How timesheets work in UpSheets
UpSheets helps you import, validate, and upload timesheet data to Xero Payroll. This is useful when your source data comes from CSV files, spreadsheets, or supported integrations rather than being entered directly by employees in Xero. In Xero Payroll, timesheets can be submitted and approved digitally, and approved timesheets are included in pay runs. Xero also supports entering either total hours or start and end times in supported payroll regions. UpSheets fits into that process by preparing timesheet data before it reaches Xero.For Xero’s native timesheet workflow, see Xero’s timesheet software overview.
What you can control
- Import method: Load timesheets from CSV, Excel, Google Sheets, or supported integrations.
- Timesheet status: Upload as Draft or Approved, or approve eligible timesheets after upload.
- Employee matching: Match rows to employees in Xero using names and file columns.
- Pay item selection: Use valid earnings rates or pay items that Xero accepts for timesheets.
- Smart Formulas: Calculate earnings rates from dates and times worked instead of providing the final type for each row.
- Tracking: Apply tracking categories where they are enabled in Xero.
- Duplicate handling: Keep the first line, load duplicate lines individually, or summarise duplicate totals.
Typical workflow
1
Import timesheet data
Select Import Files from the menu, or import from a supported integration.
2
Choose import options
Set options such as earnings rate handling, Smart Formulas, tracking code behaviour, and timesheet status.
3
Validate against Xero
UpSheets checks employees, pay items, tracking codes, and existing Xero timesheets before upload.
4
Upload to Xero
Upload the validated data to Xero Payroll.
5
Approve if needed
If you uploaded as Draft, you can approve eligible timesheets after upload or in Xero.
Common tasks
- Control draft vs approved uploads: See Status.
- Use Smart Formulas to calculate earnings rates: See Smart Formulas Overview.
- Generate start and end times from an hours column: See Default Start Time.
- Use tracking categories: See Tracking Categories.
- Check which pay items can be loaded as timesheets: See Valid Earnings Rates.
- Upload allowances as timesheets: Make sure the Xero pay item is set up correctly, then see Valid Earnings Rates.
- Handle duplicate rows: See Duplicates.
- Upload the same file again or start over: See Uploading Again.
- Apply automatic break deduction: See Automatic Break Deduction.
- Resolve validation errors: See Timesheet Validation.
Related pages
Status
Upload timesheets as Draft or Approved and approve eligible timesheets after upload.
Tracking Categories
Use Xero tracking categories on imported timesheets.
Smart Formulas Overview
Calculate earnings rates from dates and times worked.
Duplicates
Choose how duplicate timesheet rows are handled.
Valid Earnings Rates
Check which Xero pay items can be uploaded as timesheets.