Connect to Xero payroll
To connect Invoxy to your Xero Payroll account, go to Manage > Integrations, select Xero Payroll, and click Connect. You will be prompted to add your login details to connect to your Xero account.
Please note: if you're also connecting to Xero, please connect to Xero before you connect to Xero Payroll. If you connect Xero Payroll first the Xero Payroll authentication will no longer be valid after you connect to Xero. If that happens, simply disconnect both integrations and reconnect in the correct order.
Check your Invoxy and Xero Payroll setup is correct
Ensure the Date of Birth and Address fields are completed on the Resource under Manage > People. Xero requires the address to be properly geocoded, so we recommend you use the address picker dropdown to ensure you get the address right.
Note: Ensure your candidate First name and Last name match between JobAdder/Bullhorn and Xero Payroll (any differences will cause Invoxy to create new copies of the candidate – the name must be an exact match for it to find them in Xero, right down to spaces and capital letters).
Under Manage > Work set the Pay Item on any work items your resources will be recording their time against.
To help you with this setup Invoxy will display notifications on your dashboard when you are connected, or if there are any issues sending a pay to Xero.
Employees with addresses and a DOB will sync to Xero when:
You first connect to Xero Payroll
You press "Sync" on the Integrations page for Xero Payroll (you can do this if you wish to sync new employees to Xero so that you can set them up before running a pay run in Invoxy)
When you create a New Payrun
Head to Manage > People to update these - blue dots will appear next to any employees that require Dates of Birth and Addresses to be added.
Make sure a superannuation line is included in the Employee pay template (if they are over 18 years of age), and that the candidate has a Pay Calendar selected on their Employment tab.
Check that there are no draft pays for the Calendar you are using - if there are, complete or remove them before processing a pay in Invoxy.
Create and Send a Payrun
Go to Payroll and click New Pay Run.
You can choose which Pay Calendar you wish to run the pay for, and if your setup is correct the People in Pay list will display all candidates who are included in the chosen Pay Calendar in Xero, and who are on placements in Invoxy. You can then click Create Draft Pay - only those candidates with time recorded in the period the pay covers will be included in the pay run.
Once this draft is done and you have checked the amounts you can select Send to Xero Payroll.
Your pay should now be in Xero Payroll ready to be finalised.
Create and Send RCTI Invoices
If you have RCTI contractors you can create a pay batch for them through the Payroll screen by changing the Pay Run Type to Recipient Created Invoices.
This will provide a list of all current candidates in Invoxy who are marked as being a Business. You can then set the Pay Date and Period the pay is for, select which contractors to produce invoices for (if you select all only those with time in the selected period will be included), and click Create Draft Pay.
Once this draft is done and you have checked the amounts you will need to select Mark as Sent.
If you'd like to send a copy of the invoices to Xero, you can then select the pay batch in the Sent folder and use the Send to Xero option to send those to your Accounts Payable in Xero.