Step-by-step: Send receipts to Xero with WhatsApp

Watch this quick video (2 mins) to see how easy it is to send your receipts directly to Xero using WhatsApp:


Or follow the steps below:

Step 1: Visit PixieBooks

Step 2: Connect PixieBooks to Xero

  • Log in to your existing Xero account, or create a new one if needed.
  • Click Allow Access to connect PixieBooks and Xero.

From your dashboard, you can create smart, plain-English rules for PixieBooks to follow. Click here to learn more.

Step 3: Link Your Phone Number

  • Enter your mobile phone number to link your WhatsApp account.

Step 4: Send Receipts via WhatsApp

  • Send your receipts directly through WhatsApp to PixieBooks.
  • Look for two blue ticks indicating successful receipt.
  • You’ll receive a confirmation message for each submission.

Pro Tip: Submit receipts while you’re still in the shop — WhatsApp makes it instant.

Step 5: Confirm Receipts in Xero

  • Open Xero and go to Purchases > Bills.
  • Refresh the page to see your uploaded receipts.

That’s it! Your bookkeeping is now simpler, quicker, and fully integrated between WhatsApp and Xero.

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].