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Xero payroll integration (UK)
Xero integration — Payroll report overview
Xero integration — Payroll report overview

Learn aspects of the Xero payroll report before synchronising your Planday data with Xero

Maud avatar
Written by Maud
Updated over a week ago

🎯 This article is for admins with an existing Xero integration with Planday.

Set up Xero Payroll if you have not done so already.

Before synchronising your Planday payroll data with Xero, please consider reviewing the following points to ensure that the correct information is sent for your employees to be paid accurately.

Create a report preview

To create a report preview, navigate to the Xero payroll overview page by going to Payroll > Xero Payroll.

What is included in the report?

Please enter all the necessary parameters at the top of the screen, and press the Create report preview button.

Remember: If you can’t select your desired Pay Run, make sure to create a Draft Pay Run in Xero first. Read more about this at Xero Central.

You will see a list of all the employees that match the criteria, set by filtering for Departments, shift status, Employee types and Employee groups.

The list will show employees by their first name and last name.

Check that you are looking at the correct Pay period and that all your employees are included in the preview. Use the Filters to select all shifts if you haven't approved all shifts but wish to send them over to Xero anyways.

View a summary of an employee's worked hours

You can click on one of the employees to get a complete detail of their worked hours.

Employee summary

Here you can see an overview of how many hours this particular employee has worked and the breakdown of these hours.

Pay item

Under Pay item, you will be able to see the name of the pay items these hours correspond to, for instance, Late shift, Regular hours, Annual leave (paid), etc. and how many units (hours) each were scheduled for.


Under Type, you’ll be able to see the types of hours these pay items correspond to, for example, Supplement, Absence, etc.

View a detailed breakdown of all units

Under Show shift details, you'll get an even more detailed overview of the above subcategories.

Here you can see the specific date, time of day, position or job role, and the number of hours worked on any given shift.

1. Handling of Leave types

Leave type is where the leave requests made by employees and approved by admins will be shown. The holiday can be recorded by using shift types in Planday. You can set up a shift type in your Planday organisation and call it Holiday - Xero or use an existing shift type.

Note: Planday will only send the date range of holidays taken to Xero, as we cannot currently send the hours or days of holidays or their monetary value. Therefore, any payments, balances and accrual will be managed within Xero.

2. Handling of overtime

In Planday, you can use a shift type to mark hours as overtime. This shift type will need to be mapped with the equivalent Xero pay item under Settings > Integrations > Overview > Xero Set up > Payroll. Read more how to map your earning rates in Planday with their equivalent pay items in Xero in Sync payroll data. For Xero overtime earnings, choose the following:

  • Rate per hour (regular earnings)

  • Multiple of employee's regular earnings (i.e. time and a half 1.5x)

3. Handling of breaks

Both Unpaid and Paid breaks are included in this detailed overview. However, Paid breaks are included as part of the Regular hours units, while unpaid breaks are excluded from the calculations. While both Unpaid and Paid breaks show as ‘0.5’, the Unpaid break will not be sent to Xero, but the Paid break will be included in the total units of Regular hours or overtime rates if Paid breaks are applied during this period.

Tip: This overview is explicitly made for Xero admins. In Planday, you can create a more generic payroll report under Payroll > Payroll export. However, the generic and Xero payroll reports should not be used to compare each other as the breakdown of hours into subcategories differs between the two reports.

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