Process Timesheet Batches for Xero Payroll Integration

Overview

Once scheduling has been completed and all employee timesheets have been reviewed, the final step is to create and submit a Timesheet Batch from Astalty to Xero.

Process Timesheet Batches

To create a batch for payroll export:

1. Navigate to Scheduling and check that all Shift Alerts and Shift Approvals have been processed for the Pay Period. You can learn more on these processes by checking the following guides:

• Shift Alerts
• Shift Approvals

2. Navigate to Timesheet Batches in Scheduling

3. Click on Create Batch and choose how to generate it:

• By Xero payroll calendar — pick the Payroll calendar you're paying. The dates are set automatically to that calendar's next pay period, and only staff assigned to the calendar in Xero are included. This choice only appears once you have payroll calendars synced from Xero.
• Manual date range — set the From and To dates of the payroll period yourself. All staff with eligible shifts in the range are included.

Review any warnings shown for the period — unapproved shifts or shift alerts, shifts still in progress, and staff with no payroll calendar — then click Create Batch. See Creating Timesheet Batches for the full detail on both options.

4. Select the Batch from the Timesheet Batches page, and click Actions > Export Xero Timesheet (API).

5. Click on Validate. If there are any errors, you will need to remedy these before you can proceed. Most errors include a Fix issue button (wrench icon) that opens the exact screen where you can resolve them — see Resolving Timesheet Batch Validation Errors for every error, where each button takes you, and what to do when there's no button.

6. Review and accept the required agreements before clicking on Create Export.

Once the Export has processed, the timesheets will be exported directly to Xero, where you can review and approve the timesheets before processing your Pay Run.

Payslip Preview

Payslips will show the Pay Items included in the timesheet, along with the total units, applicable rate, and the calculated total for the pay period.

Processing Timesheet Batches Video Walk-Through

In this video, we walk through how to prepare and submit Timesheet Batches from Astalty to Xero.