Migrate to a new accounting provider

Overview

Ramp's ERP migration flow supports moving to a direct Ramp integration, a partner-built API integration, or Universal CSV. It maps your old accounting fields and values to the new connection, then updates eligible Ramp configurations and unsynced activity with those mappings.

What ERP migration preserves

Ramp migrates eligible accounting field settings, vendor mappings, coding rules, workflows, policies, and transaction, reimbursement, and bill codings when their old fields and values have confirmed mappings. Unmapped fields and values are cleared or skipped.

Items already synced to the old provider are historical and are not remapped or added to the new provider. Use the ERP Migration CSV Export and your old provider's records if you need that history in the new ERP.

In-flight bill behavior depends on the accounting provider. For QuickBooks Online, Ramp tries to sync paid in-flight bills to the new provider, but the original bill is not present there, which can cause matching problems or duplicate records. Other in-flight bills do not automatically transfer as complete records. Resolve as many approved or unpaid bills as possible before starting the migration.

Prepare to change accounting providers

Complete these steps before disconnecting your current accounting provider:

• Choose a cutover date, usually at the end of an accounting period, and complete your close in the old provider.
• Sync transactions, reimbursements, and bills that belong in the old provider.
• Resolve as many approved or unpaid bills as possible.
• Pause new accounting syncs and bill approvals during the cutover so activity is not split between providers.
• Save your financial records and document your accounting rules, approval workflows, sync settings, vendor mappings, and conditional coding workflows.
• Use production connections for both providers. Do not use this process to migrate from a sandbox connection to a production connection.

Prepare Ramp Procurement activity

If you use Ramp Procurement, review all open purchase requests and purchase orders before the cutover date. Complete and close as many as possible so their related bills can be approved, paid, and synced to the old provider before you close that system.

Avoid starting new purchase requests during the final days before migration. If necessary, pause procurement workflows until the new accounting connection is live and configured.

For procurement items that cannot be completed before the cutover, either:

• If no bill has been approved, synced, or included in the old provider's closing accounts payable balance, cancel the item and submit a new request after the new provider is connected.
• Export and track the item manually. Do not re-enter a related bill until you confirm whether it is included in the old provider's closing accounts payable balance.

Before migration, also consolidate duplicate vendor records and standardize vendor names and metadata. Inconsistent vendor data can lead to incorrect vendor mappings or failed bill syncs after the switch.

Reconcile bills that cross the cutover

For QuickBooks Online, Ramp tries to sync paid in-flight bills to the new provider. Because the original bill does not exist in the new provider, the payment may not match and can create duplicate records. Approve and pay outstanding bills before disconnecting QuickBooks Online whenever possible. See What if I need to change accounting providers? for provider-specific guidance.

If an approved or unpaid bill is included in the old provider's closing accounts payable balance or in the opening balance imported into the new provider, do not recreate it with its original expense coding. Doing so records the payable and expense twice. Work with your accountant or accounting provider to reconcile it. One approach is:

1. Create a temporary suspense expense account in the new provider.
2. Recreate the bill in Ramp using the suspense expense account instead of the original expense account.
3. If the new direct or partner-built API integration supports bill sync, sync the recreated bill to the new provider.
4. If the new connection is Universal CSV, export the recreated bill from Ramp and import it into the new provider.
5. Create a manual journal that debits Accounts Payable without a vendor and credits the suspense expense account for the recreated amount.
6. Confirm that the suspense account is zero and that total Accounts Payable matches the opening balance and outstanding vendor bills.

Export a backup before ERP migration

Before disconnecting, start the ERP Migration CSV Export from the switch-provider flow. Ramp emails one message containing separate CSV files for synced card transactions, reimbursements, and bills.

Each file includes up to 50,000 of the most recent synced records. Unsynced items are not included. Large exports can take up to two hours, download links expire after 24 hours, and you cannot start the migration while an export is still processing. You need Accounting Setup access to create the export.

Keep these files with the records exported from your old accounting provider. The migration export is a backup of Ramp coding and does not import historical activity into the new ERP.

Start the accounting provider switch

You need permission to manage your business's accounting connection. Starting the switch disconnects your current provider before you connect the new one, so finish the backup and preparation steps first.

1. Open Accounting settings and select Switch providers in the Danger zone.
2. Start the ERP Migration CSV Export and wait for the email before continuing.
3. Select Disconnect & begin switching. Ramp disconnects the current provider and opens Connect your ERP.
4. Choose the destination using the instructions in Connect the new accounting provider.

Do not disconnect the new provider or begin another switch after connecting it. Ramp needs both the old and new connection records to complete the migration.

Connect the new accounting provider

How you connect the destination depends on its integration type. All three paths continue to the same ERP migration flow after the new provider's fields and values are available in Ramp.

Direct Ramp integration: Select the provider and complete its authentication and setup requirements. See Ramp accounting integrations directory for provider-specific setup guidance.

Partner-built API integration: Select the provider marked API. The option appears only after your provider or integration partner has prepared an API-based accounting connection and loaded its accounting fields and values. If it is missing, return to the provider's onboarding process before continuing.

Universal CSV: Under Find another provider, select the provider marked CSV, or enter the provider's name and select Use "[provider]" as my accounting provider. Follow Universal CSV overview to choose your liability account, import your chart of accounts, add accounting fields, and configure exports. Universal CSV exports activity for you to import into the ERP; it does not directly sync activity into the ERP.

Map accounting fields and values

After connecting the destination, Ramp prepares its accounting data and opens the two-step migration flow.

1. On We've mapped your existing accounting fields to [provider], review each old field and its suggested destination field. Change the destination or select Don't migrate. Each destination field can be used only once.
2. Choose whether to include field values used in the past three months, six months, or one year. The default is one year.
3. Select Continue to review the values within each mapped field.
4. Confirm exact and suggested matches, correct values marked Needs review, and skip values you no longer need.
5. Select Save and mark as ready for each field. You cannot finish until every mapped field is marked Ready.
6. Select Finish and migrate.

Accounting pages are unavailable while Ramp processes the migration, but you can continue using the rest of Ramp.

Review Ramp after ERP migration

After the migration finishes, verify the new connection before resuming normal accounting work:

• Review unsynced transactions and reimbursements to confirm their accounting fields use values from the new provider.
• Review accounting rules, approval workflows, vendor mappings, card rules, and sync or export settings. Recreate or correct any configuration that depended on a field or value you skipped.
• Before retrying or recreating an in-flight bill, confirm whether it is already included in the old provider's closing accounts payable balance or the new provider's opening balance. Follow Reconcile bills that cross the cutover to avoid duplicate payables.
• Compare the new provider's balances with your final close and migration records from the old provider.

Troubleshoot the ERP migration flow

The new provider does not appear: Finish the provider or integration partner's setup first. An API-based connection appears in Connect your ERP only after the provider has loaded its accounting data and marked the connection ready for migration.

A field or value cannot be matched: Skip values you no longer need. For values that should continue, create or correct them in the new provider, follow the provider's instructions to refresh its accounting data in Ramp, and return to the mapping step. Skipped fields and values are not preserved in migrated configurations or coding.

The migration does not finish: Do not disconnect the new provider or start another switch. Contact Ramp Support so the migration state can be reviewed without creating a second connection.

Frequently asked questions

What accounting provider migrations are supported?

Ramp's ERP migration flow supports moving to a direct Ramp integration, a partner-built API integration, or Universal CSV. See Connect the new accounting provider for the setup path for each destination.

What happens to settings and coding during migration?

Ramp updates eligible configurations and unsynced activity when their old fields and values have confirmed mappings. See What ERP migration preserves for what is migrated, skipped, or retained as history.

What happens to in-flight bills?

Behavior depends on the provider. QuickBooks Online tries to sync paid in-flight bills to the new provider, which can cause matching or duplicate-record issues because the original bill is not there. Other in-flight bills do not automatically transfer as complete records. Resolve as many as possible before migration, then follow Reconcile bills that cross the cutover before retrying or recreating any remaining bill.

Can I bulk-reset previously synced transactions after migration?

No. Previously synced transactions remain associated with the old provider and do not return to the Accounting queue for the new provider. Use the ERP Migration CSV Export and your old provider's records if you need to add that history to the new ERP.

Can I reverse an ERP migration?

A completed migration cannot fully restore every configuration and coding to its previous state. If a migration fails or you need to stop before it finishes, do not disconnect either provider; contact Ramp Support so the connection and migration state can be reviewed together.