Xero Settings

PayHero integrates with Xero, an online accounting system designed for small businesses and their accountants. For details on how to integrate with Xero, see our Xero Integration article here.

Once successfully connected, the Xero tab will be visible under Manage.

You can use this tab to manage the settings that will apply to your data transfers from PayHero to Xero.

Invoices

Default Invoice Status - Select whether you want to send Draft or Approved invoices to Xero. We recommend using the Draft Invoice Status initially, as it means that invoices will still be sent even if you have not set all your Xero accounts in PayHero.

Consolidate Employee Invoices - Tick this if you would prefer to send a single invoice through to Xero for all employees in the pay run.

Tracking Categories

Tracking Categories are an optional Xero feature that allow you to track your payroll costs to different business areas. The available categories flow through to PayHero from Xero - if you need to edit them, do so from your Xero account. See this article from Xero for information about setting up tracking categories in Xero.

Work Tracking Category - Set the tracking category you wish to apply on each of your Work. 

Team Tracking Category - Set the tracking category you wish to apply to each of your Teams.

Work Tracking Category

Once a Work Tracking Category is assigned, the Xero Settings section will be visible in Work details under Manage > Work. Edit each of your Work and set the appropriate Xero Tracking option from the dropdown, then click Save.

Gross Earnings for hours recorded against this Work will now flow through to Xero against the selected Tracking Category.

Team Tracking Category

Once a Team Tracking Category is assigned, the Xero Tracking dropdown will be visible on each of your Teams under Manage > Teams. Edit each of your Teams and set the appropriate Xero Tracking Category option from the dropdown, then click Save.

All earnings for each employee will flow through to Xero against the Tracking Category selected on their Team.

If an employee is in multiple Teams, their earnings will be tracked to the Tracking Category of the employee's Primary Team, which you can set on the Employment tab for the employee. 

Team Account Codes

Using Teams in PayHero you're able to apply a different Xero GL Code to be used depending on the employee and their Primary Team. This enables different GL Account Codes to be used to separate your different cost centers.

To do so, first select the 'Use Team Account Code' checkbox on any Pay Items which require multiple Account Codes.

Instead of defaulting to the GL Code set under Manage > Xero, any pay items with the 'Use Team Account Code' option checked will default to the Account Code set on the employee's 'Primary Team'. The employee will have their Primary Team shown under the Manage > Employee list, and will have a star icon alongside their name in their Primary Team.

In the example below, Emma and Jane will have their Salary and Sick Leave earnings coded against the 'Salary W' GL Code as that is what is set on their Primary Team.

Pay Item Accounts

This section allocates Pay Items out to various accounts from your Xero Chart of Accounts. Some pay items have been linked to their standard account in Xero e.g. Annual Leave Paid Out is allocated to Salaries by default. If you have a custom account set up in Xero you will need to adjust the PayHero settings to match your Xero set up.

Other pay items without an obvious default account in Xero do not have one automatically assigned. If you want to track any of these pay items you need to select an account from the dropdown menu.

Once you've selected the Account Code the Tax Rate will default based on the Tax Rate you've set on the Account Code in Xero.