---
title: "User Guide: Xero Advanced Timesheets"
description: "Xero Advanced Timesheets"
canonical_url: "https://support.caremaster.com.au/articles/user-guide-xero-advanced-timesheets-wpBwJRBTSo"
md_url: "https://support.caremaster.com.au/articles/user-guide-xero-advanced-timesheets-wpBwJRBTSo.md"
---
# User Guide: Xero Advanced Timesheets

## **Xero Advanced Timesheets**

This guide aims to help users of Xero Advanced Timesheets navigate the Payroll Process within CareMaster and Xero. Before proceeding with this process, please make sure that you have previously completed the following tasks:

 ·  Completed the Xero Integration Process and Xero Worker Setup.

 ·  In CareMaster, within the Worker Profiles - Employment Information Tab, ensure that each worker's Employment Status, Award, Classification, and Pay Value have been assigned.

 ·  Sync worker profiles in CareMaster with Xero once you've updated their Employment Information Tab. For more  details, consult the Xero Worker Setup guide [User Guide: Xero Workers Setup](https://support.caremaster.com.au/articles/user-guide-xero-workers-setup-7JGzF3bDFr) 


## **Step 1: “Checked” Supports**

In CareMaster, the term 'Checked' signifies that the support has been provided and is now ready for the payroll process and invoicing (if required).

When a worker starts and stops their designated support using the CareMaster Worker App. With a buffer of 15 minutes on either side of the scheduled rostered time. The support will automatically receive the 'Checked' status and trigger the creation of the worker's timesheet for that support.

**Please note** the duration of this setting can be adjusted in the CareMaster, menu: Settings> Worker app settings> Auto Checked Limit (Minutes)

A support that is not marked as 'Checked' will not result in the generation of a timesheet or an invoice. The 'Not checked' status occurs when the support has not been correctly started and stopped by the worker in the Worker app.

To ensure that the worker's supports have been 'Checked' and that any missing timesheets have been generated for Xero Calendar Period, navigate to menu: **Supports> All .** 


In the Supports display, utilise the filters to view the Worker’s supports within the Xero Calendar Period.

To get started:


Select the Xero Calendar option.

 ![](https://support.caremaster.com.au/api/attachments.redirect?id=4ce1d47a-ab29-4b62-b385-1e390de4eed8)

 

Choose the relevant Xero Calendar and the Current Period.

 ![](https://support.caremaster.com.au/api/attachments.redirect?id=645b2010-2be2-42c7-9d14-ec179b6c763a)

 

In the "Any Checked Status" field, pick "Not Checked."

 ![](https://support.caremaster.com.au/api/attachments.redirect?id=23ba22f7-4376-4f1b-bd15-be42b0beb9b0)

 

Add the Workers name to the Support Worker Field

 ![](https://support.caremaster.com.au/api/attachments.redirect?id=cae40620-e056-4353-b42a-515d0e75c3b8)

 

Choose the "Any Status" option in the "Not Cancelled" field. This will display all the workers supports including cancelled ones, in the event a timesheet is required.

 ![](https://support.caremaster.com.au/api/attachments.redirect?id=88fb2943-c3b7-4e55-beb7-5e8fea461ea1)

 

Press the Search button to display the Worker’s supports.

 ![](https://support.caremaster.com.au/api/attachments.redirect?id=d7d882ef-47f2-4d53-8272-1237efbbbbd8)


The search results will show the ‘Not Checked’ supports of the Worker.

To create Timesheets for these supports, mark the necessary ones as ‘Checked’ and then click the yellow Generate Missing Timesheet button.

 ![](https://support.caremaster.com.au/api/attachments.redirect?id=d4098a9e-36b5-4fec-b7cd-401a34dd9ed5)



 ![image.png](https://support.caremaster.com.au/api/attachments.redirect?id=7caba780-e0b0-4b38-8806-5db4928f71ce " =1428x654")


## **Step 2: Approve the Workers Timesheets**

After the workers' timesheets have been generated, navigate to menu: **Staff/Volunteers> Timesheets**.

Here you can approve, edit, or decline the workers timesheet.


In the Timesheet display, utilise the filters to view the Worker’s Timesheets for the Xero Calendar Period.

Select the Xero Calendar option.

 ![](https://support.caremaster.com.au/api/attachments.redirect?id=3b79f588-720a-41e9-9685-1a5c12531855)

 

Choose the relevant Xero Calendar and the Current Period.

 ![](https://support.caremaster.com.au/api/attachments.redirect?id=8f0a48cb-290d-4681-a2f5-9a7f9aab05b5)


Add the workers name to the Staff Member field and press search ![](https://support.caremaster.com.au/api/attachments.redirect?id=cee97d60-d7c6-44ae-b7eb-3ebb7ed3c3ac)


The worker’s timesheets and the status of each timesheet will be displayed.

 ![](https://support.caremaster.com.au/api/attachments.redirect?id=ab448761-6dd3-44c5-bb25-d0697f13c74f)

 ![](https://support.caremaster.com.au/api/attachments.redirect?id=2d2fbe31-046d-4f62-8d23-b5c7ea4a74e2)


**Please note: Workers timesheets are paid according to the Scheduled Time. The Time field displays the workers login and log off times.**


To manually approve the worker’s individual timesheets

Click on the X button adjacent to each timesheet.

 ![](https://support.caremaster.com.au/api/attachments.redirect?id=58b5bca6-625f-4214-8913-a83d649706b8)


Alternativity to approve all the worker’s timesheet at once. Select the checkbox located on the top right-hand side and then click on the Approve selected button.

 ![](https://support.caremaster.com.au/api/attachments.redirect?id=2dc2eef4-924f-428b-86c6-23f74db804a1)


Once the timesheet receives approval, a blue tick will signify the timesheets is ready for the Xero payroll process

 ![](https://support.caremaster.com.au/api/attachments.redirect?id=cb5b19f5-6b1a-459e-a444-bb43b15984c8)


To edit or adjust a worker’s timesheet, click on the Edit button

 ![](https://support.caremaster.com.au/api/attachments.redirect?id=d3ab017e-9b0b-459b-ad54-fd01cdf96b80 " =134x") 

You can amend the duration of the worker's timesheet and the duration of the support should the need arise.

 ![](https://support.caremaster.com.au/api/attachments.redirect?id=953a9cfb-d617-416f-a140-87b3afd1d103)

The top section accommodates for changes to the timesheet (workers hours)

The bottom section makes amendments to the support details. Please make sure to tick the box if the support start/end times need to be updated.


To decline a worker’s timesheet, leave the timesheet in the unapproved status.  ![](https://support.caremaster.com.au/api/attachments.redirect?id=f0ce36d6-eab6-4db5-98f6-8d0b9ae39bea)

Timesheets that have not been approved will not be included in the Xero payroll process. 


## **Step 3: Xero Advanced Timesheets** 

After all the workers timesheets have been approved, the timesheets are then ready for the Xero payroll process. 

The process below explains how to send the workers approved timesheets to Xero.

**Please note: Sleepover Allowances, Kilometres, Broken Shift Allowances etc, do not appear in Xero Advanced timesheets, they are added after the Draft Pay Run has been created in Xero. The process is outlined in *Step 6: Pay Runs and Allowances.***


Navigate to menu: **Admin>  Integrations>  Xero>  Advanced Timesheets**.

Users can access further details about the Timesheets and Xero Payroll procedure by clicking on the Help button situated above the search filters.

  ![](https://support.caremaster.com.au/api/attachments.redirect?id=45dc790e-b3f1-4d7c-acd3-b7c4c26b0d76)


Utilise the filters to view the Worker’s Timesheets for the Xero Calendar Period.

Select the relevant Xero Calendar, the Current Period and All Workers

 ![](https://support.caremaster.com.au/api/attachments.redirect?id=c08c8661-6835-4333-8ebf-71d658e91896)


Press search to display all the workers timesheets.

Alternatively, to view an individual workers timesheet, input the worker's name into the "Any Staff Member" field and press search.

Select the drop-down arrow on the Summary tab to obtain an overview of all the workers, Included and Excluded supports.

 ![](https://support.caremaster.com.au/api/attachments.redirect?id=29bf72d8-4765-4c03-ad23-ef8d60b965a2)


Scroll down the screen to access the workers' section.

 

Within each worker's timesheet, you'll find details about their assigned earning rates (Xero pay items) as well as information about their included and excluded supports.

The earning rates are assigned to the employees' timesheets based on the CareMaster Award interpretation settings, found under Admin>  Integrations>  Xero>  Settings. Please note, if changes need to be made to the earning rates, a System Administer will need to complete this process.

Click on the Visualiser button to gain an overview of how the earning rates have been applied to the workers timesheets

  ![](https://support.caremaster.com.au/api/attachments.redirect?id=d4343032-2c16-42f8-9ef3-2fed2fcc9fc8)


 ![](https://support.caremaster.com.au/api/attachments.redirect?id=d0156c06-eae1-4633-9e28-cf46fbbcd305) 

Hover your curser over the items for further information

 ![](https://support.caremaster.com.au/api/attachments.redirect?id=5f0cbee4-c355-4fd6-aed7-9762a9329ffd)


Click on the dropdown arrow to view the workers included and excluded supports.

**Please note, excluded supports are not included in the workers timesheets.** 

 ![](https://support.caremaster.com.au/api/attachments.redirect?id=84886bc5-3b4d-4099-97c6-e8e3f00574ba)


To review why a worker may have excluded supports. click the "+" button on the right of each the item and place your cursor over the status icon to review the reason/s.   

 ![](https://support.caremaster.com.au/api/attachments.redirect?id=425d7a65-3b72-4c6d-9949-e9be33af45d1)


If it's necessary to include the support/s in the worker's timesheet, action the reason/s highlighted by the status icon. The link on the left of the service item will direct you to the support.

Alternatively go to menu Supports> All to “Check” and generate the missing timesheets for the support. 

Refer to *Step 1: “Checked” Supports,* for additional information.

 ![](https://support.caremaster.com.au/api/attachments.redirect?id=f25c0d23-8a1e-402a-bbd7-a064cbc3e537)


If the timesheet has not been approved, refer to *Step 2: Approve the Workers Timesheets* for additional information

 ![](https://support.caremaster.com.au/api/attachments.redirect?id=9549eb9b-170b-4f46-85d7-f0088f5b7acb)


**Please note sleepover supports are not included in this part of the Xero payroll process. The allowances are assigned in the process outlined in *Step 6: Pay Runs and Allowances.*** 

 ![](https://support.caremaster.com.au/api/attachments.redirect?id=4e16c15e-cd0d-43d6-9691-70c7c1b12548)


If any changes have been made to an excluded support/s for the worker, click the "Refresh" button located above the worker's timesheet to update the data displayed on the timesheet

 ![](https://support.caremaster.com.au/api/attachments.redirect?id=a8e7b697-fa36-4dfe-94fa-eadefbac978d)



To send an individual workers timesheet to Xero, click on the Send Timesheet Button below the workers timesheet.

 ![](https://support.caremaster.com.au/api/attachments.redirect?id=630451f8-05bc-4895-9432-13f6c56317e7)


To send the ALL the workers timesheets to Xero. access the Summary Tab positioned above the workers' timesheets and click on the "Send All" button.

 ![](https://support.caremaster.com.au/api/attachments.redirect?id=8f398ced-30bf-421e-a42e-49e82fca06fb " =768x236")

Why don’t the supports total/staff timesheet total hours match the timesheet total? Advanced Timesheets does not count overlapping supports e.g Support 10am to 1pm, and Support from 12 midday to 2pm would only pay a worker for 4 hours i.e. 10 am to 2pm

## **Step 4: Approving the Timesheets in Xero**

The following steps outline how to approve the hours recorded on the worker timesheets in Xero.

Log into Xero, go to menu **Payroll> Timesheets** 

Apply the required filters to sort the timesheets.

To approve **all** the workers draft timesheets, tick the checkbox to the left of the first name column and press the Approve button.

 ![](https://support.caremaster.com.au/api/attachments.redirect?id=da6daa2b-5ff1-4cea-a18a-4699b4abb47e)


To approve an **individual** workers timesheet, click on the workers name to review the hours recorded on the timesheet.

You will be able to view the earning rates (Xero pay items) associated with the worker's timesheet sent from CareMaster, along with the hours allocated to each rate.

Click the "Approve" button to confirm the details.


## **Step 5: Create the Xero Draft Pay Run**

After all the workers timesheets have been approved. The next step is to create the Draft Pay Run.

In Xero go to menu **Payroll> Pay Employees** 

Click on the + Add Pay Run button.

Select the Pay Period and press the “Next” Button


Xero generates the draft pay run, which includes all the approved worker timesheets for the corresponding time frame.

Please refer to Step 6 below, for instructions on allocating worker allowances such as Sleepover Allowances, Kilometres and Broken Shift Allowances. 


## **Step 6: Pay Runs and Allowances**

The process below outlines how to add the worker allowances such as Sleepover Allowances, Kilometres, Broken Shift Allowances to the workers Xero payslip.

To assign allowances to the workers payslips, login into CareMaster and go to menu:

**Admin>  Integrations>  Xero>  Pay Runs and Allowances** 


Click on the edit button next to the Xero Draft Pay Run.

 ![](https://support.caremaster.com.au/api/attachments.redirect?id=424e6dbb-beef-4ace-85df-db35eba582f0) 

The screen will display list of workers who are part of the draft pay run, along with information about the recommended allowances that can be assigned to each worker's payslip.

To allocate the allowances to the worker, click the button on the right side of the screen.

 ![](https://support.caremaster.com.au/api/attachments.redirect?id=f650ddd4-cf7e-4f63-a761-94f3edcf0131) 

The screen will show the approved details from the workers Xero timesheet, which includes details such as Earning rates (Xero Pay Items), Units, Rate, and Total.

To allocate the suggested allowances to the worker's payslip, click the "Suggest Allowance" button.

 ![](https://support.caremaster.com.au/api/attachments.redirect?id=afeed5a5-edc6-4a71-bfcb-ee0e5f3aa8f2)


CareMaster will add the allowance/s to the worker’s payslip. The items can be edited if required.

If the worker did not receive any allowances for the given pay period, no additional entries will be added.

 ![](https://support.caremaster.com.au/api/attachments.redirect?id=a62d9c4f-1dc6-4223-9544-715b8ba91595)

Users also have the option to include additional earnings line/s on the workers’ pay slip  if it is needed. 


After reviewing the suggested allowances for the worker, click on the "Save and Next" button.

CareMaster will then present the information for the next worker in the draft payroll cycle.

(Repeat this procedure for all workers included in the pay run).

  ![](https://support.caremaster.com.au/api/attachments.redirect?id=06cc1aa9-33a0-4fae-a09f-8c5dba19fa67) 

After the allowances have been assigned to the workers, return to Xero and post the Draft Pay Run.