PixieBooks Prompts


PixieBooks Prompts allows you to create simple, plain-English rules for how different receipts should be handled.

To add a rule, in the PixieBooks dashboard just click Add Rule, type what you want to happen, and click Save Rule.

For example:

“Phone bills go under Subscriptions.
Additional phone bill costs go under Telephone & Internet.”

Now, next time a phone bill comes in, PixieBooks will automatically apply this rule — sending phone bills to Subscriptions and any extra charges straight to Telephone & Internet.

And that’s it! Smart, simple automation built right into PixieBooks — keeping your bookkeeping consistent with minimal effort.

Need ideas for rules?

Here are a few examples to help you get started:

Receipts from your local coffee shop could be recognised under your refreshments tax code. For example:

  • Coffee purchased from Copperhouse Coffee is categorised as Refreshments.
  • Coffee from other venues falls under Drawings.

Where a supplier payment exceeds a certain value, it may need to be capitalised. For example:

  • Items from Currys PC World totalling more than £500 should be posted to IT Equipment.
  • Items totalling less than £500 should be posted to Computer Expenses.

Some suppliers charge both monthly subscription fees and pay-as-you-go usage, where each needs a different code. For example:

  • If the Vodafone invoice line refers to the subscription (“subscription”, “monthly plan”, “membership”), post it to Software Subscriptions.
  • If the invoice line refers to usage (“usage”, “pay as you go”, “top-up”, “extra units”), post it to Usage-Based Charges.

Have a play around! See what PixieBooks is capable of and how you can make your life just that little bit easier!

FAQs

How do I disconnect from Xero?

You can disconnect PixieBooks from Xero directly from your PixieBooks dashboard.

Sign in at app.pixiebooks.com, locate the organisation you want to manage, and select Disconnect from Xero. You’ll be asked to confirm before the connection is removed.

If you’re unable to find the disconnect option, or the connection doesn’t remove as expected, contact us at
[email protected] and we’ll help you resolve it.

I don’t have the correct permissions to connect my Xero organisation

If you can log into your business’s Xero account but don’t have the permissions required to connect your organisation to PixieBooks, you’ll need to ask your Xero account administrator to complete the first part of the setup.

Once they’ve connected the Xero account and selected your organisation, you’ll need to ask them to either:

Once PixieBooks is connected to your organisation, you’ll be able to log into the PixieBooks dashboard with your Xero account at app.pixiebooks.com to view your account and manage your subscription.

Send this link to your accountant or organisation administrator so they can read the step-by-step instructions or follow along with the video:

PixieBooks for Xero set up guides

What if I don’t have access to my Xero account?

If you don’t have access to your Xero account, you can still use PixieBooks, but you won’t be able to set up or manage the connection yourself.

You’ll need to ask your accountant or Xero organisation administrator to either:

Send this link to your accountant or organisation administrator so they can read the step-by-step instructions or follow along with the video:

PixieBooks for Xero set up guides

Can I cancel my subscription? 

Yes. If you’re unhappy with PixieBooks for any reason, you can cancel your subscription via the PixieBooks dashboard.

  1. Sign in at app.pixiebooks.com.
  2. Click Manage subscription.
  3. If you subscribed before we moved to Stripe, you’ll be taken to Xero, where you can cancel your subscription.
    If you subscribed after the move to Stripe, you’ll be taken to Stripe, where you can manage your subscription.

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].