---
title: How to integrate Corfix Payroll with your accounting software. (Xero and Quickbooks Online)
description: This article will summarize how to set up the Xero and Quickbooks Integration through Corfix Payroll.
---

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November 27, 2025

# How to integrate Corfix Payroll with your accounting software. (Xero and Quickbooks Online)

## This article will summarize how to set up the Xero and Quickbooks Integration through Corfix Payroll.

#### **What you’ll achieve**

- Connect Corfix Payroll to your accounting system (QuickBooks Online or Xero)
- Import your chart of accounts as Accounting Codes (GL Codes)
- Map payroll items using Presets and Fallbacks
- Export paid payrolls to your ledger as two journal entries (accrual entry and payment entry)
- Reconcile, report, and troubleshoot with confidence

#### **Before you start**

- Make sure to have an active chart of accounts somewhere

**Terminology**

- Accounting Codes = GL accounts you post to
- Preset = a saved mapping for a payroll item type. [More on Presets here](https://knowledge.corfix.com/articles/setting-up-employee-pay-items-benefits-deductions-allowances-reimbursements-and-earnings?hsLang=en)
- Fallback = a default mapping used when no preset is present

#### **Step 1 — Connect your accounting system**

1. In the Corfix Component, go to Settings (three horizontal bars) →  Business Settings → Integrations
2. Choose QuickBooks Online or Xero and click “**Connect**”
3. Sign in and approve access
4. You’ll return to Corfix Payroll with your accounting platform successfully connected

**Notes**

- Only one provider can be connected at a time
- If you later disconnect, your imported Accounting Codes will remain available in Corfix Payroll

#### **Step 2 — Import your chart of accounts**

- Click “**Import Accounts”** to pull your latest accounts
- Accounts are stored by provider ID to keep mappings stable, even if code numbers change
- If you’ve made changes in your accounting system, you can re-import anytime

**Notes**

- You can only import accounts that are of type: liability, expense and bank

#### **Step 3 — Set required base accounts (once)**

- Once you’ve imported your accounts, you would first need to map your “Bank Account” and “Net Payroll Payable”
- **Bank account**: the cash account used for payroll payments
- **Net Payroll Payable**: the liability account used to hold net pay and withholdings until paid

#### **Step 4 — Map your payroll items**

You then need to map the rest of your imported accounts to payroll items at Corfix Payroll. These can be mapped using:

- **Presets:** when creating presets, map specific payroll items to imported Expense and Liability accounts
  
    - eg: Cell Phone Allowance mapped to Bell Mobile Expense - 7128
    - Statutory withholdings presets are auto‑generated for every employee and employer subtype, including province‑specific WCB and Québec HSF where applicable
    - **Presets you edit affect future payrolls**; approved payrolls keep their existing mappings

- **Fallbacks:** default mappings applied when the line item does not have a specific accounting code coming from a preset
- Setting this ensures that all line items are captured in journal entries
- Useful for items that don’t originate from a preset, like overtime, stat holiday pay, vacation pay, etc.
- eg: overtime earning has not defined expense code mapped to it will fallback to Overtime Expense - 3310

**Recommended approach:**

- Create presets where you need reporting detail
- Define broad fallbacks for earnings buckets like salary, wages, bonuses to avoid gaps in journal entry reports

**Validation rule of thumb:**

- Every line item must resolve to either a preset or a fallback before export

#### **Step 5 — Test with a sample pay run**

- Run a test payroll (ideally in sandbox)
- Fix any unmapped categories flagged in Corfix Payroll before exporting
- Review totals by account and any dimensions you use (departments, projects)

#### **Step 6 — Export a pay run**

- Approve the pay run
- Click Export to QuickBooks, or Xero
- Open your accounting system and verify journals

**Important**

- Export is available for Paid payrolls only, not drafts or un‑paid approvals

**What gets created:**

- Two journal entries per pay run:
  
    - Record Payroll: debits wages and employer expenses, credits statutory withholdings and net payroll payable
    - Pay Payroll: clears payroll payable to bank when the payment is recorded

**Line item detail**

- Statutory deductions post as separate lines even if mapped to the same account, to preserve detail

#### **Reconciliation and reporting**

- Match the Pay Payroll journal to your bank transaction
- Compare the Record Payroll journal totals to your pay run
- If you use departments or projects, validate those appear as expected in your ledger
- Journal Entry Report (JER) in Corfix Payroll respects presets and fallbacks for reporting

#### Troubleshooting

- Error: “All presets must have accounting codes before exporting” 
    - Ensure each business preset used by the pay run has both an Expense and a Liability account selected
- Missing mapping on export 
    - Add a preset or a fallback for the flagged category, then export again
- Wrong account used 
    - Update the preset, reverse or void the journal in your accounting system, then re‑export
- Duplicate journals 
    - Void the duplicate in your accounting system and export once
- Connection issues 
    - Reconnect in Settings and re‑import accounts

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