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OnCrew turns on-site clock-ins into supervisor-approved hours, then exports those hours as a Xero-ready CSV in the UpSheets bridge format — the add-on that carries timesheets into Xero, since Xero has no native timesheet CSV import. It's an explicit export-and-import you can see every pay cycle, not a background sync — so the weekly collation and re-keying disappear without giving up visibility over what moves.
Every crew business hits the same wall each pay week: reconciling paper timesheets, texts and supervisor notes into something payroll can actually use. That collation is where the hours go missing and the errors creep in. OnCrew captures the hours at the site, has a supervisor approve them, and hands payroll a clean file — so the pay run stops being a re-typing job.
One thread runs from the tap on site to the file you bring into Xero — nothing re-keyed along the way.
Workers clock in and out from the OnCrew app, with a GPS location stamp on each clock-in and the time recorded in the site's own local time. There's no paper timesheet and nothing to remember at week's end — the record is made as the work happens.
Supervisors review the day's hours against the clock-in record and approve them from their phone. Any adjustment happens here, in the open, against the record, with the change kept in the audit trail. Only approved hours ever reach the export — this approval is the check the file rests on.
Once approvals are done, OnCrew generates a CSV of the approved hours — first name, last name, date, hours and work type, in the UpSheets column layout — in moments. It's a plain file you can open and read, ready to bring into Xero through UpSheets.
Xero has no native timesheet CSV import — so the file goes in through UpSheets.
Xero doesn't accept a raw timesheet CSV, so OnCrew exports in the format UpSheets expects — the widely-used add-on that loads timesheets into Xero. You generate the file once the week's approvals are in, then bring it into Xero through UpSheets. The first time, you match OnCrew's workers to your Xero employees and confirm the column mapping; after that it's the same routine each run. Because it's a plain CSV rather than a hidden sync, the file is the whole interface — inspectable every cycle, before anything reaches your pay run.
Through the week, crews clock in and supervisors approve in short daily passes, so the approval queue never piles up at the cutoff. By the end of the cycle it sits near zero, with any stragglers there by name. You export the approved hours, bring them into Xero through UpSheets, and the pay run proceeds without re-typing. Corrections were made at approval against the clock-in record — so most payday queries are settled before payday, not after it.
The operational side is identical whichever one you pay through.
OnCrew produces a payroll-ready export for both Xero (via UpSheets) and Employment Hero. The pipeline in front of it — verified clock-ins, daily approvals, a generated file — is the same regardless of platform, so the choice comes down to where your payroll already lives. If you move payroll platforms later, the operational side doesn't change; you switch which export you generate. See the Employment Hero export →
OnCrew is not a payroll engine. It doesn't calculate PAYG or super, it doesn't run your pay, and it isn't a live plug into Xero. Xero stays your payroll platform, unchanged. What OnCrew changes is only what feeds into it — replacing the paper-and-text collation with verified, supervisor-approved hours in a file you can check. If you need to fill the shift, run the crew and get clean hours out the other side, that's the part OnCrew owns.
No. OnCrew generates a payroll-ready export file that you bring into Xero through UpSheets during your pay-run prep. There's no background sync and no API plug — the handoff is a file you can see and check every cycle.
Xero has no native timesheet CSV import. UpSheets is the established add-on that loads timesheets into Xero, so OnCrew exports in exactly the layout UpSheets expects — first name, last name, date, hours and work type — and UpSheets carries it the last step into Xero.
Approved hours per worker — first name, last name, date, hours and work type — taken only from supervisor-approved timesheets. Nothing pending or estimated goes into it.
Yes. You match OnCrew's workers to your Xero employees and confirm the column mapping in UpSheets on the first run. After that first setup it's the same routine each cycle.
Minutes, once the week's approvals are done. The time that disappears is the collation and re-keying — the approvals themselves happen in small passes through the week rather than in a scramble at the deadline.
Supervisors adjust hours at approval, against the attached clock-in record, with the change trailed. The export is generated afterward from that corrected, approved baseline — so the file matches what was signed off.
No. Xero stays your payroll platform and runs your pay exactly as it does now. OnCrew only changes what feeds in — verified operational hours instead of manual collation.
Yes. Hours are attributable by worker, site and client across OnCrew, so the same approved records that feed payroll also feed your invoicing and reporting — one verified source, two uses.
Per worker per month, with no worker caps and a monthly minimum — the same simple model at fifteen workers or five hundred. See full pricing.
Book a 20-minute demo and we'll walk your own week from clock-in to the file you bring into Xero.
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