Question 1

UpSheets with BrightHR

Accepted Answer

How does it work?

UpSheets provides the ability to import your data from BrightHR and then upload it to Xero. Depending on your process, there may be a small amount of setup required, but for many users everything is ready to go.

The process is:

Run an report in BrightHR to export a CSV file with your data
Import the file into UpSheets
Validate the file to check everything is correct
Upload the data to Xero
Optionally approve timesheets and create pay runs from UpSheets

Please view the following video to see the process in action:

REGISTER FOR UPSHEETS

What can I upload?

The following BrightHR reports can used to upload data:

Blip Timesheet => Xero Timesheets
Absence Report => Xero Leave Requests

Earnings Rates

The options available for determining the earnings rate are selected when importing a file by selecting the Earnings Rate field:

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

Default Value

This setting will apply the selected value to the entire file.

To enable it, set the Earnings Rate field to the value you wish to default, such as Ordinary Hours. No earnings rate needs to be provided in the file and this value will be used for every line.

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/j7BDmSUNDe/default-er.png (default-er)

Employee Ordinary Earnings Rate

This setting will apply the Ordinary Earnings Rate set on the Employment tab for each employee.

To enable it, set the Earnings Rate field to Use default Earnings Rate for each Employee

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/3DQhTyz1ju/employee-er.png (employee-er)

Provided in the File

This setting indicates that a column in the file will be used to determine the earnings rate.

Typically the value would contain a value that matches an Earnings Rate in Xero. However, UpSheets also allows you to map any value in your file to an Earnings rate in Xero. Once created this mapping will be automatically applied. For example, the value Shift could be mapped to Ordinary Hours. Whenever the file has a type of Shift, Ordinary Hours would automatically be used instead.

To enable it, set the Earnings Rate field to File contains Earnings Rate

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/uDsX7dcHlf/file-er.png (file-er)

Smart Formulas

If you have a more complicated scenario or award that cannot be satisfied by the previous options - Smart Formulas can be used to determine the Earnings Rate based on the date, time of day. They also include in depth functionality to include allowances, minimum engagement, broken shifts and many other scenarios.

Read more information about Smart Formulas here

Question 2

File Formats for Timesheets, Leave and Adjustments (Australia)

Accepted Answer

Overview

UpSheets allows you to upload the following transactions to Xero:

Timesheets
Leave (Approved)
Adjustments (Payslips)
- Earnings
- Reimbursements
- Deductions
- Leave Accruals

Alternative Formats

This document describes the requirements with a single row for each employee/date/type/hours. A common alternative format contains multiple columns for each type (pay item/earnings rate). These can be imported directly by configuring your pay items.

You may include any/all of the supported transaction types in the same file. You just need to provide correct data in appropriate columns and select them when uploading. See File Formats for Combined Timesheets, Leave and Adjustments in a single file (Australia) for examples.

Selecting Options

After connecting to Xero, select the appropriate options on the Import CSV File screen:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/Cy2IwNTK8g/9.png (9.png)

Notes on file formats

Clicking the Download Sample button on the Import screen will download a file with your Xero data in it and is the easiest way to get started.
A header row is not required, but it will save you time as UpSheets matches the headings automatically where possible and saves you from selecting them individually.
The order of the columns in your file does not matter.
Extra columns will be ignored, but it is faster if they are removed.

PLEASE NOTE - IN ALL OF THE EXAMPLES, YOU MAY USE A SINGLE 'FULL_NAME' FIELD INSTEAD OF 'FIRST_NAME/LAST_NAME'

Calculation Type, Rate and Hours for Adjustment Types

The fields values that required in an upload file depend on the type of adjustment being uploaded as described in the table below.

All adjustments require the same file format and ALL fields must be included in the file, even if left blank. This enables you to upload multiple adjustment types in a single file and process them at once.

For example, the Hours column is required even when loading a deduction or reimbursement but the value should be left blank as per the table below. Likewise, Earnings still require the Calculation Type column, even though the value would be left blank.

PLEASE NOTE - IN ALL OF THE EXAMPLES, YOU MAY USE A SINGLE 'FULL_NAME' FIELD INSTEAD OF 'FIRST_NAME/LAST_NAME'

You may optionally provide a Start Time and End Time column instead of a single Hours column

For information on saving spreadsheets as CSV files see here

Question 3

Pricing Examples

Accepted Answer

What is a line?

Different transactions require different file formats to upload. A line represents a row in a csv file that is imported to UpSheets and uploaded to Xero.

For example: if you have 50 lines in your file, you will be billed for 50 lines when you upload the file, even though this may create a combination of timesheets/leave/payslip adjustments on payroll (or tasks/time for projects).

Below are some examples to show each type of transaction in detail.

Payroll

Timesheets

A timesheet line is a unique combination of employee/date/earnings rate/hours/tracking code (if using).

The file below will use 6 lines:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/Wr4bmdknUL/timesheet_lines.png (timesheet_lines)

And would appear in Xero as below:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/8hKlkH7PQE/timesheet.png (timesheet)

N.B. The Xero timesheet will look slightly different in NZ/UK versions.

Leave Requests

For leave, one line is used for each leave request (regardless of how many days it is).

The file below will use 3 lines:

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

And would appear in Xero as below:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/aCn9Bu4eaW/leave.png (leave)

Payslip Adjustments

For payslips, one line is used for each earnings, reimbursement, deduction, leave accrual line in the file.

The file below will use 3 lines:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/DaX7zNhWWW/payslip_lines.png (payslip_lines)

And would appear in Xero as below:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/f54tnAl2XP/payslip.png (payslip (1).png)

Projects

Tasks

For tasks, one line is used for task created.

The file below will use 3 lines:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/QLA0TTQyHh/task_lines.png (task_lines)

And would appear in Xero as below:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/bvi9cVVve4/tasks.png (tasks)

Time

For time, one line is used for each entry logged against a task.

The file below will use 3 lines:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/duUfjrIt34/time_lines.png (time_lines)

And would appear in Xero as below:

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/O5uTgvt5Mf/time.png (time)

How are Lines Billed?

At the end of each month, an invoice is generated using the Base and Usage component applicable to your subscription plan.

The Base component is fixed.

The Usage charge is variable and is calculated by multiplying the total lines uploaded in a period by the charge per line.

The invoice total will be:

Total = Base + Usage x Lines Uploaded

Example 1

Using the AUD-Basic plan:

Base = $10/month
Usage = $0.08/line

If you have 10 employees and your file has 25 lines per employee a total of 250 lines will be uploaded.

Your invoice would then be generated as follows:

Total = Base + Usage x Lines Uploaded

Total = $10 + $0.08 x 250

Total = $10 + $20

Total = $30

Example 2

Using the GBP-Standard plan:

Base = £10/month
Usage = £0.04/line

If you have 100 project tasks and 900 project time entries in your file, a total of 1000 lines will be uploaded.

Your invoice would then be generated as follows:

Total = Base + Usage x Lines Uploaded

Total = £10 + £0.04 x 1000

Total = £10 + £40

Total = £50

Question 4

Downloading a Sample File

Accepted Answer

To download a personalised sample file to import using UpSheets, you must first login and connect to Xero. This is required as UpSheets will generate a file for you using your own data from Xero. For generic file and file formats, please look here.

To download the file, just click the button labelled Download Sample File on the Import page.

Sample File

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/5n7k081jvW/6.png (Sample File)

After clicking the Download Sample File button, you will have the option of choosing Timesheets, Leave or both. If Timesheets is selected, you can optionally include Earnings Rates and Tracking codes in the file (please read the following if you need more information on Tracking Codes and Earnings Rates).

If you want to load Timesheets/Leave/Adjustments separately, just select one box at a time and download multiple samples. If you want to load multiple types in a single file, select those required and click Download.

Sample File Download

https://malcolm-en-gb.s3.eu-west-1.amazonaws.com/instances/j0x2GOjMS3/resources/uIoUfUr9rR/7.png (Sample File Download)

After clicking the Download button the CSV file will be saved to your default downloads directory. You can then view, edit and upload it.

Most users find that a personalised file is far easier to understand and allows them to get started faster and upload with fewer errors. If you would prefer to download a generic file or more information about file formats, please look LINK here.

Question 5

How does Upsheets work with Xero?

Accepted Answer

Process Flow

The following diagram illustrates the process and how UpSheets works after logging in and connecting to Xero.

Import a file to UpSheets containing Timesheets/Leave Applications.
Validate TimeSheets/Leave with data held in Xero.
Upload validated Timesheets and Leave Applications to Xero.
Approve Timesheets uploaded to Xero (optional).
Add Pay Runs in UpSheets to create them in Xero (optional).
Validate Adjustments contained in the file (Earnings, Reimbursements, Deductions, Leave Accruals).
Upload Adjustments to Payslips in Xero

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

Xero Data and Transactions

UpSheets requires a number of data elements from Xero in order to validate uploads.

Once data is validated UpSheets creates/updates timesheets, Leave Applications and optionally Pay Runs/Payslips in Xero.

UpSheets does not update or create any other data elements in Xero.

Question 6

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 7

What Transaction Types does UpSheets Support/Can I Upload?

Accepted Answer

UpSheets allows you to upload the following transactions to Xero:

Payroll

Australia and New Zealand:

Timesheets
Leave (Approved)
Adjustments (Payslips)
- Earnings
- Reimbursements
- Deductions
- Leave Accruals

United Kingdom:

Timesheets
Leave/Time Off (Approved)

These can be uploaded in separate files or combined into a single file depending on your needs.

Projects

All Countries

Project Tasks
Project Time