Harvard-Educated Deputy Experts | FT Fast 500

Automate Your Workforce Management Deputy

Connect Deputy with payroll and accounting systems. Automate timesheets, rostering, and labour cost tracking for seamless workforce management.

Auto

Timesheets

Real-time

Labor costs

Roster

Integration

Compliance

Built-in

Automate Your Deputy Integration View Integration Options

Why Integrate Deputy with Your Business Systems?

Timesheet Automation

Approved timesheets flow automatically to payroll without manual data entry.

Labour Cost Tracking

See real-time labour costs against budgets and revenue.

Award Interpretation

Complex Australian award rates calculated automatically.

Demand Forecasting

Predict staffing needs using historical sales data and trends to optimise scheduling and reduce wage costs.

Systems We Connect with Deputy

Xero

MYOB

KeyPay

Employment Hero

Square

Lightspeed

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 reference

Common 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 Optimiser

AI analyses historical sales data, foot traffic patterns, and staff availability to generate optimal schedules. Considers employee preferences, skill requirements, and labour budget constraints. Suggests shift swaps when staff call in sick. Reduces over/under-staffing and improves employee satisfaction.

Labor Cost Forecasting

AI predicts labour 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 labour 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