Upload a spreadsheet with multiple employees’ details

Email Xero Support the basic information for multiple employees in a spreadsheet, ready for us to upload. This will save you time and avoid having to manually enter this information individually.

Before you start

Make sure you set up payroll in Xero.

Download sample spreadsheet

Download the sample spreadsheet

Row 2 has sample data in it. Just overwrite or delete this row when you start entering real data.

Things to be careful of when entering data

You must not add, delete or rename any of the columns from within this spreadsheet.

Hover your cursor over each column heading to view field information, restrictions and examples.

Column P (Pay Run Calendar)

The calendar names you enter should be identical to the name in your payroll settings. If the names aren't identical, the import won't work.

Set up pay calendars if you haven't already.

Column Q (Ordinary Earnings Rate)

The earnings rates you enter should be identical to the name in your payroll settings. If the names aren't identical, the import won't work.

Set up ordinary earnings rates in pay items if you haven't already.

Columns S - U (Rate Per Unit or Annual Salary)

If the employee is paid hourly or on an annual salary, enter either:

  • A rate per unit (column S)
  • An annual salary (column T), and number of units per week (column U)

Make sure you complete one of these options, otherwise the information won't come through for that employee.

Columns V - W (Occupation or Classification)

To display on the employees payslip, enter either:

  • An Occupation or job title (column V)
  • A Classification, if the employee is covered by a modern award classification (column W)

Columns AG - AJ (Bank account details)

These fields are optional, however if you enter information in one you must complete them all.

Column AH, the BSB, should contain 6 digits. Make sure any BSB shorter than 6 digits includes leading zeros and no hyphens. For example: '006754' is correct while '6754' and '006-754' are not.

Save the file and send to Xero

Once you've entered your data, you must save it in .xls format and send it to Xero Support for upload.

  1. Invite Xero Support as a user in your organisation.
  2. Contact Xero Support and include the:
    • Name of your Xero organisation in the email.
    • Your spreadsheet file.

Xero Support will notify you when the upload is ready for you to review.