⚠️ Note: AR Invoices for QuickBooks Online (US) companies are currently not supported in tofu.
This feature is coming soon. In the meantime, other extraction types such as AP Bills, Direct Expenses, and Bank Statements are supported for QuickBooks Online (US).
1. Configure Your QuickBooks Online Settings
Connect and configure your QuickBooks integration:
Go to Entity Settings → Integrations → QuickBooks.
Open the QuickBooks configuration panel.
Go to AR Invoices, choose your settings and click Activate to save.
💡 Recommended Setting
Self Prompt: for newly added entities, turn this on so tofie can learn from your historical QuickBooks transactions and apply your rules automatically during review.
For existing entities that already have a QuickBooks integration, Self Prompt won't appear in the configuration panel. To update it, go to Settings → Entity Knowledge Base → Select AR Invoices → Click Self-Prompt.
Want tofu to publish for you? Auto-Publish now lives in Document Lifecycle under Entity Settings → Features → Extraction Types. See section 4 below.
2. Upload an AR Invoice
AR Invoices is turned on by default, so you can start uploading right away. You can upload AR invoices automatically via a cloud integration or manually from your computer.
Go to your Source Document panel.
Click Upload document.
Select your AR invoice file.
💡 Recommended: Connect cloud storage, Email, or WhatsApp
For the easiest AR invoice workflow, we recommend integrating Google Drive, SharePoint, Email, or WhatsApp with tofu. Once connected, any invoices you add to your chosen folder, send by email, or share on WhatsApp will automatically come into tofu, so you don't have to upload documents manually every time.
3. Review the extracted data and Mark Ready
Go to the Extractions column and review the extracted data:
Customer
Invoice Number
Invoice Title
Reference (if applicable)
Currency
Tax Amount
Dates (Invoice Date, Due Date)
Line Items (description, quantity, rate, service date)
💡 Note: Service Date appears only if it is enabled in your QuickBooks Online sales invoice settings. You can leave it blank if not applicable.
Before marking the extraction Ready, make sure the following fields are correct:
Customer is assigned to a valid customer.
Invoice Date is not blank.
Due Date is not earlier than the Invoice Date.
Line Item Description is provided if no product/service is selected.
Currency is not blank.
Tax is correct. To adjust tax, edit the total tax amount directly above the Total. QuickBooks handles tax at the total level rather than per line item, so you override the one figure rather than each line.
Edit any incorrect or missing fields directly in tofu. Once everything looks correct, click Mark Ready.
If an invoice has a New contact label, a Duplicate label, or a validation error, it stays in Draft until you resolve it.
Note: Changing the extraction type after sync creates a new transaction, and the original may still need cleanup in QuickBooks. Learn more: What Happens When You Change an Extraction Type After Syncing to Your Accounting Software
4. Publishing AR Invoices to QuickBooks Online
Once an invoice is Ready, you can publish it to QuickBooks Online in one of these ways:
Click Publish to send the invoice to QuickBooks Online.
On a Draft invoice, click Ready & Publish to mark it Ready and publish it in one step. You'll see this button when Auto-Publish is on.
Turn on Auto-Publish to publish Ready invoices automatically. Go to Entity Settings → Features → Extraction Types, select AR Invoices, and open Document Lifecycle. You can also turn on Auto-Ready and Auto-Done there.
After publishing, a link to the QuickBooks invoice appears in tofu, and the invoice moves to Published. Click Mark Done once you've confirmed everything looks right, or turn on Auto-Done to skip this step.
💡 For more details, see Understanding Auto-Publish in tofu and Understanding Extraction Lifecycle in tofu.
5. Editing AR Invoices after publishing
If you need to make changes to a Published invoice, open it in tofu and click Edit. Since the invoice already exists in QuickBooks Online, tofu first deletes it there, then returns the invoice to Draft so you can edit it.
Make your edits and click Save Draft.
Mark the invoice Ready and publish it again. This creates a new transaction in QuickBooks Online, not an update to the old one.
If the invoice has a payment attached in QuickBooks Online, it can't be deleted there. You'll see options to Try again, Skip (updates the status in tofu only and leaves the QuickBooks invoice untouched), or Close. Changes you make directly in QuickBooks Online are not imported back into tofu.
💡 Tips & Tricks: Train tofie AI for Your Preferred AR Invoice Format
You can train tofie to follow your preferred AR invoice formatting so everything stays consistent. For example:
Adding "INV" at the beginning of every AR invoice number
Automatically translating line item descriptions from other languages into English
Here's how to set it up:
Click tofie in the upper-right corner of tofu.
In the Knowledge Type dropdown, select the transaction type — for this example, choose AR Invoices.
In the prompt box, enter what you want tofie to generate knowledge. For example:
"Put INV before invoice number and translate line description to English for AR Invoices"
Click Generate to teach tofie your instructions
Click Save.
Once generated, this rule is saved to your Entity Knowledge and will automatically be applied to all AR invoices you upload going forward—no additional steps needed.
With AR invoices flowing from tofu to QuickBooks Online and staying in sync, you'll spend less time on manual data entry and more time focusing on your customers and your business. 🚀💼 Happy bookkeeping! 📊😄