Xero Integration

PayHero integrates with Xero, an online accounting system designed for small businesses and their accountants.

By integrating PayHero with Xero, your payroll transactions will automatically create accounts payable invoices in Xero, with your costs assigned to Xero Account Codes and Tracking Categories as needed.

For more information about Xero, see the Xero website.

Integrating with Xero

Head to the Manage > Integrations tab and click Connect to connect your PayHero account to Xero.

If your user profile doesn't meet Xero's security requirements, you'll see the following warning. See the Security Requirements section below for details on what this warning means, and how to resolve it and proceed. 

Once your user has the correct permissions, clicking Connect will result in a pop up from Xero. Take the following steps to complete the connection: 

1. You may be prompted to log into Xero, if you aren't already logged in on your current browser.

2. You'll be prompted to allow access to your Xero account - click Allow access to proceed. If you have access to multiple Xero accounts, a drop-down will appear, allowing you to select the appropriate Xero organisation before you proceed.

3. A success window will appear, confirming the integration is complete. Click OK to return to PayHero.

Your connection status will be updated on the Integrations tab (you may need to refresh the page to see this change):

Security Requirements

To integrate your PayHero account, Xero requires you have either Two Factor Authentication (2FA) or Xero Login enabled in PayHero. This requirement only applies to the administrator who will connect the integration. Other admins can still send information to Xero when they process pays, without needing to set up either of these features.

Either of these features can be enabled via your profile, which can be accessed from the menu button in the top right:

Alternatively, if you've tried to connect to Xero you can click the 'My Profile' button in the warning that appears. This will open your profile in a new tab.

From your profile, select the option you'd like to enable, and follow the prompts to set them up. Learn more about each of the available options below.  

Once you've set up the option of your choice, navigate back to the Integrations tab and proceed with the Integrating with Xero settings detailed above. 

Two Factor Authentication  

Two Factor Authentication (2FA) requires you use a separate authentication app (such as Google Authenticator) to provide a security code when logging into PayHero. 

See the 'Activating Two Factor Authentication - Individual' section of this support article for details on how to set up 2FA for yourself: Two Factor Authentication.

Alternatively, you can turn on 2FA requirements for your company as a whole. If you do so, make sure you log out and back in again to complete your own 2FA set up, before attempting to connect with Xero.

Xero Login

Xero Login allows you to use your Xero credentials to sign into PayHero. You can still sign in with your normal username and password as well, if you prefer, so this option has no impact on how you use PayHero each day. 

When you click Connect to Xero, you'll be prompted to confirm your Xero login details in a pop up. If you're already signed into Xero on your computer, the connection may occur automatically without entering any details.

Xero Settings

Once successfully connected, the Xero Settings tab will be visible in PayHero under Manage > Xero.

You can use this tab to manage the settings that will apply to your data transfers from PayHero to Xero. For more details on managing your Xero settings, see this article.

Processing Pays

Once connected with Xero, clicking Send on a pay run will automatically send the pay to Xero based on the settings you've selected. The confirmation window when sending a pay will confirm which actions are being taken, including sending the pay to Xero:

If you do not wish to send the pay to Xero at this time, you can choose 'Mark as Sent' instead. This will prevent the pay being sent to any other external parties as well, such as the IRD and payslips being sent to employees.

You can use the Send to Xero option on existing pays if you need to send or re-send a pay to Xero.

Your pay will then arrive in Xero as a Bill to Pay: