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 Invoice 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)
Invoice panel (Invoice Review Experience)
📂 File Review Experience – 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 (possible duplicate). |
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. |
📄 Invoice Review Experience – Data Extraction Statuses
These statuses track a document's progress during and after data extraction:
Status | Description |
Pending
 | Waiting for data extraction. |
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). |
📄 Invoice Review Experience – Publish Statuses
Status | Description |
Published | All changes from Tofu have been successfully published to the invoice in your accounting software. |
Edited After Publish | A new edit has been made in Tofu, but it hasn’t yet been updated to the accounting software. |
Publish Error
| The recent attempt to publish the invoice to the accounting software has failed. |
📄 Invoice Review Experience – 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 | Bill marked as patially paid with payment details recorded (posted). |
Paid | Bill marked as paid with payment details recorded (posted). |
Deleted | Document deleted while still in draft stage in Xero. |
Voided
| Approved bill was voided in Xero. |
📄 Invoice Review Experience – QuickBooks User Action Statuses
Status | Description |
Unpaid | Synced to QuickBooks as an unpaid bill. |
Partially Paid | Bill marked as partially paid with payment details recorded. |
Paid | Bill marked as paid with payment details recorded. |