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 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
support@pixiebooks.com 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 support@pixiebooks.com.