Welcome to the Tofu Help Center! This article will guide you on how to craft effective prompts for Tofie, our powerful AI assistant designed to streamline bookkeeping tasks. By following these tips and tricks, you can ensure that Tofie extracts invoice data accurately and efficiently for your clients (entities in Tofu).

What is Tofie?

Tofie is the AI assistant integrated into Tofu that processes supplier invoices by extracting and inputting key bookkeeping data directly into your connected accounting software. This includes handling invoice numbers, line items, discounts, taxes, and more, all while following client-specific rules.

Why Effective Prompting Matters

Crafting clear and precise prompts ensures that Tofie:

Extracts accurate data from invoices.
Handles client-specific rules (e.g., tax treatments, currency formats).
Reduces manual corrections and saves time.

Where can I write prompts for Tofie?

If you are just getting started on Tofu, we suggest that you head on to the settings --> knowledege --> Entity Knowledge and that you write there your guidelines for Tofu

As you train Tofu by editing and verifying invoices, some entity level guidelines may come to mind. In that case, you can add instructions on the go without heading onto settings by opening up our Tofie icon on the top right of your screen.

General Prompting Tips for Tofie

1. Provide Context About the Entity

Each entity in Tofu corresponds to a client for your accounting firm. Tofie needs to understand the specific rules for that client, such as:

Industry-specific requirements (e.g., food, retail, manufacturing).
Tax registration status (e.g., GST-registered or non-registered).
Unique handling of line items or categories.

Example Prompt:

“This entity is a food business. Most invoices from suppliers should be categorized under '310 - Cost of Goods Sold.'”

2. Be Clear About Language and Translation

If invoices are in a foreign language, instruct Tofie to translate item descriptions into English while maintaining the original vendor name.
Use sound translations for vendor names—cross-checking against websites or email domains for consistency.

Example Prompt:

“Translate invoice details into English. For vendor names, ensure consistency by comparing with their email domain or website.”

3. Specify Invoice Number Identification

Tell Tofie how to identify invoice numbers (e.g., based on specific keywords or formats).
Avoid confusing invoice numbers with tax IDs or registration numbers.

Example Prompt:

“Use the number preceded by '請求書番号' as the invoice ID. Avoid using tax registration numbers (e.g., numbers starting with 'T' followed by 13 digits).”

4. Normalize Line Item Descriptions

Avoid copying long or ambiguous descriptions directly from invoices.
Provide concise, clear descriptions (30 characters max) for bookkeeping purposes.
Aggregate similar items into a single line item when appropriate.

Example Prompt:

“Aggregate similar items into one line item. For example, combine 'pen,' 'paper,' and 'glue' into 'Stationery items.'”

5. Handle Discounts Effectively

Specify how to handle total discounts (as separate negative-value line items) and item-level discounts (use discounted unit prices or recalculate them if necessary).

Example Prompt:

“If the invoice has a total discount, add it as a separate negative line item. For item-level discounts, use the final discounted price as the unit price.”

6. Define Tax and VAT Rules

Clarify the tax treatment for the client. Tofie can handle tax-inclusive, tax-exclusive, or "No Tax" scenarios based on your instructions.
Always specify how to calculate and apply GST/VAT, especially for non-registered entities.

Example Prompt:

“For non-GST registered entities, calculate line items as inclusive of GST but select 'No Tax (0%)' as the tax rate.”

7. Address Rounding Discrepancies

If there’s a mismatch between the extracted invoice total and the calculated total (due to rounding), instruct Tofie to add a "Rounding" line item.

Example Prompt:

“Add a 'Rounding' line item to account for discrepancies between the extracted and calculated totals. Use account '93 - Rounding' and tax rate 'No Tax (0%).'”

8. Guide Currency Identification

Help Tofie identify the correct currency by specifying where to look (e.g., headers, footers, or payment sections).
Provide fallback instructions if the currency is unclear.

Example Prompt:

“Currency may appear as RM (Malaysian Ringgit) or MYR. If the currency isn’t clear, default to MYR.”

9. Leverage Entity-Specific Rules

Each client (entity) may have unique requirements. Provide these details to Tofie to ensure compliance with client preferences.

Example Prompts:

“For rental invoices, split the amount into two line items: one for 'Office Rental' and one for 'Prepaid Expenses.'”
“For medical invoices, include the patient name and treatment in every line item.”

Advanced Prompting Examples

Scenario 1: Handling Non-GST Registered Entities

Prompt:

“This is a non-GST registered entity. Calculate all line items as inclusive of GST but select 'No Tax (0%)' as the tax rate. For example, if the line item is listed as 100 (exclusive of GST), input it as 109 (inclusive of GST).”

Scenario 2: Handwritten Notes on Invoices

Prompt:

“If there are handwritten notes referring to specific line items, append the note to the end of the corresponding line item description. For example, 'Vitamin C – 20′withanote′Wrongitem,shouldbeVitaminD′→′VitaminC–20' with a note 'Wrong item, should be Vitamin D' → 'Vitamin C – 20′withanote′Wrongitem,shouldbeVitaminD′→′VitaminC–20 (Wrong item, should be Vitamin D).'”

Scenario 3: Ecommerce Platform Invoices

Prompt:

“For invoices from ecommerce platforms like Shopee or Taobao, use the order ID as the invoice number. If neither an invoice number nor order ID is available, generate one in the format 'Platform-YYYYMMDD-Amount' (e.g., Shopee-20250529-123).”

Common Mistakes to Avoid

Ambiguous Instructions: Avoid vague prompts like "Extract the invoice." Be specific about what needs to be extracted and how.
Overloading with Details: Break down complex instructions into smaller, actionable steps.
Ignoring Entity Rules: Always tailor prompts to the entity's unique requirements (e.g., tax treatments, categorization).

Conclusion

Crafting effective prompts for Tofie ensures smoother, more accurate bookkeeping for your clients. By providing clear, concise, and entity-specific instructions, you can unlock the full potential of Tofie and streamline your workflows in Tofu.