Pay Super with Xero (AU Payroll) - Hot Giggity Integration (Agents)

Audience: Agents (Agency Pro plan)
Prereqs: Xero AU Payroll enabled; Hot Giggity ↔ Xero connection set up (see “Xero Integration” article).

What this guide covers

• Map super liability/expense accounts and a pay run calendar in Xero.

• Create Xero Employees (contractors) from your sole-trader contacts in HG.

• At quarter end, sync SG from Super Ledgers → Super I Owe into a new Xero pay run, then pay super in Xero.

Step 1 - Connect Xero

If you haven’t connected yet, follow this support article.
Once connected, continue below.

Step 2 - Map Superannuation Settings (HG → Xero)

Where: Manage → Xero Settings → Superannuation Settings

1. Chart of Accounts mapping

   • Liability → select your Xero Superannuation Payable account.

   • Expense → select your Xero Superannuation Expense account.

2. Pay run calendar

   • Choose the Xero Payroll Calendar you use for SG (typically Quarterly).

3. Update Mapping to save.
   
   

Tip: These mappings are used when HG builds the Xero pay run and lines for SG.

Step 3 - Create/Map Sole-Trader Employees in Xero

Where: Manage → Xero Settings → Sole Trader Payroll Mapping

For each sole-trader act/artist you pay SG for:

1. Find them in the list of Hot Giggity Contacts.

2. Click Map Existing (if they already exist in Xero) or Create New.

3. HG will create a Xero Employee, marked as contractor, and push across super fund details (Fund, ABN, USI, Member number) from the artist’s HG profile.

4. Status will change from Not Mapped to mapped.

Ensure the artist’s HG profile shows Super Details Added ✓. If not, ask them to complete their profile first.

Step 4 - End of quarter: Sync SG to Xero from Super Ledgers

Where: Super Ledgers → Super I Owe

1. Use the date filter (e.g., Custom → quarter) to isolate the period.

2. Review the rows (Booking Date, Contact Name, Super Fee, Related Invoice).

3. Select all (or only the rows you want).

4. Click Sync With Xero.

   • HG creates a new Xero pay run on the mapped Payroll Calendar.

   • Each selected row becomes a super line against the mapped Xero Employee.

Notes
• If a row can’t sync (e.g., contact not mapped to a Xero Employee), HG will flag it. Map the employee (Step 2) and re-sync.
• Sync is additive—re-syncing excluded items adds them to the same draft pay run for that period.

Step 5 - Pay Super in Xero

1. In Xero Payroll → Pay Runs, open the new pay run HG created.

2. Review totals by employee and period; post the pay run.

3. Use Pay Super (Xero’s clearing house) to submit and pay the SG to each fund.

4. Save Xero’s payment confirmation/PRN for your records.

5. Back in HG, mark items Paid in Super Ledgers if not auto-updated.

Reconciliation tips

• Invoice vs SG: Remember, SG is GST-free and sits outside the artist’s invoice total (on Artist invoices).

• Xero accounts: SG journals will hit your mapped Expense and Liability accounts; payment clears the liability.

• Audit trail: Keep the HG invoice, the Super Ledger record, and Xero’s Pay Super receipt/PRN together.

Troubleshooting

No employee found / Not mapped
Use Sole Trader Payroll Mapping to Map Existing or Create New employee for that contact, then re-sync.

Missing fund details
Ask the artist to complete super details in HG. You can check status in Manage → My Act Roster (green tick) and view ⋯ → View Super Account Details.

Wrong calendar
Change the calendar in Xero Settings → Superannuation Settings, then re-sync (HG will create the pay run on the selected calendar).

Duplicate lines in a run
Delete/adjust in the Xero draft pay run, then re-sync only the required items from HG.

FAQs

Employment Basis in Xero?
Most users set sole-trader performers as contractors (often flagged as Labour Hire). Confirm with your advisor.

Can I run weekly or monthly instead of quarterly?
Yes - map HG to a monthly payroll calendar in Step 1 and follow the same process each week/month.

Do I need GST on SG lines?
No. SG is GST-free. GST applies only to taxable fee/commission items on invoices—not to SG.

Plan availability

This Xero Payroll super workflow is available on Agency Pro (AU$199/month ex GST).

Got questions?

If you have any questions about anything in this article, please email support@hotgiggity.com.