This article provides step-by-step instructions for exporting approved timesheets from Deputy to Xero.

Before you read

• Target audience: This article is for users with  Location Manager or System Administrator access.
• Plan restrictions: This article is only for customers who purchased the "Rostering by Deputy with Xero" through their Xero subscription.

This article covers:

• What do I need before I export?
• How do I approve timesheets?
• How do I export timesheets to Xero?
• What happens after the export?
• Why are some timesheets missing from my export?

What do I need before I export?

Make sure you have completed these three requirements before starting your export:

1. Linked team members: Your team must be linked to Xero records. You can do this by importing them from Xero or by manually matching their email addresses.
2. Configured pay rates: You must set up pay rates for each team member in Deputy.
3. Completed shifts: Team members must have finished their shifts and clocked out. Deputy cannot export "open" timesheets for shifts that are still in progress.

How do I approve timesheets?

Deputy only exports approved timesheets. You can review these on the Approve Timesheets tab.

Here you can:

1. See the date, total hours, breaks, areas worked, and calculated pay for each timesheet entry.
2. Check for and review timesheets where the recorded time differs from the scheduled by looking out for the warning (⚠️)icon.
3. Approve entries individually or click Approve all for a team or team members' full batch.

How do I export timesheets to Xero?

1. You can start an export by either clicking:
   • Timesheets > Export Timesheets from the main menu.
   • Export to Xero in the top right of the Approve Timesheets tab.
2. Select your pay calendar and pay run: 
   • Choose a pay calendar from the drop-down menu and select the specific pay run. Deputy automatically pulls these calendars from Xero. 
   • The pay run sets the date range and determines which team members and timesheets the system includes.
3. You can use the drop-downs to filter your export by:
   • Locations
   • Team members
4. Check the Summary panel to confirm the following details:
   • Pay period dates
   • Number of team members
   • Number of timesheets
   • Total hours
   • Total cost
     • Click View pay rates to review the applied rates before you export.
5. Click Export to Xero, and your timesheets will now be waiting for you in Xero.
   Note: You can also select Mark timesheets as paid to have Deputy immediately update the status of these entries.

What happens after the export?

After the export, your exported timesheets appear in Xero as approved. From there, you can:

1. Log in to Xero, then go to Payroll > Pay Employees.
2. Create a pay run for the correct pay calendar.
3. See that the approved hours are automatically applied to each profile.
4. Review and process the pay run as usual.

Why are some timesheets missing from my export?

If you cannot find specific timesheets in your export, check the following:

• Unlinked profiles: If a team member isn't linked to a Xero payroll record, their timesheets won't export. Make sure their Deputy email matches their Xero email exactly.
• Pending status: Only approved timesheets export. Check the Timesheets tab for any entries still marked as "Pending."
• Salaried team members: Deputy does not export timesheets for salaried staff. Salary data in Deputy is for reporting only.

Related articles

• Troubleshooting Xero integration issues (for "Rostering by Deputy with Xero")
• Import your team members to Deputy from Xero (for "Rostering by Deputy with Xero")
• Pay rate configuration guide (for "Rostering by Deputy with Xero")