1. Integrate QuickBooks with tofu
Before anything else, make sure your tofu app is connected to QuickBooks.
Not set up yet? Follow this guide: How to Integrate QuickBooks Online with tofu
2. Access the Knowledge Base Settings
Click the Entity you want to work with
Go to Settings
Click Knowledge Base
Or, click tofie (top right corner) and you can also do the prompt there.
3. Specify the "Invoice Description Format" in the prompt.
In the prompt, clearly define as "invoice description format" so the AI understands it
For example:
Invoice description format
- The invoice description format should be a concise and clear description of the invoice that considers, invoice basic information, invoice line items, and the invoice amounts.
- For example: INVOICE_NUMBER, issued on 04/08/2025 and due on 04/09/2025, there are 10 line items, the total amount is 10000, tax amount is 1000.
- The invoice description should be in 200 words maximum.
Once satisfied, click Save, this rule will be added to the entity's Knowledge Base
4. File Action: Collect → Extract → Validate → Mark Ready → Publish
Collect: Upload your documents to tofu
Extract: Let the AI scan them using the new rule you created
Validate: Check that the captured data and the memo line are correct.
Mark Ready: Click Mark Ready once everything looks right. If an extraction has a New contact label, a Duplicate label, or a validation error, it stays in Draft until you resolve it.
Publish: Click Publish to send it to QuickBooks. You can also click Ready & Publish on a Draft to do both steps at once, or turn on Auto-Publish under Entity Settings → Features → Extraction Types → Document Lifecycle.
💡 Tip: If you update the memo line rule after an extraction is already Published, open the extraction and click Edit. tofu deletes the transaction in QuickBooks first, then returns it to Draft so you can re-extract it. Mark it Ready and publish it again to create a new transaction with the updated memo line.