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Xero integration – Setup guide with Planday: Step 2
Xero integration – Setup guide with Planday: Step 2

Follow this guide to finalise your integration with Xero by linking payroll data, leave types and export timesheet data in Planday to Xero.

Written by Maud
Updated over a week ago

🎯 Instructions in this set-up guide are for Xero customers based in the UK.
Complete step 1 of Xero integration if you haven't, or see Xero integration FAQ here.

Step 1: Initial setup

Step 2: Final setup

⏱ 10 minutes

⏱ 15 minutes

Sync payroll data

💡Before you read this part, it is recommended that you read How to setup Salary codes in Planday.

This step will guide you through linking your existing pay items in Xero to Planday earning rates using salary codes.

Select the organisation for which you would like to sync your payroll data by clicking on its name or by clicking the edit icon.

sync payroll data Xero UK.001.jpeg

You will need to manually map your Xero earning rates to Planday using Salary codes. Click on Add mapping to manually add your Xero earning rates and map them to Planday using Salary codes.

Click on Next to configure Leave types.

Map your Planday Leave shift types to your Xero Leave types

💡Please, note that leave type synchronisation is only currently available for the Australian Xero integration.

⚠️ Completing this step requires that you have set up Shift types for Leave and applied salary codes to them.

Click on Add mapping to manually add your Xero Leave types and map them to Planday’s equivalent salary codes that you used for shift types. (1).png

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.

Once you have selected the existing Xero earning rates and leave types that you wish to add to Planday, so that you can manually map them, click Save.

💡 For any questions on how to add absence in Xero please contact the Xero support team or your Account Manager at Xero.

You can also visit Setup an employee’s leave entitlements on Xero Central for information on Leave management in Xero.

Export timesheets to Xero

To preview and export the approved timesheets from Planday to Xero go to Payroll > Xero payroll. By using the filters below, you can specify the output and preview the hours that will be synced to Xero. Click Preview report to see an overview of which employees have hours in the chosen period and select individual employees to see their hours. Use the Show details button to see a detailed breakdown of the hours.

  • Xero Organisation – Choose the name of the Xero organisation you are syncing.

  • 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.

  • Shifts: Select whether approved, non-approved, or all shifts should be included.
    💡Note that all shifts synced will be created as approved timesheets in Xero.

  • 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.

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

If you encounter any errors in the syncing process, check the Xero FAQ article for some troubleshooting tips. If you're stuck, you can contact our support team via chat.

Need more help?

Please search for answers in the 🔍 Help Center or watch our ▶️ video tutorials.
Contact our support team via the blue icon at the bottom if you have more questions.

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