For Australian SMEs running Employment Hero

Employment Hero Integration and Automation (No More Double Entry)

You run Employment Hero for HR and payroll, and it does that job well. The problem is everything around it: the same employee details get re-typed into your accounting system, your CRM, your rosters and a pile of spreadsheets, and the moment one changes, the rest fall out of step. The platform is fine. The wiring between it and the rest of your business is what eats your admin time.

We build the two-way integration between Employment Hero and the systems you already run, then automate the workflows around it, so a record entered once stays in sync everywhere, the admin disappears, and nothing falls through the cracks.

Book a Integration Call (03) 9003 0111

Realistic ROI

5 to 12 hours per week

Admin returned to your team

Less re-keying between Employment Hero and your other systems

Fewer errors

Enter once, synced everywhere

A record entered once stops drifting out of step across systems

One source of truth

Employee data stays consistent

HR, payroll, accounting and rosters agree on the same details

2 to 6 weeks

From kickoff to live

Phased build, sandbox tested, with a parallel run before cutover

Why Automate Around Employment Hero With Yes AI

Employment Hero is your employee master, your onboarding, and, through its payroll engine, your Single Touch Payroll reporting to the ATO. The trouble is the same starter details, bank changes and approved hours still get re-typed into Xero or MYOB, your roster and a stack of spreadsheets. Here are four reasons a properly connected Employment Hero hands hours back where manual exports and re-keying quietly swallow them.

We map your real workflows first

We do not lead with a connector. We sit with your team and trace how a record actually travels: a new starter keyed into the Employment Hero HR platform, their details re-entered in the payroll engine, then again in accounting and the roster, and a bank change made in one place that never reaches the next pay run. The build is shaped around those real gaps, which is why it holds up once it is live.

Built around how your business runs

No two SMEs configure Employment Hero the same way. Different awards and pay conditions in the payroll engine, super paid out through Beam, their own cost centres and work locations, and a different mix of Xero or MYOB, Deputy and a CRM sitting around it. We tune the syncs to your pay categories, locations and chart of accounts, and to your approval rules, so the automation fits your setup rather than forcing you to reshape it to suit a tool.

Australian-based and privacy-first

Employment Hero holds about the most sensitive data a business keeps: tax file numbers, super fund details, bank accounts and STP data reported to the ATO. We are Australian-based, we keep the work here, and we design to the Australian Privacy Principles. Data moves only between systems you control, over secure connections, and every synced field is documented so you know exactly what leaves Employment Hero and where it lands.

We own the whole build, end to end

You get one partner for all of it: discovery, field mapping, the two-way integration across the HR platform and the payroll engine, the automated flows, testing and support. No half-finished connector handed over with your best wishes. We build it, prove it against a parallel pay run, train the people who use it, and stay on to handle new pay rules, new systems and new reports as you grow.

How the Employment Hero Integration and Automation Works

Six things we wire up so employee, timesheet and payroll data moves on its own between Employment Hero and the rest of your stack, and the admin stops.

Records in step

Two-way record sync

New starters, employee detail changes, leave balances and finalised pay data flow both ways between Employment Hero and your accounting, CRM and rostering, so a bank or address change made once updates everywhere it is needed instead of quietly going stale in the systems nobody thought to open.

Enter once

No more double entry

A starter entered once in the Employment Hero HR platform is created wherever they belong: a mailbox and login in Google Workspace or Microsoft 365, a contact in Xero or MYOB, and a profile on the roster. Your team stops typing the same name, address, TFN, super and bank details into four separate systems by hand.

Nothing forgotten

Document and notification flows

Onboarding paperwork, contracts, policy sign-offs and approvals fire at the right step, and the Swag app prompts the new starter to complete their own details. Managers and payroll get the nudge they need, so nothing sits waiting on someone remembering to chase it.

Dashboards live

Live people and payroll dashboards

Headcount, leave liability, payroll cost by cost centre and turnover refresh on their own from Employment Hero and your accounting ledger, so the numbers are current when the board or the payroll meeting starts, not rebuilt in a spreadsheet the night before.

Caught early

Exception alerts

A missing super fund, an incomplete TFN declaration or bank detail, a timesheet not approved before the pay run closes, or a licence about to expire is flagged early, while there is still time to fix it, rather than surfacing after pay has been finalised and reported through STP.

Runs on time

Scheduled background jobs

Nightly syncs, pay-run preparation and roster imports run to a schedule in AEST, so approved hours, employee changes and journal postings are already reconciled each morning without anyone remembering to press a button.

What the Integration and Automation Handles

Task	Traditional	With Yes AI	Notes
A new employee starts	Details typed into Employment Hero, then again into accounting, email and the roster	Entered once in Employment Hero, created everywhere it is needed	New starter flows to Xero or MYOB, Google Workspace or Microsoft 365, and your rostering tool.
An employee changes bank or address details	Updated in one system, stale in the others until someone notices	Updated once and synced across the connected systems	Payroll, accounting and records stay consistent. Sensitive fields handled securely.
Approved timesheets need to reach payroll	Hours re-keyed, or exported and imported by hand every pay run	Approved hours flow into the pay run automatically	Works with Deputy or your rostering system. Exceptions flagged before pay is processed.
Payroll journal into the accounts	Someone re-enters wages, PAYG and super into the ledger	Each pay run posts to accounting automatically	Correct accounts, GST and super, into Xero, MYOB or QuickBooks.
Leadership wants headcount and leave numbers	Exported to a spreadsheet and reformatted every month	A dashboard that is already current	Headcount, leave liability, payroll cost and turnover refresh on their own.
An employee leaves	Access and records updated in some systems, missed in others	Offboarding runs as one automated checklist	Final pay prompts, access removal and record archiving triggered together, nothing forgotten.

How We Keep It Safe and Reliable

Working within Employment Hero API limits

Employment Hero exposes its HR platform and its payroll engine through connection points that are rate limited and page large data sets. We pace and batch the sync sensibly, move deltas rather than everything every time, and schedule the heavy jobs off-peak, so it runs reliably alongside the people working in Employment Hero all day and never slows the platform down for them.

Field mapping and data hygiene come first

A payroll sync is only as trustworthy as the data beneath it. We agree exactly which field maps to which, line pay categories, super funds, cost centres and work locations up against your accounting chart of accounts, standardise names, dates, states and employment types, and clean up the mismatches before anything flows automatically, so the integration reinforces good data rather than spreading bad data faster.

One source of truth for every field

The HR platform, the payroll engine and your accounting system can each hold a version of the same employee, which is exactly how overwrites and sync loops start. At design we decide which system owns which field: Employment Hero owns employee and pay details, the roster owns the hours actually worked, and accounting owns the ledger, so every record reconciles to one agreed truth instead of three copies fighting each other.

Privacy Act 1988 and the Australian Privacy Principles

Employment Hero records carry highly sensitive personal information: tax file numbers, super, bank accounts, and STP data reported to the ATO. Data moves only between systems you control, over secure connections, we document exactly which fields sync and why, keep the work Australian-based, and align the design with the Privacy Act 1988, the Australian Privacy Principles and your obligations as an employer.

Sandbox testing and a parallel run before cutover

Nothing touches a live pay run blind. We build and test against a demo environment or a safe subset of employees, then run the automation in parallel with your current process across a pay cycle or two, so you can line the outputs up against what you would have keyed by hand and trust every wage, PAYG and super figure before the manual process is switched off.

Change management and staff training

The neatest integration fails if the team keeps exporting CSVs out of habit. We document every automated flow in plain English, train the payroll and HR people who actually use it, and hand over runbooks, so your staff know what runs, when it runs against the pay calendar, and exactly who to call if a figure ever looks off.

How Yes AI Delivers It

Audit and integration plan

We map how data actually moves through your business today, where it gets re-keyed, and where things fall through the cracks. You get a prioritised plan and a fixed-price scope before any build starts.

We build and connect it

We build the two-way integration between Employment Hero and your accounting, CRM, email, rostering and spreadsheets, plus the automated flows around them. Built and tested against a sandbox or safe subset first.

Pilot, parallel run and tune

We run the automation alongside your current process on a subset or a pay cycle, compare the outputs, and tune the mapping and rules against real data before the manual process is retired.

Support and evolution

After go-live we monitor the syncs and handle change: a new system to connect, a new report, a changed pay rule. Most adjustments are a config change, and your team keeps full visibility of every flow.

Our 5-Step Employment Hero Rollout

Most Employment Hero integration and automation projects go live in 2 to 6 weeks, phased on purpose so nothing touches a live pay run or an employee record until it has been proven.

Discovery and data mapping (week 1)

We sit with your payroll and HR people, map every place data crosses in and out of Employment Hero and its payroll engine, and agree which system owns which field. You leave with a plan and a fixed-price scope.

Design the integration and flows

We design the two-way syncs, the onboarding and offboarding document flows, the dashboards and the exception alerts, and confirm the pay category, super, cost centre and account mapping with you before a line is built.

Build in a sandbox

We build against a demo environment or a safe subset of employees, so nothing touches live payroll, STP or real employee records until it is proven to behave exactly as agreed.

Test and parallel run

We test end to end, then run the automation alongside your current process across a pay cycle or two, so you can compare every figure and trust the outputs before we cut over.

Go live and monitor

We switch the automation on, retire the manual export-and-re-key steps, and monitor the syncs. Ongoing support absorbs new systems, new reports and changed pay rules as you grow.

FAQ

Does Yes AI work with Employment Hero?

Yes. Employment Hero is one of the most common HR and payroll platforms among Australian SMEs, and it exposes an API and connection points we build against. We connect it two ways to the other systems you run, including accounting, CRM, email, rostering and spreadsheets, and automate the workflows around it. At discovery we confirm your exact plan and modules, such as HR, payroll and rostering, and the records and events you want kept in sync.

What can actually be automated around Employment Hero?

The repetitive admin that surrounds it. Common examples: creating a new starter once and having them appear in accounting, email and the roster; pushing approved timesheets into the pay run; posting each payroll journal into your accounting ledger; syncing employee detail changes so nothing goes stale; onboarding and offboarding checklists that trigger the right documents and access changes; exception alerts for missing super, tax or bank details; and dashboards for headcount, leave liability and payroll cost that refresh themselves. We tailor the list to where your team loses the most time.

How long does it take to go live?

Most Employment Hero integration and automation projects go live in 2 to 6 weeks, phased deliberately. We map and design first, build against a sandbox, then run in parallel with your current process for a pay cycle or two before switching the manual steps off. A single sync sits at the fast end, while connecting several systems with document flows and dashboards sits at the longer end. Discovery gives you a firm timeline.

Is our employee data safe, and what about the Privacy Act?

Employee records are highly sensitive: tax file numbers, super, bank and contact details. Data moves only between systems you already control, over secure connections, and we document exactly which fields sync and why. We keep the work Australian-based, design to the Australian Privacy Principles, and help you meet your obligations as an employer. Nothing is sent anywhere it does not need to go, and access is limited to what each flow actually requires.

What does it cost?

Every engagement is fixed-scope, so you know the number before we start. We run strategy and build engagements in three tiers: BASIC from $1,000, STANDARD from $3,000, and STRATEGIC from $10,000, and we recommend the right tier after the discovery session based on how many systems and flows are involved. We do not quote a per-integration figure sight unseen, because the honest price depends on your stack and the state of your data. Discovery gives you a firm scope and price.

Do we need in-house IT to run this?

No. Most of our SME clients have no dedicated IT team, which is exactly why the admin piled up in the first place. We own the whole build, document every automated flow in plain English, and train the people who use it. After go-live your team runs the day to day and we handle changes and monitoring, so you are not left with something only a developer could touch.

What if we also use Xero or MYOB?

That is the common case, and it is where a lot of the double entry lives. We connect Employment Hero to Xero, MYOB or QuickBooks so payroll journals, wages, PAYG and super post to the right accounts automatically, and employee and payment details stay consistent across both. If you run other systems too, such as a CRM, an ecommerce platform, rostering or spreadsheets, we bring those into the same connected picture.

Stop Re-Keying Data Around Employment Hero

Book a 30-minute call. We map where your team loses time between Employment Hero and your other systems, then give you a prioritised plan and a fixed-price scope.