How to Integrate Ramp With NetSuite: Step-by-Step Guide

Key Takeaways

• Most businesses complete Ramp-NetSuite integration in 1-2 hours without developer involvement
• Companies like Clearbit report over 60% faster month-end close after implementing the integration, and 89% of reviewers gave the Ramp SuiteApp 5 stars
• Users have reported saving 4-5 hours weekly on receipt tracking and review
• Companies achieve an average 5% savings with Ramp through automation and visibility
• Real-time sync occurs every 15-20 minutes via event-based architecture

Understanding the Benefits of Ramp-NetSuite Integration

The Ramp-NetSuite integration addresses the fundamental pain points that plague finance operations: manual data entry, fragmented expense data, and lengthy reconciliation cycles. By connecting these two platforms, you create a unified system where transactions flow automatically with proper GL coding.

Real-Time Financial Visibility

Unlike batch-based integrations that update overnight, Ramp syncs with NetSuite every 15-20 minutes using event-based architecture. This means card transactions appear in NetSuite within minutes of purchase, bill payments post immediately after processing, reimbursements sync as soon as they're approved, and your financial reports reflect current spending—not yesterday's data.

Measurable Cost Savings

The ROI from this integration compounds across multiple areas. Clearbit, a B2B data provider, documented 100% automated transaction coding after implementation, eliminating manual GL assignment entirely. The Second City achieved 2x faster invoice processing along with $40,000 in annual savings.

Finance teams typically experience:

• Users have reported saving 4-5 hours weekly on receipt management
• Many teams shift to exception-based reconciliation, with Ramp surfacing mismatches between Ramp and NetSuite to speed up tie-outs
• Companies like Clearbit reduced month-end close from 10 days to 3-4 days
• Average 5% savings with Ramp through better visibility

Audit Trail Completeness

Every transaction maintains a complete audit history. Receipts captured via AI attach automatically to expense records, approval chains document decision-makers, and the integration preserves timestamp data for compliance requirements.

Prerequisites for a Successful Ramp-NetSuite Integration

Before initiating the connection, verify your environment meets the technical requirements. Missing prerequisites cause the majority of setup failures.

NetSuite Configuration Requirements

Your NetSuite instance needs the following enabled:

• Administrator access to enable SuiteCloud features and assign roles
• SOAP Web Services enabled in SuiteCloud settings
• REST Web Services enabled for API communication
• Token-Based Authentication (TBA) activated for secure credential exchange
• Expand Accounting List preference enabled (found in Accounting Preferences)

Understanding NetSuite roles and permissions is critical here—the integration requires specific access levels to function properly.

Chart of Accounts Preparation

Ramp pulls your NetSuite chart of accounts to enable automatic transaction coding. Before connecting, finalize your GL account structure, verify all expense accounts have proper subsidiary associations, confirm account names clearly describe their purpose (Ramp uses these for AI categorization), and review inactive accounts that shouldn't appear in Ramp.

Multi-Entity Considerations

For NetSuite OneWorld environments with multiple subsidiaries, plan your entity mapping strategy. Each Ramp entity maps to a corresponding NetSuite subsidiary, affecting which GL accounts appear for coding, currency handling for international transactions, approval routing by subsidiary, and payment account assignments.

Review how NetSuite classes and departments interact before proceeding with multi-entity setup.

Ramp Account Requirements

On the Ramp side, ensure you have a Ramp Plus subscription (required for NetSuite integration), Bookkeeper or Admin role in Ramp to configure accounting connections, verified bank account for statement payments, and no existing accounting integration connected (Ramp supports one ERP at a time).

Step-by-Step: Connecting Ramp to NetSuite

The actual connection process takes 1-2 hours for most organizations. Follow these steps in sequence.

Step 1: Verify Your NetSuite Edition

Log into NetSuite as Administrator. Check whether you have subsidiaries enabled by looking for subsidiary-related menus in your company settings.

• If subsidiaries exist: Use the OneWorld setup path
• If no subsidiaries appear: Follow the standard edition guide

This distinction affects several configuration steps later.

Step 2: Enable SuiteCloud Features

Navigate to your company settings and look for the option to enable features. Under the SuiteCloud tab, enable these three authentication options:

• SOAP WEB SERVICES
• REST WEB SERVICES
• TOKEN BASED AUTHENTICATION

Click Save. These features enable the API communication that powers the integration.

Step 3: Install the Ramp SuiteApp

Search for SuiteApps in NetSuite's navigation. Search for "Ramp" and install the application. The Ramp SuiteApp has been certified by Oracle to meet security and quality standards. The status should change to "Installed" within minutes.

Step 4: Assign the Ramp Accountant Role

Navigate to user management and find your administrator user. In the Access tab, add the "Ramp Accountant" role to your user profile. Log out and back in to verify the new role appears in your role dropdown.

Step 5: Copy the RESTlet Deployment URL

Navigate to your script deployments section. Filter by "Script" and search for "Ramp API." Find the deployment named "customdeploy_ramp_restlet" and copy the entire "External URL"—you'll paste this into Ramp next.

Step 6: Initiate Connection from Ramp

Log into Ramp and navigate to the Accounting tab. Click "Get started now" and select "NetSuite."

Enter the following information:

• NetSuite Account ID: The numbers from your NetSuite URL
• NetSuite Version: Found at the bottom of your NetSuite homepage
• NetSuite Edition: Select "OneWorld" if you have subsidiaries
• RESTlet Deployment URL: Paste the URL copied in Step 5

Click "Save & Continue" to proceed to authorization.

Step 7: Authorize Ramp Access

NetSuite displays an authorization screen. Select "Ramp Accountant" as the role and authorize the connection. You'll redirect back to Ramp with the connection established.

Step 8: Configure Multi-Entity Settings

For OneWorld environments, Ramp automatically pulls your subsidiaries. Map each NetSuite subsidiary to a Ramp entity and configure default entities for existing transactions, payment accounts per entity, and location assignments. If you encounter issues during this step, contact Ramp's support team.

Mapping Expenses and Data Between Ramp and NetSuite

Proper data mapping ensures transactions land in the correct accounts with appropriate dimensional data.

Chart of Accounts Mapping

Ramp automatically imports your NetSuite chart of accounts during initial sync. The platform uses AI to suggest category mappings based on account names and descriptions, historical transaction patterns, and vendor merchant category codes.

Review and adjust these suggestions to match your accounting practices. Proper NetSuite account structure ensures accurate automated coding.

Dimensional Data Configuration

Beyond GL accounts, configure how Ramp handles NetSuite's dimensional fields:

• Classes: Categorize transactions by business segment or product line
• Departments: Assign expenses to organizational units
• Locations: Track spending by physical or virtual location

For line-level granularity, NetSuite allows setting department and class on individual transaction lines. This capability enables detailed expense allocation across multiple cost centers from a single invoice.

Custom Segments Setup

If your organization uses NetSuite custom segments, additional configuration is required. Edit each segment you want available in Ramp and set the Ramp Accountant role permissions to full access for value management, edit access for records, and edit access for search/reporting.

Custom segments must also be visible on Credit Card, Bill, and Bill Payment forms to appear in Ramp.

Vendor Mapping

Ramp creates vendor records in NetSuite for new merchants. Configure your preferences for auto-creating vendors from card transactions, matching existing NetSuite vendors by name or tax ID, and default payment terms for new vendor records.

Automating Ramp Transactions and Approvals in NetSuite

Automation distinguishes this integration from basic data syncing. Properly configured, the system handles the entire transaction lifecycle without manual intervention.

Transaction Type Automation

Ramp syncs different transaction types to their corresponding NetSuite records:

• Card purchases sync as Credit Card Charges in real-time with receipt attachments
• Reimbursements sync as Vendor Bills (using the employee as the vendor), with Bill Payments created once Ramp pays them (e.g., ACH).
• Bill payments sync as Vendor Bills plus Payment records post-processing
• Purchase orders created in Ramp sync to NetSuite, and Ramp can also import/reference NetSuite POs for 3-way matches.

Each transaction type carries its receipt attachments, approval metadata, and coding automatically.

Approval Workflow Integration

Ramp's approval engine enforces spend policies before transactions sync to NetSuite. You can configure spending limits by employee, team, or category, multi-level approval chains for high-value purchases, auto-approval rules for routine expenses, and receipt requirements based on transaction amount.

For organizations requiring NetSuite-side approvals, you can build custom NetSuite workflows that trigger additional review based on synced transaction data.

3-Way Matching for AP

Ramp's three-way matching compares purchase orders, invoices, and receipts automatically. Discrepancies flag for review before posting to NetSuite, preventing duplicate payments, invoice fraud, PO overages, and missing documentation.

This automated AP process eliminates the manual verification that traditionally consumes AP team hours.

Optimizing Reconciliation and Reporting with Integrated Data

The integration's value extends beyond transaction posting into streamlined financial operations.

Automated Month-End Accruals

Ramp posts accrual journal entries for transactions pending close. At period end, these entries automatically reverse, eliminating manual accrual calculations that typically add days to close cycles. Clearbit documented this capability as instrumental in achieving their 4-day close timeline.

Building Custom Reports with Synced Data

With Ramp data flowing into NetSuite, leverage NetSuite's saved searches to build spend analytics: expense trends by vendor, category, or department; budget versus actual comparisons with real-time data; employee spending patterns across time periods; and vendor concentration analysis.

The real-time sync frequency means these reports reflect current spending, not stale data from batch imports.

Reconciliation Workflow

The integration streamlines credit card reconciliation by syncing card transactions and statement payments into NetSuite. You still reconcile by matching the bank payment to the total statement-period charges synced from Ramp, with Ramp making it easy to filter and tie out what was included in each statement period.

Finance teams often move to exception-based reconciliation, leaving only exceptions for manual review.

Troubleshooting Common Ramp-NetSuite Integration Issues

Even well-planned implementations encounter challenges. Here are the most frequent issues and their solutions.

Transactions Not Syncing

If transactions remain stuck in Ramp, check GL account subsidiaries (accounts must have proper subsidiary associations), verify "Expand Accounting List" is enabled in accounting preferences, review error queue (Ramp surfaces specific error messages), and confirm period status (NetSuite closed periods block posting).

Permission Errors

Permission violations typically indicate the Ramp Accountant role needs additional access. Verify Full permissions for Lists (Subsidiary, Currency, Accounts, Customers, Expense Categories), Transactions (Make Journal Entry, Checks, Credit Card), and Custom Records (TD MR Queue, Distribution Template).

Understanding NetSuite roles and permissions helps diagnose these issues quickly.

Custom Fields Not Appearing

If your NetSuite custom fields don't show in Ramp, confirm fields are visible on Credit Card, Bill, and Bill Payment forms, set Ramp Accountant role permissions to Edit for the fields, and check that fields aren't subsidiary-restricted inappropriately.

Multi-Entity Sync Issues

For OneWorld environments experiencing sync problems, verify entity-to-subsidiary mapping is correct, confirm each entity has assigned payment accounts, check that users have access to appropriate subsidiaries, and review intercompany transaction settings if applicable.

Beyond Basic Integration: Advanced Ramp and NetSuite Features

Organizations with mature implementations can extend capabilities beyond standard functionality.

Custom SuiteScript Extensions

While Ramp handles standard use cases, custom SuiteScript development can add custom validation logic before sync, automated GL coding rules based on transaction patterns, integration with third-party systems via NetSuite, and enhanced reporting and alerting.

Multi-Currency Operations

For global organizations, the integration supports multiple currencies across subsidiaries, exchange rate handling via NetSuite settings, currency-specific payment accounts, and consolidated reporting in base currency.

Procurement Workflow Enhancement

Ramp's procurement module integrates purchase orders with NetSuite's procurement processes, enabling PO creation from Ramp that syncs to NetSuite, approval routing based on NetSuite hierarchies, automatic 3-way match against receipts, and vendor payment scheduling.

Why Anchor Group Can Help With Your Ramp-NetSuite Integration

While the Ramp-NetSuite connection is designed for business users, complex implementations benefit from expert guidance. Anchor Group brings deep NetSuite implementation experience to organizations requiring:

• Multi-entity configuration: Complex multi-entity configurations with intercompany transactions require careful planning that prevents downstream reconciliation issues
• Custom segment optimization: Ensuring your dimensional data structure supports both Ramp automation and NetSuite reporting needs
• Workflow customization: Building approval workflows that integrate Ramp approvals with NetSuite business logic
• Migration support: Transitioning from legacy expense systems while maintaining data continuity

As an Oracle NetSuite Alliance Partner with experience across wholesale distribution, manufacturing, and software industries, Anchor Group understands how spend management fits into broader ERP operations.

If your integration needs extend beyond the standard setup—or you want confidence that your configuration is optimized from day one—schedule a consultation to discuss your specific requirements.

Frequently Asked Questions

How long does the Ramp-NetSuite integration take to set up?

Most organizations complete the connection in 1-2 hours following the standard setup process. Complex multi-entity configurations may require additional time for mapping and testing. The integration doesn't require developer involvement—NetSuite administrators can complete setup using Ramp's guided onboarding.

What data syncs between Ramp and NetSuite?

The integration syncs card transactions, reimbursements, bills, bill payments, and purchase orders. Each transaction includes GL coding, dimensional data (classes, departments, locations), receipt attachments, and approval metadata. Vendor records sync bidirectionally, with Ramp creating new vendors and pulling existing vendor data from NetSuite. Transaction sync occurs every 15-20 minutes via real-time event-based architecture.

Do I need a NetSuite expert to implement the integration?

For standard single-entity setups with straightforward charts of accounts, business users can complete implementation independently. However, organizations with complex multi-entity configurations, extensive custom segments, or complex approval requirements often benefit from expert guidance. The integration itself is click-through, but optimizing your NetSuite configuration to maximize automation value may require consulting support.

Can the integration handle multi-currency transactions?

Yes, Ramp supports multi-currency operations for NetSuite OneWorld environments. Exchange rates follow your NetSuite configuration, and each entity can have currency-specific payment accounts. Consolidated reporting rolls up to your base currency. The integration maintains currency data throughout the transaction lifecycle for accurate financial reporting.

What happens to existing data when I connect Ramp to NetSuite?

Ramp's ERP migration tool supports clean transitions. You can queue transactions during cutover, complete your final close in any previous system, then sync queued transactions with proper NetSuite coding. Historical data migration depends on your specific requirements—discuss options with Ramp's onboarding team or a NetSuite implementation partner for complex scenarios.

Disclaimer: This content is for general informational purposes only and may not reflect current updates or your specific configuration—please confirm details with your Anchor Group consultant.