Sapling’s Xero integration allows the provisioning and continuous sync of employee data between Sapling and Xero.

With the Xero integration, Sapling will:

  1. Create Users: When a user completes their Sapling profile, they will automatically be created in Xero.

  2. Update User Attributes: When a user attribute is changed in Sapling or Xero, the corresponding user profile in Sapling or Xero will automatically be updated.

  3. Deactivate Users: When a user is offboarded in Sapling, the corresponding user in Xero will automatically be terminated.

How it Works

Setting up the Integration Step by Step

Step #1. Enable the Xero Integration in Sapling

  1. Navigate to the Integrations → Payroll Integrations → Xero AU

  2. Click the Yes Continue button (Before continuing, please double-check that you have employee groups set up your company's Xero account.)

Step #2. Allow Sapling to access Xero

  1. You will be redirected to Xero → Login to Xero

  2. Complete logging in with the authenticator app

  3. You will see a popup box → Grant Access

Step #3. Confirm the Integrations Settings

  1. Review the integration categories and make your selection

  2. Save changes and that’s it!

Overview

Xero is world-leading online accounting software built for small businesses.

Integration Fields

Sapling is continually expanding the number of fields that sync between Sapling and Xero.

  • Here is a full list of the Sapling and Xero Integration Fields.

Key Factors to be aware of

Required Fields

In order to provision the new record in Xero, the following information is required in Sapling:

  • First Name

  • Last Name

  • Company Email

  • Personal Email

  • Start Date

If the company email is not present, Sapling will use the personal email for both.

Set-up Requirements

In order to enable the integration, the following information is set-up requirements:

  • Organization ID

  • Payroll Calendar

  • Employee Group

  • Pay Template

Field Names in Sapling & Xero

  • For the Fields to sync correctly, the field options naming conventions must match between Sapling and Xero.

Time Off Management

If you're using Sapling's Time Off module, we can push approved leave into Xero to help keep your payroll up to date.

This feature is auto-enabled when you turn on the Xero integration itself. We'll create links between your Sapling and Xero policies for sharing approved time-off requests.

  • If you have time off policies already built-in Sapling, we'll create those same policies in Xero once the integration is enabled.

  • As you create new policies in Sapling, we'll automatically create each new policy in Xero using the name from Sapling.

As you create your Sapling Time Off policies, you'll want to review two additional fields available when the Xero integration is enabled:

  • Is this a paid leave? (On the Basic Policy Information step, make sure the Is this a paid leave? The field is set to yes or no, per your policy).

  • Display balances on payslips? (On the Time Off Balances step, make sure the Display balances on payslips? The field is set to yes or no, per your policy).

As time off requests are approved, they'll be automatically synced to Xero, ready for your next pay run.

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