HG Super Pay for Agencies - Complete Setup & Payment Guide

Why HG Super Pay?

With Payday Super now in effect, agencies booking sole-trader artists and players need a compliant way to pay superannuation - but not all solutions are created equal.

Some platforms require payments to flow through their system. That means the platform invoices your venues, collects the money, and pays you only your commission. You lose control of your top-line revenue, your cash flow, and - most importantly - your direct financial relationships with the venues you've worked hard to build.

HG Super Pay works differently. Your agency continues to invoice venues directly and collect full payment as you always have. Hot Giggity automates the invoicing between you and your venues, and between your artists and you - but the money flows through your accounts, not ours. When it's time to pay super, you simply trigger payments from your nominated bank account, and the funds are routed to each artist's super fund via a connected clearing house.

In short:

• You keep your venue relationships - you invoice them, they pay you
• You keep your top-line revenue and control your cash flow
• You stay the employer of record for super obligations
• Super payments are made from your own bank account - not through a third party's payment pipeline
• Full visibility and tracking of every payment, from submission to settlement

HG Super Pay gives you compliance without compromise.

About This Guide

HG Super Pay lets your agency pay superannuation directly to your sole-trader artists and players from inside Hot Giggity - no separate accounting software required. This guide walks you through the whole journey: choosing it as your super payment method, activating the add-on, registering as an employer, mapping your artists, and paying and tracking super.

There are two starting points covered below:

• New agency - you have never paid super through Hot Giggity before.
• Existing agency / switching from Xero - you currently pay super via Xero and want to move to HG Super Pay.

Pick the path that matches you, then continue with the shared steps below.

Before you start:

What Is HG Super Pay?

When you book a sole-trader artist or player, you may be responsible for paying their superannuation. HG Super Pay shows you what you owe across your bookings, lets you pay it in a few clicks, and tracks each payment through to settlement - all without leaving Hot Giggity.

You stay in control: you choose who to pay and when, you authorise the direct debit once during setup, and Hot Giggity debits your nominated account only for the super you submit.

Setup Steps

Step 1 - Choose Your Super Payment Method

Everything starts with one decision: how do you want to pay super?

Go to: Manage → My Agency Profile → Financials, and find the Super Payments section. You'll see two options:

• Pay with XERO - super is processed through your connected Xero account (requires a Pro plan and an active Xero integration).
• Pay with HG Super Pay - super is paid directly through Hot Giggity.

Select Pay with HG Super Pay. Your choice is saved automatically, and you'll see a prompt to activate the add-on and complete your employer setup in Manage → HG Super Pay.

New agency: If you've never set up super in Hot Giggity, simply choose Pay with HG Super Pay here, finish setting up your profile, and then continue to Step 2.

Existing agency / switching from Xero: Change the Super Payments option from Pay with XERO to Pay with HG Super Pay.

Step 2 - Open HG Super Pay

In the left sidebar, under Manage, click HG Super Pay.

The HG Super Pay hub has four tabs:

Step 3 - Activate the Add-On

On the Overview tab, the Add-on card shows as Inactive. It also shows the price: $1.50 ex GST per artist payment per pay run.

Click Activate. You will be taken to our integrated checkout to add card details and activate the HG Super Pay add-on.

Once active, the Overview tab shows three status cards:

Below the cards you'll find Quick actions - shortcuts to Super Ledger, Payments, and Manage employees.

Step 4 - Register as an Employer

Open the Employer tab. Until you finish, the form shows a grey "Not Registered" chip.

Fill in each section:

When every required field is complete and you've agreed to the direct debit, the Register as Employer button becomes active. Click it.

Your employer application is submitted and registration can take up to 48 hours to complete. You will receive an email notification when it is processed. The chip in the Employer tab form will show "Registered" once the form has been submitted.

Employer status on the Overview tab: The Employer card tracks your registration through three stages.

Note: The Employer tab form itself shows a simpler "Registered" / "Not Registered" chip that reflects whether the form has been submitted, not whether verification is complete.

Step 5 - Map Your Artists (Employees)

Open the Employees tab. You'll see your Employee Mapping table listing your sole-trader artists with their registered email and a status chip:

To map an artist who is Not Mapped, click CREATE NEW on their row.

A Register Employee window opens showing that artist's profile details - name, email, date of birth, TFN (hashed), address, fund name, USI, member number and fund ABN. These details are read-only and come straight from the artist's own Financial profile.

⚠ If the artist's profile is missing required super details, you'll see a warning ("...profile is missing required fields") and the Register Employee button stays disabled. The artist must complete their Financial profile first - see Step 7.

When the profile is complete, click Register Employee. You'll see a confirmation ("Employee registered successfully - their super payments will now be directed to the correct fund"). Click Done. Their status changes to Mapped.

Updating an artist's details: If an artist updates their super details, open their row and click UPDATE. The Update Employee window shows their latest profile details (read-only). Click Update to confirm the synced changes.  You will not be able to process a super payment until you have actioned this update.

Removing an artist: To unmap an artist, click DELETE on their row and confirm. This disconnects them from HG Super Pay; it does not delete their profile.

Step 6 - Contribution History Tab

The Contribution History tab (visible once the add-on is active) gives you a searchable log of every super contribution that has been processed for your employees.

Use the filters at the top to narrow results:

Click Search to load results. Each row shows the employee name, pay period, contribution amount, super fund, and contribution status.

Tip: Use this tab to reconcile contributions and verify that past payments have reached the correct super fund for each artist.

Step 7 - The Artist Prerequisite (Important)

Before you can register an artist, they must have completed their own Financial profile in Hot Giggity, including:

• Full legal name
• Date of birth
• Address
• Tax File Number (TFN)
• Super fund details: fund name, USI (auto-populated), fund ABN (auto-populated) and member number.
  
  

If any of these are missing, you'll see an incomplete-profile warning when you try to register them (Step 5). Ask the artist to finish their Financial profile, then map them.

Step 8 - Pay Super via Super Ledgers

When you book sole-trader artists, the super you owe builds up automatically.

Go to: Super Ledgers (sidebar) and open the "Super I Owe" tab.


Each row shows:

Use the date filter at the top right to focus on a particular period, and the contact filter to find a specific artist.

Tick the artists/items you want to pay, then use the Pay Super action and confirm the amounts in the payment window to submit your payment.

You can expand each artist dropdown to see the list of payments for each artist.

You then need to click Validate which is our final check that all information is present before submitting the payments.

After clicking validate, you will see a "Ledgers Valid" confirmation - and can then press Pay Now.

After you submit payment to the clearing house, the status will change to Processing.

Once the payment has been made from the clearing house to the member's super fund, the status will show a green tick.

Click the three dots, then select View to see the payment details. 

Step 9 - Track Your Payments

Go to: Payments (sidebar) and open Payments I Made.

The payments tab shows the payments made from your nominated bank account to the super clearing house.  Click View to see the payment details.  

Step 10 - Billing & Costs

HG Super Pay costs $1.50 ex GST per artist payment per pay run, billed on the 5th of the following month. If you run a fortnightly pay cycle and an artist has completed 4 gigs in that period, you’re charged $1.50 ex GST for that artist — not per gig.

To see what's accruing this period, go to Manage → HG Super Pay → Overview. Here you will see a card titled 'This Month' showing how many submissions you've made and the estimated amount accruing.

Cancelling the Add-On

If you no longer need HG Super Pay, go to Manage → Account Settings → Membership and find the Add-ons section. On the HG Super Pay card, click Cancel Add-on.

After cancelling, the add-on returns to Inactive and you won't be able to submit new HG Super Pay payments until you reactivate it. Any payments already submitted are still billed on the 5th of the following month.

Troubleshooting & FAQ

I can't register an artist - the button is greyed out.

The artist's profile is missing required super details. Ask them to complete their Super details by going to Manage / My Personal Profile / Financials - Superannuation. There, they can add all required details including their Legal name, DOB, Tax File Number, select the super fund name, (USI and Fund ABN will be autopopulated), and member number.  Once their profile is complete, return to the Employees tab and register them.

Where do I see what HG Super Pay will cost me?

Two places: the "This month" card on the HG Super Pay Overview tab, and the HG Super Pay summary card in Manage → Account Settings → Membership → Payment History. Billing is $1.50 ex GST per artist payment per pay run, charged on the 5th of the following month. 

I already pay super through Xero. Do I have to switch?

No. HG Super Pay is an alternative to the Xero workflow. If you'd like to switch, change Super Payments to "Pay with HG Super Pay" in Manage → My Agency Profile → Financials, then activate the add-on and complete your employer setup. Your existing Xero records are unaffected.

What do the payment statuses mean?

See the Payment Status Reference section below for a full breakdown of all 13 statuses. A payment moves from Payment Created - Not Yet Submitted → Payment Submitted Successfully → through debit and fund transfer stages → to Payment Settled. If anything goes wrong, a failure status will explain what happened and what to do next.

How do I stop using HG Super Pay?

Go to Manage → Account Settings → Membership, open the Add-ons section, and click Cancel Add-on on the HG Super Pay card.

Is HG Super Pay available everywhere?

No - HG Super Pay is available to Australian customers only.

The Employer card on Overview still shows "Submitted - Awaiting Verification" - is that normal?

Yes. After you submit the Employer Setup form, registration with the clearing house can take up to 48 hours. During that window, the Overview card shows "Submitted - Awaiting Verification". Once verification is complete, the card automatically updates to "Active" and you'll receive an email confirmation.

Payment Status Reference

Every super payment has a status that tells you exactly where it is in the processing pipeline. The table below covers all 13 statuses - what each one means and what action (if any) you need to take.