Posting staff hours to Xero payroll - Monthly

This article is for users who run payroll on a monthly basis. If you run payroll on a weekly basis please see Posting staff hours to Xero payroll - Weekly

If you have connected to and enabled Xero payroll and mapped your staff members to Xero employees, you can now post your staff hours for a completed calendar month to Xero payroll.

Before posting you hours to Xero, make sure you have made any changes to your rotas to reflect changed shifts, absences, lateness etc.

Once you are happy that your rota correctly reflects the hours staff should be paid for, go to the Staff rota vs activity report and select the month that you are running payroll for. Usually this will be the last completed month, so you can select 'last month' from the date picker.


Then click 'Send to Xero' and confirm that you wish to post the hours to Xero.


A timesheet will then be posted to Xero for every hourly paid employee that you have mapped.

A timesheet will not be able to be posted for an employee if:

  • A timesheet already exists for the employee
  • The employee is on a different pay calendar e.g. weekly

If either of the above applies you will see an appropriate message to inform you. Otherwise you will see a message to inform you the timesheets have been successfully created.


Note: Hours relating to any holiday shifts are are not currently posted to Xero and will need to be added in Xero manually or requested by employees using Xero My Payroll.

Once you have posted your timesheets, you will be able to see them in Xero under Payroll > Timesheets.


When you run your payroll for the week, the hours from the timesheets will be included in the pay run.

Was this article helpful?

That’s Great!

Thank you for your feedback

Sorry! We couldn't be helpful

Thank you for your feedback

Let us know how can we improve this article!

Select atleast one of the reasons

Feedback sent

We appreciate your effort and will try to fix the article