22 results found
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I run the same payroll every week. Is it possible for this to be done automatically as it is the same every week
I run the same payroll every week. Is it possible for this to be posted and submitted automatically as it is the same every week, for only one employee
1 voteThanks for suggesting this.
While Xero doesn't currently offer a fully automated "set and forget" feature that posts and files on your behalf, you can already automate the amounts you include in your pay runs.
By setting up an Employee Pay Template, you can automate the gross amounts and specific pay items that appear in each pay run. Once configured, the pay run will automatically populate with these details every pay, removing the need for manual data entry.
As Xero is a software provider and not a payroll intermediary, we do not process financial data on your behalf. For reasons regarding compliance and accuracy, you are required to review and validate your financial documents—including pay runs—to ensure they are correct before they are posted.
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minimum wage with bonuses
Minimum wage currently only looks at salary/regular earnings but what about guaranteed bonuses that count in minimum wage? For an employee on a very low basic - lower than minimum wage but with a very high percentage of turnover bonus taking salary to 6 figures e.g. a senior or a sales person then clearly they are not on minimum wage but your software would flag or report them as below the minimum.
Is it not possible to have a guaranteed bonus item in the payroll template so that this is added to the minimum wage calculation every month? Also if…
1 voteHi Dave
Good news, you can already achieve this within Xero's Payroll settings.
To ensure your guaranteed bonuses or commission are included in the Minimum Wage calculation you just need to make sure the pay item is Subject to National Minimum Wage calculations:
- Go to Payroll settings > Pay Items.
- Click on the Bonus pay item you use for these employees (or create a new one specifically for "Guaranteed Bonus").
- Tick the checkbox labeled Subject to National Minimum and Living Wage calculations.
- Click Save.
Once enabled, Xero will add these bonus amounts to the employee's base pay for that period when performing the minimum wage checks.
Check out the Xero Central link on National Minimum Wage alerts in Xero.
If you need an extra hand you can raise a case with our Xero Support team. 😊
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NZ Payroll - employee earnings summary report for each pay run.
Pay cycle report (report to be saved in the Payroll module after each pay cycle)
1 voteThanks for sharing your idea.
You can actually already view employee earnings summary reports for any posted pay run. These reports are saved automatically against the pay run once it is posted.
To view them:
- Go to Payroll > Pay employees.
- Click on the specific Pay Period you want to view.
- Click the Options button.
- Select the report you want.
I will close this idea as Existing Functionality. If you need an extra hand you can raise a case with our Xero Support team.
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NZ Payroll - YTD payroll report
YTD payroll report (to see total salaries earned by staff for each reporting period)
1 voteHi Yash, thanks for submitting your idea for a YTD payroll report.
Good news! You can currently achieve this in NZ Payroll using the following existing reports:
- Pay History Report: Run this report for your desired date range (e.g., 1 April to today) to view a detailed breakdown of what has been paid to employees. It lists payments by date, allowing you to see salaries earned for each reporting period.
- Gross Earnings Report: This report can be generated for a specific date range (YTD) to see total earnings per employee, or for a specific pay run to see the totals for that reporting period.
I will close this idea as Existing functionality. If you need an extra hand you can raise a case with our Xero Support specialists. 😊
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Option to copy superannuation payment to bill
Have a button to copy a Superannuation Payment to a draft bill, to simplify reconciliation of the payment.
I pay myself every week, and pay superannuation as part of the process. While the details are in front of me, I create a bill for the superannuation payment, which Xero then recognises as matching the payment when I do the reconciliation - I don't need to find the numbers again when it's time to reconcile the payment.
Offering a button to automate that bill creation would streamline the process.
From where I sit, it looks simple. Might not be so simple…
1 voteThanks for sharing this idea about adding a button to copy a Superannuation payment to a draft bill to make reconciliation easier. We understand the workflow pain you’re trying to solve.
From an accounting and payroll-reconciliation perspective, converting payroll super liabilities into a bill can introduce duplication of liability. If a bill is coded to a superannuation expense, it double counts expense and creates an extra payable. Best practice is to clear the existing superannuation payable when you make the payment (ideally via Auto Super), rather than re‑creating it as a bill.
To keep Payroll reports and your General Ledger aligned, we recommend using the Superannuation Accrual or Superannuation Payments report and reconciling payments against the superannuation payable liability. This avoids overstating costs or liabilities and maintains clean auditability.
If you need an extra hand with using the Auto superannuation payment feature you can raise a case with our Xero…
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Payroll having access to submit a question or request on Xero Central
I have a member of staff who I have granted access to the payroll feature, however she cannot submit anything to Xero central such as a question or request. The only way this can be done is if I also give access to the accounting feature as well which I do not wish to do. Can you improve the system so that anyone who has payroll access can submit a request to xero central.
1 voteYour employees with Payroll only permission should be able to access Xero Central as they have a Xero login and this is the only requirement. If your employees are not able to access Xero Central can you please raise a case with our Xero Support specialists so we can look into this. 😊
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NZ Payroll - Adjust hours automatically in 1st pay run to recognise employee start date
Xero defaults to full pay period hours for a new employee in the 1st payrun even if the employee start date (already entered into Xero) is part-way through a payrun. This doesn't make sense and is too easy to overpay a new employee in this way, if a manual override has not been done. Ideally, Xero would calculate the expected hours for a salaried employee based on the start date, but another idea would be to flash up a warning before finalising a payrun with employees that have a start date listed within the pay run period.
11 votesHi everyone, thanks for your feedback on having Xero automatically adjust hours in a pay run if the employee starts or leaves part way through a pay period.
We released work patterns to all NZ payroll organisations in August 2024. If an employee has been assigned a Regular week work pattern, their first and final pay runs will be automatically pro‑rated based on their start or end date in the pay period.
For employees still set up on “Days and Hours”, Xero doesn't have enough information about which specific days they work, so automatic pro‑rating doesn’t occur in those cases and a manual adjustment to the hours in the pay run will be required.
For more details on how to set up work patterns please see our Xero Central article.
We really appreciate everyone who voted and commented here. We hope this helps make first and final pays more accurate.
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Superannuation settings - SMSF ESA - able to change lower case to upper case
Currently, if you enter the ESA (electronic service address) of a SMSF (self-managed super fund) into Xero in lowercase instead of uppercase/capital letters, Xero times out and doesn't save when you ask it to. Xero should be able to take input in lowercase and automatically adjust it to the uppercase that seems to be required. Alternatively, an error message that tells me wheat the problem is would be useful.
1 voteHi Freya, I've looked into this and was able to add a fund ESA using both lowercase and uppercase with no issues. If you haven't already, you might like to clear your browser's cache and cookies to see if that helps. If you're still running into issues adding a SMSF, I'd recommend you raise a case with Xero support to get some help.
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AU Payroll - Option to hide Payroll from navigation bar
Wish I could remove it from the top row of tabs. Keep it simple.
Previous versions allowed it to be removed by turning off the Payroll Add-on. Cheers Pete1 voteHi Peter, I wanted to let you know that it's currently possible to remove the payroll section from showing in Xero.
If Payroll is included in your pricing plan but you don't want to use it, you can hide payroll functions by removing the payroll admin permission from all users.
Only users with the payroll admin user permission can see payroll features.
I've included a link to our support article for more information about the payroll admin permission.
If you need an extra hand you can raise a case with our Xero Support specialists. 😊
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AU Payroll - Copying previous wages across to current week shortcut
It would be great if there was an option (tick the box) to copy last week's wages for the current week for payroll. I have casual staff who sometimes have the same hours as the previous week's so not having to replicate this would be great and the quickest way would be to have a tick the box which can copy it across to the current payroll
2 votesHi Lien, thanks for your suggestion! I wanted to let you know that it’s actually currently possible to have a set amount of hours automatically populate in a pay run, which might solve this for you.
Even for casual employees, you can go into their Pay Template and enter the number of hours they normally work per week. Once this is saved, those hours will automatically pull through to the draft pay run each time you create one. You can then just overwrite them on the odd occasion that their hours change, rather than having to manually enter them every single week.
If you need a hand getting this set up, I’d recommend reaching out to our Xero Support team.
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UK Payroll - Download links for Payroll reports
Once Payroll is posted we require the relevant reports (journal and activity), I feel a download link (alike the one for payslips) would be beneficial rather than having to view reports and then having to export download for printing or saving purposes, this would save users time.
2 votesHi Craig, thanks for your feedback on an easy download link for payroll reports.
I wanted to let you know that it's currently possible to download payroll reports directly from pay runs.
From a posted pay run, you can open it and download the Payroll Activity Summary, Payroll Activity Details, and the Pay Run Journal.
I hope this helps and saves you time.
If you need an extra hand you can raise a case with our Xero Support specialists. 😊
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AU Payroll - Set Payment Date for Unscheduled pay run
Unscheduled pay run - most of my unscheduled pay runs are paid on the day of creation.
It would be good to be able to change the payment date to the actual date of payment instead of the date selected by the unscheduled pay run.E.g. unscheduled pay run for the week ending 13th Aug has a payment date of 16th Aug yet payment may have been made on 18th Sep.
4 votesHi all, if you've created an unscheduled pay run and wish to change the payment date, you can do this by clicking the payment date title in a draft pay run.
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AU Payroll - Submit Casual Rate timesheets during the week and also the weekend
As you’ve found, right now it’s not possible to submit timesheets using the casual rate during the weekday and then also to be able to submit timesheets for the casual rate that applies on the weekend.
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NZ Payroll - Timesheets for contractors
I would like to have my contractor be able to submit timesheets via XeroMe and have the timesheets linked to a "Withholding Income" pay item.
It currently looks like timesheets require a Regular Earnings pay item to be selected before they can be submitted and then approved
3 votesThanks for the suggestion — this is already possible in NZ Payroll.
Contractors can submit timesheets (via Xero Me) or have them entered by a payroll admin. You can select a Withholding Income earnings rate on the timesheet so it flows into the pay run.
If you need an extra hand you can raise a case with our Xero Support specialists. 😊
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UK Payroll - Adding Employee Group data to reports
You can enter a group for an employee on the employment information but this function cannot be used on the reports.
If the information of which employee is in which group, then surely its not a huge leap to add this function to the reports. Using the gross to net report, you could select a group rather than an individual, saving a lot of time.
15 votesThanks so much for sharing this idea and explaining how you’d like to use employee groups in your payroll reporting.
It’s currently possible to filter most UK Payroll reports by Employee Groups, which can help you quickly see totals and other details for a specific group rather than individual employees one by one.
If you’re not seeing the Employee Groups filter, or you’d like help using the report filters for your specific scenario, our Xero Support team can walk you through the steps and check what’s available in your organisation.
If there’s a specific payroll report you feel should include an Employee Groups filter, please feel free to submit a new Product Idea with the report name and how you’d like to use that filter.😊
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UK Payroll - Alternative NI Calculation type for directors starting mid-year
When adding a Director to payroll midway through the year the status can only be set to 'Annual'
It would be great if we were able to choose either 'Annual' or 'Alternative' Setting a new director on 'Annual' in January has affected their NI contributions. On Annual the NI does seem to vary but sort its self out by the end of the tax year. It just means paying more NI for a period of time.15 votesHi everyone, I wanted to provide an update on this request to select the Alternative method for directors with mid-year start dates.
We actually released an update in August 2024 which allows Payroll admins to add new directors with and select the Alternative method regardless of start date. Apologies this was not communicated effectively.
If you need an extra hand you can raise a case with our Xero Support specialists. 😊
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UK Payroll - Ability to re-instate an employee
A single button click to re-instate a previous employee, rather than having to re-enter all the information. Particularly useful for example when employing students in college holidays
6 votesThanks for sharing this idea around reinstating employees in UK Payroll.
It is currently possible to reinstate an employee in Xero Payroll. To reinstate an employee:
- In the Payroll menu, select Employees.
- Select the History tab.
- Click the employee’s name then select Employment information.
- Next to your employee’s initials, click the menu icon, then select Reinstate employee.
We generally recommend creating a new employee record if an employee is rehired, as HMRC guidance is that employees shouldn’t be paid again after a P45 has been issued.
If you’d like help working through reinstating an employee, please reach out to Xero Support and they can step through it with you.
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NZ Payroll - Opening leave balance negative
When transferring from another payroll system, Xero has not accounted for the user case of an employee starting with a negative entitlement.
A lot of businesses allow employees to use annual leave as it's accrued and do not always enforce the 12 month stand-down as per legislation. As a user who has just entered 12 months of payroll information for a transferred employee, I should not then have to calculate what the balance now is.
As per other requests, there should be three fields which you should be able to enter when setting up an employee which is their current…3 votesHey thanks, for raising this query on our ideas website. If you're transferring to Xero from a different payroll software, you should enter current leave balances from the previous software.
It is possible to enter negative values as leave opening balances when moving to Xero.
For details on entering employee leave balances see our support article in Xero central. If you need an extra hand you can raise a case with our Xero Support specialists. 😊
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AU Payroll | Lock ABN in Organisation settings once STP filed
I would like Xero to automatically lock the ABN on a client's file after the first STP event has been lodged. This will prevent clients changing the ABN when they change the entity's structure and reporting STP incorrectly across two ABNs. Undoing this mess is a nightmare.
33 votesHi Everyone, thanks for supporting this idea. I wanted to provide an update on this feature.
As you're aware, it’s not currently possible to lock organisation details in Xero, as this would prevent users from correcting genuine mistakes. However, we absolutely agree that the ABN should not be intentionally changed once STP has been filed.
In April 2023, we released an STP reset tool which can be used to easily reverse all STP filings processed under an incorrect ABN or branch number.
While this is not exactly what you’re asking for, it does provide a similar outcome by making it much easier to fix these errors if they occur.
Thanks again for your feedback.
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UK Payroll - Seperate pre and post-tax deductions on payslip
Separating out pre & posttax deductions on PDF payslip. At the minute these are all displayed together.
Would be better if Pre tax deductions where displayed under gross salary and then taxable pay calculated, before displaying post tax deductions.
Would be easier for employees to follow.6 votesThanks Daniel, for taking the time to share this idea and explain how you’d like pre and post‑tax deductions to appear on the payslip.
In UK Payroll, different deduction pay items are displayed separately on the payslip so employees can see each individual deduction as a seperate line on the payslip.
However as you noted, all deductions, whether they’re pre‑tax or post‑tax, are grouped together under the 'Deductions' section on the payslip rather than being split into separate pre‑tax and post‑tax sections.
If you or your employees need help understanding how the figures flow through or how to read the payslip layout our Xero Support team can review an example payslip with you and talk through the detail.😊
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