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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
  • 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