Xero is an online accounting software platform used by businesses of all sizes, accountants, bookkeepers, and individuals. It helps streamline financial processes by allowing automatic syncing of important business data.
When integrated with PaySauce, Xero helps reduce double-entry and minimize errors in payroll processes.
Available on our Standard and Premium plans.
How to set up your integration
Follow the instructions below on how to set up the connection between PaySauce and Xero.
Part 1: Connection
From your homepage, select Settings and Integration.
Select the Xero tab and hit ‘Connect to XERO’. This will redirect you to login at Xero, then you will be redirected back to PaySauce.
Once connected, you should see a green status message confirming the connection.
To remove the connection, click the cross on the green message confirming the connection details.
Part 2: Establishing your ledger codes
As per the above screenshot, from your settings menu – choose ‘Invoices’.
Starting with Invoices, set this out as per the screenshot narrations.
Send Invoice is set to ‘yes’.
Accounting software is selected as ‘Xero’.
Status as ‘Draft’: this means you can edit the details exported to Xero.
Type ‘Simple’.
Then under Accounts, you need to go through and select each ledger. If they don’t look quite right, you need to update this in Xero. Then come back to Invoices, click ‘refresh codes’ and select.
Click Save in the top right.
Manually sending data from PaySauce to Xero
If your data doesn't sync automatically when the pay is closed, or if you need to send your data manually after closing the pay, follow these instructions:
Click on the ’History’ icon on the left hand side of the screen in PaySauce.
Select the date, or pay cycle name (just under the month), at the top of the screen.
Select the ’Costing’ tab.
If necessary, click the Refresh costing icon - this will recalculate the costings if there have been changes made to the costing settings. The 'refresh' icon is the two arrows in a circle.
Click the 'post' icon to send another copy of the Draft invoice to Xero. The 'post' icon is the envelope.
Click the 'link' icon to view the draft invoice at Xero. If you have Xero open on your browser when you select Link, you'll be taken straight to the draft invoice in Xero. The 'link' icon is two connected small circles.
Exporting Basic Invoice details to Xero
In the Settings menu, select Invoices.
Select Yes to Send Invoice. This will automatically be sent to Xero at the close of a pay.
Select Xero in the Accounting Software field.
Click the Refresh Codes button to download the Account codes from Xero.
Select Draft in the Status field.
Enter the Contact name for your Xero account. If you're not sure what this should be, enter the name of the company. Without the correct profile name, you won't be able to send the payroll details to Xero.
Select Simple in the Invoice Type field. The payroll fields will open below.
Select the correct account code-names for each payroll field.
Select Save at the top of the Xero area to store the details.
⚠️ If the payroll fields don't immediately appear, click the Type field and toggle between the Template and Simple settings. This will refresh the Xero Invoice setup area and the payroll fields will appear.
When the next pay is processed, the details will automatically export to Xero as a draft invoice.