We have a direct integration with QuickBooks Online that allows you to seamlessly integrate and push information from Ramp to QuickBooks to always keep an up to date and accurate account of spend on QuickBooks Online. We also want you to have full control over what happens so we don’t change any settings on your QuickBooks Online instance.
When we sync over transactions, we sync them over as an expense. Historically, other companies have synced credit card transactions through the banking tab, however this doesn’t allow us to send the valuable information that we gather on Ramp and in turn, doesn’t allow you to take full advantage of the automation tools that we’ve built for you. For reimbursements, we send them as bills and settle them with bill payments.
We’ve also built some additional features to make the integration more robust.
- Vendor creation: If we detect a vendor that isn’t on your QuickBooks Online instance, you will have the option to create that vendor within Ramp. The vendor will show up in the QuickBooks Vendor column as “New:...” and by syncing it over, you will create the vendor.
- Receipt Attachment: the receipt within Ramp will sync over as an attachment to your QuickBooks instance. If an employee uploads a receipt to a transaction after that transaction has been synced, we will automatically send that receipt over without you having to manually add it to your instance.
- What it looks like
- Bill Pay
- Statement Payments
- Cashback redemption
What it looks like
Below is what the QuickBooks Online integration looks like on Ramp after you set it up. We will attempt to find the vendor for you by matching the vendor name on Ramp to the vendor names you have on QuickBooks so you don’t have to. For more information on settings, rules, and other automations that Ramp offers, please reference this article.
To set up QuickBooks Online, please follow the below instructions:
- Click on the Accounting tab on your Ramp Dashboard
- Click on the QuickBooks Online option
- Select Connect to QuickBooks
- Enter your QuickBooks credentials
- Select the QuickBooks company you wish to sync to
- Back on the Ramp Dashboard, select the default accounts where Ramp will send your transactions and reimbursements. It's important to note that the default account to which you sync transactions MUST be a Liability and Credit Card type account in QuickBooks Online. If the default 'Ramp Card' account created is not a credit card liability account, you'll run into errors when you try to sync transactions (you can resolve this by changing the Ramp Card account to a credit card liability account within QuickBooks Online).
Note that we do not connect to QuickBooks Online through QuickBooks, which other companies do. Why? If we connect through the banking tab, this doesn’t allow us to send the valuable information that we gather on Ramp and in turn, doesn’t allow you to take full advantage of the automation tools that we’ve built for you.
We sync over transactions as an expense. To find them on QuickBooks, go to Expenses > Expenses.
Additionally, below is what a fully coded transaction will look like. We can set Category, Vendor, Location, Customer, Class, Billable (Y/N) on Ramp and it will appear in the transaction as well as the memo and receipt, which comes through as an attachment (near the bottom of the screenshot). The description is populated as the “first name + last name of the cardholder + memo”.
You also have the ability to split transactions across multiple fields. The supported fields for splitting are the same as above excluding Location and Vendor. The reason is that the location is at the transaction level while the other fields are at the category / expense line level.
Note: we do not yet support pulling in custom tags from Quickbooks Online.
For reimbursements, we sync across a bill and a bill payment (bill payment only if paid via ACH on Ramp). You can also find these by going into Expenses > Expenses to look at individual Bills and Bill Payments or Expenses > Vendors to look at by Vendor.
Note: we create a vendor as the merchant for reimbursements. In order to sync reimbursement to your Quickbooks account is QuickBooks Online Essentials tier or higher.
In the image below, you can see a fully coded reimbursement paid via ACH and how it shows up on QuickBooks Online. On the top right, it is marked as paid. The vendor, as seen below is “first name + last name of employee (email)”. Other supported fields are Category, Location, Customer, Class, and Billable (Y/N).
Additionally, the date of the Bill is set to the Approval date (this is because we view the approval date as the day the company recognized the expense).
Below, you can find the corresponding bill payment with the date also equal to the approval date since it is when the ACH payment is initiated.
With QuickBooks Online, you have access to our Bill Pay feature. Please reference this article for more information.
With QuickBooks Online, you can sync over statement payments. This will appear in the Payments tab of the Accounting tab and only appears after it has cleared.
You will be getting a record of this transaction from two places - from your Checking Account's bank feed, which will have the credit side of the transaction, and from Ramp, which will have the debit side of the transaction.
Instead of independently classifying these transactions, e.g. allocating the checking account credit to a Ramp Card debit, and the Ramp Card debit to a checking account credit - we instead want to match the two sides and create a single transaction. This will prevent us from making two duplicate transactions.
In the below example, I have two statement payments to sync to QuickBooks Online:
If we look in QuickBooks, I can see that there are are also two transactions that have appeared on the bank feed for the checking account. This is what I see before syncing the statement payments.
After syncing the statement payments, I can now see the following:
QuickBooks has detected that the two sides of the transaction are the same and are suggesting that they be matched. Clicking match will ensure that the payment from the checking account to the Ramp Card account will be recorded once.
I have already classified the Checking Account payment to the Ramp Card account, rather than doing a match. What should I do? In this case, you can safely delete the statement payment in the Ramp Card account from QuickBooks Online, as you have already recorded the transfer from the Checking account. Classifying the Ramp Card transaction would create a duplicate, so keeping the transaction is not necessary.
How Ramp syncs Credit Card transactions:
Ramp syncs credit card transactions as credit card transactions in your ERP.
Purchase is made
- Debit (increase) Expense or Bank Account
- Credit (increase) Credit Card Liability Account
How Ramp syncs Reimbursements:
Ramp syncs reimbursements as bills and bill payments in your ERP.
- Debit (increase) Expense Account in original currency
- Credit (increase) Credit Card Liability Account in original currency
- Debit (decrease) the Liability Account
- Credit (decrease) The Cash/Bank Account
How Ramp syncs Statement Payments:
Ramp syncs statement payments as checks in your ERP.
Statement is paid
- Debit (decrease) Credit Card Liability Account: Reducing the amount you owe since you're paying off the credit card.
- Credit (decrease) Bank Account: This account represents your company's cash, which decreases when you pay off the credit card bill.
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.
The accounting for a cashback is a credit to the Ramp Card account, reducing the liability on the card, and a credit to a nominated expense or income account. This cashback entry does not appear on a bank feed so this entry is important to sync across to the Ramp Card account to bring the value of the liability back into balance with the statement.