Timesheets to Xero Payroll as draft timesheets
Connect Xero once, link each person to their Xero employee and each kind of hours to an earnings rate. On pay day, send approved hours as draft timesheets to review and pay in Xero.
How it works
Connect Xero
Payroll → Exports → Xero Payroll → Connect Xero, then sign in to Xero and allow access. With several organisations, pick the one this workspace uses.
Link your people
Link people with the same email in one tap, confirm suggested matches, or pick their Xero employee by hand. Never matched by name alone.
Pick earnings rates
Each kind of hours (Ordinary, Overtime, Saturday…) goes to one of your Xero earnings rates. Add tracking (a job or cost centre) if your Xero payroll uses it.
Send on pay day
Send to Xero → pay periods ending by a day. Each person's own Xero pay calendar decides their period. The check lists anything Xero would refuse, with the fix.
Review and pay in Xero
Each person gets a draft timesheet. Review it and run your pay run in Xero as usual.
What it does
- Writes draft timesheets only; an existing draft is replaced with the current hours.
- Reads your employees, earnings rates, pay calendars and timesheet tracking.
- Keeps every send in History: who, when, and Xero's reason for anything it refused.
- Says when Xero has already paid a period, and which period it will take next.
What it doesn't do
- Never changes employees, rates, calendars or pay runs, and never approves anything in Xero.
- Doesn't send leave: Vaultime lists approved leave for you to enter in Xero.
- Doesn't calculate pay: Xero does, from the hours and your earnings rates.
- Tested with Xero Payroll for Australia; New Zealand and the UK are being tested.
Questions
Does Vaultime approve timesheets in Xero?
No. It sends drafts; you review and approve them in Xero. An approved timesheet is never changed.
When should I 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.
Who can connect Xero?
The workspace's Owner, or someone they give payroll set-up access to. Anyone with export access can send.
How-to guides
Xero Payroll is a trademark of its owner. Vaultime isn't affiliated with or endorsed by it.
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