Prepare to export into XERO

Prepare to export into XERO


Overview

If you are using Xero for your payroll, timesheets can be transferred from ClickTime to Xero via API to process payroll.

Why does this integration exist?

Well although Xero does have basic timesheet functionality - what it lacks is two things:
1. You can only enter hours durations into Xero Payroll
2. You have to perform the calculations manually (e.g. breakdown of regular hours versus overtime hours).

The ClickTime Xero integration allows you to record start and end times that employees clock in/out with and then calculate how much regular/overtime to send across to Xero


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

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.


1. 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

2. Make sure employee names and email match exactly in Xero and ClickTime. 

3. For users without Advanced Payroll subscription

     Go the this help article exact details on how to setup timesheet sync with Xero
     Users with Advanced Payroll subscription can continue with the steps below
  
4. Create Pay Cycle(s) in ClickTime
    Note:
    Depending on your subscription with Clicktime, your organization might not have access to
    pay cycles. Creating pay cycles are not mandatory and you still can export your timesheet to
    XERO without having a pay cycle. 
    
     To create a pay cycle, go to Setting > Payroll setting > Pay Cycle
  1.  Add and create your company  Pay Cycles 
  2.  Make sure the Pay Cycles period created & defined in ClickTime, match the Pay Calender period in XERO
  3. Click Here for more details about the pay cycles in ClickTime

5. Assign each employee in ClickTime to a pay cycle

    If you have created a pay cycle in the previous step, you will need to assign your employees
    to the proper pay cycle, otherwise, if your organization subscription does not have access to
    pay cycles, then you can skip this step. 

6. Create Pay Categories / Export Code in ClickTime

      Go to Setting > Payroll Setting > Pay Categories/ Export Codes
      Create and add your Pay Categories and try to make the pay categories as descriptive as much
      as possible. 
      Remember that the pay categories that you create should exactly match the pay  items and
      earning rate item in XERO
       An example of pay categories might look like this 
  • Ordinary Hours
  • Day Rates
  • Night Rates
  • Saturday Rate
  • Sunday Rate
  • Public Holiday Rate
  • Overtime 1.5

7. Pay Template

      Create a pay template that can be applied to your employees

8. Ensure the leave codes in ClickTime match Xero leave 

  1.     Ensure all leave codes in ClickTime match those in Xero.
  2. Verify that each employee in Xero has the correct leave categories assigned.
  3. Double-check the alignment of leave codes between both systems before exporting.
  4. Proceed with exporting the timesheets from ClickTime to Xero.
9. Approve timesheet and export to XERO


If you have any errors while exporting please:

      

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