Xero Accounting and KarbonPay

Getting started with Xero

KarbonPay currently supports integration with Xero. With Xero integration you will have the ability to import your chart of accounts to the KarbonPay platform and to specify mappings from KarbonPay’s accounts to your accounts in Xero.


After you have enabled the integration with Xero, you will find a link on the completed Pay Runs screen for easy posting of completed pay runs to Xero. When clicking on the link, a small window will appear prompting you to import your chart of accounts.

Before you can integrate with KarbonPay, you will need to confirm that your Xero account is correctly configured in order to be able to map accounts. You will need to create specific accounts in Xero to be mapped to KarbonPay. Once this has been completed in Xero you can proceed with the Xero integration.

Step One


The first step on KarbonPay is to tell it you would like to integrate Xero. To do this you go to Settings > Accounting > Accounting Integration, as shown below.

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Click the dropdown menu shown and select one of the following options:


Xero via Journal


Xero via Journal will post net pay to an account as a manual journal.


Xero via Bill


Xero via Bill will create a salary bill / invoice that you have to pay. It won’t post the net pay but instead calculates the balancing amount. With this option, you are able to post your ZAR payroll to a bank account that is in another currency e.g. USD or GBP.

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Click "Update Xero Chart of Accounts" in order to pull your Xero data into KarbonPay


Step Two


Xero will ask you to login to your Xero account in order grant KarbonPay access to your accounting data. Click "Continue" in order to proceed.

Once complete, Xero will return you to KarbonPay where you will see that your Chart of Accounts is now in KarbonPay. You can now map your Chart of Accounts according to your preferences.

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Step Three


Once the mapping has been completed you are ready for the final step which is submitting your pay run details to Xero. The first thing you will need to do is click on Run Payroll and then you need to click on the completed tab. On the completed pay run screen you will see all your completed pay run and a column called Accounting. To submit the pay run details, you will need to click on the Xero icon for the relevant pay run period. When you click on the icon a small screen will pop up confirming what will be submitted. When clicking on the save button it will submit the data to Xero.


Xero FAQs

Can I resubmit my data to Xero? I made a mistake.

Yes you can, please email us at support@karbonpay.com and we can assist you.

Why is an account not pulling through to Xero?

Please check that the Xero mapping has been configured correctly under Setting > Accounting > Accounting Integration.

How do I revoke KarbonPay access to Xero?

If you would like to stop sharing your data with KarbonPay you can do this through your Xero account.