Managing entity restrictions for Accounting, Accounts Payable, and Finance Admin roles

Entity restrictions allow you to control which parts of your organization specific users can access within Ramp. This helps ensure that users only see the financial data relevant to the entities they manage — improving both security and clarity.

Video walkthrough: Restrict Bookkeeper, Accounts Payable Clerk, and Finance Admin access to specific entities in a multi-entity Ramp setup. Best for finance teams that need entity-level visibility controls. Watch the video.

1. Setting up entities

Before assigning entity-level access, make sure your entities are set up correctly:

  1. Navigate to Company → Entities in the Ramp dashboard.
  2. Confirm that all relevant entities are listed.
  3. If needed, add or update entities to reflect your organization’s structure.

2. Assigning users to entities

Once your entities are ready, you can assign users to one or more of them:

  1. Go to the People tab under Company.
  2. Select a user who has the Finance Admin, Accounting, or Accounts Payable role, or an equivalent custom role.
  3. Click Edit Profile.
  4. By default, users have access to all entities.
  5. To restrict access, uncheck any entities the user should not see.
  6. Click Save Changes to apply.

Example:
If you want Creed to only access data from the Toronto entity, uncheck all other entities and save. From now on, Creed will only see transactional data from the Toronto entity or any transactions they created themselves.

3. How entity restrictions work by role

Entity visibility restrictions are supported for the following roles:

Note: for a Finance Admin to access Company Statements and Payments, they must be granted access to all entities.

These roles can also be:

Important note on aggregated information

Some data is aggregated across entities and not restricted. Examples include: