Send your payroll ledger directly from foundU to Xero to streamline your accounting
Connect foundU with Xero and effortlessly send your payroll ledger data directly to your Xero account. Streamline payroll processing, reduce manual data entry, and ensure accurate, real-time financial reporting.
The foundU x Xero integration simplifies accounting, saves time, and keeps your payroll compliant with Australian standards.
In this article, we will cover:
- What the Xero integration does and how the data flows
- Getting started and connecting your Integration
- Running the Payroll Ledger Export
- FAQs
If you are looking for guidance on setting up your GL mapping for Xero, check out our guide to Payroll ledger mapping for Xero.
Once your integration is connected, you can run your Payroll Ledger Export and send it to your Xero account with just a few clicks. The report will appear as a draft journal on the Manual Journals page of your Xero account. From there, you can review it and post or delete it as needed.
Our direct foundU x Xero integration can assist your business by:
- Automatically syncing payroll ledger data with Xero, eliminating double-handling
- Reducing manual data entry and minimising payroll errors
- Speeding up reconciliation and improving real-time financial visibility
Data flow
The diagram below provides a clear overview of how data flows between foundU and Xero. It illustrates how the two systems integrate to ensure accurate payroll and financial reporting.
Follow these steps to connect your foundU platform with Xero and start automatically sending your payroll ledger data.
Permission reminder: To set up the Xero Integration, you must have 'Access Integration Centre' turned on in your Admin User permissions.
To connect the Xero Integration:
- Navigate to the main menu > Integrations > Integration Centre.
- From the Accounting section, find the Xero Integration.
- Select Connect to log in to your Xero account and confirm foundU's access.
- Once connected, you will be redirected back to your platform. The integration will be marked as 'Connected'.
Once the integration is connected, you can see a 'Send to Xero' button on your Payroll Ledger Export page.
With all your mapping done, you can now run your Payroll Ledger Export and send it to your Xero account.
To run your Payroll Ledger Export:
- Navigate to Reports > Financial and select Payroll Ledger Export.
- Select Create report to the right of the paying entity you'd like to export.
- Select your date range and optionally filter to specific employees.
- Select to run your report either by:
- Accrual Basis - Reports based on your period end dates.
- Cash Basis - Reports based on your payment dates.
- Create Report.
- The Payroll Ledger report will display the following fields:
- Narration - The name of the admin user generating the report.
- Date - The period ends or payment dates, depending on your selections.
- Description - The name of the accounts you mapped your payroll data into during the mapping process.
- Code - The codes you mapped your payroll data into during the mapping process.
- Tax Rate - This is imported with the Chart of Accounts and exported with the same detail.
- Debit - The value of expenses per your mapping.
- Credit - The value of your liabilities per your mapping.
- Tracking Name - The name of your tracking categories, if you set them up.
- Tracking Option - The name of your tracking options, as seen in Xero and set up during the mapping process.
- Send the data directly to Xero. When running your Payroll Ledger Export, select Send to Xero to send your data directly to your Xero account as a draft journal.
- You can also optionally select the drop-down arrow to download your export as a CSV file.
Please note: The option to Send to Xero will only appear once the integration is set up. For instructions on how to do this, please refer to the relevant section above.
How do I disconnect from Xero?
Disconnecting is as simple as returning to main menu > Integrations > Integration Centre. Here you will see an elipsis (three dots icon) next to the connected status, select this icon and then select Disconnect.
What happens if I resend a journal to Xero for the same date range?
If you resend a report with the same data range it will generate a new draft journal in Xero based on the current mapping data in your platform. Doing this will not overwrite any existing draft journals already sent to Xero, so you should review and remove duplicates in Xero if you resend data for the same period.
Can I still export a CSV instead of sending directly to Xero?
Yes, you can choose to export the Payroll Ledger as a CSV file instead of sending it directly to Xero. This is useful if you want to review the data internally or import it into Xero manually.