--- title: Australian Xero Payroll Set Up description: Australian Xero Payroll Set Up --- [Skip to content](https://university.guardhousehq.com/australian-xero-payroll-set-up#main-content) English Show submenu for translations [![Text\_gradient gold-1-2](https://university.guardhousehq.com/hs-fs/hubfs/Text_gradient%20gold-1-2.png?width=225&height=30&name=Text_gradient%20gold-1-2.png)](https://university.guardhousehq.com/?hsLang=en) Open main navigation Close main navigation - English Show submenu for translations - [Contact Support](mailto:support@guardhousehq.com) [Contact Support](mailto:support@guardhousehq.com) How can we help you? - There are no suggestions because the search field is empty. 1. [Guardhouse Knowledge Base](https://university.guardhousehq.com/?hsLang=en) 2. [Xero](https://university.guardhousehq.com/xero?hsLang=en) # Australian Xero Payroll Set Up ### Australian Xero Payroll Set Up Print**Enable Integration into the Payroll System **                    This configuration is under Company Settings \> Payroll. Choose Xero as the payroll system. When Xero is selected, the Integrate to Payroll System feature is automatically turned on. Hit on **Connect to Xero** and follow the prompts. ![](https://university.guardhousehq.com/hubfs/Knowledge%20Base%20Import/zKvENxXN5ukpX8hlZH320ZpNy9cE08uahw.png)          **How to set up a Xero payroll account? **                     **1.1 Set up Pay items** – Pay Categories in Guardhouse must have matching Pay Items in Xero.  Example: Guardhouse PayCategory - Base Hourly should have a matching Pay item in Xero. To map Xero Payroll ID to Guardhouse Pay Category Payroll ID, follow these steps:    - On Xero, go to Payroll \> Payroll Settings \> PayItems tab                          - Earnings \> Add                          - Leave \> Add                             \***Note**: Payroll must be enabled in Xero ![](https://university.guardhousehq.com/hubfs/Knowledge%20Base%20Import/cyDRf5StE4WRZlk4pn9FoYlgouZMx11Idw.png)![](https://university.guardhousehq.com/hubfs/Knowledge%20Base%20Import/cARTJz1Uk2m8IO4bUoLoxdhTYYaaydBDxg.png) ![](https://university.guardhousehq.com/hubfs/Knowledge%20Base%20Import/HpC9YDeTquHrVXFUQ_DVW26xkLS2ikobZw.png) ![](https://university.guardhousehq.com/hubfs/Knowledge%20Base%20Import/kwXZUfr7qc7DhK97UKRzMoaqdsnRISHR3A.png) **1.2 Set up Calendars **– Same with Pay Categories, a Pay Calendar in Guardhouse must have a matching Calendar in Xero.                      Example: Guardhouse Pay Calendar – PayPeriod: Fortnightly, StartDate: April 1, 2018 should have a matching Xero Calendar that has Pay Period: Fortnightly, StartDate could be April 1, 2018 or a date that is Sunday. To set this up in Xero, follow these steps:        - Go to Payroll \> Payroll Settings \> Calendars tab                          - Click Add \> Select PayPeriod \> Set Start Date \***Note**: The Start Date set in Xero Calendar must matching date or day in the Guardhouse Pay Calendar and its cycle.                            **Xero: **                                               ![](https://university.guardhousehq.com/hubfs/Knowledge%20Base%20Import/yaxmIG-fUHCCyaLL60YOV9OP0naVdI_D9Q.png) **Guardhouse:** ![](https://university.guardhousehq.com/hubfs/Knowledge%20Base%20Import/sl-VIJdaR-coIFH11OOA9sY_U9xZm_95iQ.png)          **1.2 Setup Tracking Codes** – When Customer Tracking or Site Tracking is enabled in Guardhouse, Tracking Codes can be set up in Xero as well.  ![](https://university.guardhousehq.com/hubfs/Knowledge%20Base%20Import/FNa5Fs2VhAg0_0R4hBWNVn_AwWwuF5RZUg.png) **Xero Tracking Set-up** - - Go to the left panel under Xero organization - Go to Settings \> Looking for Advanced Settings? \> Advanced Settings  - Under Advanced Settings \> Click Tracking categories ![](https://s3-ap-southeast-2.amazonaws.com/aus-cdn.freshdesk.com/data/helpdesk/attachments/production/51107220129/original/dw5EQPJ8xnwKC-P6LjaFTtE-usIOo0gCpA.png?1686121887) - Add Tracking \> Fill in the Tracking category name        Go to the left panel under Xero organizationGo to Settings \> Looking for Advanced Settings? \> Advanced Settings Under Advanced Settings \> Click Tracking categories![](https://university.guardhousehq.com/hubfs/Knowledge%20Base%20Import/dw5EQPJ8xnwKC-P6LjaFTtE-usIOo0gCpA.png)Add Tracking \> Fill in the Tracking category name       -  Important: Name **Location** or **Customer** if Customer Tracking is enabled; **Position** or **Site** when Site Tracking is enabled in Guardhouse.                          - Add Category options \> Fill in the comparable Tracking Code from Guardhouse.                                             - ![](https://university.guardhousehq.com/hubfs/Knowledge%20Base%20Import/a_x3htQpXaVjyarWA2T3XsM1Ii-pR72ZYg.png)![](https://university.guardhousehq.com/hubfs/Knowledge%20Base%20Import/wYherlQvSlcQTXvSfIs6u_ia8F_DomD33w.png)                                                                         **1.3 Setup Employees** – Staff in Guardhouse must match Xero Payroll Employees. FirstName and Last Name must be exact. *If an employee has a middle name in Xero, have it added in the last name field in Guardhouse.*                     - Payroll \> New Employee \> Fill in details \> Save                          - Employment Tab \> Set Payroll Calendar                             \*Note: Ordinary Rate Earnings validates when posting timesheets to Xero. Please fill in as well when setting up.   ![](https://university.guardhousehq.com/hubfs/Knowledge%20Base%20Import/u_Oaj8E8nPl6hk0Ajam49cDmabhuYGV0hw.png)![](https://university.guardhousehq.com/hubfs/Knowledge%20Base%20Import/VbYmqnQNYxBFAvFYN0cFnqR7lqC78VvYqg.png)                                                  **1.4 Setup Employee Leave** – An approved timesheet leave in Guardhouse will be transferred as a Leave application in Xero. Assign leave types in Xero and then map them in Guardhouse.                      - Leave Tab \> Assign leave types ![](https://university.guardhousehq.com/hubfs/Knowledge%20Base%20Import/paYW7o_uIHPX0H_XYTjTD6uF48DDmhskkA.png)                                              - [Dashboard](https://university.guardhousehq.com/dashboard?hsLang=en) - [Schedule](https://university.guardhousehq.com/schedule?hsLang=en) - [Timesheets](https://university.guardhousehq.com/timesheets?hsLang=en#main-content) - [Timesheets v1](https://university.guardhousehq.com/timesheets?hsLang=en#timesheets-v1) - [Timesheets v2](https://university.guardhousehq.com/timesheets?hsLang=en#timesheets-v2) - [Paysheets](https://university.guardhousehq.com/paysheets?hsLang=en#main-content) - [Payroll Extracts](https://university.guardhousehq.com/paysheets?hsLang=en#payroll-extracts) - [allowance/s](https://university.guardhousehq.com/paysheets?hsLang=en#allowance-s) - [Invoicing](https://university.guardhousehq.com/invoicing?hsLang=en#main-content) - [New Zealand](https://university.guardhousehq.com/invoicing?hsLang=en#new-zealand) - [Reports](https://university.guardhousehq.com/reports?hsLang=en#main-content) - [Staff Reports](https://university.guardhousehq.com/reports?hsLang=en#staff-reports) - [Incidents](https://university.guardhousehq.com/incidents?hsLang=en) - [Company Settings](https://university.guardhousehq.com/company-settings?hsLang=en#main-content) - [Timeclock](https://university.guardhousehq.com/company-settings?hsLang=en#timeclock) - [Onboarding](https://university.guardhousehq.com/company-settings?hsLang=en#onboarding) - [Integrations](https://university.guardhousehq.com/company-settings?hsLang=en#integrations) - [Payroll](https://university.guardhousehq.com/payroll?hsLang=en#main-content) - [Allowances & Deductions](https://university.guardhousehq.com/payroll?hsLang=en#allowances-deductions) - [Customers](https://university.guardhousehq.com/customers?hsLang=en#main-content) - [Customer Portal](https://university.guardhousehq.com/customers?hsLang=en#customer-portal) - [Sites](https://university.guardhousehq.com/sites?hsLang=en) - [Tours & Patrols](https://university.guardhousehq.com/tours-patrols?hsLang=en) - [Staff](https://university.guardhousehq.com/staff?hsLang=en) - [Subcontractor](https://university.guardhousehq.com/subcontractor?hsLang=en#main-content) - [Subcontactor Sharing](https://university.guardhousehq.com/subcontractor?hsLang=en#subcontactor-sharing) - [Frequently Asked Questions](https://university.guardhousehq.com/frequently-asked-questions?hsLang=en) - [Getting Started](https://university.guardhousehq.com/getting-started?hsLang=en) - [Holidays](https://university.guardhousehq.com/holidays?hsLang=en) - [Documents](https://university.guardhousehq.com/documents?hsLang=en) - [Leave / Unavailability](https://university.guardhousehq.com/leave-unavailability?hsLang=en) - [Guardhouse Support Topics](https://university.guardhousehq.com/guardhouse-support-topics?hsLang=en) - [Invoicing Integrations](https://university.guardhousehq.com/invoicing-integrations?hsLang=en) - [Payroll Integrations](https://university.guardhousehq.com/payroll-integrations?hsLang=en) - [Product Updates](https://university.guardhousehq.com/product-updates?hsLang=en) - [Release Notes](https://university.guardhousehq.com/release-notes?hsLang=en) - [Webinars](https://university.guardhousehq.com/webinars?hsLang=en) - [Xero](https://university.guardhousehq.com/xero?hsLang=en) - [Guides for Guards](https://university.guardhousehq.com/guides-for-guards?hsLang=en) - [API Integration](https://university.guardhousehq.com/api-integration?hsLang=en) - [Integrations](https://university.guardhousehq.com/integrations?hsLang=en) - [Tablet Clock-in/Clock-out](https://university.guardhousehq.com/tablet-clock-in-clock-out?hsLang=en) [![Text\_gradient gold-1-2](https://university.guardhousehq.com/hs-fs/hubfs/Text_gradient%20gold-1-2.png?width=150&height=20&name=Text_gradient%20gold-1-2.png "Text_gradient gold-1-2")](https://guardhousehq.com) [mailto:support@guardhousehq.com](mailto:support@guardhousehq.com) Copyright © 2025, Guardhouse