Sage 300 and Ramp integration

What moves between them

Bills and purchase orders from Ramp flow into Sage 300's accounts payable module. After a bill is paid in Ramp, ml-connector reads the transaction and posts a matching AP invoice batch into Sage 300, allocated to the GL account and cost center specified in Ramp. New vendors created in Ramp post into Sage 300's APVendors endpoint so your vendor master stays current. GL accounts and custom dimensions are synced from Ramp into Sage 300 so bills land on valid accounts. The flow is one-way from Ramp to Sage 300 because Sage 300 is the source of truth for accounts payable transactions; write operations are POST operations that create new batches in Sage 300.

How ml-connector handles it

ml-connector stores both credential sets encrypted and uses OAuth 2.0 client credentials to authenticate with Ramp, refreshing the token when it nears expiry (Client Credentials tokens are valid 10 days). On the Sage 300 side it sends HTTP Basic Authentication with every request, using the uppercase username and password provided. Sage 300 API requires a custom HTTP endpoint URL per customer instance, since it runs on-premise with no shared cloud base URL. ml-connector subscribes to Ramp webhooks for bill and transaction events so new spend is caught immediately; for Sage 300, which has no webhooks, it polls the APVendors and GLAccounts endpoints on a schedule tied to your accounting close calendar. Because IIS AppPool timeouts can occur under load (1500+ calls), ml-connector batches requests and spaces them with backoff. Every bill and vendor record carries a full audit trail and can be replayed if a downstream post to Sage 300 fails. Vendor mapping uses Ramp's vendor ID as the unique key so the same vendor in Ramp never duplicates in Sage 300.

A real-world example

A mid-sized professional services firm uses Ramp for corporate cards and bill pay across five offices and Sage 300 for their general ledger and accounts payable. Before the integration, the AP team exported bills from Ramp each week, manually created invoice batches in Sage 300, and reconciled vendor masters across both systems. With Ramp and Sage 300 connected, each bill paid in Ramp automatically posts to Sage 300's AP module allocated to the project or cost center from Ramp, and new vendors are added to the Sage 300 vendor master without a second entry. Month-end close is faster because the AP aging is already synced, and the finance team spends less time chasing differences between the two systems.

What you can do

• •Post bills and purchase orders from Ramp into Sage 300's accounts payable module on a schedule you define.
• •Sync vendors created in Ramp into Sage 300's vendor master to keep APVendors current.
• •Map Ramp GL accounts and cost centers to Sage 300 GL dimensions so bills land on the correct accounts.
• •Authenticate Ramp with OAuth 2.0 Client Credentials and Sage 300 with HTTP Basic Authentication, managing both credential sets encrypted.
• •Use Ramp webhooks for real-time bill events and poll Sage 300 on a schedule, with automatic retries and a complete audit trail on every record.

Questions

Does the integration require any special setup in Sage 300?

Yes. The API user must be created in Sage 300's Administrative Services and assigned to the Web API security group; the built-in Admin user does not have API privileges. IIS must be configured with Anonymous Authentication enabled and Windows Authentication disabled. The full Sage 300 instance URL is required because it is on-premise and has no shared cloud endpoint.

How does ml-connector handle the difference between Ramp webhooks and Sage 300's polling-only model?

ml-connector subscribes to Ramp webhooks for real-time notification of bills, transactions, and payments, so new spend is caught immediately. Sage 300 has no webhooks or change-data-capture, so ml-connector polls the APVendors and GLAccounts endpoints on a schedule you set. IIS AppPool timeouts under heavy load are handled with batching and backoff.

What happens if a bill fails to post into Sage 300?

Every bill and vendor record carries a full audit trail in ml-connector, and the record can be replayed if a downstream post fails. ml-connector logs the Sage 300 HTTP response and will retry on transient errors before surfacing the failure for manual review.