Understanding Document Status Filters in Tofu
Tofu makes it easy to track and manage documents with clear status labels throughout the File Review Experience and Extraction Review Experience. Each document is automatically assigned a status to show its current stage in the workflow.
You can filter documents by status using the Filter Funnel Icon found in the top-right corner of:
Source Document panel (File Review Experience)
Extraction panel (Extraction Review Experience)
📂 Source Document Statuses – Document Upload Statuses
These statuses represent the stage of a document during or after uploading:
Status | Description |
Pending
| The document is queued and waiting to be processed. |
Processing
| The document is currently being processed. |
Needs Review
| The document is flagged as similar to an existing file (possibly duplicated). |
Done
| The user has manually marked the document as “Done” OR the document was automatically marked as done because
|
Duplicated
| This document has already been uploaded to Tofu previously. Please review to avoid creating a duplicate entry in Xero. |
Error 
| A system or processing issue occurred with the document. |
📄 Extraction Statuses (Multi-Type Extraction)
These statuses track a document's progress during and after data extraction.
Tofu supports extracting data from multiple document types, including:
AR Invoices
AP Bills
Bank Statements
AP Credit Notes
AR Credit Notes
Direct Expense
The following extraction statuses apply consistently across all document types:
Status | Description |
Pending
 | Waiting for data extraction to start. |
Processing
 | Currently being analyzed by the system. |
Needs Review
| Extraction is complete; user validation is required. |
Review Later
| User has chosen to review the document later. |
Error 
| A processing or system error occurred. |
Verified
| Data is validated and synced with accounting software (e.g., Xero or QBO). |
Limit Reached  | Extraction is paused because your organization has hit its monthly usage limit. Processing resumes after upgrading or when limits reset on the first of the month. |
📄 Extraction – Publish Statuses
Status | Description |
Not Published | The extraction has not been published to the accounting software yet. |
Published | All changes from Tofu have been successfully published to your accounting software. |
Edited After Publish | The extraction was edited in Tofu after publishing, but those edits haven’t been republished yet. (Most common when Auto-Publish is OFF.) |
Publish Error
| The attempt to publish failed due to an error. Review the extraction and retry publishing after fixing missing/invalid fields. |
📄 Extraction – Xero User Action Statuses
Status | Description |
Draft | Synced to Xero as a draft (not yet posted). |
Awaiting Approval | In Awaiting Approval in Xero (moved here when verifying the invoice in Tofu) |
Awaiting Payment | Approved in Xero and awaiting payment (posted). |
Partially Paid | Invoice marked as partially paid with payment details recorded (posted). |
Paid | Invoice marked as paid with payment details recorded (posted). |
Deleted | Document deleted while still in draft stage in Xero. |
Voided
| Approved invoice was voided in Xero. |
📄 Extraction – QuickBooks User Action Statuses
Status | Description |
Unpaid | Synced to QuickBooks as an unpaid invoice. |
Partially Paid | Invoice marked as partially paid with payment details recorded. |
Paid | Invoice marked as paid with payment details recorded. |