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Bill Pay Accounting

Overview

Ramp Bill Pay isn't only a platform to pay bills faster than anyone else. It is built to bring your accounting and finance teams peace of mind, which means we ensure accurate records and categorizations between our Bill Pay platform and your accounting software. Learn more about how Bill Pay Accounting works.

Jump to:

  1. Supported integrations
  2. When bills sync
  3. Accounting notifications

Supported Integrations

Bill Pay currently has support for all of Ramp's accounting integrations (Quickbooks Online, Universal CSV (including IIF support for Quickbooks Desktop), Xero, Sage and Netsuite).

Quickbooks Online:

  • How to set up QuickBooks accounting: you can learn more about integrating Quickbooks at Ramp here: QuickBooks Online Overview
  • Versions supported: we currently only support QuickBooks Online Essentials tier or higher. You can upgrade your QBO plan here
  • Payment date: the QuickBooks bill payment date is the date that the payment is made (i.e. the funds are withdrawn from your account)
  • Check vs ACH payment coding: QuickBooks doesn't differentiate between a check and an ACH payment and instead broadly categorizes them all as check payments
  • View an AP Aging report: while we explore building this directly in Bill Pay, we suggest you refer to QuickBooks's support article here on how to access the AP Aging Report

Xero:

No accounting mode:

You can use the fastest bill pay product on the market with no accounting software. It's a great way to trial the product or to support your growing startup before you commit to an accounting software provider. Here are some things to know:

  • Setup: during the Bill Pay setup flow, press 'Set up later' to skip the accounting integration. You can always set one up later, after you've paid your first few bills. 
  • What happens to your bills after you integrate with a supported accounting provider? You can sync them manually to your new provider. Select a bill you've created, edit the vendor to add it to QuickBooks or Xero with a default GL Category, edit the bill with a GL category, and confirm it synced by clicking the 'View in QBO/Xero' link. Any bill paid with a one-time virtual card or an existing card will be automatically matched to bills you sync to QBO or Xero.
  • What about paying a bill with a one-time virtual card or an existing Ramp card? You still have all the payment methods at your disposal, including one-time virtual cards and existing Ramp cards. You'll find the card transaction in the main card accounting area and account for it like you account for a normal card transaction. See more about accounting here: Accounting Overview

Universal CSV and Quickbooks Desktop:

Bill Pay is now available for users of Quickbooks Desktop and any accounting software that uses .csv imports/exports.  For more information on how to set up Bill Pay for Universal CSV: Bill Pay Universal CSV and Quickbooks Desktop Setup

NetSuite & Sage:

Bill pay is now available for customers using either Netsuite or Sage Intacct, and supports the setup of multiple entities. To use Bill Pay with Netsuite or Sage, just follow the instructions below:

  1. Navigate to Bill Pay Settings - Entities
  2. We pull the subsidiaries that exist in your ERP account. Then, for each subsidiary, you can assign A) a default bank account to use to pay bills, B) the corresponding cash account in your ERP, and C) the default AP account you want to use to track bills
  3. Go pay bills and assign them to subsidiaries! In the bill pay edit view, you'll have a new drop down where you can select the subsidiary that each bill belongs to

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When and how do bills sync

When do bills sync?

Bill Pay provides automatic syncing of bills and payments between Ramp and your accounting software.  Here's how it works:

  1. When they're created and after every update: Bills are synced immediately after they are created and after every update (approval step outcome, bill details like description, or payment method) 
  2. After payment: Bill Pay syncs to your accounting software an update once a bill has been paid. A bill is marked as paid after we withdraw (debit) funds from your bank account. See more about Bill Pay payments here: Bill payment methods
  3. NOTE: if you're using our Bill Pay for Universal CSV and Quickbooks Desktop settings, we only sync the bill once - after you have paid the bill, exported the CSV from Ramp Bill Pay, and imported it to your accounting provider. More information about this integration can be found here: Bill Pay for Universal CSV and Quickbooks Desktop

Syncing a bill after the accounting period has closed: unfortunately we cannot sync a bill after the period has closed. Instead we suggest that you either re-open the accounting period, sync the bill, and then close the accounting period, or you change the date of the invoice to match the accounting period.

How do bills sync?

In your accounting software, a bill payment will show as a liability. After it is created but before it is paid, it will be posted to the GL as an AP liability. Once it's paid, it is categorized under the proper GL account. The memo will show that the payment was a Ramp Bill Pay to <vendor name> for <amount>.  

Coding one invoice to multiple categories: this is possible with Bill Pay if your invoice has multiple line items. Code each individual line item to the same or different categories.

Switching accounting software mid-payment: If you switch accounting software, we will sync your bills as long as the payment for the bill has been initiated even if you switch mid-flight.

Importing bills paid off Ramp: we don't support syncing bills onto Ramp that were paid outside the platform. It's something on our roadmap for 2022. Let your sales representative or our Support team know you are interested and we will notify you when the feature is available.

If you are using the Bill Pay for Universal CSV and Quickbooks Desktop settings, your bills will not sync automatically. Instead, when you upload the CSV export from Ramp to your accounting provider, we will create two journal entries, one for the bill and one for the bill payment. More information about this integration can be found here: Bill Pay for Universal CSV and Quickbooks Desktop

 

Accounting notifications

Email:

  • An accounting sync failed (users: AP Clerks and Admins)

Slack:

  • An accounting sync failed: Business alerts channel