Our integration with Xero allows you to import your staff and clients from your Xero account, as well as directly export timesheets and invoices from ShiftCare.
Additionally, you can map your Xero chart of accounts to ShiftCare price books, ensuring seamless invoicing and accurate financial records.
šPrerequisites
You must have 2FA (two-factor authentication) enabled on your ShiftCare account. To enable 2FA, please review this article.
Features and capabilities of the ShiftCare <> Xero sync
Features specifically for invoicing include mapping Xero chart of accounts to ShiftCare price books and exporting invoices directly from ShiftCare to Xero.
With this feature enabled, you have the ability to:
ā ļø You Must Import Staff From Xero To Sync Timesheets
This new connection to Xero means you need to complete the staff sync and set up the pay items. The first step will be to enable the Xero integration as detailed below.
Enable Xero Integration
Navigate to Account > Integrations > Browse from the main menu.
Look for the Xero section and click 'Enable'.
At this stage, it is recommended to update your account settings to change the "Payroll software" option to Other (changing it from Xero).
Connect to Xero
The first step will be to connect your ShiftCare and Xero accounts.
šŗ View a quick click through demonstration here
For those who already have a connection between ShiftCare and Xero, this will be a new (additional) connection, which will replace the previous one.
From the sidebar menu, navigate to Account > Integrations > Xero.
Click Connect to Xero.
Select your Xero account from the drop-down menu.
Connect Pay Groups and Allowances
Note: Syncing Pay Groups and Allowances is only necessary if you use Xero for payroll or timesheets. For invoicing purposes, this step can be skipped.
Once you have made the connection to Xero, the next step is to link the pay groups and allowances.
A pop-up will display your existing pay groups in the drop-down menu, allowing you to match Xero earnings rates with the different options in ShiftCare.
At this stage, the task is to match the pay items/earnings rates from Xero with the different timeslots in the pay group you've selected.
š If you need to add more pay groups, please see the article: Manage pay groups and pay items
As you progress with the matching, you'll see the number of pay groups or allowances matched increase.
The next step will be to import staff from Xero. This process will automatically create the link between their profiles on ShiftCare and Xero.
Import Staff Directly From Xero
When syncing, if a staff member doesn't exist in ShiftCare but does in Xero, they will be created in ShiftCare during this process. The matching will be done using their assigned email address in the two systems.
From the main menu, navigate to Account > Integrations > Xero
Click Import Staff.
Review the information and click Import Staff to complete the operation.
Options on this page include:
Send account setup emails to newly created users?
Ticking this box will send the welcome email to new staff members with a link to set a password for their account. They will then be able to accept their ShiftCare invitation email
Newly created staff will be imported with the role āCoordinatorā if they are authorised to approve leaves or timesheets. Otherwise, they will be imported with the role āCarerā.
By default, imported staff will have the Carer role unless they have permission to approve timesheets in Xero.
The results of the import will be displayed once complete.
ā ļø Important: Please ensure that you import your previous staff data into the new integration. Note that staff information from previous imports will not automatically transfer to the new integration, so this step is essential to maintain continuity and accuracy in your records.
Import Clients Directly From Xero
Clients who don't exist in Xero will be created in Xero when you sync invoices from ShiftCare. However, to bring new clients from Xero into ShiftCare, you can follow these steps.
When you import clients from Xero, ShiftCare looks for an existing profile based on an exact match of the client's name. If the name in Xero differs from the name in ShiftCare, the system will assume they are two different people and create a duplicate. To prevent duplicates, ensure the spelling of every client's name in ShiftCare matches their contact name in Xero perfectly.
ā ļø This is an optional step. It will pull all contacts from your Xero account into your ShiftCare account. This list will include everyone you have made payments to previously.
Navigate to Account > Integrations > Xero from the sidebar menu.
Click Import Clients.
Review the information and click Import Clients to complete the operation.
The results of the import will be displayed once complete.
Your Clients will now be visible from the Clients > List menu in ShiftCare.
Manage Staff and Clients
Click 'Manage Staff' or 'Manage Clients' to connect or disconnect specific staff/clients from Xero.
The Status column shows whether or not the staff/client is already connected to Xero. Click 'Connect' to link the specific person to your Xero account, and 'Disconnect' to unlink them. Please make sure there is a matching record for the staff/client in Xero.
Export Invoices From ShiftCare to Xero
Once they have been created in ShiftCare, invoices can be sent directly from ShiftCare to Xero with a click of a button.
If this is your first time exporting invoices to Xero, please make sure your chart of accounts is set up correctly before exporting. Read this guide on setting account codes for Xero invoices.
šŗ View a quick click through demonstration here
With the invoices created, there are two ways to get to the invoice sync screen.
The first option is to navigate to the invoice list page and click on the blue Sync to Xero button.
Alternatively, you can remain in the Account > Integrations > Xero page and click on the Export invoices button.
In the next screen, set the filters as required - typically this will be "Issued at" with today's date to show the invoices you have created today.
Clicking the "Export Invoices" button will send the invoices directly from ShiftCare to Xero without the need to download and upload any files.
On this page, there are some options:
By selecting the arrow next to the client's name, you'll see the invoices created for them.
Ticking "Invoice Billing Contact Name"
Once synced, you'll find the invoices have been created as drafts in Xero under Business > Invoices - draft tab.
GST on invoices
Once imported, if you find you have GST applied to the invoice unexpectedly, please check the settings for the Account Code (learn more below).
You can pre-set the Account Code in ShiftCare for each price. The External ID of the price is set by clicking on the pencil icon next to the price name.
Export Timesheets From ShiftCare to Xero
ā ļø A prerequisite for this step is to have completed these steps:
With the Xero integration enabled, you'll see the option to Export to Xero under the Timesheet sidebar menu.
This takes you to the same place as clicking on the Export Timesheets button from the Account > Integrations > Xero page.
Typically, you will want to sync all staff timesheets, but you can also specify which staff member you want to sync.
ā ļø The staff in the list will exclude those who are Contractors as Xero doesn't accept their timesheet details.
šµļø Not seeing your staff in the list? Please ensure you have completed the step to Import Staff directly from Xero.
The date range you select must match the pay run dates already set in Xero.
You'll find the dates in Xero's account settings under the frequencies tab.
You have the option to use only the approved timesheets, or toggling this off will show all timesheets.
It's possible to view the details of the staff member's timesheet.
If your organisation operates across multiple locations, a single export will automatically include all locations. In the export preview screen, you will see a Location column so you can verify where shifts took place before submitting.
Furthermore, the export will automatically adjust the clock-in and clock-out times to reflect the correct local time zone for each location.
Next, click on the Export Timesheets button.
Once exported, ShiftCare timesheets appear in Xero as draft timesheets under Payroll > Timesheets.
You can open each timesheet to review the detailed shift breakdown before approving it.
Using Xero Tracking Categories
ShiftCare now supports Xero Tracking Categories, giving you more flexibility and accuracy when reporting in Xero. Tracking categories let you break down your Profit & Loss reporting by service, location, client, or other business dimensions.
With this feature, you can:
Apply up to 2 tracking categories to invoices.
Apply 1 tracking category to timesheets.
Map categories to:
Client
Pricebook
Shift Type
Facility
Location
Setting up Tracking Categories in Xero
First, you'll have to set up your tracking categories in your Xero account.
Go to Settings > Accounting > Tracking Categories and create your tracking categories and options. You can add two tracking categories (e.g., Services, Location, etc.) and up to 100 options for each.
Setting up Tracking Categories in ShiftCare
Navigate to Integrations > Xero from the sidebar menu.
Click 'Set Now' in the Tracking Categories section. A setup page will appear with dropdown menus for configuration.
Click on the 'Mapping Item' dropdown menus in the Invoice section and select the correct options from Client, Pricebook, Shift Type, Facility, and Location. Click on 'Tracking Category' and select the correct option from the dropdown menu (the options are pulled directly from your Xero account).
You can map up to two items for invoices, but it's not possible to choose the same tracking category for both items.
Click on the 'Mapping Item' dropdown menu in the Timesheet section and select the correct options from Client, Pricebook, Shift Type, Facility, and Location. Click on 'Tracking Category' and select the correct option from the dropdown menu (the options are pulled directly from your Xero account).
Click 'Save'.
Configuring Mapped Items to Tracking Categories
After saving your initial setup, youāll need to map each line item to the correct tracking category option.
Click 'Configure' beside the item you want to map.
Use the dropdown menus to match each line with the appropriate Tracking Category option from Xero.
Click 'Save' to apply your changes.
Repeat this process for all items under both Invoices and Timesheet until everything is mapped.
Note: Clicking 'Edit' will bring you back to the setup page.
Troubleshooting and Frequently Asked Questions (FAQs)
Topic: Export Invoices
I see the error: āUnable to link ShiftCare client ā no matching contact found in Xero.ā How do I fix this?
This means the client does not exist in Xero, or their details do not match.
To resolve this:
Check whether the client already exists in Xero.
If thereās an existing profile in Xero, please ensure the full name match exactly in both ShiftCare and Xero.
If not, create the client contact in Xero using the same email address registered in ShiftCare.
Return to ShiftCare and click Connect again.
The invoice says it was exported, but I canāt find it in Xero. Where can I find it?
This may happen if your ShiftCare account is integrated with the wrong Xero organisation. You can check if you're connected to the correct Xero organisation by following these steps:
Click the Accounts menu.
Click Integrations.
Choose Xero.
Click the Import Staff button.
Check the integrated business name under Company.
To fix this:
Delete the invoice from the incorrect organisation in Xero.
In ShiftCare, disconnect the Xero integration.
Reconnect Xero and select the correct organisation.
Re-export the invoice.
No invoices appear when I apply a date range filter on the Export Invoices page. Why?
The export page filters invoices by invoice date or due date, not the shift period.
Please enter the invoice issue date or due date when filtering.
I get the error: āInvoice number already exists in Xero.ā How can I resolve this?
This means an invoice with the same number already exists in Xero. To resolve this:
Check the Draft invoices tab in Xero.
If you cannot find it there, search under All tab and enable Include Deleted & Voided.
Locate the conflicting invoice.
Delete or void it if needed.
Return to ShiftCare and export the invoice again.
Tip: You can search by navigating to Sales ā Invoices ā All ā Search, then enable Include Deleted & Voided.
Can I export a single invoice to Xero?
Yes, you can. You just need to apply the filters accordingly.
On the export invoice page, apply the client filter and the custom date filter to include only the invoice you want.
Export using that filtered result.
āGST included on invoices unexpectedly
If you're seeing that GST has been applied to invoices when GST hasn't been applied in Xero, please check the Account Code settings in Xero under the Chart of Accounts.
The the Account Code settings you can preselect whether GST should be applied. The Account Code is set in ShiftCare for each price as the external ID (learn more above).
Using Xero for invoices and another platform for timesheets
You can use this integration when you have different platforms managing timesheets and invoices. Please use the invoice sync as detailed above. For timesheets, from the report, you'll be able to select
Please ensure the payroll platform you use is selected in the Time and Attendance module of your account settings page.
For information on using ShiftCare's Xero Integration to sync Pay Items and Allowances from Xero, refer to our help article Import Pay Groups, Pay Items and Allowances from Xero.
Topic: Export Timesheets
Why canāt I see any timesheets to export?
If timesheets do not appear on the export page, check the following:
1. Staff connection to Xero
Ensure the staff memberās profile is connected to Xero. Navigate to Integrations > Xero > Manage Staff.
2. Timesheet approval status
If the āDisplay only approved timesheetsā toggle is enabled, unapproved timesheets will not appear.
Try turning this toggle off to see all timesheets.
I see the error: āProvided period doesnāt correspond with a pay period.ā
If you received the error, the pay period in the timesheet report does not match the pay period in Xero. There are 2 areas you need to look at for this error in Xero:
Payroll Settings
In Xero, navigate to Payroll > Payroll Settings > Pay Frequencies
Ensure the Next Pay Period matches the period you are trying to sync from ShiftCare.
Staff Profiles
It's possible that your staff have the incorrect pay frequency assigned to their profile. This is how you can check this:
Checking Inactive Pay Frequencies
In Xero, navigate to Payroll > Payroll Settings > Pay Frequencies
Click on Show inactive items
When you see your inactive Pay Frequencies, you may find an inactive Pay Frequency with the same name as your active ones. This can cause confusion.
Rename your active Pay Frequency to make it unique.
Checking the Employee's Assigned Pay Frequency
Navigate to Payroll > Employees
Click on Employee
Click on the Employment tab
Scroll down until you see Pay Frequency
Assign the unique Pay Frequency you've created
Repeat for each employee. Doing this should resolve your error
Further reading: Add or change a pay frequency.
I see the error: āThis timesheet already exists.ā
This means the timesheet has already been exported to Xero.
To confirm:
Go to Xero ā Payroll menu ā Timesheets.
Apply the following filters:
Timesheet filter: All
Employee group: All
Date range: Include the period you attempted to export.
If you need to edit and re-export the timesheet:
Delete the existing draft timesheet in Xero. (Go to Xero ā Payroll menu ā Timesheets ā Click the timesheet draft ā Delete Timesheet)
Export the timesheet again from ShiftCare.
I see the error: āXero earnings rate ID not foundā or āEarnings Rate does not exist or is not valid for timesheets.ā
This usually means the pay item mapping between ShiftCare and Xero is incorrect.
Check the following:
Ensure the relevant pay item exists in Xero.
Verify the pay item mapping in ShiftCare.
If needed, create a new pay item in Xero.
When creating the pay item, ensure:
Rate Type: Rate per unit
Unit Type:
Hours(capital H, no extra spaces before or after the letter H)
I see the error: āInvalid employee ID.ā
This usually occurs when the employeeās email address in ShiftCare does not match the one in Xero. To fix this:
Open the staff memberās profile in ShiftCare.
Go to Payroll Settings.
Click Edit.
Enter the Payroll Email that matches the employee's email in Xero.
If the issue persists:
Disconnect and reconnect the Xero integration, then try exporting again.
Employee-related errors, such as duplicate emails or settings not enabled
In Xero under Employees there is a Past tab - this is where former employee details are stored.
In the past this has been the source of errors such as:
Employee doesn't have a pay run calendar
EmployeeID not found
Error: Failed getting pay items, or Unable to Link ShiftCare staff. No matching employee found in Xero
The cause of these two errors relates to the access level in Xero of the person doing the sync. Please ensure, in Xero, you have Payroll admin ticked.
Topic: Import Staff
I see the error: āNumber of users cannot be greater than max subscription limit.ā
This means your account does not have enough available staff seats to create new staff profiles. When importing staff from Xero:
If a staff member exists in Xero but not in ShiftCare, ShiftCare will create a new staff profile automatically.
To resolve this:
Increase the number of staff seats in your subscription.
Follow the instructions here:
Managing your subscription ā increase or decrease licenses.
My staff profile already exists, but ShiftCare asks me to create a new one. How can I link it with Xero?
This usually happens when the email address in ShiftCare does not match the employee's email in Xero. Since the systems use the email address to match profiles, a mismatch prevents the accounts from linking. To resolve this:
Go to the Staff Profile in ShiftCare.
Open Payroll Settings.
Click Edit.
Enter the email address used in Xero in the Payroll Email field.
Once the emails match, ShiftCare can link the staff profile to the employee record in Xero.
For further assistance with Xero Integration, please contact our Support team using online chat when you're logged into ShiftCare or email our Support team at support@shiftcare.com.