---
title: Super Payment Workflow (Xero Users)
description: Set up your Xero payroll calendar, select it in Hot Giggity, review each pay period, and process and track super payments through Xero.
---
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# Super Payment Workflow (Xero Users)
### Performer eligibility — ATO guidance reviewed 13 October 2026
> An ABN, invoice, hobbyist status or retirement does not automatically remove super obligations for individual performers. Check legal liability for the performance payment and any applicable exception. Hot Giggity’s entity setting and invoicing model must reflect the actual engagement; they do not decide legal liability.
>
> [Read the eligibility and responsibility guide](https://20228549.hs-sites.com/hg-support/superannuation-compliance-how-hot-giggity-supports-it?hsLang=en-au) or the [ATO performer guidance](https://www.ato.gov.au/businesses-and-organisations/super-for-employers/work-out-if-you-have-to-pay-super/super-for-sportspeople-performers-film-makers-and-related-activities) (updated 16 September 2026).
### Payday Super update — effective 1 July 2026
**About the screenshots and video:** These illustrate the screens and controls. Any quarterly calendar shown is an example from an earlier workflow. Create the calendar you need in Xero, select it in Hot Giggity’s Xero Settings, and use the relevant pay period. The example calendar does not change your Payday Super deadline.
> For eligible payments made on or after 1 July 2026, pay super each payday. Contributions generally need to reach the worker’s super fund within 7 business days after the related payment, subject to applicable exceptions. Submit promptly and allow for clearing-house processing time.
>
> Quarterly date filters remain useful for reporting and reconciliation, but do not permit you to defer current super payments until quarter-end. [Read our Payday Super payment timing guide](https://20228549.hs-sites.com/hg-support/superannuation-compliance-how-hot-giggity-supports-it?hsLang=en-au).
This guide walks through the complete workflow for processing superannuation payments through Xero integration.
### **Prerequisites**
- A **Hot Giggity Pro Plan**is required for this functionality.
- An active **Xero connection** configured in Hot Giggity.
- A Xero user account with permissions to manage **Payroll** and **Payruns**.
- Your Xero account is registered for automatic **superannuation payments.** Read more in this [Xero support article](https://central.xero.com/s/article/Register-for-automated-super-payments) or watch [this video](https://www.youtube.com/watch?v=JPowdqBA4ew).
### **Step 1: Reconnect your Xero Account**
If you previously connected Hot Giggity to Xero, you must reconnect to enable the **new Xero Payroll integration.**
Go to **Manage - Xero Settings - Connected Account** and click **Reconnect**.
This refreshes your permissions and activates the payroll connection used for super payments.
### **Step 2: Configure superannuation settings**
Go to **XERO Settings**, **Superannuation Settings** and set:
1. **Liability Account**: Superannuation Payable
2. **Expense Account**: Superannuation
These settings determine how super transactions are recorded in your Xero accounts.
###  **Step 3: Set up the Xero pay calendar**
Create the required payroll calendar in Xero, then select it in Hot Giggity’s Xero Settings. Weekly and fortnightly calendars are supported. Choose a calendar that suits your payment workflow and enables you to meet the applicable Payday Super deadlines.
If the payroll calendar you need does not exist, create it in Xero:
- Log into **Xero**
- Go to **Payroll** → **Payroll Settings**
- Click **Pay Calendars** (or **Pay Frequencies**, depending on your Xero view)
- Click Add to create the required payroll calendar if it does not already exist
- Select the appropriate frequency, such as Weekly or Fortnightly, and complete the calendar setup
- Return to Hot Giggity’s Xero Settings, refresh the calendar list, and select the calendar you created in Xero.
###  **Step 4: Sole trader payroll mapping**
Go to **Sole Trader Payroll Mapping** to link Hot Giggity sole traders with Xero employees.
If you are syncing sole traders for the first time, for each sole trader, click **Crew New**
This creates a new employee record in Xero with the required details, including:
- Name
- Date of birth
- Super details
- Tax File Number (TFN)
- Employment type: Contractor
- Income type: Labour Hire
### Important: The artist must add their TFN for super payments to be processed in Xero.
This mapping ensures super payments are correctly attributed to each payee in Xero.
###  **Troubleshooting: “Create New Employee” failed**
If creating a new employee fails:
1\. **Check themusician’s super setup**
Confirm the musician has completed their super details in Hot Giggity (fund name, member number, ABN/USI, and TFN). You can check this via **Manage → My Acts** — the **Super Details** column should show a green tick.
### 2. Retry
After updating details, click Create New again.
### 3. Contact support
Email [support@hotgiggity.com](mailto:support@hotgiggity.com) with a screenshot of the error.
### **Step 5: Send Super Payments to XERO**
### 5.1 Navigate to the **Super Ledger**
1. Go to **Super Ledger**
2. Select the **Super I Owe** tab
### 5.2 Filter by the relevant pay period
1. Use the ledger date filter to select the relevant pay period or custom date range. Review the items against the Xero payroll calendar selected in Hot Giggity’s Xero Settings.
2. Select the pay period you are processing and check the related payment dates and super deadlines
### 5.3 View Artist Payment Breakdown (optional)
Click **View** next to an artist to open a **Super Ledger Report**, showing:
- Total super to be paid
- The artist’s super fund details
- A gig-by-gig breakdown of super amounts
This can be downloaded as a PDF if required.
### 5.4 Select payees
Select the payees you want to include in the super pay run. This will activate the **Send To Xero** button.
### 5.5 Send to XERO
Click **Send to Xero** to create a **Draft Pay Run** with all selected payments in Xero.
If Hot Giggity detects a payee is not mapped to a Xero employee, you will see a prompt allowing you to:
- **Map to Existing** (returns you to **Sole Trader Payroll Mapping**)
- **Create New** (creates a new Xero employee record)
After resolving the mappings:
1. Scroll down
2. Click **Submit to Xero**
### **Step 6: Finalise in Xero**
### 6.1 Post the pay run
1. Log in to **Xero**
2. Go to **Payroll → Pay Employees**
3. View Draft Pay Runs. Open the draft pay run created by Hot Giggity for the selected calendar and period.
4. Open the draft pay run for the selected payroll calendar and pay period
### 6.2 Review included super amounts
Open the pay run to review all artists and amounts included in this pay period. Confirm that payment processing will meet the applicable Payday Super deadlines.
6.3 Post the pay run
Click **Post Pay Run**, then click **Post Pay Run** again to confirm.
**Important:** **Posted** means the pay run is finalised in Xero.
It does **not** necessarily mean the super has been paid to the super funds yet.
**Important:** Once the payment status is **Posted**, Hot Giggity’s role is complete. To actually pay super to super funds, you must complete the payment process in Xero.
### 6.4 Pay super in Xero
After posting the pay run:
1. Open the posted pay run
2. Follow Xero’s steps to submit the super payment to the clearing house
3. Xero will distribute amounts to each employee’s super fund
For more information on this process in Xero, visit [this Xero support article](https://central.xero.com/s/article/Process-superannuation-payments) or watch the video below
### **7. Payment Status synchronisation**
Payment status updates in Hot Giggity automatically within 30 minutes, or you can sync manually:
1. Go to **Payments**
2. Click **View** on the payment
3. Click **Update Status** to sync from Xero
This updates the pay run status based on Xero.
**Super Leder statuses:**
**Pending**(not yet sent to XERO) → **Processing** (Submitted to XERO), **Posted** - (Pay run posted in Xero), **Paid** (manual - super paid)
**Payment tab statuses:**
**Pending** (payment created in Hot Giggity) → **Submitted** (sent to clearing XERO pay run - status draft) → **Posted** (pay run posted in Xero) → **Settled** (manually marked as paid)
### 
### **8. Marking As Paid (manual)**
Xero does not provide an API signal confirming when a superannuation has been paid to the superannuation funds. For this reason, you must manually mark the payment as **Paid** in Hot Giggity once you’ve confirmed the super payment has been processed in Xero.
1. Go to **Payments**
2. Click **View** on the payment
3. Tick the checkbox to the left of **Payees** (select all)
4. Click **Mark as Paid**
This will update all artist super payments, and super ledger items as **Paid**. A notification will be sent to artists and their super ledger status will update accordingly.
**Logging system**
Hot Giggity logs all Xero integration activities and errors.
### Viewing logs
- Go to **Manage Xero → Log**
- Review recent integration activity and errors
### Understanding log entries
- **Success** entries confirm operations completed
- **Error** entries indicate issues and trigger notifications
### Troubleshooting with logs
If you need help, email **[support@hotgiggity.com](mailto:support@hotgiggity.com)** and include the log error details (or a screenshot).
### **Important notes**
### Single active pay run limitation
Xero can only have **one active draft pay run at a time** for a given calendar. If you need to create a new pay run:
- **Option A:** Post the existing pay run in Xero
- **Option B:** Delete the existing draft pay run in Xero
Only after the current pay run is posted or deleted can you create a new one.
### Adding to existing payments
You can add more super ledger entries to an existing payment only if:
- The entries fall within the pay run date range, AND
- The pay run is still **Submitted / Draft** (not Posted)
- [Artists & Entertainers](https://help.hotgiggity.com/hg-support/artists-entertainers?hsLang=en-au#main-content)
- [Getting Started](https://help.hotgiggity.com/hg-support/artists-entertainers?hsLang=en-au#getting-started)
- [Invoice Management](https://help.hotgiggity.com/hg-support/artists-entertainers?hsLang=en-au#invoice-management)
- [Superannuation (Australia Only)](https://help.hotgiggity.com/hg-support/artists-entertainers?hsLang=en-au#superannuation-australia-only)
- [Creating & Managing Your Own Bookings](https://help.hotgiggity.com/hg-support/artists-entertainers?hsLang=en-au#creating-managing-your-own-bookings)
- [Promoting Your Gigs](https://help.hotgiggity.com/hg-support/artists-entertainers?hsLang=en-au#promoting-your-gigs)
- [Apply to Play](https://help.hotgiggity.com/hg-support/artists-entertainers?hsLang=en-au#apply-to-play)
- [FAQs](https://help.hotgiggity.com/hg-support/artists-entertainers?hsLang=en-au#faqs)
- [Agents](https://help.hotgiggity.com/hg-support/agents?hsLang=en-au#main-content)
- [Agency Profile Management](https://help.hotgiggity.com/hg-support/agents?hsLang=en-au#agency-profile-management)
- [Venue Management](https://help.hotgiggity.com/hg-support/agents?hsLang=en-au#venue-management)
- [Artist Management](https://help.hotgiggity.com/hg-support/agents?hsLang=en-au#artist-management)
- [Booking Management](https://help.hotgiggity.com/hg-support/agents?hsLang=en-au#booking-management)
- [Invoice Management](https://help.hotgiggity.com/hg-support/agents?hsLang=en-au#invoice-management)
- [Superannuation (Australian Only)](https://help.hotgiggity.com/hg-support/agents?hsLang=en-au#superannuation-australian-only)
- [Promoting Your Gigs](https://help.hotgiggity.com/hg-support/agents?hsLang=en-au#promoting-your-gigs)
- [FAQs](https://help.hotgiggity.com/hg-support/agents?hsLang=en-au#faqs)
- [Venues](https://help.hotgiggity.com/hg-support/venues?hsLang=en-au#main-content)
- [Getting Started](https://help.hotgiggity.com/hg-support/venues?hsLang=en-au#getting-started)
- [Booking Management](https://help.hotgiggity.com/hg-support/venues?hsLang=en-au#booking-management)
- [Invoice Management](https://help.hotgiggity.com/hg-support/venues?hsLang=en-au#invoice-management)
- [Promoting Your Gigs](https://help.hotgiggity.com/hg-support/venues?hsLang=en-au#promoting-your-gigs)
- [Superannuation (Australia Only)](https://help.hotgiggity.com/hg-support/venues?hsLang=en-au#superannuation-australia-only)
- [FAQs](https://help.hotgiggity.com/hg-support/venues?hsLang=en-au#faqs)
- [General](https://help.hotgiggity.com/hg-support/general?hsLang=en-au#main-content)
- [Superannuation (Australia Only)](https://help.hotgiggity.com/hg-support/general?hsLang=en-au#superannuation-australia-only)
- [FAQs](https://help.hotgiggity.com/hg-support/general?hsLang=en-au#faqs)
- [FAQs](https://help.hotgiggity.com/hg-support/faqs?hsLang=en-au#main-content)
- [General FAQs](https://help.hotgiggity.com/hg-support/faqs?hsLang=en-au#general-faqs)
- [Artists & Entertainers FAQs](https://help.hotgiggity.com/hg-support/faqs?hsLang=en-au#artists-entertainers-faqs)
- [Agents FAQs](https://help.hotgiggity.com/hg-support/faqs?hsLang=en-au#agents-faqs)
- [Venues FAQs](https://help.hotgiggity.com/hg-support/faqs?hsLang=en-au#venues-faqs)
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