We recently led a Deputy and Xero Integration Training and received 100+ questions about the integration. Due to this demand we have created this Help guide containing the training recording, additional resources and all of the live questions and answers. The training covered:

  • How the Deputy and Xero integration works
  • Connecting to Xero
  • How to synchronise employees and leave
  • Export timesheets, pay rates and awards
  • General time-saving tips and tricks

View the Deputy and Xero Integration Training Recording:

Please join us for our free, monthly online training sessions by registering here.

For additional Help with the Xero integration, please check out these Help articles:

Xero Tracking

Employee On-boarding Sync with Xero

Time Billing in Xero Invoicing

Importing into Xero

Bulk Add Employees to Deputy

Xero Additional Extensions

Deputy and Xero Integration Training: Frequently Asked Questions

During the session we received a number of questions, which are organised below into topic areas. Click on the topic ares below to access the questions and answers in each topic. Where applicable we have added links to other Help resources.

Account setup

How to sync Deputy & Xero

Employee On-boarding

Pay rates & awards

Timesheet Export

Leave

Other questions

Account Setup

We want the staff to use only the kiosk for clocking in & out and not their mobile phones. How do we set this up?

If you edit your location and go to the “Timesheet” tab, you can disable the setting “Allow employees to clock in via Mobile Device.”

You will need to do this for all locations you want to block this on.

How do you deal with Public Holidays? Both in terms of employees taking a day off and also if they work that day?

You can configure Public Holidays by following this guide. If you are using the Deputy Awards, Timesheets approved on Public Holidays should automatically apply the PH rates.

How do I change someone's email address in Deputy?

We showed this in the webinar. You can either:

- Have the employee log in at once.deputy.com and change their email

- Discard their employee record, then reinstate it. Upon reinstating you can enter the new email. Be aware that doing this will remove the employee from any future rosters.

Staff are clocking in before their rostered shift as they arrive early. This is then affecting how many hours Deputy thinks they're actually working. How can we change this?

If you click on the "Locations" tab at the top and then on "Edit Settings" for the desired location and then in the "Timesheets" section on the left side you can scroll down and turn on the setting "Round start time of time sheet to scheduled if it's earlier" and that will prevent this from happening.

Can employees view each other's pay rates?

It depends on which access level the employee has within Deputy. For more information about access levels please have a look at this article from our help portal.

I tried to change my email address in my profile and it wouldn't let me. Why is that?

You can change your own email address by pressing "Hello, User" on the top right corner, then pressing "Edit my global profile".

How to sync Deputy & Xero

I would like to cover off how to prevent the following sync issues we have, whereby (1) work emails overwrite private emails in Xero, because we set up deputy with work emails, however send payslips to private emails, (2) employee start dates overwrite when deputy is set up for them (3) duplicate names are created in Xero, because Deputy names differ from legal names.

What is best practice to prevent these sync issues?

1: If you use Employee Export code matching for your Xero employees will allow you to use different emails in both systems. We will cover this shortly in the webinar.

2: Please ensure you set the start date in Deputy, as this will be the source of truth when syncing your Employee to Xero.

3: As mentioned in my first answer, if you match the employees using the export codes, you won’t have to match employees based on their names in Deputy. We will show you how this works shortly.

Can you please explain further why the ‘auto sync employees’ function should not be selected?

Auto syncing employees will import the pay rates from Xero.

If you are using Australian Fair work awards, we recommend you use the pay rates provided in Deputy to be the most compliant when paying your employees.

We moved from MYOB to Xero, so our employees were not on-boarded with Deputy. How do we sync Deputy with the existing Xero employees?

There is a bulk importer tool for bringing in employees from Xero. We covered the usage of this importer in the webinar.

Employees are already in Xero and Deputy, but they are not synced. How come?

To sync the employees between the systems, you should ensure that the export code for the employee in Deputy is set to their “First Name” and “Last Name” from Xero. This is demonstrated in the webinar.

Name can't change re Xero sync - How does that work if someone gets married and changes their name?

You can set the Timesheet Export code for the Employee to the First Name and Last Name in Xero (e.g. "Jim Smith") and it will match based on that.

We find that Deputy automatically imports new Employees entered into Xero. How do we turn this off?

You likely have an additional extension added to your account that is syncing this. You can check by viewing your location, then selecting “Notifications and Integrations”. If you have the employee sync integration, you can remove this.

If this is not the issue, please reach out to our chat team in the bottom right corner of Deputy so our team of experts can assist with getting to the bottom of this.

How do we prevent syncing from Xero to Deputy when we update their private emails? We don't want a Deputy timesheet entry to be from their private email, rather their work emails.

And why does it keep syncing when we switch off the functionality?

Once you've put the name of the employee (same as in Xero) into the employee export code in Deputy in the pay rates section the employee's are mapped in both systems and after that you can change the email address without breaking the mapping.

When I set up Deputy and Xero I was told that the leave type name in Deputy had to mirror exactly the Xero leave type - so I had to change the Xero naming convention. Otherwise I kept getting errors. Is that correct?

Leave is matched based on Deputy's export code to Xero's leave name. For Xero Australia, the map for Leave is:

Deputy Export Code > Xero Leave Name

“dp_annual_leave” > “Annual Leave”

“dp_sick_leave” > “Personal/Carer’s Leave”

“dp_bereavement_leave” > “Compassionate Leave (paid)”

“dp_community_leave” > “Community Service Leave”

“dp_long_service_leave” > “Long Service Leave”

“dp_rdo_leave” > “Time Off In Lieu”

Why does employee leave that is over many days e.g. 2-weeks Annual Leave not synced to Xero as 1 entry with a start and end date and the total hours?

This causes issues on employee pay slips as each day of leave is added as a single entry and makes for a very long pay slip and not as clear as displaying just the consecutive block of leave taken.

Thank you for your feedback, the product team has taken onboard this feedback to improve this specific experience in a future improvement.

If I add a display name for a pay item in Xero, will this save for the next time I import the timesheets to Xero, or will be it overridden?

Yes, if you edit the pay rates created by Deputy inside Xero, this configuration will stay as long as you don’t delete them.

How does the notifications and integrations tabs work in payroll?

When you connect an integration to a third party like Xero in the Payroll tab, the integrations and extensions under "Notifications & Extensions" will be available for you to set up since you have already connected Xero. In the list of extensions press "Edit Services" find Xero, tick it and press "Continue" to save.

What reasons would the auto sync in location settings change in Deputy? I have not changed this manually but each time a Deputy help desk person has done a sync this has caused issues. It has imported employees from other locations into the incorrect Xero company (we have 3 different companies in Xero)

This might happen if you have connected those Xero companies to this Deputy account in the past. You can request in our support chat to wipe out all references to your Xero again and start from the beginning with the correct Xero company and account. During the Xero setup process make sure to choose the correct Xero company.

What if you want the wages reported into 2 different expense accounts in Xero when you import the pay rates? E.g FOH wages & BOH wages. My understanding was that imported pay rates from Deputy can only be coded to the one expenses account in Xero because there is only the one pay code in Xero. Is that correct?

If you export all your employees to Xero, it will create the rates with the default expense account. You can then go into Xero and edit these pay rates to set your preferred expense account.

When I filter employees by leave type and sync to Xero, it works at first but when I try to filter again on the next pay cycle it won't show the employees with the same leave type. Why is that?

This could be an issue with the export module. Please reach out to our 24/7 support team and they will be able to assist with getting to the bottom of this issue.

Is it best practice to use personal emails for Deputy & Xero?

You can use either personal or work emails, the only difference is that Deputy emails including work information will be sent to this address.

Can you turn off the ability to change names?

You cannot disable this in Deputy. Once an employee accepts their invite, they will be able to control their name in Deputy.

If someone changes their name (to a nick-name) will this cause issues with Xero feeding through to STP reporting to the ATO etc?

If your employee has changed their name to a nickname, you can instead match them to their Xero employee profile based on their Export Code. We show how to set this up in the webinar

How often do the systems sync?

This depends on which sync feature you're talking about specifically. You can find more here about Xero extensions.

Is Xero the source of truth for pay rates?

We highly recommend you use Deputy as the source of truth for your pay rates. If you want Xero to be the source of truth for the pay rates you can use the "Updated Employee > Sync Pay Rates" extension, read more about Xero extensions.

With regards to the "Auto Sync Employees" button, we are currently using Xero Payroll as the source of truth for our pay rates and because of that our Auto Sync is turned on. Is that correct?

Yes, if you are using Xero Rates as the source of truth, enabling Auto-Sync will ensure the rates are kept up to date as per changes in Xero.

Employee On-boarding

For NZ users, will we ever get the on-boarding option?

We currently aren’t working on this, however you can submit feedback to our product team with your request by clicking the “Help” menu in Deputy and then selecting “feature suggestions”.

Thanks for your feedback!

Can you attach any of your own documents when on-boarding an employee ie. RSA, copy of student visa etc?

Employee On-boarding does not allow attaching of documents at this time, however you can add training for employees and attach documents for these records.

We have a comprehensive training guide found here.

Regarding the HR On-boarding - can we attach additional company specific paperwork that we require our employees to also fill in? It's a bit clunky right now as our new employees have to complete the On-boarding documents and then bridge the gap with all the missing HR paperwork from our company files.

At this time you can only attach additional documents in Training. If you’d like to pass your feedback on to our Product team, you can click the “Help” menu in Deputy, then select “Feature suggestions”.

If you onboard an employee in Deputy, do you have to then enter them manually in Xero prior to payment? Deputy doesn't push the new employee with details into Xero, right?

If you use our Xero On-boarding Sync, it will auto create employees who don't exist in Xero. For more information, please check out this article.

Regarding the On-boarding function - can this be used for existing employees (those who started before the On-boarding feature was introduced)? Currently it seems that all info is needed.

Yes, click on the employee's profile > HR Forms > Onboard Employee and follow the prompts.

Pay Rates and Awards

Will casual loading be labeled as "included" in the ordinary rate when using the award interpretation?

Casual Loadings are to be included when entering the base rate of the employee in Deputy. They will not be included as a separate line item.

We used the building and construction award rate for our pay rates, however the award is way too extensive for our company. Is Deputy able to assist with customising our own pay template to calculate overtime?

If we don't have your award in Deputy, you can submit a request here.

The more requests we get for an award, the more likely it is we will adapt it.

Alternatively, you can reach out to your account management or to support to discuss having an award built custom into your account at a cost.

When you use the deputy award library for pay rates, how do you ensure that all of the irrelevant penalty rates do not appear on the employee's payslip in Xero? For example, our employees end up with 3 pages of random award penalties as line items that they have not earned.

Deputy has no control over what shows on the employee’s payslip in Xero. If this is proving to be a challenge for you, we recommend that you reach out to Xero to share your feedback with them.

What if you pay above the award?

If you pay above the award, Deputy will allow you to set a higher base rate figure than the figure that fair work recommends. At this time, there isn’t a way to set higher multiplier rates for the award.

Can you apply an award to some employees but not others? We have some paid via an award and some are on a flexibility agreement.

Yes, you can configure employees with various different pay rates, including fair work awards, salary and basic overtime rates.

How do you deal with a staff member who wants to vary their PAYG upward, e.g. pay extra tax each week? When I tried to push the pay details and overwrite the pay rates it created an error.

Deputy is not able to do this feature right now but you can do it within Xero. For the selected employee > Taxes, tick "Upward Variation Requested" and enter a fixed amount to be deducted each time.

Are you able to remove all the award rates that don't apply to that employee?

At this time you cannot hide any awards from the award library.

When using the awards from Deputy, would it also allow to pay some daily allowances as sleepover or on call allowances or is it just for pay rates?

We do support allowances for certain awards. If you would like to see what is supported for your award, you can open our help site and search for your award code. There will be an article outlining how to automate these allowances.

Here is our list of awards and their help documents.

Can i use the award rates in deputy but when exporting to xero want to keep the hourly rate in Xero? I want to use Deputy to ensure the hourly rate we pay is high enough to cover the penalty rates in the award.

Yes, you can do that by setting up the employees with award rates in Deputy and with hourly rates in Xero and then when exporting the timesheets to Xero make sure to not tick the box "Replace Xero's rates with Deputy rates".

We have our own pay scales and want Deputy to pull these from Xero. How do we ensure Deputy is updated as the old rates will overwrite the updated profile in Xero when we export our timesheets?

You can set up the "[Xero] Updated Employee > [Deputy] Sync pay rates" extension so that the pay rates in Deputy reflect what is in Xero. Read more here.

When using the deputy pay rates, some pay items are (not automated) by default - is it possible to set these up so that they are automated?

We do support allowances for certain awards. If you would like to see what is supported for your award, you can open our help site and search for your award code. There will be an article outlining how to automate these allowances.

Here is our list of awards and their help documents.

We use the General Retail award. There are lots of different versions of it in Deputy. Which one do I select?

You will see awards for “post-2019” or “post-2020.” You will want to ensure the one you select has the most recent active date. Different awards update at different times, so not every award will be post-2020.

What if you pay someone above award rate?

You can set a higher base rate for the employee in Deputy and the award will calculate on a higher level. At this time, Deputy does not allow you to set higher multipliers than the award.

We cannot see awards. Is this unusual or intentionally set up this way?

Your account may be configured in the incorrect region. Please reach out to our 24/7 support for assistance with this issue.

How can you personalise pay rate items in Deputy, include an evening loading etc?

At this time, there isn’t any way to customise our awards. If you’d like to submit feedback on this, you can open the “Help” menu in Deputy and then select “feature suggestions”.

Can you use the award from Deputy for certain employees and a manually entered rate for others that are not under the award?

Yes, you can use a mixture of pay rates on different employees without issue.

If I need to pay allowances like supervisor or first aid, do I need to manually adjust this in Xero or is there a way to check this in Deputy?

You can amend Timesheets in Deputy to apply our non-automated allowances. For more information, please see pay approval in this document.

When using awards - why do you have to enter the rate? Shouldn't it get it from the award? And if an award rates change does it update automatically?

We give the employer the control over the base rate. While the functionality is configured for optimal compliance, we rely on the manager’s to provide the correct award level base rates.

If Deputy is linked to Xero, how do you set up/link the pay rates and leave within Deputy?

We covered this during the webinar, including how to link Leave between the two systems.

Can an employee have different pay rates when he/she performs different duties?

This is a feature that we're currently working on. Keep an eye out for an upcoming update on this.

If you pay above the award - would you have to manually input the multipliers of the hourly rates for employees?

To pay above the award, you can enter a higher base rate, e.g $22 instead of $21 and the multipliers will all pay higher based on the base rate. At this time you cannot configure the multiplier rates in awards.

When will you be adding the Black Coal Mining Industry Award to Deputy?

If we don't have your award in Deputy, you can submit a request here.

The more requests we get for an award, the more likely it is we will adapt it.

Alternatively, you can reach out to your account management or to support to discuss having an award built custom into your account at a cost.

If employees are on an award but are getting paid above the award rate. Can this be done?

To pay above the award, you can enter a higher base rate, e.g $22 instead of $21 and the multipliers will all pay higher based on the base rate. At this time you cannot configure the multiplier rates in awards.

Does Deputy update the award rates after 01.07.20 and allow for fortnightly pay runs that might stagger both periods?

No, once an award gets updated Deputy will send out an email informing you about the update but you have to update the award in your employees profiles.

As the awards are updated, do I need to continue to change these in the employee's profiles?

Yes, once an award gets updated Deputy will send out an email informing you about the update but you have to update the award in your employees profiles.

What is the difference between SCHADS casual disability and the one with the date besides it like "1st July 2019"?

The awards rates with the newest date at the end are always the ones that are most up to date and should be chosen if you want to be compliant with the award.

Does the award auto update with new pay rates and penalty rates when they are updated?

No, once an award gets updated Deputy will send out an email informing you about the update but you have to update the award in your employees profiles.

Can we get a support document for GRIA allowances etc?

Check out this article from our help portal about the GRIA award.

If you need more information about the GRIA award please have a look at the FairWork Australia homepage.

When someone is under 21 does the award rate auto update to the next age level within the award when they have their birthday?

No, the award doesn't update automatically when someone has their birthday and enters a new age level within the award. This has to be done manually. We do recommend to put the staff birthdays into their profile and then go to the notifications in "Notifications & Integrations" in the location settings and turn on the notification "Birthday today -> Send notification"

May we please have the supporting docs for HIGA awards?

You can search our help center for this information by putting the award code into the search box and pressing enter. HIGA can be found here.

HIGA has different pay rates based on age ie level 5 chef has different pay rates for 18 yo and 20 yo. How does that work with Deputy & Xero - especially in regards to birthdays?

No, the award doesn't update automatically when someone has their birthday and enters a new age level within the award. This has to be done manually. We do recommend to put the staff birthdays into their profile and then go to the notifications in "Notifications & Integrations" in the location settings and turn on the notification "Birthday today -> Send notification"

We use the HIGA award and have level 2 and level 3 employees. How do we add this to the employee?

If we don't have the different levels in the award the multipliers in the different levels would be the same and you only have to choose the award (newest version) and put the level 2 or 3 pay rate in as the ordinary hourly rate. For more information about the HIGA award have a look at this article from our help portal.

Does Deputy advise us when an employee has their birthday? And if so does that notification come via email or the like?

You can set up Deputy to automatically send a notification to the manager or the whole team when it's someone's birthday. Read more here.

Is the update of base rates on the individual employee profile or on the award type? So do we need to update every single employee for the based rate when the increase kicks in?

Yes, once an award gets updated Deputy will send out an email informing you about the update but you have to update the award in your employees profiles.

We used the building and construction award rate for our pay rates, however the award is way too extensive for our company. Is Deputy able to assist with customising our own pay template to calculate overtime?

Yes, that is potentially doable. Please reach out to our 24/7 support chat for this enquiry. They will be able to help you further with this.

Timesheet Export

Can Deputy export timesheets but also calculate the time off in lieu?

Time off in lieu can be accrued and calculated as leave inside Xero.

Do you have to export as timesheets or can you do it as a payslip as well?

For processing pay, we recommend exporting it as a Timesheet from Deputy as exporting it to a payslip won’t store the Timesheet history in Xero. You can also make amendments to the Timesheet in Xero, but not the payslips.

The last couple of weeks I enquired as to why all the pay line items come across - they are then very large payslips - is Deputy going to work on a way that on import any pay line items where there are now hours worked it does not import into Xero?

Deputy has no control over what shows on the employee’s payslip in Xero. If this is proving to be a challenge for you, we recommend reaching out to Xero to share your feedback with them.

Is there a way to export the Annual Leave to Annual Leave with LL? These always fail and manual adding of Annual Leave with LL is needed.

You can configure a leave loading inside Xero by going to your Payroll Settings > Pay Items > Leave and editing the condition to include the loading.

Can you export timesheets for salaried employees?

As Salaried employees are paid a fixed rate, we don’t export their Timesheets to Xero. We recommend that you configure Salary auto-pay in Xero for these employees.

We use timesheets for wage earners to track wage expenses in Xero. Can you think of a way the timesheet can be used by salary workers to split their salary by the same ratio?

Deputy does not export salaries to Xero and due to this, we cannot send wage tracking information for salaried staff.

How do you stop irrelevant shift loadings and allowances that are not applicable importing into Xero payroll?

At this time we send the whole award to Xero when you export Timesheets. If this is proving to be a challenge for you, I recommend that you send your feedback to our Product team by selecting the “Help” menu in Deputy and then selecting “Feature Suggestions”.

When exporting timesheets into an invoice in xero as time billing can we show the employee comment?

We currently can't send this, however you can submit feedback to our product team with your request by clicking the “Help” menu in Deputy and then selecting “feature suggestions” to be considered for future updates to our product.

How do you see if the timesheet is set up correctly for an employee already in Deputy and Xero? I can’t find the timesheet's first name and second name window.

In Deputy for an employee under "Pay Rates & Leave", if it has successfully connected to Xero you should be able to see the last date and time it was synchronised to Xero and the corresponding Time Sheet Export Code. The Time Sheet Export Code is used to find the corresponding employee in Xero.

Can you please cover timesheet tracking from deputy to xero?

We won’t be covering tracking in this webinar, however check out this help documentation.

If you require any assistance setting this up, please reach out to our 24/7 support team.

How do you export salaried staff?

As salaried staff pay is fixed, we don’t export their Timesheets to Xero. We recommend you set up salary auto pay in Xero.

Can you export non-employee timesheets? We employ a lot of contractors paid on an hourly rate based off of timesheets/invoices.

We recommend adding them as employees if possible to make the most of the Xero integration to export timesheets.

The timesheet export code is blank for all my employees but I can still successfully export the timesheets to Xero. Should I add the export codes?

Deputy will match employees to Xero in two ways:

- First Name, Last Name and Email

or

- Timesheet Export Code

If your export is working fine at the moment, you don't need to set these export codes up, however we recommend you use this to match to Xero to avoid any future issues.

When the timesheet pushes into Xero, it brings across all the award lines without time against it. Is there a way to only push a timesheet line if hours are recorded to it?

This is a known issue on Xero's side which was accidentally introduced recently. They are still currently investigating this issue on their end.

Leave

My leaves in Deputy don't get updated when employees take leave - they apply for leave on Deputy and leave gets approved in Deputy. How come?

We would have to look into your specific account to address this issue properly. Please reach out to our 24/7 support chat and they will diagnose and help you with this.

If you're not using the auto sync employees function under locations - how do the leave balances sync between Deputy and Xero? We are new to Deputy and have opening leave balances in Xero that I would like to show in Deputy.

To sync your leave balances from Xero to Deputy, you can do so with one of our additional extensions found here.

If you require any assistance setting this up, please reach out to our 24/7 Support Team.

If leave for employees had previously been exported successfully and then does not the next time, what can cause this?

If you have exported Leave already, please ensure to delete the Leave from the Payroll > Leave screen in Xero before re-exporting it.

Can Deputy assign a leave entitlement i.e. leave loading when leave is approved in the timesheet?

You can configure a leave loading inside Xero by going to your Payroll Settings > Pay Items > Leave and editing the condition to include the loading.

How is TOIL calculated?

Deputy does not calculate TOIL. If you wish to accrue this as a balance, we recommend that you configure this in Xero.

If you don't export salaried staff, how do you capture leave?

Salaried staff will still have their Leave timesheets exported to Xero for processing.

You state salaried employees in general do not get exported. However, when we "export all employees" if 1 of those salaried people were on leave for example, it seems to cross over into Xero without us having to do the "leave request" through Xero. So can you please clarify what exactly does export with regards to salaried personnel?

Salaried staff will only have their Leave timesheets exported to Xero for processing.

Even though we can't export timesheets for salaried staff, can we still sync leave for when they take annual/sick leave?

Yes, salaried staff will still have their Leave timesheets exported to Xero for processing.

Will leave totals automatically update from Xero to Deputy?

If you are talking about Leave Balances for an employee in Xero, then yes. You can set up a Xero extension in order to automatically pull an employee's leave balance into Deputy from Xero. Read more here.

We have employees in one of our locations which won't allow us to export sick leave. It comes up with an error however the codes within Xero and Deputy are the same. Are there any suggestions on how to rectify this?

In order to properly diagnose this issue please reach out to our 24/7 support chat and they can help you further with this.

Should staff be requesting their leave (annual, sick leave etc) through Xero or Deputy? Currently they are not syncing and have to be manually added.

This depends on what system you're using as your source of truth and making sure that whichever system you choose, try to be as consistent as much as the product will allow. Deputy allows you to import an employee's leave balance automatically by using the extension "[Xero] Import Leave Balance > [Deputy] Sync Leave Balance". Read more here.

Why does employee leave that is over many days e.g. 2-weeks Annual Leave not synced to Xero as 1 entry with a start and end date and the total hours?

This causes issues on employee pay slips as each day of leave is added as a single entry and makes for a very long pay slip and it's not as clear as displaying just the consecutive block of leave taken.

Thank you for your feedback, the product team has taken onboard this feedback to improve this specific experience in a future improvement.

Other Questions

Are we able to have an EA built into Deputy that is not a standard award?

Yes, please get in contact with our 24/7 support chat regarding your EA. They will be able to assist you with this.

We have an EBA, can we get that loaded into the Awards library?

Please reach out to our 24/7 support chat for this enquiry. They will be able to help you further with this.

Is the process for integrating the same if you use Netsuite?

Every integration is unique. Here is the article from our help portal about the Netsuite integration.

Please reach out to our 24/7 support chat for further questions regarding the Netsuite integration

If we use a different base pay rate for the employees, how do we transfer this to Netsuite? As the pay component names are the same, how do you differentiate between the levels?

This is only supported in our Enterprise product where we can build out custom terms with higher duties to match Netsuite. Please reach out to our 24/7 support chat to enquire about this.

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