Rostery and Xero

Invoices

In Invoices › Xero you pick a date range and Rostery lists every invoice that has not been sent yet, with the Xero contact it will be billed to and anything that would stop it. Tick the ones you want and send.

• Each support keeps its own line, with the NDIS support item, description and date, so your accounts show what was delivered rather than one total.
• NDIS supports go out with your GST-free tax type and the income account you choose.
• Plan-managed invoices go to the plan manager, with the participant’s name and NDIS number on the invoice.
• Invoices arrive as drafts by default, so you can check them in Xero before approving.
• An invoice already in Xero is never sent again, even if someone presses send twice.

Clients and contacts

Invoices › Xero › Clients lists every active client against your Xero contacts. Add the missing ones in one go: Rostery creates each contact with the client’s name, NDIS number (as Xero’s account number), mobile, email and street address.

A client who is already in Xero, matched by the saved link, the same name, the NDIS number or the email, is linked rather than created again, and Rostery tells you which ones were already there.

Payroll timesheets

Timesheets › Xero payroll sends one pay period of approved hours to Xero Payroll. Rostery splits each shift into weekday, evening, night, Saturday, Sunday and public holiday hours and puts them on the matching pay item for each worker. Xero keeps the pay rates.

• You match Rostery’s pay bands to your Xero pay items once; Rostery suggests the match from your pay item names.
• Sleepover shifts go as one unit each instead of hours.
• Timesheets go as drafts, once per worker per pay period.
• If Xero has already paid the period, Rostery warns you and ticks nobody, so no one is paid twice.

Staff

Timesheets › Xero payroll › Staff lists your staff against Xero Payroll employees. Rostery adds the missing ones with their name, date of birth, home address, email, mobile, start date, pay calendar and an ordinary hours pay line at their Rostery hourly rate. Someone already in Xero is linked, never added twice.

Setting it up

1. In Rostery, go to Settings › Integrations › Xero and press Connect.
2. Sign in to Xero and choose the organisation to connect.
3. In Invoices › Xero, choose the income account and tax types for NDIS lines.
4. In Timesheets › Xero payroll, match Rostery’s pay bands to your Xero pay items.
5. Add your clients and staff from the Clients and Staff views, then send invoices and timesheets whenever you are ready.

What it does not do

• Rostery does not send anything to Xero on its own. You choose what to send, and see it first.
• Pay rates, tax declarations, bank accounts and super stay in Xero Payroll.
• Allowances, kilometres and expenses are not sent with payroll timesheets.
• One Xero organisation belongs to one Rostery account, so two businesses can never share books by mistake.