1. Access the Client Entity
Navigate to the left-hand side menu.
Select the client entity you want to work on.
💡Tips:
You can enable alphabetical sorting from the entity view to make client entities easier to find. Entities will be listed in alphabetical order (A–Z), with numbered names shown first in ascending order (for example: 1…, 2…, 10…), followed by A–Z.
You can collapse the side menu to enhance your view of the file and extraction review experience by clicking the collapse icon.
You can also organize entities into folders in the left sidebar. Create a named group, move entities into it, and collapse it when not in use. Folders are shared across your organization and are useful for firms managing many entities across different teams, industries, or workflow stages.
2. Identify Documents Needing Attention
Look in the source documents column for files that require your attention.
Documents may arrive here by default, through direct upload, or via SharePoint/Google Drive/Email integration.
💡 Understand Document Complexity
Simple files (single AP Bill, AR Invoice, Direct Expense, or Bank Statement) may flow directly into the Extraction column with data already extracted.
Complex files that require page selection or splitting remain in the Source Documents column.
💡 AI Auto-Split
If a file contains multiple documents, you can use AI Auto-Split to automatically separate pages into individual documents, or split pages manually if you prefer more control.
3. Process Complex Documents
For complex files, you can split them into individual extractions:
Select the pages that belong to a single document.
Click the Create Extractions button.
Assign the correct Extraction Type during creation:
AP Bills
AR Invoices
Bank Statements
Direct Expenses
Repeat until all pages in the file are assigned to extractions.
💡 Why this matters
Choosing the correct extraction type at creation ensures tofu applies the right extraction logic, validations, and downstream workflow for each document. This is especially important in multi-type extraction setups where different extraction types are processed and reviewed differently.
Mark Pages as Primary or Supporting
For multi-page documents, you can label pages as:
Primary — pages that contain key totals or summaries
Supporting — attachment or backup pages
This helps keep reviews consistent, especially for long invoices or statements where only certain pages drive extracted totals.
📕 For more details, see Label Document Pages as Primary or Supporting
4. Mark Documents as Done
Once all pages are correctly assigned to extractions, mark the file as done.
Hover over pages to ensure each is linked to an extraction.
💡 Automatic "Done" behavior
If a simple file is fully processed automatically (for example, it produces a single clean extraction), tofu may mark the source file as Done automatically.
💡 Tip: To keep your list clean, use the Status filter in Source Documents to hide Done files and focus only on items that still need attention.
Managing Duplicated Files
If the same file is uploaded more than once, tofu may label it as Duplicated.
Tip: Always check the original document's status and mark duplicates as Done to keep your workspace clean.
📕 Want to learn more? See Handling Duplicated Documents in tofu
5. Move to Extraction Column
Once the Source Documents column is empty, click the button on the top right to access the Extraction column.
6. Confirm Data Extraction
Select newly created extractions from the original file.
Click the extraction icon to confirm they are ready for processing.
The extraction will follow the rules and workflow associated with the selected extraction type.
💡 You can do data extraction in bulk by selecting multiple extractions.
Need help after repeated extraction attempts?
If you re-run extraction multiple times within a short period, tofu may show a Request help option so you can quickly ask for help with the exact extraction you're working on.
Open the extraction you're reviewing.
Hover over the Extract button and click Request help.
tofu automatically includes the extraction link. Add a short description of the issue and send.
7. Review Existing Extractions
While new files process, review previously accepted extractions (AP Bills, AR Invoices, Bank Statements).
Use the centering functionality to zoom in on specific data sources.
8. Review and Mark Ready
Make sure all data in the extraction matches the original document.
Resolve anything flagged, such as a New Contact label, a Duplicate label, or a Validation Error. Flagged extractions stay in Draft until you resolve them.
Click Mark Ready. This is also when tofie starts learning from your review.
9. Send It Out and Mark Done
Ready extractions are good to go. Click Publish if your entity is integrated with accounting software, or Export if it isn't.
Once an extraction is Published or Exported, click Mark Done to clear it from your working list.
💡Tip: Want fewer clicks? Turn on Auto-Ready, Auto-Publish, and Auto-Done under Entity Settings → Features → Extraction Types → Document Lifecycle. Learn more: Understanding Extraction Lifecycle in tofu