CloudPayroll | Initial Setup + Sync

Updated 2026-01-30 01:30:13 UTC Created 2022-05-06 07:21:46 UTC

CloudPayroll Integration Setup Guide

Contents

Initial configuration

Set up the integration in Easy Employer:

  1. Open Organisation > Organisation structure and select the Payroll Entity.
  2. Click the Settings tab.
  3. Click Edit in the payroll application section, select CloudPayroll, and click Save.
  4. A Connect button will appear at the bottom of the page. Click this and enter your CloudPayroll login details to complete the connection.

If you have multiple payroll entities, repeat this process for each one to connect them to their respective CloudPayroll accounts.

Mapping and importing users

  • Use the Import users page in Easy Employer to tentatively map users to CloudPayroll accounts. Review and confirm weak matches.
  • For best results, include email addresses and mobile numbers to assist automatic matching.
  • Once linked, the user’s CloudPayroll ID will appear in the Integrations tab of their profile.
  • For details, see the Managing Users guide.

Mapping and importing leave types and entitlement balances

  • Ensure entitlement balances are managed consistently between Easy Employer and CloudPayroll.
  • Users may see entitlement balances in both platforms, so accurate data in EE supports managers making leave decisions.
  • Sync entitlement types (e.g. annual leave, sick leave) across both systems to ensure accurate manual balance imports.
  • See the Managing Entitlement Types and Balances guide for full instructions.

Pay elements

  • Pay elements in CloudPayroll are equivalent to payroll codes in Easy Employer.
  • All CloudPayroll pay elements must use a 1x multiplier—EE sends the interpreted rate with multipliers already applied.
  • For public holidays, codes must be configured as ordinary pay elements in CloudPayroll, not as leave elements.
  • After configuration, ensure pay elements are correctly aligned between both systems.

Configuring cost centre codes

  • CloudPayroll must have all required cost centre codes defined before they can be used in exports.
  • In CloudPayroll, configure these under Setup > Costing/GL.
  • EE validates all cost centre codes used in timesheet exports—only valid codes will be accepted.
  • Define code formats in EE under Organisation > Organisation structure > Payroll Entity > Settings > Cost centre code format.
  • Exports will generate warnings if a cost centre code in EE is not found in CloudPayroll.

Run export checks

This feature allows you to pre-check export data before the end of the pay period, so any issues can be resolved early.

  1. Open the payroll report and click Run export checks.
  2. A popup will appear — click Begin to start the process.

Run export checks button in Easy Employer

Popup showing Begin button for export checks

Follow the same steps as a real pay run. This is especially helpful when setting up the initial integration between EE and CloudPayroll.

Perform a test pay run (optional)

As a final step, you may run a test pay run to verify setup and syncing is working correctly.

Follow the instructions in the Exporting a Pay Run and Error Handling and Pay Run Troubleshooting articles to complete this test.