💡You can browse through the table of content below to look for specific answers.

If you have the following message: “You do not have sufficient payroll permissions”, it can be caused by two things:

Ensure that the fields listed below are filled in the employee profile in Planday if you wish to sync employee details to Xero.

The employee data that will be synced is gathered from the fields above.

⚠️ After the initial sync of your employees, remember to always create and update employees in Planday, as this is a one-way sync.

If you are unable to sync Planday users to your Xero organisation, please check the following:

💡You can update the missing employee information by navigating to People > Employees > Select the employee to edit > Click on Edit > Personal details > Update information.

After you added any missing information, return to the Integrations page and synchronise again. If you do not wish to sync an employee, you can ignore the warnings and continue.

In this case, Xero will hold the earning rate. Planday will not be sending wage-related payroll data over to Xero.

This means that you'll have to have multiple earning rates set up within Xero, corresponding to each employee group, for each wage variation.

You need to do the following:

The first time you sync your employees, you will see deactivated users.

If you do not wish to sync the deactivated users, untick the checkbox next to their name and they won't be synced.

The timesheets hours in that date range will still be sent to Xero. However, you will need to mark the employee as a leaver in Xero and process the last pay run there. Xero will also hold all of the information in regards to paying out or recovering any holiday.

💡Please, note that leave type synchronisation is only currently available for the Australian Xero integration.
You need to set up a shift type for Leave and apply a salary code to it so that you can map it with the equivalent Xero Leave pay item. You can visit Setup an employee’s leave entitlements on Xero Central for information on Leave management in Xero.

While you can record your holiday in Planday, we will not be sending leave related payroll data over to Xero. Planday will only send the date range of leave taken to Xero, therefore any payments, balances and accrual will be managed within Xero.

The holiday can be recorded by using shift types in Planday. You can set up a shift type in your portal and call it Holiday - Xero or use an existing shift type. In Planday you will be using Fixed Vacation Accounts or Accrued Accounts. Planday will handle the request and schedule of holidays whereas Xero will handle the payment and balance of holidays.

For any questions on how to add absence in Xero please contact the Xero support team or your account manager at Xero.

In Planday, you’re only syncing the hours as long as you’ve marked them with a salary code and you’ve matched this salary code with the equivalent Xero pay item in your Xero integration.

But if you want to exclude some hours, for example, if you’re using a shift type for sickness and you don’t want these hours to be synced to Xero, you can leave the salary code in the shift type blank.

If you are in Xero Payroll in Planday and some of your employees are not showing when you click on Preview report, it can be because of the following reason:

⚠️ Please be aware of the following hierarchy when you assign salary codes in Planday:

The pay rate and bank details of an employee will need to be maintained in both Planday and Xero. At the moment we are only sending over address and date of birth details to Xero.

Time can be expressed either as fractions, decimals or as minutes and hours. To calculate payroll, time needs to be in decimal form so that it can be multiplied by an employee’s pay rate. Xero is an accounting software and will therefore report in decimal minutes.

You need to ensure that you have created a draft pay run setup in Xero before you can see the information in the Planday dropdown. Create a draft pay run by going to Xero > Payroll > Pay employees. Click Add Pay Run > Select a pay period > press Next. Read more about this at Xero Central.

This means you have no employment record in the Xero setup. This could potentially be a new starter or someone who needs to be added to Xero. Follow the instructions from Xero Central on Employee is missing from a pay run.
It can also be because some employees are assigned to a different calendar than what the selected pay runs belongs to.

For example, you moved some employees to another employee group, that would thus affect the pay. Say you’ve already transferred the hours attached to the old employee group to Xero and you need to send these hours again. You would need to do the following in Xero:

Then you can export the hours from Planday to Xero again under Payroll > Xero payroll.

Service charges and tips are usually handled outside of Planday and directly through Xero. However, if you wish to manually enter tips into Planday you can do so by using a manual payroll supplement. You will then need to match the Xero earning rate to the salary code of the payroll supplement in Planday.
In some cases, this can be time-consuming and it may be quicker to manage supplements directly into Xero.

At the moment, the integration supports hourly workers only. Salaried staff in Xero will be paid out the same each pay period so there is no need to send the hours over to Xero. We will still keep the historical shift data on salaried employees in Planday.

💡 This data should not be pushed to Xero, as this will cause the salary to change based on the hours sent over to Xero.

At the moment Xero integration with Planday is only supported in the UK and Australia.

Xero only allows the following earnings categories and rates for timesheets to be imported through the integration:

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