What You'll See
The contact field will display a NEW badge, and the extraction shows a New Contact label in the Extractions panel. This is your cue to review and confirm the contact before moving forward. An extraction with a NEW contact stays in Draft until you do. You can’t mark it Ready, and Auto-Ready won’t move it forward, until you accept, edit, or select an existing contact.
What to Do
You have three options when you see the NEW badge:
Accept the new contact
If the name looks correct, accept it. tofie will create the new contact and you can proceed with the extraction.
Edit the contact
If anything needs a correction, click to edit the contact's Name, Contact Code, Tax Identification Number (TIN), or Currency before confirming.
Select an existing contact
If this contact already exists in your list under a different name or spelling, select it from the dropdown instead. The NEW badge will clear once an existing contact is chosen
Once you've chosen an option, click Save to apply your changes. If you click Discard, no changes will be made and the contact will not be created.
Good to know: Contact TIN updates
By default, tofu keeps the TIN/TRN already saved on your contacts and does not overwrite it when you save a contact during review. If you want tofu to update a contact's TIN/TRN using the value detected on the document, you can change this in Entity Settings → Features.
Before You Mark Ready
If you try to mark Ready with a contact still flagged, here’s what to expect:
Integrated entities
Full integrations (Xero, QuickBooks Online, Sage, Zoho Books, freee, Bukku, MoneyForward Cloud): Mark Ready and Publish are blocked until you confirm the contact. Once you confirm, edit, or select an existing contact, tofu creates it in your accounting software when you publish, and you can proceed.
Read-only integrations: there’s no Publish step. Once you accept and Save the new contact, you can mark the extraction Ready and export it. tofu saves the contact so it’s ready the next time you review.
Non-integrated entities: a prompt will appear letting you know there is a new contact that hasn’t been accepted yet. Click Review to go back and check it, or Continue to accept it and save the extraction as-is. Once the contact is accepted, you can mark the extraction Ready.
💡 Tip: Take a moment to double-check the suggested name before confirming, especially on bank statements, where payee names can sometimes vary slightly across transactions. To find every extraction with a new contact, open the Filter menu in the Extractions panel, go to Labels, and select New Contact.