Introduction

Welcome to PixieBooks – your AI-powered companion for processing receipts.
PixieBooks helps you stay on top of your bookkeeping and save time by automatically handling your receipts. Using advanced AI, PixieBooks processes receipts sent via email or WhatsApp and works with Xero to identify item descriptions, amounts, dates, and VAT.

PixieBooks also offers a Google Sheets integration, currently in beta, which allows receipts to be submitted via WhatsApp and stored directly in Google Sheets.

Key features

  • Automatic receipt processing: Capture your receipts and send them to PixieBooks – the AI reads and codes them for you.
  • Smart receipt rules: Create simple, plain-English prompts and PixieBooks automatically applies them to future receipts. Click here to learn more.
  • Integration with Xero: PixieBooks connects directly to your Xero organisation and posts data in the background.
  • VAT detection: VAT amounts are automatically recognised and the appropriate VAT code is applied.
  • Reduced bookkeeping effort: Spend less time coding receipts and more time on higher-value work.

System requirements

  • A Xero account to connect PixieBooks.
  • A Google account to use our Sheets version (beta).
  • A device with WhatsApp installed, so you can send PixieBooks photos of your receipts.
  • A reliable internet connection to send and receive data.
  • Optional: access to email as an alternative way to send receipts.

Permission requirements

Xero

To connect PixieBooks to a Xero organisation, the following permissions are required:

  • Projects → Access set to Standard or Admin
  • Business and accounting → Access set to Advisor or Standard
Google Sheets
  • Personal Google account: No additional permissions are required.
  • Google Workspace account: The account must not be Cloud Identity Free. Storage access is required in order to open and use the PixieBooks template.

Supported platforms

PixieBooks currently integrates with Xero and Google Sheets. Future updates will expand support to additional accounting platforms.

To stay informed about new features and updates, subscribe to our newsletter at
pixiebooks.com/newsletter
or follow us on social media at @pixiebooksbybluefruitlabs.

FAQs

How can I see if a receipt has been submitted?

When a receipt is submitted successfully, WhatsApp will show two blue ticks (✓✓), confirming PixieBooks has received it.

You can also confirm submission by checking Xero. Any successfully processed receipts will appear as bills under
Purchases > Bills > Awaiting Approval.

If a receipt doesn’t appear, it may still be processing or may require review. Refresh Xero or check the WhatsApp confirmation message for details.

When and how does data sync occur?

Data syncing happens automatically whenever a receipt is submitted to PixieBooks.

As soon as a receipt is received via WhatsApp or email, PixieBooks processes it and creates a bill in Xero under
Awaiting Approval.

There’s no manual sync button and no additional setup required. If a bill doesn’t appear straight away, refresh Xero and allow a short period for processing.

How can I see what transactions have been processed by PixieBooks?

PixieBooks shows receipt activity in real time.

Open WhatsApp and go to your PixieBooks chat to see confirmation messages for each receipt you’ve sent. Each message reflects the current processing status.

You can also view processed receipts directly in Xero. Submitted receipts will appear as bills under
Purchases > Bills > Awaiting Approval.

How do payment processing fees appear in Xero?

Payment processing fees are handled within Xero and may appear as separate line items or adjustments, depending on your organisation’s setup and accounting preferences.

PixieBooks does not alter how these fees are recorded — it simply submits receipt data into Xero for review.

If you’re unsure how fees should be treated in your accounts, we recommend checking with your accountant or bookkeeper for advice specific to your setup.

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 support@pixiebooks.com.