Exporting time-sheets from TimeDock into Xero Payroll

Last updated - Feb 22, 2021 at 9:35AM

Before exporting to Xero payroll first make sure that the First Name and Last Name for each employee in TimeDock matches with your employee records in Xero Payroll.


Connect to Xero

  1. Ensure that your Xero account includes the Payroll module and that you have completed the payroll setup process.
  2. Login to your TimeDock account and navigate to Export.
  3. Choose Xero Payroll from the list of export formats.
  4. Click on the Connect To Xero dropdown and select your payroll country.
  5. Select your Xero organisation to connect, and click Allow access.
  6. A list of your active employees, pay calendars and pay codes in Xero Payroll will be pulled into your TimeDock account.
  7. Your TimeDock account will now be connected to your Xero Payroll account and is ready for direct timesheet exporting.

Configure integration settings

  1. Login to your TimeDock account and navigate to Export.
  2. Choose Xero Payroll from the list of export formats.
  3. Click on the Manage dropdown and select Setup.
  4. Select a Default Pay Code to be applied to timesheet lines exported to Xero.
  5. To override the Default Pay Code at the employee level, navigate to Settings > Employees, click Edit for the relevant employee and use the Pay code dropdown to select a different pay code to use for that particular employee.

Export timesheets to Xero

  1. Login to your TimeDock account and navigate to Export.
  2. Choose Xero Payroll from the list of export formats.
  3. Select a Pay Period which relates to a Pay Calendar in your Xero Payroll account.
  4. Based on the selected Pay Period, select a timesheet Date Range.
  5. Choose a rounding option or filter the exported timesheets by a specific department.
  6. Select a status to export your timesheets as.
  7. Choose if you want to create automatic break deductions by changing the settings in the Break Deductions box.
  8. Click Export to Xero.
  9. An export log will be displayed showing you the status and progress of your export. Click Refresh periodically to view successful employee timesheet exports, or any errors.
  10. When the export log has indicated that the export has completed successfully, login to your Xero account and navigate to Payroll > Timesheets.
  11. Ensure that the pay calendar filter is set to the Pay Period you chose when performing the export from TimeDock.
  12. Your employee timesheets will be visible under the date range that you selected when performing the export from TimeDock. N.B. the employee First Name and Last Name must match between TimeDock and Xero Payroll in order for timesheets to be successfully exported for the employee.

Sync lists from Xero

If you've added or updated employees, pay calendars or pay codes in Xero Payroll since you first connected (or your last sync), you can sync these items into your TimeDock account.

  1. Login to your TimeDock account and navigate to Export.
  2. Choose Xero Payroll from the list of export formats.
  3. Click on the Manage dropdown and select Setup.
  4. Click the Sync button.

Troubleshooting

If any errors occur while exporting timesheets to Xero, these will be displayed in your export log. Which you can view at any time by navigating to Export > Xero Payroll > Manage > Export Log.

Timesheet export error

If an error occurs on an individual employee timesheet, such as a validation error, this will be displayed as a log item with the details of the error as well as the employee timesheet the error occurred on.

The below image is an example of an employee timehseet attempting to be re-exported to Xero. However the timesheet within Xero has already been marked as Approved, so the transaction is denied.

Xero export log validation error

Integration connection error

If the error is a connection error, there will be a single log item reflecting this. Click the red icon on the right-hand side of the error log and follow the prompts to reconnect to your Xero account.

Xero export log connection error

Check your integration status

When a connection error occurs, the status of your integration will be flagged as having a connection problem. You can check the connection status of your integration and disconnect/reconnect at any time by viewing your Xero integration settings (Export > Xero Payroll > Manage > Setup).

Reconnect to Xero

If your integration has a connection problem, a red alert box will be displayed above your Xero integration settings (Export > Xero Payroll > Manage > Setup). Click on the Connect to Xero button and follow the prompts to reconnect to your Xero account.

Reconnect Xero integration

See also