Xero Payroll – How to Add and Post a Pay Run and Email Pay Slips

The first step in paying your employees in Xero payroll is to add a pay run. After that, you can post the pay run and finish by emailing payslips to your employees.

Check out our video tutorial where we use the Demo Company to demonstrate how to start a pay run, post the pay run and email payslips to the employees.

How to Add a Pay Run in Xero

To get to the right area of Xero payroll:

  1. Go to Settings → Payroll in the main menu.
  2. Click on the Pay employees tab.

In the demo company, you should see a history of pay runs that have been processed. Also, you should see at least one draft pay run. To start a new pay run, click on the + Add Pay Run button.

In the pop-up box that appears, you need to choose which pay period to use for your new pay run. Because there is already a draft pay run for the Fortnightly Calendar, you will not be able to start a new pay run for this pay calendar. Only one draft pay run can exist for each pay calendar at any time.

With this in mind, choose the Weekly Calendar from Select a pay period drop-down list. Click on Next when you are ready to proceed.

That’s all you need to do to start a pay run in Xero. On the next screen, you will see details of the pay run you just added.

How to Post a Pay Run in Xero

To post a pay run, it needs to be saved as a draft. To post a pay run, click anywhere on the row containing the Draft Pay Run information.

On the next screen containing the list of the employees included in the pay run, scroll to the bottom and click on the Post Pay Run button.

A pop-up box will appear asking if you are sure you want to post the pay run. If you are sure, click on Yes.

The pay run will now post. Click on the Cancel button to go back to the main Pay Runs screen. Here you should see that your pay run now appears in the Pay Run History.

That’s all you need to do to post a pay run in Xero payroll.

How to Send Payslips by Email in Xero

Once you have posted a pay run in Xero payroll, you can email the payslips to your employees.

Once you have a posted pay run ready to go, click anywhere on its row in the Pay Run History section.

On the next screen, click on the Pay Run Options button underneath the list of employees. Next, click on the Email Payslips option in the drop-down list.

A pop-up box will appear showing you a list of the employees who have been paid in this pay run and are set up to receive a payslip via email. If you do not want to email a payslip to any of the employees on the list, untick the checkbox next to their name.

Press the Email Payslips button to continue.

Once completed, a blue circle with a white tick should appear next to the names of the employees you emailed a payslip to from this pay run.

That is all you need to do to email payslips to your employees in Xero payroll. To return to the main Pay Runs section, hit the Cancel button.

If you would like to learn more about Xero, check out our comprehensive Xero Courses and our YouTube channel.

Disclaimer: Our articles and videos are here to inform you and the information provided does not constitute financial, taxation, legal, business or other professional advice and should not be relied upon as such. See our full disclaimer here.