Before You Begin
Please ensure that you have a valid Xero account. You will also need to turn off your pop-up blocker so you can connect to Xero. Follow the links below for instructions on how to do this based on your web browser:
Please note that the initial set-up will sync employees and their data from Xero to Deputy, so you will need to ensure that everything is correct in Xero to make the sync seamless.
Connecting to Xero NZ
Read Connecting New Integrations for an introduction to connecting to third party systems.
After you select Xero you will be asked to log in to your Xero Account.
From here, you can select the organisation you would like to connect.
Importing/Adding Employees from Xero into Deputy
After you’ve connected your Xero account, we can import/add employees from Xero into Deputy. To do this, head to the ‘People’ tab, click ‘Add People’, then in the drop-down box, select ‘Add/Import Multiple People’.
First, select the Location that these employees work in, and in the ‘Import or Upload a file’ drop-down, select ‘Xero Payroll’.
The ‘Name’ field will auto-fill based on the data pulled across from Xero. The email and phone number fields will auto-fill if applicable. When this is done, toggle whether those with email addresses will receive the Deputy invite email.
After this, simply click ‘Add People’.
Turn On Auto-Syncing for Employees
If you have set-up your employees in Xero, syncing employees will use their email address and name to match the entries and add them to Deputy.
To auto sync your employees, head to the Locations tab and click ‘Edit Settings’ on the location connected to Xero.
Now navigate to the ‘Payroll’ tab.
Now click the toggle under Xero to switch ‘Auto Sync Employee’ to ON.
Remember to click ‘Save’ when you are done.
Please note that employees may take up to several minutes to sync. Allow some time for the sync to complete.
Exporting to Xero
First, please note that Xero cannot export timesheets unless a valid calendar period exists. Export your timesheets first in Deputy, then approve the timesheets in Xero. Once you have done this, open a pay run within Xero.
To export to Xero, ensure that you have timesheets to export.
Navigate to the Export Timesheets page, select the timesheets you would like to export, then click 'Export Selected Items'.
In the drop-down list, select Xero Payroll, then click 'Export'.
Setting and Editing Employee Pay Rates
Please note that Xero NZ currently only supports base rates and 1.5x multipliers, which pulls pay rates as it’s entered into Deputy. It’s important that you always add and edit your employee pay rates in Deputy. For more information about editing employee pay rates, visit our help doc.