Connect PayHero payroll

Match your employees and labour codes to PayHero, then export each week's hours for import.

Last updated 10 Nov 2026

Overview

If you run payroll in PayHero, Tradie can turn a week of timesheets into a file PayHero’s timesheet import accepts. Each Tradie entry becomes one PayHero time entry, with its start time, hours and any lunch break. This page covers the one-off setup and the weekly export. There is no direct connection between the two systems - you download the file from Tradie and import it in PayHero.

The Settings screen in the Scheduler, grouped by category with a search box — PayHero is switched on from the Payroll Integration settings.

Before you start

PayHero matches names exactly, so have these to hand from PayHero:

Each employee’s Display Name, exactly as it appears on their PayHero employee record.
The names of your Works, exactly as they appear under Manage > Work in PayHero. Every PayHero time entry is recorded against a Work, and the Work decides how the time is paid, including on public holidays.

PayHero rejects the whole file if a single name does not match, and it reports only the first problem. A careful setup saves several rounds of fixing and re-importing.

1. Switch it on

Step by step: switch on PayHero

Log in to the Scheduler as an administrator.
Click the hamburger icon at the top right.
Under Company, click Settings.
Type PayHero into Search.
Tick PayHero payroll integration.

Nothing PayHero-related appears anywhere until this is on. Two more settings under Payroll Integration set the defaults the export starts with:

Setting	Default	What it decides
PayHero export - include unprocessed timesheets	On	Whether entries not yet sent to Infusion are exported too
PayHero export - write job number and title in Notes	On	Whether each PayHero entry’s Notes say which job the time was on

Both can still be changed in the export itself, week by week. PayHero and Smartly can be switched on together, which helps if you are moving from one to the other.

2. Give each employee their PayHero name

Step by step: add a PayHero display name

Open the Users screen and edit the person.
Open the Accounting and payroll links section.
Enter their PayHero Display Name in PayHero display name, exactly as PayHero has it.
Save the user.

Anyone without a name is left out of the file, and the export lists them. Tradie never fills the name in from the user’s own name automatically, because a near miss would stop PayHero accepting the file. Leave it blank for people who are not on your PayHero payroll.

3. Map your labour codes

Each labour code needs to say how its hours go to PayHero.

Step by step: map a labour code

Open the Labour Codes screen.
In the PayHero Export column, pick how the code’s hours go to PayHero.
For Time or Units, enter the PayHero Work in PayHero Work Name.

The choices are:

PayHero Export	What happens to the hours
Time	Exported as time entries against the named Work. Use this for ordinary time, overtime and travel, each with its own Work
Units	Exported as a units entry against a unit-based Work in PayHero
Leave (enter in PayHero)	Not exported. PayHero cannot import leave, so the export lists these hours for you to enter on each employee’s Leave tab in PayHero
Don’t export	Left out without a warning, for time that never goes to payroll
- Not mapped -	Left out with a warning, until someone decides

You do not have to map every code now. Anything unmapped shows up during the export, and can be mapped there.

4. Map your leave jobs

Most companies book leave to an Admin job such as “Sick Leave” or “Annual Leave”, using the technician’s normal labour code. Left alone, those hours would go to PayHero as worked time. Mark each leave job instead.

Step by step: set a pay type on an Admin job

In the Scheduler’s Admin job list, right-click the leave job.
Click PayHero pay type….
Under PayHero export, pick Leave (enter in PayHero).
Click Save.

Hours booked to that job now follow the job’s choice, whatever labour code they were booked with. The job’s tile shows a small marker. The same prompt can send a job to a particular Work instead, and - Use the labour code - goes back to the labour code’s mapping.

5. Export a week

Step by step: export a week to PayHero

Open Timesheets and move to the week you want.
Click Export to PayHero.
Choose All timesheets (processed and unprocessed) or Processed timesheets only.
Tick or untick Write the job number and title in each entry’s Notes.
Deal with anything the dialog lists - see below.
Click Export.

The file downloads as PayHero-Timesheets- and the week’s start date. To load it, go to Time > Timesheets in PayHero, open the menu and choose Import Timesheets. PayHero shows how many entries it found and the dates they cover before you confirm.

What the export lists

The dialog shows the week’s totals, then a section for anything that needs attention. Each section only appears when it has something in it.

Users without a PayHero display name - their hours are left out. Type the name in, or click Use ”…” to copy the name Tradie has for them, then check it matches PayHero. The name is saved to the user when you export.

Labour codes not mapped to PayHero - those hours are left out. Pick a choice and Work right there. The mapping is saved when you export and applies from then on.

Leave to enter in PayHero - the leave this week, by employee and date. It is not in the file. Enter it on each employee’s Leave tab in PayHero.

Entries that overlap - two entries for the same person whose times overlap. PayHero refuses the whole file while they do. Fix the times on the Timesheets screen and export again.

How your time appears in PayHero

Hours match Tradie exactly. Each entry goes across as its start time and its hours, not its finish time, so an entry whose hours were rounded or edited is paid as recorded.
Lunch breaks go across as the break on the job entry they were taken from, which PayHero deducts. They are never entries of their own.
Entries with no start time are placed one after another from midnight, so they do not overlap each other.
Public holiday rates are worked out by PayHero, from the Work’s public holiday pay item.

Troubleshooting

PayHero says an entry overlaps an existing one. The week, or part of it, is already in PayHero - often from an earlier import. Delete that import in PayHero, then import the new file. PayHero cannot add to a week it already has without that step.

PayHero says the time has been approved. With Timesheet Approval on in PayHero, an approved week cannot be imported into. Unapprove it in PayHero first.

PayHero cannot find an employee or a Work. The name in Tradie does not match PayHero exactly. Check spaces, spelling and macrons, correct it in Tradie, and export again.