The status lifecycle
Pending → Processing → Draft → Ready → Exporting/Publishing → Exported/Published → Done
Review Later branches off Draft when you want to set something aside. Deleted is reachable from most active statuses.
A note on your existing extractions
If you had extractions before this update, here's what happens to them:
Extractions that were Needs Review move to Draft.
Extractions that were Review Later stay as Review Later.
Extractions that were Manual Cleanup, Verified, or Limit Reached stay as they are for now. These legacy statuses will automatically be marked Done after 2 months, or you can mark them Done manually anytime before that.
Pending
The extraction has been created, but processing hasn't started yet. You can start extraction manually, or delete it if you no longer need it.
Processing
tofie is actively reading and extracting the data. No action is needed here. Once it's done, the extraction moves automatically into Draft.
Draft
This is where you review and confirm the extracted data is accurate before moving forward.
From here you can:
Edit any field
Mark Ready once it looks good
Flag it Review Later if you want to come back to it another time
Re-extract if the data needs a redo
Delete it
An extraction stays in Draft, even with Auto-Ready on, if it has:
A New Contact label, meaning it includes a contact tofu hasn't seen before
A Duplicate label, meaning it looks like a document already in tofu
A Validation Error, for example when the extracted total doesn't match the calculated line-item total
Resolve whatever's flagged, then mark it Ready as normal.
💡Tip: Filter by Error type (Upload, Extraction, Export, Publish, Delete, Validation) to quickly find everything across your extractions that needs attention.
Review Later
For extractions you've chosen to set aside for now, so they don't clutter your main review queue while you're not ready for them yet.
From here you can Mark Ready, Re-extract, or Delete. There's no Publish or Export option yet since it hasn't been marked Ready.
Ready
The extraction has been reviewed and confirmed accurate, and is good to go. This is also the point where tofie starts to remember and learn the pattern for future extractions.
You can still edit it here, but saving your changes reverts the extraction back to Draft status, so you'll need to mark it Ready again once you're done. From here, you'll choose your next step: Export or Publish (if you're integrated with an accounting platform).
Exporting and Exported
Exporting means tofu is generating your export file, this is a brief, automatic step with nothing for you to do. Exported means the extraction has been downloaded in a CSV file.
This path is meant for entities without an accounting integration, entities with a read-only integration, or integrated entities who want a CSV copy instead of publishing directly.
Once exported, you can still edit it, re-export it, mark it Done, or delete it. If you're integrated and change your mind, revert the extraction to Draft, mark it Ready again, and choose Publish instead, you won't see a Publish option directly from Exported.
💡Tip: Filter by Extraction Status = Ready to see everything that's approved but not yet exported, handy for a bulk export.
Publishing and Published
Publishing means tofu is sending the extraction to your connected accounting software, this is a brief, automatic step with nothing for you to do. Published means it's successfully synced there.
This path only applies if you're integrated with an accounting platform.
Once published, you can still edit it, re-publish it, mark it Done, or delete it. There's no option to export a Published extraction directly, if you need a CSV copy instead, revert it to Draft and choose Export from Ready.
Note:
Editing, reverting, or deleting a Published extraction doesn't update the existing record, it deletes it on your accounting software and publishes a brand-new one in its place. So while you can publish more than once, each time replaces what came before rather than updating it. Double-check everything before you publish to avoid unnecessary back and forth.
Editing or deleting a published extraction
Editing or restoring a Published AP Bill, AR Invoice, or Direct Expense deletes the transaction on your accounting software first (if no payment is linked yet, or it's unreconciled), then returns the extraction to Draft in tofu.
Deleting a Published extraction works the same way, it deletes the transaction on your accounting software first, then moves the extraction to Deleted in tofu.
If a payment or credit note is attached, the transaction can't be deleted, and you'll get the choice to try again, skip (updates the status in tofu only, leaves the transaction untouched), or cancel. For paid invoices, marking Done instead of deleting usually fits better.
Notes for Xero-integrated entities:
Bank statements published to Xero (bank feeds) can only be published once. Deleting it in tofu afterward does not delete or affect it on Xero.
Invoice status on publish decides the status a transaction lands in the moment it's published, Draft, Awaiting Approval, or Awaiting Payment, set per AP Bills and AR Invoices in your Xero integration configuration panel. Take a moment to check this setting reflects where you actually want new transactions to land.
A note for all integrated entities:
tofu no longer imports changes made directly in Xero or QuickBooks back into your extractions. If you edit a transaction on the accounting software side after publishing, that change won't reflect in tofu.
Done
Fully wrapped up, no further action needed here.
You can still re-extract a Done extraction if something needs fixing. Doing so will attempt to delete or void the transaction on your accounting software (if it was published) and restore the extraction back to Draft in tofu, so you can make your corrections and send it out again.
Deleted
For extractions you've removed. They're not gone for good, tofu keeps them around in case you still need them.
You can restore a Deleted extraction back to Draft at any time.
Quick actions in the extraction list
Each extraction card has two controls on the right:
3-dot menu: sample secondary actions available alongside the icon button.
Re-export
Revert to Draft
Extract
Delete
Copy extraction link
Icon button: the primary next-step action for that status.
Pending: Extract
Draft: Mark Ready
Ready: Export
Ready: Publish
Exported or Published: Mark Done
Once an extraction reaches Done, the icon button goes away and the 3-dot menu becomes the only way to act on it.
Document lifecycle: Auto-Ready, Auto-Publish/Export, Auto-Done
Under Entity Settings → Features → Extraction Types, each extraction type has its own document lifecycle settings you can turn on or off individually:
Auto-Ready: moves a Draft straight to Ready once extraction finishes cleanly. Extractions with validation errors, duplicates, or a new contact still stay in Draft for review.
Auto-Publish (integrated entities only): pushes a document to your connected accounting software the moment it reaches Ready. Non-integrated entities export manually, there's no Auto-Export option.
Auto-Done: closes out an extraction automatically once it's been published or exported.
Tips on when to turn these on:
Auto-Ready: if you're new to tofu, keep this off at first so you can see how tofie is doing. Once you've used tofu for about a month and feel confident in tofie's accuracy, you can turn it on.
Auto-Publish: this really comes down to preference, since you'll still want to confirm an extraction is accurate before it publishes.
Auto-Done: turn this on once you've published or exported a few extractions and confirmed everything looks right in your export file or accounting software.
Fully automated documents don't contribute to tofie's learning, so it's worth reviewing manually every so often to keep the AI sharp.