Bill accruals in Ramp

Overview

Available on Ramp Plus. See Ramp Plus overview for plan details.

Bill accruals help accounting teams recognize unsynced Bill Pay expenses in the correct accounting period before the bill syncs to an accounting provider.

When bill accruals are enabled, Ramp can generate an accrual journal entry for eligible bills that have not synced to accounting, such as approved bills when sync-on-approval is active or bills that are still drafts. You can review what is included and sync the final journal entry to your connected accounting provider.

Supported accounting providers for bill accruals

Bill accruals are supported for QuickBooks Online, NetSuite, Sage Intacct, and Microsoft Dynamics 365 Business Central.

Bill accruals are not supported for Universal CSV exports or providers that do not support both Ramp Bill Pay and accrual journal-entry sync.

Before you use bill accruals

Your business must have Accounting Accruals enabled in Ramp, Bill Pay enabled, a supported connected accounting provider, and eligible approved bills or draft bills for the accrual period.

Before syncing a bill accrual, confirm that each entity has an accrual AP liability account, accrual posting date, and accrual reversal date configured.

How Ramp chooses bills for accrual

Ramp reviews eligible approved bills and draft bills for the selected accrual period and entity.

Your business's Accruals policy document can define which bills Ramp includes for accrual.

Ramp generally considers:

• Approved bills that have not already synced to accounting
• Draft or provisional bills that have not yet been converted into approved bills
• Bills or draft bills dated in the accrual month or earlier
• Bills issued after the accrual month when their service period belongs to the accrual month or earlier
• Bills that have not already been included in a synced accrual for the same period

Ramp excludes bills when they have already synced, were already accrued for the same period, are amortized, are missing required accounting coding, are outside the accrual period, belong to an entity you cannot access, or are unavailable because the feature or provider is not supported.

How Ramp builds the accrual journal entry

Ramp creates one accrual per entity for the selected period.

Your business's Accruals policy document can define how Ramp maps GL accounts on liability lines.

The journal entry includes:

• Expense lines, usually debits, based on bill line items and their existing accounting coding
• Liability lines, usually credits, posted to the configured accrual AP liability account
• A posting date from the entity's accrual posting date setting
• A reversal date from the entity's accrual reversal date setting
• A memo such as Monthly accrual for YYYY-MM

For bill accruals, Ramp can group liability lines by bill and accounting coding to keep the entry balanced while preserving bill-level detail.

Review and edit a bill accrual before syncing

The accrual report and journal-entry preview are the source of truth before sync.

Open Bill accruals in Ramp to review the report for the selected period and entity.

Before syncing, you can:

• Refresh the accrual report for the period
• Preview the journal entry by entity
• Include or exclude specific approved bills
• Include or exclude eligible draft bills
• Update line-level accounting fields, such as department, class, location, or other tracking categories
• Continue after confirming the report and preview are correct

If you change bill inclusion or accounting coding, review the updated report and preview before syncing.

Sync a bill accrual to your accounting provider

When the preview is correct, sync the accrual journal entry to your connected accounting provider.

Depending on the provider, Ramp creates both the posting and reversal entries or sends the reversal date so the provider can generate the reversal.

After a bill accrual sync succeeds, Ramp updates included bills' accounting sync date to the accrual reversal date. Approved bills that are ready to sync can then sync normally using that date.

Common reasons a bill does not appear in a bill accrual

A bill may not appear in a bill accrual if it has already synced to accounting, was already included in a synced accrual for the same period, is amortized, is missing required accounting coding, is outside the accrual period, belongs to an entity you cannot access, or bill accruals are not enabled for your business or provider.

Review the accrual report and bill details first, then update the bill's accounting coding or entity access if needed before refreshing the report again.

Frequently asked questions

Can Universal CSV customers use bill accruals?

No. Universal CSV exports do not support bill accruals because bill accruals require both Ramp Bill Pay support and accrual journal-entry sync through a supported connected accounting provider.

Do draft bills sync to accounting after they are accrued?

No. Draft bills are represented in the accrual journal entry only. After a draft bill becomes an approved bill, it can follow the normal bill sync workflow when it is ready to sync.

Can I sync the same bill accrual more than once?

No. Ramp prevents already-synced accruals and bills already included in a synced accrual for the same period from being accrued again.