RotaCloud’s integration with Xero makes it easy to pay your employees accurately. The data that’s exported from your RotaCloud account includes payroll information, as well as timesheet info — both for shifts that have been worked, and for leave.
Before you start
Before you enable the integration, your Xero account must already be fully set up, and have your Company added to that account. Each employee must also be added to the Company, and with their Details, Employment, Taxes and Pension pages completed in their Xero employee profiles.
It’s important that your Pay Calendar has also been set up, and assigned to all relevant employees. This can be done in the Settings > Features > Payroll Settings page in Xero.
Earnings Rates can also be set up in Xero before you begin, however new ones can also be created through RotaCloud, we’ll cover this in a later section of this article.
Xero integration is only available for hourly-paid staff, and for accounts with fewer than 200 employees. Your Xero account must also have Multi-Factor Authentication enabled to allow the integration:
The Time & Attendance package is required to make use of the Xero integration.
Switching on the connection
To enable the integration, head to the Settings menu by clicking on the cog icon in the upper-right corner of your RotaCloud account. Then, head to the Integrations page. Next, select Xero to open your Xero integration settings.
Select Add Integration to begin linking your accounts. You’ll then be taken to your Xero login page. Log in with your Xero username and password. On the following screen, select your overall Xero account from the dropdown menu.
Please note: you must select your overall Xero account name in this section, as opposed to a single Organisation.
You’ll be shown a short summary of what data the integration needs to access. Click Allow access to proceed. This process should only take a few moments.
Once the integration is complete, you’ll be taken back to RotaCloud. Here, you’ll see the Xero Settings menu. Select your Organisation from the drop-down menu. You can then begin to assign your Overtime and various Custom Role Rates (if applicable), as well as map Leave Types to your leave in Xero. For more information on this, please see our Xero Settings article: