Two-way bill payment sync
Overview
Ramp automatically detects when a bill is marked as paid in your accounting provider and updates the bill status in Ramp to Paid. This two-way payment status sync prevents double payments and removes the need to manually update bills in both systems.
This applies to all bills that exist in both Ramp and your accounting provider, including bills you created in Ramp and bills imported from your accounting provider.
Supported accounting providers
Two-way payment status sync is available for the following accounting providers:
- NetSuite (OneWorld and Standard)
- QuickBooks Online
- Sage Intacct
- Xero
Payment status sync works for bills in all currencies across these providers.
Note: Acumatica, Zoho Books, and QuickBooks Desktop do not support automatic two-way payment status sync. For these providers, you can manually mark bills as paid in Ramp from the Bill Pay page.
How payment status sync works
During each sync cycle, Ramp checks your accounting provider for bills whose payment status has changed. What happens next depends on the bill's current payment state in Ramp:
- Pre-flight bills (unscheduled, scheduled, or in approvals): Ramp cancels any pending payment, sets the payment method to "pay outside of Ramp," and marks the bill as Paid . If the bill was in an approval workflow, the approval is also terminated. The bill's activity log records the change as "Marked as paid in {your accounting provider}."
- In-flight bills (payment already initiated in Ramp): Ramp does not make any changes. The existing Ramp payment continues as scheduled.
The paid date shown on the bill in Ramp and in the AP Aging report uses the payment date from your accounting provider, not the date Ramp detected the change.
No email notifications are sent when a bill is automatically updated to paid through this sync. You can review which bills were updated by filtering the History tab in Bill Pay.
Current limitations
- If a bill's payment has already been initiated in Ramp (in-flight), it is not updated even if the accounting provider marks the bill as paid.
- The sync runs on the same schedule as the standard accounting refresh. If you need an immediate update, click Refresh in the banner above the bills table on the Bill Pay page.
Frequently asked questions
Which accounting providers support two-way payment status sync?
NetSuite, QuickBooks Online, Sage Intacct, and Xero support automatic two-way payment status sync. When a bill is marked as paid in one of these providers, Ramp automatically updates the bill to Paid. Acumatica, Zoho Books, and QuickBooks Desktop do not currently support this sync.
Does this apply to bills I created in Ramp, or only imported bills?
Both. If a bill exists in both Ramp and your accounting provider — whether you created it in Ramp and synced it, or imported it from the accounting provider — Ramp detects when it is marked as paid in the accounting provider and updates the status in Ramp.
A bill was paid in my accounting provider but still shows as open in Ramp. What should I do?
Check when the last sync occurred by looking at the date and time shown in the banner above the bills table. If the sync has not run since the bill was paid in your accounting provider, click Refresh to initiate a manual sync. Updates typically take 2-5 minutes to appear after a sync starts. If the bill has an in-flight payment in Ramp (already initiated), it will not be updated even if your accounting provider marks it as paid.
Does Ramp send notifications when a bill is auto-updated to paid?
No. Ramp does not currently send email or in-app notifications when a bill is automatically marked as paid through two-way payment status sync. You can review updated bills in the History tab.
Do I need to turn on a setting to enable this?
No. Two-way payment status sync is automatically enabled for all Ramp customers with a supported accounting provider connected. No opt-in or configuration is required.