PixieBooks Prompts


PixieBooks Prompts allows you to create simple, plain-English rules for how different receipts should be handled.

To add a rule, in the PixieBooks dashboard just click Add Rule, type what you want to happen, and click Save Rule.

For example:

“Phone bills go under Subscriptions.
Additional phone bill costs go under Telephone & Internet.”

Now, next time a phone bill comes in, PixieBooks will automatically apply this rule — sending phone bills to Subscriptions and any extra charges straight to Telephone & Internet.

And that’s it! Smart, simple automation built right into PixieBooks — keeping your bookkeeping consistent with minimal effort.

Need ideas for rules?

Here are a few examples to help you get started:

Receipts from your local coffee shop could be recognised under your refreshments tax code. For example:

  • Coffee purchased from Copperhouse Coffee is categorised as Refreshments.
  • Coffee from other venues falls under Drawings.

Where a supplier payment exceeds a certain value, it may need to be capitalised. For example:

  • Items from Currys PC World totalling more than £500 should be posted to IT Equipment.
  • Items totalling less than £500 should be posted to Computer Expenses.

Some suppliers charge both monthly subscription fees and pay-as-you-go usage, where each needs a different code. For example:

  • If the Vodafone invoice line refers to the subscription (“subscription”, “monthly plan”, “membership”), post it to Software Subscriptions.
  • If the invoice line refers to usage (“usage”, “pay as you go”, “top-up”, “extra units”), post it to Usage-Based Charges.

Have a play around! See what PixieBooks is capable of and how you can make your life just that little bit easier!

FAQs

How can I see if a receipt has been submitted?

When a receipt is submitted successfully, WhatsApp will show two blue ticks (✓✓), confirming PixieBooks has received it.

You can also confirm submission by checking Xero. Any successfully processed receipts will appear as bills under
Purchases > Bills > Awaiting Approval.

If a receipt doesn’t appear, it may still be processing or may require review. Refresh Xero or check the WhatsApp confirmation message for details.

When and how does data sync occur?

Data syncing happens automatically whenever a receipt is submitted to PixieBooks.

As soon as a receipt is received via WhatsApp or email, PixieBooks processes it and creates a bill in Xero under
Awaiting Approval.

There’s no manual sync button and no additional setup required. If a bill doesn’t appear straight away, refresh Xero and allow a short period for processing.

How can I see what transactions have been processed by PixieBooks?

PixieBooks shows receipt activity in real time.

Open WhatsApp and go to your PixieBooks chat to see confirmation messages for each receipt you’ve sent. Each message reflects the current processing status.

You can also view processed receipts directly in Xero. Submitted receipts will appear as bills under
Purchases > Bills > Awaiting Approval.

How do payment processing fees appear in Xero?

Payment processing fees are handled within Xero and may appear as separate line items or adjustments, depending on your organisation’s setup and accounting preferences.

PixieBooks does not alter how these fees are recorded — it simply submits receipt data into Xero for review.

If you’re unsure how fees should be treated in your accounts, we recommend checking with your accountant or bookkeeper for advice specific to your setup.

Contacting support 

If you encounter issues that cannot be resolved through the troubleshooting guide or would like to report a PixieBooks error, please fill out the form or send us an email at [email protected].