NetSuite integration: Receivables setup and sync

Overview

Ramp Receivables uses NetSuite to import customers, products and services, and open invoices, and to sync accounts receivable activity back to NetSuite. NetSuite Receivables access is granted from a waitlist; check your business's access before starting setup. This guide covers NetSuite-specific prerequisites, imports, and sync behavior; for the shared workflow, see Get started with Receivables.

Check NetSuite Receivables access

Receivables is available only to US businesses. The initial NetSuite rollout focuses on USD, single-entity businesses using legacy tax. SuiteTax and broader multi-entity availability are not included in this initial rollout. Do not assume your business is included because NetSuite is connected.

We will continue to give Receivables access to a subset of customers on the NetSuite waitlist. Ask a Ramp Owner or Admin to check your business's access or join the waitlist from Receivables Get started:

• Set up Receivables: Your business can begin setup.
• Join the waitlist: Select it to register your interest if setup is not yet available.
• You're on the waitlist: Your interest is already registered.

Connecting NetSuite or completing the integration prerequisites does not grant rollout access. If you already enabled Receivables, Ramp opens your invoices or lets you continue unfinished setup.

Prepare NetSuite for Receivables

Have a NetSuite Administrator review your connection before enabling Receivables. The Ramp RESTlet must be version 1.2.3 or later; your administrator can verify the version in the deployed script file.

• NetSuite OneWorld: The Ramp SuiteApp updates the Receivables script, customer and item custom fields, and role permissions automatically. Follow OneWorld connection setup if NetSuite is not connected.
• NetSuite Standard, without subsidiaries: Manually update the existing RESTlet, create the customer and item custom fields, and update the Ramp Accountant permissions. Follow Additional setup for Receivables, including when your NetSuite connection is already active.

Both editions also need the numbering settings below. After checking access and prerequisites, complete Receivables onboarding.

Keep Ramp invoice and credit-note numbers in NetSuite

To carry Ramp invoice numbers into NetSuite, have your NetSuite Administrator open Setup > Company > Auto-Generated Numbers, enable Allow Override for Invoice, and save. This applies to both Standard and OneWorld. Review the corresponding Credit Memo setting if you also need Ramp credit-note numbers to carry over.

Review this change with your administrator before syncing. It controls whether Ramp can supply the transaction number instead of NetSuite generating its own. If numbers do not carry over, check these settings before creating additional invoices or credit notes. This is not an instruction to renumber historical transactions.

Configure Receivables account mappings

During onboarding, Where should everything post? lets you choose the accounts used for Receivables. Default income account, Accounts receivable, and Undeposited funds are required. Map the destination bank account for ACH credit payments and configure cash, fee, and adjustment accounts for the payment methods you use. A product's income account can override the default income account.

To review mappings later, open Invoices and use Settings, then Accounting. Onboarding validates the initial business entity; it does not configure every subsidiary. Where an entity selector is available, account mappings are saved per entity and account choices are scoped to its linked NetSuite subsidiary. This does not mean every multi-entity business is included in the rollout; check access first.

Import NetSuite records into Receivables

During Receivables onboarding, What would you like to import from NetSuite? offers customers, products and services, and invoices. Customers and products are selected by default. Invoice import is unchecked and requires both customers and products to be selected. Receivables supports Service and Non-inventory products, not inventory items or bundles.

Invoice import copies only fully unpaid, open USD invoices with a positive remaining balance. Paid and partially paid invoices are excluded. Ramp also skips invoices already imported and invoices with duplicate invoice numbers. Running another import does not refresh an existing Receivables invoice with later NetSuite changes.

You can run another import from Settings, then Accounting on Invoices, using Import customers, Import products and services, or Import open invoices. Import controls are unavailable while an import is running. These settings imports apply to all entities, not just the entity selected for account mappings.

If a Ramp-generated invoice preview is unavailable, Ramp shows Invoice imported from your accounting provider and may offer View in accounting provider. This opens the NetSuite record, not necessarily a PDF. For sending or resending, see Manage an open invoice.

Understand Receivables records sent to NetSuite

Receivables sync can create or update NetSuite customers and Service or Non-inventory items, and send invoices, customer payments, credit memos and their applications, and bank deposits. These are customer receivables records, not the vendor bills used by Bill Pay. Customers and products must sync before their invoice; payments must sync before a deposit containing them.

Refund accounting: A refund linked to a credit note syncs as a NetSuite Customer Refund. A refund of an unapplied payment syncs as a Journal Entry. Creating a manual refund in Receivables records the accounting activity; it does not transfer money back to the customer.

Voids: NetSuite sync does not support voiding credit notes or customer payments. Voiding an invoice in Ramp deletes its previously synced NetSuite invoice rather than using a native NetSuite void. Review the accounting impact before voiding a synced invoice.

Review and retry NetSuite Receivables sync

Receivables shows the status of each accounting record:

• Not synced: Use Sync now when the record is ready.
• Sync in progress: Ramp is sending the record to NetSuite.
• Synced to NetSuite: The sync completed.
• Unable to sync to NetSuite: Review the error, correct the issue, then use Retry sync.
• Do not sync to NetSuite: Sync is disabled for that record.

Before retrying, check related records, the required account mappings, and your edition-specific prerequisites. For OneWorld using legacy tax, NetSuite must have an active tax schedule to sync a newly created item. A Customer Refund requires an active Cash payment method in NetSuite.

Sync is asynchronous, not continuous two-way Receivables sync. Use the separate manual import to copy additional supported NetSuite records into Ramp; it does not update invoices already imported.