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 Done and Deleted so you only see extractions still in progress.
- To narrow further, select only the status you're acting on, for example Draft before a bulk Mark Ready, or Ready before a bulk Publish or Export.
- Use the Error or Labels filters to set aside anything flagged with an error, a Duplicate label or a New Contact label before you act.
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 (Mark Ready, Publish, Export, Mark Done, 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
Mark Ready	Moves the selected extractions to Ready, so they can be exported or published. Extractions with a validation error, a new contact, or a duplicate label stay in Draft.	Limit: 30 extractions • 30 or fewer: Action available • More than 30: Button unavailable until selection is reduced
Mark Done	Moves the selected extractions to Done, clearing them from your working list.	✔️ No limits — any number of extractions can be marked as done.
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
Revert to Draft	Returns the selected extractions to Draft so you can edit them. Published and Done extractions can be included; where a transaction already exists in your accounting software, tofu handles the cleanup per item and tells you what it did.	Limit: 50 extractions • 50 or fewer: Action available • More than 50: Action cannot be used until the selection is reduced
Export	Downloads selected extractions in bulk. You can include extractions that were already exported, for example to re-export a batch with a different template. Bank Statements can be exported even while validation errors remain.	✔️ 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.

Extractions that are not eligible for the action you picked are skipped rather than blocking the batch. tofu shows a summary afterwards, for example 3 exported, 2 skipped.

Mark All Stale as Done

Older extractions that never reached Done can pile up in your working list. Mark All Stale as Done clears them in one step: every extraction in the entity that is not already Done or Deleted and is older than the stale threshold moves to Done.

tofu tells you how many extractions were moved. Running it again is safe, it simply finds nothing left to move.

🔎 Filters Summary

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

Extraction Filters: Extraction Status, Extraction Type, Date (Invoice, Due, Created, Export, Completed), Error, Labels, Contact, Invoice Number, Amount
Source Document Filters: Status, Source, Uploaded by, Extraction Type, Created Date

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

Key Notes

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 to retry extractions with a Publish Error, even if Auto-Publish is enabled. Filter by Error → Publish Error to find them. 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.