⚠️ Note: QuickBooks Online US companies are now supported in tofu for AP Bills, Direct Expenses, and Bank Statements.
Current scope for QuickBooks Online (US):
Supported: AP Bills
Supported: Direct Expenses
Supported: Bank Statements
Coming soon: AR Invoices
Coming soon: Tax (under Entity Settings → Accounting)
If your QuickBooks company is a US company, you may also see an early feature notice in tofu as support continues to expand.
1. Log in to tofu
Website app.gotofu.com
Enter your credentials.
Make sure your organization name is visible at the top of the dashboard.
2. Select Entity and Access Integration Settings
Click on the Entity (Client Org) you want to integrate
Go to the Settings menu (top right corner)
Click on the Integration tab
📌 Good to know: One QuickBooks Online company can be connected to more than one entity in tofu, for example if you keep separate entities for AP Bills and expense claims, each with its own knowledge. Only Owners and Admins can connect a company that's already linked to another entity. Documents stay in the entity they were uploaded to, so check which entity you're working in before you publish.
3. Add QuickBooks Integration
Click Add Integration
Choose QuickBooks from the list
Click Connect to begin the setup
4. Sign in to QuickBooks
If prompted, log in to your QuickBooks account
Select the correct account you want to link with tofu
5. Select Your Company File
Use the dropdown to select your company file
Click Next
Note: Admin access is required to proceed.
6. Activate the Integration
Once you click Activate, you're all set! tofu is now connected to QuickBooks.
💡 Tip: Before you click Activate, you can turn on Self Prompt for each extraction type in the configuration panel. Open a tab, such as AP Bills or Direct Expenses, and switch on Self Prompt. This lets tofie learn from your historical QuickBooks transactions and apply your coding patterns automatically during review.
Already activated? Go to Entity Settings → Knowledge Base, select the extraction type, then click Self-Prompt.
7. Automate with Document Lifecycle
Once your integration is active, you can choose how much of the review flow tofu handles for you. Go to Entity Settings → Features → Extraction Types, select an extraction type, and open Document Lifecycle. You can turn on:
Auto-Ready: moves a clean Draft straight to Ready. Extractions with a validation error, a new contact, or a duplicate stay in Draft for your review.
Auto-Publish: publishes a Ready extraction to QuickBooks Online right away.
Auto-Done: marks an extraction Done once it's published.
Each toggle switches from Manual to Automatic when you turn it on, and you can set them separately for each extraction type.
💡 Tip: New to tofu? Start with Auto-Ready off so you can see how tofie is doing, and turn it on once you're confident in its accuracy. Test any new setting on 2 to 3 extractions before making it your permanent workflow.
📌 Good to know: tofu sends your extractions to QuickBooks Online when you publish them. Changes made directly in QuickBooks Online are not imported back into tofu.
Learn more: Understanding Extraction Lifecycle in tofu
8. If QuickBooks Disconnects
If your QuickBooks connection drops, tofu blocks extraction review for this entity until it is reconnected. Entity Managers will see a Reconnect button that leads back to this integration setup; other roles will be asked to contact a manager.
