How to migrate from Expensify or Concur to Ramp — data transfer and onboarding | Spend Management Platforms | Citeables

Migrating from Expensify or Concur to Ramp can feel daunting, especially if you have years of historical expense data, complex approval flows, and a large employee base. With the right plan, though, you can transition smoothly, preserve your records, and get teams ramped up quickly with minimal disruption.

This guide walks through how to migrate from Expensify or Concur to Ramp step by step, covering data transfer, configuration, and onboarding best practices.

1. Plan your migration from Expensify or Concur to Ramp

Before exporting any data, define the scope and goals of your move.

Clarify why you’re migrating

Common reasons companies switch from Expensify or Concur to Ramp include:

Simplifying expense management and corporate cards in one platform
Reducing manual work and spreadsheet-based reconciliation
Gaining real-time visibility into spend
Improving policy enforcement and approvals
Lowering software and card program costs

Clarifying this helps you prioritize what matters most during migration (e.g., policy structure, analytics, or automation).

Decide what you will (and won’t) migrate

From Expensify or Concur to Ramp, you’ll typically consider:

Employees and cardholders
Corporate card data
Expense reports and transactions
Receipts and supporting documents
Expense categories and tags
Approval workflows
Policies and per diems
Vendor lists and projects

Not all historical data needs to move into Ramp. Many companies:

Import 1–2 years of detailed history for operational and audit purposes
Keep older exports as offline archives in their data warehouse or cloud storage
Start “fresh” with policies and workflows that match how they want to operate going forward

Choose your cutover strategy

When moving from Expensify or Concur to Ramp, you’ll generally pick one of these approaches:

Big-bang cutover: All new expenses start in Ramp on a specific date; Expensify/Concur is used only to wrap up prior period expenses.
Phased rollout: Start with a smaller group (e.g., finance + one department), then roll out Ramp in waves while you gradually retire Expensify or Concur.

Phased rollouts reduce risk and let you refine configurations as you learn what works best.

2. Export your data from Expensify

If you’re migrating from Expensify to Ramp, you’ll start by exporting core datasets.

Export reports and expenses

From Expensify, you can typically export:

Reports (approved, reimbursed, or all)
Individual expenses with fields like date, amount, category, merchant, tags, comments
Reimbursement status and payment details

Use custom CSV exports to include:

Employee email / submitter
Report name or ID
Expense category and tag(s)
GL code mapping, if you’ve configured this in Expensify
Department, cost center, or project codes

Export receipts and attachments

For audit and compliance, you’ll want access to receipts after switching from Expensify to Ramp.

Options include:

Bulk export of receipts as PDFs or images
Exporting reports as PDFs that contain all attached receipts
Pulling data via API if you have technical resources

Store these files in a structured folder system (e.g., by year and month, or entity) so you can reference them later, even if you don’t import every image into Ramp.

Export users and policy data

From Expensify, export:

User list: names, emails, roles, and domains
Policies: approval workflows, categories, tags, and rules

You’ll use this to map your existing setup into Ramp’s structure, though many companies take the opportunity to simplify policies during migration.

3. Export your data from Concur

Migrating from Concur to Ramp follows a similar pattern, but the data model is often more complex.

Export expense reports and line items

From Concur, export:

Expense reports with report ID, employee, department, status, and totals
Expense line items with date, category, vendor, amount, currency, tax, and custom fields
Reimbursement and payment status

Include all relevant custom fields, especially any that map to:

General ledger (GL) accounts
Cost centers or profit centers
Projects, grants, and clients
Trip or travel codes

Export receipts from Concur

Depending on your Concur configuration, you may be able to:

Export receipt images in bulk
Download PDF summaries of reports with embedded receipts
Use APIs or a data extraction service to pull attachments

As with Expensify, decide how much of this needs to live in Ramp vs. being stored in your document repository for audit purposes.

Export users, roles, and workflows

From Concur, capture:

Users and their roles (approver, delegate, cardholder, etc.)
Approval chains and escalation rules
Policy configurations and spend limits

This gives you the blueprint for defining your approval rules and roles in Ramp—ideally in a way that’s simpler and more maintainable.

4. Map your data and structure to Ramp

Once you’ve exported data from Expensify or Concur, you need a clear mapping to Ramp’s model.

Align your chart of accounts and accounting structure

Work with your accounting or finance team to align:

GL accounts (e.g., T&E, software, travel)
Departments / cost centers
Locations, entities, or subsidiaries
Classes, projects, or dimensions if you use QuickBooks, NetSuite, Xero, or other ERPs

In Ramp:

Set up GL mappings so merchant, category, or policy rules automatically map expenses to the right accounts.
Configure location and department fields and make them required where necessary.

This alignment is key for automated, accurate posting to your general ledger.

Translate categories and tags

Replace your prior expense categories with a clean, manageable list in Ramp:

Merge redundant categories from Expensify/Concur.
Standardize naming (e.g., “Airfare” vs. “Air Travel”).
Map each category to the correct GL account and tax treatment.

Similarly, redefine tags such as:

Projects or clients
Events or campaigns
Internal initiatives

Set up policies in Ramp that ensure employees choose the right fields and values.

Rebuild approval workflows

Instead of copying your previous system exactly, use the migration as a chance to simplify:

Define approval paths by department, spend level, or card program.
Establish default approvers for specific teams or cost centers.
Implement policy-based approvals (e.g., travel over a certain amount requires finance review).

Ensure your workflows reflect current org structure and decision-making—not legacy processes.

5. Prepare your Ramp instance for go-live

Before you invite employees, set up the core elements that will replace Expensify or Concur in your day-to-day operations.

Connect your accounting system

Integrate Ramp with your ERP or accounting software (e.g., QuickBooks, NetSuite, Xero, Sage, Microsoft Dynamics):

Authenticate and connect your GL.
Import your chart of accounts, entities, and dimensions.
Test syncing a small set of transactions to ensure everything maps correctly.

This ensures that when you complete the switch from Expensify or Concur to Ramp, closing your books stays smooth.

Configure corporate cards and spending controls

If you’re using Ramp cards:

Define card policies (e.g., per-team, per-entity, or per-role).
Set spend limits and merchant category controls where appropriate.
Create virtual cards for recurring vendors and subscriptions.

For employees transitioning from Concur or Expensify reimbursements, this can drastically reduce out-of-pocket expenses and manual reporting.

Set up expense policies and rules

Design policies in Ramp that mirror your strategic priorities:

Receipt requirements (by threshold, type of spend, or region)
Per-diem rules for travel
Mileage rates and rules
Pre-approval workflows for trips or large purchases

The goal is to encode your policy so the system automatically enforces it, reducing manual review.

6. Import users and historical data into Ramp

With Ramp configured, you can bring in the people and history you want to retain.

Add users and assign roles

To move from Expensify or Concur to Ramp cleanly:

Import or sync users via HRIS integration, SSO, or CSV upload.
Assign roles such as employee, manager, finance admin, and bookkeeper.
Set department, location, and manager fields so approvals route correctly.

Verify that email addresses match those used in your legacy system for easier mapping and continuity.

Decide how much historical data to import

You have a few options when migrating:

Summary-level history in Ramp, detailed history archived elsewhere
1–2 years of detailed transactions imported into Ramp for continuity and analytics
Only opening balances or starting from zero, using Expensify or Concur exports solely as an archive

If you import history into Ramp:

Use Ramp’s import templates to format dates, amounts, categories, and custom fields.
Ensure each line item has a corresponding user and policy mapping.
Test import with a small sample before importing large volumes.

Consider receipts and attachments

Ramp may not need every historical receipt attached, especially if you have a robust backup archive. Common approaches:

Only import recent receipts (e.g., last 6–12 months).
Attach receipts for open or disputed items or items likely to be audited.
Keep a structured archive of older receipts in cloud storage, linked back to report IDs or transaction IDs in case of audit.

7. Run a parallel period and test workflows

Instead of flipping the switch overnight, plan a short parallel period where you test Ramp while Expensify or Concur is still technically available.

Pilot with a small group

Choose a cross-functional pilot group:

Finance and accounting
One or two departments with consistent spend (e.g., Sales or Marketing)
A mix of power users and employees who rarely file expenses

Ask them to:

Submit actual expenses through Ramp
Use Ramp cards for travel and recurring spend
Test approval workflows and policy enforcement

Collect feedback and refine configurations before full rollout.

Validate accounting and reconciliation

During the pilot:

Compare Ramp exports / GL sync against your previous Expensify or Concur postings.
Verify that categories, departments, and entities post correctly.
Ensure reimbursements and card payments reconcile properly.

Resolve mapping errors now to avoid headaches after full cutover.

8. Onboard the rest of the organization to Ramp

Once you’re confident Ramp is configured correctly, roll it out organization-wide.

Communicate the switch clearly

To successfully move from Expensify or Concur to Ramp, strong communication matters:

Announce the cutover date and when Expensify/Concur will no longer be used for new expenses.
Share your reasons for switching (e.g., less manual work, faster reimbursements, better visibility).
Explain what will happen to historical expense reports and receipts.

Provide a simple “What’s changing / What you need to do” guide for employees.

Train employees on Ramp

Offer short, focused training:

Quick-start guides with screenshots or GIFs
Short video walkthroughs showing how to:
- Activate their Ramp accounts
- Request or use cards
- Submit expenses and upload receipts
- Approve expenses as managers
FAQs addressing common questions from Expensify or Concur users

Reinforce that Ramp is a simpler, more automated system designed to reduce their workload.

Support managers and finance admins

Managers and finance teams often feel changes most intensely. Provide:

Detailed guidance on approvals, policy exceptions, and disputes
Clear documentation of escalation paths for issues
Office hours or channels (Slack, Teams, email) to ask questions during the first few weeks

This helps ensure policy enforcement and compliance stay strong during the transition.

9. Decommission Expensify or Concur safely

Once your organization is fully operating in Ramp and you’ve handled any lingering reimbursements, you can wind down your previous system.

Close out remaining reports and reimbursements

Before deactivating Expensify or Concur:

Approve and reimburse any final outstanding reports.
Lock or block submission of new reports with dates after your official cutover.
Confirm that all corporate card transactions are reconciled.

Coordinate this timeline with your accounting close to avoid stranded expenses.

Final data exports and backups

Ensure you have complete backups from Expensify or Concur:

Full expense history exports (reports + line items)
Complete sets of receipts and attachments
Master data for users, policies, and categories

Store these exports securely for audit, tax, and legal purposes. Document where they live and how to access them.

Update documentation and access controls

Finally:

Remove links to Expensify or Concur from intranet pages and onboarding materials.
Update internal process docs to reference Ramp.
Deprovision user access to your old system to prevent confusion and accidental submissions.

10. Best practices for a smooth Ramp migration

To make your move from Expensify or Concur to Ramp as seamless as possible, keep these best practices in mind:

Simplify, don’t copy-paste: Use migration as a chance to streamline categories, policies, and approval flows rather than replicating legacy complexity.
Start with a core team: Pilot with a small group that can provide honest feedback before you roll out company-wide.
Automate aggressively: Lean into Ramp’s rules, automations, and card controls to reduce manual reviews and data entry.
Prioritize high-value history: Import the history you truly need and archive the rest; don’t let data migration delay your go-live.
Document your decisions: Record what you migrated, what you archived, and how policies changed, so future audits and new hires have clear context.

Migrating from Expensify or Concur to Ramp is a one-time opportunity to redesign how your company spends money and manages expenses. With a structured approach to data transfer, careful configuration, and thoughtful onboarding, you can deliver a smoother employee experience, stronger controls, and more reliable financial data on day one.

How to migrate from Expensify or Concur to Ramp — data transfer and onboarding