QuickBooks Online overview

Overview

Ramp offers a direct integration with QuickBooks Online, enabling effortless data transfer from Ramp to QuickBooks. This ensures your QuickBooks account reflects accurate and up-to-date spending details. Our integration respects your QuickBooks settings, so no changes are made without your input.

Jump to:

• Introduction
• What Ramp looks like
• Setup Guide
• What if I need to change accounting providers?
• How will transactions appear in QuickBooks?
• Handling Reimbursements
• Using Bill Pay
• Processing Statement Payments
• Reconciliation
• Redeeming Cashback

Transactions 

Ramp syncs transactions to QuickBooks as expenses. Unlike some systems that use the banking tab for syncing, Ramp's method ensures valuable data from Ramp is utilized, enhancing the efficiency of automation tools. Expenses appear in QuickBooks under the 'Expenses' section.

Reimbursements

Reimbursements are sent to QuickBooks as bills, and payments are settled as bill payments. This process allows for detailed tracking of reimbursements by vendor in QuickBooks.

Additional features 

• Vendor Creation: Ramp can automatically add new vendors from your transactions to QuickBooks.
• Receipt Attachment: Receipts uploaded in Ramp are automatically attached to transactions in QuickBooks.

What Ramp 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.

Setup guide

To integrate QuickBooks Online with Ramp:

Step 1: Go to the 'Accounting' tab on your Ramp Dashboard. 

Step 2: Select QuickBooks Online and click 'Connect to QuickBooks'.

Step 3: Enter your QuickBooks credentials and choose your company. 

Step 4: Back in Ramp, specify default accounts for transactions and reimbursements.

Note: The default transaction account must be a Liability and Credit Card type in QuickBooks.

What if I need to change accounting providers? 

Suppose you have briefly connected to a different accounting provider and do not have any bill payments in flight. In that case, you can disconnect from your current accounting provider and follow the setup instructions for your new one. If you have bill payments in flight, we strongly recommend you do not disconnect from your current accounting provider until outstanding bill payments are paid. 

To disconnect from your current accounting provider:

• Go to the Accounting tab and click the Settings button.
• In the Danger zone section, click the Disconnect button. 

If you have bill payments in flight while you change your accounting provider, Ramp will try to sync paid bills to the new accounting provider. This means you will have trouble matching the bill payment to the original bill because the bill does not exist on the new system.

Instead, approve and pay all bills in Ramp before you disconnect the accounting provider. After you switch to the new accounting provider, you can enter, approve, and pay with bill payments again. The bills you created in your previous accounting provider will not sync to the new one. 

How will transactions appear in QuickBooks?

In QuickBooks, transactions appear under 'Expenses' -> Expenses. Ramp allows detailed coding for each transaction, including categories, vendors, and other fields. Transactions can be split across multiple categories, except for Location and Vendor.

In QuickBooks, after syncing from Ramp, a fully detailed transaction will display various elements. These include Category, Vendor, Location, Customer, Class, and a Billable option (Yes/No). In addition to these details, the transaction will also feature a memo and a receipt, attached at the bottom of the entry. The description field in QuickBooks will show the cardholder's first and last name, along with the transaction memo.

Moreover, Ramp provides the flexibility to distribute transaction amounts across several categories, except for Location and Vendor. This is because while Location pertains to the whole transaction, other details like Category and Class are relevant to specific parts of the expense in QuickBooks.

Note: we do not yet support pulling in custom tags from Quickbooks Online. 

How will reimbursements appear in QuickBooks?

Reimbursements are synced as bills and bill payments in QuickBooks, appearing under 'Expenses' and 'Vendors'. The vendor for a reimbursement is identified by the employee's name and email.

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.

The provided image illustrates a completely processed reimbursement via ACH as it appears in QuickBooks Online. If you paid a reimbursement via ACH, we will sync a bill (marked as paid) and a bill payment.  If you selected Manual Pay within Ramp, we will only sync a bill (marked Open).

In this example, notice it is marked as 'Paid' at the top right. In QuickBooks, the vendor for this reimbursement is listed as the employee's first and last name, followed by their email. Other details included are Category, Location, Customer, Class, and whether it's Billable (Yes/No).

Additionally, the date listed on the bill corresponds to the approval date. This is because the approval date is considered the day when the company officially acknowledges the expense.

The corresponding bill payment in QuickBooks also has the same date as the approval date. This is because the date of the ACH payment initiation is considered the approval date.

Bill Pay

With QuickBooks Online, you have access to our Bill Pay feature. Please reference this article for more information.

Statement payments

With QuickBooks Online, you can sync statement payments from Ramp. These payments show up in the 'Payments' section of the 'Accounting' tab, but only after they are cleared.

For these transactions, you'll get information from two sources: the credit side from your Checking Account's bank feed, and the debit side from Ramp. Instead of processing these separately, QuickBooks helps you match them to form a single transaction. This approach avoids duplicating the same transaction.

For example, let's say there are two statement payments to sync to QuickBooks Online in Ramp.

Before syncing, you'll see these transactions on your bank feed for the checking account.

After syncing, QuickBooks will recognize that these are part of the same transaction and suggest matching them. By confirming this match, the transfer between your checking account and Ramp Card account is accurately recorded once.

I have already classified the Checking Account payment to the Ramp Card account, rather than doing a match. What should I do? If you've already categorized the checking account payment to the Ramp Card account without matching, you can remove the duplicate Ramp Card transaction in QuickBooks Online. This prevents recording the same transaction twice.

Reconciliation

Cashback redemption

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.