Question 1

Create a Mapping for Employee, Type or Tracking Code

Accepted Answer

When uploading a file you may see an error that has a link to Create a Mapping for an Employee, Type or Tracking Code.

This option enables you to map the value in your file to a valid value in Xero and will be applied to the current upload and any future uploads (until the mapping is edited or deleted).

Create a Mapping

To create a mapping simply click the link and select the desired value to map it:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/HhZb4wX1s7/map1.gif (map1)

Edit a Mapping

To edit a mapping simply click the mapped value, select a new value and click Save Mapping. The new mapping will be used for the current and all future uploads (or until the mapping is edited or deleted).

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/mtXMKtRHQb/map2.gif (map2)

Delete a Mapping

To delete a mapping simply click the mapped value and click Delete Mapping.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/5oe5RZKn3R/map3.gif (map3)

Download All Mappings

To download a file with all of your defined mappings, Click Manage from the Organisations screen and click Download Mappings.

Question 2

Restricting User Access

Accepted Answer

When adding an UpSheets user to your organisation, they have full access to all employees and functionality.

After adding them, it is possible to limit the following:

Creating Pay Runs
Approving Timesheets
Access to selected Employees

Manage Access

To manage user access, navigate to the Organisations screen:

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Click the Manage button next to the appropriate Organisation:

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You will then see any assigned employees and can update their access individually by clicking Manage Access:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/Kzo8V3hUs4/manage%20access.png (manage access)

The Manage Access screen allows you to control the options the user has and which Employees they have access to. By default, all actions and employees are enabled. To restrict creating pay runs or timesheet approval, simply deselect the options.

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To restrict access to specific employees, select those that the user should have access to from the dropdown. Those employees listed are the only ones that the user will be able to validate and upload data for. Any new employees will need to be added explicitly before they will have access.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/LbwGXLiL4z/manage%20access%20employee.png (manage access employee)

To restore full access simply click clear all to reset the default options.

Question 3

Adding/Removing Users from Your Xero Organisation

Accepted Answer

If you have added your Xero organisation via the Connect/Add Organisation, you are able to administer the access of other users.

Adding a User

To Add a User, click Manage, or select Organisations from the drop-down menu.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/ph7Pd6uWRM/15.png (15.png)

Click Manage on the Organisation you wish to manage.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/qo3cxPiXNB/17.png (17.png)

Select Add User, enter an email address and then click Add User.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/P7xuZXkm4C/18.png (18.png)

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Restricting User Access

User access can be restricted to specific employees along with the ability to create pay runs and approve timesheets - click here for more details.

Removing a User

To Remove a user, click the Remove button and click OK to confirm your choice. If you wish to add the user again, you can do so using the above process.

Question 4

How do I get copies of my invoices?

Accepted Answer

Downloading Invoices

You can download your invoices at any time. To do so, simply navigate to your account and click View Invoices. From here you can view and download invoices and receipts as pdf files for your records.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/xdJXK1vQyx/view_invoices.png (view_invoices)

Receiving Invoices by Email

Invoices can also be sent to an email address automatically when they are created. To enable this, go to your settings and add an email address to the Email New Invoices to field and save your changes.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/5nWjQFoPSW/email_invoices.png (email_invoices)

Note: This invoice email address may be a different address to the one you use to log in to UpSheets.

Question 5

Why can't I upload Payslip Adjustments in the UK?

Accepted Answer

Good question.

The short answer is that we don't know why this isn't allowed. Xero have not currently enabled this functionality for UK users. This means no apps can upload payslip adjustments to Xero.

Australian and New Zealand (which has an almost identical API) users have this functoinality enabled, so we would very much like Xero to turn it on for users in the UK.

The fastest way to make this happen is to let Xero know directly or by voting at the link below (Xero use this to determine development priorities).

Please click here to vote

Question 6

Connect multiple Xero Organisations to UpSheets

Accepted Answer

Organisations

You can connect multiple Xero Organisations to a single UpSheets account.

To do so, simply select Organisations from the menu and click the Add Organisation button (see here for detailed steps)

You may also assign users to each organisation to give them access.

Billing

While there are no charges for adding additional organisations or users to your account, the usage for both will be added to your subscription for invoicing.

If you require separate invoices/accounts for each of your organisations, then you are required to create a different upsheets account and subscription for each one.

Question 7

Do you give a discount for non-profits?

Accepted Answer

Get 25% off UpSheets for your non-profit or charity.

If you meet Xero's criteria, we will give you the same discount.

To claim your discount simply contact us and attach a copy of your Xero invoice showing your discount.

Refunds are not given for past invoices. Discount will apply from the start of your next billing period after we confirm your status.

Question 8

Is it safe to connect to Xero / Can you see my password?

Accepted Answer

UpSheets connects to Xero using OAuth, which requires you to login to your Xero account and approve the connection.

UpSheets does not see, or store your Xero login details and has no access to your Xero account after you have finished using it.

After clicking connect - You can verify that you are indeed logging into Xero by looking at the address in your browser when you are redirected to login - it will be on the xero.com domain:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/JRU9qS1Jee/secure.png (secure)

All data transmitted between you, UpSheets and Xero is secured using industry standard HTTPS/TLS encryption.

Question 9

How much does UpSheets Cost?

Accepted Answer

Base Fee + Usage Charges

UpSheets is charged based on a base fee plus monthly usage.

We have implemented this system because it:

is simple and transparent;
allows access to a range of the features, yet only pay for what you use;
doesn't penalise users with many part-time employees; and
removes the need to distinguish between users on different pay cycles (weekly, vs fortnightly, vs monthly etc)
reduces the total cost the more the system is used.

What does UpSheets Cost?

Upsheets offers a range of plans depending on your location, needs and usage.

VIEW PLANS AND PRICING

All uploaded lines are charged equally regardless of type (timesheet, leave or adjustment)

updates to uploaded lines and not changed if they have the same employee/period/earnings/tracking (e.g. if you change the hours on a timesheet line several times, you will not be charged for subsequent uploads)
lines in error are not uploaded and so are not charged
there is no charge for validating, approving timesheets or creating pay runs
UpSheets will always be FREE to use with Xero Demo Organisations, so you can test as much as you like

When will I be charged?

You will need to enter your credit card details when you choose a plan.

Your UpSheets account will accrue charges each time you upload files. Your credit card will then be charged for usage on the monthly anniversary of your free trial ending. So, if free trial ends on the 15 March, you will be billed on 15 April for any usage between those two dates.

If you do not upload any data in a monthly period, you will only be charged the base fee.

Free Trial Periods

Occasionally, we may offer free trial periods. If you qualify for a free trial, you will not be charged for using UpSheets during that period.

Free trials are per Xero organisation, not per user. If another account is created and the same organisation added, a free trial will not be available to use for that organisation.

You may upload data to multiple organisations during the original free trial period at no cost, so long as the organisations have not been connected to UpSheets before.

The trial period will begin when the user account is created and adding additional Xero organisations will not extend the length of the original trial, even if they have not been connected before.

Multiple Users

If you grant additional users access to your Xero organisation, their usage will be charged to your account. You will be able to see their activity at any time and can grant/revoke access at any time.

If multiple users update the same timesheet line, only the first/original upload will be charged, even if it was made by a different user.

Credit Cards

No credit card is required to try UpSheets on a free trial, but a credit card is required to continue using it after any such period.

UpSheets uses a third party payment provider to process credit cards. UpSheets does not have visibility of, nor store any sensitive credit card information.

Question 10

WorkflowMax Integration

Accepted Answer

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UpSheets has been designed to make it easy for WorkflowMax users to export their data and upload it to Xero Payroll.

See more about the integration and watch How-To videos

To get started:

Register for an UpSheets account

Enter your details, make sure WorkflowMax is selected as the partner app, and click Register to create your account. You will then receive a verification message via email.
Click the link in the email to complete your registration.

Connect to Xero

In order to upload WorkflowMax timesheet data to Xero payroll, we first need to connect UpSheets to Xero.
Just click connect, then click Allow Access to approve the connection.

Download CSV from WorkflowMax

In order to upload WorkflowMax timesheet data to Xero payroll, we first need to connect UpSheets to Xero.
To download your CSV file from WorkflowMax go to Reports > Report Builder > Sample Reports
Select the report named ‘Timesheets - UpSheets Pay Run Import’.
Check your date filters to match your current pay period and export the report to a CSV file.

Import CSV File to UpSheets

Select the file you exported from WorkflowMax.
The Timesheets and Leave options will default.
Click to import the data from your file to UpSheets.

Validate Your File With Xero

The validate screen allows you to see your data and match the column headings. As your file has come from WorkflowMax, your data will all be + matched automatically.
Click to validate your data with Xero

Review and Map your Data

Verify that all your pays are already pre-populated to the correct pay codes.
The first time you use UpSheets, you may need to map some employee and pay data with what is set up in Xero. These mappings will then be applied to future uploads (or until modified or deleted).

Upload Your Data

To upload the validated and mapped data to Xero. Just click upload, review any messages and click again to upload the data to Xero.

Approve Timesheets and Add Pay runs

If you have uploaded draft timesheets you can click the button and approve them all - This will allow them to be automatically linked to a pay run in Xero.
In just a couple of clicks, you can also select and create any required pay runs in Xero, all without leaving UpSheets.