Apply Receivables payments to invoices

Overview

Cash application evaluates newly created positive bank transactions and can match them to open invoices. Payments created by this automation are labeled Created by AI cash application.

Use the payment detail page to review applications, apply an unapplied amount to an invoice, remove an application, or record a bank deposit when available.

Ramp can propose invoice applications for your review without creating a payment. See Review Receivables match suggestions before accepting a match.

Cash application skips transactions identified as reversals, returns, chargebacks, NSF transactions, or refunds.

Connect an account for real-time cash application

Set up ACH credit during onboarding. Connect the destination account through a supported connection such as Plaid, Finicity, or Teller so Ramp can monitor the bank feed and auto-match payments.

A manually connected ACH credit account shows Real-time cash application is unavailable for manually connected accounts. If you previously selected a different ACH credit account, a newly added replacement account has a 48-hour selection cooldown. Accounts awaiting verification cannot be selected.

Choose a Receivables cash application mode

Existing Receivables entities were switched to Suggested matches only when Match Suggestions launched.

Open Receivables settings and select General.

You need permission to manage Receivables settings. If you cannot access the setting, ask a user who manages Receivables settings for your business to check access.

Select the entity you want to configure, then choose Cash application mode and select Save:

• Automatic and suggested matches: Ramp can apply matches automatically. Review suggested matches before accepting them.
• Suggested matches only: Cash application matches require your acceptance before Ramp creates a payment or submits it for accounting sync.

The mode applies to the selected entity. Check each entity's setting separately.

Review Receivables match suggestions

Open Receivables > Payments > Suggested matches.

You need permission to view Receivables invoices and customers. Accepting or rejecting a suggestion also requires permission to manage Receivables invoices. If the actions are unavailable, ask a user with that permission to review the match.

Review each row before accepting:

• Transaction: Check the deposit amount, bank account, and date.
• Customer: Confirm the customer who paid.
• Applied to: Check the proposed amount for each invoice. Select an invoice to check its current balance and status.
• Why: Review Ramp's reasons for the match.

Suggestions can include partial invoice payments or allocations across multiple invoices. All invoices must belong to one customer, use the deposit's currency, and belong to the entity that owns the receiving bank account.

If you see No suggested matches, check the recorded payments before recording a payment manually.

Accept a suggested match

Before accepting, check the recorded payments for the deposit. If a payment is already recorded for that deposit, review and apply the existing payment as needed. Reject each pending suggestion for that deposit; do not accept a suggestion or record another payment.

If no payment is recorded for the deposit, select Accept (the checkmark) after reviewing the invoices and amounts. Ramp records the received deposit as a payment and applies the suggested amounts. Any remaining amount stays unapplied.

Ramp automatically rejects other pending suggestions for that deposit. Select View payment in the Match accepted message to review the payment.

Accounting sync is submitted only when enabled, the required bank-account mapping is present, and the connected accounting provider supports Receivables. Acceptance does not confirm that sync has finished. See Review a Receivables sync status.

Reject a suggested match

Select Reject (the X) to open Reject suggested match. You can leave the rejection reason blank, or choose Wrong customer, Wrong invoice, or Other. If you choose Other, a Note field appears. Adding a note is optional. Select Reject to finish.

Rejecting a suggestion does not create a payment or apply its amounts. You cannot edit a suggestion before accepting it. For a different application, check whether a payment is already recorded, then apply the existing payment or record a payment manually to avoid duplicate records.

Review a payment and its invoice applications

Open Payments, then select a payment. The Cash application summary shows how the payment is applied.

Select Apply to assign an unapplied amount to an open invoice. The amount cannot exceed the lower of the invoice balance and the payment's unapplied amount. Ramp shows Applied amount cannot exceed available balance if the amount is too high.

Select Remove to remove an existing invoice application. Ramp shows Invoice could not be applied or Invoice could not be removed if the requested change fails.

Create a payment manually

Before recording an incoming deposit manually, check the recorded payments and Suggested matches for that deposit to avoid duplicate records.

If a payment is already recorded for that deposit, review and apply the existing payment as needed. Reject each pending suggestion for that deposit; do not accept a suggestion or record another payment.

If no payment is recorded and a suggestion is correct, accept it instead of recording another payment. If no payment is recorded and no suggestion is correct, reject each pending suggestion for that deposit before recording it manually. Use manual entry only if the deposit is not already recorded and has no pending suggestions.

From Payments, select Record payment. Choose a customer, enter an amount greater than zero and a transaction date, then add a reference or invoice applications if needed.

When an accounting provider is available, select the required GL account. After Ramp creates the record, it shows Payment created.

If an invoice was settled outside Ramp and you do not need a new payment record, check the requirements and irreversible steps for marking the invoice as paid off Ramp before recording another payment.

Mark a Receivables invoice as paid off Ramp

Use Mark as paid off Ramp instead of applying a payment when an invoice is settled outside Ramp, such as when you already recorded the payment in your accounting system. This action does not create a new payment record. If you need a payment record instead, see Create a payment manually.

You need permission to create, edit, and manage Receivables invoices. By default, this includes Owners, Admins, Finance Admins, and users with the Accounts Receivable role. If you lack this permission, ask an Owner or Admin to review your access.

Before marking an invoice as paid, check that:

• The invoice is Open with a remaining balance. Partially paid invoices qualify, including invoices with partial credit-note applications. Invoices already fully covered or overpaid by payments or credits do not qualify.
• No Ramp-managed payment is in progress. A scheduled invoice ACH debit must still be cancelable; Ramp cancels it when marking succeeds.
• A completed Stripe checkout may still block marking, including while its payment is pending.

If a payment blocks marking, review the payment and its invoice applications first. Do not record a duplicate payment as a workaround. If the invoice was settled outside Ramp and remains blocked after review, contact Ramp's Support team for help reviewing the payment state.

Important: Marking an invoice as paid off Ramp cannot be undone. A marked invoice cannot be edited, resent, voided, written off, or deleted. You cannot apply additional payments or credit notes to a marked invoice.

1. Open the invoice from Invoices.
2. Select Add payment, then Mark as paid off Ramp.
3. Review the Mark invoice as paid off Ramp? confirmation, then select Mark as paid only after verifying the outside payment.

Effects of marking a Receivables invoice as paid

The invoice shows Paid with a zero balance. Existing payment and credit-note applications remain attached. The invoice's Activity timeline records who marked it paid and when.

Ramp retires unpaid Stripe payment links. For a link without a recorded payment failure, Ramp expires its open checkout session if the session details and connected Stripe account are available.

Automated invoice reminders stop. The invoice is no longer overdue, is excluded from customer aging totals, and cannot have further payments applied through cash application. If the customer has no other overdue balance, Ramp closes their open collections case.

Marking does not send the paid status to your accounting system. Future invoice syncs and retries are blocked, but existing attached payments may still sync. Keep the outside payment recorded in your accounting system.

Record a bank deposit

For an editable payment recorded to undeposited funds, select Record a bank deposit and choose at least one payment. Ramp shows Select at least one payment if no payment is selected.

Stripe-originated payments cannot have their details or invoice applications edited, cannot be deleted, and do not offer the same bank-deposit action. Stripe payout deposits redirect to their source and show Stripe deposits cannot be edited when an edit is attempted.

For accounting sync statuses and retry steps, see QuickBooks Online sync or NetSuite Receivables sync.

Frequently asked questions

What happens when more than one invoice could match a payment?

Cash application first looks for one invoice with an exact remaining balance or a same-customer combination that exactly totals the bank transaction. Ramp may propose a match for review instead of leaving the deposit unmatched; see Review Receivables match suggestions.

Can cash application monitor more than one bank account?

Cash application can process transactions from multiple eligible bank accounts. The ACH credit payment setting selects one destination account to print on invoices at a time. Each monitored account needs an automatic connection. A valid accounting mapping is required for accounting sync, but not for matching and applying payments. Manually connected accounts are not monitored for real-time cash application.

What does the missing GL account mapping banner mean?

The Payments page shows GL account mapping is not set when the bank account receiving a payment lacks its accounting mapping. Select Set GL account mapping and choose the account used for that bank account's deposits.

If cash application already found a valid match, Ramp can still create the payment and apply it to the invoice, but accounting sync is disabled for that payment. If cash application did not record the payment, check Suggested matches first, then follow the accept-or-reject checks before manual entry.