Integrate with the Xero (UK) accounting platform that allows you to manage your finances in real time. You can easily send over your payroll data from Bob to Xero (UK) via Bob's connector, found in the Integrations area.

Integration details

Detail How it works
Integration type One-way
Direction of data flow Bob to partner app
Sync trigger Manual sync
Support information Contact Xero support
Data Mapping
Bob field Xero (UK) field New hires Changes Notes
First Name First 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   ✔️ ✔️  
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 ✔️ ✔️  
  Employee Number      
  NI Category       
ANNUALSALRY Calculation Type ✔️ ✔️ Constant

Before you begin

Review the general checklist on how to set up your pay cycles here.

How to set up the Xero UK integration in Bob

When setting up the Xero UK 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 (UK) integration tile, click Connect.
  4. Click Setup

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

Step 1: Details

  1. Select the SFTP destination target.
  2. From the To dropdown, select the employee(s) who will be sent emails.
  3. Enter any External email recipients.
  4. Enter the Client ID.
  5. Click Next.

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.
  • Use this method to import the information in the three validation lists you’d exported from Xero UK (Job title, Departments, and Termination reason) to Bob.
  • 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 UK, 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.

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 ADP WFN 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 ADP WFN 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 UK, e.g., “Job Title.”
  4. Create a mapping between a Bob value and the Xero UK’s 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 UK, 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 UK.

Note: ADP WFN’s fields are already listed from the details entered in prior steps.

  1. To view all mapped fields, including non-editable ones, switch off the Editable mappings toggle. To view only the editable fields, switch the toggle on.
  2. Starting from the first row, select one of the following options from the Mapped with column that will best relay the data to the specified ADP WFN’s field.
    • Const: a constant value used by your ADP WFN settings, e.g., a company code, that will be the same value in every employee’s mapped field in ADP WFN.
    • Exact: a field in your ADP WFN settings that are an exact match with a bob field, e.g., ADP WFN’s “Location” field is the exact match with bob’s “Site” field.
    • Value mapping: a value mapping list that has been mapped in the previous value mapping step that best matches the field, e.g., “Job Title” value mapping list.
  3. Under the Source column, select the Bob field or value that best corresponds with the external payroll’s field (specified in the same row):
    • If Const was selected, enter the value in the row’s Source text field.
    • If Exact was selected, scroll or search for the corresponding bob value or field, e.g., “Site,” and select it.
    • If Value mapping was selected, select the value mapping list option as created from the Value mapping step, e.g., “Job title.”
  4. Repeat as needed for each row.
  5. Click Done.

Tip: Once you have configured you Xero UK Export integration you can set up the pay cycle(s) associated with Xero UK Export.

How to sync Time Off policies with Xero (UK)

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

Get the most out of Bob

Time off in Xero UK 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. To learn more, 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 UK 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 UK).
    • In What Data Syncs, mark the Time off checkbox.
      Make sure to mark 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 UK with Payroll Hub 

  1. From the left menu, select Payroll.
  2. Select the desired Pay cycle, e.g., XERO UK.
  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. Mark the checkboxes 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 change to Completed.