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Totally agree Julia, I have been saying the same on multiple idea pages!

Nothing we ask for seems to get done but they waste time on cosmetic stuff or "upgrades" we didn't ask for or don't need - so frustrating.

Xero is OK as a platform but it has a lot of flaws.

How about xero stops fiddling with stuff that already works and concentrate on fixing things that are critical, like this.

It would be great if attachments could be added to the employees notes section ie Apprenticeship Training Plans, Qualification certificates, copies of licences etc.

I would like to suggest adding an “Attach Files” feature within the employee profile section in Xero Payroll.

Currently, there is no centralised place within each employee’s record to upload and store key employment documents. It would be extremely helpful if we could attach files such as:

Tax File Number (TFN) Declaration forms

Superannuation Standard Choice Forms

Employment contracts

Identification documents

Other onboarding documentation

Having these documents stored directly within the employee profile would improve record-keeping, compliance, and audit readiness. It would also reduce the need to maintain separate document management systems for payroll-related files.

If any of us were audited tomorrow, the idea that we could simply "hand over the keys" to Xero and walk away is a fantasy. Here is the reality of why this software is failing its users:

Substantiation is Non-Existent: Auditors don't just want to see a net payment; they want the "how" and "why." Xero’s ability to link external contracts, award interpretations, and specific pay-rate change justifications to a pay run is clunky at best and dangerously manual at worst.

The Documentation Burden: For a tool that claims to streamline business, the amount of external record-keeping required to make Xero "audit-proof" is astounding. You end up spending more time managing the "paper trail" outside the software than you do inside it.

Compliance vs. Calculation: Xero is a calculator, not a compliance officer. It handles the math fine, but it leaves the heavy lifting of legal record-keeping—things like specific industry award nuances and detailed audit logs—entirely on the shoulders of the business owner.

The Bottom Line: We are being sold a "complete solution," but we’re actually getting a ledger that requires a massive, manual secondary system to satisfy an auditor.

Also, you are breaking the law if you add the documents to a newly created contact. Unauthorised Disclosure: If you attach a sensitive employment contract or medical record to a contact, and your general admin staff or an external accountant (who isn't your payroll officer) can see it, you are likely breaching the confidentiality requirements of the Fair Work Act.

So you have provided all these updates but not what the customer has asked. Really!

Yep, more fluff from Xero - ignoring real user requests for practical improvements over adding cosmetic improvements that in some cases actually reduce useability.

Third party apps usually cost $$ which is not always feasible for small businesses and for employee data there is the privacy concern. Dext doesn't handle employee info.

We are trialling Canyou for the induction onboarding process (which MYOB already has) and collecting licence/certification documents.
Ironically, you can now add files to customer/supplier cards in Xero but not employees but still wouldn't fix the issue of medical certificates via the app.

Xero becomes more frustrating as I find more issues that they won't address and I have no faith that they take the negative feedback on board.

Idea has been here 4 years. I'm still really optimistic that in 2030, another 4 years, we might start to see some traction on this.

Again no resolution, just expectation that businesses should use another app that costs more money. Attaching a medical certificate for leave request by either the employee or employer if received after the request has been submitted should be mandatory. Attaching files to employee records should also an option - contracts etc.

It would be good to be able to add file attachments to each pay run.

Ability to save employee contracts in Payroll module under each employee (for audit and transparency purpose)

Currently there is no facility to file documentation within an employee profile to have this facility would reduce document filing.
(E.G. Employee Contracts, Licensing, Site Inductions, etc.)

Yes it is long overdue but how long is a piece of string?
My work around, for better or worse, is to create a contact group of "Employees". It is then possible to attach files to the individual employee contact.
Still outside of payroll unfortunately!

Completely agree with Joanna's excellent post below, and would add that the rationale applies equally in the New Zealand context. Xero - can you please let us know when this functionality is likely to be added?

I would like to attach reports like police checks and workcover reports so always there so can't be misplaced

To ability to add files to an employees file. Things like medical or child support letters. Would be handy. Also, being able to set schedules for changes in payroll. If the employee has deductions that change over several weeks, it would be good to schedule it to change automatically.

Agree with Joanna's assessment. Not sure these forums achieve anything as you would think by the response Xero would have moved on it by now.

If it's part of the "long term" plan I'm tipping 2030+

I fully agree with Joanna Johnson's comments and as English law seems the same as the Australian law, this change in Payroll on Xero is extremely necessary.

Joanna's message is excellent and should be a wake up for XERO.