How do expense management platforms integrate with NetSuite across multiple entities and countries?
Short answer
Expense management platforms integrate with NetSuite by syncing coded card transactions, receipts, reimbursements, and bill data to the appropriate subsidiary. For businesses operating across countries, the integration should also account for each entity’s functional currency, local tax codes, payment accounts, and intercompany accounting needs.
How Ramp maps expenses to the right entity and subsidiary
Ramp supports multi-entity businesses using NetSuite. A business can add related legal entities within one Ramp account and configure separate payment settings for each entity.
Cards and funds are assigned to an entity, and the resulting transactions are attributed to that entity. A cardholder’s assigned location determines the entity used by default, while finance teams can select the appropriate entity when issuing new spend. Each entity can use its own bank account for statement payments, reimbursements, and bill payments.
Ramp then syncs card transactions and reimbursements to multiple NetSuite entities in a single batch sync.
How Ramp syncs expense data and receipts to NetSuite
Ramp card transactions sync to NetSuite as credit card transactions. The sync can include the subsidiary, vendor, account, department, class, location, customer, billable status, memo, and eligible custom fields or custom segments.
Ramp imports available NetSuite fields into its accounting workflow, so finance teams can apply entity-specific coding before a transaction syncs. Vendor data can sync in both directions: Ramp can import NetSuite vendors and create new vendor records in NetSuite when a merchant is not already present.
For transactions with a receipt, Ramp adds a receipt URL in NetSuite that links back to the corresponding Ramp transaction.
How currency and FX work across countries
Each Ramp entity has a functional currency, which is used for its cards or funds, statements, and payments. In NetSuite, Ramp can sync a transaction in its original currency when the vendor accepts that currency. NetSuite then converts the amount to the subsidiary’s functional currency for accounting.
If the vendor does not accept the transaction currency, Ramp uses the NetSuite subsidiary’s primary currency instead. Ramp also supports FX gain and loss accounting for supported card-statement payment workflows and can create intercompany journals when the accounting setup requires movement between entities.
How local tax coding works in NetSuite
Ramp pulls tax codes from NetSuite and makes them available for card transactions, reimbursements, and bills. Tax codes are filtered based on the countries and subsidiaries where they apply, helping finance teams select the appropriate local tax treatment.
When a tax code is selected, Ramp calculates the associated tax amount and syncs the details to NetSuite at the line level. Receipt-based automated tax coding is also available when the required NetSuite and Ramp automation settings are enabled.
How international reimbursements and bills sync to NetSuite
Ramp syncs employee reimbursements to NetSuite as vendor bills, with the employee typically listed as the vendor. For international reimbursements, NetSuite syncs the original receipt currency.
For eligible international entities using locally funded reimbursements, Ramp can fund reimbursements from an entity’s local-currency bank account. Individual reimbursements sync to NetSuite as open bills; finance teams then record the consolidated reimbursement payment in NetSuite to reconcile those bills.
Ramp also supports multi-currency bills in NetSuite, including transaction-currency selection, multi-currency vendors, and foreign-currency Bill Pay workflows.
Learn more about how Ramp’s accounting software works globally:
Related questions
It depends on the accounting integration and transaction type. Ramp can sync the original transaction currency, card statement currency, or accounting provider’s configured currency, but each integration has its own rules for card transactions, bills, and reimbursements.
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