| Note: From October 1st, 2025, we introduced new plans that better reflect how our customers use Deputy: Lite, Core, and Pro. If you're an existing customer, look out for an email with all the details you’ll need. Learn more about the new plans and what this change means for you. |
| Deputy provides the "Rostering by Deputy with Xero" integration and associated software services strictly in the capacity of an independent contractor. Deputy is a software provider and does not offer professional, financial, human resources, legal, or payroll compliance advisory services. Any features, guidelines, or materials provided within the software or documentation are for informational and operational purposes only. Customers remain solely responsible for ensuring that their payroll, scheduling, and employment practices comply with all applicable laws and regulations, and are encouraged to consult their own independent professional advisors. |
This article explains how your Deputy account works when you purchase it through Xero and what information is shared between the two systems.
Before you read
- Target audience: This article is for users with Subscriber access in your Xero organisation and System Administrator access in Deputy.
- Plan restrictions: This article is only for customers who purchased the Deputy app through their Xero subscription.
This article covers:
- How does my Deputy to Xero connection work?
- What data syncs between Deputy and Xero?
- How do I manage multiple locations?
- What do I do if the Xero Connection stops working?
How does my Deputy to Xero connection work?
When you buy Deputy through Xero, your account is automatically created and connected to your Xero organisation. You don't need to configure this connection because it's ready to use from your first login.
The following steps happened automatically:
- Deputy created your account and linked it to your Xero organisation.
- Your subscription was activated through your Xero billing.
- You received a welcome email with a temporary password and login link.
When you first log in, you'll complete a setup wizard to confirm your business details. Once finished, you can begin importing your team.
What data syncs between Deputy and Xero?
Deputy and Xero sync payroll data daily to ensure your information is accurate.
What syncs during initial setup?
The following items are imported when you first bring team members into Deputy:
- Personal details: Name, address, and contact information.
- Employment details: Start dates and employment types.
What syncs daily (automatic)?
The following items sync once per day:
- Pay calendars: This makes sure your timesheet exports match your Xero pay runs.
- Leave types: These match between both systems.
- Leave balances: These update from Xero to Deputy daily.
What does not sync?
After the first import, personal details (like a phone number change) don't sync between systems. You must change these details in both Deputy and Xero separately.
How do I manage multiple locations?
You can create many locations in Deputy, and they'll all connect to the same Xero organisation. This is helpful if you run several sites under one business, such as a restaurant group with a single ABN and a single Xero organisation.
Your Deputy account is locked to the Xero organisation you used for the purchase. You cannot connect Deputy locations to a different Xero organisation. If you manage different businesses with separate Xero organisations, each one needs its own Deputy subscription.
What do I do if the Xero Connection stops working?
The connection between Deputy and Xero relies on the login details of the person who first set up the account. If that person leaves your business or loses access to Xero, the daily sync will stop.
To reauthenticate the connection:
- Click the Main menu drop-down under your name in the top right.
- Click Integrations.
- Find Xero and click Reauthenticate.
- Log in to Xero when prompted.
The person performing these steps must be the Xero subscriber or a payroll admin to have the correct API permissions for Deputy to maintain this connection.
If your Xero login has access to multiple organisations, you'll be asked to select one. Your Deputy account is locked to the organisation you originally subscribed to. If you select a different one, you'll see an error and be prompted to choose the correct organisation.
Most users have access to only one Xero organisation, so reauthentication is straightforward: log in, and the connection is restored automatically. The daily sync will resume once reconnected.