> ## Documentation Index
> Fetch the complete documentation index at: https://support.visualcare.com.au/llms.txt
> Use this file to discover all available pages before exploring further.
# KeyPay integration
> How to connect Visualcare to KeyPay for payroll export, sync employees and pay items, and export timesheets
Visualcare integrates with KeyPay to export worker payroll information for a selected period on demand. Once connected, you sync employees and pay items between the two systems and export timesheets directly from VCore.
## Linking VCore to KeyPay
Click the settings cog and go to **Settings** → **Data Export**.
Select **XERO2 / KeyPay** in the drop-down for **Timesheet Export**.
Click **KeyPay Connection**, enter your **API Key** in the pop-up, and click **Connect**.
The KeyPay API key is found in your KeyPay software.
Once connected, under **Settings** → **Data Export**, scroll to the **KeyPay** section and click **Sync Employees**, **Sync KeyPay Pay Items**, **Sync Tax Rates**, and **Sync Expense Categories**. This brings across your data from KeyPay.
Under **Settings** → **Data Export** → **KEYPAY**, additional customisation settings are available for the KeyPay integration.
This section only appears once the KeyPay connection has been established.
## Export to KeyPay
Once timesheets have been confirmed and you're ready to export data into KeyPay, follow these steps:
Go to **Timesheets** → **Data Export**.
Select the period to export and click **Reload**.
Apply any required column filters and tick to select all items.
Go to **Export timesheets** and select **Export to KeyPay**.
A summary window opens and highlights any items that won't export successfully. Select **Process Export** to send payroll data to KeyPay.
## Setting up worker accounting codes
Before your first export, you need to link each Visualcare worker to their matching employee record in KeyPay.
Go to **Workers** → **Profile** and open a worker's record.
Click the **Finance** tab, scroll to the bottom, and find the **Accounting Code** field. Click the drop-down. This lists all employees synced from KeyPay. Select the matching employee name and click **Save**.
Complete this for every active worker before running your first export.
Any worker without an accounting code set returns an "invalid worker accounting code" error at export time. If you see this error, click the hyperlink on the error message. It takes you directly to that worker's profile to fix it.
This mapping is permanent and doesn't need to be redone each pay run. You only need to update it if an employee record changes in KeyPay in a way that breaks the link.
## Configuring work types and allowances
### Set allowance codes for services with special conditions
Some services, such as sleepover shifts, need to be tagged with a KeyPay work type so the correct award conditions apply on export.
Go to **Settings** → **Data Export**, scroll to the KeyPay section, and click the blue arrow next to **KeyPay Work Types**. Locate the relevant work type and copy its **External ID**.
Go to **Maintenance** → **Services**, open the relevant service, paste the External ID into the **Allowance Code** field, and click **Save**.
This is a one-time setup per service. Check which of your services have special award conditions. For most providers this applies to sleepover shifts.
### Set the kilometre pay code
If your workers are paid for kilometres travelled, you need to set a pay code so kilometre data exports correctly.
Go to **Settings** → **Finance**.
Find the **Kilometre** section and paste the External ID for the kilometre allowance work type from KeyPay into the **Pay Code (KM)** field.
To find the kilometre allowance External ID, go to **Data Export** → **KeyPay Work Types** and search for "kilometre".
If your organisation pays workers for kilometres between shifts (provider travel), set the pay code for that as well.
| Setting | Options | What it means |
| ----------------- | ----------------------------------------------------- | ----------------------------------------------------------------------------------------------- |
| KM between shifts | No charge but pay / Charge and pay / No charge no pay | Whether to bill the participant and/or pay the worker for kilometres between shifts |
| Travel time | Leave blank (most common) | Travel time is treated as regular time worked with the applicable pay rate for the day and time |
Kilometres export as a separate step to timesheets. After exporting timesheets, go back and run **Export KM to KeyPay** as a second export. This step is easy to miss.
## Timesheet approval preference
On the **Data Export** page, there's a setting for whether timesheets arrive in KeyPay as **draft** or **auto-approved**.
Starting with **draft** is the safer option. Once you've confirmed the data looks correct across a few pay runs, you can switch to auto-approve if you prefer. This setting only affects how timesheets land in KeyPay. It doesn't trigger a pay run automatically.
## Location tagging (optional)
KeyPay locations let you tag payroll data by participant or area, which helps with cost tracking in your payroll reports. This is optional. Only configure it if you want cost tracking by location.
When exporting timesheets, Visualcare tags each shift with a location value pulled from a field on the roster. The available mapping options are:
| Visualcare field | Use when |
| --------------------------------------------------- | -------------------------------------------------------------------------------------------- |
| Agreement Area / Location Area | Timesheets are tracked by area listed in the agreement area or location area |
| Agreement Reference 1 | Reference 1 on client agreements is used for cost tracking |
| Client Area Reference 1 / Location Area Reference 1 | The text in the agreement or location area field needs to differ from what appears in KeyPay |
| Roster Category Reference 1 | Shifts are tagged by roster category |
| Service Reference 1 | Shifts are tagged by service reference 1 |
The text in the Visualcare field must exactly match the corresponding location name in KeyPay. For example, if the KeyPay location is called "North Coast", the value in the mapped Visualcare field also needs to be "North Coast". If these don't match, the location won't flow through on export.
To set up location tagging:
1. Go to **Settings** → **Data Export**
2. Scroll to the **KeyPay** section and find the **KeyPay Locations** drop-down
3. Select the Visualcare field that best matches how your locations are structured in KeyPay
## Sync items
The table below shows which worker-related fields in VCore flow into matched fields in KeyPay. Items highlighted in pink are mandatory.
## Running into issues?
See [Integration troubleshooting](/troubleshooting/integration-issues) for common errors and fixes.
## Related articles
Connect Visualcare to Xero for invoice and payroll export
How to export timesheets and payroll data from Visualcare
Set up and manage payroll data sync