Step-by-step: Send receipts to Xero via email

Watch this quick video (2 mins) to see how easy it is to email your receipts and invoices directly into Xero:


Or follow the steps below:

Step 1: Visit PixieBooks

Step 2: Connect PixieBooks to Xero

  • Log in to your Xero account when prompted.
  • Select Allow Access to integrate PixieBooks with Xero.

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

Step 3: Get Your Xero Email

  • In Xero, go to Purchases > Bills.
  • Click the green New Bill button.
  • Select Copy your forwarding email address.

Step 4: Send Receipts & Invoices

  • Send receipts and invoices to your Xero email address.
  • You can attach multiple receipts or invoices in a single email.

Pro Tip: Forward email invoices you’ve received directly to your Xero bill-entry email — quick and easy.

Step 5: Submission Tips

  • Attach files directly from your computer.
  • Avoid sending cloud storage links — Xero accepts only direct attachments.
  • You can include up to 10 attachments per email.

Step 6: Review Receipts

  • Log in to Xero and go to Business > Bills to Pay.
  • Refresh the page to review your uploaded receipts and invoices.

That’s it! Your receipts and invoices will now flow seamlessly into Xero, making your bookkeeping smoother, faster, and more accurate.

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].