What data can be exported from spend reports for use in external BI or planning tools?

Short answer

You can export transaction-level details, aggregated spend by category and department, budget versus actual data, vendor analytics, approval workflows, receipt metadata, GL coding, and multi-dimensional categorization. Exports are primarily available as CSV, with data also accessible via API connections to data warehouses and BI platforms.

On Ramp, you can export comprehensive spend data across cards, reimbursements, and bills with customizable fields, scheduled exports, and connections via tools like Fivetran to data warehouses including Snowflake and BigQuery, plus integrations to your accounting system.

What data is available for export

Ramp provides exportable data across all spend types:

Transaction data

Common fields include:

  • Merchant name and description
  • Transaction date and amount
  • Currency information
  • Card details (last 4 digits, display name)
  • User information (name, email, department, location)
  • Ramp category, memo, and receipt status
  • Receipt links and attachment availability

Accounting and categorization

  • GL account codes, names, and IDs
  • Department, location, subsidiary, and entity
  • Project codes, class codes, and billable status
  • Tax codes and vendor information
  • Custom accounting fields from your ERP
  • Line-item memos and split transaction details

Bills and payments

  • Vendor details and payment terms
  • Invoice numbers, dates, and amounts
  • Payment method, status, and scheduled dates
  • Approval information
  • Currency and exchange rate data
  • AP aging information

Budget and analytics

  • Budget utilization by department or cost center
  • Policy compliance flags
  • Approval workflow information
  • Vendor spending aggregations
  • Travel booking details (flights, hotels, per diem)

Export formats and methods

Standard exports

  • CSV downloads: Click the download icon on any table view (Transactions, Bills, Reimbursements, Travel)
  • Custom CSV: Configure which columns appear and rename headers under Accounting > Settings > CSV Customization for Transactions, Bills Expense, and Bill Payments
  • Scheduled exports: Set up recurring exports for certain report types

Advanced integrations

  • Data warehouse connectors: Export to Snowflake, BigQuery, or Databricks via connectors like Fivetran
  • API access: Pull real-time spend data programmatically for custom analytics
  • Accounting sync: Automatic export to NetSuite, Sage Intacct, QuickBooks, Xero, or Microsoft Dynamics

Customizing your exports

Configure export fields

  1. Navigate to the relevant tab (Transactions, Bills, Reimbursements)
  2. Click the download icon
  3. Select "Export settings"
  4. Toggle on/off specific fields you want included
  5. Save your configuration for future exports

For supported export types (Transactions, Bills Expense, Bill Payments), you can customize accounting CSV exports to include only the columns visible in your table view or add additional fields like receipt links, external IDs, and accounting sync dates. You can show or hide columns, rename headers, and reorder columns.

Advanced export options

  • Include or exclude line-item accounting details
  • Export split transactions as separate rows
  • Show refunds as negative amounts in single-line format
  • Add hardcoded fields with default values
  • Bulk download receipt images as ZIP files

Using exports in BI and planning tools

Business intelligence
Export Ramp data to Power BI, Tableau, Looker, or similar platforms to build dashboards showing spend trends, vendor analysis, budget variance, and department comparisons. Use CSV exports for one-time analysis or set up data warehouse connections via API or connectors for real-time reporting.

Financial planning
Export budget versus actual data to compare spending against forecasts. Include historical transaction patterns to improve cash flow projections and scenario planning models.

Custom analytics
Pull spend data via API or scheduled exports into your data warehouse to combine with other business data, run complex queries, and build custom visualizations matching your specific KPIs.

Best practices

  • Configure export settings once to standardize which fields your team needs
  • Use scheduled exports to automate regular reporting workflows where available
  • Set up data warehouse integrations via API or connectors for real-time analytics rather than manual exports
  • Export at the appropriate level of detail: transaction-level for audits, aggregated for executive reporting
  • Test exports before relying on them for month-end close or compliance reporting

Related questions

Can custom spend reports be saved and scheduled for automatic delivery to stakeholders?

Yes, most modern spend management platforms let you create custom reports, save them for reuse, and schedule automatic email delivery to stakeholders on recurring cadences like daily, weekly, or monthly.

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Can spend reports be scoped to show only a specific card program or spend category?

Yes, modern spend management platforms allow you to filter reports by card program, spend category, department, merchant, employee, and other dimensions to isolate specific spending data rather than viewing all company expenses at once.

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How are spend insights presented to managers who do not have full admin access to the platform?

Managers with the Manager role oversee their team's transactions and receive spend and limit alerts and insights, but do not have company-wide spend visibility or access to admin and settings functions. They see real-time transaction visibility, approval queues, and budget tracking for their direct and indirect reports without accessing company-wide financial data or administrative settings.

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