When your workspace is connected to Xero Payroll AU or NZ, Urhere can:
Automatically send approved leave requests to Xero Payroll
Display live Xero leave balances on each employee’s Payroll profile
How Xero leave export works
**Leave can only be synced from the leave manager, not from the schedule**
When a leave request is approved in Urhere, the system automatically attempts to create a Leave Application in Xero Payroll.
No manual export is required. The sync runs in the background after the leave request is approved.
For the export to succeed, all three requirements must be met:
Requirement | Where to configure it |
Xero Payroll is connected | Settings → Integrations → Xero |
The employee is linked to a Xero employee record | Employee Profile → Payroll tab → Xero Employment |
The leave type is mapped to a Xero leave type | Settings → Payroll Leave Mapping |
Setting up Payroll Leave Mapping
Before leave can sync to Xero, each Urhere leave type must be mapped to the corresponding Xero leave type.
To configure your mappings:
Go to Settings → Payroll Leave Mapping.
Select your Xero Payroll account.
Find each Urhere leave type you want to export.
Select the corresponding Xero leave type from the dropdown.
Save the mappings.
Once a leave type is mapped, newly approved leave requests using that type will sync automatically.
Understanding sync statuses
After a leave request is approved, Urhere tracks its payroll sync status.
You can view the status on the leave request.
Status | What it means |
Synced | The Leave Application was successfully sent to Xero |
Pending | The sync is queued and should be sent shortly |
Needs leave type mapping | The Urhere leave type has not been mapped to a Xero leave type |
Payroll locked | The leave period is locked in Xero and cannot be updated through the API |
Not required | A payroll manager chose to skip the payroll sync when approving the leave |
Needs leave type mapping
If the status is Needs leave type mapping:
Go to Settings → Payroll Leave Mapping.
Configure the missing leave type mapping.
Re-approve or re-save the leave request.
Payroll locked
A Payroll locked status means Xero has locked the relevant payroll period.
Urhere cannot update or cancel the Leave Application through the Xero API. Any required changes must be made directly in Xero Payroll.
Skipping payroll sync during approval
When approving a leave request, a payroll manager can choose to skip the Xero sync.
This may be appropriate when the leave has already been entered directly into Xero Payroll.
The reason for skipping the sync is recorded for auditing purposes, and the leave request will show a status of Not required.
Cancelling approved leave
If an approved leave request is cancelled in Urhere and was previously synced, Urhere will automatically submit a cancellation to Xero.
If the leave has a Payroll locked status, Urhere cannot cancel it through the Xero API. The Leave Application must be cancelled directly in Xero Payroll.
Viewing live leave balances
Anyone with access to an employee’s Payroll profile tab can view their current Xero leave balances.
Where to find leave balances
Open the employee’s profile.
Go to the Payroll tab.
Scroll to the Leave Balances section.
The balances are retrieved directly from Xero Payroll AU or NZ.
The section displays:
Leave type name
Available balance
Unit type, such as Hours or Days
The connected provider is displayed in the section heading, such as Xero Payroll (AU) or Xero Payroll (NZ).
Refreshing leave balances
Leave balances are cached for 30 minutes.
To retrieve the latest balances from Xero, click Refresh in the Leave Balances section heading.
If leave balances are not showing
What you see | What it means and what to check |
The Leave Balances section is not visible | Xero is not connected. Go to Settings → Integrations → Xero and check the connection |
“Loading leave balances...” does not disappear | The request to Xero may have timed out. Refresh the page and try again |
“Leave balances could not be loaded” | The employee may not be linked to Xero, or there may be a connection problem. Check Xero Employment on the employee’s Payroll tab and confirm the Xero connection under Settings → Integrations → Xero |
Troubleshooting leave exports
Leave is not syncing after approval
Check the following:
Go to Settings → Payroll Leave Mapping and confirm that the leave type has been mapped.
Open the employee’s Payroll tab and confirm that Xero Employment contains a Xero Employee ID.
Go to Settings → Integrations → Xero and confirm that Xero Payroll is still connected.
Check the sync status shown on the leave request for more information.
Leave is marked as Synced but does not appear in Xero
Check that:
You are viewing Xero Payroll, not the Xero accounting module.
You are viewing the correct Xero Payroll region for the employee.
The Xero Payroll AU and NZ modules are separate, so leave exported to one will not appear in the other.
You are checking the pay period containing the leave dates.
“Not a NZ Customer” error
This error means Xero has returned a region mismatch.
For example, it may occur when an Australian Xero connection is being used with a New Zealand Xero Payroll organisation.
Contact Urhere Support so the Xero connection configuration can be reviewed.
Need help?
Contact Urhere Support through Live Chat or email [email protected].