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

Log in to one of your Xero accounts — we’ll call this Account A.

  • 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:

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

(Do this in that order.)

Next:

  • 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

Do I need a Xero account to use PixieBooks? 

If you’re using PixieBooks for Xero, then yes — PixieBooks connects directly to your Xero account, so access to this account is required.

If you don’t have access to your Xero account, ask your accountant to set up PixieBooks for you. If you’re unsure whether your accounts are handled on Xero, your accountant will be able to confirm.

Don’t use Xero? You can still use PixieBooks with Google Sheets.
Learn more about PixieBooks for Google Sheets.

What accounting software is PixieBooks compatible with?

PixieBooks integrates directly with Xero and Google Sheets.

If you’re using another accounting platform, you can export your data via Google Sheets and import it into your accounting software. You may need to format the data to match your software’s import requirements. Support for additional direct integrations may be added in the future.

Something went wrong when adding your phone number

This issue can occur when you’re creating a new organisation in PixieBooks and your phone number is still connected to a different organisation.

Why this happens

A phone number can only be linked to one PixieBooks organisation at a time.

If you create a new organisation using a different Xero account and try to add your phone number before removing it from the previous organisation, PixieBooks won’t be able to complete the setup. When this happens, you may be taken to a “Something went wrong” page.

What to do instead

If your phone number is already connected to another organisation:

  1. When you reach the Add your number step, skip this step for now.
  2. Complete the rest of the setup without adding your phone number.

You can add your phone number later once it’s been removed from the other organisation.

How to get back to your dashboard

If you’re taken to the “Something went wrong” page:

  1. Open a new browser tab.
  2. Go to app.pixiebooks.com.
  3. You’ll be taken directly to your PixieBooks dashboard.

From there, you can manage your organisations and phone number connections.

Need to move your phone number?

To use the same phone number with a new organisation, first remove it from the existing organisation in your PixieBooks dashboard. Once it’s been disconnected, you’ll be able to add it to the new organisation without any issues.

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].