Our integration with Xero allows you to import your staff and clients from your Xero account, as well as directly export timesheets and invoices from ShiftCare.
🔐Prerequisites
You must have 2FA (two-factor authentication) enabled on your ShiftCare account. To enable 2FA, please review this article.
Features and capabilities of the ShiftCare <> Xero sync
With this feature enabled, you have the ability to:
⚠️ You Must Import Staff From Xero To Sync Timesheets
This new connection to Xero means you need to complete the staff sync and set up the pay items. The first step will be to enable the Xero integration as detailed below.
Enable Xero Integration
Navigate to Account > Settings from the main menu.
Enable the Xero integration by toggling the Xero option on in the Integrations module.
At this stage, it is recommended to update your account setting to change the "Payroll software" option to Other (changing it from Xero).
Connect to Xero
The first step will be to connect your ShiftCare and Xero accounts.
📺 View a quick click through demonstration here
For those already with a connection between ShiftCare and Xero, this will be a new connection as this method is a new addition to the existing method which will replace it.
From the main menu, navigate to Integrations >> Xero
Click Connect to Xero
Select your Xero account from the drop-down menu, then click Allow access for 30 minutes
Connect Pay Groups and Allowances
Once you have made the connection to Xero the next step is to link the pay groups and allowances.
A popup will show the existing pay groups on ShiftCare in the drop-down which will then allow you to match the earnings rates in Xero with the different
At this stage, the task is to match the pay items/earnings rates from Xero with the different timeslots in the pay group you've selected.
📖 If you need to add more pay groups please see the article: Manage pay groups and pay items
As you progress with the matching you'll see the number of pay groups or allowances matched increase.
The next step will be to import staff from Xero, this process will automatically create the link between their profiles on ShiftCare and Xero.
Import Staff directly from Xero
When syncing, if a staff member doesn't exist in ShiftCare but does in Xero, they will be created in ShiftCare during this process. The matching will be done on their assigned email in the two systems.
From the main menu, navigate to Integrations > Xero
Click Import Staff
Review the information and click Import Staff to complete the operation.
Option on this page include:
Send account setup emails to newly created users?
Ticking this box will send the welcome email to new staff members with a link to set a password for their account. They will then be able to accept their ShiftCare invitation email
Newly created staff will be imported with the role “Coordinator” if they are authorized to approve leaves or timesheets. Otherwise, they will be imported with the role “Carer”.
By default, imported staff will have the Carer role unless in Xero they have permission to approve timesheets.
The results of the import will be displayed once complete.
⚠️ Important: Please ensure that you import your previous staff data into the new integration. Note that staff information from previous imports will not automatically transfer to the new integration, so this step is essential to maintain continuity and accuracy in your records.
Import Clients directly from Xero
Clients who don't exist in Xero will be created in Xero when you sync invoices from ShiftCare, however, to bring new clients from Xero into ShiftCare you can follow these steps.
⚠️ This is an optional step, it will pull all contacts from your Xero account into your ShiftCare account. This list will include everyone you have made payments to previously.
Click Import Clients
Review the information and click Import Clients to complete the operation.
The results of the import will be displayed once complete.
Your Clients will now be visible from the Clients >> List menu in ShiftCare.
Push invoices from ShiftCare into Xero
Once they have been created in ShiftCare, invoices can be sent directly from ShiftCare into Xero with a click of a button.
If this is your first time exporting invoices to Xero, please make sure your chart of accounts is set up correctly before exporting. Read this guide on setting account codes for Xero invoices.
📺 View a quick click through demonstration here
With the invoices created, there is two ways to get the to the invoice sync screen.
The first option is to navigate to the invoice list page and click on the blue Sync to Xero button.
Alternatively, you can remain in the Integrations > Xero page, and click on the Export invoices button.
In the next screen set the filters as required - typically this will be "Issued at" with today's date to show the invoices you have created today.
Clicking the "Export Invoices" button will send the invoices directly from ShiftCare to Xero without the need to download and upload any files.
On this page there are some options:
By selecting the arrow next to the client's name you'll see the invoices created for them.
Ticking "Invoice Billing Contact Name"
Once synced you'll find the invoices have been created as drafts in Xero under Business > Invoices - draft tab.
GST on invoices
Once imported if you are finding you have GST applied to the invoice unexpectedly please check the settings for the Account Code (learn more below).
You can pre-set the Account Code in ShiftCare for each price, the External ID of the price is set by clicking on the pencil icon next to the price name.
Push timesheets from ShiftCare into Xero
⚠️ A prerequisite for this step is to have completed these steps:
With the Xero integration enabled, under the Timesheet menu you'll see the option to Export to Xero
This takes you to the same place as clicking on the Export Timesheets button from the Integrations > Xero page
Typically you will want to sync all staff timesheets, however, you can specify which staff you want to sync.
⚠️ The staff in the list will exclude those who are are Contractors as Xero doesn't accept their timesheet details.
🕵️ Not seeing your staff in the list? please ensure you have completed the step to Import Staff directly from Xero
The date range you select must match with the pay run dates already set in Xero.
You'll find the dates in Xero's account settings under the frequencies tab.
You have the option to use only the approved timesheets or toggling off will show all timesheets.
Its possible to view the details of the staff member's timesheet.
Next, click on the Export Timesheets button.
Using Xero Tracking Categories
ShiftCare now supports Xero Tracking Categories, giving you more flexibility and accuracy when reporting in Xero. Tracking categories let you break down your Profit & Loss reporting by service, location, client, or other business dimensions.
With this feature, you can:
Apply up to 2 tracking categories to invoices.
Apply 1 tracking category to timesheets.
Map categories to:
Client
Pricebook
Shift Type
Setting up Tracking Categories in Xero
First, you'll have to set up your tracking categories in your Xero account.
Go to Settings > Accounting > Tracking Categories and create your tracking categories and options. You can add two tracking categories (e.g., Services, Location, etc.) and up to 100 options for each.
Setting up Tracking Categories in ShiftCare
Navigate to Integrations > Xero from the sidebar menu.
Click 'Set Now' in the Tracking Categories section. A setup page will appear with dropdown menus for configuration.
Click on the 'Mapping Item' dropdown menus in the Invoice section and select the correct options from Client, Pricebook, and Shift Type. Click on 'Tracking Category' and select the correct option from the dropdown menu (the options are pulled directly from your Xero account).
You can map up to two items for invoices, but it's not possible to choose the same tracking category for both items.
Click on the 'Mapping Item' dropdown menu in the Timesheet section and select the correct options from Client, Pricebook, and Shift Type. Click on 'Tracking Category' and select the correct option from the dropdown menu (the options are pulled directly from your Xero account).
Click 'Save'.
Configuring Mapped Items to Tracking Categories
After saving your initial setup, you’ll need to map each line item to the correct tracking category option.
Click 'Configure' beside the item you want to map.
Use the dropdown menus to match each line with the appropriate Tracking Category option from Xero.
Click 'Save' to apply your changes.
Repeat this process for all items under both Invoices and Timesheet until everything is mapped.
Note: Clicking 'Edit' will bring you back to the setup page.
Troubleshooting and questions
The following error messages may arise. The first step would be to ensure you have connected to Xero.
2FA must be enabled to connect to Xero
The connection to Xero requires two factor authentication to be set up for your login.
GST included on invoices unexpectedly
If you're seeing that GST has been applied to invoices when GST hasn't been applied in Xero please check the Account Code settings in Xero under the Chart of Accounts.
The the Account Code settings you can preselect whether GST should be applied. The Account Code is set in ShiftCare for each price as the external ID (learn more above).
Using Xero for invoices and another platform for timesheets
You can use this integration where you have different platforms managing timesheets as well as invoices. Please use the invoice sync as detailed above. For timesheets, from the report you'll be able to select
Please ensure the payroll platform you use is selected in the Time and attendance module of your account setting page.
For information on using ShiftCare's Xero Integration to sync Pay Items and Allowances from Xero, refer to our help article Import Pay Groups, Pay Items and Allowances from Xero.
Employee related errors such as duplicate emails or settings not enabled
In Xero under Employees there is a Past tab - this is where former employee details are stored.
In the past this has been the source of errors such as:
Employee doesn't have a pay run calendar
EmployeeID not found
Error: Failed getting pay items or Unable to Link ShiftCare staff. No matching employee found in Xero
The cause of these two errors relates to the access level in Xero of the person doing the sync. Please ensure, in Xero, you have Payroll admin ticked.
Another great resource for: Troubleshooting timesheet sync with Xero
Further reading
For further assistance with Xero Integration, please contact our Support team using online chat when you're logged into ShiftCare or email our Support team at support@shiftcare.com.