Importing bills from your accounting provider

Overview

Ramp gives customers the ability to pull bills directly from their accounting provider and pay them on Ramp Bill Pay.

Note, this is supported for accounting provider integrations with Sage, Quickbooks, Netsuite, and Xero.

Jump to:

• How to set up bill import
• How to pay imported bills
• How Ramp syncs bill payments for imported bills
• How to troubleshoot bills not importing

How to set up bill import from accounting provider

To begin importing bill from your accounting provider, follow the steps below:

1. Navigate to Bill Pay > Settings
2. Click Importing tab
3. Click Set up button underneath the “Import bills to pay on Ramp” section
4. Select if you would like Ramp to automatically import vendors from your accounting software. Learn more about importing vendors here
   1. We recommend selecting the importing vendors with bills option to allow Ramp to pull bills for vendors that may not exist in Ramp yet
5. The initial vendor and bill import may take up to 60 minutes to populate. However, after the initial import, net new bills created in your accounting system will only take up to 10 minutes to appear in Ramp

How to pay imported bills on Ramp

Once the bills have been imported into Ramp they will appear in the For payment tab with the status Payment info needed.  Bills imported from the accounting provider are considered pre-approved and will bypass the configured approval policy for the business. 

Ramp will be able to pull the following information from your accounting software into Ramp to create the bill:

• Vendor
• Bill amount
• Bill currency
• Invoice number
• Invoice date
• Bill due date
• Subsidiary (if multi-entity customer)

Click into a specific bill to begin adding the necessary payment details such as payment method, pay from account, pay to account, and the schedule date. Click Review payment to take a final look at the bill details and schedule it for payment.

On the assigned scheduled date, Ramp will initiate the bill for payment and deliver funds to the associated vendor. 

Note, only payment details can be modified on imported bills. Details like the vendor, invoice amount, or due date must be updated within the accounting provider. 

How Ramp syncs bill payments for imported bills

On the schedule date, Ramp will initiate a debit from the selected source account on the bill. At the same time, Ramp will sync over an associated bill payment object to the open bill in your accounting provider and mark it as paid. 

Learn more about how Ramp syncs bill payments to the accounting system here. 

How to troubleshoot bills not importing

If there are bills in your accounting system that are not importing to Ramp, we recommend taking the following steps:

• Check to see if the vendor exists in Ramp, and that the vendor is linked to the corresponding vendor in your accounting system. If the vendor is missing, it’s likely that we haven’t finished importing them. We recommend checking again in 30-60 minutes. If the vendor still hasn’t imported, then reach out to our support team.
• If the vendor does exist in Ramp, then check to see if it has a vendor contact email added. If the vendor contact email is missing, then click “edit vendor,” navigate to the “contact info” tab, and then create a contact. The bill(s) associated with that vendor should be imported within 10-15 minutes.

Frequently Asked Questions (FAQs)

• Which payment methods are supported for imported bills?
  • ACH, check, credit card, and international wire in local currency are supported payment methods for imported bills. At this time, same-day ACH and international wire via SWIFT USD are not supported for imported bills
• What happens if a bill is updated in the accounting provider?
  • For any field other than vendor or amount, Ramp will automatically update the bill within Bill Pay and log the update within the activity tab in Ramp. 
  • If the vendor or the amount is changed and the payment is not yet initiated, Ramp will update the bill and unschedule the payment. An email notification with the update will be sent to the vendor owner for the associated vendor. 
  • If the vendor or amount is changed and the payment has initiated, the payment will continue to go through but Ramp will flag the discrepancy on the bill in Ramp. 
• What happens if a bill is deleted in the accounting provider?
  • If payment has not yet initiated, Ramp will archive the bill from Bill Pay
  • If payment has initiated, the payment will continue to go through but Ramp will flag the discrepancy on the bill in Ramp
• Are bulk updates and edits within Ramp supported for imported bills?
  • No, bulk edits for imported bills are disabled to prevent issues with synchronization.
• Are vendor credits supported on imported bills?
  • No, vendor credits are not supported on imported bills at this time.