Exporting to Xero
Step-by-step instructions for exporting timesheet data to Xero using the Timesheet CSV or Detailed CSV format, and importing the file into Xero Payroll.
Before You Start
What you need for a Xero export.
Before you start
- Access to the TempClock manage portal (/manage)
- Admin or Manager role with payroll/reports access
- Approved timesheet entries for the period you want to export
- A Xero account with Payroll enabled
- Employees set up in Xero with matching employee IDs or names
Make sure all timesheets are approved before exporting. Only approved entries are included in the export file.
Open the manage portal
Log in to your TempClock manage portal.
Go to Reports
In the sidebar, click Reports to expand the reports section.
Click "Xero Export"
Under Reports, click Xero Export. This opens the Xero export page with format options, filters, and a data preview.
Choose Your Export Format
Pick the right format for your needs.
TempClock offers two export formats for Xero users:
Xero Timesheet CSV Format
One row per worker per day.
The Xero Timesheet CSV is the format designed for importing directly into Xero Payroll. It aggregates all of a worker's shifts on a given day into a single row.
One row per worker per day. If a worker did two shifts on Monday, they are combined into one row.
Total hours for the day, split into regular and overtime where applicable.
Direct import into Xero Payroll via the Timesheets import feature.
| Employee ID | Name | Date | Hours | OT Hours | Pay Rate |
|---|---|---|---|---|---|
| EMP-0042 | Sarah Johnson | 09/03/2026 | 8.0 | 0 | £12.00 |
| EMP-0042 | Sarah Johnson | 10/03/2026 | 8.0 | 0 | £12.00 |
| EMP-0043 | James Peters | 09/03/2026 | 8.0 | 0 | £14.00 |
The Timesheet CSV format is the easiest way to get data into Xero. If you just want to import hours and let Xero calculate pay, this is the format to use.
Detailed CSV Format
One row per shift with full detail.
The Detailed CSV gives you a complete breakdown with one row per individual shift. This includes all the information that the Timesheet CSV leaves out:
This format is useful when:
You want to verify the exact hours and rates before importing into Xero
You need to cross-check TempClock data with your own records
You need to transform the data before importing into Xero or another system
You want a detailed archive of every shift for your files
The Detailed CSV is not designed for direct import into Xero — it has too many columns and a different structure. Use the Timesheet CSV for importing, and the Detailed CSV for your own records.
Filter and Preview
Check the data before downloading.
Set the date range
Use the date range picker to select the pay period. This should match the pay period in Xero to keep things aligned.
Filter by client or location
Optionally narrow down by Client or Location if you process payroll separately for different clients.
Review the preview table
The preview table shows the data that will be included in the export. Check that the right workers, dates, and hours are listed before downloading.
Download the File
Save the CSV to your computer.
Click "Download"
Once the preview looks correct, click the orange Download button. The CSV file will be saved to your Downloads folder.
Check the file name
The file will be named something like xero-timesheet-2026-03-09.csv or xero-detailed-2026-03-09.csv depending on the format you chose.
Importing into Xero
How to bring the data into Xero Payroll.
Follow these steps to import the Timesheet CSV into Xero Payroll:
Log in to Xero
Open your browser and log in to your Xero account.
Navigate to Payroll > Timesheets
In the top menu, click Payroll, then select Timesheets from the dropdown.
Click "Import"
On the Timesheets page, click the Import button. This opens the import dialog.
Select the CSV file
Click Choose File (or Browse) and navigate to the CSV file you downloaded from TempClock. Select it and click Open.
Map the fields
Xero will show a mapping screen where you can match TempClock's columns to Xero's fields. In most cases the columns will match automatically. Review the mappings and adjust if needed.
Review and confirm
Xero will show a preview of the data to be imported. Check that the hours and employees are correct, then click Import to complete the process.
Make sure the employee names or IDs in TempClock match what you have set up in Xero. If Xero cannot match an employee, it will skip that row during import and show a warning.
TempClock exports dates in DD/MM/YYYY format, which is the standard UK format that Xero expects. If your Xero account is set to a different region, you may need to check the date format in the mapping screen.
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