Objective
This article outlines the steps to effectively manage your view in the file and invoice review experiences in Tofu, ensuring a clean and efficient workflow.
Mastering the File Review
1. Bulk Collapse Document Previews 0:15
If the view appears cluttered, use the bulk collapse command to reduce all document previews into a simple list.
This will help maintain a clean view.
2. Manage Document Status Filters 0:37
In the source documents column, keep all statuses active except for 'done'.
This practice helps you identify which files require action while clearing the list of files you need to review as you go. Like a checklist ✅
3. Understand Document Statuses 1:05
Familiarize yourself with the meanings of each status:
Pending: Files still being uploaded.
Processing: Files currently being processed (Tofie is deciding whether they should be reviewed in Source Documents or go straight to becoming an invoice).
Needs Review: Files requiring your review. This applies to files that may contain multiple invoices.
Done: Files already processed. Tofie will mark a file as Done when an invoice was automatically generated from such file upon upload. You can also manually mark a file as done.
Error: Files that could not be uploaded.
Select Pages in Sequence
Ensure your file (multiple invoices) is uploaded in the source documents.
To select pages 2, 3, and 4:
Click on page 2.
Press and hold the Shift key.
Click on page 4.
This action selects all pages from 2 through 4.
Drag the selected pages (2-4) into the 'drag here to create a new invoice' section.
A new invoice will be created from these pages.
Selecting Non-Adjacent Pages
For pages 1, 5, and 6:
Hold down the Control key.
Click on each page you want to include (1, 5, and 6).
Once selected, drag them into the invoice creation section.
Reordering Pages Within an Invoice
Select the page you want to move.
Drag it to the desired position within the invoice.
Cautionary Notes
Ensure that the correct pages are selected before dragging them to create an invoice.
Double-check the order of pages after reordering to avoid mistakes in the final invoice.
Tips for Efficiency
Familiarize yourself with keyboard shortcuts (Shift for sequence selection and Control for non-adjacent selection) to speed up the process.
Managing the Invoice Review
1. Invoice Review Centering Functionality 2:01
Use the centering functionality to navigate back to the document you are reviewing, especially if you are at the bottom of the invoice list.
2. Manage Invoice Status Filters 2:37
In the invoices column, untick the 'verified' filter to focus on items that need action. Similarly to what you do with documents, once you verified an invoice, move on to the next that needs review and clear the list. Like a checklist ✅
3. Handling Pending Invoices 3:03
Identify pending invoices marked in gray, which have no data extracted yet.
Evaluate whether you need to add more pages to the attached documents.
To initiate data extraction, click on the sparkle icon next to the invoice.
4. Monitor Invoice Processing Status 3:28
After clicking the sparkle ✨ icon, the invoice will change to 'processing' status (yellow).
Data extraction will lead to the creation of a draft bill in your accounting software.
5. Focus on Key Invoice Review Statuses 3:49
Prioritize reviewing invoices that need your validation by filtering by:
Needs Review
Review Later
Error
Cautionary Notes
Ensure to regularly check the status of your documents and invoices to avoid missing any actions required.
Be cautious when marking files as 'done' to ensure they are truly completed.
Tips for Efficiency
Regularly use the bulk collapse feature to maintain a clean workspace.
Familiarize yourself with the status meanings to quickly assess what needs your attention.
Use filters effectively to streamline your review process.