1. Data Flow: Odoo to Ramp

1.1 Analytic Plans → Creates Accounting Fields in Ramp

When an Analytic Plan is created or updated in Odoo, it is automatically synchronized with Ramp as an Accounting Field. These fields can be used to tag and track expenses in Ramp, giving you dimensional visibility across departments, projects, or cost centers. This allows for consistent financial categorization across both platforms, reducing the need for manual tagging and improving reporting accuracy.

1.2 Analytic Accounts → Creates Accounting Options in Ramp

Each Analytic Account in Odoo is pushed to Ramp as an Accounting Option under the relevant Accounting Field. These options enable employees to select the appropriate analytic account (or project) when submitting expenses or making card transactions in Ramp. This ensures that spending is automatically associated with the correct tracking categories in Odoo, optimize expense reporting and simplifying allocation.

1.3 Vendors → Creates Vendors in Ramp

Vendors maintained in Odoo are synced to Ramp, allowing for automated vendor record creation. This secure consistency between Odoo and Ramp when managing bills and payments. Any changes to vendor names, contact details, or banking information in Odoo are reflected in Ramp, helping prevent duplicates and reducing reconciliation errors during AP processing.

2. Data Flow: Ramp to Odoo

2.1. Users → Creates Users in a Custom Table

Ramp users (cardholders, approvers, and admins) are imported into a dedicated custom table within Odoo. This table provides a central view of all team members using Ramp, along with their roles and activity history. It supports traceability for credit card transactions, reimbursements, and approval flows, enabling finance teams to associate every spend with a responsible user and simplify audit preparation.

2.2. Credit Cards → Creates Credit Cards in a Custom Table

Each corporate card issued in Ramp is synced into Odoo as a record in a custom credit card table. These records track the cardholder, card status, and linked transactions. This setup allows Odoo to categorize and report on spend by card, user, or department ensuring accurate financial control and supporting granular reconciliation with the general ledger.

3. General Ledger/Bank Activity in Odoo

3.1 Credit Card Transactions

Each transaction made on a Ramp corporate card is automatically imported into Odoo, generating a corresponding GL entry and bank transaction. These are mapped to the appropriate expense account and analytic account, enabling real-time tracking and simplified month-end reconciliation.

3.2 Credit Card Refunds

When a credit card refund is processed in Ramp, such as a merchant refund or return, the integration captures it and creates a negative transaction in Odoo. This offsets the original expense in the GL and ensures the bank balance accurately reflects the refund.

3.3 Reimbursements

Employee out-of-pocket expenses reimbursed through Ramp are recorded in Odoo as reimbursable expense entries. These entries include full details of the original purchase and reimbursement, making it easy to trace and reconcile payments while ensuring proper cost allocation.

3.4 Card Payments

When a payment is made to settle a Ramp credit card balance, the transaction is imported and matched to the outstanding liability in Odoo. This closes out the account balance and completes the reconciliation process between the GL and bank statement.

4. Vendor-Related Activity in Odoo

4.1. Vendor Bills

When a bill is submitted or approved in Ramp, a Vendor Bill is created in Odoo. This includes all relevant details such as vendor name, invoice date, amount, and analytic tags, ensuring proper booking of liabilities and expenses which alignment with your Odoo accounting structure.

4.2. Vendor Payments

Once a vendor bill is paid in Ramp, the integration creates a corresponding Vendor Payment in Odoo. This allows for real-time tracking of outgoing payments and supports automatic reconciliation with your bank accounts.

4.3 Allocations Between Bills and Payments

To maintain a clear audit trail, the integration automatically links Vendor Bills to their related Vendor Payments in Odoo. This allocation ensures your AP ledger reflects accurate balances and that each transaction is fully traceable from bill to payment.

5. Audit Log

5.1. Full Historical Tracking

Each sync operation, whether importing credit card transactions, vendor bills, payments, or reimbursements, is logged with a timestamp, transaction type, and status. This allows finance teams and auditors to review exactly what data was imported, when, and from which source.

5.2. Printable Audit Reports

Every audit log entry can be exported or printed as a detailed report, showing:

• What was synced (transactions, users, vendors, etc.)
• When the sync occurred
• Whether the sync was successful or encountered issues
• Which analytic accounts or vendors were involved

These reports help maintain internal control standards and make it easy to answer questions during audits or financial reviews.

6. Email Templates

6.1. Credit Card Sync Events

After credit card data is synced from Ramp to Odoo, such as new cards, transactions, refunds, reimbursements, or payments, an email template is triggered. This template is:

• Pre-configured with placeholders for sync details
• Editable through the Odoo Email Templates interface
• Designed to notify relevant team members (e.g., finance, controllers)

You can customize subject lines, recipient lists, body text, and attach the Audit Log for transparency.

6.2. Vendor Bill/Payment Sync Events

Similarly, when vendor bills and payments are synced from Ramp to Odoo, a dedicated email template is used to send notifications. This ensures stakeholders are kept informed of:

• Imported vendor bills
• Payment confirmations
• Any issues or sync errors

Like the credit card template, this email can be edited to reflect your organization's tone and workflow, and includes a detailed summary and optional Audit Log attachment.

7. Scheduled Actions

7.1. Import Card Usage

This scheduled action automatically retrieves and imports all relevant credit card-related data from Ramp into Odoo. It ensures your books stay current without requiring manual intervention.

Data imported includes:

• Credit Cards – New or updated cards assigned to users
• Credit Card Transactions – Individual purchases made with Ramp cards
• Credit Card Refunds – Any credits or reversals issued by merchants
• Reimbursements – Employee-submitted, approved out-of-pocket expenses
• Card Payments – Payments made toward the Ramp account balance

This action populates Odoo with timely transaction details and supports accurate GL entries and reconciliation.

7.2. Import Bills/Payments

This scheduled action focuses on Accounts Payable activity from Ramp and brings it into Odoo for proper booking and tracking.

Data imported includes:

• Vendor Bills – Approved bills ready for payment
• Vendor Payments – Payments issued to vendors through Ramp

This enables real-time synchronization between your AP workflow in Ramp and your financial records in Odoo, maintaining clean vendor ledgers and avoiding duplication or delays.

8. Automated Email Notifications

8.1. Notification Trigger

After each scheduled data import, whether card usage or vendor-related activity, a notification is automatically sent to a predefined distribution list, as configured in the associated email template.

8.2. Email Content

Each email contains:

• A summary of the sync operation, including what data was imported (e.g., number of transactions, vendor bills, or reimbursements)
• The timestamp of the sync
• The status of the sync (e.g., successful, partial, failed with errors)
• An attached Audit Log Report, providing detailed insights into the synced records and any exceptions