Edit a draft or approved pay run (using Xero's Pay Run feature)

Edit a draft or approved pay run, or the payslips within it, as long as none have been paid.

How it works

If you change:

  • Pay item names or employee / contact details (other than pay rates) - changes will appear in a draft pay run right away.
  • Employee pay items or Ordinary Time rates - changes won't show up in the payments table right away.

    You may also need to recalculate and edit other pay items in the same payslip, or others, to make sure the changes are applied consistently.

  • Payment lines inside payslips for deductions such as tax - these will automatically update the outstanding balance on the account.

Edit items and fields in a draft pay run

  1. In the Accounts menu, select Pay Run.
  2. Open the draft pay run you want to edit.
  3. Click Back or Next to move to the step you want to edit.
  4. Click into each payslip, and fields within them, to edit details. This includes pay items, hours, rates or amounts for any employee.
  5. Click the Remove payment button to the right of any payment line remove it entirely or, to delete an employee from the pay run, deselect them in the Employees in pay run checkbox.

    Deselect employee in pay run

  6. Click either:
    • Save to return to the same point later
    • Approve if you're ready to finalise the details

Edit items and fields in an approved pay run

  1. In the Accounts menu, select Pay Run.
  2. Open the approved pay run you want to edit.
  3. Click in the Net Pay field in the payslip you want to edit.
  4. Under Payslip Options, click Edit.

    If you can't see Payslip Option, there are payments in the pay run, such as deductions for tax. Remove these payments before returning to edit the payslip.

  5. Click Continue and update fields as needed.
  6. Once you are satisfied with your changes click Save, then click Continue.
  7. Click View updated pay run.
  8. Repeat for other payslips as needed.
  9. Click Send Payslips to resend the updated payslips.