This article covers the interactions between WorkGuru and Employment Hero when it comes to Timesheets.
Sending timesheets to Employment Hero
What makes a timesheet eligible to send? A timesheet will only be sent to Employment Hero if all of these are true:
- It has both a start time and a finish time (i.e. it's a completed entry, not one that's still running).
- It's dated after your Integration Start Date.
- The staff member is linked to an Employment Hero employee
- If "Only sync approved timesheets" is On — it has been approved in WorkGuru.
- It hasn't already been sent.
(One technical exclusion to this list: "weekly timesheet" style entries are not sent — only normal start/finish timesheets are.)
Sending automatically
If "Automatically send timesheets" is set to Yes, you don't need to do anything — WorkGuru checks for new eligible timesheets every few minutes and sends them.
Sending manually
If automatic sending is Off (or you just want to push things across now):
- Go to the Overview tab.
- Click "Send Timesheets".
- WorkGuru queues up all eligible timesheets and sends them.
⚠️ Important: the Send Timesheets button only sends brand-new timesheets that haven't been sent before. It does not re-send timesheets you've edited. To push an edit, use Resync (see Section 9).
Why don't your hours appear in Employment Hero instantly? Sending happens in the background, and WorkGuru deliberately paces itself to stay within Employment Hero's limits. A big batch can take a little while to work through — that's normal. Check the Timesheet Log to watch progress.
The Timesheet Log
The Timesheet Log tab lists your timesheets and shows how each one is going. Each row shows the staff member, the job/task, the start and finish times, the Employment Hero Payroll Status, and the cost (once known).
Here's what the statuses mean:
| Status you see | What it means | Do you need to do anything? |
| Queued | Waiting in line to be sent for the first time. | No — just wait. |
| Re-queued | Waiting in line to be re-sent (after an edit or a Resync). | No — just wait. |
| OK | Successfully sent to Employment Hero. | No. |
| Skipped | You chose to skip this one — it won't be sent. | Only if you skipped it by mistake. |
| Rate limited - retrying | Employment Hero asked WorkGuru to slow down. WorkGuru will retry on its own. | No —it sorts itself out. |
| Error: ... (or Error on sync: ...) | Something went wrong. The message tells you why. | Yes - see our troubleshooting article here |
| an employment Hero status (e.g. Submitted / Approved / Processed) | Appears after you use Fetch Timesheets — this is the timesheet's status inside Employment Hero. | No. |
Spotting timesheets that changed after they were sent
If you edit a timesheet after it was sent, the Timesheet Log helps you see it:
- The row shows both the current time and what was originally "Sent as:" — and if they differ, the "Sent as" time turns red.
- Tick "Show only mismatched" at the top of the log to filter down to just the rows that are now out of step with Employment Hero.
This is your cue to click Resync on those rows (see the next section).
Editing or changing a timesheet after it's been sent
Yes — you can edit a timesheet after it's gone to Employment Hero, and WorkGuru will update the same entry in Employment Hero (it won't create a duplicate).
You edit the timesheet in WorkGuru exactly as you normally would (change the start/finish time, the task, etc.). Getting that change across to Employment Hero happens in one of two ways:
If "Automatically send timesheets" is ON
WorkGuru will usually notice the change within a few minutes and re-send it on its own.
⚠️ One catch: if you've recently used the Fetch Timesheets button, automatic re-sending of edits can stop working until the timesheet is touched again. To be safe, use the Resync button (below) whenever you want to be certain an edit has reached Employment Hero.
The reliable way — the Resync button
- Go to the Timesheet Log tab.
- (Optional) Tick "Show only mismatched" to find changed timesheets quickly.
- Find the timesheet and click Resync.
- Its status changes to Re-queued, and shortly after it becomes OK again once the update reaches Employment Hero.
What gets updated
When a timesheet re-syncs, WorkGuru sends the current start time, finish time, the task/notes, and the work type across, replacing what was there before on that same Employment Hero entry.
⚠️ Timing around pay runs: make your edits before the pay run is finalised in Employment Hero. Once a pay run has been processed, a late change in WorkGuru may not be able to update it in Employment Hero. (Reviewer: please confirm Employment Hero's exact behaviour here — see internal notes.)
Deleting a timesheet after it's been sent
This is the most important section to understand.
⛔ Deleting a timesheet in WorkGuru does NOT delete it from Employment Hero.
There is no "delete" that reaches across to Employment Hero. If you delete a timesheet in WorkGuru, the hours that were already sent stay in Employment Hero and will still be in the pay run unless you remove them there too.
The correct way to remove hours that have already been sent
Do both of these:
1. In Employment Hero Payroll — remove or zero out the timesheet entry.
2. In WorkGuru — delete the timesheet (or Skip it in the Timesheet Log so WorkGuru stops trying to sync it).
⚠️ Do the Employment Hero side carefully, and mind the order. Because WorkGuru can re-send a timesheet:
- If you delete the entry in Employment Hero only, and that timesheet later gets edited or Resync'd in WorkGuru, WorkGuru - will put it back into Employment Hero.
The safe approach: remove it in WorkGuru first (or Skip it) so nothing re-sends it, and remove it in Employment Hero.
⚠️ Avoid creating duplicates. If a timesheet has already been sent, don't try to "force a resend" by deleting and recreating it — you can end up with the hours appearing twice in Employment Hero. Use Resync to push changes instead of recreating.
Handling a timesheet that failed to send
If a timesheet errored and never actually reached Employment Hero, the Timesheet Log gives you options on that row:
Requeue — try sending it again from scratch.
Edit — open the timesheet in WorkGuru to fix it, then it'll be picked up again.
SKIP — give up on this one; WorkGuru will stop trying to send it and mark it Skipped.
(These options only appear for timesheets that haven't successfully sent yet — so using them can't accidentally duplicate an already-synced entry.)
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