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Watch the video walkthrough, then follow the steps below.
1

Configure pay levels

Pay levels are labels used to help you identify each worker’s pay classification. They do not affect calculations - they are purely descriptive.
  1. Go to Settings
  2. Select Settings again
  3. Scroll to the Finance section
  4. Scroll to the bottom of the page and locate Pay Levels
You will see pay levels labeled generically as R1, R2, R3, and so on (up to 48 levels).Add descriptive labels
  1. Click Edit on a pay level
  2. Enter a meaningful label such as:
    • CAS Level 1 - Pay Point 3
    • CAS Level 2 - Pay Point 1
  3. Click Save
This makes it much easier later when assigning pay levels to workers.
2

Assign pay rate levels to workers

  1. Go to Workers → Profile
  2. Open a worker’s profile
  3. Navigate to the Finance tab
Set the pay rate level
  1. Click Update Pay Levels and Rates
  2. Select the correct pay level using the descriptive labels you created
  3. Choose a From Date (must be before today)
  4. Click Update
This updates all future rates for that worker from the chosen date onward.
3

Map workers to Xero using the accounting code

The Accounting Code connects Visualcare workers to Xero for payroll export. Anywhere you see Accounting Code in Visualcare, think of it as a mapping code to Xero.
  1. In the worker’s Finance tab, scroll to the bottom
  2. Open the Accounting Code dropdown
  3. Select the correct Xero record:
    • Employees → mapped to Xero Employees
    • Suppliers → mapped to Xero Contractors (Contacts)
  4. Choose the matching Xero name
  5. Click Save
4

Sync workers from Xero (if needed)

If a worker was created in Xero but is not appearing in the Accounting Code dropdown:
  1. Click Sync Code from Xero
  2. Visualcare will import any newly created employees or suppliers
  3. Re-open the Accounting Code dropdown - the worker should now appear