HeroClear is a first-of-its-kind solution designed to protect businesses from the increased admin and risk of penalties posed by Payday Super. Fully embedded into Employment Hero Payroll, HeroClear will be a frictionless super clearing and validation solution, purpose-built for Payday Super, minimising the risk of errors or non-compliance.
Avoid the manual downloads, payments and reconciliations of legacy clearing houses with HeroClear.
How does it work?
HeroClear is built directly into Employment Hero Payroll, making super payments simple and secure. It automatically validates employee and fund details using direct super fund and ATO-approved checks, then processes and tracks payments seamlessly from payroll. Employers see real-time payment status in Payroll, with clear alerts and automated workflows when action is needed.
If a payment fails, HeroClear detects it immediately, notifies the employee, and prompts them to update their details—removing manual follow-ups, guesswork, and switching between systems. It keeps everything accurate, automated, and running smoothly in the background.
Important
Currently, HeroClear doesn't support workplace numbers (WPN) based entities, and this is a deliberate architectural decision rooted in our KYB (Know Your Business) requirements. Here's why:
KYB Verification Challenges with WPNs
- Australian business numbers (ABNs) provide comprehensive business registration data through the Australian Business Register, enabling automated verification of entity structure, ownership, and compliance status.
- WPNs (Workplace Numbers) are primarily workforce-focused identifiers that don't carry the same comprehensive business identity information.
- Our KYB framework requires robust identity verification and beneficial ownership documentation, which is significantly harder to establish and validate for WPN only entities
- The regulatory burden of onboarding WPN entities would require manual verification processes that don't scale efficiently.
Set up HeroClear
- Log in to Employment Hero Payroll.
- Click on Business (the suitcase icon) on the left hand side navigation menu.
- Click on Payroll Settings.
- Click on Payments.
- Click on HeroClear Settings tab.
- Click on the Get started button.
- Read the important notice, then tick the checkbox to confirm.
Acknowledge the terms by clicking I Understand to proceed.
Select the Superannuation tile.
Click Continue to next step.
- Click on Set up automated payments.
Add your organisation's business bank account name, BSB and account number, and click on Link.
Add the details in the modal, including bank details and authoriser information, then click on Continue.
Here you will see the authorisation pending screen. Navigate to your email to set up the next section.
In the email that the authoriser will have just received, click on Review and Sign.
Click on Click to Sign.
Add your signature and click on Insert.
Click on Continue if the top right-hand side of the screen.
Click on I agree.
Back in Employment Hero Payroll, click on Verify Account.
You will have received an amount under $1 to the connected bank account. Add the amount and click on Verify Amount.
Click on the X to return to the HeroClear screen, or click on Set up Another Direct Debit.
Next you will need to add your organisation's default super fund. Click on the Add my super fund search bar.
Once you've added your super fund/s, click on Continue with selected funds.
Click on Continue to complete setup.
Click on Enable HeroClear.
HeroClear is now enabled on your account.
If you plan to use manual PayID payments for HeroClear, we recommend completing a test transaction to verify the connection.
What to expect
For security reasons, some banks may place a hold on your first deposit for up to 24 hours. Subsequent payments should be instant which is why we recommend this test payment.
Test payment instructions
Please follow the instructions shown in the onboarding flow to complete the test payment and verify your funding method.
Further information
What Is This Feature?
Businesses using HeroClear previously had no way to require financial sign-off before superannuation payments left their account. HeroClear Payment Approvals adds a mandatory approval step to the super payment flow, so a trusted person (like a CFO or Finance Director) must review and authorise each payment batch before it's processed.
Who Is Involved?
There are two key roles:
Primary Approver The main person responsible for reviewing and authorising super payment batches. They must accept their role before the approval gate activates. Any Managed User in the payroll account can be nominated by a Payroll Admin.
Backup Approver Steps in if the Primary Approver has not acted within 4 hours. Must be a different person from the Primary. They also receive an invitation and must accept their role, but their acceptance alone does not activate the approval gate — the Primary must accept first.
Which Payments Does This Apply To?
The approval gate only applies to super batches funded via Direct Debit or PayTo. Batches using other payment methods proceed without an approval gate.
How Does Setup Work?
The Payment Approver setup step is located in the optional section at the bottom of the HeroClear onboarding screen, below the PayID Test guidance. It can be skipped during onboarding and configured later from settings.
If there are no eligible Managed Users to select, the admin sees a message explaining that Managed Users need to be added to payroll first, with a link to do so.
Multi-entity organisations: Payment approval setup is scoped to the entity currently selected in the HeroClear entity dropdown. Configuring approvers for one entity has no effect on other entities. The same person can be nominated as approver across multiple entities, but setup must be completed separately for each.
What Emails Are Sent, and When?
Trigger |
Recipient |
Purpose |
|---|---|---|
Nominated as approver |
Approver |
Invitation to accept the role |
Super batch submitted |
Primary Approver |
Request to review and approve |
2 hours of no action |
Primary Approver |
Reminder to act |
4 hours of no action |
Backup Approver |
Escalation — primary hasn't responded |
6 hours of no action |
Payroll Admin |
Alert that no one has acted |
No backup configured, 4 hours pass |
Payroll Admin |
Reminder to follow up |
Batch approved |
Payroll Admin |
Confirmation with approver name & timestamp |
Batch rejected |
Payroll Admin |
Alert with rejection reason (if given) |
Gate re-enabled by admin |
All configured approvers |
Notification that gate is active again |
The Approval Flow (Step by Step)
Payroll Admin submits a super batch via HeroClear
The batch pauses at a new "Awaiting Payment Approval" step in the processing timeline — it does not proceed to processing until an approver acts
Primary Approver receives an email and logs in to review
Once the approver acts, the "Awaiting Payment Approval" step is replaced — approved batches show "Payment Approved" and continue; rejected batches show "Payment Rejected" and stop
Once approved, payment is automatically processed via Direct Debit or PayTo — no further action is needed from the admin
Approving a Batch
The approver can approve from the review screen. A confirmation prompt is shown before the approval is finalised. After approving, the approver sees confirmation that the payment has been approved and will proceed.
Rejecting a Batch
The approver can reject a batch and optionally provide a reason. A confirmation prompt is shown before the rejection is finalised. The rejected batch cannot be amended or resubmitted — the admin must create a new payment batch to try again.
The Review Screen
The review screen shows the organisation name, employing entity name (for multi-entity orgs), pay period, total super payment amount, and number of employees. The approver can expand to see a full per-employee breakdown with individual contribution amounts. The review screen is desktop only — it is not available on mobile.
Managing Approvers (Admin Settings)
Key things to know for support tickets:
The admin can replace or remove approvers at any time. When changed, the newly nominated person receives a fresh invitation to accept their role.
Changes to approvers take effect for the next payment batch — any batch already awaiting approval is not affected.
The admin can enable or disable the approval gate from settings. Disabling it removes the gate for future batches immediately, but does not affect any batch already awaiting approval.
If a nominated approver's access is revoked or they leave the organisation, the payroll admin receives an alert to reconfigure approvers. In-flight approval requests are held in pending state until new approvers are set up.
Key Limitations to Be Aware Of
SMS notifications are not available — email only for this version.
Leave-based escalation (e.g. primary approver being on leave) is not supported in this version.
The feature currently covers superannuation payments only — wages payments are not in scope yet.
The approval gate only activates once the Primary Approver has accepted their invitation — a pending primary means no gate.