Ramp Full Overview
Reflects the Ramp ↔ Q360 integration as of Q360 26.05.
Purpose: How to confirm the Ramp integration is connected, and how to view and verify the bills, reimbursements, card transactions, and receipts that flow from Ramp into Q360.
Audience: Q360 users who review imported accounting data. (Initial admin setup is covered separately in the Q360-side and Ramp-side setup guides.)
- Setup & Configuration Guide
- Bill Management Guide
- Expense Management Guide
- Merchant Spend Report
- Receipts Guide
- Accounting & Voucher Verification Guide
- Sync Error History
1. Setup & Configuration Guide
Purpose: Confirm your Q360 and Ramp integration is ready so bills, expenses, and receipts flow correctly.
Hands-on time: ~15 minutes to work through the checks below. (Full setup is covered in the Q360-side and Ramp-side setup guides.)
Permissions Required: expense_view, apmenu_view
This section is a readiness check. The full setup — vendor prep, bank/GL accounts, vendor crosswalk, and the Ramp-side configuration — lives in the Q360-side and Ramp-side setup guides. Complete those first.
You are only hands-on for a short window. The steps that can take a long time to complete — Register Service (Step 2), which pushes your chart of accounts, vendors, and expense categories to Ramp, and the Ramp: Process Queue background job (Step 4), which pulls transactions in on a schedule — run on their own once started. Registration runs in the background and Q360 stays fully usable while it finishes (minutes for a report-based vendor sync, up to a few hours for a large sync-all). After that, the Process Queue job runs automatically every few minutes with no user involvement. You kick these off and walk away; you don’t sit and wait.
Steps
- Verify Ramp Integration
– Confirm the Ramp option appears under Maintenance > API Config > Ramp. (If it doesn’t, your Solutions360 contact needs to enable the integration and you’ll clear your browser cache and refresh.)
– Confirm the setup panel shows Connect to Ramp as complete — connection verified and webhooks registered.
– Ensure each Q360 user who submits or is reimbursed has an email that exactly matches their Ramp user email, and a Default Vendor on their employee record. - Configure GL Accounts and Expense Categories
– Your GL accounts and expense categories are pushed to Ramp when your admin runs Register Service (Maintenance > API Config > Ramp, Authentication tab).
– Confirm expense categories that will appear in Q360 are mapped correctly. - Confirm the Clearing Accounts
– In Maintenance > General Codes > EXPENPAY, confirm RAMP-PAID has your card liability GL and RAMP-UNPAID has your employee reimbursement liability GL.
– On the Ramp config Company Map, confirm each company that receives reimbursements has a Reimbursement Bank Account. - Background Jobs
– Ensure the Ramp: Process Queue job is set up (Maintenance > Background Job Administration). This job automatically syncs bills, reimbursements, transactions, and receipts.
– To run it on demand during testing, use Run Job in Background Job Administration, then confirm it’s running under View > My Background Jobs.
Result: Q360 is connected to Ramp, with users, GL accounts, and vendors ready for expense and payment data.
⚠️ Before go-live — two things that silently lose data:
– Transaction splitting must be disabled in Ramp. If a bill, reimbursement, or card transaction is split across multiple GL accounts/cost centers in Ramp, only the first line’s coding carries to Q360 — the rest is lost. Code each transaction to a single GL account, project, and cost center. (Split support is planned for a future release.)
– Transactions must be marked “Ready to sync” in Ramp. Reimbursements and card transactions don’t flow to Q360 until an AP user marks them ready to sync in Ramp. Bills flow on approval.
2. Bill Management Guide
Purpose: View bills imported from Ramp and track their payment status.
Permissions Required: apmenu_view
Steps
- View Imported Bills
– Navigate to Accounting > Accounts Payable > Vouchers.
– Search for vouchers by invoice number or vendor name.
– Invoice images from Ramp are attached to the voucher, titled with the vendor name and invoice date. - Verify Payment Status
– Bills paid through Ramp (ACH, wire, check) automatically update in Q360 — the voucher shows as paid, with the payment from your Ramp AP bank account.
– A voucher that is POSTED but not yet paid is waiting on payment in Ramp. - Pay Outside Ramp
– If a bill was paid outside Ramp (manual bank transfer), mark it as paid in Ramp (Accounting > Bill Pay > Mark as Paid).
– Q360 will then reflect the voucher as posted and paid. - Bills Waiting on a Vendor Link
– A bill from a vendor that isn’t linked in Q360 yet doesn’t import. The vendor appears as Unlinked on the Vendor Crosswalk tab (Maintenance > API Config > Ramp), and Sync Error History names the bill.
– Once your admin links the vendor, the bill imports on the next sync — no need to resubmit it in Ramp.
Result: Users can confirm bills and payments in Q360 without manual intervention.
3. Expense Management Guide
Purpose: Track reimbursements and credit card transactions imported from Ramp.
Permissions Required: expense_view, apmenu_view
Steps
- View Imported Reimbursements
– Navigate to File > Expenses > Review Q.
– Reimbursements appear with Reimbursement = Yes, posted on Ramp’s accounting date.
– Each reimbursement has a voucher to the employee’s vendor:- Not yet paid in Ramp: the voucher is open — it’s the amount you owe the employee.
- Paid through Ramp: the voucher is marked paid automatically, on Ramp’s payment date — whether Ramp paid it before or after it synced.
- Paid outside Ramp: the expense comes in as approved but unposted, with no voucher. Post and pay it in Q360 as usual.
- If an unpaid reimbursement is cancelled in Ramp after it synced, its voucher and expense are removed from Q360 automatically.
- Reminder: reimbursements only appear after an AP user marks them Ready to sync in Ramp.
- View Imported Credit Card Transactions
– Credit card transactions appear in File > Expenses > Review Q.
– Reimbursement = No — these are company-paid cards.
– Each one posts directly to the GL: it debits the expense and credits your card liability account. No voucher is created — the Ramp card already paid the merchant. - Check Custom Fields
– Project, Call, Opportunity, Branch, Department, and Bill to Customer are imported from Ramp if assigned.
– These are reflected on the expense record and its posting (the voucher for reimbursements, the journal entry for card transactions).
– Note: Q360 expects at least one of Project / Call / Opportunity to be coded, not all three.
Result: Users can view and track all personal and company expenses, with reimbursement vouchers created and paid automatically.
4. Merchant Spend Report
Purpose: Review company card spend by merchant.
Where: Maintenance > API Config > Ramp > Settings tab > Merchant Spend Report
Because card transactions no longer create vouchers, this report is the place to review card spend.
- Grouped by merchant, with the number of transactions and the total for each.
- Filter by company, branch, department, project, call, opportunity, merchant, and expense category. The transaction date filter defaults to last month.
- Base Currency: leave blank to see each transaction in its own currency, or pick a currency to convert amounts into it.
- Sort, regroup, filter, and export like any other Q360 grid.
Result: Finance can see who is spending, with which merchants, and how much.
5. Receipts Guide
Purpose: Find receipts that came from Ramp, and forward receipts from Q360 to Ramp.
Permissions Required: expense_view
Receipts from Ramp (automatic)
Receipts attached in Ramp come across to Q360 with the transaction — no action needed.
- Card transactions and reimbursements: attached to the expense in Q360.
- Bills: invoice images are attached to the voucher.
- More than one receipt on a transaction comes across as separate attachments, numbered (1), (2), and so on.
- Receipts can take 2–3 sync cycles to appear after the transaction itself. If one still hasn’t arrived after that, check Sync Error History.
Forwarding receipts to Ramp (optional)
The Ramp Receipts tab only appears if your admin configured a receipt inbox email in the Ramp settings. If you don’t see the tab, receipt forwarding isn’t turned on.
Steps
- Navigate to File > Expenses > Ramp Receipts.
- Upload a JPG, PNG, or PDF file. (Other file types are blocked.)
- Right-click the uploaded document and select Forward Receipt to Ramp.
- Click Confirm to send.
Notes
– On production, the email goes to Ramp immediately.
– On non-production databases, the email is redirected to your inbox with a [NON-PROD] warning.
– The document is automatically deleted after forwarding.
Result: Receipts are in both systems without re-attaching them by hand.
6. Accounting & Voucher Verification Guide
Purpose: Understand how Q360 maps expense categories to GL accounts and how each type of Ramp activity posts.
Permissions Required: expense_view, apmenu_view
Steps
- View Expense Categories
– Navigate to File > Expenses > Review Q.
– Check the Category field on each expense.
– Coding rule: card transactions and reimbursements are coded to an expense category (e.g., MEALS, TRAVEL), not a GL account directly. Bills are coded to GL accounts. - Verify Postings
– Card transactions: the journal entry debits the expense category’s GL and credits the card liability GL.
– Reimbursements: the expense debits the expense category’s GL and credits the employee reimbursement liability. The voucher then moves that amount into AP — it does not debit the expense a second time.
– Bills: open the voucher under Accounting > Accounts Payable > Vouchers and check the Account field on line items.
– Accounts show as a fully segmented GL number (e.g.,5120-0000), not a category code name — the category resolves to its mapped GL account. - Understand Vendors
– Reimbursements: voucher vendor = employee’s vendor record.
– Bills: voucher vendor = the Q360 vendor linked in the crosswalk.
– Credit card transactions: no voucher or vendor — the merchant is recorded on the expense (see the Merchant Spend Report). - Contextual Overrides
– Projects, Calls, and Opportunities may override default GL account mapping.
– Bill to Customer flags do not affect account resolution. - Confirm tax treatment
– Imported items post as EXEMPT — Ramp handles tax and Q360 does not recalculate.
Result: Users can confirm that all imported expenses and transactions post to the correct GL accounts in Q360.
7. Sync Error History
Purpose: See what synced, what didn’t, and why.
Where: The Ramp config page or the report list.
Anything that doesn’t import is listed here with the reason and a link to the record. Common reasons:
- A bill’s vendor is Unlinked in the crosswalk — link it and the bill imports on the next sync.
- An employee has no Default Vendor — fix the employee record and the reimbursement is picked up on a later sync.
- The accounting period is closed — open the period, or handle the item manually.
- The Ramp entity isn’t mapped to a Q360 company.
Q360 never imports the same Ramp item twice. If a repeat is blocked, Sync Error History notes it.