Integrating Payroll with Xero

Andrew

Updated 17 March 2023 10:03

**NOTE When using any Xero integration features, you need to have at least "Standard + Payroll Admin" access (https://central.xero.com/s/article/Payroll-Admin-access?userregion=true)

These features let you import Chart of Accounts and Employee data from your Xero account straight into your business, all with a couple of simple clicks.

Integrating with Xero Chart of Accounts

Go to 'Payroll Settings' > 'Business Management' > 'Integrations'.
Go to 'Xero' and click 'Add'.

Once you have selected 'Xero', Click the 'Connect to Xero' button:

You will then be transferred to the Xero website in order to choose an organisation and authorise your business to have access to your data

Accounting Integration

In order to continue using Xero as the accounting system for your payroll data, you’ll need to complete a couple more steps.

Once you are connected you need to select which business you want to send your payroll journal to.

Then you need to choose whether you want to export your pay run data as a manual journal or accounts payable invoice.

If you choose to export your data as a manual journal, you can also specify whether or not it is posted as a draft journal.

Once you have configured your pay run option, the next step is to set up your chart of accounts by going the payroll settings tab on the payroll dashboard, click on 'Chart of accounts' under the business settings heading.

From there you can import your payroll accounts directly from Xero for use in payroll.

N.B. If you are using a nominal account from your chart of accounts which has a default tax option other than “No VAT”, then this is that tax what will be applied to all expenses if that nominal account is mapped to the Employee Expense Account.

Once you have setup your chart of accounts, the pay run toolbar will have the 'Export to Xero' button available from within the pay runs. Simply click this when your pay run is finalised and your journal items will be exported directly to Xero.

Now you are ready to import your employee payroll data from Xero.

Go to 'Add Employees' and select 'Import Employee':

Click on the down arrow next to 'Import employees from', select Xero from the list of available services.

This process will import as much of your Xero data as possible, including:

payroll calendars
earnings rates
deduction types
leave types
employee details.

Error messages:

If you receive the error message your 'Xero account is already linked to a payroll and therefore isn’t available to select.'

Within Xero you need to go to Settings > Connected apps for 'Business Name here' then disconnect the related app currently connected to the business.

If you have any questions or feedback about importing Chart of Accounts or payroll data from Xero please leave a comment below or contact us by email at support@yourpayroll.co.uk