Integrating Bob with Xero (AU) allows you to easily send over your payroll data from Bob to Xero (AU) via Bob's connector. This ensures your people data is always up to date and ready for your next pay cycle.

Integration Details 

Integration Details  How it works
Integration type One-way 
Direction of data flow Bob to partner app
Sync trigger Manual sync
Support information Contact Xero AU Support
Data mapping
Bob field Xero (AU) field New hires Changes Terminations Notes
First Name First Name ✔️ ✔️    
Middle Name Middle Name ✔️ ✔️    
Last Name Last Name ✔️ ✔️    
Job Title Title   ✔️ ✔️    
Date Of Birth Birth Date ✔️ ✔️    
Gender Gender ✔️ ✔️   Value Mapping
Start Date Start Date ✔️ ✔️    
Address Line 1 Address Line 1 ✔️ ✔️    
Address LIne 2 Address Line 2 ✔️ ✔️    
City City   ✔️ ✔️    
State State ✔️ ✔️   Value Mapping
Country Country ✔️ ✔️    
Zip/Postal Zip Code ✔️ ✔️    
Email Work Email ✔️ ✔️ ✔️  
Base Salary Base Salary ✔️ ✔️    
Salary pay Frequency Salary pay Frequency ✔️ ✔️   Value Mapping
Employment Basis Employment Basis ✔️ ✔️   Value Mapping
Working Hours Number of units per week ✔️ ✔️    
  Job Title        
  Statement Text ✔️ ✔️   Custom/ Value Mapping
  BSB ✔️ ✔️   Custom/ Value Mapping
  Reminder ✔️ ✔️   Custom/ Value Mapping
ANNUALSALRY Calculation Type ✔️ ✔️   Constant
Account Name Account Name ✔️ ✔️    
Account Number Account Number ✔️ ✔️    
Termination Date Termination Date     ✔️  
Termination Reason Termination Reason     ✔️  

Before you begin

Before initiating the Xero (AU) integration process we recommend you review the Set up your pay cycles article.

How to set up the Xero (AU) integration in Bob

When setting up the Xero (AU) integration, you’ll go through a setup wizard that will guide you. To make this process as easy as possible, we’ve created some preset default settings which are grayed out.

How to access the setup wizard

  1. From the left menu, select Settings > Integrations.
  2. Select Payroll.
  3. On the Xero AU File Export integration tile, click Connect.
  4. Click Setup

The setup wizard will open with some preset settings in gray.

Step 1: Details:

The Details step has already been preset, so click Next to continue.

Step 2: Fields

This step has already been preset, so click Next to continue. 

Step 3: Value Mapping

Map Bob values to the corresponding payroll codes to make sure employee information is well translated.

You can map the values using one or both of the following methods: 

  • Via an imported value mapping list. 
  • Directly in Bob’s interface.

You may find that you only need one method or might choose to use both as needed. 

Note: While the Source in Bob and Name fields are configurable in the Value mapping step, we recommend to keep them as is as they were set up to allow for a seamless integration. That said, we have included the instructions on how to do so in case you wish to reconfigure this part.

How to map values via an imported value mapping list

You may import and export any other value mapping list to Bob using the following steps.

Notes:
  • This method is best suited for when you have long value mapping lists.
  • In the Value mapping step, you may edit any of the pre-set value mapping lists and/or create additional ones:
  • If you edit an existing value mapping list using an imported one it will override the original value mapping list’s data.

How to edit a pre-set value mapping list (e.g., add new job titles to the mapping list) via an imported value mapping list:

  1. Click the three-dot menu of the list you’d like to edit and select Edit.
  2. From the Source in Bob dropdown, select the field from which the Bob list values are derived, e.g., “Job Title.”
  3. Enter the Name of the corresponding field in Xero (AU), e.g., “Job Title.”
  4. Click the import icon to override the existing value mapping list.
    This opens the Import value mapping list popup.
  5. Click Select template to open a Bob values list template dropdown.
  6. Scroll or search for the Bob value list (derived from a Bob field) you wish to use and select it.
  7. Click Download.
  8. Enter the value mapping list according to the instructions in the Excel sheet and save the document as an xlsx file.
  9. Go back to the value mapping list and click the import icon.
  10. Click on the Upload xlsx button.
  11. Search for your file and click to select it.
  12. Click Open.
  13. Click on Run import to begin importing your document to Bob.
  14. Review the value mapping list’s data for accuracy.

Note: To add a new Value mapping list, click + Create New at the bottom of the value mapping lists and follow the steps above.

How to map values via Bob

In the Value mapping step, you may edit any of the pre-set value mapping lists and/or create additional ones:

To edit a pre-set value mapping list (e.g., add new job titles):

  1. Click the three-dot menu of the list you’d like to edit.
  2. Select Edit.
  3. To change the field that serves as the selected list’s Source in Bob field, click on its dropdown.
  4. Scroll or search for the bob field you’d like to change to.

To edit an existing value:

  1. To edit the Bob value name: select the text in the Bob value field you wish to change (on the left) and enter the new Bob value name.

    Note: Make sure to use the exact name of the value in Bob.

  2. To edit the payroll system’s value name: select the text in the corresponding right field and enter the new Xero (AU) value name.

To add a new value:

  1. Scroll to the row beneath the value mapping table.
  2. Enter the exact name of the value in Bob in the left text field.
  3. Enter the exact name of the value in Xero (AU) in the right text field.

To create a new value mapping list:

  1. Click + Create new.
  2. From the Source in bob dropdown, select the field from which the Bob list values are derived, e.g., “Job Title.”
  3. Enter the Name of the corresponding field in Xero (AU), e.g., “Job Title.”
  4. Create a mapping between a Bob value and the Xero (AU) value using the following steps:
    • In the Bob value field, enter the name of the value in Bob, e.g., “Account Manager”
    • In the field to the right of the Bob value field, enter the name of the value in Xero (AU), e.g., “AM.”

      Note: In some instances, the list values may be similar or identical, while in other instances, they may vary greatly. To ensure that data transfers accurately, enter each value in the value mapping.

    • Click + Add value.
    • Repeat as necessary.
    • Click Done.
  5. Repeat the above to create different value mapping lists as needed.
  6. Click Next once you’re done with the value mapping step.

Step 4: Field Mapping

Begin mapping the data flow between fields and values across Bob and Xero (AU).

Note: Xero (AU)’s fields are already listed from the details entered in prior steps.

  • Statement Text - The text that will appear on your employee's bank statement when payment is received. If this will vary by employee, you will need to create a Custom Field in Bob and populate the field per employee; from here you can map it in the integration, using the “Exact” option. Alternatively, you can use a constant value and enter it in the configuration.
  • BSB - There is no BSB field in Bob, by default; It will need to be configured through a Custom Field and then mapped to the integration with the “Exact” option.
  • Remainder - This field determines if this account is the Remaining bank account. The values sent to Xero should be either TRUE or FALSE. Since Xero requires new employees to be created in the system to have a remainder account, this field is mapped to a constant value of TRUE by default. If you wish to have it set by the employees, simply create a custom field on the employee's profile and reference this.

Managing multiple organizations within a company 

If you are managing multiple organizations within your Xero (AU) account, you can also manage each organization separately within Bob. This is very useful, as each organization has its own pay cycle, so all changes and updates can sync seamlessly from Bob to Xero AU and vice versa, from Xero AU to Bob.

How to manage multiple organizations within a company 

In order to sync each of your organizations from Bob to Xero AU, first set up your company’s organizations, then add the organization(s) that you would like to manage in Bob, and lastly, add those organizations to a Pay cycle.

To manage (add/remove) your company organization(s) in the Xero Aus integration:

  1. From the left menu, select Settings > Integrations > Payroll.
  2. Select Xero AU and click on Manage.
    You will be taken to the Xero AU Configuration page, where your organizations should be listed under the Connected organizations section.
  3. To add additional organizations to the integration, click on Manage in Xero.
  4. From the Select another organization dropdown menu, choose your organizations and click the Allow access button.

Note: To remove an organization from the integration, hover over the desired organization’s row and click the trash bin to delete that individual organization

How to set up and list your company organization(s) in the Xero AU integration:

  1. From the left menu, select Settings > Integrations > Payroll.
  2. Select Payroll.
  3. In the Xero AU tile, click Manage.
  4. Click Manage in Xero.
    You will be prompted to login to Xero (AU) with your company’s credentials.
  5. Add your organization(s).
  6. Allow access by clicking on the “Continue with [x] organizations.
    Your organizations should now be listed under the Connected organizations section.

Note: To remove an organization from the integration, hover over the desired organization’s row and click the trash bin to delete that individual organization

How to add organization(s) to a Pay cycle

  1. From the left menu, select Settings > Pay Cycles.
  2. Choose your Pay cycle and click Manage.
  3. Fill in the pay cycle’s details in the Details section, and click Next.
  4. In the Target payroll section, choose Xero AU.
  5. In the organization field, select your organization from the dropdown.
    You should see all the organizations within your company.
  6. Click Next.
    You will be directed to the Data Sync page.
  7. Click Done.

How to sync Time Off policies with Xero (AU)

Mapping your Time off policies and syncing them between Bob and Xero AU allows you to see all approved Time off requests that were created in Bob, reflected right back into Xero Australia. 

Get the most out of Bob

Time off in Xero AU is arranged per tenant (organization). This allows you to individually sync multiple tenants, each with its own unique Time off policies.

Before you begin

  • Make sure your Time off policies are set up in Bob; For instructions, see Getting started with Time off.
  • Compare data to ensure that the cycle frequency and dates in Bob are an exact match to the cycle in Xero, otherwise, the time off data will fail to sync. To double-check, simply visit your calendar in Xero and match the cycle dates and frequency to those defined in Bob.

Step 1: In Bob: Map the time off configuration

  1. From the left menu, select Settings > Pay cycles.
  2. In the Xero Australia tile, click Manage.
    Or set up a new pay cycle - see Set up a pay cycle for details.
    This opens the Pay Cycles wizard.
  3. Step 1: Details: Click Next - this section is prefilled as it contains the data from setup.

    Note: The frequency and dates defined in this step must match those in Xero.

  4. Step 2: Target Payroll System:
    • In Target payroll system, Select your payroll system from the Payroll Systems dropdown.
    • In the Tenant ID dropdown, select your tenant (this will be the organization that your pay cycle is assigned to in Xero AU).
    • In What Data Syncs, check the Time off checkbox. Make sure to check additional boxes if you wish to sync relevant data such as new hires, changes and terminations to Xero.
    • Click Next.
  5. Step 2: Data Sync: Click Next - this section is prefilled as it contains a summary of your data.
  6. Step 3: Time Off Data Map each Bob Time off policy with the corresponding Xero policy, e.g., “Military service” is mapped to “long service leave.” 
  7. Click Done.

Step 2: In Bob: Sync your Time Off data to Xero Australia with Payroll Hub 

  1. From the left menu, select Payroll.
  2. Select the desired Pay cycle, e.g., XERO AUSTRALIA.
  3. Select the Time Off report.
    This opens a table containing all employees that have requested leave within the current cycle, as well as their details.
  4. Check the boxes next to the employees whose Time off data you would like to sync from Bob to Xero. 
  5. Click Sync All on the right side of the page.

If your sync was successful, the Pending statuses will transform into Completed statuses.