Get started with Receivables

Overview

Receivables helps your business create invoices, follow up on overdue balances, apply incoming payments to open invoices, and sync accounts receivable activity with QuickBooks Online or NetSuite.

Receivables is available only to US businesses. NetSuite Receivables access is granted from a waitlist. Check Receivables availability by accounting provider before starting setup.

Access is role-based, so a user without the required permissions may not see Receivables. Ask an Owner or Admin to check access.

Check Receivables access and prerequisites

Open Receivables. Ramp sends you to Invoices if you can view invoices or to Get started if your business can enable the product.

A connection to a supported accounting provider is required. For NetSuite, check the Receivables prerequisites and connection setup first. Connecting NetSuite or updating the integration does not grant Receivables rollout access.

For QuickBooks Online, if a connection is required, Ramp shows Connect QuickBooks Online to use Receivables. A user with permission to administer accounting connections can select Connect QuickBooks.

QuickBooks Online only: Turn off Automatically apply credits before enabling Receivables. This setting prevents Receivables enablement. See Intuit's instructions for turning off automatically applied credits. This is not a NetSuite setup step.

Access is permission-based. Owners and Admins have full access, including administration, by default. Finance Admins can manage invoices, contracts, customers, settings, setup, and sync, but do not receive every Receivables permission.

The Accounts Receivable role can access invoices and customers and edit products by default. Administration is off by default for this role.

Finance Admins can change settings and complete setup after Receivables is enabled, but they cannot enable Receivables.

QuickBooks Online businesses can use core invoicing without the Receivables add-on plan. Billing schedules, revenue recognition, and the Avalara integration require the add-on plan for QuickBooks Online businesses. Contact your Ramp account manager for more information about the add-on, or book a demo.

Receivables availability by accounting provider

Receivables availability depends on your accounting provider.

• QuickBooks Online: Core invoicing is live. Follow Complete Receivables setup to get started.
• NetSuite: Access is granted from a waitlist; see NetSuite Receivables waitlist and access. Open Receivables Get started to check your business's access. If you see Set up Receivables, follow the NetSuite Receivables setup and sync guide. If you see Join the waitlist, select it to register your interest. You're on the waitlist means you are already registered. Not every NetSuite business has access yet.
• Other accounting providers: Receivables is not yet available. We have not announced an availability date for other providers.

NetSuite businesses must complete the NetSuite prerequisites before following the shared setup steps below. The QuickBooks Online credit setting above applies only to QuickBooks Online.

Complete Receivables setup

If Get started is available, open setup and enable Receivables. Ramp shows Receivables could not be enabled if enablement fails.

After enablement, complete onboarding. An Owner, Admin, or Finance Admin completes these steps:

1. Choose whether to import customers, products and services, and open invoices from your accounting provider. Customers and products are selected by default. Invoice import is not selected by default and requires both customers and products to be selected.
2. Choose the payment methods customers can use. Card requires a Stripe connection. For ACH debit, use Payments settings to connect Stripe or select a connected bank account, depending on the options shown. ACH credit and check use the bank or mailing information shown during setup.
3. Set the invoice logo, colors, default memo, and footer message that customers see.
4. Confirm where activity posts in your accounting provider, including the required GL account for ACH credit deposits. For NetSuite, review Receivables account mappings.

If onboarding is incomplete, Ramp redirects you to the current onboarding step. After onboarding is complete, Ramp opens All invoices.

Troubleshoot Receivables accounting setup

During Where should everything post?, choose the accounts Ramp uses for invoice revenue, payments, fees, and adjustments. Required mappings include an accounts receivable account, an income account, and accounts for cash or undeposited funds. If ACH credit is enabled, also map the GL account for the bank account that receives payments.

Ramp shows Select a GL account for ACH credit bank account deposits when the ACH destination is missing its mapping. If Ramp cannot validate the complete setup, it shows Accounting settings could not be verified.

To review mappings later, open Invoices, select the ... overflow menu, then select Settings and Accounting. Core accounts contains accounts behind every invoice. Clearing and adjustments contains holding, fee, bad-debt, and chargeback accounts used for specific payment outcomes.

Start using Receivables

Use these articles for each part of the order-to-cash workflow:

• Create and send invoices explains manual invoice entry, document intake, editing, and sending.
• Use billing schedules explains recurring and contract-based invoicing, schedule review, phase changes, and invoice tracking.
• Set up revenue recognition explains revenue-recognition accounts, billing schedules, projections, and close-period journal entries.
• Use the Collections agent explains overdue cases, inbox connections, drafted responses, pauses, and promises to pay.
• Apply payments to invoices explains cash application, manual application review, and bank deposits. Review suggested matches before accepting them.
• QuickBooks Online sync explains imports, sync statuses, retries, and common QBO settings issues.
• NetSuite Receivables setup and sync explains rollout access, edition-specific prerequisites, numbering, imports, and sync limitations.
• Avalara integration explains how to connect Avalara and calculate sales tax on Receivables invoices.