Prerequisites

This guide assumes you have administrator access to both Ramp and NetSuite, along with an understanding of NetSuite’s Chart of Accounts and approval workflows.

Overview

50 min
Setup Time
Advanced
Difficulty
Daily
Maintenance

What You’ll Learn

  • How to automate corporate card transaction imports to NetSuite
  • Setting up expense categories and rules for auto-coding
  • Implementing receipt matching and approval workflows
  • Streamlining month-end close for expense reconciliation

1. Preparation Steps

To ensure a smooth integration, prepare these key areas in NetSuite:

Required Accounts

  • Ramp Corporate Card (Bank)
  • Spend Categories (Expense)
  • Accounts Payable (Liability)
  • Clearing Account for Provisional Transactions (Bank/Other Current Asset)

Optional (but recommended)

  • Departments/Classes/Locations (Segments)
  • Vendor Records for Employee Spend
  • Custom Fields for granular reporting

2. Choosing Your Integration Method

You have two main options, each with serious pros and cons.

Method A: Direct API Integration (Ramp Native/Celigo)

This method leverages direct connectors for real-time data flow.

Pros:
  • Real-time sync.
  • Automated workflows.
  • Granular data mapping.
Cons:
  • Requires technical setup.
  • Potential for custom scripting.
  • Typically paid solutions.

Method B: CSV Export & Import

This involves manually moving data between systems.

Expert Tip: We strongly advise using a direct API integration for Ramp with NetSuite to leverage real-time data, automated coding, and significantly reduce manual effort in reconciliation.

3. Step-by-Step: Setting Up Direct Integration

Here is how transaction data might look when flowing from Ramp to NetSuite.

{
  "transaction_id": "RAMP-12345",
  "amount": 75.50,
  "currency": "USD",
  "merchant": "Office Supplies Inc.",
  "category": "Office Supplies",
  "employee_id": "EMP001",
  "date": "2025-10-28",
  "receipt_attached": true
}

4. Ramp Integration Setup Workflow

  1. 1

    Connect Ramp to NetSuite

    Authorize the connection via Ramp’s NetSuite integration page (e.g., using SuiteTalk or a connector like Celigo). Grant necessary permissions for transaction posting and data retrieval.

  2. 2

    Map Accounts & Categories

    Link Ramp spend categories to NetSuite expense accounts and GL codes. Map departments, classes, and locations if used in NetSuite.

  3. 3

    Define Rules & Workflows

    Set up rules in Ramp for automatic coding based on merchant, employee, or amount. Configure approval workflows within Ramp or NetSuite to match your company’s policy.

Common Error: Data Mismatch & Duplicate Transactions

Ensure NetSuite’s chart of accounts and segment values precisely match Ramp’s categories and custom fields. Implement a robust duplicate detection strategy to prevent double-posting.

5. Testing Your Setup

Post-Integration Checklist

  • Initiate a small test transaction in Ramp
  • Verify the transaction appears in NetSuite in real-time
  • Confirm correct account and segment coding
  • Test receipt attachment and matching functionality
  • Process a full approval workflow cycle

Need Help?

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Struggling with complex NetSuite mappings or Ramp workflows? Our team specializes in financial system integrations.

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