How to Import Invoices into MYOB: Complete Guide

MYOB AccountRight lets you import invoice data through its built-in Import/Export Assistant, accepting CSV or tab-delimited files with fields such as invoice number, date, supplier name, and amount. MYOB Business (formerly Essentials) does not support data import at all. If you are running AccountRight, the process involves preparing a structured text file, navigating to File > Import/Export Assistant, and mapping your columns to the correct MYOB fields. One requirement catches many users off guard: every customer or supplier name in your import file must already exist in your MYOB database before you begin.

This guide covers three distinct paths for getting invoice data into MYOB:

Native import using AccountRight's Import/Export Assistant, with step-by-step formatting and field mapping instructions.
Third-party invoice scanning tools that connect directly to MYOB and automate parts of the data entry workflow.
Data extraction from PDF invoices into MYOB-compatible files, for businesses that receive invoices as PDFs and need structured data before they can import anything.

The need for reliable import workflows is not a niche concern. More than 1.2 billion invoices are exchanged in Australia every year, with around 90 per cent of invoice processing still partly or fully manual, according to an Australian Treasury consultation on e-invoicing adoption. For accountants, bookkeepers, and AP teams handling hundreds or thousands of supplier invoices each month, manual keying is a persistent bottleneck that introduces errors and consumes hours better spent on reconciliation and advisory work.

Before walking through any of these methods, you need to answer the single most important question: are you running MYOB AccountRight or MYOB Business? That distinction determines which import options are actually available to you and which workarounds you will need.

MYOB AccountRight vs MYOB Business: Which Version Supports Invoice Import

Before you spend time formatting a CSV or searching for an import menu, you need to confirm which MYOB product you are actually running. This single detail determines whether native invoice import is available to you at all.

MYOB AccountRight supports importing invoice and bill data through its built-in Import/Export Assistant. The assistant accepts CSV (comma-separated) and tab-delimited text files, allowing you to map columns from your data file to the corresponding fields in MYOB. If you have invoice data in a spreadsheet or exported from another system, AccountRight gives you a direct path to bring that data in.

MYOB Business (formerly known as MYOB Essentials) does not support importing invoice or bill data. There is no Import/Export Assistant, no CSV upload option, and no built-in mechanism for loading invoice records from an external file. This is a significant limitation that catches many users off guard, often discovered only after subscribing or midway through a migration project when the expected import function simply is not there.

This distinction matters because a large portion of users searching for how to import invoices into MYOB are running MYOB Business without realizing it lacks this capability. If you are on MYOB Business, native import is not an option, and no amount of file formatting will change that.

What MYOB Business Users Can Do Instead

If you are on MYOB Business and need to get invoice data into the system without manual entry, you have two practical alternatives:

Third-party integration tools that connect to MYOB via its API. Products such as EzzyBills and BillBjorn can extract invoice data and push it directly into your MYOB Business ledger, bypassing the missing import function entirely.
Peppol e-invoicing, which MYOB Business supports for receiving invoices electronically. If your suppliers send Peppol-compliant e-invoices, these arrive directly in your MYOB Business browser interface without any file handling on your end.

One point of frequent confusion: bank statement import (supporting OFX, QFX, QIF, and OFC formats) is available in both MYOB AccountRight and MYOB Business. However, importing bank transactions is an entirely separate function from importing invoice data. Bank feeds categorize transactions for reconciliation; they do not create invoice or bill records with line items, tax codes, or supplier details.

The sections that follow focus on the AccountRight import workflow, covering file preparation, step-by-step instructions, and troubleshooting. If you are on MYOB Business, or if you want to explore options that work across both versions, the third-party tool and data extraction sections later in this guide cover those alternatives in detail.

Preparing Your Invoice Data File for MYOB Import

MYOB AccountRight accepts two text file formats for invoice imports: tab-delimited (.txt) and comma-separated (.csv). While both work, CSV is the more practical choice. Excel, Google Sheets, and most data tools export to CSV natively, making it the path of least resistance for file preparation.

For a standard services invoice import (using the Sales - Service layout), MYOB expects these fields in your data file:

Co./Last Name: Must match an existing customer card in your MYOB company file exactly, including spacing, punctuation, and capitalisation.
Invoice Number: Your unique invoice identifier.
Date: Formatted as DD/MM/YYYY for Australian locale settings.
Description: Line item description, limited to 255 characters. Longer entries will be truncated during import.
Total Amount: The total including tax for the line item.
Tax Code: Must correspond to a tax code already configured in your MYOB file (e.g., GST, FRE, N-T).
Account Number: The income or expense account number the transaction should post to.

The contact matching requirement is the single most common reason imports fail. Every customer or supplier name in your file must already exist as a Card in MYOB. A single character difference, whether it is "Pty Ltd" versus "Pty. Ltd." or a trailing space, will cause that record to be rejected. Before building your import file, export your current customer list from MYOB (Card Information > Customer tab) and cross-reference your data against those exact names.

For inventory-based businesses, MYOB supports an Items-layout invoice import as well. This layout requires additional fields beyond the service layout, including Item Number (matching an existing inventory item), Quantity, and Price. The same contact matching rules apply.

If you are preparing your data in Excel before exporting to CSV, structuring the columns correctly from the start will save time. Our guide on automating invoice data entry in Excel walks through how to organise financial data in spreadsheets specifically for accounting software import, covering formatting pitfalls that commonly break CSV exports.

With your file correctly structured and saved as a CSV or tab-delimited text file, you are ready to run the import.

Step-by-Step: Importing Invoices with MYOB's Import/Export Assistant

With your data file formatted and validated, you can now walk through the actual import process in MYOB AccountRight. The Import/Export Assistant handles the heavy lifting, but each step requires careful attention to avoid mismatched data or skipped records.

Follow this numbered walkthrough from start to finish:

1. Open the Import/Export Assistant

Launch MYOB AccountRight and navigate to File > Import/Export Assistant > Import. This opens the wizard that guides you through data type selection, file mapping, and the import itself.

2. Select the correct data type and layout

Choose Sales as the data type. You will then be prompted to select a layout:

Select Service if your invoices contain service-based line items without inventory tracking.
Select Item if your invoices reference inventory items that MYOB tracks by item number.

Selecting the wrong layout here will cause field mismatches later in the process, so confirm which invoice structure your data file uses before proceeding.

The same process applies to importing purchase bills from suppliers. Select Purchases instead of Sales as the data type, then choose the corresponding layout (Service or Item). The field mapping works identically, though the required fields reference supplier cards and expense accounts rather than customer cards and income accounts.

3. Browse to your prepared data file

Click Browse and navigate to the CSV or tab-delimited file you prepared. Select the file and confirm the delimiter type matches your file format. MYOB will preview the first few rows so you can verify the data looks correct before moving forward.

4. Match columns to MYOB fields

The matching screen displays your file's column headers alongside MYOB's expected fields. Click the Auto Match button to let MYOB automatically pair columns based on header names. Auto Match works best when your CSV headers closely mirror MYOB's field naming conventions. For example, a column labeled "Co./Last Name" will match correctly, while a column labeled "Customer" may not.

After auto matching, review every pairing manually. Drag and drop or use the dropdown menus to correct any misalignments. Pay particular attention to date fields, tax code columns, and amount fields, as these are the most common sources of mapping errors.

5. Choose a duplicate handling method

MYOB presents three options for handling records that already exist in your company file:

Add creates new records only and skips any that match existing entries.
Update modifies existing records with the imported data but does not create new ones.
Add and Update does both, creating new records where none exist and updating those that do.

For a first-time bulk import, Add is typically the safest choice. Use Add and Update only when you are intentionally overwriting existing invoice data with corrected values.

6. Run the import

Click Import to begin processing. MYOB imports records sequentially, saving each one individually rather than in bulk. For a file containing 500 invoices, expect the import to take 15-30 minutes or longer, as each record is written independently. MYOB AccountRight can become sluggish during large import operations, so plan to run sizable imports during off-hours. Do not close MYOB or interrupt the process while records are being written.

7. Review the import log

Once processing completes, MYOB generates an import log listing every record that was successfully imported, skipped, or flagged with errors. Open this log immediately. For any failed records, correct the underlying data in your CSV file and re-import only the affected rows. You do not need to re-import the entire file.

If you work across multiple accounting platforms, the import process differs significantly between systems. For instance, QuickBooks uses its own CSV structure and import interface, as covered in our guide on importing invoices into QuickBooks.

Even with thorough file preparation and careful field matching, import errors are common in practice.

Common MYOB Invoice Import Errors and How to Fix Them

Most MYOB invoice import attempts do not succeed on the first try. The Import/Export Assistant will either halt with an error message or, worse, process records with silently incorrect data. Knowing the five most frequent failure points before you start saves hours of rework.

"Customer Not Found" or Unmatched Co./Last Name

What happens: MYOB rejects records where the Co./Last Name field does not match an existing Card in the company file. The import log shows "Customer not found" or the record is skipped entirely.

Why it happens: The name in your import file differs from the Card name in MYOB by even one character. Common culprits include trailing spaces, abbreviated company names ("Pty Ltd" vs "Pty. Ltd."), and inconsistent capitalisation.

How to fix it: Export your full Card list from MYOB (Card Information tab in the Import/Export Assistant), then compare the Co./Last Name column against your import file. Every name must be a character-for-character match. Update your import file to reflect exactly what MYOB has on record. For new customers or suppliers that do not yet have Cards, create the Cards in MYOB before attempting the import.

Duplicate Record Errors

What happens: MYOB flags records that share an invoice number with another row in the import file, or with an invoice that already exists in the company file.

Why it happens: Duplicated rows in the source file are the most common cause, particularly when data has been copied between spreadsheets or exported from multiple systems. Re-importing a file that was already partially or fully processed will also trigger this error.

How to fix it: Sort your source file by invoice number and remove any duplicated rows. If you are re-importing data that was partially loaded in a previous attempt, change the duplicate handling option from "Add" to "Update Existing Records" in the Import/Export Assistant. This tells MYOB to overwrite matching records rather than reject them.

Date Format Mismatches

What happens: Dates are either rejected outright, or they are accepted but interpreted incorrectly. An invoice dated 03/07/2025 could be read as 3 July or 7 March depending on the format MYOB expects.

Why it happens: MYOB uses the date format tied to your company file's regional settings. Australian company files expect DD/MM/YYYY. If your source data comes from a US-based system using MM/DD/YYYY, or from a database export using YYYY-MM-DD, the dates will not align.

How to fix it: Confirm your MYOB company file's date format (Setup > Preferences > System, or check your Windows regional settings). Then reformat every date column in your source file to match before importing. In Excel, select the date column, open Format Cells, choose Custom, and enter DD/MM/YYYY. Verify a few rows manually to confirm the day and month have not been transposed.

Tax Code Mismatches

What happens: MYOB rejects lines where the tax code does not match any code configured in the company file. The error message typically references an invalid or unknown tax code.

Why it happens: The import file contains tax descriptions like "10%," "Tax," or "VAT" instead of the exact code MYOB recognises. MYOB uses specific shorthand codes, and it does not attempt to interpret alternatives.

How to fix it: Open the Tax Code List in MYOB (Lists > Tax Codes) and note the exact codes configured for your company file. Australian files typically use GST, FRE, INP, and N-T. Replace any non-matching values in your import file with the correct MYOB tax codes. If your source data includes tax codes from a different accounting system, build a mapping table to translate them before each import.

Description Field Truncation

What happens: MYOB accepts the import without error, but description fields longer than 255 characters are silently cut off. You only discover the missing text when reviewing individual transactions after import.

Why it happens: MYOB enforces a 255-character limit on description and memo fields. The Import/Export Assistant does not warn you when data exceeds this limit. It truncates without notice.

How to fix it: Before importing, check the character length of every description field in your source file. In Excel, use the LEN function to flag any cell exceeding 255 characters, then shorten those entries manually. Focus on keeping the critical reference information, such as invoice numbers, PO numbers, and key line item details, within the character limit.

Run a Test Import First

Before processing a full batch of hundreds or thousands of invoices, import a small subset of five to ten records. This test run exposes formatting issues, missing Cards, and field mapping problems at a scale where corrections take minutes rather than hours. Review the imported test records inside MYOB to confirm dates, amounts, tax codes, and descriptions all carried over correctly. Only then proceed with the complete file.

For businesses that process large volumes of invoices on a recurring basis, manual file preparation and troubleshooting across these five error categories can become a persistent bottleneck.

Third-Party Tools for Scanning Invoices into MYOB

Beyond MYOB's native import functionality, a growing category of third-party tools exists to automate invoice capture and data entry. These tools generally work by extracting data from scanned documents or digital invoices using OCR or AI-based recognition, then either syncing that data directly into MYOB through its API or generating structured files you can import manually. For MYOB Business users who lack a built-in import assistant, these tools represent the primary path to automation.

EzzyBills connects to both MYOB AccountRight and MYOB Business via API, making it one of the more versatile options for MYOB users. It uses AI-based extraction to read invoice data from uploaded documents and syncs supplier invoices, purchase orders, and bills directly into your MYOB company file without requiring manual CSV preparation.

For AccountRight users working primarily with paper invoices, Scan2Invoice takes a different approach. It links your document scanner directly to MYOB, capturing invoice data from scanned pages and feeding it into the accounting platform. The tool is purpose-built for scanner-to-MYOB workflows rather than email or PDF-based invoice processing.

BillBjorn focuses on MYOB Business users specifically, using OCR to extract invoice data and sync it into MYOB via API. For practices locked into MYOB Business without native import capability, BillBjorn provides a direct path from invoice documents to posted transactions.

MYOB also offers its own first-party option. MYOB Assist, the mobile companion app, provides AI-based document processing that lets you photograph invoices with your phone and extract key data fields. It integrates with MYOB Business, giving those users an in-house alternative for reducing manual entry from paper or emailed invoices.

Other tools in this space include Lightyear (which offers data extraction with a direct MYOB connection) and Xtracta (which provides touchless invoice capture for high-volume AP workflows). Pricing, extraction accuracy, and MYOB version compatibility differ across all of these options. MYOB's API access and partner ecosystem change over time, so confirm current integration support before committing to any tool. If you work across multiple accounting platforms, similar import challenges exist elsewhere. Sage users, for instance, face comparable hurdles, as outlined in our guide on importing invoices into Sage.

For those not ready to adopt a full third-party tool, there is a middle ground between preparing CSV files by hand and committing to a paid integration: extracting invoice data from PDFs into a structured file format that MYOB accepts.

From PDF Invoices to MYOB: The Data Extraction Workflow

Most businesses receive invoices as PDF files, whether by email, through supplier portals, or as scans of paper documents. MYOB's Import/Export Assistant, however, requires structured data in CSV or tab-delimited format. Something needs to bridge that gap: extracting invoice numbers, dates, vendor names, amounts, and tax figures from each PDF and organizing them into columns and rows that MYOB can accept.

The manual version of this bridge is familiar to anyone who has done it. You open a PDF, read the invoice number, note the date, find the vendor name, locate the net amount and GST, then type each value into the correct cell of a spreadsheet. Repeat for the next invoice. For a practice handling dozens or hundreds of supplier invoices per month, this is where the hours disappear, and where transcription errors creep into data that flows downstream into GST calculations and BAS lodgements.

For Australian businesses, the stakes are higher than wasted time. Errors in extracted invoice data cascade into activity statements submitted to the ATO. A miskeyed ABN, a transposed dollar figure, or a missing GST component can trigger BAS amendments and compliance risk. Australian accountants managing BAS preparation across multiple platforms may also find our guide on preparing BAS returns in Xero useful for comparing compliance workflows.

AI-based data extraction tools offer an automated alternative. Instead of retyping, you upload your PDF invoices to an extraction platform, specify what data to pull out, and download a structured CSV or Excel file ready for MYOB import. The AI reads each document, identifies the relevant fields regardless of invoice layout or formatting, and maps the data into consistent columns.

Businesses looking to automate invoice data extraction for MYOB can follow a straightforward workflow:

Upload your PDF invoices to the extraction platform. Batch processing supports up to 6,000 files in a single job, and scanned PDFs, photos of paper invoices, and native digital PDFs are all accepted.
Prompt the AI with the fields MYOB requires. Use natural language, for example: "Extract invoice number, date, vendor name, net amount, tax, total." The platform also offers AI-generated prompt suggestions based on the documents you upload.
Download the output as a CSV or Excel file. Processing runs at 1-8 seconds per page, and large batches typically complete within minutes.
Import the CSV into AccountRight using the Import/Export Assistant process described earlier in this guide. Map the extracted columns to MYOB's expected fields, verify the preview, and complete the import.

The platform is permanently free for up to 50 pages per month with no credit card required, which covers the volume of many small practices and sole operators. Businesses processing higher volumes can purchase additional credits on a pay-as-you-go basis without committing to a subscription.

Whichever method you choose for getting invoice data into MYOB, two things determine whether the import succeeds: the output file must match MYOB's expected column structure, and every contact name referenced in the invoice data must already exist in your MYOB company file. Get those two elements right, and the path from PDF to posted transaction becomes repeatable regardless of volume.

Choosing the Right MYOB Invoice Import Method

The right approach depends on three factors: which MYOB version you run, how many invoices you process each month, and what format those invoices arrive in.

MYOB AccountRight users with low volume (under 20 invoices per month)

The native Import/Export Assistant with a manually prepared CSV or TAB file handles this volume without friction. Building a template spreadsheet, keying in invoice details, and running the import takes minutes per batch. At this scale, the setup cost and monthly fees of third-party tools outweigh the time they save.

MYOB AccountRight users with medium to high volume (20+ invoices per month)

Manual data entry into a spreadsheet breaks down quickly past 20 invoices. Two paths make sense here. First, a data extraction workflow that pulls invoice details from PDFs into a structured CSV, which you then feed through the Import/Export Assistant. This approach cuts per-invoice handling time from minutes to seconds while keeping the native import process you already know. Second, third-party tools with direct MYOB synchronization can automate the full chain from scan to posted transaction, though they carry ongoing subscription costs that need to justify themselves against your volume.

MYOB Business users (all volumes)

MYOB Business does not include an import assistant for purchase or sale transactions. Your options are third-party tools that connect through the MYOB API (EzzyBills is one example), the MYOB Assist mobile app for capturing invoices on the go, or manual entry. For practices processing high volumes on MYOB Business, it is worth evaluating whether the accumulated cost of manual handling or third-party subscriptions exceeds the cost of migrating to AccountRight or another accounting platform that supports direct invoice import.

Two requirements apply regardless of method. Every customer or supplier name referenced in your import data must already exist as a card in MYOB. Missing cards cause entire rows to fail. And every new import workflow should start with a test batch of five to ten invoices. Verify the data lands in the correct accounts, dates parse correctly, and tax codes map as expected before committing a full production run.

The single biggest variable in a successful MYOB import is whether your contact cards are pre-loaded and exactly matched. Get that right, start with a small test batch, and any of the three approaches above will work reliably at scale.