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

Go to the services setup page

  1. Navigate to Maintenance in the main menu.
  2. Click Services.
  3. At the bottom of the page, you’ll see a list of all services your organisation provides.
2

Select a service

  1. Click on any service in the bottom table.
  2. The details for that service will populate in the top section.
  3. You’ll also see the pay level labels you configured earlier in Settings → Finance → Pay Levels.
3

Understand how payroll codes work

Visualcare exports payroll to Xero by matching two things:
  • The worker’s Pay Rate Level
  • The Payroll Code assigned to that service for that level
For example, if a worker set to Casual Level 1, Pay Point 3 is rostered to Weekday Daytime, three hours of work will be exported to the payroll code you’ve set for that level (e.g., Ordinary Hours).
Visualcare exports hours, not pay rates. Pay rates remain managed directly in Xero.
4

Add payroll codes for each pay level

To ensure payroll exports successfully:
  1. For every service, review the list of pay levels shown.
  2. Make sure each pay level your organisation uses has a payroll code selected.
  3. The payroll code must match the corresponding Pay Item set up in Xero.
5

Avoid export errors

If a worker is rostered at a pay level that does not have a payroll code set for that service, you will see the error:
“No Service Payroll Code”
To fix this:
  1. Return to Maintenance → Services.
  2. Select the service.
  3. Add the missing payroll code for the relevant pay level.
  4. Save your changes.
Once the payroll code is entered, the export will process correctly.