Welcome to Tofu! This quick guide will walk you through your first steps — from setting up your integration to extracting your first invoice with Tofie, our built-in AI.
1. Accept Your Invitation and Create an Account
Before you can access Tofu, you'll need to accept the invitation sent to your email.
Open the invitation email and click the link provided
Set up your password and complete your account creation
Once done, you'll be redirected to the Tofu app
📕 For more details, see How to Accept Tofu's Invitation and Create an Account
2. Select Your Entity
After logging in, you’ll see a list of entities you have access to on the left sidebar.
Click on the entity you want to work on
Collapse the sidebar if you want more space to focus
Need to delete an entity?
If an entity is no longer needed, an Owner or Admin can delete it from Entity settings. See: How to Delete an Entity in Tofu.
3. Connect Your Accounting Software
Tofu integrates directly with Accounting Software, such as Xero and QuickBooks. To connect:
Go to Settings → Integrations → Add New
Select the accounting software you want to connect
Log in to your accounting software account
Choose the organization/company you want to connect
Click Allow Access, then Activate
If you connect an accounting software during guided setup, Tofu now applies setup defaults automatically so you can get started faster:
All supported extraction types for that entity are turned on
Auto-Publish is turned on by default for supported document types during guided setup
You can still adjust these settings later depending on what you need:
To manage enabled extraction types, go to Entity Settings → Features
To configure settings like Auto-Publish and Auto-Import, go to Entity Settings → Integrations
📕 For more details, see Setting Up your Accounting Software Integration with Tofu App
4. Review Your Default Entity Setup
When you create a new entity in Tofu, the setup starts with a more complete default configuration:
All supported document extraction types are turned on
Auto Split is enabled by default
This helps new entities start processing documents right away with less manual setup.
Manage Extraction Types
Go to Entity Settings → Features
Under Document Extraction Types, review which document types are enabled
Turn off any document types you do not want to process for that entity
Manage Auto Split
Go to Entity Settings → AI
Choose the Auto Split mode that fits your workflow:
No Auto Split = keep the file as one document
Auto Split = split documents into separate extractions without extracting
Auto Split & Extract = split documents and extract automatically
💡 Tip: New entities start with Auto Split enabled by default. If you want extraction to happen automatically after splitting, switch the setting to Auto Split & Extract before uploading files. See: How to Use AI Auto Split in Tofu
5. Train Tofie AI
Tofu comes with Tofie, your AI assistant for invoice extraction.
You can train Tofie in the Knowledge Base, or by clicking the Tofie icon at the top right
For first-time setup, use Self Prompt to automatically build a knowledge base using your historical invoices from Xero
If your entity is not integrated with any accounting software, you can still use Self Prompt by uploading a CSV file.
📕 For more details, see:
6. Upload and Extract Documents
To upload documents:
Click the + icon under Source Documents.
Upload your file(s).
Select the Correct Document Type When Uploading
When uploading a document, make sure to select the correct extraction type (AP Bill, AR Invoice, Direct Expense, or Bank Statement) before uploading so Tofu applies the correct extraction workflow and required fields.
📕 For more details, see Learn the process: File Processing and Extraction Review in Tofu
7. Review and Verify Extractions
To review an extraction:
Click to open the extraction view.
Use the highlight and centering tools to quickly verify data — hover to zoom in.
Once everything looks good, click Verify.
This will send the extraction to Awaiting Approval in your accounting software.
💡 Tofie improves over time based on your actions — especially for recurring suppliers. For more details, see Mastering the File and Document Review
8. How to Change Your Language Preference (Optional)
Tofu lets each user choose their own preferred language from the user menu.
Change your language preference
Click your user ID in the lower-left corner
Click English in the lower-left corner of Tofu
Select your preferred language from the list
Once selected, Tofu will display the interface in your chosen language.
Good to know
Your language preference only applies to your own account. Other users in your organization can choose a different language if needed.
Need Help?
If you have any questions, just reach out using the chat bubble in the app. Our team is here for you.
Enjoy using Tofu! 🥳