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

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].