Payroll guide

Use the email address and password supplied by your company administrator. If you have a temporary password, choose a new password of at least 12 characters when prompted.

Select the correct company if your account has access to more than one. The account determines your role; choosing a button on the landing page does not grant extra access.

Use Sign out when finished on a shared device. If you forget your password, ask your company administrator for a reset. After repeated failed attempts, wait before trying again or contact the administrator.

Open Payroll review, use the Show filter and choose View week. Check time, jobs, allocation codes, activities, receipts and claims.

Approve week gives final approval to a supervisor-approved sheet. Return week requires a reason and sends it back for worker correction and resubmission. A draft or merely submitted week cannot receive payroll approval.

Final approval makes a sheet eligible for export; it is not confirmation that Xero has received anything.

Check the date, job, claim category, description, receipt and amount on each line. The claim date can differ from the timesheet week for a backdated receipt. Mileage and subsistence use the company’s configured rates.

Use Download receipt to inspect an attachment. Reject requires a reason and removes the line from totals and exports; Reinstate reverses that line decision where permitted. Return the week if the worker needs to correct a claim.

Review the dates, full-day/part-day choice, hours per day and notes. Use the approval or sickness confirmation action, or decline with a reason. Avoid collecting medical details in free text.

Approved holiday creates HOL entries and confirmed sickness creates SICK entries. Date ranges count Monday–Friday; a single weekend date is allowed. Part-days are single-date requests. Hours are explicit and default to eight per day.

Requests can be approved before future periods exist. Their history shows outstanding days. Hours are added when the period exists and the worker opens that editable week, without duplicates. Conflicting time and locked/payroll-approved weeks are protected. Holiday balances and corrections to already-approved absences are not available yet.

1. Final-approve all existing timesheets for the period.
2. Open Xero exports, select the period and Lock period. Draft, returned and pending sheets block locking.
3. Choose Prepare export batch. Missing pay-item or nominal-account mappings must be corrected by admin first.
4. Download and complete the Xero work for each applicable file.
5. Tick the applicable completion confirmations, review excluded time, add an optional note, then choose Confirm export completed in Xero.

A download alone does not send anything to Xero or mark a sheet exported. The app makes no payments. Confirmation marks the captured sheets and period exported and creates an audit record.

Rejected and removed claims are excluded. Files with no applicable lines are absent. Allocation-code multipliers affect exported payroll hours only; recorded work hours stay unchanged.

Prepared files are fixed snapshots. Changes to mappings or worker names afterwards do not alter them. Record completion only after the Xero work is finished.

Use Cancel unimported batch only when none of its files or amounts have been imported or entered. You must confirm that and give a reason. If any Xero work has occurred, continue and reconcile the same batch rather than preparing another.

Prepared and confirmed batches block period reopening. Confirmed files remain available for records: do not import them again. Corrections after export require administrator/payroll review; there is no automatic reversal or direct Xero connection yet.

If export says an allocation code needs a pay-item mapping, ask admin to edit Administration → Manage → Allocation codes. Included codes need the exact Xero/Upsheets earnings-item name. Intentionally excluded codes must have Include in payroll unticked.

Expense categories need nominal account codes. Job tracking and expense tracking names must match the selected company’s Xero organisation. Do not guess names or overtime treatment: verify the actual setup and avoid applying a premium twice.

For an unimported prepared batch with wrong mappings, cancel with a reason, correct the configuration and prepare again. If any Xero work already occurred, reconcile the existing batch first.

Open Reports, choose dates and any worker/job/approval filters, then run the report. Hours use the work date; claims use their claim or receipt/journey date, so report totals can differ from a weekly export.

Choose a breakdown or detail CSV, or print the report. Rejected and removed claims are excluded. Changing filters requires running the report again. Reports are available only to admin and payroll.

Open the week and choose Print week. Use the browser print dialogue to print or save a PDF. The sheet includes the company name, weekly records and any saved client sign-off summary.

Client sign-off confirms selected job hours. It does not replace supervisor or payroll approval. An approval marked Hours changed — new sign-off needed is no longer a confirmation of the current entries.

• Open period: finish approvals and lock it.
• Pending sheets: resolve draft/returned/submitted weeks first.
• Missing mapping: ask admin to configure the referenced codes/categories.
• No payroll CSV: there may be only claims or deliberately excluded time; review the batch totals.
• Prepared batch prevents reopening: it must be resolved, or explicitly cancelled before any import.
• Confirmed batch: downloads are for records; do not import them again.