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

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].