Prepare for payroll in Xero

Collect all your organisation and employee information, then get Payroll Admin access before you set up payroll in Xero.

Use this checklist to make sure your organisation is ready to use payroll in Xero.

  1. Check your pricing plan
  2. Collect organisation's payroll information
  3. Collect your employee's payroll information
  4. Get Payroll Admin access

Check your pricing plan

Check that you're on the right pricing plan for the number of employees on your payroll, and change it if needed.

Change your Xero pricing plan

Collect your organisation's payroll information

Required organisation information

  • Payroll accounts
  • The bank account you'll use to pay employees
  • Organisation's wages payable and wages expense accounts
  • Pay items
  • Earnings, benefits, deductions, reimbursements, and leave that make up your employees' pay
  • Expense or liability account for each item
  • Superannuation
  • Pay calendars
  • Pay period time frames (weekly, fortnightly, twice monthly, four weekly, monthly, quarterly)
  • Pay period start and payment dates
  • Optional organisation information
  • Payroll tracking categories—employee groups, timesheet categories
  • Payslips—template information for payslips
  • Holiday calendar

Collect your employee's payroll information

  • Employee personal and contact details
  • Home address
  • Email address—to invite them into Xero's My Payroll to view their pay information, and submit leave requests and timesheets
  • Employment details
  • Start date
  • Payroll schedule the employee belongs to
  • Salary or wage details
  • Superannuation fund details
  • Taxes
  • Tax file number
  • Leave types and accrual details

  • Bank account details
  • Opening balances as at the opening balance date
  • Required if you paid employees in the financial year before switching to payroll in Xero
  • Optional employee information
  • Pay template information for each pay run

Get Payroll Admin access

If you're responsible for setting up payroll in Xero, you'll need Payroll Admin access. Get this from the Subscriber (the one who set up the Xero account) or a person with Manage Users and Payroll Admin permissions.

If you are the Subscriber, you already have Payroll Admin access and you can start setting up payroll now.

If you manage the payroll but aren't set up in Xero, you'll need to get added as a new user with Payroll Admin access.
Set up a new user with Payroll Admin access