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Map Gusto departments to Xero Tracking Categories

Gusto Departments and Xero Tracking Categories often mirror each other. This means payroll expense information synced over through the Gusto/Xero integration for a Gusto Department can be tagged with a corresponding Tracking Category. 

Mapping by departments (as opposed to job codes) is good for businesses who want to better understand payroll expenses of a department or a division.

Map Gusto departments to Xero Tracking Categories

  1. Make sure you have the following already set up:
  2. Enable Gusto departments by clicking Settings then Customization.
  3. Add specific departments under the People tab and assign employees and/or contractors to the departments. 
    • These departments can mirror your Xero Tracking Categories.
  4. Go to the App directory.
  5. Click Accounting.
  6. Click the Xero tile.
  7. Click Edit settings on the right side of the page.
  8. Toggle to Enable Department Mappings.
    • Keep in mind: You can only map your chart of accounts by departments or jobs, not both.
      • Job mapping available to QuickBooks Online and Xero users. 
  9. Click Save.
  10. Review or select your accounts under "Default Account Mapping".
  11. Scroll to the "Xero Tracking Categories" headline.
  12. Click Setup next to the Department(s) you've created and map to your Xero Tracking Categories.
  13. Click Save.
  14. Repeat for each department.
    • If multiple departments share mappings, there will not be separate line items when synced to your accounting software. Instead, the department wages will be lumped together.

These transactions will be exported by department to your accounting software account. If any departments are left unmapped, they will sync based on the original chart of accounts mappings.

View the synced information in Xero

  1. Process a payroll.
  2. Select sync to send the payroll entry into Xero (if auto-sync is not enabled).
  3. In your Xero account, pull up the Bill on the dashboard under Bills you need to pay.
  4. The line items will now be tagged with Xero Tracking Categories based on your mapping selections.
    • Any employees or contractors not in a designated department will not have their corresponding payroll expense amounts tagged with a tracking category option.
  5. Previous payrolls can be re-synced with the Xero tracking categories, but any previously reconciled Bills will need to be voided to avoid duplicate entries. To resync a payroll from Gusto to Xero:
    • Navigate to the Reports tab.
    • Navigate to the Payroll History tab.
    • Click on the payroll you would like to sync.
    • Click Sync at the top of the payroll detail page.

Payroll, benefits, HR and more.