Integrate with Xero

Xero is an online double-entry accounting software for businesses with 0–100 employees. Features of their service include invoice management, bank reconciliation, bookkeeping, and more. 

When you connect your Gusto and Xero accounts, each time you run payroll, the details can be synced to Xero as a Bill (on eligible Xero editions) or as a Manual Journal (available on all Xero editions). You get additional levels of granularity within the entry based on earnings types, Gusto departments, and Xero tracking categories.

Click the dropdowns below to learn more about the integration.

Customize sync settings

Below is each setting you can customize and how to do so.

Here’s how to get to any of these settings:

  1. Sign in to your Gusto admin account.
  2. Go to the App directory.
  3. Search for Xero and select it.
  4. Under “Settings,” go to the Manage tab.
  5. Find the setting you’d like to review. See below to learn more about each setting.

Contractor payment sync

If you pay contractors through Gusto, decide how those payments should sync:

  • Batch payments into a single entry (recommended for 30+ contractor payments): All contractor payments for a pay date will sync as one entry. Syncs (including auto-syncs) occur at 5pm PT on the payment processing date.
  • Sync each contractor payment as a separate entry: Each contractor payment will appear as its own journal entry.

Employer tax consolidation

Choose how you want employer taxes to appear in Xero:

  • Consolidate: Group all employer taxes into a single lump sum (e.g., "Payroll Taxes").
  • Don’t Consolidate: List out individual tax amounts (e.g., Federal Unemployment, Social Security, Medicare, State Unemployment, etc.).

Journal entry consolidation

By default, Gusto consolidates entries of the same type into a single journal entry. You can also choose to group entries:

To learn more about group mappings, check out the “Consolidated mapping and Xero tracking categories” section of this article.

Entry date options

Select when the journal entry should appear in Xero:

  • Check date: This is the date your employees received their payments.
  • Debit date: This is the date Gusto initiated the debit for taxes and net pay from your company’s bank account.
  • End of pay period: This is the recorded end of the pay period.
AI-powered mapping suggestions

This integration now includes an AI-powered feature that helps you choose the right accounts when setting up mappings for your chart of accounts. This is especially helpful if you’re not sure which account to pick for a payroll category.

Example: Say you’re setting up default accounts and don’t know what to choose. Gusto might suggest using Payroll Wages for Wages & Salaries, or Payroll Deductions Payable for Deductions.

How suggestions are generated

Gusto’s AI provides recommendations based on:

  • Industry standard accounting guidance from US-based CPA firms
  • Common account structures used by thousands of small and mid-sized businesses
  • Aggregated, anonymous patterns from other Gusto customers who use platforms like QuickBooks Online, Xero, and FreshBooks.

The AI model never stores or accesses your personal financial information. All suggestions are based on general patterns, not individual data.

Manage default and detailed mapping

Why default mappings matter

Over time, you may make changes to your Gusto account such as adding a custom deduction, creating a new earnings type, or setting up a new benefit. When this happens, new payroll line items are created in Gusto that need to be mapped to an account in Xero. If these items are not mapped, they can cause sync issues. Setting up default mappings can help you with this.

What default mappings do

Default mappings let you pre-select the Xero accounts that should be used for new payroll categories. This means that when you create a new line item, you will not have to manually map it to a Xero account—Gusto will automatically apply your default mapping to it.

  • Example: If a new earnings type is created in Gusto, it will appear under "Wages & Salaries." If you’ve already chosen a default mapping for “Wages & Salaries,” the new line item will automatically map to the default Xero account without interrupting the sync.

Setting up default mappings is optional. If you prefer to manually map new Gusto categories, simply leave the default mapping blank.

Set up default mappings

Follow these steps to set up or change default mappings:

  1. In your Gusto admin account, head to the App directory.
  2. Go to the Connected Integrations tab.
  3. Choose Xero.
  4. Select the Default tab.
  5. For each section (Wages & Salaries, Employer Taxes, etc.) you’d like to map, select the Xero account you want new categories to map to.
    • If you prefer to manually map new categories as they’re created, simply leave the default mapping blank.
  6. Repeat for all sections.
    • Your selections are saved automatically.

Edit default mappings

You can change default mappings at any time in the Default tab. Changes will only apply to new mappings going forward. 

Edit detailed mappings

If a new category has been given a default mapping you’d like to change, you can change it in the Detailed tab. Here's how:

  1. In your Gusto admin account, go to the App directory
  2. Go to the Connected Integrations tab.
  3. Choose Xero.
  4. Select the Detailed tab.
  5. Find the category you’d like to change and select the Xero account it should map to going forward. 
    • If you also want to change the default mapping for line items in that category going forward, go to the Default tab.

If past payrolls have already been synced to Xero with an incorrect mapping, you’ll need to manually re-sync those payrolls.

Consolidated mapping and Xero tracking categories

To provide more granularity, you have the option to map your chart of accounts by employee, job, department, or Gusto Projects (available to companies using Gusto Project Tracking). If you use Xero tracking categories, you can also assign a class to each of the selected grouping options.

This is optional.

Set up consolidated journal entries

Step 1: Choose your journal entry consolidation method

  1. Sign in to your Gusto admin account.
  2. Go to the App directory and select Xero.
    • You can also find this under the Connected Integrations tab.
  3. Under Settings, go to the Manage tab.
  4. Next to "Journal entry consolidation," click Edit.
  5. Choose how you want to consolidate entries:
    • By employee
      • This can offer more detailed reporting. 
      • Ex: You can track each employee’s wages in separate accounts instead of one "Salaries and Wages" account.
    • By department:
      • This can help you track wages, taxes, and benefits separately. 
      • Ex: You can send Design wages to one account and Marketing wages to another, instead of combining everything into "Salaries and Wages." You can also map departments to Xero tracking categories if needed.
      • Click here to see how you can enable departments.
    • By job:
      • This can split wages, taxes, and benefits by role. 
      • Ex: You can track cashier wages and cook wages in separate accounts instead of sending all wages to "Salaries and Wages." If you use Xero tracking categories, you can also map jobs to each job to a tracking category for even more detailed reporting.
      • Click here to see how you can enable multiple job titles for employees.
    • By project:
      • Gusto Project Tracking must be enabled.
      • You can track wages, taxes, and benefits by project. 
      • Ex: Instead of all wages going to “Salaries and Wages,” you can split wages into separate accounts for each Gusto Project. 
  6. Click Submit.

Step 2: Set up mapping overrides

Once you select a consolidation method, a new tab appears on the left. Ex: If you choose to consolidate by employee, the tab will be called Employee. If you choose to consolidate by department, the tab will be called Department.

You can override default mappings for individual employees, departments, jobs, or projects. Overriding a default mapping means assigning different accounts to payroll items at these levels. 

This is optional—if no overrides are applied, journal entries will still be categorized accordingly.

Here's how to set up an override:

  1. Find the new tab that corresponds to the consolidation method you chose.
    • Ex: If you chose to consolidate by employee, go to the Employee tab.
  2. Click Override.
    • If your company uses Xero Tracking Categories, you’ll first have the option to choose a tracking category.
  3. Just as you did on the Detailed tab, match each Gusto category to an account in Xero.

Contractor payments

Consolidating journal entries by employee and department is compatible with contractors.

Consolidating by job and project is not compatible with contractors. This is because job titles and Gusto Projects are not currently supported for contractor profiles. If your company pays contractors and uses job or project consolidation, contractor payments will be synced based on the default company mappings.

Troubleshoot syncing errors 

Here are some common syncing errors and their resolutions.

Error message Detail Resolution

You’ve already reconciled payments against this Bill in Xero. Please "Remove & Redo" any payments applied to this Bill in Xero, and then try again.

The entry has already been reconciled and cannot be re-synced.

Remove and redo any payments applied to this Bill. Next, sync the payroll or payment from Gusto
You have reached the limit of invoices you can approve in Xero. Please update your Bill approval settings in the App Directory or upgrade your Xero plan.

You’ve reached the limit of invoices you can approve. 

Change your bill approval settings in the Gusto App directory or upgrade your Xero plan.

This Bill has already been synced and approved in Xero. You cannot change the status from Approved to Awaiting Approval. To resync this Bill, you must first void it in Xero.

We cannot change the status of an approved bill.

Void the bill in Xero.
FAQs

Choose a section below for frequently asked questions about this integration.

General

Q: Will transactions automatically reconcile?

A: No. Your Bill must be approved before you can reconcile the debits in your bank account with the Bill line entries. Do this by matching your bank transactions to the Bill Gusto created: Under Accounts, go to Bank Accounts. Click Match.

Q: How do I reconcile the two debits (net pay and taxes) with the subtotal in my Xero bill?

A: Refer to "Bill reconciliation" above.

Q: The chart of accounts in Gusto does not look correct. What should I do?

A: First, click Refresh chart of accounts in Gusto. If this does not resolve the issue, you may have linked the wrong Xero account. Disconnect the integration and reconnect to the correct Xero account.

Note: Accounts Receivable and Accounts Payable account types are not supported at this time because these require a Contact to be used with the Account. Asset and Liability accounts are supported without a Contact.

Q: How do I handle checks?

A: We recommend printing checks from your Gusto account or handwriting them. You can then reconcile the bill from Gusto when your employees cash the checks. We do incorporate the amount of each check in our entry.

Default mapping

Q: Why can’t I find the Xero account I’m looking for in the drop-down?

A: The initial list in the drop-down menu shows recommended accounts based on the selected category. If you want to choose a different account, simply type the name of the account into the search box.

If you still cannot find the account, it may need to be created in Xero first. Once you’ve created the account, click Refresh chart of accounts in Gusto and try searching for it again in the search box.

Q: Do I need to select a default for each section?

A: No, you are not required to select a default for every section. If you prefer to manually map specific sections, you can simply leave those sections blank.

Q: What happens if I do not set up default mappings?

A: Default mappings are designed to automate mapping of new payroll categories that are added to your integration. If you choose not to enable default mappings, you will need to manually select the appropriate account for each new payroll category. 

Please note that the sync will be paused until all categories are mapped to an account in Xero, which may disrupt your integration process.

Q: When are new mapping categories created?

A: New categories may be created in your integration under the following circumstances:

  • Adding a deduction
  • Creating a new earning type
  • Setting up a benefit for the first time
  • Establishing a new time-off policy
  • Relocating to new states, such as New York (NY) or Hawaii (HI)
  • Requesting payroll adjustments

Each of these actions can introduce new payroll categories that will require appropriate mapping to ensure your integration functions smoothly.

Q: If I set up or change default mappings, will that impact what I’ve already mapped on the Detailed tab?

A: No, this will only impact new categories that may be added to your integration going forward. If you would like to adjust your detailed mappings, you can do so manually in the Detailed tab.

Q: Can I change my default mapping selection later?

A: Yes, you can change your default mapping selections at any time. Note that any changes will only affect future mappings—your existing mappings will remain unchanged.

Detailed mapping

Q: If I update my mappings, can I re-sync a payroll to update the bill or journal entry?

A: Yes. To re-sync a payroll:

  1. In Gusto, go to the Pay tab.
  2. Choose Pay History.
  3. Select the check date.
  4. Click Re-Sync at the top of the page.

Q: How do I break out individual employee payroll items?

A: You can change the journal consolidation method to “by employee.” To do this,

  1. Go to the Settings tab and choose Manage.
  2. Next to "Journal entry consolidation, click edit.
  3. Select Employee.

Q: Why can’t I find the Xero account I’m looking for in the drop-down?

A: The initial list in the drop-down menu shows recommended accounts based on the selected category. To choose a different account, simply type the name of the account into the search box.

If you still cannot find the account, it may need to be created in Xero first. Once you’ve created the account, click Refresh Chart of Accounts in Gusto and try searching for it again in the search box.

Q: What if I will not be using one of the payroll items listed?

A: The item will still need to be mapped to an account. If the payroll item is not applicable, nothing will sync related to the account that is selected within your entry. Only payroll items that apply to a processed payroll will populate within the synced entry.

Q: Can I include employee benefit deductions on the Bill or Journal Entry?

A: Employee deductions are included in the gross wages amounts reported on the entry. They are not tracked separately because they are not an additional expense to the company on top of what's already reported for wages.

Employee deduction amounts are included in the Benefit Liability along with the Employer Contribution. Click here to learn more.

Q: Can unique reimbursements be broken out through separate mappings?

A: No, all reimbursements will be pushed over as a lump sum (e.g. Cell Phone Reimbursement + Gym Reimbursement + Office Supplies Reimbursement, etc.).

Consolidated mapping

Q: Can I use more than one tracking category or journal consolidation method? For example, can I consolidate my bills or  journal entries by employee and by job?

A: No, not at this time. You must choose to consolidate by one method (by employee, department, job, or project). Next, you may select one class for each employee, department, job, or project. 

Q: Can I change the way I consolidate my mappings?

A: Yes, you can change your consolidation preferences at any time. Simply go to the Manage tab located under Settings. However, keep in mind that any changes will result in the deletion of previous consolidated account mapping overrides.

Q: Do I need to set up overrides for consolidated mappings? 

A: Setting up overrides for consolidated mappings is optional. It's not required, but it does provide you with the opportunity to customize the mapping layout for each unique grouping you've established.

Q: Is it necessary to establish a Xero Class for each consolidated grouping? 

A: No, it's not mandatory. This is optional based on your specific needs.

Q: Is it possible to assign multiple Xero Classes to a single consolidated grouping? 

A: Currently, our system allows only one Xero class to be assigned per consolidated grouping.

Q: Do you offer integration with Xero Projects? 

A: We do not currently offer direct integration with Xero Projects. If you opt to consolidate your mappings by project, we will segment each entry according to the projects you've configured in your Gusto Project Tracker. However, please note that this information will not be directly synced to Xero Projects.

Syncing

Q: Why didn’t my sync work?

A: Typically, a sync can stop working if you are no longer connected to Xero or you have a missing mapping. See the “Troubleshooting sync errors” section above for more information.

Q: Why did Gusto disconnect from Xero?

A: Occasionally,  an authorization issue might disconnect the integration.  To resolve this, simply reconnect the integration: 

  1. In Gusto, go to the App directory.
  2. Search for Xero
  3. Click Connect
  4. Enter your admin credentials. 

After re-establishing the connection, all your previous mappings should be preserved.

Q: If I update my mappings, can I re-sync a payroll to update the entry?

A: Yes. To re-sync a payroll:

  1. In Gusto, go to the Pay tab.
  2. Choose Pay History.
  3. Select the check date.
  4. Click Re-Sync at the top of the page.

Q: How do employee taxes and employee benefit contributions sync to Xero?

A: They’re always included in Gross Wages & Salaries. 

Q: Do you break out individual taxes?

A: Gusto handles all of your tax payments automatically. Because of this, you do not need to track tax liabilities. When we sync entries, we record employer taxes as expenses. 

You can select for employer taxes to be broken by each individual tax or lump them together. You’ll find this option on the Manage tab under Settings

At this time, we only support one account mapping which will be used across all employer taxes. 

Employee taxes are not broken out individually for mapping or in journal entries, as these values are included in Gross Wages. 

Q: How do contractor payments sync over?

A: You have two options for syncing contractor payments. Click here to learn more.

Q: Is there a way to retroactively sync all payrolls once I enable auto-sync?

A: Auto-sync will only work for the payrolls moving forward from the time it is set up. Any payrolls run before auto-sync was enabled will need to be manually synced

Q: What does the timestamp indicate?

A: The exact time Gusto successfully synced a payroll into the accounting software.

Q: Can I re-sync an entry that has already been reconciled?

A: You can re-sync a payroll from Gusto at any time.

Keep in mind:

  • If you're syncing Bills, you may need to remove and redo any bank transactions in Xero before re-syncing from Gusto.
  • If you're using syncing Journals, we will update the existing Journal.
  • If you switch your transaction type, a new transaction will be created. To prevent duplicates, you will need to void previously synced Bills or reverse previously synced Journals.

Q: Can I sync international contractor payments to Xero?

A: Yes, both US-based and non-US based contractor payments can be synced. To do so, go to the Pay section in Gusto and choose Pay history. Go to the Contractor payment history tab and select a payment to sync.

Q: Can I sync international employee payrolls to Xero?

A: Not at this time.

Q: Can I sync Gusto or NEXT insurance invoices to Xero?

A: Not at this time.