Connect Roux Roster to Xero
- Admin
Short answer
Set the payroll Export format to Xero in Settings › Organisation, then go to Settings › Integrations, click Connect Xero and sign in to Xero. Then match your staff to Xero employees and map your earnings rates.
Choose Xero as your payroll export
New Zealand businesses start with Smartly as the payroll export. Switch it to Xero first.
- In the Dashboard, click Settings, then Organisation.
- Under Payroll, open Export format.
- Pick Xero hours CSV.
If you skip this, Settings › Integrations says Payroll destination is Smartly. and there is no Connect button.
Connect your Xero organisation
- Click Settings, then Integrations.
- On the Xero card, click Connect Xero.
- Sign in to Xero and pick your organisation. Allow Roux Roster access.
- You come back to Roux Roster and see Xero connected.
Roux Roster never sees your Xero password. You sign in on Xero's own page.
When you connect for the first time, every venue is pointed at this Xero file, and Roux Roster brings in your active Xero employees. Anyone not already in Roux Roster is added as a draft person. Up to 150 employees are brought in.
Match staff to Xero employees
- On the Xero card, open the Staff tab.
- Roux Roster suggests a match by email, then by first and last name. Suggestions say Suggested · email or Suggested · name.
- Check each person. Use the dropdown to change a match, or pick Not mapped.
- Click Save matches.
People who aren't matched are left out when you push hours to Xero. Nobody else is held up.
Map earnings rates
- Open the Earning rates tab.
- For each row, pick the Xero earnings rate to use: Ordinary, Saturday, Sunday, Overtime 1.5, Overtime 2.0 and Public holiday.
- Click Save earning rates.
Roux Roster only uses earnings rates that already exist in your Xero file. It never creates pay items, employees or leave types in Xero.
Leave balances and the Holidays Act
- The Leave tab maps Annual leave, Sick leave and Other leave to Xero leave types. Click Pull leave to bring balances in.
- Xero holds the leave balances. Roux Roster does not work out leave or Holidays Act entitlements. Xero Payroll NZ does that when you post the pay run.
Disconnect or reconnect
- To disconnect, click Disconnect next to the Xero file, then confirm. Hours you already approved are kept. Matches and rate mappings for that file are removed.
- If you see Xero needs you to Allow again, click Allow next to the file and sign in to Xero again.
- Reconnecting the same Xero organisation keeps your existing setup.
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Still stuck?
Email us at support@example.com. Tell us your venue, your role and what happened.
Fix a timesheet
On Timesheets, open the shift and click Edit entry to change the clock in, clock out or breaks, then Save. Use Add entry for a shift someone forgot to clock, and Delete entry for a duplicate.
Send approved timesheets to Xero
Approve the week on Timesheets, click Push to Xero, pick the pay period and check who is ready, then push. Only approved hours are sent, and you finish the pay run in Xero Payroll NZ.