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Map Gusto projects to Xero Tracking Categories

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

Mapping by projects (as opposed to departments or job codes) is good for businesses who want to see total workforce costs by project in order to make business decision, such as adjusting hourly rates for clients.

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

Map Gusto projects to Xero Tracking Categories

  1. Make sure you have the following already set up:

  2. Go to the App directory.

  3. Under Categories, click Accounting.

  4. Click Xero.

  5. Click Edit settings on the right side of the page.

  6. Toggle to Enable Project Mappings.

    • Keep in mind: You can only map your chart of accounts by projects, jobs, or departments, not more than one.

  7. Click Save.

  8. Review or select your accounts under Default Account Mapping.

  9. In the Xero Tracking Category Mapping section, click Setup to map your projects by Xero Tracking Categories.

    • Any categories added or updated in Xero are automatically pulled over to Gusto.

  10. Click Save.

  11. Repeat for each project.

    • If multiple projects share tracking categories, there will not be separate line items when synced to your accounting software. Instead, the project wages will be lumped together.

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

View the synced information in Xero

  1. Process a payroll in Gusto.
  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 project 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:
    • Go to the Reports section.
    • 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.