You can opt in for the Line Item Aggregation feature in your settings following the instructions on Early Access Features.
Once the Line Item Aggregation feature is activated in your organization, you will be able to see two versions of your invoices:
One with the extracted line items (extracted based on knowledge base, supplier knowledge and bills history)
One with a single combined line item, which is created by Tofie as an aggregation of the extracted (multiple) line items
NOTE: if the extracted line items are already aggregated into one, you will only see one version of your invoice.
1. Overview of the Feature
With Invoice Line Item Aggregation, you can:
Combine multiple line items into a single one.
Automatically aggregate prices, totals, and tax amounts for the extracted line items.
Create a new version of the invoice that can be saved or discarded.
2. How to Aggregate Line Items
Open the Invoice with multiple line items (e.g., an invoice with 8 line items).
Click on the "Combine Lines" button.
Tofie will switch over to a version of the invoice that combines all line items into one. The new line item will include the aggregated unit price, total amount, and tax amounts and an AI generated description.
You will see a compressed version of the invoice with the aggregated line item.
3. Saving and Switching Between Versions
After aggregation, you can save the new version of the invoice or discard it.
Important: Once saved, the aggregated version cannot be reverted back to the extracted line items version. However, if you change your mind, you can re-extract the line items by clicking the "Extract" button. This will return you to the extracted lines version.
4. Understanding the Extracted Line Items Version
The extracted line items version of your invoice is based on Tofie’s knowledge base, including supplier knowledge and historical data.
This version may not perfectly reflect the exact line items on the invoice but will be a close match based on aggregation rules.
You can edit the extracted line items, such as changing descriptions or adjusting totals.
5. Editing and Updating Aggregated and Extracted Versions
Any changes made to the extracted line items will update the aggregated version with the correct totals and amounts.
You can switch between the aggregated and extracted versions anytime to verify accuracy.
Important: If you choose to work with the aggregated version, be aware that editing at the invoice level should be done before deciding to stick with the aggregated line items. Once you choose the aggregated version, you cannot switch back to the extracted line items without saving the aggregated version first.
6. Best Practices for Using Line Item Aggregation
Edit invoice-level details before aggregating to ensure accuracy.
Review the aggregated version carefully to confirm totals and line items.
Use this feature when you need to simplify invoices with multiple line items, making them more concise and easier to process.
7. Support
If you have any questions or need assistance with the Invoice Line Item Aggregation feature, don’t hesitate to contact the Tofu Support Team.
✨ With the Invoice Line Item Aggregation feature, you can streamline your invoicing process, saving time and reducing manual work. Enjoy using Tofu and let us know if you need any help!