BrioHR Help Center

A. INTRODUCTION :

BrioHR offers a one click integration to the accounting solution Xero. It allows companies to generate accounting entries in Xero, based on the payroll calculations done in BrioHR. This document is for accountants, finance professionals, and HR professionals responsible for running payroll, to configure the accounts mapping in BrioHR to correctly send the payroll data to Xero.

Generally speaking, here is how the integration works :

1. From BrioHR, you need to login to your Xero account. This login will allow you to get the account names from Xero, and later to transfer data from BrioHR to Xero.

2. Configure your account mapping in BrioHR to create the accounting entries in Xero in the correct accounts.

3. Run your payroll and “Transfer to Xero”. In Xero, a draft journal entry will be created. As it is a draft, you can choose to delete or edit it before actually posting it from your Xero account.

B. CONNECTING TO XERO FROM BRIOHR :

1. Go to HR Lounge (top menu), select Payroll, then select Xero.

2. Click the “Connection” button, enter your Xero account details and authorize BrioHR to connect.

C. ACCOUNT MAPPING :

First thing to do is to choose :

1. Your Xero organization

2. Your Grouping : Choose “Company” if you would like your payroll accounting entries to be grouped at the company level. Choose “Office” if you would like them to be grouped at office level. Choose "Department" if you would like the entries to be grouped at department level. Most companies will use the “Company” setting. You can use “Office” setting if you have branches or outlets that you would like to distinguish in your accounting. 

3. Your Salary mapping : Choose “Basic salary” if you would like to map your employees basic salary first. This will allow you for instance to separate expenses such as allowances into different accounts. Choose “Net salary” if you would like to map your employees net salary first. Read the "Mapping Example" in the next paragraph to better understand the impact.

After you have done these selections, you can do your account mapping. For each element in the list you can choose the corresponding debit and credit account in your Xero. It is entirely up to you and should correspond to your accounting preferences.

WARNING : If you are using the “Basic Salary” mode, it is mandatory that you map all payroll items that you are using in your payroll other than basic salary and statutory contributions. This includes any allowance, bonus, deduction, unpaid leave etc. Use the “Add payroll item” button to do so.

D. MAPPING EXAMPLE :

Many of our clients are using a mapping such as the one described below. The objective is to break down your expenses between the basic salary and the other items such as allowances paid to the employee. At the same time, you would like to group together your liabilities to the employee and the statutory bodies.

If you would like to use such a mapping, here is how it would work in BrioHR :

When you finish your configuration, do not forget to save the information, using the "Save" button at the bottom right.

E. TRANSFER TO XERO :

Once your configuration is done and you have run your payroll for a specific month, you can create the manual journal in Xero.

For that, go to HR Lounge > Payroll and select a “Completed” month in the main dashboard. You will then find a Xero section if you scroll down.

If you click preview, BrioHR will map the amounts computed in your payroll run into the correct Xero account and will show you a summary. 

WARNING : Please double check all the amounts and make sure there is no payroll item that was used in your payroll run, that doesn’t appear here. If that’s the case, it means that it has not been mapped correctly.

Once you click “Transfer”, you’re all good! You can find a draft manual journal in your Xero as per the sample shown below :