RosterElf is an approved add-on to Xero which means you can connect your RosterElf and Xero account seamlessly and send all the payroll data directly across each pay-run.
Both software has an API integration which means there is no need to upload a payroll file into Xero. Instead, once you approve your payroll data in RosterElf, it is sent directly into your Xero account as a draft time sheet.
1. Go to the payroll tab
Firstly, select the the "Payroll" tab on the top menu of your RosterElf account. You will then need to select a week and site that you wish to process.
2. Manually match
If some staff in the roster you are trying to process cannot be found based on their name in your Xero account, this window will appear showing you a list of "Unmatched Staff" for you to manually match. These will be indicated in red. To manually match staff which are not linked, click on "Match With Xero".
Another pop-up window will then appear with a list of possible staff names in Xero for you to choose from.
Once you find the correct employee name from Xero, simply click it and the employee records will be matched.
If you cannot find the employee, it is most likely the employee does not exist in your Xero account. We recommend at this point, you log into your Xero account and add the employee in before proceeding.
3. Review times
This clever view shows four columns per day for every shift: "Rostered Times", "Clock-in-out Times", "Auto rounded times" and "Approved Times" for each shift. You simply need to select one of the four options. If you want to have a custom time for payroll that is different from both Rostered and Clock-in-Out Times, you can type in the fields in the "Custom" column.
4. Review labour costs
As you make your selection between "Rostered Times", "Clock-in-Out Times", "Auto rounded times" and "custom times", you will notice this screen will automatically calculate statistics on including labour cost, labour percentage to sales, average pay rate and total hours. If you are a sales based business, you can enter your ACTUAL sales results and know live what your labour percentage to sales is per day and for the week.
4. View shift info
By clicking on the "i" icon on the right of screen next to each shift, you can view more information.
5. Add employees manually
If you have any employee who were not rostered and did not clock-in-out, you can also add them manually to payroll by clicking the "Add Employee" button.
5. Unselect employees not to be processed
If you do not wish for some of the employees to be included in the exported payroll file, you can simply untick there records as per below.
6. Process your payroll
Once your reviews have been done and happy with hours to be processed, click save to come back and work on it later or click process.
7. Draft timesheets appear in Xero
Lastly, log into your Xero account. You will see RosterElf has sent all the approved staff hours, broken down by pay item/rules directly to your Xero account. Simply process your payroll in Xero as normal.
8. Email report
Once you process a payroll, we will also email you a PDF payroll report similar to example below.