Integrating Dashpivot Timesheets with Xero helps reduce manual data entry, improve payroll consistency, and streamline timesheet management. Using Flowsite, approved timesheet data from Dashpivot workflow templates can be automatically transferred into Xero Timesheets.
This guide explains how the integration works, supported configurations, limitations, and best practices for managing Xero timesheets effectively.
Benefits of integrating Dashpivot Timesheets with Xero
Automated payroll workflows – Transfer approved timesheet data directly into Xero.
Reduced manual entry – Minimise payroll administration and data entry errors.
Improved payroll consistency – Standardise employee timesheet processing across projects and teams.
Flexible timesheet structures – Support individual and team-based timesheets.
Support for earnings categories – Map ordinary hours, overtime, allowances, and additional earnings categories into Xero.
General Features and Limitations
Workflow Templates Only - The integration is only supported for Dashpivot Workflow Templates. Other form types are currently not supported.
Earnings Rates - The available earnings rates are limited to those visible in the Xero Timesheets interface. If an earnings rate exists in Xero, it can be mapped within Flowsite.
Employee Names - Employee names in Dashpivot must exactly match employee names in Xero to avoid sync errors.
Example Error: Failed to fetch employees from XeroLeading and trailing spaces are ignored, but spelling and formatting must remain consistent.
Timesheet Tables - Only one timesheet table is supported per flow.
For workflows containing multiple tables:
Consolidate hours into one table, or
Create separate Flowsite flows per table
Form Revisions
If submitted timesheet data needs to be revised, the workflow approval column must be reverted and approved again.
This action creates a new Flowsite run.
Tracking Items
Tracking Items are optional but must be mapped within the same table as the timesheet data.
Supported Pay Cycles
Currently supported pay cycles include:
Weekly
Fortnightly
Monthly
Other pay cycles may result in Flowsite runs remaining in a pending status.
Note: Each employee in Xero may have different payroll calendars configured.
Multiple Timesheets in the Same Pay Period
If a timesheet already exists in Xero for the same pay period, the integration can either:
Overwrite the existing timesheet, or
Combine entries into the existing timesheet
Timesheet Types and Behaviour
The integration supports both individual and team-based timesheets across daily, weekly, fortnightly, and monthly frequencies.
Individual Timesheets
Individual timesheets are triggered when the form is signed.
Features include:
Daily and weekly entries can roll up into weekly, fortnightly, or monthly Xero timesheets.
Employee names can be mapped from:
The Created By field, or
A dropdown list field
For weekly timesheets, the date must be mapped within the same table as the timesheet data.
Team Timesheets
Team timesheets are also triggered when the form is signed.
Features include:
Daily and weekly entries are rolled up into employee-specific Xero timesheets.
Employee names must be mapped from a table column in the same table as the hours input.
Dropdown list fields are recommended to minimise spelling errors.
All employees included in the same team timesheet must share the same payroll calendar in Xero.
For weekly timesheets, the date must be mapped within the same table as the timesheet data.
Date Handling and Supported Formats
Dates are a critical part of the integration and support the following formats:
Plain Date Fields
Recommended for simplicity and reliability.
Template Configurations
Timezone-Aware Date Fields
Used when timezone-specific tracking is required.
Formula-Constructed Dates (for Tables)
Dates can also be created using formulas provided they follow ISO date formatting:
YYYY-MM-DDTHH:mm:ss.sssExample formula:
=TEXT([Reference cell], "YYYY-MM-DDTHH:mm:ss.sssZ")Hours Breakdown and Earnings Categories
Each Xero Earnings Category requires its own mapped table column within the same timesheet table.
Flowsite formulas can also be used to automatically calculate earnings category values where required.
Allowances are supported provided the table input is numeric.
Best Practices
Export employee names from Xero and upload them into a Dashpivot List to reduce matching errors.
Use plain date fields wherever possible.
Confirm overwrite settings before importing timesheets into Xero.
Ensure all employees in team timesheets use the same payroll calendar.
Keep all mapped timesheet fields within the same table structure.
Use dropdown lists for employee names and activity selections to improve consistency.