Objective
Effectively manage your view in the Document Review and Extraction Review experiences in Tofu, ensuring a clean and efficient workflow for multi-type extraction.
Mastering the Document Review
1. Bulk Collapse Document Previews
If the view appears cluttered, use the bulk collapse command to reduce all document previews into a simple list. This keeps your workspace clean and organized.
2. Manage Document Status Filters
In the Source Documents column, keep all statuses active except for Done. This helps you quickly identify files that need action, working like a checklist ✅.
3. Understand Document Statuses
Familiarize yourself with the meanings of each status:
Pending: Files still being uploaded.
Processing: Files currently being processed (Tofie is deciding whether they should be reviewed in Source Documents or go straight to becoming an extraction).
Needs Review: Files requiring your review. This applies to files that may contain multiple documents.
Done: Files already processed. Tofie will mark a file as Done when an extraction was automatically generated from such file upon upload. You can also manually mark a file as done.
Error: Files that could not be uploaded.
Note: You may see a Duplicated label if a file was uploaded more than once. This is only a label and not a filter. Learn more how to manage duplicated documents.
4. Extraction Type Labels in Source Documents and Extraction Panels
Source Documents panel: Each file can display one or more Extraction Type labels (e.g., AP Bill, AR Invoice, Bank Statement, Direct Expense).
If a file has multiple types, Tofu shows a “+ more” indicator.
Hover over the label area to see all associated extraction types in a tooltip.
Extraction panel: Each extraction shows the exact Extraction Type directly.
💡 Tip:
Use these labels to ensure files and extractions are assigned the correct type before reviewing or verifying. This is especially important for multi-type files in the Source Documents panel.
5. Creating Extractions (Multi-Type)
Tofu supports multi-type extraction with an extractions-first workflow, where you select the extraction type upfront.
Selecting Pages for Extractions:
Select Pages in Sequence
Click the first page.
Hold Shift.
Click the last page.
Select Non-Adjacent Pages:
Hold Control (Command on Mac).
Click each page you want to include.
Create Extractions and Select the Extraction Type
Once pages are selected:
Click Create Extractions.
Choose the extraction type:
AP Bills
AR Invoices
Bank Statements
Direct Expenses
Reordering Pages Within an Extraction
Drag pages to the desired position.
⚠️ Ensure the correct pages and extraction type are selected; double-check after reordering.
Column Resizing Tip
Drag to resize Source Documents, Page Preview, and Extraction Panel columns to optimize your workspace.
Adjust depending on whether you want to focus on document list, extracted data, or the page preview.
Pro Tips:
Use Shift and Control/Command for efficient selection.
Batch multiple document types in one file and assign extraction types during creation.
Label cover pages, vouchers, or reference-only pages as Supporting. Only Primary pages contribute to extracted totals and line items.
Learn more: Label Document Pages as Primary or Supporting
Managing the Extraction Review
1. Optimize Your Workspace
Resize panels by dragging their borders to give more space where you need it most.
Highlights: Shows exactly where in the page preview the data was extracted.
Centering: Hover over an extracted data field in the Extraction Review column to zoom in on the corresponding area in the page preview.
For example: I hover on logo design and it zoom in on the document in page preview.
Account Type Visibility: If Account Type is enabled in Entity Settings → Features → Accounting, Account Type appears alongside the account name to help distinguish similar accounts. If it’s disabled, click the “+” icon in the Account column to view Account Type when needed.
2. Manage Extraction Status Filters
In the Extraction Review column, untick the Verified filter to focus on items needing action. Once verified, move on to the next extraction.
3. Handling Pending Extractions
Extractions marked Pending (gray) have no data extracted yet.
Check if additional pages are needed.
Click the sparkle ✨ icon to initiate extraction.
Request help if you’re stuck re-extracting
If you re-extract the same item multiple times in a short period (for example, twice within 10 minutes), Tofu will surface a Request help option.
Hover over the Extract button and click Request help.
A message opens with the extraction link pre-filled. Add a short note (what you expected vs what you got) and send.
4. Monitor Processing Status
After clicking the sparkle ✨ icon, the extraction changes to Processing (yellow). Data extraction generates the document type ready for accounting software export.
Line items shown in columns (vertical layouts)
Some invoices list charges in columns (e.g., “Water charges” and “Sewage charges” in separate vertical sections) instead of standard row-based line items.
Tofu can now recognize these layouts and extract them as separate line items. If you’re reviewing a utility invoice or similarly formatted bill, verify that each charge group appears as its own line item before you click Verify.
5. Focus on Key Extraction Statuses
Prioritize reviewing extractions that need your validation by filtering by:
Needs Review
Review Later
Error
⚠️ Stale Data Found
You may see a Stale data found notice during document or extraction review.
This appears when there are extractions that require review and are older than 2 months. Hovering over the notice displays a tooltip reminding you to clean up these older extractions.
What you need to do:
Click Review to navigate to the affected extractions.
Open and complete the review for each outdated extraction.
Important:
There is no option to dismiss the Stale data found notice. To remove it, you must clean up all extractions requiring review that are older than 2 months.
Keeping extractions up to date helps maintain accurate data and a clean review workflow.
Tips for Efficiency
Use bulk collapse to keep workspace clean.
Batch multiple document types in one file.
Use filters effectively.
Label Supporting pages to exclude them from extraction while keeping context.
Keep extractions up to date for accurate data and smooth workflow.
Cautionary Notes
Regularly check the status of documents and extractions.
Only mark files as Done when fully processed.
Limit Reached: Monthly extraction limits may pause processing until reset or upgraded in Billing → Manage Subscription.