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Case study

Ramp card spend into Penta, every week, coded to current jobs

A Florida industrial contractor turned a week of Ramp spend into Penta import files, and keeps Ramp's job list in step with Penta every 15 minutes.

Value to the client

Cost reduction
250hrs / yr
of keying and coding card spend into Penta
Our estimate
Risk mitigation
15 min
for a new Penta job to reach Ramp; closed jobs drop out, so spend lands on current jobs
By design

Our estimate assumes about 5 hours a week of keying and coding card transactions into Penta by business unit, across 50 weeks.

Josh Mullins

Managing Director

3 min read

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At a glance

Client
Not named
Industry
Industrial contracting
Services

Connected both ways

  • RampCard charges and reimbursements
  • PentaAccounting and job cost

Card spend reaches Penta every week, coded to current jobs

Penta export
Weekly
Import files ready for accounting
Job list refresh
15 min
Ramp's job codes match Penta
Sync
2-way
Spend to Penta, jobs to Ramp
File per business unit
1
Grouped the way accounting posts

Before

Card spend rebuilt by hand, and a job list that drifted

  • Ramp spend had to be reshaped into Penta's import format before accounting could post it.

  • Ramp's job list fell behind Penta, so charges were coded to old or missing jobs.

  • Two older workflows handled parts of it, with little visibility when a run failed.

What we did

A weekly export and a job list that keeps itself current

  1. Match the old output

    Rebuilt both workflows and checked the new files against the old ones, run for run.

  2. Weekly Penta export

    Approved charges and reimbursements are checked, grouped by business unit, and sent as Penta files.

  3. Jobs every 15 minutes

    New Penta jobs are added to Ramp, removed ones hidden, and returning ones restored.

  4. Mark and monitor

    Exported transactions are marked synced in Ramp, and every run reports its result.

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