Isak Blomkvist
Yes, monday.com can be connected to Ramp. The integration makes card purchases, expenses and supplier invoices handled in Ramp land as costs on the right project or customer in monday.com, lets the project manager see budget against actuals while the work is underway, and makes sure costs that should be rebilled are not forgotten. There is no built-in Ramp integration in monday.com and no ready-made Ramp app in Make, so the integration is built against Ramp's API, either in Make or as custom code. This article covers what the integration does, how it is built and what to consider before you get started.
- The employee pays with the Ramp card
- The purchase is coded with a project in Ramp
- Router · Does the project exist in monday.com?YesThe cost is added to the projectNoTask for the project manager to recode
- The cost line is created in monday.com
The project field in Ramp decides where the cost ends up. If there is no match, it goes to someone who can fix it, not to the wrong project.
- The employee submits an expense in Ramp
- The manager approves it in Ramp
- The cost is added to the project in monday.com
The cost only shows up on the project once it is approved, so actuals only contain costs that will actually be paid.
- The cost lands on the project
- The total cost is recalculated
- Router · Over the budget threshold?YesStatus turns red and the project manager is notifiedNoNo action
The project manager sees actuals on the same board as the schedule, and finds out when costs approach the budget instead of at month-end close.
- The cost is marked as rebillable in monday.com
- It is collected on the customer's invoice basis
- It goes on the next invoice to the customer
Travel, materials and licenses the customer should pay for follow the invoice basis instead of being dug up after the fact.
The flows above are only examples of how it can work. Every integration is built around your process: which steps it should include, what should happen in each situation and who is responsible for what.
Short answer
monday.com has no Ramp integration of its own in the Integrations Center, and neither Make nor Zapier has a ready-made Ramp app. Ramp does, however, have an open API with access to transactions, expenses, supplier invoices and the accounting fields you define yourselves. The integration is therefore built against the API: in Make with the HTTP module for flows with moderate volume, or as custom code when the volume is large or you want real-time events. In practice the integration runs in one direction, from Ramp to monday.com. Ramp handles the accounting itself through its own integrations to the finance system.
What the integration can do
Here are four common examples. Your integration can do more, less or something entirely different, depending on how you work.
Every card purchase, expense and supplier invoice in Ramp becomes a cost line on the right project or customer in monday.com, driven by how the purchase was coded in Ramp. Amount, supplier, date and who made the purchase come along.
Costs are totaled per project and shown against the budget in monday.com. The project manager sees the margin while the project is running, not when the books are closed.
Costs the customer should pay for are marked in monday.com and collected on the customer's invoice basis, so they go on the next invoice from the finance system.
Purchases missing a receipt or project in Ramp, or exceeding a limit, become a task for the right person in monday.com.
Why connect monday.com and Ramp?
- The project manager sees the costs. Expenses and card purchases show up on the project board once approved, not in the next report from finance.
- Less duplicate work. The cost is recorded once in Ramp and does not need to be typed into project tracking again.
- The right margin. Budget against actuals is based on real costs, not on estimates filled in after the fact.
- Nothing is forgotten at invoicing. Costs that should be rebilled follow the invoice basis automatically.
How the integration is built
There are three options, and the right one depends on how advanced the flow is.
| Option | Best when | Keep in mind |
|---|---|---|
| Ramp's own integrations | You only need the costs in the accounting, not in monday.com | Ramp has ready-made integrations to QuickBooks Online, NetSuite and Xero, among others, but none to monday.com |
| Make against Ramp's API | Flows with conditions, matching against projects and totals against budget, with moderate volume | Make has no ready-made Ramp app, so the calls are built with Make's HTTP module against Ramp's API. It requires more knowledge of the API but gives full control |
| Custom code against Ramp's API | Large volumes or real-time event requirements | Most flexible, but requires someone to own and maintain the code |
Whichever option you choose, the integration requires that you are a Ramp customer and that an admin enables developer access in Ramp. What determines whether the integration holds up is how it is built: how the fields in Ramp map to projects, customers and cost types in monday.com, how the flow handles refunds, split purchases and purchases recoded after the fact, and what happens when a cost cannot be matched. An integration that silently puts costs on the wrong project produces a wrong margin that nobody notices until the project is closed. That is why we build with logging and alerts from the start.
What to decide before you build
An integration is never better than the process it automates. These questions determine whether it works in practice:
- How should the purchase be linked to the project? Through a custom field in Ramp, through a category or through who made the purchase. A custom field is the most reliable, but requires employees to fill it in on every purchase.
- What should come along? Amount, currency, supplier, date, category, buyer and a link to the receipt. Decide which details the project manager needs.
- When should the cost show up? As soon as the purchase is made, when the receipt is attached or when the purchase is approved in Ramp. Early gives a better overview, late gives fewer changes.
- Who owns the budget? The budget per project must exist in monday.com for actuals to be compared, and someone has to keep it up to date.
- What happens when something goes wrong? A good flow logs every run and flags when a cost could not be matched, instead of silently skipping it or putting it on the wrong project.
How Ramp, monday.com and the finance system share responsibility
Ramp is most common among companies with operations in the US, often a US subsidiary of a Swedish company or the other way around. Ramp then handles the cards, the approvals and the sync to that company's accounting. You should not rebuild that sync. The integration to monday.com is a copy for project tracking, so projects that run across borders are tracked on one and the same board in monday work management, regardless of which company carried the cost. How project tracking in monday.com connects with the finance system is covered in Projects in monday.com, finance in Visma Net. If the Swedish company uses Pleo, the European spend management platform, for the same purpose, the corresponding integration is covered in monday.com and Pleo. You can find more integrations under all integrations.
Straviont builds the integration
We are an official monday.com partner and certified CRM specialists with monday.com, and we build integrations between monday.com and finance tools in Make and against vendors' APIs. We start with the process: how purchases should be linked to projects, what should come along and who acts on exceptions. Only then is the flow built, with logging and error handling, and we manage it as your business changes.
Frequently asked questions
Can monday.com be connected to Ramp?
Yes. There is no built-in integration in monday.com and no ready-made app in Make or Zapier, but Ramp has an open API. The integration is built against the API in Make or as custom code, and can create cost lines on the right project in monday.com, total them against budget and create tasks on exceptions.
Can card purchases in Ramp land automatically on the right project in monday.com?
Yes. Every purchase coded with a project in Ramp can become a cost line on the matching project in monday.com, with amount, supplier, date and buyer. If there is no match, the integration can create a task instead of guessing.
Does the integration replace Ramp's sync to the accounting system?
No. Ramp syncs to the finance system itself, and that sync should stay. The integration to monday.com is for project tracking and rebilling, not for accounting.
Can monday.com send anything back to Ramp?
Ramp's API allows some details to be updated, for example custom fields on transactions. In practice, most integrations are built in one direction, from Ramp to monday.com, since that is where project tracking happens.
Does it matter that Ramp is missing from Make and Zapier?
Not for what the integration can do, but for how it is built. Instead of ready-made modules, the calls are built against Ramp's API, which requires more knowledge of the API but gives full control over what is retrieved and when.
What do we need in Ramp to connect the systems?
A Ramp account where an admin enables developer access and creates an application, plus custom fields or categories in Ramp that correspond to your projects.
Next steps
Start by describing how a card purchase should find its way to the right project: who codes it, what should come along and who acts when something is missing. From there, building it goes quickly. If you want help, you can book a free mapping session and we will go through it together.