Streamline Your Payroll Processing KeyPay
Connect KeyPay with accounting and time tracking systems. Automate payroll workflows with proper US compliance and payroll requirements.
Why Integrate KeyPay with Your Business Systems?
Automated Pay Runs
Timesheets flow to payroll automatically with pay rules applied.
Tax Compliance
Payroll tax reporting handled automatically.
Accounting Sync
Payroll journals post automatically to your accounting system.
Popular KeyPay Integration Solutions
Connect KeyPay with your entire business ecosystem
KeyPay + Xero
Complete payroll to accounting integration
- Journal sync
- Leave liability
- Benefits tracking
KeyPay + Time Tracking
Connect Deputy or other time systems
- Timesheet import
- Pay rule calculation
- Approval workflows
KeyPay + HR
Sync employee data and compliance
- Employee sync
- Document management
- Onboarding
KeyPay + Rostering
Connect scheduling systems for accurate costing
- Roster to timesheet
- Labor forecasting
- Budget tracking
Systems We Connect with KeyPay
Plus 100+ more systems - if you use it, we can integrate it with KeyPay
How KeyPay Integration Works
Connect Your Systems
We securely connect KeyPay with your other business applications using official APIs and best practices.
Map Your Data
Configure how data flows between systems - which fields map where, what triggers sync, and business rules.
Automate Forever
Once configured, data flows automatically 24/7. Monitor with dashboards and alerts for complete peace of mind.
Data Flow Architecture
Here's how data flows between KeyPay and your connected systems:
┌─────────────────┐ ┌──────────────────┐ ┌─────────────────┐
│ Time/Rostering │ │ Integration │ │ KeyPay │
│ (Deputy) │────▶│ Engine │────▶│ Payroll │
└─────────────────┘ └──────────────────┘ └─────────────────┘
│ │ │
│ ▼ │
│ ┌──────────────────┐ │
│ │ Timesheet Map │ │
│ │ • Pay category │ │
│ │ • Cost center │ │
│ │ • Leave types │ │
│ └──────────────────┘ │
│ │ │
▼ ▼ ▼
┌─────────┐ ┌─────────────┐ ┌──────────┐
│Approved │ │ Pay Run │ │ Xero │
│ Time │ │ Processing │ │ Journals │
└─────────┘ └─────────────┘ └──────────┘
Example: Deputy Timesheets → KeyPay Pay Run → Xero Journal
════════════════════════════════════════════════════════════════
1. Approved timesheets exported from Deputy/integration
2. Timesheets mapped to KeyPay format:
- Employee ID matching (PayrollId field)
- Hours by pay category (Base, Overtime, Penalties)
- Location/cost center mapping
3. POST to KeyPay /api/v2/business/{id}/timesheet
4. Pay run created with imported timesheets
5. KeyPay applies pay rules and calculates:
- Gross pay with penalties and allowances
- Federal and state tax withholding per tax tables
- Retirement contributions per configured rules
- Deductions (401k, benefits, garnishments)
6. Pay run finalized, tax reported to IRS
7. KeyPay pushes journal entry to Xero:
Dr: Wages Expense, Benefits Expense
Cr: Wages Payable, Benefits Payable, Tax PayableCommon Field Mappings
| Source Field | Target Field | Notes |
|---|---|---|
| timesheet.employee_id | timesheet.employeeId | KeyPay employee ID |
| timesheet.date | timesheet.date | Pay date (YYYY-MM-DD) |
| timesheet.hours | timesheet.units | Hours worked |
| timesheet.pay_category | timesheet.payCategoryId | Base, OT1.5, OT2.0, etc. |
| timesheet.location | timesheet.locationId | For cost center allocation |
| leave.type | leave.leaveCategoryId | Annual, Personal, Long Service |
| leave.hours | leave.units | Leave hours taken |
| allowance.type | earnings.payCategoryId | Meal, Travel, Uniform allowances |
Example API Response
Sample data structure when syncing from KeyPay:
// KeyPay Timesheet Import (POST /api/v2/business/{id}/timesheet)
{
"employeeId": 12345,
"date": "2024-11-15",
"units": 8.0,
"payCategoryId": 1,
"locationId": 101,
"comments": "Regular shift",
"externalId": "DEP-TS-98765"
}
// KeyPay Pay Run Summary (GET /api/v2/business/{id}/payrun/{payrunId})
{
"id": 54321,
"payPeriodStarting": "2024-11-11",
"payPeriodEnding": "2024-11-24",
"datePaid": "2024-11-28",
"status": "Finalised",
"totalGross": 125000.00,
"totalNetPay": 98500.00,
"totalTax": 24500.00,
"totalSuper": 14375.00,
"employeeCount": 45
}
// KeyPay Employee Earnings Detail
{
"employeeId": 12345,
"employeeName": "Jane Smith",
"gross": 2800.00,
"tax_withholding": 580.00,
"super": 322.00,
"netPay": 2220.00,
"earnings": [
{ "payCategoryName": "Base Hourly", "units": 32, "rate": 32.50, "amount": 1040.00 },
{ "payCategoryName": "Saturday 150%", "units": 8, "rate": 48.75, "amount": 390.00 },
{ "payCategoryName": "Public Holiday 250%", "units": 8, "rate": 81.25, "amount": 650.00 }
],
"deductions": [
{ "name": "Salary Sacrifice", "amount": 200.00 }
]
}AI & Custom Integration Examples
Beyond system-to-system connections, we build custom AI solutions and interfaces powered by KeyPay data.
Payroll Verification Assistant
Before finalizing pay runs, AI reviews calculations for anomalies: unusual hours, unexpected gross amounts, missing employees, or significant variances from previous periods. "Jane Smith's pay is 40% higher than usual - 16 hours of overtime recorded. Please verify." Reduces payroll errors.
Pay Compliance Checker
AI monitors pay against minimum wage and overtime rules. Flags potential underpayment situations before they become issues. "3 employees worked holiday but no overtime rate was applied." Proactive compliance protects your business.
Leave Forecasting Dashboard
AI analyzes KeyPay leave balances and historical patterns to predict leave liability and staffing gaps. "Annual leave liability is $450,000. Based on booking patterns, expect 60% of staff to request leave in December-January." Enables workforce planning.
Benefits Reconciliation Bot
AI reconciles retirement contributions between KeyPay, benefits providers, and employee records. Identifies discrepancies, missed payments, or employees with incorrect enrollment details. Ensures compliance and catches issues early.
Payroll Cost Forecasting
AI predicts upcoming payroll costs based on rosters, known leave, and historical patterns. Incorporates regulatory changes, benefits rate increases, and seasonal variations. "Next quarter payroll projected at $1.2M, up 8% due to new contribution rates and holiday overtime."
Employee Self-Service Bot
Employees query their pay information via chat: "What's my leave balance?" "When was my last 401(k) contribution?" "Why was my pay different this week?" AI retrieves data from KeyPay and explains in plain language, reducing HR queries.
Integration Prerequisites
Before starting your KeyPay integration, ensure you have:
- KeyPay account (any plan - all have API access)
- KeyPay API key generated in Settings > Developer
- Business ID from KeyPay URL or API
- Employees set up in KeyPay with correct pay rules and pay rates
- Pay categories configured matching your time tracking classifications
- Xero connected for journal sync (optional but recommended)
- Benefits enrollment details for all employees
- Employee matching IDs consistent between time tracking and KeyPay
Common Issues & Solutions
Timesheets rejected - employee not found
Pay categories not mapping correctly
Benefits not calculating correctly
Journal entry not posting to Xero
Tax submission failing
Timesheet units showing differently than expected
Frequently Asked Questions
Why choose KeyPay over Xero payroll?
How does KeyPay handle retirement benefits?
Can KeyPay handle contractor payments?
What about payroll tax compliance?
Ready to Connect KeyPay with Everything?
Join hundreds of businesses saving hours weekly with KeyPay integration
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