Import Options

Choose import options and fields

On the Import screen you choose what to import and how to match your file columns. This page lists all available options and fields.

Items to Import

Select one or more transaction types:

Option	Description
Timesheets	Draft or approved timesheets for Xero Payroll
Leave	Approved leave requests
Payslips	Earnings, deductions, reimbursements, super, leave accruals (NZ and AU only)
Projects	Project tasks and time (when enabled)

First, confirm Items to Import matches what is in your file. Timesheets, Leave, Payslips, and Projects (when shown) set which columns and validation rules apply. If you select types you are not uploading, UpSheets may expect extra fields or different row shapes and you can see errors such as Unable to determine transaction type. Select only the transaction types you are importing in this run.

Import Settings

Earnings Rate

When importing payroll data (timesheets, leave, or payslips):

Option	Description
File contains Earnings Rate	The standard format. A single `Type` column in your file specifies the Earnings Rate or pay item (for example, Ordinary Hours or Overtime).
File contains multiple Earnings Rate columns	Horizontal mode. Different columns in your file hold different Earnings Rates or pay items. To use this, you must first define those columns in Add Columns.
Use Smart Formulas	Rules determine the type from start/end times. Requires Smart Formulas setup. AU only.
Use default Earnings Rate set for each Employee	No type column needed; uses each employee’s default in Xero.
Select a default Earnings Rate	One rate applies to all records.

Tracking Code

When tracking categories are enabled in Xero, every timesheet line must have a tracking code so the upload passes Xero validation. Choose how to supply it:

Option	Description
File contains Tracking Code	A column in your file specifies the tracking category/code. Every line needs a valid value.
Select a tracking category	One tracking code applies to all records.

Values must come from one column per row (or one default for the whole file). If your data is split across several columns, prepare it first—see One Column Per Import Field. For setup in Xero, see Tracking Categories.

Timesheet Status

When your organisation approves timesheets:

Option	Description
Draft	Timesheets are uploaded as Draft.
Approved	Timesheets are uploaded as Approved.

Other Options

When importing from a file:

File contains header row (checked) and Enable Start/End Times (unchecked) — Other options: File contains header row and Enable Start/End Times

Option	Description
File contains header row	First row is column headers. Uncheck if your file has no header.
Enable Start/End Times	File has separate start and end time columns instead of a single hours column.

Enable Start/End Times does not apply to Projects imports. Xero Projects records time as a duration, so Projects data always uses an hours column.

Validate Options

After importing, you map your data columns to the required fields. Available fields depend on the transaction types and options you selected.

The preview table on Validate shows only the first 100 data rows (you may see a hint such as Showing first 100 rows). Validate and Upload still use every row in your file; if names are sorted, the preview can stop at a given letter without meaning rows were dropped. The table scrolls inside its own box: scroll vertically for more preview rows (up to 100) and horizontally for columns off to the right. Hover over the table, swipe sideways with two fingers on a trackpad or hold Shift and turn the mouse wheel. The horizontal scrollbar is at the bottom of the table box; on a Mac it may only show while you scroll.

Employee identification

Field	Required	Description
First Name	With Last Name	Employee’s first name. Use together with Last Name, or use Full Name instead.
Last Name	With First Name	Employee’s last name.
Full Name	Or First + Last	Employee’s full name. Alternative to First Name + Last Name.

You must provide either Full Name or both First Name and Last Name. UpSheets matches employees in Xero using the name, so the format in your file should match how names appear in Xero.

Upload files do not use employee email addresses to match rows. Use the employee’s name exactly as it appears in Xero.

Timesheets

Field	Required	Description
Date	Yes	Date of the timesheet.
Type	Depends	Earnings rate / pay item name. Required when “File contains Earnings Rate” is selected.
Tracking Code	When enabled in Xero	Tracking category. Required on every timesheet line when tracking categories are enabled in Xero (from the file column, or via a default tracking code at import).
Hours	Yes*	Hours worked. Not shown when using Smart Formulas with start/end times.
Start Time	Depends	Clock-in time. Shown when Start/End Times is enabled.
End Time	Depends	Clock-out time. Shown when Start/End Times is enabled.
Shift type	No	Optional text label (for example Day or Night) when Shift types are enabled for the organisation and defined on the employee’s Smart Formula. Leave blank to use the formula default or start-time window.

You must provide either Hours or Start Time and End Time. When using Smart Formulas, Start/End Times are required.

Leave

Field	Required	Description
Date	Yes	Leave start date.
End Date	Yes	Leave end date.
Type	Yes	Leave type (e.g. Annual Leave, Sick Leave).
Hours	Yes*	Leave hours. May be omitted when using Smart Formulas.
Description	No	Optional notes.

You can optionally default the end date and description for leave in your Settings, so your file does not need to include these columns.

Payslips

Field	Required	Description
Type	Yes	Pay item name (earnings, deduction, etc.).
Hours	Depends	Hours or quantity. Required for most pay items.
Calculation Type	Depends	How the amount is calculated (e.g. Rate per unit, Fixed amount).
Rate	Depends	Rate or amount when applicable.
Description	Depends	Required when importing payslips only (no timesheets or leave).

Payslip data is uploaded to the available draft pay run. Payslip rows do not use a date to choose the week (except an optional date on AU super lines, which is the expected payment date). If UpSheets shows a different period to the week you are preparing, see Wrong Pay Period.

Projects

Field	Required	Description
Project	Yes	Project name.
Task	Yes	Task name.
User	No	User or staff member.
Hours	Yes	Time spent on the task.
Date	No	Date of the time entry.
Charge Type	No	Billing type (e.g. Time, Fixed).
Amount	No	Billed amount.
Description	No	Optional notes.

For project time, the User field is the person’s full name as it appears in Xero Projects, not their email address.

Ignoring columns

Any column you do not need can be left set to Select… to ignore it. These columns are excluded from validation and upload.

Getting Started

Connect

Importing

Integrations

File Formats

Mapping

Timesheets

Leave

Payslips

Smart Formulas

Employees

Account

Pricing

Troubleshooting

Choose import options and fields

Items to Import