Exporting timesheet data to Xero or MYOB is one of the most error-prone steps in payroll processing if done manually. Incorrect employee names, mismatched pay codes, formatting issues, and calculation errors all create problems that delay payroll and frustrate staff. The solution is implementing proper payroll integration that prepares data correctly the first time, eliminating the manual work and reducing errors that come from copying information between systems.
Whether you're currently exporting CSV files manually or looking to simplify your payroll process, understanding what Xero and MYOB need and how to provide it cleanly makes a significant difference. Australian businesses using these accounting platforms need timesheet data formatted specifically for each system, with correct award rates, penalty calculations, and employee identifiers that match exactly.
This guide explains how payroll export Xero MYOB processes work, the common mistakes that cause import failures, and practical steps for ensuring your timesheet data transfers cleanly every pay period. We'll cover both manual CSV export approaches and automated integration methods that eliminate most of the work entirely.
Quick summary
- Xero and MYOB require specific CSV formats with employee identifiers, pay codes, and hours/amounts
- Award rates, penalties, and overtime must be calculated before export to ensure correct payment
- Common errors include mismatched employee names, incorrect pay codes, and formatting issues
- Automated integration eliminates manual export work and dramatically reduces errors
What Xero and MYOB require for payroll imports
Both Xero and MYOB accept payroll data through CSV file imports, but each has specific requirements. Understanding these requirements helps whether you're exporting manually or setting up automated payroll integration.
Xero's payroll import format requires columns for employee name or ID, pay item codes for different earning types (ordinary hours, overtime, allowances), hours or amounts for each pay item, and the pay period dates. Xero matches imported employees to existing payroll records using either email addresses or employee IDs, so these must match exactly between systems.
MYOB has similar requirements but uses its own pay item structure. MYOB AccountRight and MYOB Essentials have slightly different import formats, so you need to ensure your export matches whichever MYOB product you're using. MYOB typically identifies employees by card ID or employee number rather than email.
Both systems require that pay items (earning codes for ordinary hours, overtime, penalties, allowances) already exist in your payroll setup. You can't create new pay items through CSV import—they must be configured first. This means your time and attendance system needs to map to the pay items that exist in your accounting system.
Common payroll export errors and how to avoid them
Most payroll import failures stem from predictable issues:
Employee name mismatches
Slight variations in names between systems (John Smith vs J. Smith) cause import failures. Use employee IDs instead of names when possible.
Incorrect pay item codes
Using pay codes that don't exist in your payroll setup or spelling them incorrectly causes the entire import to fail.
Date formatting issues
Dates must be in the exact format your accounting system expects (DD/MM/YYYY vs MM/DD/YYYY). Wrong format equals failed import.
Missing rate calculations
Exporting raw hours without calculating penalty rates and overtime means payroll won't be correct even if the import succeeds.
CSV formatting problems
Incorrect delimiters, missing headers, or extra columns confuse the import process, leading to rejected files or data in wrong fields.
Duplicate entries
Importing the same pay period twice or including employees multiple times creates overpayment and requires manual correction.
Step-by-step process for manual payroll exports
If you're currently exporting manually, following a consistent process reduces errors:
Ensure timesheets are approved
Don't export until all timesheets for the period have been reviewed and approved by managers. Approved timesheets indicate hours are verified and ready for payment.
Calculate award rates and penalties
Apply Australian award rates including ordinary hours, penalty rates for weekends/nights, overtime multipliers, and allowances. These calculations must happen before export so totals are correct.
Generate the export file
Export timesheet data as CSV in the format required by your payroll system. Include employee identifiers, pay item codes, hours/amounts, and pay period dates.
Review the export before importing
Open the CSV file and spot-check that total hours match expectations, all employees are included, pay codes are correct, and there are no obvious formatting issues.
Import into Xero or MYOB
Use your payroll system's import function to load the CSV file. Watch for error messages and address any issues before finalizing the import.
Verify totals and process payroll
Compare total wages to previous pay periods to catch any obvious errors. Once verified, process the payroll run and generate payments.
Benefits of automated payroll integration
Moving from manual CSV exports to automated integration provides substantial benefits beyond just time savings. Integrated systems handle all the technical details—formatting, pay code mapping, rate calculations—automatically, so data flows cleanly from time tracking to payroll without manual intervention.
Award rate calculations happen automatically as employees work. When someone clocks in on a Sunday, the system knows this attracts penalty rates and calculates them correctly. Overtime thresholds are tracked in real-time. All this complexity is resolved before you even think about payroll export, ensuring the data that reaches Xero or MYOB is already correct.
Employee matching happens through ID mapping rather than name matching, eliminating the single biggest cause of import failures. The integration knows which employee in your time system corresponds to which employee in your payroll system, regardless of name variations or typos.
Essential features for payroll integration
When evaluating payroll export Xero MYOB capabilities, look for these features:
One-click export
Export approved timesheets to payroll with a single button press, no file manipulation required.
Automatic rate calculation
Award rates, penalties, overtime, and allowances calculate automatically based on Australian awards.
Pay code mapping
Configure which time tracking earning types map to which payroll pay items once during setup.
Employee synchronization
Link employees between systems once, then exports use these mappings automatically preventing name-matching errors.
Validation before export
System checks for issues like unapproved timesheets or missing pay rates before allowing export.
Multiple format support
Export to Xero, MYOB AccountRight, MYOB Essentials, and other Australian payroll systems.
Setting up payroll integration
Implementing payroll integration requires initial setup but saves significant time ongoing:
- Connect the systems: Link your time tracking system to Xero or MYOB using API credentials or authorized access. This creates the technical connection between platforms.
- Map employees: For each employee in your time tracking system, specify which payroll employee record they correspond to. This is usually done by selecting from a list rather than typing names.
- Configure pay codes: Map earning types (ordinary hours, overtime, penalties, allowances) from your time system to pay items in your payroll system. This tells the integration where each type of hour should go.
- Set award rules: Configure which Australian award applies to each employee or role, so the system knows which rates and conditions to apply when calculating wages.
- Test with a sample export: Run a test export for a single pay period and verify it imports correctly into your payroll system before using it for real payroll processing.
- Train payroll staff: Show whoever processes payroll how to export data and what to check before finalizing each pay run, even though the process is now much simpler.
How RosterElf integrates with Xero and MYOB
RosterElf provides native integration with Australian payroll systems:
- Direct Xero and MYOB integration: Export approved timesheets directly to Xero Payroll, MYOB AccountRight, or MYOB Essentials with one click. No CSV files to download and upload manually.
- Australian award calculations: Built-in interpretation of hospitality, retail, healthcare, and other awards automatically calculates penalty rates, overtime, and allowances before export.
- Employee and pay code mapping: Set up employee and pay item mappings once during configuration. After that, exports use these mappings automatically without manual selection.
- Pre-export validation: System checks that all timesheets are approved, rates are configured, and employees are mapped before allowing export, preventing incomplete data.
- Multi-location support: For businesses with multiple sites, exports include location tags so you can allocate labour costs to the correct location in your accounting system through your rostering platform.
- Export history and audit trails: See exactly what was exported when, providing clear records for compliance and making it easy to reference previous pay periods managed through the HR hub.
Frequently asked questions
How do I export timesheets to Xero or MYOB?
Use payroll export Xero MYOB integration through your time tracking system. Approved timesheets export directly with employee names, hours worked, pay rates, and earnings codes already formatted for your payroll system. This eliminates manual data entry and reduces errors using payroll integration.
What format do Xero and MYOB require for payroll imports?
Xero and MYOB accept CSV files with specific column structures including employee identifier, pay item codes, hours or amounts, and pay period dates. Each system has slightly different requirements, but quality payroll integration software formats exports correctly for each platform automatically.
Can I automate payroll export to Xero and MYOB?
Yes, integrated systems can export approved timesheets directly to Xero or MYOB with one click. Some platforms offer scheduled automatic exports after timesheets are approved, eliminating manual export steps entirely. This automation significantly reduces payroll processing time.
How do I handle award rates in payroll exports?
Time and attendance systems with Australian award interpretation calculate penalty rates, overtime, and allowances before export. The payroll file includes separate line items for ordinary hours, overtime, penalties, and allowances, properly coded for your accounting system.
What causes payroll import errors in Xero and MYOB?
Common errors include mismatched employee names between systems, incorrect pay item codes, missing or invalid dates, and formatting issues in the CSV file. Using integrated payroll integration prevents most errors by ensuring data is formatted correctly from the start.
Do I need to set up employees separately in Xero/MYOB?
Yes, employees must exist in both your time tracking system and your payroll system with matching identifiers. Initial setup requires creating employee records in both places, but after that, timesheet data flows smoothly. Some platforms can sync employee details automatically.
How do I verify payroll data before importing?
Review the export file before importing to verify total hours match expectations, pay rates are correct, all employees are included, and special payments like overtime are calculated properly. Quality time tracking systems provide summary reports comparing current to previous pay periods.
Can I export multiple locations separately to payroll?
Yes, multi-location businesses can export payroll data with location tags for cost allocation in your accounting system. Employees who worked at multiple locations have their hours split appropriately, allowing accurate labour cost tracking by site while maintaining single payroll records per employee.
Related RosterElf features
Workforce management software built for shift workers
RosterElf gives Australian businesses the tools to manage rosters, track time, and support your compliance efforts—all in one platform designed for shift-based teams.
- Direct integration with Xero and MYOB
- Automatic award rate calculations
- One-click payroll export
Disclaimer: This article provides general guidance only and does not constitute legal or financial advice. Award conditions and workplace laws change over time. Always verify current requirements using official Fair Work Ombudsman resources before making employment decisions.
