⚠️ 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. Configure Your QuickBooks Online Settings
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.
💡 Tips:
Self Prompt: for newly added entities, turn this on so tofie can learn from your historical QuickBooks transactions and apply your rules automatically during review.
For existing entities that already have a QuickBooks integration, Self Prompt won't appear in the configuration panel. To update it, go to Entity Settings → Knowledge Base → Select AP Bills → Click Self-Prompt.
Want tofu to publish for you? Auto-Publish now lives in Document Lifecycle under Entity Settings → Features → Extraction Types. See section 4 below.
2. Upload an AP Bill
AP Bills is turned on by default, so you can start uploading right away. You can upload AP bills manually or automatically via a cloud integration.
Go to the Source Documents panel.
Click Upload document.
Select your AP bill file.
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.
💡 Recommended: Connect cloud storage
For a smoother workflow, connect WhatsApp, Google Drive, SharePoint, Dropbox or Email. Once connected, new files added to your chosen folder will automatically sync into tofu.
3. 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 marking Ready 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 Mark Ready.
If a bill has a New contact label, a Duplicate label, or a validation error, it stays in Draft until you resolve it.
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
4. Publishing AP Bills to QuickBooks Online
Once a bill is Ready, you can publish it to QuickBooks Online in one of these ways:
Click Publish to send the bill to QuickBooks Online.
On a Draft bill, click Ready & Publish to mark it Ready and publish it in one step. You'll see this button when Auto-Publish is on.
Turn on Auto-Publish to publish Ready bills automatically. Go to Entity Settings → Features → Extraction Types, select AP Bills, and open Document Lifecycle. You can also turn on Auto-Ready and Auto-Done there.
After publishing, a link to the QuickBooks bill appears in tofu, and the bill moves to Published. Click Mark Done once you've confirmed everything looks right, or turn on Auto-Done to skip this step.
💡 For more details, see Understanding Auto-Publish & Auto-Import in tofu and Understanding Extraction Lifecycle in tofu.
5. Editing AP Bills after publishing
If you need to make changes to a Published bill, open it in tofu and click Edit. Since the bill already exists in QuickBooks Online, tofu first deletes it there, then returns the bill to Draft so you can edit it.
Make your edits, including bulk edits for line items, and click Save Draft.
Mark the bill Ready and publish it again. This creates a new transaction in QuickBooks Online, not an update to the old one.
If the bill has a payment attached in QuickBooks Online, it can't be deleted there. You'll see options to Try again, Skip (updates the status in tofu only and leaves the QuickBooks bill untouched), or Close. Changes you make directly in QuickBooks Online are not imported back into tofu.
6. Finding your published bills
To see what's been sent to QuickBooks Online, open the Extractions panel and set the Extraction Status filter to Published. To find bills that didn't publish, use the Error filter and select Publish Error.