Setting Up Xero Timesheet Sync for Non-Premium Plans

Setting Up Xero Timesheet Sync for Non-Premium Plans

Before You Begin:

  1. Timesheet must be approved. To export timesheets from ClickTime, they must be approved. ClickTime will only export timesheet records that have been approved. On the list of employees to be exported, only those with approved timesheets will appear. If an employee's name does not appear on the list, please ensure that their timesheet records have been approved.

Note: The Xero integration is only available for Australian customers. It is not available for New Zealand, UK, or US customers at this stage.
Before, you go any further, please ensure that you have access to your Xero Payroll module and have your credentials ready because they will be required in the steps below


Premium Package Clients:
If you have subscribed to the Premium Package that includes Pay Cycles, Pay Templates & Overtime,
please refer to the separate help article for integrating with XERO.

For Timesheet & Advance Subscription (Roster & Timesheet) Package Clients:
  1. If you are using the Timesheet & Advance subscription package, this help article is for you.
  2. Follow these steps to ensure your ClickTime data syncs with XERO.

Ensuring Accurate Employee Details for Seamless Timesheet Exports to Xero
Before proceeding with your timesheet export to Xero, please verify that the first name, last name, and email address of your employees in ClickTime exactly match the corresponding details in Xero. This alignment is crucial to ensure successful timesheet transmission. Any discrepancies may result in an 'Employee Not Found' error.

Setup and configure XERO
If this is the  first time you're using Xero for payroll  and you haven't already used
Xero to run payroll, you should first check the following settings in Xero: Configuring XERO


Setup or create the "Ordinary Hours" earning rate in XERO

To ensure your ClickTime export aligns with XERO’s payroll system, In particular, for clients not subscribed to the Premium Package, you must ensure that you already have an earning rate "Ordinary Hours" already set up and created in XERO. 

See below image how the "Ordinary Hours" earning rate is defined in XERO




Assign the "Ordinary Hours" to all your staff member
For clients not subscribed to the Premium Package, it’s essential to complete this step. ClickTime will export all timesheet records using the default pay category ‘Ordinary Hours,’ ensuring accurate payroll processing.
Ensure that your employees are assigned to the "Ordinary Hours" earning rate by going to each employee profile , then select the  employment tab and set the Earning rate field to " Ordinary  Hours"


 




Go to time attendance export screen
Use the date selector to display the timesheets you wish to export for. You can choose a period of time that is:
  • one day
  • a week (current week, last week or specific week)
  • a fortnight
  • a month (current month, last month or specific month)
  • or a date range of your choosing
     Note: be aware that most payroll systems will require you to export timesheets in the date range
                 that exactly matches the pay run in the payroll system. So make sure the selected date range
                 aligns with your XERO Pay Calendar.

Tick and select the employee that needs to be exported

- On the left-hand side of the screen, select team members' names by clicking on them

   to include their timesheets in the export.

- Alternatively, choose "Select all" to include all team members.

- A selected team member will have a checkmark next to their name and will be highlighted

  in purple.
           - For each employee you can select and unselect the timesheet records to be exported.

Exporting Timesheet
When you are ready to export the timesheets, click on Export Selected Items. 


Select XERO from the the drop down list & click Export



Once you click on export, the system will display a popup window that will ask you to log in and connect ClickTime with  Xero.
Once successfully connected to Xero, click on the Export button

You will then see the following pops ups



if export was successful, then you will see the below popup screen



If you have any errors while exporting please:







 




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