This article covers how to send timesheet information from ShiftCare to Xero to run payroll.
You might find these other articles useful too:
This article assumes you have first completed the setup for syncing with Xero detailed in this article.
This article provides useful troubleshooting should you run into any problems when syncing with Xero.
In this article we cover:
Syncing ShiftCare timesheets to Xero
The first step is to navigate to the timesheet report which is accessible via the menu Report > Timesheet
Pay Run Period
On the Timesheet Report, select the Start Date and End Date of your pay run you want to generate in the report and click Apply.
Note: This must align with pay calendar within Xero otherwise Xero will reject the timesheet. Read more here about setting up pay run calendar in Xero.
You are able to send the timesheet information to Xero by clicking on the 3 dots icon next to the worker's name. This will create a draft timesheet in Xero for the person.
Alternatively, if all of the staff listed in ShiftCare are also employees in Xero you can sync everyone at once.
At the bottom of the page, clicking the download button will provide the option to sync all timesheets at once.
Provide permission for ShiftCare and Xero to sync
When you click sync, it will likely redirect you to the Xero website. Xero will ask you to confirm which organisation you desire to allow ShiftCare access, select the correct company and it will usually allow access for 30mins. Now you should be redirected back to ShiftCare and click sync again.
Xero and timesheets
Draft timesheet in Xero
Once you have sent the timesheet information from ShiftCare to Xero you will find the draft timesheet under Payroll > Timesheets
To find new timesheets, you can filter to show the draft timesheets as well as the date.
⚠️ Clearing the filter may be necessary to find the timesheet you are looking for.
Timesheets recently sync from ShiftCare to Xero the status will be Draft.
Clicking on the person's name will open the draft timesheet.
📝 At this point you should review the hours to apply the award rules
Once you have reviewed the timesheet, clicking the Approve button will allow you to start the payroll process.
If approved and you need to edit the timesheet again, click Revert to Draft.
If you need to make changes and re-sync the timesheet from ShiftCare to Xero the draft timesheet must be deleted - Xero only allows one timesheet per person per pay run.
Pay employees in Xero
To start a pay run click on Payroll > Pay employees
Click the +Add Pay Run button.
From the drop-down select the pay run and click the Next button.
Once loaded you can open the employee's payslip and review the details.
Here you'll find the pay rates from the pay template or earning rate settings multiplied by the number of hours from the timesheet.
Clicking on the Post Pay Run button will then initiate the payroll process after the confirmation message.
Not seeing Xero as an option? This may be because you have another payroll system selected, please see Selecting or changing your payroll software.
Additional troubleshooting is provided in the article: Troubleshooting timesheet sync with Xero.