Getting started
- Create your account at docs.ginkgopro.co.uk/register — with your email, Google, Apple, or the Sign up with Xero button.
- Enter your company details to create your organisation.
- Connect Xero from the Connection page. You'll log into Xero and approve access; GO Docs then automatically pulls your company logo, chart of accounts, contacts and tax rates. This takes under a minute.
- Pick your favourites — on the Connection page, tick the account categories and VAT rates you actually use. Only those appear in the dropdowns when you review receipts, keeping them short.
- Capture your first receipt from the home page.
The getting-started checklist on your home page tracks these steps and links to each one.
What GO Docs can access in Xero
GO Docs requests the minimum: your organisation settings (chart of accounts, tax rates, tracking categories — read only), contacts, the ability to create bills and spend-money transactions, and to attach receipt files to them. GO Docs never touches payroll, reports, banking or anything else.
Disconnecting Xero
Go to the Connection page and choose disconnect. This stops all syncing immediately. You can also remove GO Docs from inside Xero under Settings → Connected apps. Reconnecting later is the same one-click flow.
Capturing receipts
Three ways in
- Snap it: on your phone, tap Take Photo — the camera opens and the photo becomes a receipt.
- Upload it: drag photos or PDFs onto the home page (desktop), or use Upload Photo / Upload PDF. Drop a whole stack at once — every file becomes its own receipt.
- Email it: your organisation has a unique email-in address (shown on the Connection page, with a copy button). Forward any supplier email there — each PDF, JPG or PNG attachment becomes a receipt automatically. Great for setting up an auto-forward rule in your inbox.
After capture, GO Docs reads the receipt and extracts the supplier, date, amounts, VAT and every line item. Receipts land on your home page marked Needs Review.
Reviewing & categorising
Open a receipt to review what was extracted. You can correct anything before it goes to Xero:
- Supplier — matched to your Xero contacts where possible; link it manually if not.
- Line items — each line has its own description, quantity, price, category and VAT rate. Add lines, remove lines, or combine everything into one line.
- Categories & VAT — dropdowns show only the favourites you ticked. Picking a category auto-fills that account's default VAT rate.
- Billable to a client — optionally mark lines as billable to one of your Xero customer contacts.
- Supplier memory — once you've approved a receipt, GO Docs remembers that supplier's categories, VAT rates and billable settings and pre-fills them next time.
Choose the transaction type — Already Paid (posts as spend money from a bank account you pick) or Bill (Pay Later) (posts as a bill) — then Save & Approve.
GO Docs checks that your line totals add up to the receipt total before posting, and always posts a transaction that matches the receipt to the penny.
Syncing to Xero
- Approved receipts post to Xero as a draft bill or a spend money transaction, with the correct contact, line categories and VAT.
- The original receipt image or PDF is attached to the Xero transaction, so your source documents live with your records (handy for HMRC digital record-keeping).
- Bills arrive in Xero as drafts for you to approve there — a final safety net.
- If a post fails, the receipt shows the error and a Retry Post to Xero button. Fix what it mentions (usually a missing VAT rate or account) and retry.
Plans & billing
- Free: 10 receipts per calendar month, full features — line extraction, Xero sync, attachments, email-in.
- GO Docs Pro: 100 receipts per month — £5/month or £50/year (2 months free). Prices exclude VAT.
Your usage banner on the home page shows how many receipts you've used this month. Upgrade from there or via Billing in the account menu. Payments are handled securely by Stripe; we never see your card details.
Managing or cancelling your subscription
Billing page → Manage subscription opens your Stripe customer portal, where you can update your card, switch plans, download invoices, or cancel. If you cancel, you keep Pro until the end of the period you've paid for, then return to the Free plan — your data stays put.
Your account & data
- Delete a receipt: open the receipt and use Delete receipt.
- Disconnect Xero: Connection page, any time.
- Delete your account: account menu (top right) → Delete account. This removes your access to the app.
- Privacy: see our Privacy Policy and Terms of Use.
Troubleshooting
My receipt didn't extract properly
Faded thermal paper and crumpled receipts challenge any reader. Open the receipt and correct the fields — everything is editable before it posts. Retaking the photo flat, in good light, usually fixes it.
Posting to Xero failed
The receipt shows the exact reason under the retry button. The most common causes are a line without a VAT rate, or a category that can't take the VAT type selected. Adjust and hit Retry Post to Xero.
My emailed receipt hasn't appeared
Check the attachment is a PDF, JPG or PNG, and that you sent it to the exact address on your Connection page. Allow a minute or two. If you're at your monthly receipt limit, new receipts are held until you upgrade or the month resets.
Xero connection expired
Connections occasionally need re-authorising. Go to the Connection page and reconnect — one click if you're signed in to Xero.
I can't log in
Use Forgot password on the login page. If you signed up with Google, Apple or Xero, use that same button to log in.
