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 to connect your PayHero account to Xero.

Click Connect and you will be prompted to allow access to your Xero account. Select your Xero organisation and click Allow access.

Once connection is complete you will see this connection success confirmation:

Your connection status will be updated on the Integrations tab:

Xero Settings

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

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

See this article for information about setting up tracking categories in Xero.

Work Tracking Category - Set a tracking category to apply to work types. See below for more information.

Team Tracking Category - Coming soon.

Work Tracking Category

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

The available categories flow through to PayHero from Xero. If you need to edit them, do so from your Xero account.

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. 

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 to mark the pay 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 on existing pays if you need to send or re-send a pay to Xero.