Glossary / Contents
- Introduction
- Key features
- System requirements
- Supported platforms
- Xero: Full Set-Up Guide
- Google Sheets: Set-Up Guide
- FAQs
- What accounting software is PixieBooks compatible with?
- Do I need a Xero account to use PixieBooks?
- Can I cancel my subscription?
- What if I don’t have access to my Xero account?
- I don’t have the correct permissions to connect my business’s Xero organisation to PixieBooks, what do I do?
- How do I disconnect from Xero?
- How do payment processing fees appear in Xero?
- How can I see what transactions have been processed by PixieBooks?
- When and how does data sync occur?
- How can I see if a client has submitted a receipt?
- Troubleshooting
Introduction
Welcome to PixieBooks – your AI-powered companion for processing receipts. PixieBooks is designed to help you stay on top of your bookkeeping and save time by automatically handling your receipts. Using advanced AI, PixieBooks processes receipts sent via email or WhatsApp and works with Xero to identify item descriptions, amounts, dates, and VAT.
Key features
- Automatic receipt processing: Capture your receipts and send them to PixieBooks – the AI reads and codes them for you.
- Smart receipt rules: Create simple, plain-English prompts and PixieBooks automatically applies them to future receipts. Click here to learn more.
- Integration with Xero: PixieBooks connects directly to your Xero organisation and posts data in the background.
- VAT detection: VAT amounts are automatically recognised and the appropriate VAT code is applied.
- Reduced bookkeeping effort: Spend less time coding receipts and more time on higher-value work.
System requirements
- A Xero account to connect PixieBooks.
- A device with WhatsApp installed, so you can send PixieBooks photos of your receipts.
- A reliable internet connection to send and receive data.
- Optional: access to email as an alternative way to send receipts.
Supported platforms
PixieBooks currently integrates with Xero. Future updates will expand support to additional accounting platforms.
To stay informed about new features and updates, subscribe to our newsletter at pixiebooks.com/newsletter or follow us on social media at @pixiebooksbybluefruitlabs.
Xero: Full Set-Up Guide
This guide walks you through setting up your PixieBooks account and the three ways you can submit receipts: WhatsApp, Email, and directly within Xero.
If you prefer video, you can watch the full 4-minute tutorial, or follow the steps below:
Step 1: Sign in to PixieBooks
- Go to pixiebooks.com and click Sign In.
- Log in with your Xero account and click Allow access.
- Choose your organisation from the dropdown and click Allow access again.
If you don’t have a Xero account:
Share this guide or the video with your accountant and ask them to set up PixieBooks for you.
If you don’t have the correct Xero permissions:
Ask your organisation administrator to complete the Xero connection step.
Step 2: Add your phone number
- Enter your mobile number and click Get Started.
Step 3: Send receipts via WhatsApp
- Take a photo of a receipt.
- Send it to PixieBooks on WhatsApp.
- Wait for the two blue ticks — this confirms PixieBooks has received it.
- You’ll get a message back showing a clear summary of the receipt, including the correct tax code.
Step 4: Review bills in Xero
- Go to xero.com and select your organisation.
- Navigate to Purchases > Bills > Awaiting Approval.
- Refresh the page if needed — your bills will appear here ready to approve.
Step 1: Sign in to PixieBooks
- Visit pixiebooks.com, click Sign In, log in with Xero, and connect your organisation.
- When you reach the Add your number page, you can add your phone number or click Get Started to continue without WhatsApp.
Step 2: Find your Xero forwarding email address
In a new tab:
- Log in to Xero and select your organisation.
- Go to Purchases > Bills.
- Click the green New Bill button.
- Click Copy your forwarding email address.
This email address is unique to your organisation. Anyone with it can send bills into your account, so keep it secure.
Step 3: Email your bills
- Forward emails directly to your Xero forwarding address, or
- Send a new email with receipts attached from your computer.
- You can attach multiple receipts in a single email.
Step 4: Review in Xero
- Return to Awaiting Approval in Xero, refresh if needed, and your bills will appear ready to review.
Xero
Step 1: Sign in to PixieBooks
- Go to pixiebooks.com, click Sign In, log in with Xero, and connect your organisation.
- On the Add your number page, link WhatsApp or click Get Started to continue without it.
Step 2: Upload bills inside Xero
- Log in to xero.com and select your organisation.
- Navigate to Purchases > Bills.
- Click the green New Bill button.
- Select Upload bills.
- Drag and drop files or click Select files to upload from your computer.
- Open and upload the files.
Step 3: Review in Xero
- Go to Awaiting Approval, refresh if needed, and you’ll see your bills ready to approve.
From your dashboard, you can create smart, plain-English rules for PixieBooks to follow. Click here to learn more.
And that’s it!
You now know the three easiest ways to submit bills to Xero using PixieBooks.
If you need help at any point, feel free to reach out at [email protected].
Google Sheets: Set-Up Guide
Watch this video (2 mins) to see how easy it is to set up PixieBooks for Google Sheets and send receipts via WhatsApp:
Or follow the steps below:
Step 1: Visit PixieBooks
- Go to pixiebooks.com and click Sign In.
- Select Sheets to begin the setup.
Step 2: Connect PixieBooks to Google
- Log in with your Google account.
- Click Continue to connect your Google account.
- Click Continue again to connect your Google Drive.
Step 3: Add Your Organisation
- Type your organisation name into the field provided.
- Click Add, then click Continue.
Step 4: Link Your Phone Number
- Enter your mobile phone number to connect WhatsApp.
Step 5: Send Receipts via WhatsApp
- Take a picture of your receipt.
- Send it to PixieBooks on WhatsApp.
- Wait for the two blue ticks to confirm it’s been received.
- Moments later, you’ll receive a clear summary of the receipt data, including the automatically selected tax code.
Step 6: Review Receipts in Sheets
- Log in to docs.google.com/spreadsheets or search for Google Sheets.
- Open the new spreadsheet called “PixieBooks”.
- Go to the Receipts tab to view all the bills you’ve submitted.
And that’s it!
Your receipts now flow directly into Google Sheets through PixieBooks — keeping your bookkeeping simple, accurate, and organised.
If you need help at any point, feel free to reach out at [email protected].
FAQs
What accounting software is PixieBooks compatible with?
PixieBooks is currently only compatible with Xero. Other accounting software platforms are in our scope for future development.
Do I need a Xero account to use PixieBooks?
Yes. PixieBooks connects directly to Xero. If you don’t have access to your Xero account, ask your accountant to set up PixieBooks for you. If you’re not sure whether your accounts are handled on Xero, your accountant will be able to confirm.
Can I cancel my subscription?
Yes. If you are unhappy with PixieBooks for any reason, you can cancel your subscription at app.pixiebooks.com.
- In the PixieBooks dashboard, click Manage subscription.
- This will take you to Xero, where you can cancel your subscription.
What if I don’t have access to my Xero account?
If you don’t have access to your Xero account, you can still use PixieBooks, but you won’t be able to set up or manage the connection yourself. You’ll need to ask your accountant or Xero account holder to:
- Set up PixieBooks for your organisation, and then send you an invite link so you can add your phone number for WhatsApp submissions, or
- Send you the unique email address you can use to submit bills via email.
I don’t have the correct permissions to connect my business’s Xero organisation to PixieBooks, what do I do?
If you can log into your business’s Xero account but don’t have the permissions required to connect your organisation to PixieBooks, ask your Xero account administrator to complete the first part of the set-up. Once they have connected the Xero account and selected your organisation, you can take over and complete the remaining steps by either:
- Adding your mobile number for WhatsApp receipt submission, or
- Retrieving your organisation’s forwarding email address for email-based receipt submission.
How do I disconnect from Xero?
You can disconnect from Xero within PixieBooks by selecting the Disconnect from Xero button next to the organisation you want to disconnect. Alternatively, you can also visit apps.xero.com/uk/connected and click the Disconnect button next to PixieBooks.
How do payment processing fees appear in Xero?
Your PixieBooks subscription is included as part of your Xero subscription and is charged monthly.
How can I see what transactions have been processed by PixieBooks?
Open WhatsApp and navigate to your PixieBooks chat. You’ll find a list of transactions there, displayed as they are processed in real time.
When and how does data sync occur?
Data syncing is triggered when you upload a receipt to WhatsApp. PixieBooks then processes the receipt and creates a bill in Xero under Awaiting Approval. This happens automatically—there’s no need for manual syncing or additional settings.
How can I see if a client has submitted a receipt?
Look in Xero. Any submitted receipts will appear there. WhatsApp will inform users whether or not a receipt has successfully been received. Two blue ticks (✓✓) confirm that PixieBooks has received the receipt successfully.
Troubleshooting
Troubleshooting flow
If you’re running into any issues with PixieBooks, here’s a quick walkthrough of the steps we’ll normally ask you to try first.
Watch this video (2 mins), or follow the instructions below:
Step 1 — Check your permissions in Xero
Go to xero.com, open the organisation dropdown, and go to Settings → Users.
Once you’re on the Users page, take note of your access level:
- If you can’t view the Users page at all, your role is Read only or Invoice only.
- If you can see the Users page, note whether your role is Advisor or Standard.
- Also check whether you’re able to click into your own profile and make changes — that helps confirm your exact permission level.
Step 2 — Fully disconnect and reconnect
Head to your PixieBooks dashboard at app.pixiebooks.com.
- Disconnect your phone number.
- Disconnect your organisation.
- Next, go to xero.com.
Open the organisation dropdown, then go to Settings → Connected apps.
If you discovered in Step 1 that your access level is Read only or Invoice only, you won’t be able to access this page — so just skip this part.
- You should no longer see PixieBooks listed here.
- If you do still see it, just disconnect it from this page.
- Return to app.pixiebooks.com, refresh the page, and click Connect Organisation to reconnect everything.
- Once that’s done, re-add your phone number.
- Finally, go back to your Xero tab in Connected apps, and refresh the page — you should see PixieBooks listed there again.
If after disconnecting and reconnecting you’re still having trouble, contact us at [email protected]. Send us a short description of the issue and your Xero access level, and we’ll take it from there.
Sign Up Issues
Possible Causes:
- No Xero account.
- Using the wrong Xero account.
Solution:
Create a Xero account at xero.com/signup, then follow the instructions in this user manual under Setting Up Your Account with Xero.
If you signed up to PixieBooks using the wrong Xero account, go to app.pixiebooks.com and sign into the Xero account you signed up with, then select Disconnect from Xero. Once disconnected, you can select Reconnect existing or connect new Xero organisation to link the correct Xero account.
Email Issues
Possible Causes:
- Using the wrong email address.
- Emails incorrectly classified as spam.
Solution:
Verify that the email address used matches your PixieBooks and Xero account settings at identity.xero.com/account.
Check your spam or junk folder for any misplaced emails.
WhatsApp Issues
Possible Causes:
- Using an incorrect phone number or format during sign-up.
- Sending messages to the wrong PixieBooks number.
- WhatsApp connectivity problems.
Solution:
Sign in on app.pixiebooks.com and verify that your phone number is added correctly, including the country code. If incorrect, remove it and add it again.
Ensure you are messaging the designated PixieBooks WhatsApp number — the same number that sent your confirmation message during sign-up.
Check your internet connection and retry sending the receipt.
Receipts Not Appearing in Xero
Possible Causes:
- Integration issues between PixieBooks and Xero.
- Receipts still processing or stuck in draft.
- Currency not enabled in Xero.
Solution:
Verify that PixieBooks is connected to your Xero account at apps.xero.com/connected. Also ensure your organisations appear correctly at app.pixiebooks.com.
Check Xero for drafts under Business > Bills to pay. If drafts exist, open them, review History & Notes for errors, and approve as needed.
Ensure required currencies are enabled in Xero under Settings > Currencies. Add any missing currencies, then resend the receipt.
For persistent issues, disconnect and reconnect PixieBooks from Xero through app.pixiebooks.com.
Receipts with Errors
Possible Causes:
- Poor quality photos.
- Receipts missing key information.
- AI misinterpreted descriptions or VAT codes.
Solution:
Ensure the photo is clear, legible, and contains the full receipt. Retake the photo if necessary.
If a receipt is missing information, it may appear in Draft in Xero. Review it in Business > Bills to pay > Draft, make changes, and approve.
If PixieBooks misinterprets descriptions or VAT codes, adjust them manually and report recurring issues to [email protected].
While AI minimises errors, occasional inaccuracies do occur. Always review receipts before final approval.
Contacting Support
If you encounter issues that cannot be resolved through this troubleshooting guide or would like to report a PixieBooks error, please email us at [email protected].
