With Breathe's integration to Xero Payroll, your people's payslips and payrun information will pull across from Xero into Breathe and be stored in their personal profiles.

In return, Breathe synchronises your people's data with Xero, ensuring everything is kept up to date without the need for manual changes.

Get up and running in 5 easy steps.

To start using the Xero Payroll integration, the Admin or any HR user will need to first activate the module within your Breathe account.

Head to Configure > settings > account > modules > Included modules > Xero Payroll select this to on.

Only the Admin user of your account will be able to carry out this first part of the setup. HR users will have access to the module after it has been enabled.

Once this has been done head to Xero Payroll > Integration settings in your left-hand navigation menu.

The next step is to authenticate your Xero account. If you're not already logged in, you'll be taken to the Xero login page.

You'll then see the following:

Select allow access, this will initiate the sync and will take you to 40% complete.

This will take a few moments to register. You'll then be taken back to the set-up screen which will show at 60% completion.

If you don't wish to exclude anyone, simply leave the boxes un-ticked and select the green Exclude these people box to continue.

Select the Update button to take you to the next step: updating your people info in Xero

You'll then see a page like this detailing your people that will be synced through to Xero:

Any missing data will be highlighted in red boxes. These fields are mandatory and will need

to be completed to send the employees through to Xero. To update a person’s record, click

on the pencil icon and complete the required fields.

Once the fields have been completed for each person you’ll be able to click on the

‘Complete people setup’ button at the bottom of the page.

Please note: This data is matched with HMRC so we are unable to edit these fields and add gender types- the only options you will see are male and female.

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This step takes a few moments as it will run a cross-referencing check against your Breathe and Xero accounts. Once completed, you'll be 80% of the way there.

Once you’ve clicked the ‘Match’ button on the Xero Payroll integration screen , you'll be

presented with a list of employees.

Here, you will clearly be able to see from the list which data could be matched with the green tick. Any data that could not be matched to Xero will appear as a red icon

Pressing the pencil edit icon under the actions header for the employee with data that could not be matched will display the screen below, showing you the details of the data that is present in Breathe compared to Xero. You are then able to edit this and press the green Update Person button to update the record.

You will then be redirected back to the people list and their data will show as matched by displaying the green tick icon.

On the Match your people screen, you will also see a list of employees that are not in your Xero account, but have been found in your Breathe account and will have a new record created in Xero when you complete the set-up.

When you are happy that all your records and data match, tick the sync box next to all employees that you wish to sync to Xero and press the green Sync People to Xero button

Please note: If you do not tick the box under the sync header, your people will not sync to Xero.

Lastly, you will be presented with a pop-up titled "Important Information about this sync" providing a summary of the data that will be updated and created in Xero.

To confirm, press the green Sync People to Xero button to complete the process.

Please note: The Sync can take a few minutes to complete and is not an immediate process.

You will now have completed the setup and the progress bar will show as 100%.

Once you've run a pay run in Xero, you’ll be able to import payslips into Breathe.
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You’ll see a record of your payruns by heading to Modules > Xero Payroll > Import new Pay Run in Breathe.
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Click ‘Import Pay Run’ for the pay run that you wish to import into Breathe.

The final step is choosing when you'd like payslips to be published for your people to see.

Once published, the payslips will be available under More > Xero Payslips within your

people's profile.

Please note: The payslip that appears in your people's profiles is created by Breathe, therefore the design and formatting will be different to what they currently see from Xero. There will not be a company logo on the payslip.

Account Admin & Super Users (HR & Finance) will be able to view all people's payslips. Employees will only be able to view their own payslip.

Once you’ve imported a pay run from Xero, you will see these listed here:
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​Modules > Xero Payroll > Past imports

You’ll be able to edit the publication date for the pay slips or delete the pay run if it’s no

longer valid. Deleting the pay run, will remove the pay slips for your people. You’ll then be

able to import the pay run again from Xero.

If you have a new starter or make changes to a person’s data, you’ll need to head to:

Modules > Xero Payroll > Synch data to Xero.

Here you will see any changes to send through to Xero.

If you have any missing information, the fields will be highlighted in red to complete.

Data changes sent to Xero currently include:

To view this report head to: Reports > People records > Xero Payroll Status. This report

gives you a summary of your people that are awaiting synchronisation, synchronised with

Xero or excluded from the integration.

If you’d like to exclude a person from the integration, you can do this by updating their

permissions.

Please Note: To access our Xero Integration users will require Admin, HR or Super User permissions (HR & Finance permissions combined)

The Xero organisation is required to have Payroll provisioned, and the Breathe user that connects to Xero is required to be a Payroll Administrator in Xero

Receiving an error message stating "No Organisation is Selected" will mean that the Xero connection to Breathe has been disabled. To resolve this, log in to your Xero account , head to the settings page and check that Breathe appears in the connected apps list.

Xero is not part of the Breathe suite of products, so we're unable to offer support with the Xero Payroll product itself.

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