Getting timesheet data from your rostering system into Xero payroll should be straightforward, but it's where many Australian businesses hit frustrating errors. Import failures, mismatched employee records, incorrect pay codes, and missing data turn what should be a quick export into a time-consuming troubleshooting exercise. The problem usually isn't the payroll integration itself—it's how the data is structured and prepared before sending it to Xero.
Xero payroll expects timesheet data in a specific format with consistent employee identifiers, properly mapped pay codes, and clean date ranges that align with pay periods. When your time tracking system sends data that doesn't match these expectations, imports fail. Understanding exactly what Xero needs, how to structure your data correctly, and which errors to watch for transforms integration from a headache into a reliable, automated process.
This guide walks through data best practices for Xero payroll integration. We'll cover what information Xero requires, common mistakes that cause import errors, how to set up pay code mapping correctly, and practical steps to ensure clean data flows from your time tracking system into payroll without manual intervention.
Quick summary
- Xero needs employee IDs, hours, pay codes, and dates that match your payroll setup
- Most errors come from mismatched employee records or incorrect pay code mapping
- Consistent setup between your roster system and Xero prevents integration problems
- Clean data at the source eliminates manual corrections in Xero payroll
What timesheet data Xero payroll requires
Xero payroll needs specific data points for each timesheet entry. Missing or incorrectly formatted information causes import failures. Here's what must be included in every export:
Employee identifier
Each timesheet entry must identify the employee using a consistent ID that matches Xero's employee records. This could be an employee number, email address, or payroll ID. Inconsistent identifiers are the number one cause of import failures.
Pay period dates
Start and end dates for the pay period must align with your Xero payroll calendar. Xero won't accept imports for periods already finalised or pay runs already completed. Date formats must match Xero's expectations (typically DD/MM/YYYY for Australian accounts).
Hours worked
Total hours for each pay category (ordinary hours, overtime, weekend penalties, etc.). Hours must be broken down by pay type—Xero needs separate entries for ordinary time vs overtime vs penalty rates, not just a total.
Pay codes and rates
Each hours entry must reference a pay code (earnings rate) that exists in Xero. The pay code determines the rate applied. Using pay codes that don't exist in Xero or have typos causes immediate import rejection.
Leave hours (if applicable)
Leave taken during the pay period must be categorised correctly using Xero's leave types (Annual Leave, Personal/Sick Leave, etc.). Leave is usually sent separately from worked hours with appropriate leave codes.
Common data errors that break Xero integration
Understanding what goes wrong helps you prevent problems before they occur. These are the most frequent data issues that cause Xero payroll import failures:
Mismatched employee IDs
Your time tracking system uses one employee identifier while Xero uses another. Result: Xero can't match the timesheet to an employee record and rejects the import.
Invalid pay codes
Referencing pay codes that don't exist in Xero or using inconsistent naming (e.g., "OT" vs "Overtime") causes immediate failures.
Wrong date formats
Sending dates in US format (MM/DD/YYYY) when Xero expects Australian format (DD/MM/YYYY) or vice versa creates parsing errors.
Duplicate entries
Importing the same timesheet data twice creates duplicate hours. Xero may accept it without warning, resulting in overpayment.
Finalised pay period imports
Trying to import timesheets for a pay period that's already been finalised or paid in Xero. Xero locks completed periods to prevent changes.
Missing rate information
Some systems send hours without rates, expecting Xero to look them up. If the employee's rate isn't set correctly in Xero, the import fails or uses incorrect wages.
Setting up pay code mapping correctly
Pay code mapping is the bridge between your rostering system and Xero. It tells the integration which roster pay category corresponds to which Xero earnings rate. Getting this wrong causes data to be categorised incorrectly or rejected entirely.
Start by documenting all pay categories used in your rostering system. Common examples include ordinary hours, overtime, weekend penalties, public holiday penalties, night shift loadings, and various allowances. Then, match each category to the corresponding earnings rate code in Xero. This mapping must be exact—even slight differences in naming or spelling break the connection.
List all pay categories in your roster system
Document every pay type you use when building rosters: ordinary time, overtime, Saturday penalty, Sunday penalty, public holiday rates, allowances, etc. Include the exact spelling and capitalisation your system uses.
List all earnings rates in Xero
Go to Xero Payroll settings and document all earnings rate codes. These are the pay categories Xero uses for calculating wages. Note the exact codes—not just the display names.
Create the mapping document
Build a table showing each roster system pay category and its corresponding Xero earnings rate. For example: "Weekend Penalty" (roster system) maps to "SAT_PEN" (Xero code). This document becomes your reference for setting up integration.
Configure the integration settings
In your time tracking system's integration settings, map each pay category to its Xero counterpart using the exact codes. Most systems have a mapping interface where you select or enter the Xero code for each category.
Test with a small dataset first
Before running full integration, export a small test batch (one employee, one week) and import to Xero. Verify the hours appear under the correct earnings rates and calculations are accurate. Fix any mapping issues before scaling up.
Ensuring employee record consistency
Employee records must be consistent between your time tracking system and Xero. This goes beyond just names—IDs, pay rates, classifications, and employment details must align. Inconsistencies cause matching failures and incorrect wage calculations.
The best practice is to use a unique employee identifier that remains constant in both systems. Many businesses use employee numbers for this purpose. Email addresses work too, but can cause problems if an employee changes their email. Whatever identifier you choose, it must be exactly the same in both systems—including spacing, capitalisation, and special characters.
When you hire someone new, add them to both systems with identical details. When someone's pay rate or classification changes, update both systems simultaneously. Regular audits comparing employee lists between your roster system and Xero help catch discrepancies before they cause payroll problems. An annual reconciliation ensures no drift has occurred over time.
Watch for these employee record issues
- Employee exists in roster system but not in Xero (or vice versa)
- Different spelling of employee names between systems
- Mismatched employee IDs or inconsistent identifier formats
- Pay rates set differently in each system causing calculation discrepancies
- Terminated employees still active in one system but archived in the other
Handling dates and pay periods correctly
Pay period boundaries must align between your rostering system and Xero. If your roster system tracks hours by week (Monday to Sunday) but Xero expects fortnightly pay periods (Monday to second Sunday), the data won't align. This creates gaps or overlaps that result in incorrect totals or import failures.
Configure your time tracking system to match Xero's pay calendar exactly. If you pay fortnightly starting on a Monday, your roster exports must cover those same fortnights. Don't try to export partial weeks or adjust dates during export—this creates errors. The data must be grouped by the same periods Xero uses for pay runs.
Date format consistency is equally critical. Australian Xero accounts expect DD/MM/YYYY format (e.g., 15/01/2025). If your system exports in MM/DD/YYYY format, Xero may misinterpret dates or reject the import entirely. Verify date format settings in your integration configuration and test thoroughly with dates that could be ambiguous (like 01/02/2025—is that 1st February or 2nd January?).
Testing and validating your integration
Never run your first integration during a live pay period. Set up a test scenario using a completed pay period where you already know the correct totals. Export the data, import to Xero, and compare the results against the known correct figures. Any discrepancies indicate setup issues that must be resolved before using the integration for real payroll.
Verify total hours match
Total hours imported to Xero must equal total hours worked according to your time tracking system. Check both overall totals and per-employee subtotals.
Check pay category breakdown
Ordinary hours, overtime, and penalty rates should be broken down correctly in Xero, not lumped together. Verify each pay type imports under the right earnings code.
Validate wage calculations
Xero calculates wages by multiplying hours by rates. Spot-check several employees to ensure the calculated pay matches what you expect based on their rates and hours.
Test error handling
Deliberately introduce an error (like an invalid pay code) to see how the system responds. You need to know what error messages look like and how to diagnose problems.
Once testing is successful, implement a validation routine for every export. Before finalising a pay run in Xero, quickly verify that totals match expectations and no errors or warnings were generated during import. This spot check catches issues early rather than discovering problems after pay has been processed. For more on simplifying this process, see our guide on timesheet approval workflows.
Maintaining integration health over time
Integration isn't a one-time setup—it requires ongoing maintenance. Staff turnover, award rate changes, new pay categories, and system updates can all introduce new problems. Regular health checks keep your Fair Work-aware integration running smoothly.
- Monthly reconciliation: Compare total hours and wages between your time tracking system and Xero. Investigate any discrepancies immediately. Small differences compound over time.
- Update mappings when adding pay categories: If you introduce a new penalty rate or allowance, immediately update your pay code mapping. Don't wait until hours are worked under the new category—set it up proactively.
- Audit after award rate changes: When Fair Work updates award rates, verify that both your roster system and Xero have been updated with the new rates. Mismatched rates cause incorrect wage calculations.
- Review after system updates: When either your time tracking software or Xero rolls out updates, test your integration afterwards. Sometimes updates change APIs or data formats in ways that break existing integrations.
- Train new payroll staff: When someone new takes over payroll responsibilities, ensure they understand how the integration works, what to check, and how to troubleshoot common problems. Document your specific setup and procedures.
Frequently asked questions
What data does Xero payroll need from time tracking systems?
Xero payroll needs employee identifiers, pay period dates, ordinary hours worked, overtime hours (if applicable), leave hours taken, and earnings rates for each timesheet entry. The data must match employee records already set up in Xero and use consistent pay codes and rate structures. Learn more about payroll integration features.
What causes Xero payroll integration errors?
Common causes include mismatched employee identifiers between systems, pay codes that don't exist in Xero, date formats that don't match Xero's requirements, trying to import data for pay periods already finalised in Xero, and missing or incorrect pay rates. Most errors stem from inconsistent data setup between the time tracking system and Xero.
How should I map pay codes between my rostering system and Xero?
Create a consistent mapping between your rostering system's pay categories and Xero's earnings rates. For example, map 'Ordinary Hours' in your roster to 'Ordinary Time Earnings' in Xero, 'Weekend Penalty' to your Xero weekend rate code, etc. Document this mapping and ensure all managers understand which codes to use for different shift types.
Can I edit timesheets in Xero after importing from my roster system?
Yes, you can edit timesheets in Xero after import, but it's better to fix errors at the source in your time tracking system. If you regularly need to edit in Xero, it suggests your integration setup needs refinement. Aim to have clean, accurate data flowing from your roster system so Xero imports require minimal manual adjustment.
How often should I export timesheet data to Xero?
Most businesses export timesheet data to Xero once per pay period, typically weekly or fortnightly aligned with pay cycles. Some modern integrations support automatic daily syncing, which reduces end-of-period admin. Choose a frequency that matches your payroll workflow while ensuring data is fresh enough to identify and fix errors before pay runs.
What's the difference between automatic and manual Xero integration?
Automatic integration syncs timesheet data directly from your time tracking system to Xero without manual file handling. Manual integration requires exporting a file from your roster system and importing it into Xero each pay period. Automatic integration reduces errors and saves time but requires compatible systems with API connections.
How do I handle leave in Xero payroll integration?
Leave hours should be exported separately from worked hours using the appropriate Xero leave codes (Annual Leave, Personal Leave, etc.). Ensure your time tracking system categorises leave correctly and maps to the corresponding Xero leave types. Some systems export leave as negative accrual adjustments, while others include it as paid hours—check your setup to ensure consistency.
What records should I keep when integrating time tracking with Xero?
Keep copies of all exported timesheet files, import confirmation records from Xero, and logs of any errors or manual adjustments made. Fair Work requires 7 years of time and wages records. Having audit trails of what data was sent to payroll, when it was sent, and who approved it protects your business in case of disputes or audits.
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 Xero payroll integration with automatic syncing
- Pre-mapped pay codes for Australian awards
- Error-free timesheet exports every pay period
Disclaimer: This article provides general guidance only and does not constitute legal or financial advice. Payroll systems and integration requirements change over time. Always verify current technical specifications with Xero and your time tracking provider before implementing integration. Consult payroll professionals for setup specific to your business needs.
