Printing Paychecks in Xero

As of my last knowledge update in September 2021, Xero does not have a built-in feature for physically printing paper paychecks. Instead, Xero focuses on providing digital solutions for payroll processing, including electronic funds transfers and digital pay stubs (pay slips). This is in line with the trend of paperless payroll processing. However, you can still generate digital pay slips in Xero, which can be provided to employees electronically or printed if needed. Here’s how to generate digital pay slips in Xero:

1. Run Your Payroll:
   • Before you can generate pay slips, you need to run your payroll in Xero, calculate employee wages, deductions, and taxes, and finalize the pay run.
2. Generate Pay Slips:
   • After running payroll, Xero allows you to generate digital pay slips (also known as pay advices or pay statements) for your employees. Here’s how:
     • Log in to your Xero account.
     • Go to the “Payroll” or “Business” section.
     • Select “Pay Runs.”
     • Find the specific pay run for which you want to generate pay slips and click on it.
     • You’ll see a list of employees included in the pay run. To generate pay slips for all employees in the run, click the “Pay Slips” or “Pay Advice” button.
     • Xero will generate digital pay slips for each employee, detailing their earnings, deductions, taxes, and net pay for the pay period.
3. Review and Share Pay Slips:
   • Review the pay slips to ensure accuracy. Once you’re satisfied with the content, you can share them with your employees in one of the following ways:
     • Email: Send the pay slips to employees via email directly from Xero.
     • Employee Portals: If your employees have access to an employee portal within Xero, they can log in and view their pay slips online.
     • PDF Download: Download the pay slips as PDF files, which you can then print or share electronically.
4. Employee Access:
   • Encourage employees to access their pay slips electronically, either through email or an employee portal, to promote paperless payroll.
5. Print if Necessary:
   • If you still need physical copies of pay slips, you can print the downloaded PDFs using a printer.

Please note that the steps and features in Xero may have evolved since my last knowledge update in September 2021. Xero continually updates its platform, so it’s a good practice to refer to Xero’s official documentation or contact their support for the most current information and guidance on payroll processing and pay slip generation. Additionally, consider the legal and regulatory requirements in your region regarding the distribution of pay slips to employees, as some jurisdictions may require electronic delivery or specific record-keeping practices.

Xero, a versatile accounting software, streamlines financial management for small businesses, frequently in conjunction with a dedicated bookkeeper for small business owners.