Xero Payroll
Send approved hours straight into Xero Payroll (Australia, New Zealand, UK) as Draft timesheets, to review and pay in Xero.
Before you start, in Xero: payroll must be set up in the organisation (open Payroll → Employees once and finish Xero's set-up), and each employee needs a pay calendar (Employment tab) and their earnings rates on their pay template.
Connect (the Owner or Set up access; in a browser): Payroll → Exports → Xero Payroll → Connect Xero, sign in to Xero and allow access. With several organisations, pick which one this workspace uses. Vaultime reads your employees, earnings rates, pay calendars and timesheet tracking, and writes Draft timesheets only. It never changes employees, rates, calendars or pay runs, and never approves anything.
Set up:
- People: each person is linked once to their Xero employee: Link those with the same email, confirm a suggested name (Jake Smith ↔ Jacob Smith?), or Pick their Xero employee by hand. In the UK you can also match by Xero's employee number held in a field. Never by name alone; two people can't be one employee. Every link is in the Audit log.
- Earnings rates: each hour kind picks one of your Xero earnings rates. Fixed-amount rates take no hours, so they aren't offered.
- Tracking (if Xero's payroll settings have a timesheet tracking category, such as Job or Cost centre): pick where each hour's value comes from (a field, with First filled of). Values match options by name; match others by hand.
Send: Send to Xero → Pay periods ending by a day. Each person's own Xero pay calendar decides their period (weekly and fortnightly staff together). The check adds Xero's problems (not linked, terminated in Xero, no pay calendar, no earnings rate, no tracking option, a period Xero has already paid) with their fixes. Send makes a Draft per person; an existing Draft is replaced with the current hours; an Approved one is left alone (change it in Xero). Results are kept in History: green when every timesheet went, amber when some didn't, red when none did, with Xero's reason for each.
When to send: after a pay period ends and before you run its pay run in Xero. Xero doesn't take timesheets for a period it has already paid; the check says so (Xero has already paid … Its next pay period is …). Changed calendars or employees in Xero? Tap ↻ in Set up first.
Leave isn't sent: Xero takes leave as leave applications, which would need permission to change employees. The check lists approved leave to enter in Xero, and you can download the list.
Disconnect stops sending and forgets Xero's sign-in; links and earnings rates are kept. If the connection lapses, the card asks you to Sign in again.