How to automate expense management in MYOB

Key takeaways

• In MYOB, card spend is a spend money transaction paid from the credit card account, with a category (account), job and tax code on each line.
• Bank feed rules can allocate by percentage or amount and choose a job, but they work on bank text, not on the receipt.
• The MYOB Capture app sends receipt photos to the In Tray, where OCR fills in details and MYOB matches by amount and date.
• Vergo proposes category, job and tax code from your history and records spend money with receipts through MYOB's API.

Where should you go next?

• Vergo's MYOB integration
• What expense management software integrates with MYOB?
• Get started with Vergo

How do you automate expense management in MYOB, step by step?

1. Connect MYOB. Vergo connects through MYOB's public developer API; nothing is needed from your team.
2. Connect your existing cards. Connecting your existing cards involves no card applications, no re-issuing and no banking change.
3. Collect receipts by text. Employees handle everything by text message — no app to download, no portal login — and Vergo chases missing receipts itself instead of waiting for a report.
4. Code each line. Vergo proposes the category, job and tax code for every receipt line, with the reason.
5. Record in MYOB. The coded spend money transaction lands on the card account with its receipt, ready to match to the feed.

What does MYOB need on each card transaction?

• Paid from: the credit card account.
• Category: MYOB's term for the account a line is coded to.
• Job: per line, for businesses tracking job profitability (a Pro plan feature in MYOB Business).
• Tax code: GST treatment, so BAS reporting is right.

Where do MYOB's tools stop and automation start?

MYOB is careful about one thing that trips people up: allocating a bank feed line creates the spend money transaction itself, so entering it separately as well duplicates it. Rules help with recurring payees. Receipts reach the In Tray through the Capture app, and MYOB suggests a match by amount and date. None of it decides the job for a new supplier or splits a mixed receipt. Vergo reads the receipt itself, line by line, and predicts the coding from what was actually bought — the category, job and tax code — not just the vendor name on the header.

A practical example

An electrical services business on MYOB has six vans with fuel cards and two company cards. A technician buys cable and a meal on one card during a callout. Vergo texts for the receipt, proposes the materials category with the customer's job and GST for the cable, and the staff amenities category for the meal, citing how previous callouts were coded. The office manager confirms, and one spend money transaction with two lines is recorded in MYOB.

How Vergo handles this

Vergo proposes the coding by inference from your own accounting structure and history — no rule library to build, no keyword lists to maintain, and new vendors are coded on first sight. For MYOB, that history includes the tax codes your bookkeeper chose, so GST treatment is proposed alongside the category. Approval workflows are optional and fit how you already control spend: route by GL account, by amount, or by project — or skip approval flows entirely and let policy flags catch only what breaks a rule. Card spend, employee reimbursements and AP invoices run through one coding model — same coding, same review, one reconciliation — and payment stays on the rails you already use.