Integrating Bob with Xero (AU)'s payroll system ensures your people data is always up to date and ready for your next pay cycle.

Before you begin

Syncing payroll data across systems requires thinking ahead about how you’d like to have your pay cycles and integrations set up. For this reason, we’ve prepared this handy checklist you can use with your payroll and/or IT colleagues before initiating the Xero (AU) integration process. 

  • To review how to set up your pay cycles here.
  • To review the data flow and mapping, please go here.

You can now begin to set up your Xero (AU) integration using the steps below.

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

Bob's setup wizard will guide you in setting up the Xero (AU) integration. To make this process as easy as possible, we’ve created some preset default settings which are greyed out.

Details and Fields

The first two steps in the wizard are settings that are already done for you in Bob. Follow these instructions to get started:

  1. From the left menu, select Settings > Integrations. 

  2. Click Payroll.

  3. Click Connect on the Xero (AU) integration tile.

  4. Click the Setup button. A setup wizard will open which will have some preset settings in grey. and some that may be configured.

  5. Click Next in the Details and Fields steps.

Value mapping

Each value mapping list has two ways in which it can be configured, right in Bob’s interface or via an imported value mapping list. 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 specifically for the integration with Trinet. That said, we have included the instructions on how to do so in case you wish to reconfigure this part.

Via an imported value mapping list

You may import and export any other value mapping list to Bob.

  • This method is best suited for when you have long value mapping lists.

  • Editing an existing value mapping list using an imported one will override the original value mapping list’s data.

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 to the mapping list) via an imported value mapping list:

  1. Click on the three-dot menu of the list you’d like to edit

  2. Select Edit

  3. Click on the Source in bob dropdown to select the field from which the bob list values are derived, e.g. “Job Title”

  4. Enter the Name of the corresponding field in Xero (AU), e.g. “Job Title”

  5. Override the existing value mapping list by clicking on the import icon

  6. Click on Select template to open a bob values list template dropdown

  7. Scroll or search for the bob value list (derived from a bob field) you wish to use and select it

  8. Click Download

  9. Enter the value mapping list according to the instructions in the Excel sheet and save the document as an xlsx file

  10. Go back to the value mapping list and click the import icon

  11. Click on the Upload xlsx button.

  12. Search for your file and click to select it

  13. Click Open.

  14. Click on Run import to begin importing your document to bob
     

To create a new value mapping list, click on the + Create new button at the bottom of the value mapping lists. A popup will appear.

  1. Click on the Source in bob dropdown to select the field from which the bob list values are derived, e.g. “Job Title”

  2. Enter the Name of the corresponding field in Xero (AU), e.g. “Job Title”

  3. Create a mapping between a bob value and the payroll system’s value by clicking on the import icon

  4. Click on Select template to open a template dropdown of bob values lists

  5. Scroll or search for the value list you wish to use and select it

  6. Click Download

  7. Enter the value mapping list according to the instructions in the Excel sheet and save the document as an xlsx file

  8. Go back to the value mapping list and click the import icon

  9. Click on the Upload xlsx button.

  10. Search for your file and click to select it

  11. Click Open.

  12. Click Run import to begin importing your document to Bob.

Review the value mapping list’s data for accuracy.

Via bob

Use bob to edit and create value mapping lists s:

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

    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. Ensure that you use the exact name of the value in Bob.

    To edit the payroll system’s value name, select the text in the corresponding right field and enter the new Xero (AU) value name. Repeat as needed.

  3. To add a new value, go to the row beneath the value mapping table (you may need to scroll if you’ve got many values listed): Enter the exact name of the value in bob in the left text field. Enter the exact name of the value in Xero (AU) to the right text field. Repeat as needed. Click Done.

     

    To create a new value mapping list

    To create a new value mapping list, click on the + Create new button, located at the bottom of the value mapping lists. A popup will appear.

    1. Click on the Source in bob dropdown to select the field from which the bob list values are derived, e.g. “Job Title”

    2. Enter the Name of the corresponding field in Xero (AU), e.g. “Job Title”

    3. Create a mapping between a Bob value and the Xero (AU)’s value using the following steps:

      • Enter the name of the value in bob in the Bob value field, e.g. “Account Manager”

      • Enter the name of the value in Xero (AU) in the field to the right of the Bob value field, 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 the + Add value button

      • Repeat the above as necessary

      • Click Done

    4. Repeat the above to create different value mapping lists as needed

    5. Click Next once you’re done with the value mapping step

 

Field mapping

Begin mapping the data flow between fields and values across bob and Xero (AU) in the Field mapping step. 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.
    Alternately, 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 organisations within a company 

If you are managing multiple organisations within your Xero (AU) account, you can also manage each organisation separately within bob. This is very useful, as each organisation 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 organisations within a company 

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


To set up and list your company organisation(s) in the Xero AU integration:

  1. Go to Settings tab > Integrations > Payroll 
  2. Select Xero AU and click on Manage
  3. From there, log in to Xero.
    You will be prompted to login to Xero (AU) with your company’s credentials.
  4. Add your organisation(s).
  5. Allow access by clicking on the “Continue with [x] organisations. Your organisations should now be listed under the Connected organisations section.

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

  1. From the left menu, select  Settings tab > Integrations > Payroll.
  2. Select Xero AU and click on Manageץ
    You will be taken to the Xero AU Configuration page, where your organisations should be listed under the Connected organisations section.

    To add additional organisations to the integration, click on Manage in Xero.

    From the Select another organisation drop down menu, choose your organisations and click the Allow access button.

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

To add organisation(s) to a Pay cycle:

  1. Go to Settings tab > Pay Cycles.
  2. Choose your Pay cycle and click Manage.
  3. Fill up the pay cycle’s details in the Details section, and click Next.
  4. In the Target payroll section, choose Xero AU
  5. In the Organisation field, select your organisation from the drop down. You should see all the organisations within your company.
  6. Click Next. You will be directed to the Data Sync page.
  7. Click Done.

Congratulations! You have now completed setting up the Xero (AU) integration in Bob.
Need more help? If you’re unsure about anything please submit a ticket and our Customer Experience team will be happy to assist.