🟡 For Planday customers based in the UK.

🔓 Access level in Planday: Administrator with access to all departments.

🌐 Subscription plan: Plus, Pro, Enterprise.

⏱️ Reading time: 5 min. Setup time: 10 min.

ℹ️ Important read: Xero integration FAQs

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

▶️ Watch a webinar to learn how to set up the integration.

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

Sync payroll data

Note: Before continuing this section, please review the guide on setting up 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.

You will need to manually map your Xero earning rates (or pay items) to Planday using Salary codes in Planday.

Click here to see where you can set up Salary codes in Planday for your different earning rates

For regular hours - under Settings > Payroll > General > Salary codes.

For a wage based on the Employee group - under People > Employee groups.

The salary codes set here will take precedence over those set in the General settings under Settings > Payroll > General.
You can assign a salary code to a specific employee if you want to distinguish that employee's hours from the rest of the group. However, for scalability, we generally do not recommend applying a salary code at the employee level. Instead, it is advisable to use it through Employee groups. This approach will help avoid issues such as: if an employee has a specific salary code that is not mapped to the equivalent pay item in Xero, they will not appear in the payroll preview in Planday.
If your employees belong to two different employee groups and have different wages, click here to learn more.

For payroll supplements - under Settings > Payroll > Payroll supplements.

Note: Only Normal, Day-based and manual supplements are supported by the integration. See an Overview of Payroll supplements in Planday.

For shift types - under Settings > Schedule > Shift types.

Note: You would need to create your holiday shift types here to be able to map them with your Xero Leave types.

⬆️ To map your earning rates in Planday with their equivalent pay items in Xero, follow these steps:

Click on Add mapping, tick the earning rate(s) you want to add > click Add.
Insert your Planday Salary codes under the corresponding Xero pay item.
Click Next to configure Leave types.

Map your Planday holiday shift types to your Xero Leave types

Note: Completing this step requires that you have set up Shift types for leave in Planday and applied salary codes to them.

To map your Planday holiday shift types to your Xero Leave types, follow these steps:

Click on Add mapping, tick the Xero Leave types you want to map with your Planday shift types
Insert your Planday Salary codes (the one you used for your holiday shift types) under the corresponding Xero Leave type.
Click Save

Learn more in Leave management with the Xero integration.

Manage leave with the Xero integration (click to expand)

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 payment or balances will be handled within Xero.
Only the regular ‘Holiday' leave type is currently supported by the integration. Others, like Statutory, are not supported.
For help regarding adding absence in Xero, please visit Setup an employee’s leave entitlements on Xero Central or contact Xero support team.

Next step:

Xero integration: Setup guide with Planday: Step 3

ℹ️ Need more help?

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