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

Overview

Available on Ramp Plus. See Ramp Plus overview for plan details.

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.

Set up entities before restricting access

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

1. Open Entities settings.
2. Confirm that all relevant entities are listed.
3. If needed, add or update entities to reflect your organization’s structure.

Entity access controls appear only after your business has more than one entity. See Ramp support for multi-entity businesses for eligibility and setup requirements.

Assign users to entities

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

1. Open Entities settings and select an entity.
2. Under Share entity access, click Edit.
3. Add or remove users with the Finance Admin, Accounting, or Accounts Payable role, or an eligible Custom Role.
4. Save your changes.

By default, eligible users have access to all entities. Every restricted user must retain access to at least one entity.

Example: If you want a user to access only the Toronto entity, add them to Toronto and remove their access to the other entities.

How entity restrictions work by role

Entity visibility restrictions are supported for the following roles:

• Finance Admin
• Accounting
• Accounts Payable

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

These roles can also be:

• Combined with other roles (e.g., Finance Admin + IT Admin)
• Used as templates for Custom Roles (Custom Roles based on these will also have entity restrictions available)

Admins and Owners always have access to all entities and cannot be entity-restricted.

Troubleshoot unavailable entity access controls

The entity access controls may not appear when:

• The business does not have multi-entity access.
• The business has only one entity.
• Your role cannot administer entities.
• The selected user has a role that cannot be entity-restricted, such as Admin or Owner.

Ramp disables Remove when the selected entity is the user's only remaining entity. Add access to another entity before removing their current access.

Important note on aggregated information

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

• Vendor data
• Card balance data
• Spend Programs