Note: This article applies to entities with supported accounting software integrations such as Xero and QuickBooks Online.
When does manual cleanup happen?
Manual cleanup can happen when a document has already been synced to your accounting software and the original transaction still needs follow-up.
This may happen when you:
Change the extraction type after syncing
Delete an extraction after syncing
What happens when you change the extraction type?
When you change the extraction type of a synced document:
Tofu creates a new transaction for the new type
Tofu will attempt to delete or void the old transaction.
Important: Changing the extraction type creates a new transaction. It does not update the original one.
Example
If a document was originally synced as an AP Bill but should actually be an AR Invoice:
Tofu creates a new AR Invoice
The old AP Bill is not converted
Tofu tries to clean up the old AP Bill
If it cannot be cleaned up automatically (with auto-publish off), you will need to manually sync deletion in your accounting software
The same logic applies when switching between:
AP Bill
AR Invoice
Direct Expense
What happens when you delete a synced extraction?
When you delete an extraction that has already been synced, Tofu will try to delete or void the related transaction in your accounting software.
If the transaction cannot be removed automatically, or if auto-publish is off, the transaction may still exist in your accounting software.
In this case, the extraction will show Manual cleanup so you know action is needed.
How to find extractions that need manual cleanup
You can identify extractions that need manual cleanup in two ways:
1. Look for the status label
Extractions that require action will show a Manual cleanup label in the Extractions panel.
2. Use the filter
To quickly find all affected extractions:
Open the Filter menu in the Extractions panel
Go to Extraction status
Select Manual cleanup
What does “Manual cleanup” mean?
You’ll see a Manual cleanup label or banner when the original transaction still needs attention.
This means:
The transaction still exists in your accounting software
Tofu could not remove it automatically
You may need to delete, void, or update it directly in your accounting software
This can happen when:
The transaction cannot be changed in your accounting software
You deleted the extraction while auto-publish is off
The transaction has already been paid, reconciled, locked, or has payments or credit notes applied
You may see a message like:
Why cleanup might fail
Sometimes your accounting software won’t allow changes.
This usually happens when the transaction is:
Already paid
Reconciled or locked
Linked to payments or credit notes
Restricted by your accounting software’s rules
When this happens, the transaction must be fixed manually in your accounting software.
What should you do?
If an extraction shows Manual cleanup:
Click Sync to let Tofu try to delete or void the original transaction
If cleanup fails, open your accounting software
Delete, void, or update the original transaction manually
Return to Tofu
Click Mark as resolved
What happens when you click Sync?
Clicking Sync will attempt to delete or void the transaction in your accounting software.
However, what happens next depends on the transaction’s state:
If the transaction can still be changed
Clicking Sync will successfully delete or void it in your accounting software, even if auto-publish is turned offIf the transaction cannot be changed (for example, it has payments or credit notes allocated, is reconciled, or locked). The cleanup will fail, and you may see an error such as:
“Bad Request: You cannot delete invoice. Manual cleanup action is required”
or “Validation error: The status ‘voided’ cannot be applied because payments or credit notes are allocated”
In these cases, you will need to delete or adjust the transaction directly in your accounting software. Once done, you can mark it as resolved in Tofu.
What happens when you click “Mark as resolved”?
Clicking Mark as resolved will remove the banner and delete the extraction in Tofu.
However, this does not guarantee that the transaction has been deleted or updated in your accounting software.
Make sure the cleanup has been completed before marking it as resolved.
Key takeaway
When a synced extraction is changed or deleted, Tofu may need to clean up the original transaction in your accounting software.
If Tofu cannot remove it automatically, Manual cleanup appears. Always check your accounting software and resolve the original transaction if needed to avoid duplicates or outdated transactions.