Who is Xero?

Xero is a leading cloud-based accounting software that offers comprehensive tools for small and medium-sized businesses. The platform provides features for managing accounting, payroll, invoicing, and more. Xero’s payroll system allows businesses to manage employee payments, tax calculations, leave balances, and other HR functions seamlessly. For more details, visit ⭧Xero's official payroll page.

What this article covers

This article outlines the functions and options available through API-based integration between Humanforce Workforce Management (WFM) and Xero NZ Payroll in Humanforce Cloud. It is crucial to set up the integrations correctly to prevent data issues. If you require assistance or are unsure about setting up the integration, please reach out for help before starting to avoid additional fees for support packages.

What does the integration do?

The integration between Humanforce WFM and Xero NZ Payroll facilitates the transfer of crucial employee data, ensuring accuracy and efficiency in workforce management.

Here's what the integration accomplishes:

• Employee Personal Details:

  • Xero NZ → Humanforce WFM: Newly created employees and updates made to the employee's details are sent to WFM in a bulk sync that can be scheduled or manually run through Integration Central.

• Payroll Export:

  • Xero NZ → Humanforce WFM: Timesheets are clocked, authorised and processed against the employee's assigned award profile in WFM. Then award-interpreted timesheet data, leave taken, and override rates are synced to Xero NZ.

Prerequisites

Before proceeding with the integration, ensure that the following prerequisites are met:

• Humanforce Cloud Customer: Access to this integration is exclusive to Humanforce Cloud customers.
• API Credentials: Obtain API credentials from Xero NZ with comprehensive permissions to facilitate data exchange between the platforms.
• Source of Truth: Xero NZ serves as the primary repository for employee data.
• Data Preparation: Ensure that employee records and related data are accurate and up-to-date in both systems.

Integration Setup

Detailed step-by-step setup instructions for the Xero NZ integration can be found in this article ⭧Set up Xero NZ integration.

API Documentation

The integration utilises Xero NZ API for the integration of employee data between Xero NZ and Humanforce WFM. For more information please refer to the Xero NZ API developer portal (⭧Xero NZ API Swagger).

Humanforce WFM uses its REST API to push and pull data between the systems. More information on the Humanforce REST API is available in this article ⭧Humanforce REST API Overview.

Integration Workflow

Follow these steps to set up the integration between Humanforce WFM and Xero NZ Payroll:

1. Prepare Your Data:

   • In WFM: Create Access Level, Clock-in Setting, Qualification Types, Visa Types, Employment Type, Location, Department, Role, Award Profiles, and Area (if required).
   • In Both Systems: Create Public Holidays, Pay Rates, Pay Types, and Leave Types. Create and match Gender and Pay Company.

2. Set Up Integration:

   • Obtain API credentials for Xero NZ.
   • Set up the integration in WFM > Integration Central. ⭧Learn how in this article.
   • Test the connection and resolve any errors.

3. Configure Mapping:

   • Payroll Export
     • Select if timesheets should be uploaded as approved or not
     • Complete the following mapping for each pay type in Humanforce WFM
       • Xero behaviour
       • Xero Pay item
       • Settings 
   • Optionally, schedule automatic data synchronisation.

4. Review and Troubleshoot:

   • Monitor the import log and address any errors for a successful data transfer.

Supported Data Mapping

This integration facilitates data transfer between Humanforce WFM (WFM) and Xero NZ in three main categories:

1. Employee Details: This includes employee information such as personal details, which can be transferred from Xero NZ into Humanforce WFM every time the integration central task runs in WFM.
2. Payroll Export: Once timesheets are processed in the WFM payroll screen, the timesheet data can be uploaded to Datapay NZ.

Employee Details

Note the Employee Import is hardcoded and cannot be controlled through the UI.