How do I sync with QuickBooks Desktop or QuickBooks Enterprise?

While Ramp has a direct integration with QuickBooks Online, we support QuickBooks Desktop or Enterprise integration via CSV or QBO file.

Ramp automatically enriches and codes your transactions so that you do not need to do so in QuickBooks Desktop. As a reminder, we automatically code Accounting Categories, Departments, and Locations based on the mapping rules you’ve set up in Ramp. This + the clean transaction data will be exported and imported into your QuickBooks Desktop GL. The following process takes the same amount of time whether you’re importing 10 transactions or 1,000. Importing Transactions to QuickBooks Desktop should take roughly 2-5 minutes per month.

Option 1: CSV Integration

There are three simple steps during reconciliation:

1. [In Ramp] Export transactions that are ready to be reconciled
2. [In QuickBooks Desktop] Add New Vendors 
3. [In QuickBooks Desktop] Import Transactions

Step One: Export Transactions from Ramp from the Accounting Tab

Review Transactions → Mark appropriate transactions as “Mark as Ready” → Click Green Ready to Export Button → Export to QBD. This will export an Excel Document that will be imported to QuickBooks Desktop.

Step Two: Add New Vendors in QuickBooks

There is one column of the CSV which has vendor names in it. Over to the side, copy that column and add one next to it and fill it with "Vendor" all the way down. Copy that block of cells, as shown:

Now go to QuickBooks Desktop and import contacts:

Choose "paste from a spreadsheet". Paste the block of cells you had copied:

Then click "import". This will create all vendors which had not previously existed. You'll probably get several errors as well for the vendors which were already present. You can ignore those.

Step Three: Import Transactions from CSV to QuickBooks

Now go back to the Excel file and copy the block of lines with type "Credit Card Charge" (see below):

Don't include the leftmost column. Now you can paste that in the QuickBooks Desktop view above, and hit "Import".

QuickBooks Desktop requires special treatment for negative charges - it calls those "Credit Card Credits". Ramp's CSV has all the credit card credits at the top of the file.

To import these, it's a practically identical process. Go back to the Excel file and copy the block of cells with type "Credit Card Credit". In QuickBooks Desktop, go to the same menu as before, but click "Credit Card Credits". Paste the block of cells as before, and click "Import".

If you are using QuickBooks Enterprise, please take a look at the QuickBooks instructions for entering transactions: https://quickbooks.intuit.com/learn-support/en-us/manage-invoices/enter-transactions-by-batch-in-quickbooks-desktop/00/202553# 

Option 2: Web Connect

Export our QBO file from the Transactions tab. This QBO file contains raw transaction data: Amount, Merchant, Date, Memo. It is analogous to how people sync with QuickBooks Desktop when they use Wells Fargo or Bank of America or Chase.

The imported transactions from the QBO file then go into the bank feed, where they can be categorized on QuickBooks:

A customer using this option should not use Ramp's accounting tab. The point of Ramp's accounting tab is to let the user review and categorize transactions on Ramp before syncing directly with the books. In this flow, the user reviews the transactions and assigns them the correct expense account and class in QuickBooks Desktop, using the QuickBooks rules system, not Ramp's.

If a user is coming from a previous setup where they had a bank feed, this option will probably be natural for them. They may have set up complex rules in QuickBooks Desktop already.