What is Tofie?
Tofie is the AI assistant built into Tofu that processes documents such as AP Bills, AR invoices, bank statements and direct expense by extracting key bookkeeping data and syncing it with your connected accounting software. This includes key fields such as numbers, contacts, line items, amounts, taxes, and other relevant details—while following entity‑specific rules you define.
Why Effective Prompting Matters
Clear, well‑written prompts help Tofie:
Extract more accurate data across different extraction types
Follow client‑specific rules (tax, currency, categorization)
Reduce manual corrections
Speed up your bookkeeping workflow
Where to Write Prompts for Tofie
⚠️ Important: Select the correct Entry Type
If your entity has multiple extraction types enabled (for example: AP Bills, AR Invoices, Bank Statements, and Direct Expenses), make sure you select the correct Entry Type before writing a prompt.
Prompts are applied per entry type. Selecting the right type ensures your rules apply only to the intended extraction type and don’t affect other extractions.
1. Entity Knowledge (Recommended for setup)
If you’re just getting started, go to: Settings → Knowledge → Entity Knowledge
Add your general guidelines here so Tofie applies them consistently across all extractions for that entity.
2. Tofie Panel (On the go)
As you review and verify invoices, you may think of new rules. You can add instructions without leaving your work:
Click the Tofie icon in the upper‑right corner of Tofu
Enter your instruction
Generate and Save
📌 Note
Watch for the Unsaved changes indicator at the top of the panel
Always click Save before navigating away so your prompts are applied to future extractions
General Prompting Tips for Tofie
1. Provide Context About the Entity
Tip for non-integrated entities: jumpstart prompts with CSV-based Self Prompt
For entities without an accounting integration, using Self Prompt with CSV upload can help establish baseline rules before you start fine-tuning prompts.
After Self Prompt completes, review the Knowledge Base and use the tips in this guide to refine edge cases.
Each entity represents a client with unique rules. Tell Tofie what matters for that client, such as:
Industry‑specific handling (food, retail, manufacturing)
Tax registration status
Special categorization rules
Example Prompt:
“This entity is a food business. Most supplier invoices should be categorized under ‘310 – Cost of Goods Sold.’”
2. Be Clear About Language and Translation
If documents are in another language, instruct Tofie how to handle translations.
Example Prompt:
“Translate invoice details into English. Keep vendor names consistent by cross‑checking against their website or email domain.”
3. Specify Invoice Number Identification
Avoid confusion between document numbers, order IDs, and tax registration numbers.
Example Prompt:
“Use the number labeled ‘請求書番号’ as the invoice number. Do not use tax registration numbers (e.g., those starting with ‘T’ followed by 13 digits).”
4. Normalize Line Item Descriptions
Short, consistent descriptions make extracted data cleaner and easier to review.
Avoid long or unclear text copied directly from invoices
Keep descriptions concise (about 30 characters)
Combine similar items when appropriate
Example Prompt:
“Aggregate similar items into one line item. Combine ‘pen,’ ‘paper,’ and ‘glue’ into ‘Stationery items.’”
5. Handle Discounts Effectively
Explain how discounts should be applied.
Example Prompt:
“If there is a total discount, add it as a separate negative line item. For item‑level discounts, use the final discounted unit price.”
6. Define Tax and VAT Rules
Be explicit about tax treatment, especially for non‑registered entities.
Example Prompt:
“For non‑GST registered entities, calculate amounts as GST‑inclusive but select ‘No Tax (0%)’ as the tax rate.”
7. Address Rounding Discrepancies
Tell Tofie how to handle small discrepancies.
Example Prompt:
“If totals don’t match due to rounding, add a ‘Rounding’ line item using account ‘93 – Rounding’ with tax rate ‘No Tax (0%).’”
8. Guide Currency Identification
Help Tofie determine the correct currency.
Example Prompt:
“Currency may appear as RM or MYR. If unclear, default to MYR.”
9. Leverage Entity-Specific Rules
Some clients require special handling.
Example Prompts:
“For rental invoices, split amounts into ‘Office Rental’ and ‘Prepaid Expenses.’”
“For medical invoices, include the patient name and treatment in each line item.”
Advanced Prompting Examples
Scenario 1: Non-GST Registered Entities
Prompt:
“This is a non‑GST registered entity. Calculate line items as GST‑inclusive and select ‘No Tax (0%). For example, convert 100 exclusive to 109 inclusive.’”
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 Shopee or Taobao documents, use the order ID as the primary document number. If unavailable, generate one in the format Platform‑YYYYMMDD‑Amount.”
Common Mistakes to Avoid
Vague instructions – Be specific about what and how to extract
Overloading prompts – Break complex rules into smaller instructions
Ignoring entity context – Always tailor prompts per client
Need More Help?
If you’ve made multiple prompt or Knowledge Base changes and the extraction still isn’t right, Tofu may show a Request help shortcut.
To use it:
Open the extraction review
Hover over Extract and click Request help
Add what you expected vs. what you got, then send
You can also reach us anytime via the messenger bubble or the Help Center.
