Creating AP Bills in Tofu
In Tofu, you can easily create AP Bills by uploading files directly or syncing them from your cloud storage. When new files are added to Tofu, the system automatically processes them based on the AP Bill extraction type. Here's how it works:
1. Uploading or Syncing Files
Upload Directly: You can upload files directly into Tofu.
Cloud Storage Sync: If your files are stored in cloud services (like Google Drive or SharePoint), Tofu can sync with these services. Every time a new file is added to your connected cloud storage, Tofu automatically retrieves the file.
2. Automatic Data Extraction
Tofu extracts key information for each AP Bill, including vendor, date, amounts, line items, and other relevant details.
Single Document: If a file contains a single AP Bill, Tofu automatically extracts the data and creates the bill in Tofu.
Multiple Documents in One File: If a file contains multiple AP Bills, you can:
Drag and drop pages to assign them to individual AP bills, or
Enable AI Auto-Split to let Tofu separate them automatically.
3. Publishing AP Bills to Xero
Once an invoice is created in Tofu, it will be synced to Xero based on your Auto-Publish settings.
Auto-Publish ON: Tofu automatically creates the AP bill in Xero with a link to the original invoice in Tofu.
Auto-Publish OFF: Click Publish manually to send the AP Bill to Xero. After publishing, a link to the Xero bill will be available in Tofu.
For more details, see: Understanding Auto-Publish & Auto-Import in Tofu
Editing AP Bills in Tofu
To edit a bill:
Open the bill in Tofu
Make the necessary changes
Save the bill in Tofu
Publishing behavior depends on Auto-Publish:
Auto-Publish ON: If Auto-Publish is enabled, the edited invoice will automatically be published to Xero once you click save draft.
Auto-Publish OFF: If Auto-Publish is disabled, you’ll need to manually click the Publish button to push the updated invoice to Xero after clicking save draft.
💡 You can easily check whether all changes have been updated to Xero by looking at the Publish Status in Tofu. There are three possible statuses:
Published: All changes have been successfully published to Xero.
Edited After Publish: A new edit has been made in Tofu, but it hasn't been updated to Xero yet.
Publish Error: The recent publish attempt failed. You can try re-publishing the invoice.
Syncing Changes from Xero
To keep Tofu and Xero in sync, any updates or changes made in Xero can be pulled and reflected in Tofu.
When Auto-Import is ON, Tofu will automatically pull updates from Xero, ensuring your Tofu AP Bills reflect any changes made in Xero.
When Auto-Import is OFF, you will need to manually click the Import button to retrieve changes from Xero
