Xero Payroll - How to Add and Approve a Timesheet

Jun 21, 2021

How to Add a Timesheet in Xero Payroll

In this tutorial, we will add a timesheet for an employee in Xero' demo company. 

First, navigate to Payroll → Timesheets in the main menu. Next, click on the + Add Timesheet button above the list of existing employee timesheets.

In the pop-up box that appears, do the following:

  • Employee: choose Lebron James.
  • Period: choose any period that you can.
  • Click on Save when ready.

In the next screen, we need to populate Lebron’s timesheet with the hours he worked and the pay rate that applies to those hours. For this exercise, do the following:

  • Earnings Rate: choose Ordinary Hours.
  • Hours: add whatever hours you like to each day.

Once populated, you can do any one of the following to this timesheet by clicking on the appropriate button at the bottom of the screen:

  • Delete it.
  • Save it as a draft.
  • Approve it.
  • Cancel it.

For this exercise, we will approve the timesheet. Click on the Approve button once you are happy with the timesheet. Once the timesheet has been approved, the screen will change and present a few different options:

  • Save as template.
  • Revert to Draft.
  • Close.

As we are happy with Lebron’s timesheet we will click on the Close button. You should now be taken back to the timesheet list. Here you should see Lebron’s timesheet at the top of the list.

How to Approve a Timesheet in Xero Payroll

When your employees submit timesheets in Xero payroll, you must approve them before they can get paid. In this tutorial, we will approve a timesheet created by an employee in Xero’s demo company.

Timesheets in Xero Payroll

To get to the timesheets section of Xero, go to Payroll → Timesheets in the main menu.

In Xero, you can only approve timesheets that are saved as drafts. If you haven't already done so, create a timsesheet and save it as a draft rather than approving it.

Once you have done this, you should see a draft timesheet for Lebron James in the main timesheets screen.

From here, there are two ways you can approve his draft timesheet. The first way is to tick the checkbox for Lebron’s timesheet and click on the Approve button.

The second way is to click on the row of Lebron’s timesheet and approve it on the next screen by clicking on the Approve button.

You will then need to click on Close to return to the main timesheets screen.

That’s all you need to do to approve an employee’s timesheet in Xero payroll. Now, on the list of timesheets, you should see that Lebron’s timesheet has been approved.