Integrate payroll with rostering
Connect your rostering and payroll systems for smooth data flow — eliminate double entry, reduce errors, and process pay faster.
Written by
Georgia Morgan
General information only
This guide provides general information about system integration. Specific steps vary by software platform. It does not constitute legal, HR, or professional advice and should not be relied on as a substitute for advice specific to your business, workforce, or circumstances.
Benefits of integration
Eliminate double entry
Data flows automatically from timesheets to payroll
Saves hours per pay period
Reduce errors
No manual transcription means fewer mistakes
Up to 30% fewer payroll discrepancies
Faster pay processing
Approved timesheets export directly to payroll
Same-day pay run possible
Better audit trail
Connected systems create end-to-end documentation
Easier compliance verification
Real-time labour costs
See actual costs as shifts are worked
Better budget management
Step-by-Step integration guide
Follow these steps to connect your rostering and payroll systems
Map your current workflow
Document how data currently flows from rostering to payroll to identify integration points.
Key tasks:
- Track how timesheet data reaches payroll today
- Identify manual data entry points
- Note where errors typically occur
- Document approval workflows for timesheets
Verify system compatibility
Ensure your rostering and payroll systems can connect and share data correctly.
Key tasks:
- Check if direct integration exists (API or native)
- Verify data export/import formats match
- Confirm employee identifiers align between systems
- Test with sample data before full setup
Align employee data
Ensure employee records match between rostering and payroll systems.
Key tasks:
- Use consistent employee IDs across systems
- Match pay rates and classifications
- Align leave balances and accruals
- Sync employment type (FT/PT/Casual)
Configure award interpretation
Set up your rostering system to calculate pay correctly before sending to payroll.
Key tasks:
- Map award classifications to pay rates
- Configure penalty rate rules
- Set up allowance calculations
- Test calculations against manual examples
Establish approval workflow
Create a clear process for approving timesheets before they flow to payroll.
Key tasks:
- Define who approves timesheets (manager, supervisor)
- Set approval deadlines aligned with pay cycles
- Create exception handling process
- Enable notifications for pending approvals
Test and validate
Run parallel processing to verify the integration produces accurate results.
Key tasks:
- Run test payroll with integrated data
- Compare against previous manual calculations
- Check edge cases (overtime, public holidays)
- Verify all allowances transfer correctly
Data mapping reference
| Rostering Data | Payroll Data | Importance |
|---|---|---|
| Employee ID | Employee Code | Critical - must match exactly |
| Hours worked | Ordinary hours | Core payroll input |
| Penalty hours | Penalty rate hours | Required for correct pay |
| Overtime hours | Overtime pay units | Triggers higher rates |
| Allowances | Allowance pay items | Additional entitlements |
| Leave taken | Leave deductions | Reduces leave balance |
Common integration combinations
| Rostering | Payroll | Method | Notes |
|---|---|---|---|
| RosterElf | Xero | Native API integration | Timesheets export with pay codes |
| RosterElf | MYOB | Native API integration | Direct export to employee records |
| RosterElf | QuickBooks | Native integration | Hours and rates sync automatically |
| Deputy | Xero | Native integration | Award interpretation included |
| Tanda | Xero/MYOB | Native integration | Built for Australian awards |
Common integration mistakes
Mismatched employee IDs
Hours assigned to wrong employee, pay errors
Audit employee records in both systems before connecting
Different pay rate sources
Discrepancies between systems, under/overpayment
Use one system as source of truth for rates
Skipping timesheet approval
Unapproved hours flow to payroll, inaccurate pay
Enforce approval workflow before payroll export
Not testing edge cases
Errors on public holidays, overtime, split shifts
Test all scenarios before going live
Frequently asked questions
- Integration typically works through API connections or file exports. When timesheets are approved in your rostering system, the data—including hours worked, pay rates, penalties, and allowances—is exported to your payroll software. Modern systems do this automatically, eliminating manual data entry. The payroll system then uses this data to calculate pay and produce pay slips.
- No, most modern rostering platforms integrate with popular accounting/payroll software like Xero, MYOB, and QuickBooks. Pre-built integrations make connecting different systems straightforward. Check that your rostering platform has a native integration with your payroll system—this is usually smoother than custom or manual file transfers.
- Key data includes: employee identifier (to match records), hours worked (ordinary, overtime, penalty), pay codes or categories, allowances and loadings, and sometimes leave taken. The rostering system calculates hours based on clock-in/out times and award rules, then sends this to payroll which applies rates and produces pay.
Connect rostering and payroll
RosterElf integrates with Xero, MYOB, and other payroll systems for seamless data transfer. Built for Australian small businesses.
Related guides
More resources for payroll and rostering integration.
Automate award compliance
Join thousands of Australian businesses using RosterElf to calculate pay rates and support your compliance efforts. Built for Australian small businesses.