Help Guides

Welcome to the ZoomShift help guides! Here you will find a collection of articles that cover everything you need to master ZoomShift. Go ahead and search away.

Xero

If you use Xero for accounting and payroll then you will probably be interested in this integration. Once you get the integration setup you will be able to sync your employees with Xero and export payroll data directly from ZoomShift into Xero timesheets with one click!

Connecting with Xero

The first thing you need to do in order to use this integration is connect your ZoomShift account to Xero. You can do this by going to Settings -> Integrations and then clicking the Connect w/ Xero button.

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You will then be directed to Xero’s site and asked to login to your Xero account. If you have multiple business in your Xero account you will also be asked to select the business you want to connect with.

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Once you authorize Xero to connect with ZoomShift you will be redirected back to ZoomShift’s site. You are now connected with Xero!

Syncing Employees with Xero

After connecting your ZoomShift account with Xero you will be able to sync your employees between the two systems. You can do this by going to Settings -> Integrations and then clicking the Manage Integration button for the Xero integration. You will then see a page that looks like this:

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You will notice that ZoomShift has fetched all of the employees that are currently in your Xero account. These employees are listed in the first column of the table. The second column represents the matching employee in ZoomShift. The idea is to match all of your employees in Xero to employees in ZoomShift. When ZoomShift fetches your employees from Xero it will automatically try to match any existing employees. If a match is not found you can always manually set the match by adjusting the dropdown in the ZoomShift column.

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If an employee does not exist in ZoomShift yet you can also create a new employee. You just need to make sure the employee dropdown is set to the “No Match” value and then you can check the Create New Employee in ZoomShift option.

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When you click the Save Integration button at the top, all of your employee matches will be saved and any new employees will be created.

Employees from Xero will automatically refresh.

ZoomShift will grab your new employees from Xero about every 15 minutes. If you want to force an update you can do so by clicking Options -> Refresh Employees from Xero on the integration page.

Syncing Payroll with Xero

Once you have approved timesheets and created a pay period you can push this data to Xero with one click! To do this you need to go to the pay period page where you can see all of the payroll numbers for each employee. At the top of this page you will see the option to Sync Payroll. Select the Xero Timesheets option from the dropdown.

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You will then be directed to a page that looks like the image below. All of your employees in ZoomShift that are matched to an employee in Xero will show up in this table. (See the above section for information on how to match and sync your employees with Xero.) You will also notice the total hours for the pay period is displayed for Xero and ZoomShift. This makes it really easy to see whether or not you have synced with Xero yet.

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The last column allows you to manually select the employees you want to sync with Xero. If the hour totals match between the two systems this option will automatically be unselected. Once you are ready to sync your data you can click the Sync Payroll w/ Xero Timesheets button at the top. Your payroll data will sent to Xero and the appropriate timesheets will be created in Xero. The payroll integration page will then update in ZoomShift. You will be able to see that the totals in ZoomShift match those in Xero.

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When you view your Xero account you will also see the matching timesheets for the employees that you synced. Boom,our payroll data is ready for review in Xero!

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Timesheet data from Xero will automatically refresh.

ZoomShift will grab timesheet data from Xero about every 15 minutes. If you want to force an update you can do so by clicking Options -> Refresh Xero Timesheets Data on the payroll sync page.

Pay periods need to match those in Xero.

The pay period start and end date must match the pay schedule for all of the employees you are syncing with in Xero. If the pay period does not match then the sync will fail.

Pay periods need to be in draft mode.

Once a timesheet is approved in Xero you can’t sync it from ZoomShift. You will need to unapprove the timesheet before you try to sync it from ZoomShift.

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