Bulk Actions Overview

✅ Tips for Faster & Safer Bulk Actions

To focus only on items that need your attention and act safely:

Filter first to target only the extractions you want to modify:
- In Extraction Status, uncheck Verified
- In Publish Status, uncheck Published
- In Import Status, uncheck Imported
Select extractions carefully:
- Use the table header checkbox to select all visible items
- Use row checkboxes to refine your selection
Take action on your selected extractions (Verify, Publish, Delete, etc.).

💡 Pro tip: Save these filters as default to streamline future reviews and maximize efficiency!

Selecting Extractions in Bulk

You can select multiple extractions by:

Using the table header checkbox to select all visible extractions
Using individual row checkboxes to refine your selection
Applying filters to narrow by Status, Type, Source, or other criteria

Once selected, choose a bulk action from the toolbar.

Available Bulk Actions

Select multiple extractions and choose one of these actions:

Action	What It Does	Extraction Limits
Verify	Marks extractions as Verified (green). Updates status' in the connected accounting software. If an extraction can’t be verified, it stays as Needs Review.	Limit: 30 extractions • 30 or fewer: Action available • More than 30: Button unavailable until selection is reduced
Unverify	Removes the Verified status from selected extractions in bulk, allowing you to re-extract or correct them.	Limit: 30 extractions • 30 or fewer: Action available • More than 30: Button unavailable until selection is reduced
Publish	Sends all selected extractions to your connected accounting software.	Limit: 50 extractions • 50 or fewer: Action available • More than 50: Action cannot be used until the selection is reduced
Import	Import documents from the connected accounting software.	Limit: 50 extractions • 50 or fewer: Action available • More than 50: Action cannot be used until the selection is reduced
Export	Downloads selected documents in bulk.	✔️ No limits — any number of extractions can be exported.
Change Type	Changes the extraction type of all selected extractions.	✔️ No limits — any number of extractions can be changed type.
Delete	Removes extractions. You’ll see a warning in Tofu and need to type “Delete all” to confirm.	✔️ No limits — you can delete any number of extractions.
Re-Extract	Re-extracts the selected documents in bulk.	Limit: 50 extractions • 30 or fewer: Runs normally • 31–50: Shows a warning that it may take longer • More than 50: Action cannot be used until the selection is reduced
Extract (Re-create / Re-process)	Processes the selected documents again without modifying data.	✔️ No limits — action available for any number of selected extractions.

Why these limits exist: Tofu publishes and imports through your accounting software's API (Xero and QuickBooks Online), which caps how many requests can be sent in a short window. The limits above keep each batch within those caps so actions complete reliably. If a platform's rate limit is reached during a large run, Tofu paces and retries the remaining items automatically, so successfully processed items aren't affected. For Xero's specific limits, see Xero's API rate limits guide.

Bulk Verification Behavior

Bulk Verify allows you to verify multiple extractions at once after review. Supported extraction types include:

AP Bills
AR Invoices
Bank Statements
Direct Expenses

Behavior may vary by extraction type and accounting platform, for example:

AP Bills: Marked as Verified and may update status in Xero/QBO
AR Invoices: Marked as Verified and may auto-post
Bank Statements: Confirmed for reconciliation (no accounting entry created)
Direct Expenses: Marked as Verified and may auto-post

If more than 30 extractions are selected, a confirmation dialog appears before verification proceeds.

Handling Bulk Verification Errors

If an extraction can’t be verified:

Common causes:

Missing required fields (Contact, Dates, Account, Tax code)
Invalid values (e.g., Due Date before Invoice Date)
Accounting platform validation errors

How to fix:

Open the failed extraction
Correct highlighted or missing fields
Save Draft
Retry Verify (single or bulk)

💡 Tip: Spot-check 2–3 items before bulk verifying to confirm fields are consistently populated.

🔎 Filters Summary

Filters help you focus only on the extractions you need, making bulk actions safer and faster.

Extraction Filters: Status, Type, Contact, Source, Publish/Import Status, Created Date
Invoice Filters: Invoice Status, Number, Amount, Invoice/Due Date
Source Document Filters: Tofu, Email, Xero, QuickBooks, Google Drive, SharePoint, Dropbox

💡 Tip: Save your filters as default to apply automatically next time. For full details, see Filters in Tofu: Source Documents & Extraction Panel.

Key Notes

Bulk Verify will not appear for extractions already verified
Behavior may differ by extraction type and accounting platform
Large selections may take longer or use more AI credits
Always review confirmation dialogs before proceeding
You can use Bulk Publish or Bulk Import to retry items in Error, Unpublished, Not Imported, Import Error or Stale status even if Auto-publish is enabled. Successfully processed items won’t be affected.
Use Bulk Change Type to correct a batch of extractions that were processed under the wrong type — for example, if a set of AR Invoices were accidentally uploaded as AP Bills. If any selected extractions were already synced to your accounting software, changing the type creates a new transaction and the original may show a Manual cleanup status. See What Happens When a Synced Extraction Needs Manual Cleanup.