This guide shows you how to use PixieBooks for Google Sheets alongside QuickBooks — from signing up to importing your receipts.

Step 1: Sign up to PixieBooks for Google Sheets

1. Go to pixiebooks.com and click Sign In.
2. Select Sheets.
3. Log in with your Google account.
4. Click Continue to connect your Google account.
5. Click Continue again to connect your Google Drive.
6. Enter your organisation name, click Add, then click Continue.
7. Add your phone number to connect WhatsApp.

You’re now ready to start using PixieBooks.

Step 2: Match your Chart of Accounts

Before sending receipts, copy your chart of accounts into PixieBooks so the account names match when you import into QuickBooks.

1. In QuickBooks, go to Settings > Chart of accounts.
2. Click Run report, then Export to Google Sheets.
3. In the exported sheet titled Account List, copy the account names.
4. Paste them into the Accounts tab in your PixieBooks Google Sheet.

Step 3: Match your suppliers

Next, copy your supplier list into PixieBooks.

1. In QuickBooks, go to Expenses > Suppliers.
2. Click Export.
3. In Google Drive, select New > File upload.
4. Upload the Suppliers.xls file from your downloads.
5. Go to My Drive.
6. Right-click the uploaded file and select Open with > Google Sheets.
7. Copy the supplier list.
8. Paste it into the Contacts tab in your PixieBooks Google Sheet.

Step 4: Send receipts

• Take photos of your receipts.
• Send them to PixieBooks via WhatsApp.
• Each receipt will appear automatically in the Receipts tab of your PixieBooks Google Sheet.

Step 5: Import receipts into QuickBooks

Export from Google Sheets

1. In your PixieBooks Google Sheet, open the Receipts tab.
2. Click File > Download > CSV.

Import into QuickBooks

1. In QuickBooks, go to Settings > Tools > Import data.
2. Select Bills.
3. Click Browse, upload PixieBooks – Receipts.csv, then click Open.
4. Tick the confirmation box and click Next.

Column mapping

Match the columns as follows:

• Bill No → Receipt ID
• Supplier → Contact Name
• Bill Date → Date
  • Format → YYYY-M-D
• Due Date → Due Date
• Account → Account Name
• Line Description → Description
• Line Amount → Total Including VAT

5. Click Next, then Start import.
6. Once the import completes, click OK.

Return to Expenses in QuickBooks — you’ll now see all your imported receipts.

Recommended: Avoid duplicate imports

To prevent importing the same receipts more than once:

1. In your PixieBooks Google Sheet, duplicate the Receipts tab.
2. Rename the copied tab Filed receipts.
3. After importing into QuickBooks, cut and paste the imported rows from Receipts into Filed receipts.
4. Clear the Receipts tab before sending new receipts with PixieBooks.

This keeps your data organised and helps avoid duplicate imports.