Quick Start: Get Super-Ready (Agents)

Modified on Fri, 26 Sep at 10:03 AM

Audience: Agents (hirers)
Goal: Be fully set up so SG (12%) is calculated, shown, collected and paid on time.

1) Set your own Legal Entity (Agent)

Path: Manage → My Agency Profile → Financial → Superannuation

Legal Entity: set this (in most cases Company).
Save. Ensures your invoices and obligations are presented correctly.

2) Make sure every artist/act is configured

Where to check: Manage → My Act Roster

Look for the Super Details Added green ✓.
Click ⋯ → View Super Account Details to confirm fund data when needed.

What artists must do in their Profile → Financial → Superannuation:

Sole traders: set Legal Entity = Sole Trader and complete all super details (Fund name, ABN, USI, Member number).
Non-sole traders (Company/Partnership/Trust/None/Other): still set Legal Entity so SG is handled correctly.

If details are missing, payment of the artist’s invoice may be delayed until provided.

3) Choose how Super is calculated by default for bookings (optional, per venue)

Path: Manage → My Venues → (⋯) → Set Super Default for Bookings

ON (Inclusive): performance fee includes super (embedded).
OFF (Plus): performance fee excludes super (SG added on top).
You can still override per booking. Full guide here.

3.5) Enable player-to-hirer invoicing for multi-player acts (optional, per act)

Why: SG is paid per player at source (fair & compliant) and you can market this to bands: “We take the hassle out of paying your players’ fees and super.”

Path: Manage → My Act Roster → (⋯) → Update Invoice Setting → “Act Player Invoices paid by Agency” (ON) → Save.

Applies to future bookings your agency creates for that act.
You’ll receive one invoice per player; SG (GST-free) is shown per eligible sole-trader player so you can pay each fund directly.
Act owners can also enable/disable this; if either side enables it, new bookings follow this model.
Full guide: Act Player Invoices paid by Agency (Agents)

4) Understand what you’ll see on invoices

Artist → Agent invoice (sole trader): Fee + GST in the total. SG appears in an SG Payable panel below the total (not added to total).
Agent → Venue invoice: Each gig line includes your commission; GST is calculated on the ex-super base, and SG is shown as a GST-free amount (per our agency layout).

5) Track & reconcile with Super Ledgers

Path: Super Ledgers → Super I Owe / Super Owed to Me

Filter by Month / Quarter / Custom.
Export CSV or Sync With Xero (Agency Pro).
Mark items Paid once remitted (keep PRNs/confirmations).
Full guide here.

6) When do I actually pay SG?

Usually at quarter-end.
Example: Oct–Dec is due by 28 January.
Until then, focus on setup and collecting any missing super details.

How-to: Pay Super with Xero (AU Payroll) — Agents

7) Act roster email template (copy/paste)

Subject: Action needed: Super details in Hot Giggity

Hi [First name],

To comply with Australian superannuation laws and keep your payments on time, please log into Hot Giggity and update your Legal Entity and Superannuation details.

Do this by visiting: Manage → My Personal Profile → Financial → Superannuation

If you’re a Sole Trader, complete all super fields: Fund name, ABN, USI, and Member number.
If you’re a Company/Partnership/Trust/None-Other, select your Legal Entity accordingly.

Please complete this by [date] so we’re super-ready ahead of the [quarter] deadline (28 [Oct/Jan/Apr/Jul]). If details are missing, payment of your invoice may be delayed until they are provided.

Questions? Just reply to this email.

Thanks,

[Your Name]
[Agency]
[Phone] | [Support email]

8) Suggested terms (indemnity + payment timing)

Add to your Artist T&Cs or booking confirmations:

Superannuation details & responsibility
Where the performer is a Sole Trader, the hirer must pay Superannuation Guarantee (SG) to the performer’s nominated fund. The performer agrees to provide accurate superannuation details (Fund name, ABN, USI, Member number) in Hot Giggity prior to invoice approval. If details are not provided, the agency may delay invoice payment until supplied. The performer indemnifies the agency for delays or penalties arising from the performer’s failure to provide accurate and timely superannuation details.

9) Quick audit checklist

Agency Legal Entity set (usually Company).
Roster sweep: every act has Legal Entity; sole traders show Super Details Added ✓.
(Optional) Venue-level Super default set.
(Optional) Player-to-hirer invoicing enabled for relevant acts → guide.
Team understands invoice behaviour (Artist vs Agent invoices).
Super Ledgers process is clear; PRNs will be stored with invoices.
Xero users: reviewed the Pay Super with Xero guide (actual payment at quarter-end).

Got questions?

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