For Admins, Managers, and payroll users: Use this article to sync approved timesheets to Xero and review sync issues.
Staff members should contact their manager or payroll administrator if they have questions about their hours, pay, or timesheet.
Diversity Sync’d provides seamless integration with Xero, allowing you to sync staff timesheets directly into your Xero pay calendars.
How to Sync Timesheets
Open the Finance tab from the navigation bar.
Use the Pay Calendar dropdown to select the relevant pay calendar.
Before You Sync
Make sure the following settings are correct to avoid issues in Xero:
Each staff member must be assigned to the correct Pay Calendar that matches the one set up in Xero.
Staff must have the correct Employment Type, otherwise shift rates may be calculated incorrectly.
The staff member is linked in Staff Mapping.
The required shift pay rates are mapped in Shift Pay Rates.
Any allowances used by the shift are configured correctly.
The selected pay period contains the shifts you want to sync.
Payroll has not already been processed in Xero.
Syncing
Once your details are confirmed:
Select the staff whose timesheets you want to sync.
Click Sync to sync an individual staff member, or Sync All to sync everyone displayed on the page.
Review the pay period and staff list before selecting Sync All. Only use Sync All when every displayed timesheet is ready to send.
Important: Do not sync or make further changes if payroll has already been processed or finalised in Xero. Follow your organisation’s payroll correction process instead.
What happens when you sync
Draft, leave, unavailable, and no-response shifts are not included when generating timesheets.
If a timesheet already exists in Xero, Diversity Sync’d will update it.
If no timesheet exists, a new draft timesheet will be created in Xero.
Review the synced draft timesheets in Xero before continuing with your payroll process.
Troubleshooting
I cannot see any timesheets to sync
Check that you selected the correct Pay Calendar and pay period. Confirm that rostered shifts exist for the selected period. If no timesheets appear, check the staff member’s mapping and contact an administrator if needed.
Nothing is syncing
Check that the staff member is linked in Staff Mapping, the pay period contains eligible shifts, and the required shift pay rates are mapped to Xero pay items.
I see a missing shift pay rate mapping error
Go to Finance > Shift Pay Rates and map the pay rate used by the affected shift to a valid Xero earnings pay item. Then retry the sync.
The Xero timesheet was created as a draft
This is expected. Review the draft timesheet in Xero before continuing with your payroll process.
Payroll has already been processed
Do not make further changes yourself. Follow your organisation’s payroll correction process or contact the payroll administrator.