Xero <> Assignar Workflows & Configurations

  • Updated

Before you start you should know

  • The Xero Integration is implemented via our Integrations Hub, a platform that allows for intuitive & flexible set-up & management of your integrations with 3rd party systems. 
  • This is a paid additional feature of Assignar. Please reach out to your Assignar rep for pricing.

Learn how data is synced, how fields are mapped for each workflow and the available configuration options for each workflow.

 

Data Syncing

Once your Xero Integration is setup, you can sync your data using automatic time based syncs or manually (if you need to move data across systems sooner).

Automatic Syncs
  • 4 Times Per Day, Monday - Friday at approximately 6:00 AM, 10:00 AM, 2:00 PM and 6:00 PM Local Time.  Local time is determined during the setup process.
  • Once Daily on Weekends
Manual Syncs By pushing the Sync Now option, the Sync job will enter the queue, this job will start in 1 hour or less.
Timesheet Syncs
  • Timesheet workflow runs on a less frequent schedule to support payroll, syncing once per day.  This can be synced manually as needed and will follow the rules described above.
  • If you're using Overtime Rules in Assignar (coming soon), timesheets will need to be manually synced once per week.

 

Workflows

Xero Employees → Assignar Fieldworkers

This workflow will take Employee records from Xero and create a copy in the Assignar platform as a Worker.

 

Configuration

  • By default only "Active Employees" from Xero will sync to Assignar.  Assignar only syncs Payroll Employees from Xero.
  • If no email address is provided, username is set to first.last@tenantName.com

 

Field Mapping

Xero (Employees)

Assignar (Workers)

First Name

First Name

Last Name

Last Name

Email

Username

Email

Email

Date of Birth

DOB

Mobile Number

Mobile

Status (Active/Deleted)

Status (Active/Inactive)

--

User Type: Fieldworker

--

Full-Time

employeeID

integration_id

 

Xero Contacts → Assignar Clients

This workflow will take Contact records from Xero and create a copy in the Assignar platform as a Customer.

 

Configuration

By default only "Active Clients" from Sage will sync to Assignar.  You can choose to filter based on the following conditions.

  • All Active Client - Will sync any sage client marked as Active to Assignar.
  • Active Clients with Active Projects - Will sync Active Clients when Syncing Projects Only.  *Must use Projects add-on in Xero and have project sync workflow enabled.
  • Filter by Group - Will sync customers based on Contact Group. (Recommended)
    • If a group isn't set up, all contacts, including vendor contacts will be pulled into Assignar.

 

Field Mapping

Xero (Contact)

Assignar (Client)

Name

Client Name

ABN

ABN

Primary Person - Email

Email

Phone

Office

Mobile

Mobile

Street Address

Address

City/Town

Suburb

State/Region

State

Postal/Zip Code

Postcode

GUID

Integration_ID

 

Xero Project → Assignar Project

This workflow will take Project records from Xero and create a copy in the Assignar platform as a Project. 

 

Configuration

  • Requires use of Projects add-on in Xero
  • Only "In Progress Projects" from Xero will sync to Assignar. 

 

Field Mapping

Xero (Project)

Assignar (Project)

Project Contact

Client Name

Project Name

Project Name

Deadline

End Date

ID/GUID

Integration ID

 

Assignar Timesheets → Xero 

This workflow runs best when using new timesheets in Assignar

Time recorded in dockets and manually set pay rates are not supported.

 

Configuration [Standard]

  • Only "Approved Timesheets" from Assignar will sync to Xero.
  • The Automatic Timesheet sync will run once per day. For a faster sync, click the Sync Now option, and the Sync job will enter the queue and will start in 1 hour or less.
  • Default Earnings Rate selection
    • AU - If an employee does not have a default earnings rate assigned, we will use the one selected in the slide-out for all synched time
    • NZ - The default earnings rate selected in the slide-out will be used for all synched time
  • Timesheet status will be marked as "processed" after it is synched
  • Once processed, timesheets will not sync again, even if edited in Assignar
  • Timesheet in Xero must remain in draft status in order to be updated with time from Assignar

Configuration [Overtime Rules]

  • Currently, only weekly pay calendars are supported. (Support for biweekly pay calendars coming soon).
  • Overtime rules will are only supported in new timesheets.
  •  "Approved Timesheets" from Assignar will sync to Xero.
  • Timesheet status will be marked as "processed" after it is synced
  • Timesheets with overtime rules can only be synced manually, from the Integration Hub.
  • Once processed, timesheets will not sync again, even if edited in Assignar
  • Xero Earning Rates can be mapped to Assignar Pay types (RT, OT, OT2)
  • Timesheet in Xero must remain in draft status in order to be updated with time from Assignar

 

Field Mapping

Assignar (Timesheet)

Xero (Timesheet Entries)

Employee

Employee

Pay Type

Earning Rate

Total Time

Time

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