Connect Ramp to bring approved card charges and reimbursements into Squava. All Ramp cards post to one Ramp Card account. Each charge keeps the card holder, and each reimbursement is recorded for the employee who submitted it.

Use Ramp’s Expense Category field to assign a card transaction or reimbursement to a project job or an overhead account before it syncs.

Step-by-Step Guide

1. Connect Your Ramp Account

   From the Mega Menu, go to Company → Integrations.

   On the Ramp card, choose one of the following:

   • If your company already uses Ramp, click Connect Ramp.
   • If your company is new to Ramp, click Sign Up for Ramp, finish signup, then return and click Connect Ramp.

   Sign in to Ramp and allow Squava to connect. Squava returns you to Integrations.

   Ramp shows Connected when the connection is complete.

   Squava then prepares Ramp with your chart of accounts, vendors, and expense categories, and adds a credit card account named Ramp Card.

   ⚠ Important: Ramp allows one accounting connection. If another accounting system is already connected in Ramp, disconnect it there before connecting Squava.

    

2. Show Expense Category in Ramp

   After Ramp is connected, Squava adds a field named Expense Category.

   That field is available when a card transaction or reimbursement is coded in Ramp’s accounting review. The options come from Squava and stay current as projects and overhead categories change.

   To show Expense Category while an employee completes a card transaction or submits a reimbursement, add it to the Ramp spend policy:

   1. In Ramp, open the policy used by your cards and reimbursements.
   2. Open Expense requirements.
   3. Add Expense Category under Require fields or Optional fields.
   4. Save the policy.

   Require fields means the employee must choose a category before submitting. Optional fields shows the field and still allows submit when it is left blank.

   Accounting can still select Expense Category during review when the policy does not show it on the employee form.

    

3. Assign a Job or Overhead Account

   Now that you have enabled Expense Category so it shows on your transactions in Ramp, you can select it when adding a card transaction or a reimbursement.

   On the card transaction or reimbursement in Ramp, open Expense Category and search for the job or overhead account.

   Options use this format:

   • Project job: project number and name, then the expense name. Example: 2024-101 - City Hall Renovation › Travel
   • Overhead account: overhead category, then the expense name. Example: General Overhead › Office Supplies

   As new project expense categories are created on projects, and as new company overhead accounts are added, Squava syncs them to Ramp automatically so Ramp always has the most current Expense Category list.

   Save the selection in Ramp. After the item is approved, Squava assigns the synced card charge or reimbursement to that job or overhead account.

   A split charge can use a different Expense Category on each split.

   Leave Expense Category blank when the charge should sync with a ledger account only. You can assign the job later on the Ramp Card register or on the bill in Accounts Payable.

   ⚠ Important: Expense Category assigns the job or overhead account. The ledger account is still chosen with Ramp’s accounting category. The payee on a card charge remains the merchant.

    

4. Open the Ramp Card Register

   From the Mega Menu, go to Financial → Banking.

   Select Ramp Card.

   Every Ramp card for the company posts to this one account. You do not get a separate Squava account for each virtual card.

   The register includes a Card Holder column. That column shows the Squava user linked to the Ramp card holder for each charge.

   You can then search and filter the transactions in the register to view transactions for a specific card holder.

    

5. Sync Card Transactions

   When someone uses a Ramp card, the charge stays in Ramp until it is approved there.

   After the card transaction is approved in Ramp, Squava adds it to the Ramp Card register automatically.

   The synced charge includes:

   • The transaction date and amount
   • The merchant as the payee
   • The card holder
   • The ledger account selected in Ramp
   • The job or overhead account, when Expense Category was selected in Ramp

   Open Ramp Card in Banking to review the new charges. They arrive unapproved so you can review the account and job, then approve them in Squava.

   ⚠ Important: A charge syncs after it is approved in Ramp. Charges that are still waiting for approval in Ramp stay in Ramp until that approval is complete. The Ramp card holder must also match a Squava user, usually by email. If that card holder is not linked, Squava does not add the charge to the register. After the user is linked, sync the charge from Ramp again.

    

6. Sync Reimbursements

   When an employee submits a reimbursement in Ramp, it stays in Ramp until it is approved there.

   After the reimbursement is approved in Ramp, Squava creates an expense for that employee.

   The expense is marked reimbursable and submitted, so it appears on a bill.

   If a receipt was attached in Ramp, that receipt is included with the expense.

   From the Mega Menu, go to Financial → Accounts Payable to review the bill.

   The bill is ready to pay, and the employee is the payee. If Ramp has already paid the reimbursement, Squava records that payment on the bill as well.

   A job or overhead category is applied to each expense where an Expense Category is selected. The ledger account selected in Ramp is applied to that expense as well.

   ⚠ Important: A reimbursement syncs after it is approved in Ramp. Reimbursements that are still waiting for approval in Ramp stay in Ramp until that approval is complete. The Ramp user must also match a Squava user, usually by email. If that employee is not linked, Squava does not create the expense. After the user is linked, sync the reimbursement from Ramp again.

    

Success

You have connected Ramp, and approved card transactions and reimbursements now sync into Squava with the card holder, job, or overhead account you selected in Ramp.