Xero Integration (Beta)

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Overview

When I Work integrates with Xero to make managing employees and exporting payroll painless. The integration allows you to:

  • Send time sheets from When I Work to Xero
  • Send employee pay rates to Xero
  • Map positions to Xero tracking categories
  • Map employee names
Closed Beta

The Xero integration is currently in closed beta and only available to select customers. If you’d like to join the beta, just contact us!

Things to know before you begin

  • You must be located in the United States and use When I Work Time Clock & Attendance to use the Xero integration.
  • You must have manager or account holder access privileges to set up the Xero integration.
  • If you made any changes in Xero, click Check for Updates in When I Work.
  • If an employee is leaving your business, do not delete the employee from When I Work until after you’ve processed payroll.

Before you begin

Make sure all of your employees are added to When I Work and Xero.

Setting up the Xero integration

Turn on the integration in When I Work and add Xero information to allow the systems to communicate.

Step 1: Turn on the Xero integration

  1. From your computer, use a supported web browser to sign in to When I Work on the web.
  2. In the top-right corner of the screen, hover your pointer over Gear menu and select Integrations.
  3. Click See all integrations.
  4. Under Xero, click Learn more.
  5. On the right side of the page, click Enable.
  6. Log in with your Xero username and password and authorize When I Work.

Step 2: Match employees

On the Employees tab, match employees in When I Work to Xero. Make sure you make a selection for each employee—unmatched employees will cause errors during payroll export and prevent those employees’ hours from being exported.Xero Employees tab

  1. Make a selection for each When I Work employee in the Unmatched Employees list.
    • If you want to send an employee’s hours to Xero, select a matching Xero employee.
    • If you don’t want to send an employee’s hours to Xero, select Ignored. For example, you might want to ignore salaried employees that don’t track their time in When I Work.
    • If an employee is added in Xero but not listed here, click Check for Updates.
  2. Click Save in the upper-right corner of the page.

Step 3: Match positions to Xero tracking categories

On the Positions tab, match When I Work positions to Xero tracking categories. Make sure you make a selection for each position—unmatched positions will cause errors during payroll export and prevent hours tied to those positions from being exported.Xero Positions Tab

  1. For each When I Work position in the Unmatched Positions list, select a Xero work location.
    • Matched positions are included in employees’ exported hours.
    • If a tracking category is added in Xero but missing here, click Check for Updates.
  2. Click Save in the upper-right corner of the page.

Step 4: Match hour types to Xero pay items

On the Payroll Hour Types tab, map When I Work earnings codes to Xero pay items. Make sure you make a selection for each hour type—unmatched hour types will cause errors during payroll export and prevent those hours from being exported.Payroll Hour Types Tab

  1. For each When I Work Earnings Type, select a Xero pay item.
  2. For each When I Work Time Off Type, select a Xero pay item.
  3. Click Save in the upper-right corner of the page.

Sending payroll data to Xero

  1. When a pay period has ended, review and finalize payroll.
  2. When you get to the step to export payroll, click Send to Xero.Export Payroll to Xero

We’ll send you an automated email to let you know when payroll export is complete.

Having trouble?

If you’re having issues setting up the Xero integration or exporting payroll to Xero, our troubleshooting article might help.

Updated on December 8, 2017

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