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Set Up Accounting Data for Non-Integrated Entities

In this guide, you’ll learn how to set up Tax Rates, Chart of Accounts, Contacts and Items in Tofu for entities that are not integrated with an accounting software. You can add data manually or import it in bulk via CSV.

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Written by Bianca Raquel
Updated this week

Step 1: Navigate to Accounting

  1. Click the gear icon at the top right corner of the screen.

  2. Select Accounting.

Step 2: Add Accounting Data

You can add Tax Rates, Accounts, Contacts and Items manually or via CSV import.

Option A: Add Manually

Manually Add Tax Rates

  1. Go to Accounting → Tax Rates.

  2. Click Add.

  3. Enter the Tax Code, Rate, and Description.

  4. Click Add Tax Rate.

Manually Add Chart of Accounts

  1. Go to Accounting → Accounts.

  2. Click Add.

  3. Enter the Account details:

    • Account Name (required)

    • Type (required)

    • Account Code (optional)

    • Description (optional)

  4. Set account compatibility

    • Select which extraction types this account should appear for, e.g., AP Bills, AR Invoices, Direct Expenses, Bank Statements.

    • You can adjust this later by editing the account.

  5. Click Add Account.

💡 Tip: Limiting account visibility helps keep extraction workflows focused and reduces errors.

Manually Add Contacts (Suppliers & Customers)

  1. Go to Accounting → Contacts.

  2. Enter the Contact details:

    • Contact Name (required)

    • Contact Code (optional)

    • Default Currency (optional, if available)

    • Contact Type (required): Supplier, Customer, or Both

  3. Click Add Contact.

Manually Add Items (Products/Services)

  1. Go to Accounting → Items.

  2. Click Add.

  3. Enter:

    • Item Code (required)

    • Item Name (required)

    • Item Type (required)

    • Sales Price (optional)

    • Description (optional)

    • Default Account (optional)

    • Default Tax Rate (optional)

  4. Click Add Item.

Manually Add Currencies (Single vs Multi-currency)

  1. Go to Accounting → Currencies.

  2. Choose how currencies work for the entity:

    • Single currency - Use one default (home) currency for the entity.

    • Multi-currency - Allow multiple currencies and choose which currencies are available.

  3. Click Add to select one or multiple currencies.

💡 Tip: Limiting currencies (instead of enabling all) helps reduce incorrect currency selection during extraction.

Option B: Import via CSV (Bulk Upload)

Use CSV import if you’re adding multiple records at once.

Import Tax Rates (CSV)

  1. Go to Accounting → Taxes.

  2. Download the CSV Template.

  3. Fill in the data (Code, Rate, Description).

  4. Save the file.

  5. Click Import to upload.

Import Chart of Accounts (CSV)

  1. Go to Accounting → Accounts.

  2. Download the CSV Template.

  3. Fill in the data:

    1. Account Name (required)

    2. Type (required)

    3. Code / Account Code (optional)

    4. Description (optional)

    5. AP Bill Account

    6. AR Invoice Account

    7. Direct Expense Account

    8. Direct Expense Category

    9. Bank Statement Account

      • Enter TRUE if the account should appear in that extraction type, or FALSE if not. If no values are provided, Tofu treats the account as available for all supported extraction types.

  4. Save the file as CSV UTF-8 (Comma delimited).

  5. Click Import to upload.

💡 Tip: Setting compatibility via CSV helps enforce the correct accounts for each workflow, especially for Direct Expenses.

Import Contacts (CSV)

  1. Go to Accounting → Contacts.

  2. Download the CSV Template.

  3. Fill in the data:

    1. Contact Name (required)

    2. Contact Code (optional)

    3. Default Currency (optional, if available)

    4. Type (required): Supplier, Customer, or Both

  4. Save the file as CSV UTF-8 (Comma delimited).

  5. Click Import to upload.

Import Items (CSV)

  1. Go to Accounting → Items.

  2. Download the CSV Template.

  3. Fill in:

    • Item Code (required)

    • Item Name (required)

    • Item Type (required)

    • Description (optional)

    • Sales Price (optional)

  4. Save as CSV UTF-8 (Comma delimited).

  5. Click Import to upload.

💡 Tip: When reviewing AR invoices, you can assign an Item per line. Tofie also suggests Items based on prior reviewed work, improving over time.

Archiving Accounting Settings

If you no longer use an account, tax rate, or contact, you can archive it instead of deleting it.

Archived items:

  • Are hidden from selection by default

  • Can still appear on historical extractions

  • Do not affect previously processed documents

  • Enable Show archived to view them when needed

🔁 Importing a CSV More Than Once (Override vs Append)

If you upload a CSV for the second time, Tofu will ask how you want to handle existing data:

Append new items

  • Adds only new records from the CSV

  • Existing Tax Rates, Accounts, Contacts or Items remain unchanged

  • Best when you’re adding more items over time

Override existing items

  • Updates existing records that match your CSV

  • Useful when you need to correct names, rates, or details in bulk

  • Records not included in the CSV are left unchanged

💡 Tip: If you’re unsure, start with Append to avoid overwriting existing data.

Step 3: Apply to an extraction

  1. Upload your document and choose the tax rate, account, contact and item you added.

  2. Click Verify.

Step 4: Review Knowledge and Train Tofie AI

  1. At the bottom of the screen, click the Review Knowledge.

  2. You’ll be routed to the Knowledge Base, where you can confirm that Tofie AI has learned from your updates.

Optional: Use Self Prompt to jumpstart learning (CSV upload)

  • After you’ve set up your Accounts, Tax Rates, and Contacts, you can use Self Prompt to help Tofie learn faster for this non-integrated entity.

  • If available, choose the CSV upload option in Self Prompt to provide historical data for training.

  • Once complete, review the Knowledge Base entries and adjust any rules if needed.

⚠️ Important Notes for Non-Integrated Entities

  • Ensure CSV files are formatted correctly to avoid upload errors.

  • Double-check tax rates and account details before finalizing uploads.

Field length limits (non-integrated entities):

  • Account Name: up to 200 characters

  • Contact Name: up to 200 characters

⚠️ Some downstream accounting systems enforce shorter limits. If you plan to export this data later, keep names concise to avoid “value too long” errors.

✨ CSV Encoding Improvements & Multilingual Support

Tofu automatically scans uploaded CSV files and detects the correct encoding (e.g., UTF-8, ASCII).

  • Manual selection is still available if needed

  • In most cases, no action is required

Multilingual Character Support

Tofu supports CSV files containing:

  • Non-Latin or regional characters

  • Mixed-language content in the same file

This ensures smooth imports for international suppliers and multilingual accounting data.

Benefits

  • Prevents broken or unreadable characters

  • Reduces failed imports

  • Improves reliability across all CSV uploads

  • Saves time, uploads “just work” on the first try

🔑 Quick Tips

  • Plan your setup before adding data

  • Use clear, descriptive names for accounts and tax rates

  • Keep formats consistent across CSV files

  • Test by applying data to an extraction after importing

  • Use CSV import for large datasets

  • Always use the provided templates

  • Save files as CSV UTF-8 (Comma delimited)

  • Contact support if character issues persist

Related Articles
Create Client's Company File Information/Lists Data in QuickBooks
Manual Tax Override for Non-Integrated Entity
How to Export Bank Statements in Tofu for Non-Integrated Entities
Archiving Accounting Settings for Non-Integrated Entities
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