How Syncing Works
Auto-Publish: Automatically sends an extraction to your accounting software the moment it's marked Ready.
Publish: The manual version of Auto-Publish. Click this yourself when Auto-Publish is off and you want control over timing.
Even when Auto-Publish is on, manual actions may still appear when attention is needed, for example, sync errors or unpublished changes.
Auto-Ready and Auto-Done
Auto-Publish is one of three automation steps you can set per extraction type. Together they move an extraction through its lifecycle without you clicking anything.
Auto-Ready: Marks an extraction Ready as soon as it passes validation. If it has validation errors, it stays in Draft for you to fix.
Auto-Publish: Sends the extraction to your accounting software once it is Ready.
Auto-Done: Moves the extraction to Done once it has been exported or published, so it drops out of your working list.
Each toggle lives in Entity Settings, then Features, then Extraction Types, then Document Lifecycle, and is set per extraction type.
⚠️ Notes:
Changed an extraction type after sync? Changing the extraction type creates a new transaction and may leave the original one for cleanup.
Learn more: What Happens When You Change an Extraction Type After Syncing to Your Accounting Software.
New contacts block publishing. If tofie detects a contact name during extraction that doesn't match any existing contact in your list, publishing or syncing will be blocked until you confirm, edit, or replace it. This applies to both integrated and non-integrated entities.
See: How to Handle New Contacts During Extraction Review
Default setup for newly created integrated entities
If you create a new entity and connect your accounting software during guided setup, tofu may turn on Auto-Publish by default for supported extraction types so you can start processing immediately. New entities also have Auto-Done after export and Auto-Done after publish turned on by default, so extractions clear out of your working list once they have been sent.
You can change this at any time:
Go to Entity Settings, then Features, then Extraction Types, then open Document Lifecycle for the extraction type you want to adjust.
Turn Auto-Publish on or off per extraction type.
If you prefer a more manual workflow, turn Auto-Publish off and use Publish only when you're ready.
Action Reference: AP Bills, AR Invoices & Direct Expenses
Action | Auto-Publish ON | Auto-Publish OFF |
Create extraction in tofu | Automatically published after it's marked Ready | Click Publish after marking it Ready |
Edit or delete a Published extraction in tofu | This works the same whether Auto-Publish is on or off. Editing reverts the extraction to Draft first, mark it Ready and Publish again to send the update. Deleting removes or voids the transaction on your accounting software first, then moves the extraction to Deleted.
| This works the same whether Auto-Publish is on or off. Editing reverts the extraction to Draft first, mark it Ready and Publish again to send the update. Deleting removes or voids the transaction on your accounting software first, then moves the extraction to Deleted.
|
Summary
Auto-Publish sends extractions from tofu to your accounting software automatically once Ready; Publish does it manually.
Bank Statements: Auto-Publish is off by default, use Export instead.
Auto-Ready, Auto-Publish and Auto-Done are separate toggles, set per extraction type.
