Before
- 1Paper, PDF or Excel timesheets
- 2Payroll staff interpret every entry
- 3Hours and pay information are re-keyed
- 4Mistakes are checked by hand
- 5Data reaches payroll
TimePilot + Xero Payroll
Turn messy timesheets into Xero Payroll-ready data
TimePilot turns paper, PDF and spreadsheet timesheets into structured, review-ready data before it reaches payroll.
Early access · Product previews use sample data
A simpler hand-off
Stop re-keying timesheets into payroll
With TimePilot
- 1Paper, PDF or Excel timesheets
- 2TimePilot structures the data
- 3Exceptions are reviewed
- 4The Batch is approved
- 5Payroll-ready output is prepared
TimePilot and Xero Payroll
How TimePilot fits before Xero Payroll
The hand-off is explicit: collect what your workforce already uses, verify it in TimePilot, then move reviewed data into your existing payroll process.
- 01
Capture
Bring in scanned paper timesheets, PDFs, Excel workbooks or structured JSON. Emailed source documents can enter the same review path.
- 02
Structure
TimePilot turns each entry into structured Line items, preserving confidence and source references for fields that came from an image or PDF.
- 03
Verify
Resolve missing details, uncertain handwriting and employee matches while the original Source document remains visible beside the data.
- 04
Export and hand off
Approve eligible Line items and prepare a structured CSV, Excel or JSON output for your established Xero Payroll process. TimePilot does not currently send data directly to Xero.
Operational checks
What TimePilot puts in front of the reviewer
Each state is kept specific, so an uncertain value is not confused with an invalid one or an unresolved Employee.
- Employee detailsSurface entries that do not resolve to a known Employee.
- DurationsFlag invalid or unusual durations for an Administrator to assess.
- Start and finish timesKeep required times visible when one side of a shift is missing.
- Handwriting confidenceDirect uncertain extracted values to human review.
- Inconsistent entriesIdentify values that conflict with configured validation rules.
- Approval statusKeep submitted, approved and changes-requested states auditable.
Low-disruption change
Built for the payroll workflow you already have
Workers do not necessarily need another app. TimePilot sits between timesheet collection and payroll, where administrative work is concentrated.
- Paper timesheets
- PDF timesheets
- Excel spreadsheets
- Emailed timesheets
Xero Payroll details
A practical boundary, not an integration promise
Useful Xero Payroll preparation depends on your real employee records, pay setup and hand-off process.
Employee matching comes first
Names and identifiers from a Source document must be resolved to your Employee registry before the corresponding Line items are eligible for export. Unresolved employees can be held back without blocking eligible data.
Your payroll setup still matters
Earnings categories, pay items and import conventions vary between organisations. TimePilot prepares reviewed source data; mapping it to your Xero Payroll setup is a separate implementation step that must be confirmed for your workflow.
No direct Xero connection today
Direct payroll integrations are planned beyond the MVP. Early access uses structured file output and a controlled hand-off, so your team remains responsible for the final payroll import or entry process.
Questions, answered
What teams ask before changing the process
Straight answers about what TimePilot does today and where it fits.
Can TimePilot import paper timesheets into Xero?
TimePilot can extract and review data from scanned paper timesheets, then prepare structured output for your payroll hand-off. It does not currently import that data directly into Xero Payroll.
Can TimePilot read handwritten timesheets?
That is part of the intended workflow. TimePilot keeps confidence information with extracted fields so uncertain handwriting can be checked against the original before export.
Can I use existing Excel timesheets?
Yes. Structured Excel inputs can bypass vision extraction and enter the same validation, employee-matching, review and approval workflow.
Does TimePilot replace Xero Payroll?
No. Xero Payroll remains the downstream payroll system and system of record. TimePilot handles the operational work between timesheet collection and payroll hand-off.
Do employees need to install TimePilot?
Not necessarily. Employees can continue using the familiar paper, PDF, spreadsheet or emailed timesheet process chosen by their Company.
Can timesheets be reviewed before payroll?
Yes. Administrators can review Source documents beside extracted Line items, correct Exceptions and complete a configured approval step before export.
Does TimePilot integrate directly with Xero?
Not today. TimePilot currently prepares structured, reviewed data for a controlled hand-off. A native Xero integration must not be assumed.
A calmer path to payroll
Keep your timesheets. Lose the re-keying.
Modernise the work between timesheet collection and payroll without requiring a company-wide change in how people record time.
A better pay run starts here.
Tell us how timesheets reach payroll today. Help shape TimePilot, and be first to hear about early access.
- Keep your familiar timesheets
- Review what needs attention
- Stay in control of payroll