Tanda and Xero have a live API connection, so you can export your Timesheets to Xero automatically.


Before exporting your Timesheets, you need to ensure:

Exporting Timesheets

Go to Timesheets > Weekly/Fortnightly:

All your Timesheets should be green to show they're approved:

If there are any that are showing white, just click on the employee's name to go into their Timesheet to check for any shifts you haven't approved.

For Salaried staff, even though their Timesheets won't be exporting to your Payroll system, you can still have them in green and export them along with the other Timesheets, they just won't show in the confirmation summary or export file. If they have applied for leave or have allowances on the said pay period, these will be included. 

Preview & Export

When you're ready, just click the green Preview & Export button in the top right corner to go through to the Timesheet Export Preview:

In this screen, you can:

  • Check for any warnings. An orange exclamation mark at the top will alert you to any issues:
  • Check Timesheet Export Summary: you can click on each employee's name to check the Award calculation. 
  • Check Total Hours and Gross Wage: at the end of each employee you can see the total for the pay period. 

Exporting - Complete

When you're ready, just click the green Export to Payroll Software button:

Your Timesheet information will then go over to Xero. Depending on how many, this can take a minute or so. Once it's completed you'll be taken to the Results Confirmation:

Provided you have no errors, you would then just go into Xero.

Process Payrun in Xero

Go to Payroll > Pay Runs > click on the Draft Pay run:

Double check the gross total's for each employee are correct with the Total Cost in Timesheets > Weekly Timesheets or the Wage Cost Report in Tanda.

Troubleshooting Errors

If you have any errors, you will receive a notification:

Tanda will provide a list of how many Timesheets were affected, which staff and what the error is. Use the headings below to find the error messages you received and how to troubleshoot:

1. Timesheet Already Exists

  • Error message: A timesheet for [employee] for this pay period already exists in Xero

Xero doesn't let us delete or add a second timesheet for an employee for a pay period, so it has detected that a timesheet already exists - either created manually in Xero or exported from Tanda previously. 

If the timesheet in Xero is correct, then you can ignore this error and process as normal, however if you need to make changes, you'll need to delete the timesheet in Xero and then you can re-export.

To delete a tiomesheet from Xero, go to Payroll > Timesheets. Select the relevant timesheet or use the filters if you can't see it in the list. 

In the bottom right corner, click Revert to Draft. Once the page reloads, you'll see a new button appear on the left, click Delete Timesheet. Confirm that you want to delete:

Back in Tanda, you can then try exporting again by clicking Export to Payroll in the Weekly Timesheets page or in the employee's individual timesheet.

2. Tanda Couldn't Find Employee

  • Error message: Tanda couldn't find [employee] in Xero

This means either the employee hasn't been added to Xero or the profiles haven't synced between Tanda and Xero.

First, check that you have added the employee to Xero under Payroll > Employees. Add them if they weren't in your Employee List.

Next in Tanda, go to the employee's profile by clicking on Workforce > Staff > click the employee's profile > click on Payroll tab:

An employee's profile is synced between the two systems if you can see the name matched below Employee ID.

Some things to check from here:

  • In Tanda, if you can't see the profiles synced (as above), go to Workforce > Staff > Add Staff > Import from > Xero. The confirmation will either say that the employee has been imported or updated. You can then check in their profile to see it is now synced and re-export the timesheet.
  • If the profile is synced, check in Xero that their Start Date, Email Address and spelling of their name is the same in Tanda. These includes the spaces and capitalization of the name of the employee. If any of these are different, update and then try importing the employee into Tanda again. 

If you have located the issue, you can then try exporting again by clicking Export to Payroll in the Weekly Timesheets page or in the employee's individual timesheet.

3. Some Earnings Rates were not found

  • Error message: Some earnings rates were not found in Xero

This can occur with both the Tanda Managed Award Template and Custom Rules. 

For the Managed Award Template, it means you haven't integrated the Award with Xero or it hasn't updated based on some recent changes. To do this go to Compliance > Award Template > Manage > click Connect payroll systems. If you're updating it may say "Force Template Update" instead: 

This will take about 5 mins for the Pay Items to be created in Xero. You can check when it has completed by refreshing the page and you will see the last updated date as the current time:

For Custom Rules, this either means there isn't a Pay Item in Xero or the Award Rule in Tanda hasn't been matched against the Pay Item in Xero. To check this:

In Xero, go to Settings > Payroll Settings > Pay Items. Check the relevant Pay Item or create it if it wasn't there.

In Tanda, go to Payroll > Award Rules (or Allowances) > click on the relevant rule and check that the Export name is linked with the relevant Pay Item in Xero:

Once you've selected the correct export name, make sure to choose what type of Award it will be: Custom Payroll Setup if the said award rule was manually created or rge award template that you have enabled in your account. If you have located the issue, you can then try exporting again by clicking Export to Payroll in the Weekly Timesheets page or in the employee's individual timesheet.

4. Employee isn't configured for Payroll

  • Error message: [employee] isn't configured for payroll

This is either caused by the employee not being classified on the Award Template or Custom Rules or a Pay Item in Xero not having a Type of Units as "Hours".

To check how the employee is configured, go to Workforce > Staff > click on the employee's name > Payroll tab:

Ensure that the Award is select, the Employment Type and Classification/Level, as below:

If you can't select an Industry Award in the employee's profile, ensure you have enabled the award in your account first. 

For Custom Rules, ensure you have selected this option and the relevant Tags:

If all those areas are correct, it could also be how you have setup a Pay Item in Xero. Check the Pay Items that match with the employee who received the error in Xero, to ensure the Type of Units is Hours:

If you have located the issue, you can then try exporting again by clicking Export to Payroll in the Weekly Timesheets page or in the employee's individual timesheet.

5. Employee Doesn't Have an Ordinary Earnings Rate

  • Error Message: [employee] doesn't have an Ordinary Earnings Rate

In Xero, the employee needs to have an Ordinary Earnings Rate set in the Employment tab:

For staff on the Tanda Award Managed Template, this is sent from Tanda, so you could try updating from Tanda first. This is located under Compliance > Award Template > Manage > click Force template update:

You can then check this in Xero, it might show as --- Restaurant - Base Hourly. 

For staff with Custom Rules, you will have to manually select in Xero as above, generally it is Ordinary Hours.

If you have located the issue, you can then try exporting again by clicking Export to Payroll in the Weekly Timesheets page or in the employee's individual timesheet.

6. Payroll Calendar Errors

  • Error Message: [employee] doesn't have a payroll calendar in Xero or the Xero Payroll Calendar for [employee] doesn't match the Tanda payroll calendar

This means that the payroll calendar in Xero doesn't match the timesheet pay period in Tanda. Both systems must have the same start date and period length, i.e you can't run fortnightly timesheets in Tanda, but weekly pay runs in Xero.

To check this, in Xero go to Settings > Payroll Settings > Calendars:

You can also check on the employee's profile that the correct Pay Calendar is assigned to them, in the Employment tab

To check this aligns with Tanda, click on Timesheets > Weekly/Fortnightly and then check the period start and end in the calendar on the right:

If they don't align, you can either contact Tanda Support on the details at the bottom of this article to change the pay period in Tanda, or you can create a new Pay Calendar in Xero to align with Tanda and assign to all your staff in Xero and then try re-exporting.

7. An Unknown Error Occurred

  • Error message: An Unknown Error Occurred

The majority of the time, this can be fixed by disconnecting and reconnecting your Xero account from Tanda. Go to Settings (cog wheel icon) > Integrations > Payroll Integrations. Click on your Xero integration and in the bottom right corner, click Edit Integration > Deactivate Integration

Your Xero integration will then load with a red warning in the top right corner, just click anywhere in the box and then click Reconnect your payroll integration in the top right corner:

You'll then be prompted to enter your Xero login details or if you're already logged into Xero in another browser, give Tanda access. When it loads back to Tanda, just click Save in the bottom left corner.

You can then try re-exporting your Timesheets. If this does not fix the issue, Xero may be experiencing a fault or doing maintenance on their API, meaning Tanda cannot communicate with your Xero account. For more information you can check the Xero Platform Status page, which will inform you of any discovered issues in their API. If the status page indicates no issue, the issue may as yet be undiscovered on the Xero end, or an issue with Tanda communicating with your Xero account. 

8. TrackingItemID is Required for Each Timesheet Line

  • Error message: TrackingItemID is required for each timesheet line

If you're using Tracking Categories, ensure you have set this up correctly in Xero by checking Xero's help article

In Tanda, check that you have configured this information by going to Settings > Add-ons > Payroll & Accounting > click your Xero integration > ensure the Tracking Category name and default option have been populated:

Check that the spelling is the same in each system and update if necessary. 

If you have located the issue, you can then try exporting again by clicking Export to Payroll in the Weekly Timesheets page or in the employee's individual timesheet. 

Tanda Support access

If you still get the same error again, you can allow one of our Tanda Superheroes to have  Payroll Admin Access to your Xero account. You can shoot the team an email at support@tanda.co so someone will be able to assist you.

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