Ramp Setup Guide: What to Do in Ramp
Purpose: The steps to complete inside Ramp before and during Q360 integration setup.
Audience: Customer admin / Ramp account owner. (This is the companion to the Q360-side setup guide and the Ramp Overview article.)
Before You Begin
The Q360-Ramp integration connects your Q360 accounting system to Ramp so that bills, employee reimbursements, and corporate card transactions approved in Ramp automatically flow into Q360 as vouchers and expenses. To make this work, both systems need to be configured. This guide covers the Ramp side.
Your Solutions360 implementation contact will guide you through the Q360 side separately. Both tracks should be completed before you begin syncing transactions.
Ramp Plan Requirement: This integration was built and tested on a paid Ramp plan. We are unable to confirm availability or full functionality on Ramp’s free tier. Confirm your plan includes API and integration access with your Ramp account representative before beginning setup.
Ramp navigation: This guide describes what needs to be configured, not step-by-step Ramp navigation. Ramp’s UI may change over time. For help navigating Ramp’s settings, work with your Ramp account representative. As a general tip, use Ctrl+K in Ramp to search for any settings page by name.
Step 1: Ramp Prerequisites (Complete Before Integration Setup)
The following must be in place in your Ramp account before the Q360 integration can be configured. These are standard Ramp setup tasks — refer to Ramp’s own documentation or your Ramp account representative for how-to guidance.
Entities
- Each Q360 company that will participate in the integration must have a corresponding Ramp entity.
- Q360 maps companies 1:1 to Ramp entities — transactions from unmapped entities will not sync.
- Write down which Ramp entity corresponds to which Q360 company — your Q360 admin will need this during setup.
Bank accounts
- At least one bank account per entity for bill payments.
- At least one bank account per entity for reimbursements (may be the same account).
- Bank accounts must be active and funded.
Corporate cards (if applicable)
- Cards issued and assigned to the correct entity.
- Tell your Q360 admin what currencies your cards use — they need to create a CC liability vendor and GL account in Q360 for each currency.
Users
- Employees who will submit expenses, approve transactions, or review/sync data should be invited to Ramp.
- Each Ramp user’s email must exactly match the email on their Q360 User ID — not the email on their employee record. This is how Q360 identifies which user a transaction belongs to. Mismatched emails will cause transactions to fail to sync.
- Employees in Ramp who do not have a Q360 user account will have their transactions fail. Discuss this with your Solutions360 contact if you have technicians or contractors in this situation.
Approval policies
- Set up bill, expense/reimbursement, and card transaction approval policies in Ramp.
- Q360 does not re-approve — it trusts Ramp’s approval as final, so your Ramp approval policies are your primary control gate.
Already using Ramp? If you have existing data in Ramp (vendors, GL accounts, transactions), there are additional migration considerations. See the “For Existing Ramp Customers” section at the end of this guide.
Step 2: Create the API Application in Ramp
This creates the credentials your Q360 admin needs to connect the two systems.
- In Ramp, go to your Developer settings (as of June 2026: Company > Developer).
- Create a new application — name it Q360API.
- Grant the following scopes — click Configure allowed scopes on the application page:
- Accounting: Read + Write
- Bills: Read + Write
- Entities: Read
- Locations: Read
- Reimbursements: Read + Write
- Transactions: Read + Write
- Users: Read
- Vendors: Read + Write
- Purchase Orders: Read + Write
- After creation, click into the application to find the Client ID and Client Secret.
- Provide both values to your Q360 admin — they will enter these in the Q360 Ramp configuration.
Note: Ramp may auto-assign a name to the application. You can keep the auto-assigned name or rename it to Q360API for consistency.
Step 3: Wait for Q360 Registration (Do Not Manually Create Custom Fields)
Once your Q360 admin runs “Register Service” in Q360, the following will be automatically created in Ramp:
- GL accounts (full chart of accounts from Q360).
- Expense categories (from Q360).
- Custom accounting fields:
- Q360 ProjectNo (lookup from Q360 projects)
- Q360 CallNo (lookup from Q360 service calls)
- Q360 OpporNo (lookup from Q360 opportunities)
- Bill to Customer (lookup from Q360 customers)
- Q360 Branch (lookup from Q360 branches)
- Q360 Department (lookup from Q360 departments)
Do not manually create these fields in Ramp. Duplicate fields (e.g., two “Department” selectors) cause confusion and coding errors. If you already have custom fields in Ramp from prior use, discuss cleanup with your Solutions360 contact before registration.
- Coordinate with your Q360 admin on when they will run registration.
- After registration, verify the fields appear in Ramp (as of June 2026: Accounting > Settings > Accounting Fields).
Step 4: Post-Registration Configuration in Ramp
After Q360 registration completes, the Ramp admin must complete the following configuration. All steps require a full Admin role in Ramp — the IT-Admin role does not have access to these settings.
4A: Configure bank account GL assignments
Each entity’s bank account settings in Ramp include GL account fields for cards, reimbursements, and bill pay. These GL dropdowns will now be populated with your Q360 chart of accounts (pushed during registration).
- For each entity, assign the correct Q360 GL account to each bank account type (cards, reimbursements, bill pay).
- These may be on separate tabs within the entity’s settings — check each one.
- If all three use the same bank account, you only need one GL account.
- Confirm the GL accounts match what your Q360 admin configured on the Q360 side.
After making changes: If you add or modify bank accounts in Ramp after the initial setup, your Q360 admin must click Register Service again in Q360 for the changes to take effect.
4B: Verify “Required for export” is OFF for Project, Call, and Opportunity
In Ramp’s custom field settings, each field has a Required for export toggle. Verify this is set to OFF for the Project, Call, and Opportunity fields individually.
Why: If “Required for export” is ON for any of these fields, Ramp will block the expense from syncing unless that field is filled in. Q360 only requires that at least one of the three object types is set — not all three — so requiring all three in Ramp is overly restrictive and will prevent valid expenses from syncing when only one field (e.g., Project) is coded.
Note: This toggle may already default to OFF. Verify rather than assume — if all three are already off, no action is needed.
4C: Configure the Accounting Category workflow
Ramp’s registration pushes your Q360 expense categories (e.g. MEALS, TRAVEL) into Ramp’s chart of accounts alongside regular GL accounts. You need a workflow so employees only see expense categories when coding card transactions and reimbursements — and only see regular GL accounts when coding bills.
What to configure:
- Create a chart of accounts workflow with two branches:
- Card transactions and reimbursements: Show only expense category codes (exclude all numbered GL accounts).
- All other transaction types (bills, etc.): Show only regular GL accounts (exclude expense categories).
Why this matters: Without this workflow, employees coding card transactions or reimbursements will see both regular GL accounts and expense categories in the same picker — with 200+ entries mixed together. The workflow ensures employees code expenses at the category level (MEALS, TRAVEL) for proper segmentation in Q360, while bill coders work against the full GL as expected.
Work with your Ramp account representative or Solutions360 contact if you need help configuring the workflow builder.
4C-2: Review synced GL accounts and hide clutter
Q360 registration pushes your entire chart of accounts to Ramp — including accounts employees should never code spend to (bank, receivables, payables, equity, revenue, and payroll/non-cash accounts). Left as-is, these accounts clutter the coding picker and invite miscoding.
After registration, an admin with a full Admin role should review the pushed account list and hide every account that is not a valid target for employee-coded spend. As a rule of thumb:
- Keep operating expense accounts (the accounts employees actually charge card spend and reimbursements to) and the pushed expense categories.
- Hide balance-sheet accounts (assets, liabilities, equity), revenue accounts, cost-of-goods-sold accounts, and payroll / non-cash / allocation accounts (wages, payroll tax, depreciation, burden, interest).
Hiding rather than deleting is preferred — the account stays available for backend mapping while staying out of the employee’s picker. The goal is a short, unambiguous list where every visible option is a plausible thing to charge.
(as of June 2026: this is managed in the Accounting Category field’s options under Accounting Fields — use Ctrl+K to search “Accounting Fields”)
4D: Configure field visibility on expense forms
Creating the custom fields in Ramp is not enough — by default, new custom fields may not appear on employee expense forms until the Ramp admin configures them.
- In Ramp’s Submission Policy settings, add all six Q360 custom fields and confirm they are enabled for all expense types (including Mileage and Reimbursements).
Testing confirmed fields were missing from both mileage and general reimbursement forms until this step was completed.
4E: Disable transaction splitting
The Q360 integration does not support Ramp splits in Phase 1 — only the first line’s coding carries through to Q360. Transaction splitting must be disabled before go-live.
- Disable the split toggle in your expense policy settings.
- Remove any split expense automations in your accounting rules.
Refer to Ramp’s documentation for current navigation: Requiring employees to code their own transactions and Split expense automations in Ramp.
If your organization currently relies on Ramp’s split feature, discuss the impact with your Solutions360 contact before go-live. Split support is planned for a future phase.
Step 5: Verify Vendor List
After your Q360 admin pushes vendors, they will appear in Ramp as vendor records.
- Review the vendor list in Ramp for accuracy.
- Flag any vendors that appear to have incorrect information (address, email, etc.) — these should be corrected in Q360 (Q360 is the system of record for vendor data).
Do not edit vendor details in Ramp unless you understand that Q360-to-Ramp sync is one-way for vendors in Phase 1. Changes made in Ramp will not flow back to Q360 and may be overwritten on the next sync.
Vendor email limitation: If you update a vendor’s AP-Main contact email in Q360 after the vendor has been pushed to Ramp, the email will not update in Ramp (no API endpoint is available for this). You must also update the email manually in Ramp. Other vendor details will sync normally.
Step 6: Understand the Transaction Flow
Once the integration is live, the day-to-day workflow is:
| What happens in Ramp | What happens in Q360 (automatically) |
|---|---|
| Bill is submitted and approved | AP voucher is created and posted |
| Bill is paid by Ramp | Payment is applied to the voucher |
| Employee submits reimbursement and it’s approved, then an AP user clicks Mark ready to sync | Expense claim (approved) + voucher (posted + paid) are created |
| Card transaction is approved, then an AP user clicks Mark ready to sync | Expense claim (approved) + voucher to CC liability vendor are created |
| Receipt is forwarded to Ramp from Q360 | Receipt enters Ramp’s processing workflow |
Employees code transactions in Ramp using the fields Q360 pushed (project, call, GL account, etc.). Those codes carry through to Q360 automatically.
Phase 1 limitation — Transaction splits: If a bill, reimbursement, or card transaction is split within Ramp (divided across multiple GL accounts or cost centers before syncing), that split does not carry through to Q360. Only the first line item’s coding is imported. The split feature should be disabled in Ramp before go-live — see Step 4E. Until split support is added in a future phase, all transactions should be coded to a single GL account, project, and cost center.
For Existing Ramp Customers (Migration Considerations)
If you are already using Ramp before enabling the Q360 integration, there are additional steps:
- GL Account Cleanup: Q360 registration will push your full chart of accounts to Ramp. Existing Ramp GL accounts with codes that match Q360 will be linked automatically — no duplicates are created. Ramp GL accounts whose codes do not match any Q360 GL will remain as separate records. Deactivate those unmatched accounts to prevent employees from coding to them.
- Vendor Cleanup: Your existing Ramp vendors may not match Q360 vendors. The vendor crosswalk in Q360 provides fuzzy matching to help, but review is required.
- Custom Field Cleanup: If you have existing custom fields that overlap with what Q360 will create (Department, Project, etc.), deactivate or rename them before registration to avoid duplicates.
- Historical Transactions: Q360 will pick up any transaction sitting in the Ready to sync tab in Ramp (Accounting > Card Transactions or Reimbursements) — including older ones, up to 12 months back — on every sync run. If you have pre-cutover transactions you do not want imported, move them out of the Ready to sync tab before enabling the integration. (The sync interval is configurable in Q360 under Maintenance > API Config > Ramp, where it is labelled “Polling Interval”.)
- Cutover Timing: Choose a clean cutover point (ideally the start of a new accounting period) to avoid partial-month complications.