Skip to main content

Export Payroll Journals to Xero (UK)

Export payroll journals directly from Workforce to Xero without downloading and importing CSV files.

📝 Important to note: This guide covers the Xero Accounting integration for Workforce Payroll (UK).

What's covered in this guide?

Connect Xero Accounting

Before you can import journal accounts or export payroll journals, you'll need to connect Workforce to Xero Accounting.

To connect Xero:

  1. Navigate to Payroll Settings > Company Setup > General Settings

  2. Click Connect to Xero API

  3. Sign in to your Xero account

  4. Authorise Workforce to access your Xero organisation

  5. Return to Workforce and confirm the connection is active

Screenshot 2026-05-28 at 11 49 57

Sync Journal Accounts from Xero

Before exporting a journal, ensure your Workforce journal accounts match the accounts configured in Xero.

To sync journal accounts:

  1. Navigate to Payroll Settings > Journals

  2. Click Sync from Xero

Workforce will retrieve active journal accounts from Xero and identify whether each account will be:

  • Created – The account does not currently exist in Workforce.

  • Updated – The account exists in Workforce and its code will be updated to match Xero.

  • Already Linked – The account is already synchronised.

  1. Select the accounts you want to import

  2. Click Sync Selected

Once complete, Workforce will display a summary of the accounts that were created, updated, or already in sync.

💡 Tip: Syncing accounts directly from Xero helps ensure account codes remain accurate and reduces manual setup.

Export a Payroll Journal to Xero

Once your Xero connection is active and your journal accounts have been synchronised, you can export payroll journals directly to Xero.

To export a journal:

  1. Open the relevant pay run

  2. Navigate to the Journal section

  3. Click Export to Xero

Review Export Checks

Before exporting, Workforce performs a series of checks to ensure the journal can be successfully posted to Xero.

These checks include:

  • Confirming the Xero connection is active

  • Checking whether the pay period is locked in Xero

  • Verifying that all account codes exist in Xero

  • Identifying whether the journal has previously been exported

If any issues are identified, Workforce will provide instructions to resolve them before continuing.

📝 Important to note: Workforce cannot export journals that contain errors or do not balance.

Complete the Export

Once all checks have passed:

  1. Review the journal details

  2. Click Export

Workforce will send the journal directly to Xero and create a new Manual Journal.

View the Exported Journal

After the export is complete, Workforce displays a confirmation page showing:

  • The exported journal details

  • The export date and time

  • The Xero Manual Journal ID

Click View in Xero to open the journal directly in Xero.

Correct an Exported Journal

If a journal has been exported incorrectly:

  1. Delete the journal directly in Xero

  2. Make the required changes in Workforce

  3. Export the journal again

📝 Important to note: Workforce records previous export attempts. You may still receive a duplicate export warning even if the journal has been deleted from Xero. Review the warning and proceed if appropriate.

Did this answer your question?