⚠️ Note (QuickBooks Online US only): AP Bills are supported in Tofu. Tax support is coming soon and will be available under Entity Settings → Accounting.
1. Turn on AP Bills as an Extraction Type
Before uploading AP bills, make sure the extraction type is enabled.
Go to Entity Settings → Features.
Under Document Extraction Types, toggle AP Bills ON.
Once enabled, Tofu will extract supplier details, bill numbers, dates, amounts, tax, and line items from every AP bill you upload.
2. Configure AP Bill Settings for QuickBooks Online
Set up how AP bills sync between Tofu and QuickBooks Online.
Go to Entity Settings → Integrations → QuickBooks.
Open the QuickBooks configuration panel.
Go to AP Bills, choose your preferred settings, then click Activate to save.
💡 Recommended Settings
Auto-Publish ON
Automatically send AP bills from Tofu to QuickBooks Online.Self-Prompt
For newly added entities, Tofie learns from your accounting data and applies your rules automatically.
To pull updates from QuickBooks Online back into Tofu (status changes such as paid or partially paid, supplier updates, line item or tax corrections), use the manual Import action whenever you need it.
Note:
For existing entities that already have a QuickBooks integration, Self-Prompt won’t appear in the QuickBooks configuration panel. To update it, go to:
Entity Settings → Knowledge Base → Select AP Bills → Click Self-Prompt
3. Upload an AP Bill
You can upload AP bills manually or automatically via a cloud integration.
Go to the Source Documents column.
Click Upload document.
Select your AP bill file.
💡 Recommended: Connect cloud storage
For a smoother workflow, connect Google Drive, SharePoint, Dropbox or Email. Once connected, new files added to your chosen folder will automatically sync into Tofu.
Choosing an extraction type during upload
If multiple extraction types are enabled for your entity, you’ll be asked to choose an extraction type when uploading.
Select AP Bills to ensure the document is processed correctly.
4. Review the extracted data and verify
Go to the Extractions column, open the AP bill, and review the extracted data:
Supplier
Bill number
Bill date
Due date
Line items (description, quantity, amount)
Tax
Accounts
Showing Account Type: to show Account Type next to account names automatically, go to Entity Settings → Features → Accounting and enable Account Type. If it's disabled, click the "+" icon in the Account column to view it.
Before verifying or publishing to QuickBooks Online, make sure:
Supplier is assigned and valid.
Bill Date is not empty.
Due Date is not earlier than the Bill Date.
Line items are complete and mapped to the correct accounts.
Tax is correct. To adjust tax on a QuickBooks Online expense, edit the total tax amount directly above the Total. QuickBooks handles tax at the total level rather than per line item, so you override the one figure rather than each line.
Edit any incorrect or missing fields directly in Tofu. Once everything looks correct, click Verify.
Note: Changing the extraction type after sync creates a new transaction, and the original may still need cleanup in QuickBooks. Learn more: What Happens When You Change an Extraction Type After Syncing to Your Accounting Software
5. Publishing AP Bills to QuickBooks Online
Publishing behavior depends on your Auto-Publish setting:
Auto-Publish ON
AP bills are automatically sent to QuickBooks Online.Auto-Publish OFF
Click Publish to manually send the AP bill to QuickBooks Online.
After publishing, a link to the QuickBooks bill will appear in Tofu.
💡 For more details, see Understanding Auto-Publish & Auto-Import in Tofu.
6. Editing AP Bills and keeping them in sync
If you need to make changes:
Open the AP bill in Tofu.
Make your edits (including bulk edits for line items).
Click Save Draft to save all changes.
Publishing behavior after edits:
Auto-Publish ON
Saving the draft automatically updates the bill in QuickBooks Online.Auto-Publish OFF
Click Publish after saving the draft to push updates to QuickBooks.
7. Understanding Publish Status and warning icons
Check whether your AP bill is fully synced using the Publish Status in Tofu:
Published — All changes synced to QuickBooks Online.
Edited After Publish — Changes made in Tofu haven't been sent yet.
Publish Error ⚠️ — The bill failed to sync.
If you see a Publish Error: open the bill to find what needs fixing (for example a missing supplier, invalid account, or tax issue), correct it in Tofu, and click Save Draft.
If Auto-Publish is on it retries automatically; otherwise click Publish.