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

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 support@pixiebooks.com.