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.

Please note: Once an expense is synced to QuickBooks Online, all future edits must be made directly within your accounting software. Syncing an expense will lock it in Ramp, preventing any edits.

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

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 thisarticle.

Accounting tab showing Ramp Card transactions, with details like merchant, amount, and accounting categories.

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.

Multi-entity

QuickBooks Online does not support Ramp's multi-entity feature. You cannot create additional entities in Ramp while QuickBooks Online is connected.

If you need to manage multiple business entities, you have two options:

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:

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.

Expenses section in QuickBooks showing the option to view Expense Transactions and Filter by Last 365 Days.

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.

Expense entry page in QuickBooks showing payment details, category distribution, and total amount of $252.03.

Note: we do no 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 reimbursements to your QuickBooks account, ensure your QuickBooks version is the 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.

Bill page showing payment status as 'Paid', vendor details, category and item breakdown, and space for attachments.

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. The Bill Payment will be synced to a batch of bills.

Bill Payment section displaying outstanding transactions with payment details and total balance of $2,027.05.

How will accruals appear in QuickBooks?

Ramp supports syncing card transactions as accruals. Any accruals will be posted to QuickBooks Online as a journal entry. For more information on this feature please review How to Use Ramp's Accruals Feature.

Accounting Logic:

Journal Entry section showing accounts, debits, credits, descriptions, and names for expenses dated 10/1/2025.

Journal Entry page displaying transactions for advertising and software expenses, with total amount highlighted.

Bill Pay

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

Repayments

Ramp can sync employee repayments to QuickBooks Online, including both bank account and debit card repayments. Bank account repayments sync as Deposits, while debit card repayments sync as Credit Card Purchase (credit) objects. For full details on setup, sync behavior, and troubleshooting, see Sync repayments to your accounting software.

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.

Payments section in Accounting shows recent statement payments with transaction dates and amounts.

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

Demo Checking and Demo Credit Card balance summary with transaction details and filter options under the 'For review' sect...

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

Checking account and credit card views showing balances and transaction details with matching options visible.

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.

Ramp banking: how Ramp syncs transaction objects to QuickBooks?

1. Transfer

When it’s used: Funds move between your linked bank accounts on Ramp and your Ramp Checking Account, or between 2 of your Ramp Checking Accounts (e.g. money movement between accounts owned by your business).

Accounting logic:
Ramp syncs this activity as a Transfer in QBO. No income or expense accounts are involved—this reflects an internal movement of funds within your business.

Transfer page showing details for transferring funds, including account balances, date, memo field, and attachment option.

2. Deposit

When it’s used: An external source sends funds into your Ramp business account (e.g. Stripe payouts or client payments).

Accounting logic:
Ramp syncs this activity as a Deposit in QBO. The offsetting account is typically an Income, Asset (such as Accounts Receivable), or a custom clearing account, depending on your mapping. This ensures incoming funds are accurately recorded based on your accounting setup.

Bank Deposit page showing deposit details, account info, and total amount of $123,100.00 for a deposit transaction.

3. Expense

When it’s used: Funds are sent from your Ramp account to an external party (e.g. payroll processors or vendor payments).

Accounting logic:
Ramp syncs this activity as an Expense in QBO. The offsetting account is typically an Expense or Liability account, depending on the nature of the transaction (e.g. payroll clearing or accounts payable)

Expense entry form showing payment details, category selection, itemization, and total amount of $100,123.00.

4. Earnings payout

Earnings payouts sync as journal entries in your connected ERP.

The synced deposit will show as a journal entry:

This ensures your accounting records reflect the movement of funds accurately. For more information on Ramp Banking please visit Ramp Banking Accounting.

Journal showing an expense transaction and journal entry for Jerry's Bait Shop, detailing amounts and accounts.

Reconciliation

Check out Ramp's Reconciliation Report tool for QuickBooks Online! We've also broken down some of the journal entries you can expect to see below:

Accounting impact

How Ramp syncs credit card transactions:

Ramp syncs credit card transactions as credit card transactions in your accounting provider.

Please note: Ramp only syncs transactions to QBO in USD.

How Ramp syncs Reimbursements:

Ramp syncs reimbursements as bills and bill payments in your accounting provider.

How Ramp syncs statement payments:

Ramp syncs statement payments as checks in your accounting provider.

To reconcile, you must go to your accounting provider to match the amount 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 quickly check which transactions were included in which statement.

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 it is important to sync it across to the Ramp Card account to bring the value of the liability back into balance with the statement.

Ramp Checking Account transfers

We sync Ramp Checking Account wallet transfers as journal entries to QuickBooks Online.

Bank Register section showing transactions with total balance of $27,461.77 and details of a deposit.

Accounting logic

Supported ERP fields

The fields below are only currently supported when syncing open-loop transfers (external withdrawals and deposits).