Step-by-step: Send receipts to Xero with WhatsApp

Watch this quick video (2 mins) to see how easy it is to send your receipts directly to Xero using WhatsApp:


Or follow the steps below:

Step 1: Visit PixieBooks

Step 2: Connect PixieBooks to Xero

  • Log in to your existing Xero account, or create a new one if needed.
  • Click Allow Access to connect PixieBooks and Xero.

From your dashboard, you can create smart, plain-English rules for PixieBooks to follow. Click here to learn more.

Step 3: Link Your Phone Number

  • Enter your mobile phone number to link your WhatsApp account.

Step 4: Send Receipts via WhatsApp

  • Send your receipts directly through WhatsApp to PixieBooks.
  • Look for two blue ticks indicating successful receipt.
  • You’ll receive a confirmation message for each submission.

Pro Tip: Submit receipts while you’re still in the shop — WhatsApp makes it instant.

Step 5: Confirm Receipts in Xero

  • Open Xero and go to Purchases > Bills.
  • Refresh the page to see your uploaded receipts.

That’s it! Your bookkeeping is now simpler, quicker, and fully integrated between WhatsApp and Xero.

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].