Note: Xero users in the UK should read Setting up Xero UK.
What are Xero extensions?
After connecting Xero to your Deputy account, you will be able to find additional Xero extensions, or settings, which you can take advantage of in order to configure your integration connection and streamline your business operations.
Before you activate any extension ensure you have considered the way you wish your data to flow between Deputy and Xero and which system will be the source of truth for each set of data.
Read Connecting Xero and Deputy for more information.
Accessing Xero extensions
Once you have connected Xero and Deputy you can open the Xero integration and click on Configure for the location you wish to configure the Xero extensions in.
You will be presented with this list:
General settings
Auto sync employees
If you enable the Auto sync employees setting then changes in a team member's profile in Deputy will be synced to their Xero profile.
Data in the Xero profile for that team member will be overwritten with data from Deputy.
Turn this setting ON if Deputy is your single source of truth for employee information and you normally enter any new employee information into Deputy first.
Turn this setting OFF if Xero is your single source of truth for employee information and you normally enter any new employee information into Xero first.
Optional Xero extensions
[Xero] New Customer > Create Area [Deputy]
Each time you create a new Customer within Xero, Deputy will automatically create a new area under the corresponding location with Customer’s Company Name.
This is useful as a bookkeeper so that you can track payment to Customers from Deputy.
[Xero] New Employee > [Deputy] Invite Team member
Whenever you create a new Employee in Xero, it will create a new Team member within Deputy with the following information from Xero if available:
- Name
- Gender
- Mobile
- Date of birth
- Hire date
Note: If the hire date is listed in Xero before the sync occurs then it will come across to Deputy as that date. If the hire date is NOT entered into Xero then the date of the first sync from Xero to Deputy will be automatically entered into this field.
The employee will be invited (via the email you enter) to join Deputy.
This extension runs once a day at midnight in your Deputy account’s timezone.
[Xero] Import Leave Balance > [Deputy] Sync Leave Balance
For all employees in this location, import the employee’s Leave Balance. The Xero leave balance matches against your leave export code set up in your
Deputy account > Business Settings > Leave Rules:
| Xero | Deputy |
| Annual Leave | dp_annual_leave |
| Personal/Carer's Leave | dp_sick_leave |
| Compassionate Leave (paid) | dp_bereavement_leave |
| Community Service Leave | dp_community_leave |
| Long Service Leave | dp_long_service_leave |
| Time Off In Lieu | dp_rdo_leave |
This extension runs once a day at midnight in your Deputy account’s timezone.
This extension supports positive leave balance sync only. Currently, Deputy does not support syncing negative leave balances from Xero.
[Xero] New Invoice > [Deputy] Create Sale
Each time a new invoice is approved in Xero, a sale will be created in Deputy.
You can set this integration up to sync Bills or Sales Invoices:
You can choose to sync across all invoices, authorized only or paid only.
The invoices that come across to Deputy can be configured to be allocated to a nominated area or allocated to a matched Area name or employee's current working area.
This extension runs every 15 minutes.
[Xero] New Supplier > [Deputy] Invite Team member
Each time you add a new Supplier contact to your Xero account, Deputy will automatically create a new employee in Deputy for that Xero supplier.
This extension runs once a day at midnight in your Deputy account’s timezone.
[Xero] Updated Employee > [Deputy] Sync pay rates
If you have modified any employee pay information in Xero, Deputy will download the employee’s pay rate information into their employee profile in Deputy.
This extension runs once a day at midnight in your Deputy account’s timezone.
