Xero pay run — Health check

Follow these steps to avoid mistakes before completing a pay run with Xero.

Frederik Bøgelund Christiansen avatar
Written by Frederik Bøgelund Christiansen
Updated over a week ago

🎯 For admins with an existing Xero Integration with Planday.

Set up Xero payroll if you have not done so already.

Xero pay run health check – First pay run

Would you like to do a Xero pay run using Planday data? We’ve put together a list of everything you need to have done or checked before you can complete a pay run. Please follow this guide to run your pay run from end to end.

Check before preparing for your first pay run

  1. You have completed step two of the Xero integration. This will include mapping pay items between Planday and Xero.

  2. You have mapped any shift types you have created to earning rates in Xero - learn more in Xero Integration FAQs under How do I read shift types in the Xero payroll preview?

  3. You have assigned an award or a wage to each employee you want to pay.

Xero pay run health check – Every pay run

These are the things you should do before every pay run. Whether it’s your first pay run or you’ve already completed a successful pay run from Planday to Xero. These checkpoints help you ensure an efficient pay run process every time.

Check before finalising each pay run in Planday

  1. Double-check that you have created a draft pay run in Xero for the upcoming pay run.

  2. Check and approve Timesheet entries (this will be displayed on your dashboard) or from Planday > Timesheets.

  3. If this is your first pay run, take some additional time to review the shifts, and make sure paid and unpaid breaks are accounted for and shift times are correct.

  4. Make sure all leave requests for that pay period have either been approved or denied.

Xero pay run health check – Finalise a pay run

It’s time to finalise this period’s pay run and sync the hours from Planday to Xero Payroll. Follow these steps to make sure you send the correct data.

Check before finalising each pay run in Planday.

  1. Navigate to the Xero Payroll page in Planday and make sure you choose all the correct drop downs (Departments, Employee Groups, Pay period etc.)

  2. Preview your report, and make sure the hours and pay items are all correct. Don’t worry if you sync to Xero and then find a mistake later, you can always amend this in Xero timesheets.

  3. Your hours are now in Xero Payroll. You can go to Payroll > Timesheets to verify that the hours are correct. In ‘Draft pay run’, you can check the amounts that each employee will be paid in Xero, and then you can complete your pay run as usual.

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