Available for the following plans: Any plan with Payroll
Available for the following user access levels: Admin
The HeroClear balance shows how much money you have available to fund your HeroClear Super Batches.
This article explains what Available funds and Total balance mean, how to top up your balance, and what to do if your balance is higher or lower than you expect.
The balance applies to employers who fund HeroClear Super Batches by sending money to their business's HeroClear PayID address. If you fund HeroClear Super Batches by Direct Debit or PayTo, see When Available funds is $0.
The balance appears on two screens, and each screen shows different figures.
| Screen | Balances shown |
|---|---|
| HeroClear ledger screen (Payroll settings > Payments > Employer ledger tab) | Available funds and Total balance |
| Super batch page | Available funds only |
Understanding your balance
Available funds is the amount of PayID money held in your HeroClear account that has cleared and is free to use right now.
This balance only has money in it when you manually send funds to your business's HeroClear PayID address. Newly received funds are not immediately available. Depending on the payment method, they may go through a holding period first. See How a payment appears in your balance.
How Available funds works:
- Once funds have cleared, they accumulate in Available funds and are drawn down automatically when your next pay batch is processed.
- If Available funds covers the full batch amount, no additional payment is needed.
- Unallocated funds carry forward between batches. They do not expire or reset.
| Situation | What it means |
|---|---|
| You use Direct Debit or PayTo to fund HeroClear Super Batches | $0 is correct and expected. These payment methods fund HeroClear Super Batches automatically and do not go through the Available funds balance. |
| You haven't sent any PayID funds yet | Send funds to your HeroClear PayID address. Allow up to 2 days for them to clear. |
| A previous pay run used all Available funds | This is normal. The balance clears after a batch is processed. |
| You haven't sent enough to cover the pay run | Top up by sending more funds. Clearing time varies by payment method. See How a payment appears in your balance. |
| A payment was sent recently and is still clearing | Funds may still be in transit. Check your Total balance (PayID/email payments) or allow up to 2 days (BSB payments). |
Total balance is your complete HeroClear position. It is Available funds plus any recently received PayID (email) payments that are still in the settlement period with Employment Hero.
When a PayID (email) payment arrives, it enters a 2-day holding period before it clears into Available funds. During those 2 days, the money is visible in Total balance but cannot yet be used for HeroClear Super Batches. When the holding period ends, the funds move into Available funds automatically. If there are pending batches, they are drawn down at that point.
The flow for PayID (email) payments:
- Your PayID payment arrives and enters holding with Employment Hero (2-day settlement). It is visible in Total balance.
- After 2 days, the funds move into Available funds (cleared and ready to use).
- If there are pending batches, Available funds are drawn down automatically.
How the two figures relate:
- Total balance is always equal to or greater than Available funds.
- The difference between Total balance and Available funds is money still in the 2-day settlement period.
Example: If Available funds is $1,250.00 and Total balance is $1,500.00, then $250.00 was received recently via PayID and is still clearing.
Total balance only appears on the HeroClear ledger screen. It is not shown on the super batch page. On that page, only Available funds (what can be used right now) is shown.
This section applies to customers who fund HeroClear Super Batches by manually sending PayID payments.
Any payment sent to your business's HeroClear PayID address adds to your balance. There is no amount or reference matching requirement.
- Send any amount to your HeroClear PayID address from your banking app. When it appears in your balance depends on how you pay.
- Once the payment has cleared, the funds accumulate in Available funds and are drawn down automatically when your next pay batch is processed.
Helpful Hint: We recommend that you send the specific amount, but it's not mandatory.
How a payment shows up in your balance depends on the payment method you used.
| Payment method | How it processes | What you see |
|---|---|---|
| PayID (email address) | Held by Employment Hero during settlement | Appears in Total balance immediately while clearing. Moves into Available funds after 2 days. |
| BSB and account number | Processes through the Direct Entry network (via CUSCAL). In transit for up to 2 days. | Not visible in either balance during those 2 days. Appears directly in Available funds once it arrives, with no holding state shown. |
- If you paid via PayID (email), you will see the amount in your Total balance while it clears. This is expected.
- If you paid via BSB and account number, the payment will not appear in your balance for up to 2 days. This is expected. The payment processes through the Direct Entry network (via CUSCAL) and is not visible to Employment Hero until it arrives.
- In both cases, once cleared, the funds land in Available funds and will be drawn down for any pending batches.
Helpful Hint: If a BSB payment appears to be missing, check whether 2 days have elapsed before contacting support.
Troubleshooting
Available funds is not a savings account. Employment Hero holds these funds as a payment intermediary. The balance exists to fund HeroClear Super Batches, not to store money long-term.
Common causes:
- You sent more than the upcoming super batch total.
- A previous super batch came in under the amount you sent.
- A payment was made twice.
Excess funds are not refunded automatically, but Employment Hero has the right to refund if funds remain for extended periods of time or if the balance becomes too high at our discretion.
If Available funds is less than the upcoming pay run total, there is a shortfall. This means not enough has cleared into Available funds yet.
- Check your Total balance on the HeroClear ledger screen. If a recent PayID (email) payment is still in the holding period, it will appear there and move into Available funds after 2 days.
- If you paid via BSB and account number, allow the full 2 days before the payment appears in either balance.
- If there is still a shortfall, send more funds to your HeroClear PayID address. Allow up to 2 days for them to clear into Available funds.