Frequently Asked Questions

Q: What does Tofu do?

A: Tofu helps accountants and bookkeepers automate data entry. Upload a document and the AI extracts the data for you — using smart OCR and AI — so you can review, verify, and push it to your accounting software in seconds.

Q: What do I need to use it?

A: Just a modern browser (Chrome, Safari, Edge) and an internet connection. Go to app.gotofu.com — no installation needed.

Q: Is it easy to use?

A: Yes! It's built to be simple and user-friendly, even if you're not tech-savvy. Check out our Getting Started guide to get up and running quickly.

Q: Why should I use Tofu? How is it better than other tools?

A: Tofu is simpler, more affordable, and supports more languages than most alternatives. It includes powerful AI features that let you set your own extraction rules and workflows. The AI learns at the entity level — so knowledge is retained even when team members change. And unlike many tools, you can use Tofu without an accounting software integration at all.

Q: Are there any limitations?

A: Like any AI, accuracy depends on the quality of the documents you upload. Some complex or unusual layouts may need manual review.

Q: What are the main features?

Q: Does it support other languages?

Q: What file types can I upload?

Q: Is there a file size limit?

A: Yes. The maximum file size per upload is 10MB.

Q: Is there a page limit per document?

A: Yes, up to 100 pages per document. However, for Bank Statements, if the file exceeds 60 pages it won't be extracted automatically — it will show as Pending and you'll need to click the ✨ sparkle icon to manually trigger extraction.

Q: What file types are supported for Self Prompt (AI learning) uploads?

A: You can upload CSV (.csv) or Excel (.xlsx) files containing historical transaction data to train Tofie's AI. This is available for all entities — whether or not they have an accounting integration connected.

Q: What is considered one entry? What about multi-page documents?

Q: If I re-extract the same document multiple times, does it count as multiple entries?

A: No — each document is counted once, no matter how many times you re-extract it. We encourage re-extraction during training to improve accuracy.

Q: If a single PDF contains 10 invoices that need to be split, does that count as 1 or 10 entries?

A: It counts as 10 entries. Each distinct invoice inside a PDF counts individually, whether split manually or using AI Auto Split.

Q: Do documents I upload but don't extract count toward my limit?

A: No. Only documents that have been successfully extracted at least once count as entries.

Q: Do I need to train the AI?

A: No training is needed to start — Tofie follows standard accounting rules right away. But the more you teach it (through Self Prompt, the Tofie icon, or the Knowledge Base), the more accurate and automated it becomes over time.

Q: What is Self Prompt?

A: Self Prompt is a way to jumpstart Tofie's learning by feeding it your historical transaction data. For integrated entities, Tofie pulls past transactions automatically from your accounting software. You can also upload a CSV (.csv) or Excel (.xlsx) file regardless of whether the entity has an integration connected. Self Prompt is supported for all four entry types: AP Bills, AR Invoices, Direct Expenses, and Bank Statements.

Q: What is the Knowledge Base?

A: The Knowledge Base is where Tofie's learned rules are stored. You can review, edit, add, or delete rules at any time under Entity Settings → Knowledge Base. Rules are organized by entry type, so make sure you have the correct type selected when managing them.

Q: Can I verify multiple extractions at once?

A: Yes! Select up to 30 extractions and use Bulk Verify from the toolbar. If any extraction can't be verified (e.g. missing required fields), it stays as Needs Review while the rest proceed.

Q: Can I unverify extractions after they've been verified?

A: Yes. You can unverify extractions individually or in bulk. Select the extractions you want to unverify and choose Unverify from the bulk action toolbar. This is useful when extractions were verified incorrectly and need to be corrected or re-extracted.

Q: What does "Primary" vs "Supporting" mean for document pages?

A: Primary pages are used for data extraction (they drive extracted fields, totals, and line items). Supporting pages are attached for reference only and excluded from extraction. See: Label Document Pages as Primary or Supporting.

Q: Can I change page labels (Primary/Secondary) while in Extraction Review?

A: Yes. The Primary/Secondary toggle is available in both Document Review and Extraction Review. You can relabel pages at any stage of your workflow. Multi-select pages using Ctrl/Cmd + click to update labels in bulk — changes apply immediately.

Q: Can I still create or edit bills in Tofu if the date is locked in Xero?

A: Yes! You can still create and edit bills in Draft within Tofu even if the date is locked in Xero. However, you won't be able to approve them as actual transactions in Xero (e.g. move to Awaiting Payment or Paid) until the lock is removed.

Q: How do I reprocess a document?

A: In the Source Documents panel, locate the document and click Reprocess. This option appears when the document status is Needs Review and Auto Split is enabled at entity level. You can also choose the extraction type when reprocessing. See: Reprocess a Document from the Source Documents Panel.

Q: I uploaded a document with the wrong extraction type — do I need to re-upload it?

Q: How do I split a multi-page document into separate extractions?

A: In Document Review, select the pages that belong to one document (use Shift for a range, or Ctrl/Cmd for non-adjacent pages), then click Create Extractions and choose the extraction type. Repeat for each group of pages. Alternatively, enable AI Auto Split to have Tofu split and extract automatically on upload. See: Learn the Process: File Processing and Extraction Review in Tofu.

Q: How do I change the extraction type of a document?

A: You can change the extraction type directly from the Extraction panel. Note that if the extraction has already been synced to your accounting software, changing the type creates a new transaction and the original may need to be cleaned up manually in Xero or QuickBooks. See: What Happens When You Change an Extraction Type After Syncing to Your Accounting Software.

Q: What do I do if the extracted data is wrong or incomplete?

A: First, try re-extracting — click the sparkle ✨ icon on the extraction. If results are still off after a few attempts, teach Tofie by clicking the Tofie icon in the top right and giving it instructions for that document or contact. You can also add or edit rules directly in Entity Settings → Knowledge Base.

Q: I can't find a verified extraction — where did it go?

A: Verified extractions are hidden from the default view so your workspace stays focused on items that still need action. To find them, click the filter icon in the Extraction panel, check Verified under Extraction Status, and click Apply. You can also set this as your default filter so verified extractions always show up going forward.

Q: How do I use filters and save them as default?

A: Click the funnel icon at the top right of either the Source Documents or Extraction panel to open the filters. Select the statuses and criteria you want — for example, unchecking Verified in the Extraction panel to focus only on items needing review. Once set, click Save as default so the same filters apply automatically every time you open that entity. See: Filters in Tofu: Source Documents & Extraction Panel.

Q: I accidentally unlinked a page from an extraction. Can I undo it?

A: Yes. When you unlink a page, a notification appears at the bottom of the screen for 30 seconds with an Undo option. Click Undo immediately to restore the link. If the notification disappears before you act, you can re-link the page manually from the Source Documents panel.

Q: Can I use Tofu without connecting to an accounting software?

A: Yes! Tofu supports non-integrated entities — you can set up your own chart of accounts, tax rates, contacts, items, and tags manually or via CSV import, and use all four extraction types without a Xero or QuickBooks connection.

Q: Can I set up a new non-integrated entity quickly if I already have another entity configured?

A: Yes. You can import accounting settings (accounts, tax rates, contacts, items, tags) from another entity in your organization with one click. See: How to Import Accounting Settings from Another Entity in Tofu.

Q: What plans are available?

A: Tofu is available on annual plans.

Learn more at https://www.gotofu.com/pricing. To manage your plan, see: How to Change or Manage Your Subscription Plan in Tofu.

Q: How does the billing cycle work?

A: Annual subscriptions are billed upfront for the full year. Your extraction credits are available immediately after subscribing and are pooled across the entire year.

Q: How do extraction credits work?

A: Your extraction credits are pooled across the entire year, giving you the flexibility to use more in busy months and less in quieter ones. This is especially useful for teams managing multiple entities or clients with uneven document volumes throughout the year.

Q: What happens if I reach my usage limit?

A: New documents will be held with a Limit Reached status and won't be extracted. You can still access and edit previously extracted entries. To resume, upgrade your plan under Billing → Manage Subscription.

Q: What happens when I downgrade my plan?

A: Your current plan stays active until the end of your billing period. The lower tier takes effect from your next renewal.

Q: Is my data secure?

Q: Where can I get help?

Our support team is available Monday to Friday, 9AM – 12AM SGT. Outside of those hours, Tofie is always on to help you.

🗓️ Interested in Tofu? Book a demo and we'll walk you through everything.