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

Audience: Venues (Venue Pro plan)
Prereqs: Venue Pro active (AU$149/month ex GST). Xero AU Payroll enabled. HG ↔ Xero connected (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 Xero integration article. Then continue.

Step 2 - Map Superannuation Settings (HG → Xero)

Where: Dashboard → Xero Settings → Superannuation Settings

1. Chart of Accounts mapping

   • Liability → choose your Xero Superannuation Payable account.

   • Expense → choose your Xero Superannuation Expense account.

2. Pay run calendar

   • Select the Xero Payroll Calendar you’ll use for SG (often Quarterly).

3. Click Update Mapping to save.
   
   

Step 2 — Create/Map Sole-Trader Employees in Xero

Where: Dashboard → Xero Settings → Sole Trader Payroll Mapping

For each sole-trader act you owe SG for:

1. Find them in Hot Giggity Contacts.

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

3. HG creates a Xero Employee marked as contractor and pushes their Super Fund (ABN/USI) + Member number from the act’s HG profile.

4. Status updates from Not Mapped to mapped.
   
   

Make sure the act’s HG profile shows Super Details Added ✓ (Manage → My Act Roster). Use ⋯ → View Super Account Details to see the fund details.

Step 3 — End of quarter: Sync SG to Xero from Super Ledgers

Where: Super Ledgers → Super I Owe

1. Filter to the quarter (or your period).

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

3. Select all (or selected items).

4. Click Sync With Xero.

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

   • Each selected row posts a super line to the mapped Xero Employee.

Screenshot placeholder:
[Insert: Super I Owe list + Sync With Xero]

Notes:
• If an item can’t sync (not mapped employee, missing fund), HG flags it—fix and re-sync.
• Re-sync adds remaining items into the same draft pay run for that period.

Step 4 — Pay Super in Xero

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

2. Review totals, post the run.

3. Use Pay Super to submit and pay to each fund.

4. Keep Xero’s payment confirmation/PRN.

5. Back in HG, mark items Paid in Super Ledgers if needed.

Reconciliation tips

• Venues only receive Artist invoices from HG: SG is shown in an SG Payable panel (not in the invoice total); you pay the invoice total to the artist and SG direct to the fund.

• Xero postings hit your mapped Expense and Liability; the Pay Super transaction clears the liability.

• Keep the artist invoice, Super Ledger entry, and Pay Super receipt together.

Troubleshooting

• Not mapped employee: Map via Sole Trader Payroll Mapping (Map Existing / Create New), then re-sync.

• Missing fund details: Ask the act to complete their HG profile; verify via Manage → My Act Roster → ⋯ View Super Account Details.

• Wrong calendar: Change in Xero Settings → Superannuation Settings, then re-sync.

• Duplicates: Adjust in Xero draft pay run; re-sync only the required items.

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 workflow is available on Venue Pro (AU$149/month ex GST).

Got questions?

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