Export timesheets from Planday to Xero: Step 3

🔓 Access level in Planday: Administrator

🌐 Subscription plan: Plus, Pro, Enterprise

⏱️ Reading time: 5 min.

ℹ️ Important read: How to set up salary codes in Planday ; Xero integration - FAQs

✅ Required steps: Xero integration – Setup guide with Planday: Step 1 ; Xero integration – Setup guide with Planday: Step 2

Watch a webinar to get help with setting up the integration and understanding what the integration syncs.

Step 1: Initial setup	Step 2: Final setup	Step 3: Sync timesheets
◎	◎	◉
⏱ 10 minutes	⏱ 10 minutes	⏱ 5 minutes

Tip: Before you export your timesheets to Xero,

You can do a Xero payroll health check to make sure you sync the right number of hours.
Learn more about Xero payroll report preview.

To preview and export approved timesheets from Planday to Xero, go to Payroll > Xero payroll.

Using the filters, you can specify the output and preview the hours that will be synced to Xero. Click the Create report preview button to see an overview of which employees have hours in the chosen period and select individual employees to see their hours.

Xero Organisation – Choose the name of the Xero organisation you are syncing.
Date range - Choose the date range you want to run the payroll for. By default the range will display a period of 3 months back from today’s date (though a period of up to 1 year in the past can be selected if needed).
Pay run – Select the appropriate pay run in the drop-down. You need to have a draft pay run in Xero before you can sync. Read more about processing a pay run at Xero Central.
Department: Select the departments that you want to sync the hours from.
Click Create report preview in the top right of your screen

Then, click on Filters and choose the following:

Employee type: Choose which employee types should be included.
Employee group: Choose which employee groups should be included. Note that you can select and deselect the individual employees by clicking the tiny arrow on the right-hand side of Employee type and Employee group.
Shifts: Select whether approved, non-approved, or all shifts should be included.

Note: all shifts synced will be created as approved timesheets in Xero.

Click on an employee’s name to see a detailed breakdown of the hours.

To sync the hours to Xero, click on Sync payroll in the top right corner. Once the sync is complete, head over to Xero to process your pay run.

For the syncing of holiday data:

Ensure you have mapped the holiday shift types in Planday to your Xero Leave types. Learn more in Map your Planday holiday shift types to your Xero Leave types.
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 payment or balances will be handled within Xero.

Note: If you have timesheet export errors when syncing your hours to Xero, check Resolve payroll export errors.

See related articles:

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