1. Turn on AR Invoice as an Extraction Type
Go to Entity Settings → Features.
Under Document Extraction Types, toggle AR Invoice ON.
Once enabled, Tofu will extract customer details, invoice numbers, dates, amounts, and line items from every AR invoice you upload.
2. Configure AR Invoice Settings for QuickBooks Online
Connect and configure your QuickBooks integration:
Go to Settings → Integrations → QuickBooks.
Open the QuickBooks configuration panel.
Go to AR Invoices, choose your settings and click Activate to save.
💡 Recommended Settings
Auto-publish – Tofu automatically sends extracted AR invoices to QuickBooks Online.
Auto-import – Updates from QBO sync back into Tofu, including AR invoice status changes (e.g., paid or partially paid), customer updates, line item corrections (quantity, rate, description), and tax adjustments.
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 QBO integration, Self-Prompt won’t appear in the QuickBooks configuration settings. To update it, go to:
Settings → Entity Knowledge Base → Select AR Invoices → Click Self-Prompt
These settings help Tofie AI keep your data clean and consistent across both systems, reducing manual work.
3. Upload an AR Invoice
You can upload AR invoices automatically via a cloud integration or manually from your computer.
Go to your Source Document column.
Click Upload document.
Select your AR invoice file.
💡 Recommended: Connect Google Drive or SharePoint
For the easiest AR invoice workflow, we recommend integrating Google Drive or SharePoint with Tofu. Once connected, any invoices you upload to your chosen folder will automatically sync into Tofu, so you don’t have to upload documents manually every time.
4. Review the extracted data and verify
Once the AR invoice is extracted:
Go to the Extractions column.
Review the extracted data, including:
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 verifying or publishing to QuickBooks Online, make sure the following fields are correct:
Customer – Must be assigned to a valid customer.
Invoice Date – Cannot be blank.
Due Date – Must not be earlier than the Invoice Date.
Line Item Description – Required if no product/service is selected.
Currency - Cannot be blank.
If you spot anything that’s wrong or missing, edit the fields directly in Tofu (you can adjust customer, dates, line items, and more).
Once everything looks correct, click Verify.
💡 Tips:
Keep both systems in sync
You don’t need to update the same invoice twice. When auto-publish and auto-import is enabled, changes you make in QuickBooks Online (QBO) can flow back into Tofu, and allowed changes you make in Tofu can flow into QBO. You can work in whichever platform is more convenient, without duplicating edits.
Account Type Visibility
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.
💡 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! 📊😄