Overview
The tables below show how Ramp expenses and Ramp Bill Pay bills and payments map to QuickBooks Online, QuickBooks Desktop, Xero and Sage Intacct when they export from ServiceTitan. Use them to check what each exported record should look like in your accounting software.
Who uses this feature
Administrators, accountants, bookkeepers, and managers
Applies to all business types
Applies to all trades
Feature configuration
Account configuration is required to use this feature. Please contact Technical Support for details.
Things to know
This article covers expenses that export as documents. If your account exports expenses as journal entries through Touchless Integration, they post as journal entries instead.
An expense exports only once its status is Complete and it has been added to a batch. A bill or payment exports only after it is added to an accounting batch.
Several accounting systems match accounts, vendors and terms by name. Make sure the names in ServiceTitan match your accounting software exactly.
Job or project number, cardholder, and receipts and attachments are not sent to any accounting system.
Ramp details on a payment, such as the payment provider and Ramp's payment ID, are not sent to your accounting system.
Once a bill or payment has exported, ServiceTitan does not change or void it in your accounting system. Make later corrections in your accounting software.
Bill Pay payments are not exported to Xero.
Expenses
How expenses export
Each expense line maps to its general ledger account. Tax and shipping export as separate lines, and a refund exports as the credit version of the same document.
Accounting system | Expense exports as | Refund exports as |
|---|---|---|
QuickBooks Online | Expense, with the Credit Card payment type | The same expense, marked as a credit |
QuickBooks Desktop | Credit Card Charge | Credit Card Credit |
Xero | Spend Money transaction | Receive Money transaction |
Sage Intacct | Charge card transaction | Charge card transaction with negative line amounts |
Where each expense field comes from
Field | Source in ServiceTitan |
|---|---|
Date | The expense date |
Vendor | The vendor on the expense. For QuickBooks Online and QuickBooks Desktop, the vendor must already exist in your accounting software, or be created by the vendor sync, before the expense exports. Xero and Sage Intacct use the vendor name. |
Memo or description | The expense summary. If the expense has no summary, the expense number is used. |
Line description and amount | Each line item on the expense |
Line GL account | The general ledger account on the line. If the line has none, the expense's debit account is used, which is the Uncategorized Expense account if nothing was coded. |
Credit card account | The credit card account on the expense. If it has none, the Credit Card Payables account you mapped during setup is used. |
Tax | The expense's tax amount, as a separate line described "Tax", posted to the tax general ledger account in your purchasing GL account mapping |
Shipping | The expense's shipping amount, as a separate line described "Shipping", posted to the shipping general ledger account in your purchasing GL account mapping |
Tax and shipping lines are added only when the amount is not zero.
QuickBooks Online
| ServiceTitan | QuickBooks Online |
|---|---|
| Expense | Expense, with the Credit Card payment type |
| Credit card account | Payment account, matched by the account's full name including any parent account |
| Vendor | Payee |
| Date | Payment date |
| Expense ID | Ref no., in the format ET- |
| Memo | Memo. If there is no memo, the batch name is used. |
| Line GL account | Category |
| Line description | Description |
| Line amount | Amount. Always positive; a refund is marked as a credit instead. |
| Tax and shipping | Extra category lines described "Tax" and "Shipping" |
Notes
Accounts are matched by exact name. Account names in ServiceTitan must match QuickBooks Online exactly.
Use a Credit Card type account in QuickBooks Online as your credit card account. ServiceTitan does not check the account type.
QuickBooks Desktop
ServiceTitan | QuickBooks Desktop |
|---|---|
Expense | Credit Card Charge |
Refund | Credit Card Credit |
Credit card account | Credit Card account |
Vendor | Payee |
Date | Date |
Expense ID | Ref no., up to 11 characters |
Memo | Memo, up to 100 characters. If there is no memo, the batch name is used. |
Line GL account | Expense account |
Line description | Line memo, up to 1,000 characters |
Tax and shipping | Extra expense lines with the memo "Tax" and "Shipping" |
Notes
Use a Credit Card type account in QuickBooks Desktop as your credit card account.
Every line needs a general ledger account that is mapped to QuickBooks Desktop, or the expense fails to export.
Xero
ServiceTitan | Xero |
|---|---|
Expense | Spend Money transaction |
Refund | Receive Money transaction |
Credit card account | Bank account. The account must exist in Xero and is matched by name. |
Vendor | Contact, matched by vendor name |
Date | Date |
Expense ID | Reference |
Memo | Not exported |
Line GL account | Account, matched by account code |
Line description | Description |
Line amount | Unit amount, with a quantity of 1. Amounts are tax exclusive. |
Tax and shipping | Extra lines described "Tax" and "Shipping" |
Notes
If Xero has no account with the same name as your credit card account, the expense fails to export.
The expense ID goes in the Reference field, so the memo does not appear in Xero.
Sage Intacct
ServiceTitan | Sage Intacct |
|---|---|
Expense | Charge card transaction, found under Cash Management > Credit card > Credit card transactions |
Refund | The same transaction type, with negative line amounts |
Credit card | The charge card selected in your Intacct integration settings |
Offset account | Set on the charge card record in Sage Intacct, not in ServiceTitan |
Vendor | Payee. The vendor name only; it is not linked to a vendor record. |
Date | Payment date |
Expense ID | Reference no. |
Memo | Description |
Line GL account | GL account number |
Line description | Line description |
Business unit | Location, department and class. A line's business unit overrides the expense's business unit. |
Tax and shipping | Extra lines described "Tax" and "Shipping" |
Note: If no charge card is set up for expense sync in your Intacct integration settings, the expense fails to export.
Bill Pay
How bills and payments export
Vendor bills export as a bill in your accounting software. Vendor payments then export as a bill payment that applies to those bills.
Accounting system | Bill exports as | Payment exports as | Vendors matched by |
|---|---|---|---|
QuickBooks Online | Bill | Bill Payment, check type only | Vendor display name |
QuickBooks Desktop | Bill | Bill Payment Check for a bank account, or Bill Payment Credit Card for a credit card account | Vendor full name: the vendor name plus its ServiceTitan vendor ID |
Sage Intacct | AP bill, or a PO transaction bill when the bill has a purchase order | AP payment | ServiceTitan vendor ID |
Before a bill can export
It must be in a batch and not yet exported.
If Payment Terms is on, the bill needs a due date. Payment Terms is the settings page customers see. A missing due date blocks adding the bill to a batch, so it cannot be exported.
If the Payables module is on, it must be reconciled first. If Payables is off, adding the bill to a batch marks it reconciled automatically.
Before a payment can export
The payment's export status and its batch must both be Pending. Export status is separate from the payment's status, such as Paid or Cancelled, and the export does not check payment status.
Every bill and vendor credit the payment applies to must already be exported.
The payment must cover at least one bill.
The payment's bank or credit card account is matched by name in all three systems.
Payment method
In QuickBooks Desktop and Sage Intacct, the type of payment created in your accounting software follows the payment's general ledger account type, Bank or Credit Card, and its Print Check setting. QuickBooks Online always creates a check-type Bill Payment and requires the payment account to be a Bank account in QuickBooks.
After export
A bill or payment that exports successfully is marked Exported. If the export fails, the error is saved on the record, and the export is tried again the next time you export the batch.
Key differences between systems
Discounts and credits: QuickBooks Desktop and Sage Intacct export an early-payment discount with the payment. QuickBooks Online does not. All three systems apply vendor credits to the payment.
Dimensions: QuickBooks uses class and customer. Sage Intacct uses entity, location, department, class, project, task and cost type.
Vendors per payment: QuickBooks Online allows one vendor per payment.
Bill number length: QuickBooks Online allows 21 characters and requires a bill number. QuickBooks Desktop allows 20 characters and shortens longer numbers.
QuickBooks Online
Bill (exports as a QuickBooks Online Bill)
ServiceTitan | QuickBooks Online |
|---|---|
When the bill shows a Remittance Vendor, that value is exported instead. | Vendor |
Bill date | Bill date |
Vendor invoice number, or the bill number if there is none | Bill no. Required, up to 21 characters. |
Memo | Private note: the bill ID, the memo, and a link back to the bill if configured |
Payment term | Terms, matched by name. The export fails if QuickBooks Online has no term with the same name. |
Line GL account | Category |
Line memo or description | Description |
Line amount | Amount |
Business unit | Class |
Job customer, location or bill customer | Customer |
Tax and shipping, when the Bill export type is Documents - Pricebook Item | Item lines using the default PO Tax and PO Shipping items |
Bill payment (exports as a check-type QuickBooks Online Bill Payment)
ServiceTitan | QuickBooks Online |
|---|---|
Payment date | Payment date |
Payment amount | Total amount |
Payment GL account, matched by name. It must be a Bank account in QuickBooks Online. | Bank account |
Default Accounts Payable GL account | Accounts Payable account |
Print Check | Print status: To print when Print Check is on |
Vendor | Vendor |
Each bill | Linked bill, for the payment amount plus any credit applied to that bill |
Each applied vendor credit | Linked vendor credit |
Payment ID and name | Private note |
Vendor
ServiceTitan | QuickBooks Online |
|---|---|
Name | Display name and print-on-check name |
Memo | Notes |
Address | Billing address |
Notes
Vendors are matched by display name, ignoring capitalization. A match is updated; no match creates a new vendor. Phone, email and fax are not sent.
A bill needs a vendor, a date and a business unit to export. Business units must map to the same QuickBooks class.
A bill's due date is not sent. QuickBooks Online calculates it from the term.
A payment must apply to bills from a single vendor. The export fails if it covers more than one vendor.
The export fails if no default Accounts Payable GL account is set, or if a bill or credit the payment applies to has not exported yet.
QuickBooks Desktop
Bill (exports as a QuickBooks Desktop Bill)
ServiceTitan | QuickBooks Desktop |
|---|---|
Vendor | Vendor |
Bill date | Date |
Vendor invoice number, or the bill number if there is none | Ref no., shortened to 20 characters |
Memo | Memo: the batch, job, summary and memo combined |
Payment term, if Payment Terms are on | Terms |
Due date, if Payment Terms are on | Due date |
Default Accounts Payable GL account | A/P account |
Line GL account | Expense account |
Line memo | Line memo |
Line amount | Amount |
Business unit | Class |
Customer or job | Customer:Job |
Tax and shipping, when bills are not exported as general ledger entries | Item lines using your purchasing tax and shipping items |
Bill payment (exports as a Bill Payment Check or Bill Payment Credit Card)
ServiceTitan | QuickBooks Desktop |
|---|---|
Vendor | Payee |
Payment date | Date |
Payment GL account | Bank account for a check, or credit card account for a credit card payment |
Print Check on | To be printed |
Print Check off | Ref no. is the ServiceTitan payment ID (check payments) |
Payment ID | Ref no. (credit card payments) |
Payment name | Memo. For a check paid through ServiceTitan, the memo starts with "ACH - ". |
Default Accounts Payable GL account | A/P account |
Each bill | Applied bill and payment amount |
Early-payment discount | Discount amount, with the bill's discount GL account and the business unit's class |
Applied vendor credits | Applied credit and amount |
Vendor
ServiceTitan | QuickBooks Desktop |
|---|---|
Name plus ServiceTitan vendor ID | Vendor name, company name and name on check, up to 41 characters |
First and last name | First and last name, up to 25 characters each |
Phone, email, fax | Phone, email, fax |
Address | Vendor address: street up to 41 characters, city 31, state 21, ZIP code 13 |
Notes
Vendors are found by full name, which is the vendor name plus its ServiceTitan vendor ID. A match is updated; no match creates a new vendor of type Suppliers.
A separate vendor reconciliation tool matches existing QuickBooks Desktop vendors to ServiceTitan vendors by name and address. It saves only exact and strong matches, and flags duplicates.
A bill can't be added to a batch if Payment Terms are on and it has no due date. A bill fails to export if it has tax or shipping and your purchasing tax and shipping items are not set up, or if an expense line has no general ledger account.
A payment fails to export if it covers no bills, or if no default Accounts Payable GL account is set.
Sage Intacct
Bill (exports as an Intacct AP bill, or a PO transaction bill when the bill has a purchase order)
ServiceTitan | Sage Intacct |
|---|---|
Vendor invoice number | Bill number |
Bill number | Reference number |
Vendor, or the remittance vendor if the legacy payables vendor setting is on | Vendor ID |
Bill date | Date created |
Post date, if Use Post Date is on | Date posted |
Due date if Payment Terms are on; otherwise the bill date | Date due |
Payment term, if Payment Terms are on | Term |
Memo | Description |
Business unit | Entity and location |
Line GL account | GL account number |
Line memo | Memo |
Line amount | Amount |
Department, project, location, class | The same dimensions on the line |
Cost code and cost type | Task and cost type |
Tax | A line with the memo "Tax", posted to the purchasing tax GL account |
Shipping | A line with the memo "Freight", posted to the purchasing shipping GL account |
Pre-tax and post-tax charges and deductions | Extra lines using your Payables GL settings. Deductions are negative. |
Bill link and payment link | Bill URL and vendor payment URL |
AP payment (exports as an Intacct AP payment)
ServiceTitan | Sage Intacct |
|---|---|
Payment GL account, matched by name | Financial entity |
Payment method | Printed Check if Print Check is on; Credit Card if the account is a credit card account; otherwise EFT |
Payment date | Payment date |
Vendor | Vendor ID |
Payment name | Description |
Business unit | Entity |
Each bill | Applied bill and bill amount |
Applied vendor credit | Applied credit and credit amount |
Early-payment discount | Applied credit and credit amount, exported as a negative AP bill |
Payment ID | ServiceTitan ID, used to find the payment later |
Vendor
ServiceTitan | Sage Intacct |
|---|---|
Vendor ID, with the Intacct ID prefix | Vendor ID, also stored in the Sync ID custom field |
Name | Name and print-as name |
Remittance vendor | Parent vendor, when Payables is on |
Memo | Comment, up to 200 characters |
Email (first address only), phone, fax | Contact email, phone, fax |
First and last name, address | Contact first and last name, address |
Vendor URL | Vendor URL custom field |
Notes
Vendors are matched by ServiceTitan vendor ID, not by name. Sage Intacct creates the vendor without checking for duplicates.
Sage Intacct is the only one of the three systems that carries department, project, task and cost type on bill lines.
A bill can't be added to a batch if Payment Terms are on and it has no due date. Bills with no lines are skipped.
An AP payment fails to export if it covers no bills, or if a bill, credit or discount it applies has not exported yet.
When the payment method is ServiceTitan, Sage Intacct’s Pay In Intacct checkbox is unchecked, so Intacct does not pay the bill.
When a payment is cancelled or fails
A payment has two separate statuses: its payment status, such as Paid, Cancelled or Rejected, and its export status: Pending, Posted or Exported. The export checks only the export status and the batch. Once a payment exports, ServiceTitan does not change your accounting software if the payment is later cancelled or fails.
Situation | What happens | What to do |
|---|---|---|
A payment is cancelled or fails before export, and it is in a pending batch | It stays in the batch and still exports. | Remove it from the batch before you post the batch. If the batch is already posted, unpost it first. |
A payment is cancelled or fails before export, and it is not in a batch yet | A manual batch does not offer it, but auto-batching can still add it. | If auto-batching is on, check your batches. |
A payment is exported, then cancelled or fails | Nothing is sent to your accounting software. The payment stays Exported in ServiceTitan, and the bill payment stays in your accounting software. | Void or delete the bill payment in your accounting software. |
A payment is marked Paid, then returned, for example an ACH return | ServiceTitan ignores status changes after Paid. | Handle the return in your accounting software. |
A bill whose payment was cancelled | The bill can be paid again. | Create a new payment. |
A bill whose payment failed (Rejected) | The bill cannot be paid again until you retry, edit or delete the failed payment. Deleting it returns the bill to Unpaid and removes any applied discounts and credits. | Retry the payment, edit it, or delete it. Retrying a payment resubmits it for processing, which is different from retrying an export. |
A bill that has already exported | The bill is locked in ServiceTitan: you can't edit, delete or unreconcile it. ServiceTitan never voids it in your accounting software. | Correct or void the bill in your accounting software. |
Exports that fail
A bill or payment that fails to export stays in its batch, with the error saved on the record. Export the batch again to retry.
QuickBooks Desktop retries some temporary errors on its own: three times, 5 minutes apart, for certain QuickBooks errors, and five times, 3 minutes apart, for lost connections and timeouts. A failed entry is removed from the QuickBooks Desktop sync queue after 7 days. Your bills and payments are not deleted; they stay in the batch, unexported, until you export the batch again.
Moving an exported batch back to Posted does not delete anything in your accounting software, so exporting it again may create a duplicate.
Troubleshoot Bill Pay exports
Symptom | Likely cause | What to do |
|---|---|---|
A bill can't be added to a batch: "must be reconciled before it can be added to a batch" | Payables is on and the bill is not reconciled | Reconcile the bill. |
A bill can't be added to a batch: "The due date of the bill is not set" | Payment Terms are on and the bill has no due date | Add a due date. |
QuickBooks Online: invoice number "exceeds max length: 21" | The vendor invoice or bill number is longer than 21 characters | Shorten the number in ServiceTitan. |
QuickBooks Online: "Business Unit is required for export", or a business unit mapped to a different account | The business unit is missing, or business units map to different QuickBooks classes | Set the business unit and fix the class mapping. |
QuickBooks Online: payment term not found | QuickBooks Online has no term with the same name | Create the term in QuickBooks Online. |
QuickBooks Online: "QBO requires a single vendor per bill payment" | The payment covers bills from more than one vendor | Split the payment by vendor. |
"Default Accounts Payable general ledger account must be set" | No default Accounts Payable GL account is mapped | Map one in your Accounts Payable configuration. |
QuickBooks Online: payment account not accepted | The payment GL account is not a Bank account in QuickBooks Online, or its name doesn't match | Use a Bank account with a matching name. |
QuickBooks Desktop: a bill with tax or shipping fails | Your purchasing tax and shipping items are not set up | Set them up under Settings > Inventory > Configuration > Purchasing. |
"The payment doesn't have bills" | The payment has no active bills, for example after a failed payment | Remove it from the batch, then retry or recreate the payment. |
A payment won't export | A bill, credit or discount it applies has not exported yet | Export the bills first, then the payment. |
A cancelled or failed payment exported anyway | It was in a pending batch or was added by auto-batching | Void it in your accounting software. Remove cancelled payments from batches before posting. |
Setup checklists
Expenses
The Credit Card Payables account is mapped. It is used when an expense has no credit card account.
The Uncategorized Expense account is mapped. It is the fallback for expenses with no matching account.
Tax and shipping GL accounts are set in your purchasing GL account mapping, if your expenses carry tax or shipping.
Sage Intacct only: a charge card is set for expense sync in your Intacct integration settings.
Batch cadence for credit card expenses is set in Journal Entries and Auto-Batching.
Bill Pay
Each payment GL account, bank or credit card, exists in your accounting software with a name that matches ServiceTitan. QuickBooks Online also requires it to be a Bank account.
A default Accounts Payable GL account is mapped (QuickBooks Online and QuickBooks Desktop).
If Payment Terms are on, every bill has a due date. In QuickBooks Online, each payment term also exists with the same name.
If the Payables module is on, bills are reconciled before you add them to a batch.
QuickBooks Desktop: purchasing tax and shipping items are set up under Settings > Inventory > Configuration > Purchasing, if bills carry tax or shipping.
QuickBooks Online: business units are mapped to a QuickBooks class, and every bill has a vendor invoice or bill number of 21 characters or fewer.
Bills, vendor credits and discounts export before the payment that applies them.
Each QuickBooks Online payment covers bills from a single vendor.