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Timesheet Sync to Xero (AU Payroll)

Written by Dan C

This covers how to sync approved timesheets from Buildxact directly into Xero Payroll for processing.

Setup

Enable Timesheet Sync

To get started, you’ll first need to enable timesheets in your Xero integration:

  1. Go to Integrations in Buildxact

  2. Find Xero

  3. Click Settings (⚙️)

  4. Enable Timesheet Sync

Match employee emails

  • The email address, mobile number or name must match between:

    • Buildxact Contact

    • Xero Employee, this is seen in the employee area of payroll

👉 This is how timesheets are linked during sync.

Check for employment details in Xero

This is found in under the employee section (shown above) and then specifically under the employment tab.
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Both these items need to be set:

  • Employment Basis (e.g. Full-time, Casual)

  • Pay Frequency (e.g. Weekly, Fortnightly, Monthly)

👉 These settings control which pay period the timesheet can sync into.

Approving and syncing timesheets

Create & Approve Timesheets

  1. Create a timesheet in Buildxact

  2. Assign it to a job

  3. Approve it by creating a Work Order

👉 Only approved timesheets will sync.

Run the Sync

  1. Go to Integrations → Xero

  2. Click Sync

  • Sync may take a few minutes

  • Check the Sync Log for any issues

Important Notes

  • Payroll permissions required

    • The user who connected Xero must have Payroll access

    • If not, disconnect and reconnect using the correct user

  • Pay period restrictions

    • Timesheets outside the current pay period will be skipped.

    • The periods can be seen in the timesheets area of payroll

Troubleshooting

If a timesheet doesn’t sync, check:

  • Email mismatch between contact and Xero employee

  • Timesheet is not approved

  • Timesheet falls outside the pay period

  • Missing Payroll permissions on the Xero connection

👉 Review the Sync Log for specific error messages.

Anything else, reach out to support for assistance.

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