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Map Gusto job codes to Xero Tracking Categories

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

Mapping by job codes (as opposed to departments) is good for businesses with multiple people in the same role and when some employees work hours in one role and other hours in another role. 

You must have either job code or department mapping enabled to map to Xero Tracking Categories.

Map job codes to Xero Tracking Categories

  1. Make sure you have the following already set up:
  2. Go to the App directory.
  3. In your accounting software, click Edit settings on the right side of the page.
  4. Toggle to Enable Job Mappings.
    • Keep in mind: You can only map your chart of accounts by jobs or departments, not both.
  5. Click Save.
  6. Review or select your accounts under Default Account Mapping.
  7. In the Xero Tracking Categories section, click setup to map your job(s) by tracking category.
  8. Click Save.
  9. Repeat for each job.
    • If multiple jobs share tracking categories, there will not be separate line items when synced to your accounting software. Instead, the job wages will be lumped together.

These transactions will be exported by job code to your accounting software account. If any jobs 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 on a designated job 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 re-sync a payroll from Gusto to Xero:
    • Navigate to the Payroll section and select Payroll history.
    • Click on the payroll you would like to sync.
    • Click Sync at the top of the payroll detail page.

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