1. Turn on AP Bills as an Extraction Type
Before uploading AP bills, make sure the extraction type is enabled.
Go to Entity Settings → Features.
Under Document Extraction Types, toggle AP Bills ON.
Once enabled, Tofu will extract supplier details, bill numbers, dates, amounts, tax, and line items from every AP bill you upload.
2. Configure AP Bill Settings for Xero
Set up how AP bills sync between Tofu and Xero.
Go to Settings → Integrations → Xero.
Open the Xero configuration panel.
Go to AP Bills, choose your preferred settings, then click Activate to save.
💡 Recommended Settings
Auto-Publish ON
Automatically send AP bills from Tofu to Xero.Auto-Import ON
Pulls updates from Xero back into Tofu, including:Bill status changes (e.g. paid or partially paid)
Supplier updates
Line item corrections
Account or tracking category updates
Invoice Status on Verify
Choose whether AP bills publish to Xero as Awaiting Approval or Awaiting Payment, depending on your internal process.Allow Tax Amount Override ON
Lets you manually adjust tax amounts in Tofu.
Self-Prompt
For newly added entities, Tofie learns from your accounting data and applies your rules automatically.
Note:
For existing entities that already have a Xero integration, Self-Prompt won’t appear in the Xero configuration panel. To update it, go to:
Settings → Entity Knowledge Base → Select AP Bills → Click Self-Prompt
These settings help keep your AP bill data consistent between Tofu and Xero.
3. Upload an AP Bill
You can upload AP bills manually or automatically via a cloud integration.
Go to the Source Documents column.
Click Upload document.
Select your AP bill file.
Choosing an extraction type during upload
If multiple extraction types are enabled for your entity, you’ll be asked to choose an extraction type when uploading. Select AP Bills to ensure the document is processed correctly. Selecting the wrong extraction type may result in incorrect extraction or publishing issues.
💡 Recommended: Connect cloud storage
For a smoother workflow, connect Google Drive, SharePoint, Dropbox, or Email. Once connected, new files added to your chosen folder will automatically sync into Tofu.
4. Review the extracted data and verify
After extraction:
Go to the Extractions column.
Open the AP bill and review the extracted data, including:
Supplier
Bill number
Bill date
Due date
Line items (description, quantity, amount)
Tax and accounts
Edit any incorrect or missing fields directly in Tofu. Once everything looks correct, click Verify.
💡 Tip:
To show Account Type automatically next to account names:
1. Go to Entity Settings → Features → Accounting
2. Enable Account Type
3. Return to review — Account Type will show automatically.
If this setting is disabled, click the “+” icon in the Account column to view Account Type.
5. Publishing AP Bills to Xero
Publishing behavior depends on your Auto-Publish setting:
Auto-Publish ON
AP bills are automatically sent to Xero.Auto-Publish OFF
Click Publish to manually send the AP bill to Xero.
After publishing, a link to the Xero bill will appear in Tofu.
💡 For more details, see Understanding Auto-Publish & Auto-Import in Tofu.
6. Editing AP Bills and keeping them in sync
If you need to make changes:
Open the AP bill in Tofu.
Make your edits (including bulk edits for line items).
Click Save Draft to save all changes.
Publishing behavior after edits:
Auto-Publish ON
Saving the draft automatically updates the bill in Xero.Auto-Publish OFF
Click Publish after saving the draft to push updates to Xero.
7. Understanding Publish Status and warning icons
You can always check whether your AP bill is fully synced by looking at the Publish Status in Tofu.
Possible statuses
Published
All changes have been successfully published to Xero.Edited After Publish
Changes were made in Tofu but haven’t been sent to Xero yet.Publish Error ⚠️
The bill failed to sync with Xero.
What to do if you see a Publish Error
Open the AP bill to identify what needs fixing (for example: missing supplier, invalid account, or tax issue).
Correct the fields in Tofu.
Click Save Draft.
If Auto-Publish is enabled, the bill will attempt to publish again automatically.
If not, click Publish to retry.