How to connect your Timecloud account to Xero
Flow of Data
Four Easy Steps
Getting Started
- Open the Payroll Page using the navigation bar on the left of your screen.
- Click on the “Connect to Xero” button at the top of the screen.
- This will take you to a secure site provided by Xero that will ask you to choose which organisation to connect to and also give Timecloud permission to aspects of your Xero account
Note: You can only connect to one company’s payroll at a time.
- Payroll Employees - access to the list of employees in your payroll
- Payroll Timesheets - ability to request and export timesheet data
- Payroll Settings - access to pay calendars and payment types
- Quick Access - 60 day rolling access to the above aspects of your Xero account without requiring a re connect process. This does not apply if you click the "Disconnect" button.
Sync Pay Types
- In the Settings Page, select the matching pay types from the dropdown list under the ‘Actions’ column. A green tick will appear to indicate the successful syncing of your pay items.
- Navigate to Employees and select the check box for the relevant employees to be synced. Select the matching email address from the dropdown list under the 'Actions' column. A green tick will appear to indicate the successful syncing of your employees.
- If you are using the Job Tracking Module, navigate to Job Tracking and select the Payroll Job Category, along with the job tracking layer from Timecloud that you would like to map from.
Note: That only one layer can be linked.
- Match the jobs to tracking categories to push hours against these fields.
Publishing Timesheets to Xero
- Navigate to the Timesheets tab
- Select the period range you would like to export timesheet data for.
- Select 'Publish to Xero'
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Once complete, the timesheet data should show up in your Xero account as DRAFT timesheets
Note: Timecloud will never override any other state of a Timesheet except for DRAFT.
FAQ
How do I disconnect from Xero?
To disconnect you can select the disconnect button below Timesheets in the side menu. Note that this button only appears once connected.
Do I need to sync pay types every time I publish timesheets?
No. Syncing your pay items is only required once. You would only need to unsync and resync them if your organisation implemented a new payment type not previously used. For example, Overtime.
Do I need to sync employees every time I publish timesheets?
No. You only need to sync new employees that have been added to payroll or unsync employees that are no longer in payroll. Or in some cases employees pay calendars or employee profiles have been updated.
Do I have to disconnect from Xero after each session?
It is up to you. Timecloud uses a refresh token provided by Xero that allows us to connect to your account with the permissions you provide without having to have you go through the “connect to xero” process every time. If however you prefer to disconnect after each session then you can press the Disconnect button.
What doesn't your integration do?
Currently we do not support pushing allowances to Xero. We also don’t do approvals. All timesheets are pushed in DRAFT mode allowing for the final approval process to be done on Xero side.