At Deputy, we like to make sure we’re doing everything we can to help streamline operations in your business, which is why we integrate with the world’s best software and systems wherever we can.
For this reason, we’re excited to share that our New Zealand customers will now be able to seamlessly connect their Deputy and Xero accounts to run a faster, easier and more accurate payroll.
In this blog, you’ll find an overview of how to get set up, as well as a look at the three key areas of the integration:
- Importing employee details into Deputy from Xero
- Auto Syncing Employee Details
- Exporting timesheets to Xero
For a quick run-down before you start reading, we’ve put together this brief video to explain how the integration works.
Connecting your two accounts provides a way for important information to be shared between Deputy and Xero, without the need to manually enter it into both – a common culprit behind many payroll errors!
If you’re setting up your Deputy account for the first time, you can connect to Xero from Deputy when you import your employees, which we’ll cover in the next section – Importing employee details from Xero.
Otherwise, to get this integration up and running for your business, you can connect your Xero account to Deputy in three easy steps:
- Navigate to ‘Edit Settings’ in your Location tab
- Select the Payroll tab
- Click Connect to Xero Payroll, then follow the prompts to log in to your Xero account.
For more help on getting started, check out our Xero New Zealand help docs.
Importing employees from Xero
If you’re already using Xero and looking to quickly and easily set up your Deputy account, importing your employees directly across from Xero is the best way to get started.
As part of this import, important employee details such as their contact details, their start date, and their date of birth will be added to Deputy too.
We recommend using this feature to set up your Deputy account as it not only prevents manually entering employee details twice, but further ensures that all the details carried across will be identical in both accounts.
If you haven’t already connected your Deputy account to Xero, you will be prompted to connect when going through the following three steps to import employee details:
- Navigate to the People tab
- Select Add / Import Multiple People
- Choose Xero Payroll from the ‘Import / Upload’ dropdown menu
Completing step three will bring across every user that you currently have in your Xero account. At this stage, it’s important to confirm that you actually want to import every employee from your Xero account to Deputy.
Any employees you do not want to import can be easily removed by clicking the red bin alongside the employee row. It’s important that you discard, rather than delete employees, to avoid the employee re-syncing later on.
If you’ve already started setting up your team in Deputy, using this feature will complete any employee detail fields that you may have missed or not yet completed.
Once you have pulled your employees into Deputy, you will need to set up the individual pay rates for your employees.
To do this, select an employee in the people tab, click edit profile, then navigate to pay rates and select the pay rate that you would like to apply.
Whatever pay rate you set in Deputy will also be applied in Xero, so it’s important that any time you need to make a change to pay rates, you do so in your Deputy account, and not in Xero.
If your business has a different way of calculating pay rates, like an enterprise agreement, get in touch with our support team and we can help get you set up.
Auto-Syncing employee details between Deputy and Xero
Turning on Auto Sync for Deputy and Xero is a great way to make sure employee details are kept consistent across both accounts, regardless of where you make the change.
Once you’ve turned the Auto Sync on, anytime you need to update employee details, like a phone number or an email address, you’ll only need to do it in the one place.
And the best part is – it’s super easy to turn on!
You can auto sync both your accounts from the Payroll tab in the Location Settings window, by sliding the toggle in Xero over to On. Keep in mind that the sync may take up to 15 minutes to completely refresh, so there’s no need for concern if you don’t see the changes appear instantly.
Auto syncing will also ensure that your employee leave balances are kept up to date in both accounts, as the employee leave balance that has been allocated in Xero will be pulled across to Deputy.
As employees take their approved leave in Deputy, this information will be carried across and updated in Xero when you export timesheets. With the Xero and Deputy Auto Sync in place, employee leave balance can be updated in both accounts, offering full visibility for both managers and the individual employees of leave remaining.
Exporting timesheets to Xero
Say goodbye to spreadsheets and manual data entry!
With your employees now set up and using Deputy to track their time and attendance, you can start exporting their timesheets to Xero directly from Deputy.
To do this, you will first need to ensure that you have assigned each of your employees to an active payroll calendar in Xero.
In Deputy, navigate to the Export Timesheets page through the Timesheets tab, where you will find a list of all the completed timesheets that have been approved, and are ready to be exported.
We recommend selecting all timesheets that fall within the dates of your current draft pay run at once, then select export selected items. In the pop up box, select Xero Payroll from the top drop down menu, and make sure you have ‘Export As’ set to Timesheets before selecting Export.
In your Xero account, all the information from these employee timesheets will now appear as draft timesheets. All you’ll need to do from here, is approve these timesheets, and run your payroll as usual.
We can sum up exporting timesheets in three simple steps:
- Navigate to Export Timesheets through the Timesheets tab
- Select all approved timesheets that fall within the dates of your pay run
- Export as ‘Timesheets’ into Xero for approval, then run your payroll as usual
And remember, your employee pay rates must be set up in Deputy first.
So there you have it, with Deputy and Xero now connected in New Zealand, you can run a faster, easier and more accurate payroll.
As always, if you need any further instruction or support in getting set up, please refer to our help docs, where you will find step by step instructions, FAQs, video support and more.