Creating AP Bills in Tofu
In Tofu, you can easily create AP bills by uploading files directly or syncing them from your cloud storage. When new files are added, Tofu automatically processes them based on their extraction type (AP Bills). Here's how it works:
1. Uploading or Syncing Files
Upload Directly: You can upload invoice files directly into Tofu.
Cloud Storage Sync: If your documents are stored in cloud services like Google Drive, SharePoint, or Dropbox, Tofu will automatically retrieve new files from your connected folders.
2. Automatic Data Extraction
Tofu extracts key information for each AP Bill, including vendor, date, amounts, line items, and relevant details.
Single Document: If a file contains a single AP Bill, Tofu automatically extracts the data and creates the bill in Tofu.
Multiple Documents in One File: If a file contains multiple AP Bills, you can:
Drag and drop pages to assign them to individual AP bills, or
Enable AI Auto-Split to let Tofu separate them automatically.
3. Publishing AP Bills to QuickBooks
Once a bill is ready in Tofu, it can be published to QuickBooks depending on your Auto-Publish setting in the Controls panel.
Auto-Publish ON: Tofu automatically creates the AP bill in QuickBooks with a link to the original invoice in Tofu.
Auto-Publish OFF: Click Publish manually to send the AP Bill to QuickBooks. After publishing, a link to the QuickBooks AP bill will be available in Tofu.
💡 For more details, see Understanding Auto-Publish & Auto-Import in Tofu
Editing AP Bills in Tofu
If you need to make adjustments to an AP Bill:
Open the bill in Tofu.
Make your changes.
Save the bill in Tofu.
Publishing behavior depends on Auto-Publish:
Auto-Publish ON: Saving automatically updates the bill in QuickBooks once you click save draft.
Auto-Publish OFF: You must manually click Publish to push updates to QuickBooks after clicking save draft.
💡 You can easily check whether all changes have been updated to QuickBooks by looking at the Publish Status in Tofu. There are three possible statuses:
Published: All changes have been successfully published to QuickBooks.
Edited After Publish: A new edit has been made in Tofu, but it hasn't been updated to QuickBooks yet.
Publish Error: The recent publish attempt failed. You can try re-publishing the invoice.
Syncing Changes from QuickBooks
Updates made directly in QuickBooks can be pulled into Tofu:
Auto-Import ON: Tofu automatically retrieves changes.
Auto-Import OFF: Click Import manually to sync the latest updates.
