Manage multiple organisations from one PixieBooks dashboard

If you use more than one Xero account, switching between them can quickly become frustrating — especially if PixieBooks is set up on organisations across both accounts.

Watch this video (2 mins) to see how to bring all your organisations into one PixieBooks dashboard, so you can manage everything in one place without constantly logging in and out:

Or follow the steps below:

Step 1: Log in to your first Xero account

In Xero, open the organisation dropdown in the top left.
Click Settings, then select Users.

Here you’ll see everyone who has access to this organisation.

Step 2: Invite your other Xero account

Click Invite a user.
Enter the email address used by your other Xero account (we’ll call this Account B).

Now set the permissions carefully — this part is important.

Required permissions

Make sure both of the following are selected:

Projects → Access set to Standard or Admin
Business and accounting → Access set to Advisor or Standard

Important:
If either of these permissions are missing, the organisation will be greyed out and marked “More permission required” when you try to connect it.

Once everything is set, click Send invite.

If Account A has multiple organisations, repeat these steps for each one.

Step 3: Accept the invitations

Check the inbox for Account B.

You’ll receive one email for each organisation you were invited to. Open each email and click
Accept invitation.

Step 4: Connect the organisations in PixieBooks

Now:

Log out of xero.com.
Log out of app.pixiebooks.com (if it is open in your browser).

(Do this in that order.)

Go to app.pixiebooks.com and log in using Account B.
Click Connect organisation.
Select the organisation from Account A and click Allow access.

Repeat this step for each organisation you want to connect.

All done

You’ll now see all your organisations in a single PixieBooks dashboard, with access to connected
phone numbers and receipt rules in one place.

Recommended:
For maximum flexibility, repeat this process in reverse — log into Account B on Xero and invite Account A to each organisation.

That way, no matter which Xero account you sign in with, you’ll always be able to access all your organisations in PixieBooks.

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].