Automate Your Workforce Management Deputy
Connect Deputy with payroll and accounting systems. Automate timesheets, rostering, and labor cost tracking for seamless workforce management.
Why Integrate Deputy with Your Business Systems?
Timesheet Automation
Approved timesheets flow automatically to payroll without manual data entry.
Labor Cost Tracking
See real-time labor costs against budgets and revenue.
Award Interpretation
Complex Australian award rates calculated automatically.
Popular Deputy Integration Solutions
Connect Deputy with your entire business ecosystem
Deputy + Xero/MYOB
Automatic timesheet to payroll integration
- Timesheet sync
- Award calculation
- Leave tracking
Deputy + POS
Connect sales data for labor cost optimization
- Sales vs labor
- Demand forecasting
- Roster optimization
Deputy + HR Systems
Sync employee data and compliance information
- Employee sync
- Onboarding
- Compliance tracking
Systems We Connect with Deputy
Plus 100+ more systems - if you use it, we can integrate it with Deputy
How Deputy Integration Works
Connect Your Systems
We securely connect Deputy 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 Deputy and your connected systems:
┌─────────────────┐ ┌──────────────────┐ ┌─────────────────┐
│ Deputy │ │ Integration │ │ Payroll/Acct │
│ Timesheets │────▶│ Engine │────▶│ (KeyPay/Xero) │
└─────────────────┘ └──────────────────┘ └─────────────────┘
│ │ │
│ ▼ │
│ ┌──────────────────┐ │
│ │ Award Engine │ │
│ │ • Penalty rates │ │
│ │ • Allowances │ │
│ │ • Leave calc │ │
│ └──────────────────┘ │
│ │ │
▼ ▼ ▼
┌─────────┐ ┌─────────────┐ ┌──────────┐
│ Webhook │ │ Cost Code │ │ Journal │
│ Events │ │ Mapping │ │ Entry │
└─────────┘ └─────────────┘ └──────────┘
Example: Deputy Approved Timesheet → Xero Wages Journal
════════════════════════════════════════════════════════════
1. Manager approves timesheets for pay period in Deputy
2. Integration receives webhook: timesheet.approved
3. Fetches timesheet details via GET /api/v1/resource/Timesheet
4. For each shift, calculates:
- Base hours and hourly rate
- Penalty rates (Deputy applies award rules)
- Allowances (meal breaks, travel)
5. Groups by employee and pay category
6. Creates journal entry in Xero:
Dr: Wages Expense (split by cost center/location)
Cr: Wages Payable
7. Or exports to KeyPay for pay run processing
8. Updates Deputy with payroll referenceCommon Field Mappings
| Source Field | Target Field | Notes |
|---|---|---|
| Employee.Id | Employee matching | Map Deputy employee ID to payroll |
| Timesheet.StartTime | Pay period start | DateTime in UTC |
| Timesheet.EndTime | Pay period end | DateTime in UTC |
| Timesheet.TotalTime | Hours worked | Duration in minutes / 60 |
| Timesheet.Cost | Total cost | Calculated with penalties applied |
| OperationalUnit.Id | Cost center/Location | For departmental coding |
| Timesheet.ApprovalStatus | Processing flag | 2 = Approved, ready for payroll |
| PayRules calculation | Pay rate breakdown | Base, overtime, penalties |
Example API Response
Sample data structure when syncing from Deputy:
// Deputy Timesheet (GET /api/v1/resource/Timesheet/{id})
{
"Id": 12345678,
"Employee": 98765,
"EmployeeHistory": 87654,
"OperationalUnit": 111,
"Date": "2024-11-15",
"StartTime": 1700006400,
"EndTime": 1700035200,
"TotalTime": 480,
"TotalTimeInHours": 8.0,
"Cost": 256.00,
"ApprovalStatus": 2,
"ApprovalComment": "Approved by manager",
"MatchedByTimesheet": null,
"Creator": 54321,
"Created": "2024-11-15T18:00:00+11:00"
}
// Deputy Employee Details (GET /api/v1/resource/Employee/{id})
{
"Id": 98765,
"DisplayName": "Jane Smith",
"FirstName": "Jane",
"LastName": "Smith",
"Email": "jane.smith@company.com.au",
"MainAddress": 45678,
"PayrollId": "EMP001",
"Active": true,
"Company": 123,
"EmploymentCondition": {
"AwardId": 4,
"AwardName": "General Retail Industry Award",
"PayPeriodType": 2
}
}
// Xero Wages Journal Entry
{
"Type": "ACCREC",
"Status": "POSTED",
"LineAmountTypes": "NoTax",
"JournalLines": [
{
"AccountCode": "477",
"Description": "Wages - Retail Staff",
"LineAmount": 2560.00,
"TrackingCategories": [{"Name": "Location", "Option": "Melbourne CBD"}]
},
{
"AccountCode": "820",
"Description": "Wages Payable",
"LineAmount": -2560.00
}
]
}AI & Custom Integration Examples
Beyond system-to-system connections, we build custom AI solutions and interfaces powered by Deputy data.
AI Schedule Optimizer
AI analyzes historical sales data, foot traffic patterns, and staff availability to generate optimal schedules. Considers employee preferences, skill requirements, and labor budget constraints. Suggests shift swaps when staff call in sick. Reduces over/under-staffing and improves employee satisfaction.
Labor Cost Forecasting
AI predicts labor costs by combining Deputy schedule data with award calculations and expected sales. "Next week's schedule will cost $45,000 - 15% over budget due to public holiday Monday." Enables proactive budget management and schedule adjustments.
Compliance Monitor
AI continuously monitors timesheets for award compliance issues: missing breaks, exceeded maximum hours, insufficient rest between shifts. Alerts managers in real-time before violations occur. Tracks patterns that might indicate systemic compliance risks.
Smart Timesheet Assistant
Employees interact with AI to check their schedules, request shift swaps, or log time exceptions. "I need to leave early Friday for a doctor's appointment." AI checks coverage, suggests alternatives, and routes approval requests to managers.
Performance Analytics Dashboard
AI-powered dashboard showing staff productivity, punctuality patterns, and cost per labor hour by location or department. Identifies top performers and flags attendance issues. Correlates staffing levels with sales outcomes.
Automated Shift Filling
When shifts need filling, AI identifies best candidates based on availability, skills, proximity, and hours worked (to avoid overtime). Sends targeted notifications and can auto-confirm based on predefined rules. Reduces manager time spent on shift coverage.
Integration Prerequisites
Before starting your Deputy integration, ensure you have:
- Deputy account (Scheduling, Time & Attendance, or Premium plan)
- Deputy API access: Generate permanent access token in Settings > Integrations
- Webhook endpoints configured for timesheet events (timesheet.approved)
- Payroll system (KeyPay, Employment Hero) or accounting (Xero, MYOB) API access
- Employee records matched between Deputy and payroll/accounting by employee ID or email
- Awards/pay rules configured in Deputy for automatic penalty calculation
- Operating units (locations/departments) mapped to cost centers in accounting
- Understanding of pay period boundaries and payroll cut-off dates
Common Issues & Solutions
Timesheet hours not matching payroll
Penalty rates not applying correctly
Employee not found in payroll system
Webhook not triggering on approval
Cost allocation to wrong department
Duplicate timesheets being processed
Frequently Asked Questions
How does Deputy handle Australian awards?
Can Deputy integrate with multiple locations?
How does Deputy timesheet approval work with integrations?
Can Deputy predict staffing needs?
Ready to Connect Deputy with Everything?
Join hundreds of businesses saving hours weekly with Deputy integration
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