Whether you’re working as part of an internal finance team, or as an accountant in practice, we understand how important it is to be able to close books quickly and use accounting data to maintain compliance obligations and regularly gather insights into business performance.
Ramp integrates with your accounting system to ensure that all of your company expenditure, whether bills, reimbursements or card charges, are all correctly classified and accounted for, so that you can generate timely financial reports. Ramp provides powerful tools to automate the process of classifying your company’s expense transactions, including classification rules and suggestions, so that you can close your books faster.
Ramp’s philosophy is to attempt to use multiple data points, rules, card policies and your prior classifications to speed up the process of getting the data right, while being conservative enough to eliminate the risk of getting anything wrong. We want to ensure you are always in control, so that when data is synced to your system, it is written correctly every time.
- How it Works
- Automate Coding
- Bulk Editing
- Filtering and Renaming Fields
- Post Sync / Reconciliation Process
- Provider Specific Overviews
How it Works
When you securely connect Ramp to your accounting system, we:
- Retrieve all the data from the accounting system you might need to classify your spend, including your chart of accounts.
- List all of your spend in Ramp in the accounting tab, for you to review and classify.
- Allow you to set powerful rules in order to automatically classify your transactions based on merchant information and card data.
- Allow you to choose when and how your classified and reviewed data is sent to your accounting system.
You can synchronize data with your accounting system as often as you’d like.
Transactions are written to your accounting system using concepts that will be familiar to you as a user of that system. Generally speaking, card expenditure is posted as credit card transactions, while Ramp reimbursements and bills are both posted as bills and settled with bill payments. The specifics of how we sync Ramp transactions to different accounting providers are discussed in the Setup pages below.
- Quickbooks Online (est. 5 min)
- Quickbooks Desktop (est. 15 min)
- NetSuite (est. 15 min)
- Xero (est. 5 min)
- Sage Intacct (est. 15 min)
When the integration is initially set up, you will have the option to set which fields you want to code on Ramp to push over to your Accounting provider. These settings are always accessible and possible to change by going to the Accounting tab > Settings > Manage Accounting Fields. Below is an example for QBO, however it is applicable to the other integrations.
Additionally, below is a GIF of how the accounting page looks once you connect. For specifics on each accounting integration, visit the provider specific pages at the bottom once you’ve read through some of the automations that we offer you to close your books in record time!
Ramp offers you the ability to automate coding through setting up mapping rules, pre-coding cards, and requiring employees to code transactions / reimbursements themselves
How do we rank the automations?
- The most broad rule is a Category Rule (Ramp Category -> GL Account)
- Layered on top of that is a Merchant Rule (Vendor Name -> GL Account) This will override a set category rule
- Layered on top of that is a Card Rule (Specific Ramp Card -> GL Account) This will override both merchant and category rules
- Manual edits and submission policy coding by the employee are both "manual" and will override all rules
Accounting Mapping Rules
Admins and bookkeepers can automate the closing process by creating rules that map Ramp Categories or Merchants to your GL accounts and more!
- Category Rules map Ramp Categories to Accounting Provider Categories
- What is it useful for: Most broad rule possible, good to map high level categories from Ramp to Accounting Category. Using these in combination with Merchant rules can make mapping to your Accounting Category more robust
- How to find: Accounting → click the number under Category Rules → click Create New
- Merchant Rules map Ramp merchants to Accounting Provider Categories and Merchants
- Merchant Rules for Accounting Categories
- What is it useful for: This is very useful for when a specific merchant can be identified for an accounting category (i.e. Uber Eats -> Food)
- How to find: Accounting → click the number under Merchant Rules → click Create New
- Merchant Rules for Accounting Categories
- Merchant Rules for Accounting Merchant
- What is it useful for: Useful to map a merchant on Ramp to a merchant on your accounting provider so you don't have to code it again.
- How to find: Accounting → go to the Accounting Provider Merchant column → open the drop down menu → click Create Rules → click New Merchant Rule
- Merchant Rules for Accounting Merchant
- Department Rules map Ramp Departments to any corresponding Accounting Provider field
- What is it useful for: If you have an equivalent field on your accounting provider, this is useful to map the Ramp Department to what it would equate to on your accounting provider.
- How to find: Accounting → click the number under Department Rules → select the corresponding Accounting field → map existing Ramp Departments
- Location Rules map Ramp Locations to a corresponding Accounting field
- What is it useful for: If you have an equivalent field on your accounting provider, this is useful to map the Ramp Location to what it would equate to on your accounting provider.
- How to find: Accounting → click the number under Location Rules → select the corresponding Accounting Provider field → map existing Ramp Locations
Lastly, if there are multiple transactions that you'd like to code to the same category, merchant, etc. we can bulk edit on Ramp.
- Select all the applicable transactions by clicking the empty box to the left of each transaction
- Once you've selected all the transactions you want, a small box appears near the bottom where you can bulk edit all those selected to the same category, merchant, location, etc.
Require Employees to Code
You can require employees to code their own transactions and reimbursements similar to how you can require a receipt or memo for any transactions and reimbursements. This is especially powerful when used in conjunction with filtered accounting fields by department (for more info, navigate here).
- Expense Policy: Require accounting fields in the Expense Policy.
- How to find: Settings (bottom left) → Expense Policy → edit expense policy → select “Require” on necessary accounting fields
Another very powerful tool is the ability to pre-code cards. This is especially useful when you create cards for specific purposes or merchants. Additionally, you can automatically mark transactions that go through these cards as "ready". The requirements are all mandatory criteria by the ERP is selected + expense policy requirements are fulfilled. This will allow you to speed up your workflows while maintained a high degree of confidence that the transactions are coded as you would code them.
Common use cases include:
- If you have a per diem card, you can automatically code all those transactions to meals & entertainment (or your relevant GL account)
- If you’ve created a card for a merchant (i.e. Slack), you can automatically code the Category to Dues and Subscriptions, Merchant to Slack, and any other classifications you may have.
- Existing Card
- Cards → click an existing card → click Edit Card → scroll to Card Rules (under Expense Submission)→ click Add → select accounting information (example below)
- New Card
- Cards → click Create Card → scroll to Card Rules → click Add → select accounting information (example below)
- Card Programs can also be pre-coded and can make closing the books much quicker
- Settings -> card programs -> Create New Program (Or edit existing one) ->Expense Submission -> Card Rules
On Ramp, you also have the ability to bulk edit or bulk mark as ready any field on the accounting tab. This dramatically speeds up the process of coding individual transactions.
If you select the checkbox on the top left, it will select every transaction on that page. You can then edit the Category for all of them at the same time (bottom pop-up), or edit the Location + any other field by selecting the 3 dots to the right of “Mark as Ready”.
Additionally, you can select across multiple pages to mark transactions as ready.
Once you have coded those transactions accordingly, you can mark them all as ready by pressing the “Mark as Ready” button.
When using the bulk edit feature, we also recommend using the filtering capabilities at the top to narrow down the search (i.e. filter down to only Amazon transactions) and then you can select all of them and change location for all of them at the same time. Note: you can filter by pretty much anything on the Accounting tab (transactions with missing fields, by statement date, with receipts attached, by merchant, by location, by cardholder, etc.).
Filtering and Renaming Fields
Since not all chart of accounts are relevant for credit card transactions, it is best practice to exclude some accounts from being visible on Ramp. On Ramp, you can filter visibility globally for all users, or at a more granular level per department.
- As an Admin or Bookkeeper, visit your Accounting settings: https://app.ramp.com/accounting/mange/transaction-fields/
- Click on "Manage Accounting Fields"
- Click on the "Filter and Rename" Icon as shown in the image below. You can access the filtering and renaming page for any accounting category we pull in from your accounting provider
- Toggle on/off the accounting options you want visible on the Ramp platform. Accounts that are toggled off will not appear in the category drop-downs on Ramp. If you'd like, you can toggle visibility at a more granular level per department.
Additionally, you can rename any accounting option on Ramp to make it more seamless for your team to find and code transactions. If you click on the rename icon next to the toggle, you can choose to rename an accounting option to another value. This will not affect values in your ERP. It is simply a display name on Ramp.
Once you have filled out all the required fields for a transaction or reimbursement, you will have the option to mark as ready. After marking as ready, the yellow sync button will appear as shown in the picture below.
Once you select “Sync”, you will be taken to a preview window as a final check before we sync over the transactions or reimbursements. Once you are ready, you can select “Sync to Accounting Provider” or download as a CSV. If you download as a CSV, you will have the option to download or download AND mark as synced. This will remove the transactions / reimbursements from the accounting page and is not recommended unless you are manually uploading that CSV file onto your accounting provider.
Once you select sync in this last screen, we will initiate the sync and it may take a couple of minutes for all the information to be passed through. If an error occurred, the message will let you know what went wrong to correct the issue and the transactions / reimbursements will remain in the accounting tab until they have been successfully synced over. Alternatively, you can reach out to our support team for more information as to why the sync failed (email firstname.lastname@example.org).
We will send across all the information you have coded within Ramp as well as the receipt and memo related to that transaction / reimbursement.
Post-sync and Reconciliation
To reconcile, you will have to go to your accounting provider to match the amount that was paid to Ramp from your bank account to the total dollar transaction amount synced over from Ramp. If you go to the Transactions tab within Ramp, you can filter by the statement period to easily check which transactions were included in which statement.