Timesheets for employees added to Payroll (Australia)

Today is payroll release day! Always my favourite part of the job.

Timesheets for employees has been an anticipated feature for quite some time now, and we’re excited to be able to turn this on for all Australian payroll users today. There are now more than 60,000 employees being paid through Payroll in Xero. Many of these already have access to the Employee Portal, allowing them to view their details, apply for leave and submit expense claims. Folding Timesheets into the Employee Portal is another big step towards bringing accounting out of the back office.

Timesheets for employees allow staff to enter their own hours and submit them for approval by appointed managers. This is a good timesaver for administrators and an easy job for staff to do on their way to work or during some down time. Approved timesheets are then passed on to administrators for payroll processing.

See how it works in this video:

A lot of the feedback we’ve received from users is that many timesheets are the same or similar from week to week or month to month. So we’ve introduced timesheet templates for both employees and administrators. Simply save a timesheet as a template one week and load it the following week with all the details copied over. Just make any tweaks and it’s ready to submit – cool eh!

This is the last payroll release for this year, but there are many exciting features that we’ve already put in the pot and started cooking for our next few releases in 2013. At the top of the list is a complete redesign of our reports including a rethink of all the reports that we offer for payroll related information.

We’re also working steadily towards the death of the draft payroll invoice as well as some cool things like bonus tax calculation and automated TFN declaration lodgement. Make sure you let us know about your ideas for reports or any other aspect of payroll.

To get a comprehensive rundown of the latest features make sure you check out our free webinars for partners and customers running next week.

58 Comments

Gillian Rossouw
December 3, 2012 at 10:15 am

Fantastic news thank you so much @Stu know my clients will be jumping for joy

Mukesh Bajaj
December 3, 2012 at 10:22 am

Well done Xero Team. You are the best!

gary
December 3, 2012 at 10:26 am

would be good if timesheets could be entered in on project and activity basis.

Peter Dee
December 3, 2012 at 10:30 am

Looks amazing… pity its not available for NZ customers ;(

Daniel
December 3, 2012 at 10:31 am

Very happy with the update……… if we could just get a app for that for the iPhone!

Elizabeth Salter
December 3, 2012 at 10:31 am

Yes, fantastic stuff! This is going to be a much used feature for my clients and myself. :)

Andrew Haynes
December 3, 2012 at 10:36 am

Looks great, nice work team!

Freda Madden
December 3, 2012 at 10:43 am

Very disappointed that tracking centres aren’t included in the timesheets – will have to continue to do them manually.

Jennie Smith
December 3, 2012 at 10:51 am

Great feature! Bit worried though. When you get rid of the draft invoice, where will we be able to put in the tracking/jobs for a payrun. Can you just add tracking to timesheets for me please. Could you also get WFM to input timesheets into Xero. :-)

Cloud 9 Accountants
December 3, 2012 at 11:00 am

Just need it for NZ now please… Great work Xero

Stuart McLeod in reply to Cloud 9 Accountants
December 3, 2012 at 11:09 am

Thank you all for your nice comments!

@Freda, we have some basic tracking at the moment. You can allocate a tracking category to timesheets and the items to each timesheet line. More detailed tracking will be delivered once we move on to time billing; which is a little while off yet. By all means add in your request in our community.

Daryl Antony
December 3, 2012 at 11:05 am

Nice one Xero, I’ll be looking with interest.

For my team, the toggl.com timesheet software is very good –– its ‘reporting and bookmark’ features allow timesheets to be sent to clients in a very transparent manner.

This would be essential for us to consider swapping, and an API to hook into.

Nice work however – and keep us updated with the Roadmap. We’re happy Xero users thus far!

Stuart McLeod in reply to Daryl Antony
December 3, 2012 at 11:10 am

Thanks @Daryl, Toggl is really nice at timesheets. Harvest is another good one as well. I doubt we’ll ever do everything that they do, but we definitely haven’t finished with timesheets yet, so watch out for more next year.

Dianne Anderson
December 3, 2012 at 11:07 am

Please let me know if you can do bank feeds through the Bendigo Bank.

Julie Low
December 3, 2012 at 11:20 am

Was quite excited by the news until I found that there is no option to include more details such as job tracking. Perhaps even splitting up times per day, rather than total hours per day. This is great for straight forward timesheets where it is not necessary to know what was done just h ow long the employee worked, so well done to get that up and running. I look forward to the next level.

Stuart McLeod in reply to Julie Low
December 3, 2012 at 11:40 am

Hi @Julie, just go in to Settings > Payroll Settings and then choose your timesheet category. You can also split up as many lines for the day as you like by creating a different earnings rate.

Lynda
December 3, 2012 at 11:31 am

Looks good, but is there an option to change the duration of the timesheet, for example fortnightly or monthly?

Stuart McLeod in reply to Lynda
December 3, 2012 at 11:40 am

Hi @Lynda, the timesheet duration is based on your payroll calendar. Simply create a new payroll calendar of a different duration in Settings > Payroll Settings > Calendars.

Alex White
December 3, 2012 at 11:39 am

Looks good. Are you likely to implement start and end times? To calculate hours…

Stuart McLeod in reply to Alex White
December 3, 2012 at 11:44 am

Hi @Alex, yes we will look to add that type of functionality including break times, as well as hours for a whole timesheet. Make sure you add it in to our community feature requests.

Mark Holman
December 3, 2012 at 11:51 am

Does the program incorporate allocating time to projects and billing it? If not, can you advise an add on that does this. I see there are several addons in this space, but I am not sure which to use.

Stuart McLeod in reply to Mark Holman
December 3, 2012 at 11:54 am

Hi @Mark, we don’t do time billing as yet. But I’d suggest using Workflow Max for your project requirements.

Paul Jordan
December 3, 2012 at 12:51 pm

As good as the time sheets are, I can’t use them until activity and project tracking are available.

Scott Sanders
December 3, 2012 at 1:08 pm

Do the time sheets integrate with Work Flow Max time sheets?
We use WFM, it would be great if the time was brought across into Xero and also the other way round.

Matt Vickers
December 3, 2012 at 2:04 pm

Hi @Dianne – we have a feed available from Bendigo through our integration with Yodlee.

Agus
December 3, 2012 at 2:05 pm

VAMO ARRIBA EQUIPO!
This just looks AMAZING. Congrats congrats congrats! :)

Vic Cherikoff
December 3, 2012 at 2:10 pm

Nice to have. Still waiting for some more basic features such as purchase orders as a dedicated item rather than an accounts payable invoice that you can’t email to the supplier.

Jodie Taranto
December 3, 2012 at 2:13 pm

We use WFM because we need to bill time to our clients by projects from staff timesheets. We would require the same functionality within Xero please :-)
Be great also that if they added a day leave within timesheet – that this would reflect over into the Leave tab for approval from their manager.
Thank you.

Sieta Beckwith
December 3, 2012 at 3:42 pm

Glad you are adding payroll functionality, however it is not useful to us as per other comments. We would require:

1. Automatic hours calculation via start, end and break times
2. Ability to add leave into the timesheet itself.
3. Leave to be calculated in hours not days
4. Facility for time in lieu
5. Automatic default to the correct pay rate

Look forward to hearing about newer versions.

Amanda Treloar
December 3, 2012 at 6:11 pm

Great saves a lot of time!

Adam
December 3, 2012 at 10:57 pm

Argh! My ears!

Akagrp
December 4, 2012 at 12:24 am

Great work guys, you keep validating reasons to love xero
Re reports would love a future leave projection report and automated leave provisions to balance sheet

Roger
December 4, 2012 at 4:35 am

Any plans for this to come to the States? Or something similar?

Stuart McLeod in reply to Roger
December 4, 2012 at 8:25 am

Hi @Roger, during our last round of results we announced that we would be bringing payroll to the US, yes. Watch out for this next year.

Michele Clemens - Clementines Business Support
December 4, 2012 at 6:40 am

Looking forward to using it with our Aussie customers. Thanks for update Xero.

Tim
December 4, 2012 at 7:31 am

This would be great to have in NZ. Are there any plans to make it available to us?

Nicola Smith
December 4, 2012 at 1:13 pm

Agree that it “would be good if timesheets could be entered in on project and activity basis” and that it linked through to invoice prep.

Cathy
December 4, 2012 at 8:16 pm

Just wondering whether you will be releasing payroll and timesheets to New Zealand. Am more interested in the timesheet function

Stuart McLeod in reply to Cathy
December 4, 2012 at 8:59 pm

Hi @Cathy, Tim, et al. We’ve announced that we’ll be doing US payroll next year. There’s no plans at this stage to bring payroll to New Zealand or any other jurisdiction, but we never say never. Watch the blogs, twitter, etc and if anything changes, we’ll be sure to let you know.

Peter Larter
December 5, 2012 at 12:04 am

I concur with Siesta. I was very excited about this development – however, without time in lieu functionality, the timesheet section won’t be useful for us or other businesses that employ people part-time or full-time on fixed wages.

We really look forward to additional features before we would use it. Nevertheless it will be nice to let employees have their own portal to look at past pay details, leave balances etc.

Steve Hodgekinson
December 5, 2012 at 12:17 am

Great stuff! It will be a much used feature for my clients and me. Thank you

Andy Poulsen
December 5, 2012 at 1:10 pm

@Stuart I really hope you guys are listening to your dedicated NZ clients that would love to be able to use the Payroll and Time sheet modules in their organisations. Doing Payroll manually to be able to enter it into Xero is a huge pain for small businesses and having to use other products to calculate your payroll is a hassle. Why not do the work and port the Australian modules to the NZ systems and update the tax tables accordingly, surely that shouldn’t be too complex?? And it would give you another strong addition to the existing suite.

Rod Drury
December 5, 2012 at 3:21 pm

Hi Andy, we’ve got some great New Zealand partners who have provided web payroll even before Xero came along. They have been big supporters.

Right now we’re focussed on continuing to execute payroll in Australia and beginning work on the USA version. In time we might look at New Zealand payroll but there are no current plans.

Eldose
December 6, 2012 at 8:33 pm

Hi Rod, any possibility of bringing payroll to users in “no tax” countries like the UAE sooner?

Selina
December 10, 2012 at 12:41 pm

It is a great new function! Well done!

It will be useful to our business if there is a choice for project listing and activities; so it will be great to track time on projects.

Owaat
January 13, 2013 at 11:43 pm

Find this feature very basic and not well thought out. As other have mentioned this is only useful for organisations will very very basic payroll items. Employees don’t want to have to work out penalties and whether or not they are awarded allowances. An employee wants to enter start time, lunch period and finish time.

KIM JACOBS
January 15, 2013 at 9:59 am

A good start BUT for real value add for ALL users we also need this:
1. Automatic hours calculation via start, end and break times 2. Ability to add leave into the timesheet itself. 3. Leave to be calculated in hours not days 4. Facility for time in lieu 5. Automatic default to the correct pay rate – SIETA MADE THESE RECOMMENDATIONS. Completely agree with her. Checking permanent part time staff calculations on hrs worked is such a drag but it has to be done as errors are so common.

Matthew
February 22, 2013 at 6:48 am

When will payroll be available in the UK?

Minghui ZHOU
March 2, 2013 at 3:34 pm

When will the employee portal be available globally? We’re really impatient to manage all the payroll aspect in one place and let our employees get access to report their leaves etc on their own.

Ken
July 22, 2013 at 3:48 pm

Hi Guys,

How’s the TFN Declaration forms coming along?

Tracy
July 29, 2013 at 4:27 pm

Ditto re timesheets PLEASEEEEEEE
1. Automatic hours calculation via start, end and break times 2. Ability to add leave into the timesheet itself. 3. Leave to be calculated in hours not days 4. Facility for time in lieu 5. Automatic default to the correct pay rate – SIETA MADE THESE RECOMMENDATIONS. Completely agree with her. Checking permanent part time staff calculations on hrs worked is such a drag but it has to be done as errors are so common.

Mitch
July 29, 2013 at 5:57 pm

Ditto Ditto re timesheets PLEASEEEEEEE
1. Automatic hours calculation via start, end and break times 2. Ability to add leave into the timesheet itself. 3. Leave to be calculated in hours not days 4. Facility for time in lieu 5. Automatic default to the correct pay rate – SIETA MADE THESE RECOMMENDATIONS. Completely agree with her. Checking permanent part time staff calculations on hrs worked is such a drag but it has to be done as errors are so common.

Oliver Furniss
July 30, 2013 at 7:08 am

@Ken this is coming your way really soon so expect a blog post sometime next week.

@Mitch & Tracy thanks for the feedback on these suggestions. Your input is vital to help shape the product. Please make sure you raise and vote for issues in our Community. https://community.xero.com/business/topic/23

Zac
July 30, 2013 at 7:04 pm

Is there a way to allocate a project number to an employee’s time?

Brenda Rivera
August 7, 2013 at 12:38 am

Great job Stuart. Well done. We are also trying to add the timesheets for all the employees so that it’ll easier for both the employer and employees to track their leaves, etc

Astrid
October 18, 2013 at 12:12 pm

An employee mobile phone app for entering timesheets daily would be great.

Dominique O'Leary
March 18, 2015 at 5:08 pm

Will it be possible for employees to enter their start time and finish time (including meal breaks) in the time tracking, rather than their total hours for the day of the week? This is an important function for us to keep track.

:-Dominique

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