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Ramp + NetSuite is one of the most common combinations Owlery shippers use to pay carriers. Owlery handles the freight side (approving carrier invoices), Ramp handles the money movement (approving and paying bills), and NetSuite stays the system of record for accounting. The diagram below is the shared picture of the pipeline. Beneath it, “What this means for your accounting team” and “What this means for your IT team” describe the same flow from each team’s perspective.

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The flow at a glance

Owlery
Approved invoice
Carrier invoice approved and sent to accounting.
Owlery creates the draft bill
↓
Ramp
1 · Draft Bill→2 · Approved Bill→3 · Payment on bill
Ramp’s native NetSuite sync
↓
NetSuite
Vendor Bill — Phase 1 BILL_SYNC
Bill Payment — Phase 2 BILL_PAYMENT_SYNC, applied to the Vendor Bill
↩️ Back to Owlery: Ramp’s bill.paid webhook marks the original invoice paid.
Who does what. Owlery creates the Ramp draft bill; a person in Ramp approves and pays it. The Vendor Bill and Bill Payment in NetSuite are written by Ramp’s own native NetSuite accounting sync (BILL_SYNC / BILL_PAYMENT_SYNC) — Owlery never writes to NetSuite directly. The only thing that comes back to Owlery is the bill.paid webhook, which marks the invoice paid.

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Subsidiaries When Using Ramp with NetSuite

If you use multiple subsidiaries, share the matching NetSuite subsidiary, Owlery organization, and Ramp entity for each company with your Owlery team. Owlery configures the mappings on our side; your Ramp administrator confirms the corresponding entity and subsidiary setup in your Ramp–NetSuite connection. The company should stay consistent throughout the flow: NetSuite subsidiary → Owlery organization → Ramp entity → NetSuite subsidiary For example, a Hallpass invoice in Owlery should create a bill under the Hallpass entity in Ramp and reach the Hallpass subsidiary in NetSuite. Sharing a connection with a parent company does not mean every bill should be booked to that parent.

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Confirm the Mappings Before Going Live

1

Confirm Each Company's Organization and Entity

Give your Owlery team the company list and confirm which Owlery organization and Ramp entity belong together. Owlery configures one Ramp entity per invoice organization. If you also import NetSuite orders, Owlery configures the NetSuite subsidiary routing separately.
2

Confirm Ramp's NetSuite Setup

Ask your Ramp administrator to verify the entity-to-subsidiary association and bill sync settings in Ramp. Connecting both systems to Owlery does not configure Ramp’s own NetSuite connection.
3

Verify a Bill for Each Subsidiary

Coordinate a sample invoice with your Owlery team. Check its organization in Owlery, the resulting bill’s entity in Ramp, and its subsidiary after your normal Ramp–NetSuite sync. Confirm all three represent the same company before rolling out the remaining bills.
Without a matching NetSuite subsidiary mapping, imported orders default to the organization that owns the NetSuite connection. Without a matching Ramp entity mapping, Owlery sends the bill without an explicit entity. If one Owlery organization maps to multiple different Ramp entities, Owlery blocks that bill’s sync. Ask your Owlery team to resolve missing or conflicting mappings before relying on subsidiary routing.

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What happens, step by step

1

Owlery approves the carrier invoice

Once a carrier invoice is approved in Owlery (manually or by your auto-decision rules), Owlery sends it to Ramp as a draft bill. The bill is pre-filled with the carrier (vendor), invoice number, amount, currency, issue date, and due date. The line items and load numbers travel across as memos so your AP team has context.
2

Your team reviews and approves the bill in Ramp

The draft lands in Ramp as a bill awaiting approval. Nothing is paid yet — this is your control point. Whoever owns AP approves the bill in Ramp exactly as they would any other bill.
3

Ramp pays the carrier

After approval, Ramp processes the payment (ACH, card, check, etc.). The payment details are attached to the bill in Ramp.
4

NetSuite gets the Vendor Bill and the payment

Ramp’s built-in NetSuite sync posts the record to NetSuite in two phases:
  • Phase 1 — the Vendor Bill. When the bill is approved/synced, Ramp creates a matching Vendor Bill in NetSuite.
  • Phase 2 — the payment. When the bill is paid, Ramp creates a Bill Payment in NetSuite and applies it against that Vendor Bill.
The result in NetSuite looks exactly like a normally entered and paid vendor bill.
5

Owlery marks the invoice paid

When Ramp reports the bill as paid, Owlery updates the original invoice to paid, so your freight records and your accounting records stay in agreement — no manual reconciliation.

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What you’ll see where

Approval always lives in Ramp. Owlery only creates a draft — money never moves until a person approves the bill in Ramp. This keeps your existing AP controls and approval chains intact.