⚡ Faster setup option
If you already have another entity in your organization with accounting data set up, you can quickly copy those settings instead of entering them manually.
📘 Learn more in How to Import Accounting Settings from Another Entity in Tofu.
Step 1: Navigate to Accounting
Click the gear icon at the top right corner of the screen.
Select Accounting.
Step 2: Add Accounting Data
You can add Tax Rates, Accounts, Currencies, Contacts, Items and Tags manually or via CSV import.
Option A: Add Manually
Manually Add Tax Rates
Go to Accounting → Tax Rates.
Click Add.
Enter the Tax Code, Rate, and Description.
Click Add Tax Rate.
💡 Tip: Tax Type (Purchase / Sales) When adding a tax rate, you can now also set a Tax Type — either Purchase or Sales. This ensures the correct rates appear in the right extraction type.
Manually Add Chart of Accounts
Go to Accounting → Accounts.
Click Add.
Enter the Account details:
Account Code (optional)
Account Name (required)
Account Type (required)
Description (optional)
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.
Click Add Account.
💡 Tips:
Limiting account visibility helps keep extraction workflows focused and reduces errors.
For Direct Expenses, accounts are split into two types during extraction review:
Direct Expense Account controls which accounts appear in the Account dropdown at the invoice level
Direct Expense Category controls which accounts appear in the Category dropdown on each line item
Manually Add Currencies (Single vs Multi-currency)
Go to Accounting → Currencies.
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.
Click Add to select one or multiple currencies.
💡 Tip: Limiting currencies (instead of enabling all) helps reduce incorrect currency selection during extraction.
Learn more: Currency Settings for Extractions
Manually Add Contacts (Suppliers & Customers)
Go to Accounting → Contacts.
Enter the Contact details:
Contact Code (required)
Contact Name (required)
Contact Roles (required): Supplier, Customer, or Both
Default Currency (optional, if available)
Click Add Contact.
Manually Add Items (Products/Services)
Go to Accounting → Items.
Click Add.
Enter:
Item Code (required)
Item Name (required)
Item Type (required)
Sales Price (optional)
Description (optional)
Default Account (optional)
Default Tax Rate (optional)
Click Add Item.
Manually Add Tags
Go to Accounting → Tags.
Click Add.
Enter:
Tag Name (required)
Code (optional)
Select a parent tag from the Parent dropdown, or choose No parent (root category).
Check the box if you want the tag to be selectable.
Click Save.
💡 Tips:
Selectable tags cannot be used as parent tags.
Unchecked selectable tags become parent (root) tags.
You can create up to 2 parent tags per entity. To add more tag options, create them as child tags under an existing parent tag. Once 2 parent tags exist, the No parent option will be disabled to prevent setup errors in non-integrated entities.
Parent/root tags appear as columns in AP Bills and AR Invoices for line-item categorization.
Option B: Import via CSV (Bulk Upload)
Use CSV import if you’re adding multiple records at once.
Import Tax Rates (CSV)
Go to Accounting → Taxes.
Download the CSV Template.
Fill in the data (Code, Rate, Description).
Save the file.
Click Import to upload.
💡 Tip: The CSV template includes a Tax Type column. Enter Purchase, Sales, or leave it blank to apply the rate to all extraction types.
Import Chart of Accounts (CSV)
Go to Accounting → Accounts.
Download the CSV Template.
Fill in the data:
Account Name (required)
Type (required)
Code / Account Code (optional)
Description (optional)
AP Bill Account
AR Invoice Account
Direct Expense Account
Direct Expense Category
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.
Save the file as CSV UTF-8 (Comma delimited).
In the Import Source dropdown, select Tofu Template (CSV).
Click Import to upload.
💡 Tip: Setting compatibility via CSV helps enforce the correct accounts for each workflow, especially for Direct Expenses.
Import Chart of Accounts from QuickBooks Desktop (Excel)
Go to Accounting → Accounts.
Click Import.
In the Import Source dropdown, select QuickBooks Desktop Excel.
Upload the Chart of Accounts export file.
Confirm the import.
Import Contacts (CSV)
Go to Accounting → Contacts.
Download the CSV Template.
Fill in the data:
Contact Name (required)
Contact Code (required)
Default Currency (optional, if available)
Type (required): Supplier, Customer, or Both
Save the file as CSV UTF-8 (Comma delimited).
Click Import to upload.
Import Items (CSV)
Go to Accounting → Items.
Download the CSV Template.
Fill in:
Item Code (required)
Item Name (required)
Item Type (required)
Description (optional)
Sales Price (optional)
Save as CSV UTF-8 (Comma delimited).
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.
Import Tags (CSV)
Go to Accounting → Tags.
Download the CSV Template.
Fill in:
Name (required)
Code (optional)
Parent (optional)
Selectable (TRUE/FALSE)
Save as CSV UTF-8 (Comma delimited).
Click Import to upload.
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
Upload your document and choose the tax rate, account, contact, currencies, items and tags you added.
Click Verify.
💡 Tip: Non-integrated AR invoices now support a Discount field per line item. You can enter discounts as a percentage or a flat amount — the line item total updates automatically.
Step 4: Review Knowledge and Train Tofie AI
At the bottom of the screen, click the Review Knowledge.
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 or Excel 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.
Upload a CSV or Excel upload file with historical transaction data — supported for AP Bills, AR Invoices, Direct Expenses, and Bank Statements.
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