How Do I Process a Payroll To Xero?

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 three columns per day for every shift: "Rostered Times", "Clock-in-out Times" and "Approved Times". For each shift, you simply need to select one of the three 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 "Approved Times" column.

4. Review Labour Costs

As you make your selection between "Rostered Times", "Clock-in-Out Times" and custom times in "Approved 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, simply click "Save and Next" on the bottom right of this screen.

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.

Need Further Help?

Email us at help@rosterelf.com.au or call on 1300 353 000

Benefits.

The Best Investment You Will Make.

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Save 8 Hours A Week.

Take the pain out of chasing staff for availability, building and communicating rosters, keeping timesheets and entering payroll data.
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Save 4% on Labour.

Set your business targets and view actual costs in real time as you build your roster as well as eliminate time theft through photo recognition clock-in-out.
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Employee Accountability.

Make employees responsible for keeping their availability and leave requests up to date and ensure they are always aware of rostered shifts.
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