Xero Integration Guide
This is the complete and comprehensive guide on how to set up and use the Xero Timesheets integration in OWNA. This guide assumes that you already know your way around Xero and have your payroll settings configured correctly.
Disclaimer
The information and content provided in this video were accurate and up-to-date at the time of recording. However, due to ongoing updates and improvements, some details may have changed.
EMPLOYEES
1. Set up your employee profiles with their pay rates (for estimating roster costs) and medical qualifications.
- Add/Manage Staff
- You will need to have Roster Financial and Super Admin permissions in order to add/edit this field in the employee profiles after they have been created.
2. Sync the employee's profiles with their Xero Id and Earning Rate Id:
- Syncing Staff - Getting Employee IDs from Xero
- Set up Tracking Categories - only required if you have Tracking Categories set up in Xero to track wage costs by location
ROSTERS
Building a roster helps establish the base hours in the timesheets. Staff Logs can be quickly snapped back to the roster times in the timesheets if they diverge from what was planned.
Spend some time building your core roster and comparing it against the estimated educator requirements (based on bookings and ratios). Once you have set up your roster, you can duplicate it from week to week and make minor adjustments as required.
💡Unpaid breaks are calculated using Rostered Break Times, so make sure you set these up first so they flow through to the timesheets
TIMESHEETS
Each pay period you will want to run the timesheets report and make sure everyone's hours are correct. This can be done using a combination of the timesheets and the staff logs. The timesheets give you a summary overview of hours, while the Logs (at the top of the page) give you an exact breakdown of all the clock in/outs and room changes.
⚠️ You will need to ensure that the dates for your timesheets exactly match the payroll calendar dates in Xero for the period you are exporting!
The process to export the timesheets is:
- Connect to Xero (press the connect button under the shift summary)
- On the next screen, log in to Xero, authenticate your login, then select your organisation or continue with the existing selection
- (IMPORTANT) Select the timesheet period dates again and click 'Get Staff Timesheets'
- Click on Sync TIMESHEET to Xero or Sync ROSTER to Xero
If you get any error messages from Xero while trying to export the timesheets, you can refer to this guide:
XERO
Timesheets:
Worked hours get imported to Xero as draft timesheets. They can be approved in Xero (in bulk) and then you can create a new pay run for that period.
💡 Leave Requests are not synced to Xero
Leave Requests:
Leave requests added to OWNA are displayed in the roster, staff diary, and timesheet. This serves as a visual indicator that leave should be entered into Xero.