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

Audience: Agents using the Agency Pro plan
Prerequisites: Xero AU Payroll enabled; Hot Giggity ↔ Xero connection set up. If you have not connected Xero yet, follow the Xero Integration article first.

What this guide covers

This guide explains how to send superannuation guarantee (SG) amounts from Hot Giggity into Xero Payroll so you can process and pay super through Xero.

• Map your superannuation liability and expense accounts in Xero.
• Select the Xero pay run calendar Hot Giggity should use.
• Create or map Xero Employee records for sole-trader artists, performers and players.
• At the end of each pay period, review SG amounts in Super Ledgers → Super I Owe.
• Use the Super Ledger filters to find the SG amounts you want to process.
• Send selected SG ledger items to Xero Payroll.
• Complete the super payment process in Xero.

Important: This article explains the Hot Giggity to Xero workflow. It does not determine whether SG applies to a particular booking. If you are unsure whether super applies, please seek advice from your accountant, bookkeeper or the ATO.

Payday Super note: From 1 July 2026, super needs to be processed much closer to the time the related performance payment is made, rather than only being reviewed at quarter end. Use the date filters in Super Ledgers → Super I Owe to review SG for each pay period before sending selected items to Xero.

Step 1 - Connect Xero

If you have not connected Hot Giggity to Xero yet, follow this support article first:

Xero Integration

Once your Xero connection is active, continue with the steps below.

Step 2 - Map Superannuation Settings

Where: Manage → Xero Settings → Superannuation Settings

Before Hot Giggity can send SG amounts to Xero, you need to tell Hot Giggity which Xero accounts and pay run calendar to use.

1. Map your liability account
   Select the Xero account you use for superannuation payable.
2. Map your expense account
   Select the Xero account you use for superannuation expense.
3. Select your pay run calendar
   Choose the Xero Payroll Calendar you want Hot Giggity to use when creating pay runs for SG.
4. Click Update Mapping
   This saves your Xero superannuation settings in Hot Giggity.
   
   

Tip: These settings are used when Hot Giggity creates super lines in Xero Payroll.

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

Where: Manage → Xero Settings → Sole Trader Payroll Mapping

For Xero Payroll to process super, each sole-trader payee needs to exist in Xero as an Employee record.

Note: Creating or mapping an Employee record in Xero is part of the Xero Payroll processing workflow. It does not, by itself, determine the legal employment status of the artist, performer or player.

For each sole-trader artist, performer or player you pay SG for:

1. Find the contact in the Hot Giggity contact list.
2. Click Map Existing if they already exist in Xero, or Create New if they do not.
3. Hot Giggity will create or map the Xero Employee record.
4. Hot Giggity will use the super fund details from the contact’s Hot Giggity profile, including fund name, ABN, USI and member number.
5. Once complete, the contact status will change from Not Mapped to Mapped.
   
   

Tip: If a contact is missing super details, ask them to complete their legal entity and super fund details in Hot Giggity before you send their SG to Xero.

Step 4 - End of pay period: Send SG to Xero from Super Ledgers

Where: Super Ledgers → Super I Owe

Use Super Ledgers → Super I Owe at the end of each pay period to review SG amounts before sending them to Xero. This is especially important under Payday Super, where super processing needs to happen much closer to the related payment date.

Using the Super Ledger filters

The filters at the top of the Super Ledger help you narrow the list to the SG amounts you want to review or send to Xero.

• All Contacts
  Use this dropdown to view SG ledger items for all payees, or filter the list to one artist, performer or player. This is helpful if you want to check what is owing to a specific contact before sending anything to Xero.
• Date range
  Use the date range filter to choose the pay period you want to review. This may be weekly, fortnightly, monthly or another period that matches how you process payroll and super.
• Filter by Status
  Use this dropdown to show ledger items by their current processing status, such as items still pending, items already sent to Xero, or items already paid. This helps you avoid sending the same SG item more than once.
• Super Pay Ready
  This shows whether the payee has the required super details available for processing. A green tick means the contact is ready and has been mapped to Xero. A warning icon means something still needs attention, such as missing or incomplete super fund details or the artist has not been mapped to Xero.
• Ready to Pay
  This shows whether the related venue invoice has been paid and the SG ledger item is ready to be included in a Xero submission. A green tick means it is ready. A warning icon means the invoice has not been paid.
• Group by Payee
  Turn this on to combine multiple SG ledger items for the same payee into one grouped row. This is useful when the same artist, performer or player has super owing across multiple bookings in the selected period. The # Ledgers column shows how many individual ledger items are included in the grouped total.

Reviewing the ledger rows

Before sending anything to Xero, review the table carefully.

• Payee Contact Name shows the artist, performer or player the SG relates to.
• Total Super Amount shows the SG amount for that row or grouped payee.
• # Ledgers shows how many individual ledger items are included when Group by Payee is turned on.
• Super Pay Ready shows whether the payee’s super details are complete.
• Ready to Pay shows whether the ledger item is ready for processing.
• Status shows the current processing status of the ledger item.

Sending selected SG items to Xero

1. Choose the relevant contact and date filters for the pay period you want to process.
2. Use the status and readiness filters to focus on items that need action.
3. Turn on Group by Payee if you want to combine multiple ledger items for the same payee.
4. Review the payee name, total super amount, number of ledgers, readiness indicators and status.
5. Select the ledger rows you want to send. The selected count will appear above the table.
6. Click Send to Xero.

When you click Send to Xero, Hot Giggity creates the super lines using your mapped Xero Payroll settings.

If you have grouped by payee, Hot Giggity uses the grouped totals for the selected payee rows.

Notes
• If a row cannot be sent to Xero, Hot Giggity will flag it. Common causes include missing super fund details or the contact not being mapped to a Xero Employee. Use Sole Trader Payroll Mapping in Step 3 to map or create the Xero Employee, then send the item again.
• Before sending items again, check the draft pay run in Xero so you do not accidentally create duplicate lines.

Step 5 - Pay Super in Xero

After the SG amounts have been sent to Xero, complete the pay run and super payment process in Xero.

1. In Xero, go to Payroll → Pay Runs.
2. Open the pay run created from Hot Giggity.
3. Review the totals by employee and pay period.
4. Post the pay run when you are ready.
5. Use Xero’s Pay Super process to submit and pay the SG amounts to each fund.
6. Save Xero’s payment confirmation or payment reference number for your records.
7. Back in Hot Giggity, check the Super Ledger status and mark items as paid if they are not automatically updated.

Reconciliation tips

• Invoice vs SG
  SG is separate from the artist invoice total and is not subject to GST.
• Xero accounts
  SG amounts will use the expense and liability accounts mapped in your Xero Superannuation Settings.
• Audit trail
  Keep the Hot Giggity booking, invoice, Super Ledger record and Xero payment confirmation together.
• Grouped totals
  If you use Group by Payee, remember that one row may include multiple individual ledger items.

Troubleshooting

No employee found or contact not mapped
Go to Manage → Xero Settings → Sole Trader Payroll Mapping and either map the contact to an existing Xero Employee or create a new one.

Missing super fund details
Ask the artist, performer or player to complete their legal entity and super fund details in Hot Giggity before sending the ledger to Xero.

Super Pay Ready warning
The payee may be missing required super details. Ask them to complete their legal entity and super fund details in Hot Giggity before sending the ledger to Xero.

Ready to Pay warning
The ledger item may need review before it can be paid or sent to Xero. Check the related booking, invoice and ledger status.

Wrong pay run calendar
Go to Manage → Xero Settings → Superannuation Settings, update the selected pay run calendar, then save your mapping.

Totals look different when Group by Payee is on
When grouped by payee, Hot Giggity combines multiple ledger items for the same contact. Use the # Ledgers column to see how many individual ledger entries are included in the total.

Duplicate lines in Xero
Review the draft pay run in Xero before sending ledger items again. If duplicate lines have already been created, review and adjust the draft pay run in Xero before posting it.

FAQs

Do I need GST on SG amounts?
No. SG is not subject to GST. GST only applies to taxable booking, fee or commission items where relevant.

Can I run weekly or monthly instead of quarterly?
Yes. Use the Xero payroll calendar and Hot Giggity date filters that match the period you want to process. For example, you may process weekly, fortnightly, monthly or quarterly depending on your workflow and obligations.

What if a performer has not completed their super details?
You should ask them to complete their legal entity and super fund details in Hot Giggity before you process their SG.

Can I send only some ledger items to Xero?
Yes. Use the filters and checkboxes to select only the ledger items you want to send.

What does Pending mean?
Pending means the ledger item has not yet been completed or marked as paid. Review the row and readiness indicators before processing it.

Plan availability

This Xero Payroll super workflow is available on Agency Pro.

Got questions?

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