Send receipts to QuickBooks using PixieBooks for Google Sheets

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
  1. Click Next, then Start import.
  2. 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.

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].