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# Exporting Payroll journal to Xero/Sage

# **Accounting Integration**
The **Accounting** section allows you to connect your payroll data to external accounting software. Freepayroll currently supports integrations with **Xero** and **Sage**, enabling you to export your **Payroll Journal** directly from the system.

### **Start a New Submission**
1. Go to **‘Reports’** in the left-hand menu.
2. Click '**Payroll Journal**'
3. Click on the '**Integration**' tab, then in **‘New Submission’**.
4. A modal will appear displaying both integrations: **Sage on the left** and **Xero on the right**.
![You must click here to access our Accounting Integration Interface](https://storage.crisp.chat/users/helpdesk/website/-/1/7/f/a/17fa4f20d52a0f00/pathtoaccouting_17qjof6.png =900x430)
![Here, click on 'Integration' and, once you're ready you can click in New Submission to create a new one or, if you already have others submissons, you can see them here.](https://storage.crisp.chat/users/helpdesk/website/-/1/7/f/a/17fa4f20d52a0f00/payrolljournalnewsubmissiom_1dhqies.png =900x440)


![A modal will appear displaying both integrations: Sage on the left and Xero on the right.](https://storage.crisp.chat/users/helpdesk/website/-/1/7/f/a/17fa4f20d52a0f00/choosetheprovider_18p8gok.png =900x386)
# **Xero Integration**

### **Connect to Xero**
1. Click **Xero** on the right side of the modal.
2. Enter your **Xero login credentials**.
3. Grant permission for Freepayroll to access your Xero organisation.
4. Once connected, you will be asked to:
5. **Select the pay run dates** you wish to export.
6. Choose whether to export the journal: 
* For each employee individually
* As a single journal for all employees
1. Select the Tax Rate to be used in Xero

![Here we're using a demo account to show you all the possibilities with Xero](https://storage.crisp.chat/users/helpdesk/website/-/1/7/f/a/17fa4f20d52a0f00/xero_kirgrl.png =900x402)

### **Nominal Ledger Mapping Page**
After clicking *Continue*, you will be taken to the **Nominal Ledger Mapping** screen.
### **What is Item Mapping? **
Item mapping is the process of assigning each payroll component (e.g., Gross Wages, PAYE, NICs) to the correct **nominal account** in your accounting system.
This ensures your exported journal is posted accurately in Xero.
**Below is a short, formal description for each field exactly as seen in the interface.**

![Nominal Ledger Mapping](https://storage.crisp.chat/users/helpdesk/website/-/1/7/f/a/17fa4f20d52a0f00/mappingitems_umcboj.png =900x439)
# Debits
### **Gross Wages**
The total gross pay before any deductions. This is normally posted to a wages or salary expense account.
### **Employer NI Contribution**
The employer’s National Insurance liability. This is usually recorded as an employer cost or statutory contribution expense.
### **Employer Pension**
The employer’s pension contribution for the period. Mapped to a pension expense or employer contribution account.

# Credits
### **PAYE**
The amount deducted from employees’ wages for income tax (PAYE). This is normally mapped to a tax liability account.
### **Total NICs**
Employee National Insurance contributions deducted through payroll. Posted to an NI liability account.
### **Student/Postgraduate Loans Deductions**
Amounts deducted from employees’ wages for student or postgraduate loans. These are normally mapped to a loan repayment liability account.
### **Total Pension Contribution**
The pension contributions deducted from employees (employee share). Usually mapped to a pension liability account.
### **Net Wages**
The total amount payable to employees after all deductions. This is posted to a wages payable or net wages liability account.

### Advanced Mapping Options
Clicking **Advanced** allows you to define conditions for each payroll item.
For example, under **Gross Wages**, you may specify:
* Whether the employee *is* or *is not* a company director
* Whether the mapping applies only when a particular **pay item**, **rate**, or **pay type** is used
* The specific **nominal account** the item should be mapped to when these conditions are met
**This feature provides flexibility for organisations with more complex accounting structures or multiple wage types.**

![You must click on the Plus Button](https://storage.crisp.chat/users/helpdesk/website/-/1/7/f/a/17fa4f20d52a0f00/advanced_18pm5s1.png =500x494)

![For example, under Gross Wages, you may specify:  Whether the employee is or is not a company director](https://storage.crisp.chat/users/helpdesk/website/-/1/7/f/a/17fa4f20d52a0f00/modalplusblue_tgu89a.png =500x492)

![Once you add the information and click Save, it will show up below the Field](https://storage.crisp.chat/users/helpdesk/website/-/1/7/f/a/17fa4f20d52a0f00/example_m65i2r.png =500x962)

![](https://storage.crisp.chat/users/helpdesk/website/-/1/7/f/a/17fa4f20d52a0f00/textbelow_1clzi5a.png =500x362)

### Review Journal Export
Once you complete all mappings and proceed, a journal preview modal will appear.
This modal includes:
* **Date** of each payroll item
* **Description**
* **Nominal account used**
* **Debit amount**
* **Credit amount**

![As shown in your screenshot example with Gross Wages, Employer Pension, PAYE, NIC, Pension, Net Wages, etc](https://storage.crisp.chat/users/helpdesk/website/-/1/7/f/a/17fa4f20d52a0f00/sendtoxero_6zwym9.png =600x401)
### Sending the Journal to Xero
After reviewing your journal:
**A final modal will appear asking you to “Send to Xero”.**
Once confirmed, the payroll journal is exported directly to your Xero organisation.

![And it's done!](https://storage.crisp.chat/users/helpdesk/website/-/1/7/f/a/17fa4f20d52a0f00/succesfullysent_rpypw6.png =600x391)