Table of Contents
Applies to: Customers using the ProSpend MYOB AccountRight Live integration.
What's changing
MYOB is updating the way third-party applications like ProSpend connect to your MYOB AccountRight company file. From 1 September 2026, MYOB requires apps to request specific, itemised permissions rather than broad access to your company file.
To meet this requirement, ProSpend is updating its MYOB connection. The next time you export to MYOB after the change is applied to your account, you will see an extra MYOB screen asking you to review and allow the access ProSpend needs.
This is a MYOB requirement and applies to every application that connects to AccountRight. Your data in MYOB and in ProSpend is unchanged, and your existing export settings, mappings and history are unaffected.
Before the change: check who your MYOB Administrator is
This is the most important thing to do in advance.
MYOB only allows a user with Administrator access to the company file to grant access to a third-party application. This means the person who completes the new screen must be a MYOB Administrator for that company file.
If the person who normally runs your ProSpend exports is not a MYOB Administrator, they will not be able to complete the connection, and the export will not proceed.
What to do now:
- Confirm who has Administrator access to your MYOB AccountRight company file. This is often your Finance Manager, business owner, or external accountant.
- Make sure that person is available and knows they may be asked to complete a short one-off approval.
- If you have more than one MYOB company file connected to ProSpend, you will need an Administrator for each one.
Tip: To check in MYOB, go to your company file and open the user list. Administrators are shown with the Administrator role. If you're unsure, your MYOB account contact or accountant can confirm.
What you'll see when you export
- In ProSpend, start your export to MYOB as you normally would.
- When you click on Send to MYOB Account Right Live, you'll be taken to the MYOB sign-in page. Sign in with your MYOB account.
- A new connect screen appears, listing the access ProSpend is requesting. Select the MYOB company file you want to connect to, review the access list and click on Connect. Take care here - see Choosing the right company file below.
4. You'll be returned to ProSpend and your export will continue as usual.
You only need to do this once per connection, not for every export - but see Why you may be asked again below.
What access ProSpend is requesting, and why
MYOB now itemises permissions, so the screen will look more detailed than before. Here's what each one is used for:
| Access requested | What ProSpend uses it for |
|---|---|
| Company file | To identify and connect to the correct MYOB company file |
| Suppliers | To match your ProSpend suppliers to the right MYOB supplier record |
| General ledger | To match accounts, tax codes, jobs and categories used on your exports |
| Purchases | To create bills in MYOB from approved ProSpend claims and invoices |
| Banking | To create spend money transactions in MYOB from approved card claims |
| Items | To match item codes, if your exports use item-based bills |
ProSpend only creates the transactions your export is configured to create, and only reads the reference lists it needs to match them correctly. Banking access is used solely to create spend money transactions from your approved claims.
Why you may be asked again
MYOB connections expire if they aren't used. In practice, this means -
If you don't export to MYOB at least once every 7 days, your connection will expire. The next time you export, you'll be taken back through the MYOB sign-in and approval screens - and this again needs to be completed by a MYOB Administrator.
If you export regularly - weekly or more often - you shouldn't be affected. If you only export at month end, or export infrequently, you should expect to reconnect each time until the improvement below is in place.
What we're doing about it - we're building a change that keeps connections active automatically in the background, so reconnection won't be needed. We will let you know when this is available. Until then, please plan for a MYOB Administrator to be available when you run your export.
Choosing the right company file
If you have more than one MYOB company file, make sure you select the correct one on the company file selection screen. Exporting to the wrong company file may create bills or transactions in that file, which then need to be removed manually in MYOB.
If you think you've connected to the wrong company file, stop and contact ProSpend Support before running any further exports. We can clear the connection so you can reconnect to the correct file.
Troubleshooting
"You are not an administrator" or a message about needing an administrator The MYOB account you signed in with doesn't have Administrator access to the company file. Ask a MYOB Administrator for that file to complete the approval instead.
The company file you expect isn't in the list The MYOB account you signed in with may not have access to that file. Sign in with an account that does, or ask your MYOB Administrator to confirm your access.
The sign-in took too long or timed out Return to ProSpend and start the export again. The approval step needs to be completed within a few minutes of signing in.
The export fails immediately after approval Contact ProSpend Support with the export ID, and we'll investigate.
Need help?
Contact ProSpend Support by raising a support ticket via our portal. If your issue relates to MYOB Administrator access or user roles within MYOB, your MYOB account contact or accountant will be best placed to help.