GreatSoft and MYOB Practice Management integration

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Connect GreatSoft (South Africa) or MYOB Practice Management (Australia and New Zealand) so OnboardMe can work two ways with your practice management system: pull clients, contacts, groups, staff, tasks, tax rates, and ID verifications in, and push client updates, groups, proposal tasks, bills, and ID verification results back out.

This is the same integration in OnboardMe. The tile name changes with your practice country: GreatSoft in South Africa, and MYOB Practice Management in Australia and New Zealand. Steps below use the name you see on the tile.

What moves both ways

Use this as a map of the integration. Details for each area are in the sections below.

Area	Into OnboardMe	Out to GreatSoft or MYOB
Clients	Hourly sync, manual sync, and matching on tax numbers, name, or email	Create or update when you save an Active client, send a proposal, or deploy tasks or bills
Contacts	Hourly sync, manual sync, and per-client Sync from GreatSoft / Sync from MYOB	Contact records themselves are not pushed. Name, addresses, and staff on the client record are pushed with the client
Groups (family groups)	Hourly and manual sync	Create or update when you save a group in OnboardMe
Staff, offices, tax agents, tax rates, service lines, currencies	Full sync and the matching Sync Options items (standard tasks also refresh nightly)	Used as lookups when OnboardMe creates clients, tasks, and invoices
Tasks	Standard task catalogue, plus existing client tasks when you choose Check existing tasks	Create tasks from a proposal (on acceptance, or with Deploy / Sync). Duplicate task codes are linked instead of duplicated
Bills and invoices	Not pulled as a bill list. Task and allocation codes are loaded when you set up a bill	Fee batches for bill now, bill on completion, scheduled bills, ad hoc invoices, and recurring runs
ID verification	Hourly and manual verification sync (Australia and New Zealand)	When OnboardMe records a verification, it ensures the client exists then creates or updates the verification in GreatSoft or MYOB

Before you start

You need permission to connect integrations (typically an owner or administrator).
Have your GreatSoft or MYOB practice URL ready (for example https://your-practice.example.com).
You cannot connect GreatSoft or MYOB while Xero Practice Manager, Karbon, or Kloud Connect is connected. Disconnect those first.
If FYI is connected in Elite mode, switch FYI to Documents mode before connecting GreatSoft or MYOB.
You can still use FYI Documents, Annature, Xero Ledger, Apxium, and similar tools alongside this integration.

For a summary of which practice management products can be connected together, see Integration Connection Options.

Connect GreatSoft or MYOB

Go to Settings > Integrations.
Find the GreatSoft or MYOB Practice Management tile and choose Connect.
In Connect GreatSoft or Connect MYOB Practice Management, enter your Practice URL.
Choose Continue and sign in with your GreatSoft or MYOB account when prompted.
After a successful connection, OnboardMe starts an initial full sync in the background. Practice administrators receive an email when that first sync completes.

The tile shows the practice URL you connected to. If the badge says Setup Required, finish tax rate mapping and default group settings (see below). When those are done, the badge shows Connected.

Complete setup after connecting

Open GreatSoft Settings or MYOB Settings on the integration tile. Setup is complete when at least one tax rate is mapped and a default group is saved.

Tax Rates tab

Choose Sync Tax Rates if the list is empty.
For each GreatSoft or MYOB rate, map Rate Code, Description, Office, and Rate (%) to an OnboardMe Mapped Option (your practice tax options).

Mapping tax rates lets OnboardMe apply the correct GST or VAT when creating bills.

Settings tab

Configure defaults used when OnboardMe creates clients and invoices in GreatSoft or MYOB.

Default Group Code: used when a client has no family group. A default group is required to clear Setup Required.
Default Partner, Default Manager, and Default In Charge: applied when the OnboardMe client has no staff assigned.
Default Office and Default Tax Agent: used when the client has none. Tax entities still need a tax agent (or this default).
Invoice push defaults (failover): used when a bill is missing GST/VAT, allocation, currency, office, biller, service line, or batch user. Set Default Office first so GST/VAT options for that office appear.
Require Client Code for Clients: when on, OnboardMe sends a client code to GreatSoft or MYOB (and generates a short stub code if the client does not have one yet). When off, GreatSoft or MYOB can assign the code, and OnboardMe writes that code back to the client.

Choose Save Settings when you finish the Settings tab. Many fields also save as you change them.

What syncs, and how often

OnboardMe pulls recent changes about every hour, including:

Clients (active clients that are not terminated in GreatSoft or MYOB)
Contacts linked to those clients
Client groups
Client verifications (Australia and New Zealand)

The standard task catalogue also refreshes on a nightly schedule, in addition to the hourly client sync.

Pushes the other way (Active clients, groups, proposal tasks, bills, and ID verification results) happen when you save or complete that work in OnboardMe. You do not wait for the hourly pull.

You can run a manual sync at any time from the tile.

Manual sync

On the GreatSoft or MYOB tile, choose Sync Options.
Choose Full Sync to pull all supported data, or an individual option such as:
- Sync Clients or Sync Recent Clients (set how many hours to look back)
- Sync Contacts or Sync Recent Contacts
- Sync Groups, Sync Staff, Sync Tasks (standard task catalogue)
- Sync Offices, Sync Tax Agents, Sync Tax Rates, Sync Service Lines, Sync Verifications

Only one GreatSoft or MYOB sync can run at a time. If you see that a sync is already in progress, wait for it to finish.

A full sync pulls staff, currencies, standard tasks, tax rates, service lines, offices, tax agents, groups, clients, contacts, and verifications, in that order.

Clients

What comes in from GreatSoft or MYOB

For each client, OnboardMe can bring across name, email, addresses, entity type, client code, office, family group, partner, manager, in charge, tax agent, and tax numbers (such as TFN, ACN, ABN, or the equivalent in your country).

Terminated clients in GreatSoft or MYOB are skipped on the regular pull. You can still review them from the Integration Dashboard if you turn on include terminated clients.

How OnboardMe matches clients

OnboardMe tries to link a GreatSoft or MYOB client to an existing OnboardMe record in this order:

Already linked by GreatSoft or MYOB client ID
Tax file or tax number (TFN or equivalent)
Company registration number (ACN or equivalent)
Sales tax number (ABN or equivalent)
Name (individuals: first and last name in either order; companies: company name)
Email plus matching name, and a compatible entity type (individual vs company)

A client is not linked if it already belongs to a different GreatSoft or MYOB client.

If a GreatSoft or MYOB client has no email and no tax identifier, OnboardMe does not create a new OnboardMe client. It stores a GreatSoft-only (or MYOB-only) record that you can link later from the Integration Dashboard.

What OnboardMe pushes out

When you create or update an Active client in OnboardMe, the client is created or updated in GreatSoft or MYOB promptly. You do not wait for the hourly sync.

Lead, terminated, and associated clients are not pushed.

If GreatSoft or MYOB reports that the client already exists, OnboardMe tries to link the matching record instead of creating a duplicate.

Addresses are sent as physical, postal, or business types. Empty addresses are omitted.

Required client fields

While this integration is connected, OnboardMe typically requires:

Family group
Partner, manager, and in charge
Client code, if Require Client Code for Clients is on
Tax agent, for tax entities

Practice defaults from GreatSoft or MYOB Settings fill gaps when a field is blank on the client.

Link or unlink a client

Use the Integration Dashboard when a client did not match automatically:

Go to Settings > Integrations and choose Integration Dashboard, or open it from the Clients page menu.
Open the GreatSoft or MYOB tab.
Filter by Linked, Unlinked (OnboardMe), or Unlinked (GreatSoft Only) / Unlinked (MYOB Only).
On an unlinked OnboardMe client, choose Connect, then select the matching GreatSoft or MYOB client.
To remove a link, unlink the client. This does not delete the client in either system.

You can also delink from the client record under integration settings.

Contacts

Contacts sync from GreatSoft or MYOB into OnboardMe. Closed contact-to-client relationships are skipped. OnboardMe creates or updates the practice contact (name, surname, title, email, mobile, telephone) and links it to the matching client, using the GreatSoft or MYOB relationship type as the position where available.

Contacts are matched on first name, surname, and email so the same person is not duplicated across clients.

To refresh contacts for one linked client:

Open the client and go to the Contacts tab.
Choose Sync from GreatSoft or Sync from MYOB.

You can still add and edit contacts in OnboardMe. Those local edits are not pushed back to GreatSoft or MYOB. Client-level details (name, addresses, partner, and similar fields on the client record) are pushed when you save an Active client.

Groups

Client groups (family groups) sync in both directions.

From GreatSoft or MYOB: groups are created or updated in OnboardMe, matched by group name. Group code, office, and inactive status are stored on the link.

From OnboardMe: creating or updating a group pushes it to GreatSoft or MYOB. While the integration is connected:

Group code is required and must be unique (maximum 10 characters).
Office is required.

If the remote group already matches, OnboardMe does not send an unnecessary update.

Staff

Staff members sync from GreatSoft or MYOB. OnboardMe matches them to existing users by email where possible, and stores the GreatSoft or MYOB staff code used for partner, manager, in charge, task, and billing assignments.

Run Sync Staff after you add people in GreatSoft or MYOB so they appear in OnboardMe dropdowns.

Offices, tax agents, tax rates, service lines, and currencies

These reference lists sync from GreatSoft or MYOB and are used on clients, groups, tasks, and bills:

Offices: client office, group office, task office, and invoice processing office.
Tax agents: required on tax entities (or supplied by your default tax agent setting).
Tax rates: GST or VAT on bills, mapped on the Tax Rates tab.
Service lines: tasks and invoice lines.
Currencies: tasks and invoices.

If a dropdown is empty, run the matching option under Sync Options.

Tasks

Tasks are two-way in different ways: OnboardMe pulls the standard task catalogue (and can look up tasks already on a client), then creates client tasks in GreatSoft or MYOB from proposals.

Standard task catalogue (into OnboardMe)

Full sync and Sync Tasks pull standard tasks from GreatSoft or MYOB. The catalogue also refreshes on a nightly schedule. Those standard tasks appear when you add tasks on a proposal or proposal template.

Create tasks from a proposal (out to GreatSoft or MYOB)

On the proposal (or proposal template) Setup step, turn on Create GreatSoft Tasks or Create MYOB Tasks.
On the tasks step, add standard tasks from the catalogue.
For each task, set client, service line, task date open, currency, office, task manager, task partner, and billing manager. You can also allow time and expenses.
Assign the task to a proposal client. Multi-client proposals can create the same standard task for each client.

Use Check existing tasks to load tasks already in GreatSoft or MYOB on linked clients, so you do not create duplicates.

OnboardMe creates the tasks when:

The proposal is accepted (pending tasks are deployed, and each client is created or updated in GreatSoft or MYOB first).
You choose Deploy to GreatSoft / Deploy to MYOB or Sync to GreatSoft / Sync to MYOB, depending on the proposal state.

Each task needs a GreatSoft or MYOB client code and group on the linked client. If a task with the same client code and task code already exists, OnboardMe links to that existing task instead of failing.

After a task is in GreatSoft or MYOB, the OnboardMe row is read-only. Details are shown for reference only.

Bills and invoices

OnboardMe pushes bills to GreatSoft or MYOB as fee batches. This is the billing path when GreatSoft or MYOB is connected and you are not using Xero Ledger (or QuickBooks) for invoicing. If Xero Ledger is connected, ledger invoices take priority.

When invoices are created in GreatSoft or MYOB

Bill now (upfront): when the proposal is accepted, OnboardMe ensures billed clients exist in GreatSoft or MYOB, then creates the invoice.
Bill on completion: the invoice is created when onboarding or the engagement is marked complete, or when you sync the bill from billing later.
Scheduled bills: a daily job creates GreatSoft or MYOB invoices for bills that fall on that date.
Ad hoc invoices: from billing, choose create invoice in GreatSoft or MYOB after you complete invoice settings and line items.
Recurring bills: recurring runs create OnboardMe bills; those bills then follow the same push rules. You can mark a recurring schedule so bills stay as bill on completion until you sync them.

You can also push a bill from an invoice modal or from payment processing (Create invoice in GreatSoft or MYOB). An upfront percentage scales time and disbursement amounts on the fee batch.

If you use Apxium, you can take payment before the GreatSoft or MYOB invoice exists. The client still needs a GreatSoft or MYOB client code first.

What you must complete on the bill

Every billed client must be linked to GreatSoft or MYOB. Use Link on the billing step if a warning appears.
Complete invoice settings: batch user, processing office, biller, service line, currency, and invoice date. Client code is filled from the linked client.
Each line needs a task code, tax rate (GST or VAT), allocation code, and a fee amount (time and/or disbursement).

Task codes can come from tasks you created on the proposal, or from existing GreatSoft or MYOB tasks for that client. OnboardMe can fill missing GST/VAT, allocation, office, currency, biller, service line, and batch user from your invoice push defaults under GreatSoft or MYOB Settings.

Identity verification

ID verification is two-way for Australia and New Zealand. South African practices skip this verification sync with GreatSoft. Identity checks in OnboardMe still work as usual.

Into OnboardMe

Hourly sync, full sync, and Sync Verifications pull client verifications from GreatSoft or MYOB and match them to linked clients. Status, verified-on date, and related notes are stored on the OnboardMe verification record.

Out to GreatSoft or MYOB

When OnboardMe records or updates ID verification for an Active client, it:

Creates or updates the client in GreatSoft or MYOB if needed.
Creates or updates the client verification there (verified flag, who verified, when, notes, and document type).

Verifications created from OnboardMe are sent as electronic (ELE) organisation checks. The client must already be linked, or OnboardMe must be able to create them, before the verification can be stored in GreatSoft or MYOB.

Lead, terminated, and associated clients are not pushed, including their verification status.

Disconnect

On the GreatSoft or MYOB tile, choose Disconnect. OnboardMe stops syncing. Existing OnboardMe clients, groups, and history remain. Reconnect later with the same practice URL if you need to resume.

Troubleshooting

A client did not appear in OnboardMe. Check that the GreatSoft or MYOB client is active (not terminated), has a name, and has an email or a tax identifier. Then try a client sync or link the records in the Integration Dashboard.
Wrong client linked. Unlink in the Integration Dashboard, then connect the correct GreatSoft or MYOB client. Changing who a proposal is billed to can also send later updates to the wrong linked client. See the warning on proposal client updates.
Cannot create a client or task. Confirm family group, partner, manager, in charge, office, and (for tax entities) tax agent. Confirm the client is Active. For tasks, confirm the client is already linked and has a client code and group.
Tasks did not appear in GreatSoft or MYOB. Confirm Create GreatSoft Tasks or Create MYOB Tasks is on, each task has a client, and that client is linked with a client code and group. Check for an existing task with the same code.
Invoice push failed. Complete invoice settings and line items, map tax rates, and set invoice push defaults under Settings. The error often names the missing field (GST/VAT, allocation, office, or similar). Bill-on-completion invoices wait until the work is complete unless you sync them yourself.
ID verification did not sync. This sync applies to Australia and New Zealand, and the client must be Active and linked. Run Sync Verifications, or complete verification again in OnboardMe so it can be pushed.
Authorisation or login page errors. Reconnect from Settings > Integrations. OnboardMe refreshes tokens automatically; if refresh fails you need to sign in again.
Sync already in progress. Wait for the current sync to finish, then try again.
Empty staff, office, or tax rate lists. Run the matching Sync Options item (Staff, Offices, Tax Rates, Service Lines).

To inspect API calls for this integration, use Integration logs on Settings > Integrations. See Integration logs (audit trail).

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