Connecting Freshpay to Xero

Setup Connection to Xero within FreshPay #

1, From the main company dashboard, select Company Settings from left-hand menu.

2, Click “Connect to Xero”

The Xero login page will pop up, please login and select the company you want to connect to.  Once complete the page will change to show the Accounts Mapping option:

3, Select the Accounts Mapping to map your wages accounts to your Xero Nominal Codes for each pay element.  As you can see you can also map to departments:

4, Once completed your Xero connection is ready.  Upon finalisation of your payroll, you will have the option to “Send to Xero”

5, You have the option to post the journal or save as a draft, and which date the journal will be sent to Xero.  NB – The journal date will always default to the paydate

Disconnecting From Xero: #

1, If you want to disconnect your Company from Xero, select Company Settings from the left hand menu.

2, Click on “Disconnect from Xero”

You will then need to confirm your disconnection.  The company settings page will default back to “Connect to Xero” again.

Frequently Asked Questions #

1. How do I connect to Xero?  See Guide Above
2. How do I disconnect from Xero? See Guide Above
3. What does the integration do?
   The integration will post the wages journals into Xero according to your accounts mapping at step 3 of the connection guide (link).   Each finalised pay period can be posted to Xero, and you will have the choice of posting the journal as approved or to save as draft.  You can also choose the future date you send the journal to Xero.
4. What date will appear on the journal in Xero?
   The journal date will default to the pay date.  You can of course change this within Xero.
5. When does the journal send to Xero?
   You can choose the date that the journal is posted to Xero as shown in step 5 of the connection guide (link)
6. What happens if I change a payrun and I have already sent the journals to Xero?
   You will need to amend the journal manually in Xero if the journal has already been sent to Xero.  You can send another journal to Xero, but you will need to manually delete the previous journal.

Data Flow Diagram #