Sync repayments to your accounting software
Overview
Available on Ramp Plus. See Ramp Plus overview for plan details.
Beta. This feature is currently in Beta. To request access, reach out to your Account Manager. This article applies to Admin and Accounting roles that manage accounting syncs for QuickBooks Online, Sage Intacct, or NetSuite.
When an employee pays the company back for a charge on their Ramp card, it is called a repayment. You must track these in your books to keep your records accurate. Ramp can sync eligible repayments to your accounting software to reverse the expense impact of the original transaction, keeping your General Ledger (GL) balanced without manual data entry.
Repayment syncing is supported for QuickBooks Online, Sage Intacct, and NetSuite. Ramp supports both bank account and debit card repayment methods across all three providers.
Prerequisites
Before a repayment can sync, confirm the following:
- Your accounting integration ( QuickBooks Online , Sage Intacct , or NetSuite ) is connected in Ramp.
- The original Ramp card transaction has already synced to your accounting software.
- The repayment has finished processing in Ramp and is linked to the original transaction.
- For bank account repayments : the bank account used for statement payments or autopay is mapped to a cash account in Accounting Settings .
- For debit card repayments : a credit card liability GL account is mapped in Accounting Settings .
- The original transaction has complete accounting coding, including any required dimensions or tracking categories for your provider.
Where to find repayments in Ramp
Repayments appear in two places in Ramp.
To see all repayments:
- Go to Expenses > Card transactions in the sidebar.
- Click the three-dot menu on the right side of the screen and select Repayments .
To see repayments ready to sync:
- Go to Accounting > Card transactions in the sidebar.
In the repayments table, the Sync Status column shows the current state: SYNC_SUCCESS, SYNC_FAILURE, IN_PROGRESS, or NOT_STARTED.
How bank account repayments sync
When an employee repays via bank account, Ramp creates a record in your accounting software that reverses the expense impact of the original transaction. Ramp starts with the original transaction's accounting coding, and you can update the repayment's accounting coding in Ramp before the repayment syncs to your ERP.
QuickBooks Online
Ramp syncs bank account repayments as Deposit objects in QuickBooks Online.
- Each credit line uses the same expense account as the original transaction and copies the original tracking categories (class, location, department).
- The debit line uses the account selected under Statements & Payments in Accounting Settings .
Sage Intacct
Ramp syncs bank account repayments as journal entries (GL Batch) in Sage Intacct.
- Debits the cash account mapped to your statement payment or autopay bank account.
- Credits the original expense lines using the same GL coding and dimensions from the original transaction.
- Uses the repayment date as the journal entry date.
After the sync succeeds, you can open the Sage Intacct journal entry directly from Ramp using the deep link.
NetSuite
Ramp syncs bank account repayments as journal entries in NetSuite.
- Debits the cash account mapped to your statement payment bank account.
- Credits the original expense line (or split lines) from the related card transaction.
- Carries over the original GL coding and tracking categories.
- Uses the repayment date as the journal entry date.
If you use NetSuite OneWorld, Ramp also includes the subsidiary tied to the business entity on the journal entry.
How debit card repayments sync
Ramp now supports syncing debit card repayments to QuickBooks Online, Sage Intacct, and NetSuite. When an employee repays via debit card, Ramp creates a record in your accounting software that reverses the original expense, using the credit card liability GL account as the offset instead of a bank cash account.
QuickBooks Online
Ramp syncs debit card repayments as Credit Card Purchase (credit) objects in QuickBooks Online.
- Credits the original expense accounts used in the card transaction, preserving tracking categories (class, location, department).
- Debits the credit card liability GL account mapped in Accounting Settings .
After the sync, the record appears as a credit card credit in QuickBooks Online.
Sage Intacct
Ramp syncs debit card repayments as Credit Card Transactions (refund type) in Sage Intacct.
- Credits the original expense lines using the same GL coding and dimensions.
- Uses the credit card associated with the liability account mapping as the card ID.
- Uses the repayment date as the transaction date.
After the sync, the record appears as a credit card refund in Sage Intacct.
NetSuite
Ramp syncs debit card repayments as journal entries in NetSuite, using the same structure as bank account repayments.
- Debits the credit card liability GL account instead of the bank cash account.
- Credits the original expense lines from the related card transaction.
- Carries over the original GL coding and tracking categories.
If you use NetSuite OneWorld, the subsidiary is included on the journal entry.
Summary by provider
| Provider | Bank account repayment | Debit card repayment | Offset account |
|---|---|---|---|
| QuickBooks Online | Deposit | Credit Card Purchase (credit) | Bank account: Statement payment account Debit card: Credit card liability GL account |
| Sage Intacct | Journal Entry (GL Batch) | Credit Card Transaction (refund) | Bank account: Cash account Debit card: Credit card liability GL account |
| NetSuite | Journal Entry | Journal Entry | Bank account: Cash account Debit card: Credit card liability GL account |
How syncs are triggered
You can trigger a repayment sync manually in Ramp, or Ramp can pick it up automatically once the repayment is ready to sync.
Manual syncs
- Sync from the repayments page. Go to Expenses > Card transactions , open the three-dot menu, and select Repayments . For a repayment with a Repaid status, open the three-dot menu and select Sync Repayment .
- Retry from Sync History. Go to Accounting > Card transactions , open the three-dot menu, and select Sync History . If a repayment sync attempt failed, fix the underlying issue and use Retry Sync to rerun that sync commit.
Automatic syncs
- Daily automatic sync. Ramp runs a daily sync job for repayments that are ready to sync.
- A repayment is ready when the original card transaction has already synced and the repayment is in Repaid status.
After a successful sync, you can use the deep link on the repayment to open the synced record directly in your accounting software.
Partial repayments
Ramp distributes partial repayments proportionally across all split lines in the original transaction, based on each line's share of the total amount.
Example
Original transaction:
- Split Line A: $60 (60%)
- Split Line B: $40 (40%)
- Total: $100
Partial repayment: $30
Distribution:
- Line A: $30 x 60% = $18
- Line B: $30 x 40% = $12
Each split line receives a portion of the repayment that matches its original percentage of the total. If you need to apply the repayment to only one split line, manually update the entry in your accounting software after it syncs.
Troubleshooting
If a repayment fails to sync, check for these common causes:
- Original transaction has not synced yet. The original card transaction must sync to your accounting software before the repayment can sync. Check the transaction's sync status in Ramp and resolve any sync errors first.
- Repayment still processing. Wait for the repayment to finish processing in Ramp before attempting a sync.
- Repayment not linked. The repayment must be linked to a transaction that has already synced.
- Missing account mapping. For bank account repayments, the statement payment bank account must be mapped to a cash account. For debit card repayments, the credit card liability GL account must be mapped. Update the mapping in Accounting Settings and retry the sync.
- Missing required dimensions or tracking categories. The original transaction may be missing required fields for your accounting provider. Complete the accounting coding on the original transaction, then retry the repayment sync.
- Invalid integration connection. Your accounting integration may be expired or the connected user may lack permissions. Reconnect the integration in Ramp with an admin-level user, then retry the sync.
Frequently asked questions
Which accounting providers support repayment syncing?
QuickBooks Online, Sage Intacct, and NetSuite.
Do both bank account and debit card repayments sync?
Yes. Ramp supports syncing both bank account and debit card repayments to all three supported providers.
When are repayments eligible to sync?
Repayments are eligible to sync once the underlying transaction has successfully synced and the repayment has been fully processed.
What record does Ramp create in my accounting software?
It depends on the provider and repayment method. See the summary table for details. In general, bank account repayments create deposits (QBO) or journal entries (Sage Intacct, NetSuite), while debit card repayments create credit card credits (QBO), credit card transactions (Sage Intacct), or journal entries (NetSuite).
Can I change the accounting coding on a repayment?
Yes. Ramp starts with the original transaction's accounting coding, and you can update the repayment's accounting coding in Ramp before it syncs. Ramp syncs the repayment using the coding currently shown on the repayment.
Where can I find the synced record?
After a successful sync, Ramp stores a deep link to the record in your accounting software. Open it directly from the repayment in Ramp.
Does Ramp create an AP payment for repayments?
No. Ramp syncs repayments as deposits (QBO), journal entries (Sage Intacct and NetSuite), or credit card transactions (Sage Intacct debit card repayments). It does not create AP payments, vendor bills, or bill payments.