✅ Tips for Faster Reviewing
To focus only on items that need your attention, you can combine multiple invoice filters:
In Extraction Status, uncheck Verified
In Publish Status, uncheck Published
In Import Status, uncheck Imported
This will display only the invoices that still require your review or action.
💡 Tip: save these filters as default for highest efficiency!
Selecting invoices in bulk (Bulk Actions on the Review Page)
You can take action on many extractions at once from the Review page.
To select multiple extractions:
Use the checkbox in the table header to select all rows currently shown. This “Select all” checkbox is always visible at the top of the list.
Use the checkboxes on individual rows to fine-tune your selection.
Combine this with extraction filters to narrow down to exactly the documents you want before selecting all.
Once you’ve selected your documents, use the bulk actions available.
Bulk Verify/Delete/Publish/Import/Export/Extract
Select multiple invoices and choose one of these actions:
Action | What It Does | Extraction Limits |
Verify | Marks invoices as Verified (green). Updates status' in the connected accounting software. If an invoice can’t be verified, it stays as Needs Review. To understand the full process, you can check our Bulk Verification help guide. | Limit: 30 invoices |
Delete | Removes invoices. You’ll see a warning in Tofu and need to type “Delete all” to confirm. | ✔️ No limits — you can delete any number of invoices. |
Publish | Sends all selected invoices to your connected accounting software. | Limit: 50 invoices |
Import | Import documents from the connected accounting software. | Limit: 50 invoices |
Export | Downloads selected documents in bulk. | ✔️ No limits — any number of invoices can be exported.
|
Re-Extract | Re-extracts the selected documents in bulk. | Limit: 50 invoices |
Extract (Re-create / Re-process) | Processes the selected documents again without modifying data. | ✔️ No limits — action available for any number of selected invoices. |
Bulk Select Extraction/Invoice Filters and set them as Default.
Filters help you see only the extractions or invoices you need. You can also save your favorite filters so they apply automatically next time.
A. Extraction Filters
Use these to narrow down your extractions:
Status: Pending, Processing, Needs Review, Review Later, Error, Verified
Type: AP Bill, AR Invoice, Bank Statement, AP Credit Note, AR Credit Note
Contact: Customer name or Supplier name
Source: Tofu, Xero, QuickBooks
Publish Status: Not Published, Published, Edited After Publish, Publish Error
Import Status: Not Imported, Imported, Import Error
Created Date: When the document was created
Note: You can save your extraction filters as default filters—except for Contact and Created Date. The next time you open Tofu, your preferred setup will load automatically, making it faster and easier to review your documents.
B. Invoice Filters
Use these to find specific invoices:
Invoice Status: Paid, Partially Paid, Deleted
Invoice Number: Search by invoice number
Invoice Date: Pick one date or a range
Due Date: Pick one date or a range
Note: Invoice filters only stay active during your current session. If you close or refresh Tofu, your filters will reset so your view remains dynamic and always up to date.
C. Save Your Filters
Once you’ve picked the filters you want:
Click “Save as default”
Next time you check invoices or extractions, your filters will apply automatically
D. Source Document Filter
You can also choose where the documents came from:
Tofu
Xero
QuickBooks
Google Drive
SharePoint
Select one or several sources to see only those documents. If you'd like to know more, you can view our Source Document article.
🔧 Improved Bulk Actions Workflow — Additional Behavior & Guidance
Confirmation when bulk verifying invoices
Because bulk verifying many invoices may trigger side-effects in your accounting software (e.g. changing invoice statuses if auto-publish is enabled), Tofu now asks you to confirm when your selection is large:
When more than 30 invoices are selected and you click Verify, a confirmation dialog appears.
The dialog summarises:
How many invoices will be verified
That verification may update entries in your accounting system depending on your integration settings
You must explicitly confirm before Tofu proceeds.
If you’re unsure what verification does for your integration, check your integration settings (e.g. how statuses in Xero or QuickBooks will change on Verify).
Limits and warnings for Bulk Re-Extract
Bulk re-extraction can trigger high usage of AI and take more time. To avoid accidental large jobs:
If you select many documents and click Re-Extract, Tofu shows a warning dialog explaining that:
The operation may take longer than usual
It may consume more AI credits than expected
If too many documents are selected, the Re-Extract button becomes disabled. Hovering over it will show a tooltip recommending either:
Selecting a smaller batch of invoices, or
Using Knowledge Base / rule-based corrections (e.g. for common adjustments like discounts, tax codes, line-item fixes)
You can always re-run re-extraction in smaller batches — or invest in rule-based knowledge to avoid repeating corrections across many invoices.
Enhanced Guidance: Date and Publish Filters when working in bulk
Working with large sets of documents becomes safer and more efficient when you use date and publish filters:
Default Created Date Filter — by default, Tofu shows extractions created in the current and previous calendar month. This gives you a predictable “billing-cycle” view (e.g. all invoices for November and December if in December).
Publish Date Filter — use this if you want to bulk-select documents based on when they were published to your accounting software (e.g. “All invoices published this week”).
Combining these filters with “Select All” makes it quick and safe to bulk Verify, Re-Extract, Export, or Delete exactly the documents you intend to act on — minimizing risk of accidental changes.
Bulk Actions give you a faster way to handle multiple documents with confidence. Should you need help or have feedback on how we can improve this feature, we’d love to hear from you. 😊