Receivables QuickBooks Online sync

Overview

Early Access. Available to eligible businesses — open Receivables to check access and enable it.

Ramp uses QuickBooks Online to import existing accounts receivable records and sync activity back to your accounting system. Ramp shows the current status and lets you retry eligible failures.

An active QuickBooks Online connection is generally required.

Import QuickBooks Online records

During onboarding, choose whether to import customers, products and services, and open invoices. Customers and products are selected by default. The invoice import includes fully unpaid open invoices; paid and partially paid QBO invoices are not imported by this workflow.

You can also run these imports from accounting settings. Open Invoices, select the ... overflow menu, then select Settings and Accounting. Business Owners, Business Admins, Unbundled Owners, Unbundled Admins, and Finance Admins can change these settings by default.

Import controls are unavailable while an import is already running. The same settings drawer also includes Payments and Invoice template tabs.

Ramp shows the import start time while an import is running or after it succeeds. If an import fails, Ramp shows QuickBooks Online import failed and Try importing again. After an import finishes, you can run another manual import. Starting another import while one is already running returns the existing in-progress job.

Understand what Ramp sends to QuickBooks Online

Ramp can send these records to QBO:

Related records must sync first. For example, an invoice cannot sync until its customer and products have QBO records, and a payment cannot sync until its customer and invoices have QBO records.

Review a Receivables sync status

Records show one of these accounting sync states:

When a manual sync or retry begins, Ramp shows Sync to QuickBooks Online started. Ramp continues checking the sync until it succeeds, fails, or the status check times out.

Turn off automatically applied credits in QuickBooks Online

QuickBooks Online's Automatically apply credits setting is incompatible with credit notes created in Ramp. If it is enabled, Ramp shows Turn off automatically applied credits in QuickBooks and disables new credit-note creation.

In QuickBooks Online, open Advanced Settings, select Automation, and turn off automatically applied credits. Return to Ramp and retry after the setting is updated.

Troubleshoot imported invoices

An invoice imported from QuickBooks Online is labeled Invoice imported from QuickBooks Online. Imported invoices cannot be resent from Ramp and may not have a Ramp-generated preview. Use View PDF in QuickBooks when Ramp provides that action.

If Ramp shows Connect QuickBooks Online to use Receivables, reconnect or complete the QBO connection before retrying an import or sync. A user with permission to administer accounting connections can select Connect QuickBooks.

For Ramp's standard accounting integration, see QuickBooks Online overview.

Frequently asked questions

Why did a record fail to sync?

Related records must sync in dependency order. For example, a customer and its products must have QBO records before an invoice can sync, and the customer and invoice must sync before the payment.

Also check Settings and Accounting for the required accounts. Common missing mappings include accounts receivable, income, cash, and undeposited funds. If the record shows Unable to sync to QuickBooks Online, review its error and select Retry sync after correcting the issue.

Is the sync real-time or two-way?

No. Ramp submits supported records to QBO asynchronously and reports their sync status. QBO does not continuously send AR changes back to Ramp. Use the separate manual import when you need to copy supported QBO records into Ramp.