Use this guide to confirm your Xero payroll setup, review timesheets for the correct pay period, approve them in SprintSuite, and push the pay run through to Xero for final payroll processing.
Pre-Checks
• System Access
Make sure you have access to SprintSuite, the correct billable company, and the relevant Xero payroll organisation.
• Employee Linking
Each employee in SprintSuite must be linked to their matching employee record in Xero.
• Payroll Setup
Confirm the payroll calendar is synced and each SprintSuite shift type is mapped to the correct Xero earning rate.
• Pay Period
Confirm the exact pay period you are reviewing before approving timesheets or pushing a pay run.
SprintSuite Steps
• Step 1 — Link employees and payroll settings
Go to Settings → Integrations → Billable Company → Xero Settings.
Link each employee to the correct Xero employee record.
Confirm the payroll calendar is synced.
Map each SprintSuite shift type to the correct Xero earning rate.
• Step 2 — Open Staff Times and filter the pay period
Go to Staff Times.
Set the status to All.
Enter the pay period date range.
Click Search.
• Step 3 — Check POP Kiosk entries and work breakdowns
Review any POP Kiosk timesheet entries carefully.
Every POP Kiosk entry must have a work breakdown allocated.
A timesheet will not post correctly until the work breakdown has been added.
If a timesheet is missing, incomplete, or not appearing correctly, check the work breakdown first.
• Step 4 — Review and correct timesheets
Review all timesheets for the selected pay period.
Correct any times, work breakdowns, shift types, or other details before approval.
Make sure the entries reflect what should be paid before proceeding.
• Step 5 — Approve the timesheets
Select all timesheets ready to be processed.
Click Actions.
Select Approve.
Only approved timesheets will push to Xero.
• Step 6 — Push the pay run to Xero
Go to the Pay Runs tab.
Locate the correct pay period.
Click Push to Xero.
If errors appear, work through them one by one and resolve each issue before pushing again.
Most errors are usually linked to Xero setup, employee linking, earning rate mapping, or payroll calendar settings.
Xero Steps
• Step 7 — Finalise the pay run in Xero
Once the timesheets have pushed successfully, open the pay run in Xero.
Review the imported timesheets.
Add any allowances or overtime required before posting the pay run.
Complete payroll in Xero as per your normal internal payroll process.
Common Issues to Check First
• Timesheet not appearing correctly
Check whether the entry came from POP Kiosk and whether a work breakdown has been allocated.
• Timesheet will not push
Confirm the timesheet is approved and the employee is linked correctly to Xero.
• Payroll error during push
Check payroll calendar sync, earning rate mapping, and employee setup in Xero and SprintSuite.
• Unsure what an error means
Work through each error one at a time. If needed, contact your account manager or use the error wording to investigate the Xero setup issue further.