Syncing reimbursements to accounting

Note: This article primarily applies to Ramp Administrators. Cardholders may find other articles in the Reimbursements section to be more applicable.

Overview

Accounting for reimbursements is lightning fast. Ramp sends reimbursement data directly to your accounting provider through a direct integration. File export connections produce reimbursement data files for you to download and import. The accounting record type and delivery method depend on your provider and connection type.

See Ramp ERP integrations overview for supported providers, connection types, and plan availability.

How it works

  1. Where to sync: Once reimbursements have been enabled for the business, you will see a section in your Accounting tab for "Reimbursements." Similar to Ramp Card transactions, you can code the Accounting Category and other additional fields, mark the reimbursements as ready, and then sync or export them. Direct integrations can sync ready reimbursements automatically when automatic sync is enabled in Accounting automation settings.
  2. What to sync: Paid reimbursements can be synced, whereas reimbursements in the awaiting payment state cannot be synced. Approved domestic reimbursements can appear in Accounting before payment processing begins. International reimbursements appear after the payment amount can no longer change.
  3. If your provider syncs reimbursements as bills and Ramp processes the payment: The accounting record created for a Ramp ACH reimbursement depends on your provider and connection type. If your provider uses bills for reimbursements, Ramp syncs the reimbursement as a bill to your A/P account and marks it as paid. For bill-based integrations, the bill date and the date of an individual bill payment use the approval date by default, but your accounting date settings can change them. A batched bill payment uses the batch processing date. Account requirements vary by provider. In Accounting sync settings, configure a Cash Account when your provider requires one. Some providers also require you to select an A/P Account, while others use default or provider-managed accounts. For bill-based integrations, each reimbursement appears as a separate bill, even if the payout is batched. Use Ramp ERP integrations overview to find your provider's overview and its reimbursement record-type guidance.
  4. If your provider syncs reimbursements as bills and payment is made outside of Ramp: If the reimbursement was approved for manual payment, we'll sync an open Bill to your A/P Account. Once you pay back the employee outside of Ramp, you'll need to mark the bill as paid on the Accounting Provider.
  5. If the Sync button is missing for reimbursements : Re-select and save your QuickBooks Online Cash Account in Accounting > Settings > Sync Settings to refresh the connection. After saving, return to the Accounting tab and verify that the Sync button now appears.
  6. To export reimbursements instead of syncing directly: On the Ready to sync tab, select the reimbursements and click Download CSV. Choose Mark as synced to download the file and remove the selected reimbursements from your pending sync queue. Choose Just download to keep them pending.
  7. Tip: Complete all required fields for each reimbursement. Incomplete coding disables Mark ready and shows the missing requirements.