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Visualcare integrates with KeyPay to export worker payroll information for a selected period on demand. Once connected, you sync employees and pay items between the two systems and export timesheets directly from VCore.

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Linking VCore to KeyPay

1

Open data export settings

Click the settings cog and go to Settings → Data Export.
2

Select KeyPay for timesheet export

Select XERO2 / KeyPay in the drop-down for Timesheet Export.Timesheet export drop-down showing XERO2 / KeyPay selected
3

Connect your KeyPay API key

Click KeyPay Connection, enter your API Key in the pop-up, and click Connect.
The KeyPay API key is found in your KeyPay software.
KeyPay API key connection pop-up
4

Sync data from KeyPay

Once connected, under Settings → Data Export, scroll to the KeyPay section and click Sync Employees, Sync KeyPay Pay Items, Sync Tax Rates, and Sync Expense Categories. This brings across your data from KeyPay.Sync employees and pay items buttons
5

Configure additional KeyPay settings

Under Settings → Data Export → KEYPAY, additional customisation settings are available for the KeyPay integration.
This section only appears once the KeyPay connection has been established.
KeyPay customisation settings

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Export to KeyPay

Once timesheets have been confirmed and you’re ready to export data into KeyPay, follow these steps:
1

Open data export

Go to Timesheets → Data Export.
2

Select the period

Select the period to export and click Reload.
3

Select items for export

Apply any required column filters and tick to select all items.
4

Export to KeyPay

Go to Export timesheets and select Export to KeyPay.Export to KeyPay option in timesheets
5

Review and process

A summary window opens and highlights any items that won’t export successfully. Select Process Export to send payroll data to KeyPay.Export summary window

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Setting up worker accounting codes

Before your first export, you need to link each Visualcare worker to their matching employee record in KeyPay.
1

Open the worker profile

Go to Workers → Profile and open a worker’s record.
2

Set the accounting code

Click the Finance tab, scroll to the bottom, and find the Accounting Code field. Click the drop-down. This lists all employees synced from KeyPay. Select the matching employee name and click Save.
3

Repeat for all active workers

Complete this for every active worker before running your first export.
Any worker without an accounting code set returns an “invalid worker accounting code” error at export time. If you see this error, click the hyperlink on the error message. It takes you directly to that worker’s profile to fix it.
This mapping is permanent and doesn’t need to be redone each pay run. You only need to update it if an employee record changes in KeyPay in a way that breaks the link.

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Configuring work types and allowances

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Set allowance codes for services with special conditions

Some services, such as sleepover shifts, need to be tagged with a KeyPay work type so the correct award conditions apply on export.
1

Find the work type external ID in KeyPay

Go to Settings → Data Export, scroll to the KeyPay section, and click the blue arrow next to KeyPay Work Types. Locate the relevant work type and copy its External ID.
2

Add the allowance code to the service

Go to Maintenance → Services, open the relevant service, paste the External ID into the Allowance Code field, and click Save.
This is a one-time setup per service. Check which of your services have special award conditions. For most providers this applies to sleepover shifts.

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Set the kilometre pay code

If your workers are paid for kilometres travelled, you need to set a pay code so kilometre data exports correctly.
1

Open Finance settings

Go to Settings → Finance.
2

Set the kilometres pay code

Find the Kilometre section and paste the External ID for the kilometre allowance work type from KeyPay into the Pay Code (KM) field.To find the kilometre allowance External ID, go to Data Export → KeyPay Work Types and search for “kilometre”.
3

Configure kilometres between shifts (if applicable)

If your organisation pays workers for kilometres between shifts (provider travel), set the pay code for that as well.
Kilometres export as a separate step to timesheets. After exporting timesheets, go back and run Export KM to KeyPay as a second export. This step is easy to miss.

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Timesheet approval preference

On the Data Export page, there’s a setting for whether timesheets arrive in KeyPay as draft or auto-approved. Starting with draft is the safer option. Once you’ve confirmed the data looks correct across a few pay runs, you can switch to auto-approve if you prefer. This setting only affects how timesheets land in KeyPay. It doesn’t trigger a pay run automatically.

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Location tagging (optional)

KeyPay locations let you tag payroll data by participant or area, which helps with cost tracking in your payroll reports. This is optional. Only configure it if you want cost tracking by location. When exporting timesheets, Visualcare tags each shift with a location value pulled from a field on the roster. The available mapping options are:
The text in the Visualcare field must exactly match the corresponding location name in KeyPay. For example, if the KeyPay location is called “North Coast”, the value in the mapped Visualcare field also needs to be “North Coast”. If these don’t match, the location won’t flow through on export.
To set up location tagging:
  1. Go to Settings → Data Export
  2. Scroll to the KeyPay section and find the KeyPay Locations drop-down
  3. Select the Visualcare field that best matches how your locations are structured in KeyPay

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Sync items

The table below shows which worker-related fields in VCore flow into matched fields in KeyPay. Items highlighted in pink are mandatory. Field mapping between VCore and KeyPay

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Running into issues?

See Integration troubleshooting for common errors and fixes.

Xero integration

Connect Visualcare to Xero for invoice and payroll export

Exporting payroll data

How to export timesheets and payroll data from Visualcare

Payroll sync

Set up and manage payroll data sync