphics (.gif, .emz, .wmf). Send the invoice itself as a PDF or a photo. A spreadsheet backing up an invoice cannot be read even when the invoice PDF alongside it processes normally.

Size limits are in section 21.

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6. The Documents screen

6.1 Tabs

Tab	What it contains
To Review	Documents that still need attention — not yet sent for approval, not rejected, not on hold, not in Q&A, not approved.
In Q&A	Documents with an open question. Locked until the question is resolved.
In Review	Sent for approval and waiting on an approver.
On Hold	Parked for discussion. Only visible to roles with the On Hold permission.
Classify/Split	Batches from the document splitter, waiting to be joined/separated. Accountant, Owner and Sub Admin only.
Rejected	Rejected by an approver and sent back.
Approved	Fully approved, not yet exported / sent to the ERP.
Exported	Already exported to (or accepted by) the ERP.
Company Documents	Every document in the company. C Level users with the document-assignment permission only.

Top-level navigation: Dashboard, Documents, Integration, Policy (with the Update Policy permission), Budgets (with Job Budget Management on QuickBooks Desktop), Downloads.

6.2 Columns

Vendor Name, Document No, Document Type, Document Date, Due Date, Amount Due, PO Number, Job ID (Document ID for vendors), Equipment No, Status, Sitting With, Pay Control, Paid, Received At, File Uploaded By, Created By, Comment, Mentions, Q&A Created At, Exported At, Actions.

Sitting With names the person or step the document is currently waiting on — the fastest way to answer "who has this?" without opening it.

Pay Control appears only for Vista and Foundation companies, and only for AP Admin (Owner), Accountant and Support users. See 6.5.

6.3 Filtering, searching and sorting

• Column filter — funnel icon in the grid, one column at a time, Save to apply, Clear to remove. Persists across sessions until cleared.
• Keyword search — the search bar searches the visible document set.
• Advanced Search — a separate screen that searches across all statuses at once.
• Sort — click a column header. Sorting and page size are remembered.

6.4 Deleting documents

Select one or more documents and use Delete. You will be asked to confirm.

• A delivery ticket that is attached to an invoice cannot be deleted — detach it first.
• Documents are deleted from the list you are in; there is no company-wide bulk purge.

6.5 Pay Control

The pay control is the person in your ERP who is responsible for paying an invoice — the ERP's own accountant value on the document. Beiing Human shows it so AP can sort and hand off work without opening each invoice.

Who sees it: Vista and Foundation companies only, and only AP Admin (Owner), Accountant and Support users. If the column is missing, check the company's ERP and your role before treating it as a bug — this is the usual explanation.

Where the values come from: the list of pay controls synced from your ERP. If a name is missing from the filter or the assign list, it has not been synced from the ERP yet — sync the ERP, do not retype it.

Assigning in bulk (Foundation only): tick one or more documents on the Documents screen and an Assign Pay Control button appears next to Delete and Download Files. Choose a pay control and it is applied to every ticked document at once; the list refreshes and the selection clears. The button only exists when rows are ticked, and only for Foundation — Vista companies can see the column but cannot bulk-assign from it.

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7. The Human Review (HIL) screen

Open a document from any tab to reach the review screen. It shows the document image on one side and the extracted data on the other.

7.1 Sections

• Document Details — vendor, document number, dates, totals, PO number, terms/discount, payment terms (if enabled).
• Account Details — the header-level coding: GL Account, Job Id, Cost Id, Cost Type, Phase, Equipment No, Service Code, GL Division, Work Order, Type, PayControl.
• Line Items — per-line description, quantity, UOM, unit price, amount, tax, and the same coding fields as Account Details.
• Payment Details — payment status, type, check number, amount, date.
• Activity — the full audit trail.
• Comments / Q&A — discussion on the document.

Anything the AI extracted can be corrected by hand. Human edits always win.

7.2 Confidence colours

Fields and boxes are colour-coded by the AI's confidence:

• Green — high confidence
• Orange / Yellow — moderate
• Red — low

With Confidence score based Pointing enabled the thresholds are: delivery tickets — green ≥85%, yellow 55–84%, red <55%; all other documents — green ≥99%, yellow 85–98%, red <85%.

Colour is statistical, not a guarantee. A red box can hold correct data and a green box can hold wrong data — always review.

7.3 Process as Total vs Process as Line

• Process as Line captures every line item individually (default).
• Process as Total collapses the document into a single line from the invoice total. The company default is set in Settings; you can flip it per document on the review screen.

7.4 Coding help

• Save Vendor Codes — remembers the coding used last time for that vendor and pre-fills it.
• Default Coding — pulls the vendor's default coding from the ERP (Foundation, Vista, Spectrum, RentalMan).
• AI Code Prediction — AI-suggested coding.
• Job Budget based Coding — codes from the job budget (Foundation and Vista). These four are mutually exclusive in places: Default Coding, AI Code Prediction and Job Budget based Coding cannot all be on at once — turning one on disables the others.

If your POs lack coding detail: turn off PO-based coding and turn on "Save Vendor Codes" so the last coding for that vendor is reused.

7.5 Validations

• Line Items Total Matching — line item totals must equal the document total.
• Line Items Amount Calculation — each line's amount must equal quantity × unit price.
• Miscellaneous Amount Calculation (Vista) — header total must equal the sum of line amounts minus the miscellaneous amount.
• Coding Validations — validates coding against the ERP.
• Validations for Last Approver Only (Vista) — applies coding validations only to the final approver instead of every approver.

If the document total does not match the line item total you get a prompt and can still proceed deliberately.

7.6 Accepting a field the AI flagged

Each field has a checkbox beside it. You can tick that checkbox even when the value does not match what is printed on the image — for example an old invoice where you deliberately want a different transaction date. Ticking it confirms the value you have entered; it is not a claim that the image says the same thing. To accept everything at once, use Verify All at the bottom left.

This is the answer to "it will not let me move forward / it keeps flagging this field."

7.7 Other review-screen actions

Reset (rebuild line items from the image), Fetch PO / Fetch Subcontract / Fetch Work Order (overwrite the current data with the ERP record — you are asked to confirm because it discards your edits), rotate image, save document state.

7.8 Annotating a document (stamps and notes)

Some teams need a mark on the invoice image itself — a tax-exempt stamp, a received date, a job number written in the margin — so that whoever sees the document later in the ERP sees it too.

Annotate Document on the review screen opens annotation mode, which gives two tools:

• Place a stamp — choose from TAX EXEMPT, RECEIVED, APPROVED or VOID, then click where it should sit on the page.
• Write a note — free text placed anywhere on the page. The box is prompted with "Job / work order no." because that is the most common use, but any text is allowed.

Click Save to keep the marks, or close annotation mode to discard them.

What "saved" means, and why it matters: the marks are burned into the document image, not stored as a separate layer. Once saved they travel with the document everywhere it goes afterwards — the review screen, the downloaded file, and the copy that reaches your ERP. That is the point of the feature, and it is also why a stamp cannot simply be peeled off later: to change a mark, re-annotate and save again.

Who can do it: anyone who can open the document for review. It is not restricted by ERP.

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8. Matching

8.1 The Match button

All matching is done from the single Match button on the Human Review screen. It opens a dropdown with up to four choices — which ones appear depends on your ERP, your settings and the document type:

Option	Appears when
Purchase Order	PO / Subcontract Matching is on, and the document is not a G702
Delivery Ticket	Delivery Ticket Import is on, and the document is an Invoice or G702
Subcontract	PO / Subcontract Matching is on
Work Order	Vista only, Work Order setting on, and the document is not a Quote, Delivery Ticket or PO

If the whole Match button is greyed out, neither PO/Subcontract Matching nor Delivery Ticket Import is enabled for you.

8.2 Invoice to Purchase Order / Subcontract

Match → Purchase Order (or Subcontract). The invoice-to-PO comparison appears in the top middle of the screen; the eye icon opens side-by-side comparison tabs. The PO view shows, per line: Amount, Received, Remaining and Status, so you can see what is left open on the PO. Requires the Purchase Order / Subcontract Matching setting. Available on Foundation, Vista, Spectrum and RentalMan.

8.3 Invoice to Delivery Ticket

Match → Delivery Ticket. Beiing Human then suggests eligible delivery tickets.

Before the Delivery Ticket option is even selectable, the invoice needs:

1. An invoice / document number — it cannot be blank or "-".
2. A total amount — it cannot be blank or "-".

A delivery ticket then only appears as a suggestion when: 3. The vendor on the delivery ticket matches the vendor on the invoice. 4. The delivery ticket date is the same as or earlier than the invoice date.

So "the Delivery Ticket option is greyed out" is almost always a missing invoice number or total, while "the option works but no tickets are listed" is a vendor or date mismatch. Use Show All Delivery Tickets to browse past the suggestions. Requires the Delivery Ticket Import setting (Foundation, Vista, Spectrum).

8.4 Why line items don't match

Common and usually harmless causes:

• Tax lines are on the invoice but not on the delivery ticket
• Rounding or unit-of-measure (UOM) differences
• Partial deliveries Use the side-by-side visual and table views to check unit price and quantity.

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9. Approvals

9.1 Approval policy

Created under the Policy tab (needs the Update Policy permission). A policy can be based on:

• Total (invoice amount)
• Vendor
• Job Id / Project Id
• Job and Total

A policy is built from Levels. Each level lists the approvers required at that level; documents move level by level. Amount thresholds define which level range applies (a maximum of 0 means infinity). A Default Approver can be set: when the invoice total exceeds the threshold, it is also sent to that additional approver at the end.

Populate Approvers imports your job-based approver structure from the ERP and overrides your existing policy levels. Only project managers already registered as managers in Beiing Human are included, so register missing PMs first. Policy creation only becomes available once Manager / C Level registration is complete.

Saving a policy overrides the previous one. Making a policy inactive disables the approval workflow.

9.2 What an approver can do

Approve, reject (returns it to the previous person), put On Hold, add comments visible to all approvers, attach delivery tickets or supporting documents, modify content or line items (if permitted), use Verify All, and raise a Q&A question.

Manager as First Approver — when on, a manager can upload and code a receipt first; after their approval it goes to AP for the standard workflow. When off, everything a manager uploads goes straight to AP. Manager Content Editing — controls whether managers may change document content.

9.3 Custom Approval (overriding the policy for one document)

On the Human Review screen, use the dropdown attached to the Approve button → choose Custom Approval → select the users whose approval you want. Requires the Manual Approvers permission.

9.4 Pull Back (recalling a document)

Use this when a document has already gone out for approval and you need it back.

1. Go to the In Review tab (the approval queue) and find the document.
2. Click the Pull Back icon (↩) in the Actions column.
3. Confirm in the popup.
4. The document returns to your list, highlighted.
5. Correct it and send it for approval again. Requires the Pull Back Document role permission. The pull back is recorded in the audit trail.

9.5 Q&A

Raise a question on a document without changing its approval status.

• Assign the question to a specific user (e.g. a PM: "Whose job is this?").
• The document is locked while the question is open and moves to the In Q&A tab.
• Every question and answer is stored in the Activity / audit trail.
• Once resolved, the approval workflow resumes where it paused. For an approver-role question the document unlocks for everyone at that approval level, not just the one person.

Who can resolve a question? The Resolve button appears if any one of these is true:

1. You raised the question, or
2. You have the same role as the person who raised it, or
3. You and the raiser are both in the AP-side group — Owner, Accountant or Sub Admin — in which case any of those three can resolve the others' questions.

So a question raised by one accountant can be resolved by another accountant, or by the Owner or a Sub Admin. If you cannot see the Resolve button, you fall outside all three cases — ask the raiser or someone sharing their role.

9.6 Rejections

A rejected document moves to Rejected. The approver's comments and any attached evidence travel with it. AP can correct and resend, or email the vendor directly from inside Beiing Human. All of it stays in the audit trail.

9.7 Audit trail

Every action is logged with user and timestamp: uploaded, created, updated, rotated, approved, rejected, put on hold, commented, attachment added/removed, question raised, pulled back, added to queue, sent to ERP, export succeeded, export failed. Open it from the Activity panel on the Human Review screen.

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10. Document statuses

Status	Meaning
Processing	The AI is still extracting the document.
Pending	Not yet approved by any role or level.
In Review	Approved by the current role and sent to the next level/role.
In Q&A	An open question is locking the document.
On Hold	Parked for discussion or clarification.
Rejected	An approver sent it back.
Approved	File-based integrations. Approved by every required role/level.
Verified	API-based integrations. Approved by every required role/level.
In ERP	Accepted by the ERP.
Exported	An export file has been generated for it.
Attached	A supporting document (e.g. delivery ticket) has been attached.
Duplicate	Flagged by duplicate detection.
Error / Failure	Processing or ERP submission failed; the reason is shown on the document.

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11. Getting documents out — export and ERP

11.1 File-based export (e.g. Foundation FSI Importer)

1. Approve the document — it appears in the Approved tab.
2. Select it and click Exportable File.
3. Download the .csv / .txt file.
4. In Foundation, open the FSI Importer, select the file, click Validate, then Import.
5. The image link appears on the invoice's Additional tab in Foundation.

11.2 API-based export

Approve the document, select it and click Send to ERP. The Queue popup shows what is Pending and In Progress and lets you Clear Queue. Failed sends raise an error status with the reason and are recorded in the audit trail.

Auto Enqueue Documents (Vista): approved documents are pushed to ERP processing automatically at the end of the day, with no manual step.

11.2.1 "Can I get my documents into the ERP now, without waiting for a sync?"

What Send to ERP does next depends on the ERP, and the answer to "can I skip the wait" is different for each. Ask which ERP the company is on before answering.

ERP	What Send to ERP does	Can they push it through now?
Vista	Adds the documents to a syncing queue. They move when the scheduled job next runs.	Yes — selecting the documents and clicking Send to ERP puts them in the queue ahead of the scheduled run. They still wait for the next job, they do not wait for the next scheduled batch.
Spectrum	Same as Vista — queued, moved by the scheduled job.	Same as Vista.
Foundation	Pushes the invoice (or PO) to Foundation immediately, as a direct call. There is no queue to wait for.	It has already gone. If it is not in Foundation, that is a failure to investigate, not a sync still pending — see §20.
QuickBooks Online	Creates the bill in QBO immediately, as a direct call.	As Foundation.
QuickBooks Desktop	Hands the document to the QuickBooks Web Connector, which collects work on its own schedule, set in QuickBooks itself.	Not from Beiing Human. The Web Connector's interval is configured on the QuickBooks side.

Do not tell a Foundation or QuickBooks Online customer that their documents are "waiting for the next sync" — nothing is queued on those paths, so a missing document means the push failed rather than that it has not run yet. Treating a failed push as a pending sync sends them away to wait for something that is never going to happen.

11.3 Export batches (Downloads)

The Downloads tab lists export batches with Batch Name, Created At, Updated At, No. Documents, Generated By and Status (Generated / Processing / Error / Downloaded / In ERP). You can Download a batch again or Regenerate it, and open a batch to see the documents inside.

11.4 Foundation: Google Drive image sync

Invoice images reach Foundation through Google Drive mirroring — not through Document Imaging.

Setup:

• Create one dedicated Google account for Beiing Human and share the credentials with the team; no individual Google accounts and no extra Google licences are needed.
• Team members sign in to that account in the Google Drive desktop app.
• Every desktop needs the same local path: C://BeiingHuman/Invoices. It must stay a local folder; Google Drive handles the backup. Multiple Google accounts on one machine do not conflict.

If images are missing in Foundation:

1. Log in as AP Admin → Profile.
2. Use the manual sync feature.
3. Select the date range for the missing invoices → Upload. Images sync from Google Drive to Foundation without overwriting documents that are already there. Also verify the Google Drive configuration and the local folder path — that is the usual cause.

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12. Reporting and search

12.1 INYA report (Invoices Not Yet Approved)

To download: go to the Dashboard tab and click the INYA button. The file downloads immediately. (Tooltip in the app: "Download INYA (Invoices not yet approved) by approver".)

Columns:

• A — Vendor name
• B — Invoice number
• C — Invoice amount
• D — Number of required approvers
• E — List of approvers. / separates approvers at the same level; => separates different levels.
• F — Current approver(s)
• G — Date assigned to the current approver
• H — Time assigned to the current approver

Use it to find where approvals are stuck.

12.2 Advanced Search

A dedicated search screen that searches across every status at once. Filters: Document Number, keyword ("Includes the Words"), Vendor, Job Id, Cost Id, Cost Type, Phase, GL Account, Purchase Order, Total, Document Date, Receipt Date, Due Date, Created At, Updated At, Status, Current Owner, Category, Equipment Number, Service Code, Payment Status (Paid / Unpaid), Sort (Old to New / New to Old). Status options: Approved, Pending, On Hold, Error, Duplicate, Attached, Processing, In Review, Rejected, In ERP, In Q&A. Search runs the query, Clear resets every field.

Finding delivery tickets that were approved but never attached to an invoice. This is the one thing the Documents tabs cannot do, and Advanced Search can:

1. Open Advanced Search.
2. Set Document Type to Delivery Ticket.
3. An extra Status filter appears (it is specific to delivery tickets) — choose Unattached. "All" applies no attachment filter.
4. Search.

Finding everything sitting with one person. Use the Current Owner filter to see the documents a specific user is currently holding — useful for covering someone on leave.

12.3 Dashboard

Charts and metrics on the Dashboard tab: average approval time per document, average changes per document, documents by vendor, by amount, by aging, total by aging, by Job ID, by Cost ID, by document type, error vs success ratio, response time per document, and total documents. Filters apply to the whole dashboard.

12.4 Downloading document data

You can download the INYA report, export batch files (.csv / .txt), and per-document CSV/XML from the documents list. There is no one-click "export every invoice ever processed into one spreadsheet" button — for a full historical extract, contact support@beiinghuman.com and describe the fields and date range you need.

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13. Company Settings reference

Settings live under the dropdown next to your name → Profile (also called Settings). Changing them requires the Update Company Profile Settings permission. Settings are grouped into four sections.

13.1 Duplicate & Validation

Setting	What it does
Duplicate Bill No Check	Detects documents with the same bill number for the same vendor.
Duplicate Detection on File Processing	Detects a previously uploaded file so the same document is not processed twice.
Coding Validations (Foundation, Vista)	Validates coding for quality and ERP compliance.
Validations for Last Approver Only (Vista)	Coding validations apply only to the final approver, not every approver.

13.2 Document Processing

Setting	What it does
Doc Splitter	Splits multi-document PDFs into individual, categorized documents.
Receipt Import	Upload and manage expense receipts in the app.
Quote and PO Import (Foundation, Vista, Spectrum)	Upload quotes and purchase orders for reference and matching.
Delivery Ticket Import (Foundation, Vista, Spectrum)	Upload delivery tickets for receiving and invoicing.
G702 Import	Upload and manage G702 progress-billing documents.
Consolidate Line items	Combines line items into a single entry for cleaner matching.
Line Items Total Matching	Line item totals must match the document total.
Line Items Amount Calculation	Line amounts must match quantity × unit price.
Miscellaneous Amount Calculation (Vista)	Header total = sum of line amounts − miscellaneous amount.
Transaction Date as Current Date	Pre-fills the Transaction Date with today instead of the invoice date.
GL Date as Current Date (Vista — same flag, Vista wording)	Pre-fills the GL Date with the 1st of the current month instead of the invoice date.
Display Tax as a Column (Vista, needs Tax Calculation)	Shows tax as a per-line column instead of a separate tax row.
Calculate Terms & Discounts in ERP (Vista)	The ERP calculates due date, discount date and discount from payment terms. When off, Beiing Human auto-fills them from the selected payment term.
Auto Enqueue Documents (Vista)	Approved documents are pushed to ERP processing automatically at end of day.
Vendor COI Compliance	Shows each vendor's Certificate of Insurance compliance status on the documents list and the review screen.
Sync data with Google Drive (Foundation + Google sign-in)	Automatic Google Drive synchronization for document storage.
Default Receipt Vendor	Set default vendors for receipts; when on, pick the vendors from the list.

13.3 Coding Rules

Setting	What it does
Cost Type, Job Id & Cost Id	Enables job costing fields. Turn this on if you are a construction company.
Phase	Enables project phases.
Purchase Order / Subcontract Matching (Foundation, Vista, Spectrum, RentalMan)	Match invoices against POs/subcontracts to verify item, quantity and price.
Default Coding (Foundation, Vista, Spectrum, RentalMan)	Applies predefined vendor-based coding rules from the ERP.
Job Budget based Coding (Foundation, Vista)	Codes from the job budget.
Job Budget Management	PM-owned budgets with Budget vs Committed vs Actual tracking per job.
Service Code and Equipment No (Foundation, Vista, Spectrum)	Adds service codes and equipment numbers.
AI Code Prediction	AI-based coding suggestions and automation.
Save Vendor Codes	Saves the coding per vendor and pre-fills it next time.
Vendor Coding Memory	Learns the vendor corrections your team keeps making and stops making them make it. See §13.3.1.
GL Division (Foundation, Spectrum)	Enables GL divisions.
Type Field (Vista)	Adds a required Invoice Type field on Account Details and Line Items.
Tax Calculation (Vista)	Tax is calculated on the total; Tax Code / Tax Type become required.
Payment Terms	Documents carry a Payment Terms field. On by default.
Real-Time Notifications	Shows live notifications. When off, no notification is displayed and the app just refreshes data in the background.

Default Coding and Job Budget based Coding are mutually exclusive — turning one on greys out the other, and the greyed switch says which one is holding it down. AI Code Prediction is not part of that exclusion. It runs after the other coding rules and fills only the fields they left blank, so it can be on at the same time as either of them.

13.3.1 Vendor Coding Memory — how the learning actually works

When the vendor name read off a document is corrected to the same vendor five times, Beiing Human remembers the correction and applies it automatically from then on.

Three things decide whether it ever learns:

• Only approved documents count. Correcting a vendor and saving the document without approving it does nothing toward the five. The count is taken when a document reaches its final approved state.
• It is the same five corrections, not any five. The same extracted name must be corrected to the same vendor.
• The setting has to be on. It is off by default.

Once a mapping is active it keeps being checked. If someone overrides it, that is recorded against the mapping; an acceptance clears the run, so a mapping that is right most of the time is not thrown away because of scattered one-offs.

It learns the vendor only. It does not learn GL accounts, job ids, cost ids or phases today, despite the general-sounding name. For those, see Default Coding, Job Budget based Coding and AI Code Prediction.

How it relates to Save Vendor Codes. They are not independent, and they do not compete. Vendor Coding Memory runs first, before anything else looks at the vendor: it rewrites the vendor the document came in with, and then the rest of processing — the vendor match, the ERP vendor number, Save Vendor Codes, Default Coding and the approval policy — all run as if that corrected vendor had been read off the document in the first place. So fixing the vendor with coding memory is what lets Save Vendor Codes find the right saved coding. Do not tell a user the two features have no effect on each other.

Vendor Coding Memory is a different thing from AI Code Prediction, and users routinely mean one when they say the other. If someone says "it stopped learning my coding", ask which they mean: Vendor Coding Memory fixes the vendor after five approved corrections; AI Code Prediction suggests the coding and depends on a trained model for that company.

13.4 Approval Workflow

Setting	What it does
Manager as First Approver	The manager approves first, then it goes to AP.
Manager Content Editing	Managers may modify document content.
Confidence score based Pointing	Colour-codes fields by AI confidence.

13.5 Other settings on the Profile page

• Work Order (Vista) — enables Work Order for project tracking.
• Approved Invoice Notification Days — how many days a document may sit in Approved before a reminder is sent (e.g. 3 = notify when approved for 3+ days).
• Document Assignment — how documents are distributed to accountants: Default (every accountant sees everything), Auto (load-balanced automatically to the least-loaded accountant) or Manual (assigned by hand). This directly controls which documents each accountant sees. A separate setting chooses which users are allowed to assign documents to others.
• Batch Type (Vista) — Approved or Unapproved batches.
• Bank Account Integration (Plaid) — connect/disconnect a bank account for the receipt-nudge feature.
• Company Email — your company's document intake address; can be edited and validated.
• Code Visibility.
• Document Configuration — choose which custom fields appear on each document type (Invoice, Receipt, G702, Quote, Delivery Ticket, Purchase Order). Custom fields come from your ERP; if the list is empty, sync your integration first.
• Statement Reconciliation and FAQ Maintenance entries.

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14. Code Visibility (restricting which GL accounts / cost ids / job ids a user can see)

Yes — you can limit which codes specific users are allowed to use. This is the Code Visibility feature in Settings.

How it works: you create visibility groups. Each group has one or more ranges and a list of excluded users. The users in a group cannot see or code to values inside that group's ranges.

• Three code types can be restricted: GL Account, Cost Id (Cost Code / Item on Vista and Spectrum) and Job Id (Project Id on Vista and Spectrum). Each has its own tab.
• Ranges are inclusive of both ends. From must not be greater than To.
• GL accounts are numeric. Cost ids and job ids may be alphanumeric (letters, digits and . / _ -).
• A group is only saved when it has at least one complete, correctly ordered range and at least one excluded user.
• Restriction is enforced when the code lists are built, so a restricted user simply never sees those codes in the dropdowns.

Example: restrict GL accounts 1000–1070 for the shop users, and they will not see those accounts when coding.

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15. Job budgets

With Job Budget Management enabled, project managers own budgets per job, tracked as Budget vs Committed vs Actual. Budgets have a status of draft, active or archived. You can create a budget, edit it, import one from a file, delete it, and raise change orders which are then approved. On QuickBooks Desktop the Budgets tab appears in the top navigation and budgets can sync with QBD. With Job Budget based Coding (Foundation, Vista), documents are coded from the job budget.

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16. Attachments and supporting documents

Use the attachment screen to attach supporting documentation to a document:

• Check images after payment
• W-9 forms for new vendors
• Certificates of Insurance (COI)
• Any other backup

Attaching a check that paid several invoices: open the attachment screen, upload the scanned check image, and associate it with each relevant invoice. Video walkthrough: https://beiinghuman.com/check-attachment-video/

Supporting documents appear alongside the invoice on the review screen, with a line-item comparison view (Description, Quantity, Amount, Received, Remaining, Status) and a switch between the invoice and the line items.

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17. Notifications and emails

• Daily approver reminder — a daily email summarising pending approvals and documents needing attention. For approver roles (Manager, C Level) the count is their own routed queue. For accountants it is the whole company queue, which can be larger than what the Documents screen shows them — see the note about the daily email over-counting for accountants.
• Approved invoice reminder — driven by Approved Invoice Notification Days.
• Missing receipt nudge — when a card transaction has no matching receipt.
• Processing failure alert — sent to your AP team with the document name and reason.
• New user registration alert — sent when a user completes registration.
• In-app notifications — the bell icon; controlled by the Real-Time Notifications setting. With it off, the app still refreshes data in the background but shows no pop-ups.

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18. Mobile

There is a native Beiing Human app for iOS (iPhone and iPad) and Android. It is a companion to the web app, not a replacement: it covers reviewing, coding, approving and capturing documents from the field, while AP setup, matching, reporting and administration stay on the web.

Install it by searching the App Store or Google Play for "Beiing Human" (Android package com.beiinghuman.app). The installed version is shown in small text at the bottom of the mobile dashboard — ask for it when someone reports a mobile problem.

18.1 Signing in

Use the same email and password as the web app. There is no separate mobile account and no self-registration in the app: a user must be invited by an admin and have completed registration on the web first. The app stays signed in between launches — you only sign in again after tapping the logout icon (top right of every screen) or after a session expires.

"You do not have permission to login to this app." The app is built for approvers, and the Accountant and AP Admin (Owner) roles are blocked from signing in on mobile. Those users work in the web app. Manager, C Level, Admin and Sub Admin sign in normally. This is by design, not a bug — do not troubleshoot it as a password problem.

"Login failed. Invalid credentials." The email or password was rejected. Confirm the same credentials work on the web app; if they work on web but not on mobile, escalate.

18.2 The mobile dashboard

The dashboard shows a count card per category: Total Documents, To Review, On Hold, Rejected, Approved (includes Attached), In Q&A, Duplicate and Exported. Total Documents is the sum of To Review, On Hold, Rejected, Approved, In Q&A and Duplicate — it does not include Exported.

Tapping a card with a count of zero shows "No documents found in this category" rather than opening an empty list. Pull down to refresh the counts; they also refresh on their own when a document finishes processing while the app is open.

18.3 Document lists

Each document appears as a card with the vendor, a document-type badge, Received At, the document number and the total. Lists load nine at a time and load more as you scroll. Documents stored as Estimate are shown as Quote.

Why is there no Approve button on the To Review list? Deliberate. Approving a pending document has to go through the document screen so the coding and line-item validations run first and cannot be skipped from the list. Tap Details, review, then approve there. Approve does appear directly on the On Hold and Rejected lists.

Can I search or filter on mobile? No. Advanced Search, date and amount filters and sorting are web-only. On mobile you navigate by status card from the dashboard.

18.4 The mobile document screen

The mobile equivalent of the Human Review screen, top to bottom: the document image (tap to open full screen, swipe between pages, pinch to zoom), Document Details (header fields, vendor as a dropdown), Account Details (the coding dropdowns, hidden for delivery tickets, which are not coded), Line Items, and Activity. On a document that is In Q&A the Activity section moves to the top so the open question is the first thing the approver sees.

Every line-item cell is editable; cells that map to an ERP code list render as dropdowns. Below the rows are Add Line Item, Reset (restore the originally extracted values) and Delete All, plus a trash icon per row. All of them confirm first.

"I can't edit anything on this document." Three causes: it was opened from the Exported category (exported documents can never be re-coded, same as web); its status is Approved, In Q&A or Duplicate; or the user is a Manager, is not the document's initial approver, and the company has not granted managers the Manager Content Editing permission.

18.5 What each status allows on mobile

Status	Available on mobile
To Review / Waiting For Approval	Approve (document screen only), Reject, On Hold, Comment, Details, Delete
On Hold	Approve, Reject, Question, Details, Delete
Rejected	Approve, Reject, On Hold, Question, Details, Delete
In Q&A	View & Reply, Back — locked until the question is resolved
Approved	Details, Back only
Duplicate	Proceed, Delete
Exported	Details only, read-only

Question is not offered while a document is Waiting For Approval, matching the web app. A manager acting as initial approver (no approvers assigned yet) sees only Approve, Comment, Details and Delete.

Delete is limited to the AP Admin, Accountant and Manager roles, and a Manager can only delete documents they uploaded themselves. Since AP Admin and Accountant cannot sign in on mobile, Delete on the phone means a manager's own uploads.

18.6 Approving, rejecting and holding

"Fix N issues before approving." The document has validation errors that must be corrected first. The alert lists the first five, with "+N more" if there are others. Usual causes are missing or invalid coding, a line-item amount that does not match quantity × unit price, and ERP-specific required fields. There is deliberately no "Approve Anyway" on mobile — because every line-item cell is editable on the phone, the approver can fix the problem in place and approve again. Validation is skipped for earlier approvers when the company has ERP validations disabled, for manager initial-approver hand-offs, and for Vista delivery tickets and quotes.

Reject always asks for a comment first; the comment is written to the Activity trail and then the document is rejected. Rejecting without a comment is not possible on mobile. On Hold parks the document for discussion. Comment adds a note without changing status. Proceed, on a Duplicate, releases the document to continue through the workflow.

18.7 Q&A on mobile

Tap Question to raise one. The approver must type the question and pick at least one person to assign it to — the submit button stays disabled until both are done. The document then moves to In Q&A and is locked until resolved. Open it with View & Reply; the thread at the top offers Reply and, where permitted, Resolve. Resolve is available to users with the same role as whoever raised the question (AP Admin and Accountant can resolve each other's). Everything written on mobile appears in the same Activity trail as the web app.

18.8 Uploading from a phone

If the user's role has the upload permission, the dashboard shows Upload File, offering Receipt, Quote and Delivery Ticket, each via Take a Picture or Choose from Gallery. The app asks for camera or photo-library permission the first time; declining produces "Camera permission is required" or "Gallery permission is required" and has to be granted in the phone's own settings. After upload the document goes through normal processing and approval.

Photographing a receipt is how credit card receipts enter Beiing Human — there is no direct import of the receipt document itself from a bank or card provider.

"I don't see the Upload File button." The upload permission is not enabled on that user's role. An admin enables it under Users → User Roles, and then the user must sign out of the app and back in.

18.9 Creating a PO on mobile

If the account has the PO/Quote permission the dashboard shows Create PO. It loads the vendor list and units of measure from the ERP, the line total recalculates from quantity × unit price, and on submit the app builds a PO PDF on the device and uploads it as a PO document.

"Create PO is missing even though the permission was turned on." The app reads permissions at sign-in only. Sign out and back in and the button appears.

18.10 Mobile notifications and updates

While the app is open the user gets a live "Document Ready" banner when a document finishes processing, and the dashboard counts refresh by themselves; the connection re-establishes when the app returns to the foreground. The app does not send push notifications to a closed or backgrounded app — the daily approver reminder email remains the offline nudge.

The app checks for a newer version on launch and on returning to the foreground. An optional update is a dismissible prompt on iOS and a background Play Store download on Android. A required update shows a full-screen Update Required screen that blocks the app until the user installs the new version from the store.

18.11 Company settings and cached profiles

When an admin changes a company setting, does everyone get it? Yes. Saving Settings writes the change to the company record and pushes the document-related permissions (Doc Splitter, Receipt Import, Quote and PO Import, Delivery Ticket Import, G702, Duplicate Bill No Check, PO Matching, Cost Type/Job Id/Cost Id, Consolidate Line Items, ERP type) to every user who has completed registration. Users who were invited but have not registered yet pick the settings up from the company record when they do register.

If a user still sees the old behaviour after that, their app is holding a cached profile — sign out and back in to refresh it. This is the fix for most "my admin changed it but the app disagrees" reports, because the mobile app reads permissions at sign-in.

18.12 What the mobile app cannot do

Advanced Search, filters and sorting; the INYA report, other reports and dashboard analytics; matching an invoice to a PO or delivery ticket; the attachments screen (checks, W-9s, COIs); user management, approval policies, company settings and ERP setup; document splitting and the Batch tab; the vendor portal; and exporting to the ERP. All of these are web-app work.

"Session expired. Please login again." The authentication token could not be refreshed; signing in again resolves it. If it repeats for the same user, escalate with their app version.

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19. Vendor portal

Vendors get their own login and a restricted view: an All Documents tab showing only their own documents, plus a vendor dashboard. Vendors cannot see other vendors' documents or company settings.

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20. Troubleshooting

First thing to try for anything that looks visually wrong or stale. Beiing Human ships updates frequently and the browser can hold on to the old version. Log out, then hard refresh — Ctrl + Shift + R on Windows, Cmd + Shift + R on Mac — and try again. This is the fix for an empty Classify/Split tab, a screen that will not finish loading, a field showing an old value, and codes or payment terms that look wrong right after a release.

Export blocked: "One or more invoices have a payment term that is not in your approved Foundation terms list." The payment term on the invoice does not exist in Foundation's payment terms list, so the export is stopped before it can fail inside Foundation. Fix the term on the invoice (pull it back first if it has already gone out for approval), then export again. If you cannot pull it back, contact support — do not delete and re-upload, since that loses the approval history.

"The AI put the wrong code on / left the coding blank." Coding accuracy depends on which coding mode is on. If it keeps guessing the wrong account for a vendor, turn on Save Vendor Codes so the coding you used last time for that vendor is reused. Send a sample invoice to support so the extraction can be tuned.

"A receipt photographed on mobile creates far too many line items." The AI reads every purchased item as its own line. Turn on Consolidate Line Items in Settings, and new documents will default to a single consolidated line. It applies going forward, not to documents already in the system.

"Phases are not showing against the right jobs." Turn Default Coding off and Job Budget based Coding on, so phases and cost types are tied to the job. PO data (job, phase code, GL, cost type) still pulls through normally with Job Budget based Coding on.

"Beiing Human is pulling the wrong payment terms." If your ERP vendor master already carries the correct terms and you do not want the field in Beiing Human at all, an admin can switch the Payment Terms setting off, which removes the field from the review screen.

"New jobs / vendors / POs / equipment numbers are missing." They arrive by sync, not instantly. Run the sync from the Integration screen and re-check. If they still do not appear after a sync, contact support.

"My approval policy disappeared." reconnecting the same ERP keeps the policy and only re-enables it, but changing to a different ERP type deletes it. Also confirm the policy is still marked Active.

"Dates are flipped / month and day are swapped." The system default format is mm/dd/yyyy. Check the confidence colour on the date field, correct it by hand (human review always wins), and send a problem invoice to support so the extraction can be analysed.

"Images aren't showing in Foundation." Beiing Human writes images through Google Drive mirroring, not Document Imaging. Verify the Google Drive configuration and the local C://BeiingHuman/Invoices path, then run the manual sync.

"I can't unapprove an invoice." Approved documents cannot be un-approved directly. If it has not gone to the ERP yet, use Pull Back to recall it. Otherwise the workaround is to delete the approved document and re-upload it through the workflow.

"I need to delete many invoices at once." Documents are deleted from the list, one selection at a time; there is no company-wide bulk purge. Contact support if a large clean-up is needed.

"A delivery ticket won't attach." Check the three criteria — matching vendor, an invoice number present, and a delivery ticket date on or before the invoice date.

"A user can't see the Policy tab / the Users screen / the On Hold tab." Those are role permissions: Update Policy, Update Users, On Hold Document. Ask an AP Admin to edit the role under Users → User Roles.

"A setting is greyed out." Most settings are ERP-specific or mutually exclusive with another setting. Check the ERP notes and the mutually-exclusive pairs listed against each setting.

"A user in the ERP isn't in Beiing Human." Run Sync Users on the Users screen, then Register them. Users who do not exist in the ERP are added with Add User.

"Vista: GL Date is rejected." The Vista GL Date must be the first day of a month and must fall in an open AP period. The error message lists your company's open period window.

"Vista: invoice number too long." Vista allows up to 30 characters; other ERPs 20. Foundation vendor names allow up to 150 characters; other ERPs 41. Foundation line descriptions are capped at 30 characters.

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21. Limits

These are the limits actually enforced by the platform:

Limit	Value
Maximum file size (multi-page document)	25 MB
Maximum file size (single page)	10 MB
Documents per vendor through the vendor API	150 by default, unless a higher per-vendor limit is configured
Invoice number length	30 characters on Vista, 20 characters on other ERPs
Vendor name length	150 characters on Foundation, 41 characters on other ERPs
Line description length (Foundation)	30 characters
Purchase order number length	10 characters

There is no enforced cap on the number of jobs, vendors, users, GL accounts or documents in a company. If a customer asks "is there a limit on the number of jobs" the answer is no — the system does not impose one. Anything about contractual volume on their plan is a commercial question for their account manager, not a product limit.

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22. Vendor COI compliance and the COI Tracker

Certificate of Insurance tracking lives in two places: a badge inside the main app, and a separate COI Tracker application where the actual work is done.

22.1 The COI compliance badge in the main app

Turn on Vendor COI Compliance in Settings → Document Processing. Each vendor's COI status then appears as a coloured badge on the documents list and on the document review screen, so AP can see a lapsed certificate while coding the invoice rather than finding out later. Statuses: Compliant (green), Expiring Soon (amber), Expired (red), Missing (grey), Waived (blue).

22.2 Opening the COI Tracker

Click the shield icon in the top navigation bar of the main app (tooltip: "COI Tracker"). It opens coi-tracker.beiinghuman.com in a new tab and signs you in automatically using your existing session — there is no second password, and the token is never put in the address bar. If the tab opens but does not sign you in, close it and click the shield again; the handshake times out after 30 seconds.

22.3 The two status columns — read them separately

The dashboard grades every vendor on two independent axes. A current certificate can still be underinsured, and an expired one may have had ample limits, so neither column alone means "compliant".

Expiration status — is the certificate current?

Status	Meaning
Compliant	A certificate is on file and not near expiry
Expiring Soon	Expires within the next 30 days
Expired	The expiration date has passed
Missing	No certificate on file with a usable date
Waived	The requirement has been waived for this vendor

Status is driven by the certificate with the latest expiration date, so a renewal supersedes the old one. It is also rolled up per coverage — an expired Workers' Comp makes the vendor read Expired even if the General Liability is current.

Limit status — is the policy big enough for the subcontract? Graded against your requirement template: Meets, Deficient, Unknown, or No COI.

22.4 Why a vendor reads "Unknown" instead of "Deficient"

This is deliberate and is the most common question about the dashboard. A red "Deficient" chip only appears when a number was actually read and compared — because that chip gets forwarded to the sub's insurance agent, and accusing a sub of carrying too little insurance when the certificate was simply unreadable is expensive. So:

• A limit that could not be read is Unknown, never a failure.
• A coverage with no certificate on file reads as Not Provided — unverified, not failed. You know you do not hold it; you do not know the sub does not carry it.
• A lumped "GL, Auto, WC" line proves the coverage exists, but its single limit cannot be attributed to each coverage, so those read Unknown.
• A WC Exempt Form (the state exemption sole proprietors file) is Exempt, not a failure.

22.5 Which vendors are tracked

By default the tracker follows vendors on active jobs — taken from your ERP's jobs, subcontracts and purchase orders — not your entire vendor book. Chasing a certificate from a sub who finished two years ago is noise.

You can switch this on the dashboard between Active jobs (default) and All vendors.

"Why is a vendor missing from the list?" Most often they are not on an active job. Switch the scope to All vendors to confirm. If your jobs and subcontracts have never been synced from the ERP, the tracker cannot tell "nobody is on a job" from "no job data", so it deliberately falls back to showing the full vendor book rather than showing you an empty screen.

22.6 Not chasing a vendor

Some vendors should never be chased — a utility, a government body, a supplier who carries no subcontract. Click Don't track on that vendor's row. They are hidden from the default dashboard and skipped by all automated outreach. The button becomes Track if you want them back.

22.7 Getting certificates in

Three ways:

1. Upload it yourself on the dashboard. The certificate is read automatically — ACORD 25 forms are extracted by AI — and you can correct or enter details by hand if anything is unreadable.
2. Have the vendor upload it. They receive a link to a no-login upload page; no account, no password. This is the answer to "how do I get COIs from my subs?"
3. Automated renewal outreach (below) sends that same link on a schedule.

22.8 Automated renewal outreach

As a certificate approaches expiry the tracker emails the vendor a no-login upload link at 60, 30, 14 and 7 days. Each threshold sends once per certificate cycle, and a renewal resets the sequence, so nobody is emailed repeatedly about a certificate they already replaced. There is also a manual "send now" for chasing one vendor immediately.

Two things worth telling customers:

• The email is branded with your company, not with Beiing Human. It arrives from coi@documents.beiinghuman.com, an address the sub has never seen, so it carries the customer's name — otherwise it reads as phishing and gets ignored.
• Outreach is grouped by insurance agency, not by vendor. A sub often buys auto from one agency and GL/WC from another; neither agency can act on the other's policy. So each agency receives its own email naming only the policies it issued.

22.9 Endorsements — Asserted vs Verified

The ADDL INSD / SUBR WVD boxes on an ACORD 25 only record that the notation was requested, so a ticked box reads as Asserted. It becomes Verified when the matching endorsement form (CG 20 10, CG 20 37, CG 24 04, CG 20 01) is uploaded as an Endorsement document. Removing that form demotes it again. Unknown never counts as denied, and never fails a vendor.

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23. Names that sound like features but are not available

If a user asks about any of the following by name, say plainly that it is not something Beiing Human offers today, and point them at the nearest thing that does exist. Do not quietly answer about the similarly-named feature as though they are the same thing — the user asked about a specific capability and needs to know it is not there.

Asked about	The honest answer
PO Receipt Matching / matching an invoice to individual PO receipts / receipt-level matching	Not available. Invoices are matched to a purchase order as a whole, not to the individual receipts recorded against it. The nearest thing is Match → Purchase Order, whose PO view shows Amount, Received and Remaining per line so you can see what is still open.
Bulk / batch delete of documents	Not available. Documents are deleted from the list a selection at a time; there is no company-wide purge.
Un-approving an already approved document	Not available directly. Pull Back works only before it reaches the ERP.
Exporting every invoice to one spreadsheet	Not available as a self-service button. INYA and export batches are the built-in downloads.
Foundation division (Level 1 / Level 2) sync	Not available yet. GL Division exists as a coding field on Foundation and Spectrum, but job divisions do not sync from Foundation.
Approval routing by GL account / approvals that depend on which GL code was used	Not available. An approval policy routes on one of total, vendor, job id, work order, or job + total — GL account is not one of them. There is no way to say "invoices coded to 6100 go to this approver".
Reviewer Group looked up from the GL account (Vista)	Not available. Beiing Human syncs the Reviewer Group list from Vista and it can be selected as a coding field, but it is not derived from the GL account the way Vista derives it. Choosing a GL account will not populate a Reviewer Group.
Lien waiver tracking	Not part of the product today.

If a requested capability is not in this document at all, treat it as unavailable rather than assuming it exists under another name.

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24. Questions this document deliberately does not answer

If a user asks any of the following, do not guess — say it needs a human and route to support@beiinghuman.com (include the user's email and company):

• Pricing, invoicing, contract or billing questions, including contracted document volumes
• Requests for a full historical export of every invoice into Excel
• Anything about their specific data ("why is this invoice missing", "why did this fail")
• Requests for a new feature or a change to how the ERP integration behaves
• Security, SOC 2, data-retention and compliance questions

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Maintained by Beiing Human. When a feature ships or a setting is renamed, update this document — the chatbot answers only from what is written here.