1. What it does
- Card spend on jobs. JobFlex adds a “JobFlex job” field to your Ramp with your open jobs as its choices. When a tech swipes and picks the job, the purchase lands on that job's expenses in JobFlex, with the receipt and the cardholder's name.
- A text when the job is missing. If a swipe comes in with no job, the tech gets a text from your company's line asking which job. Their reply books it.
- Splits and refunds. One receipt for two jobs becomes one expense per job. Refunds come back as negative lines, and an amount that changes when a charge clears is corrected on the job.
- Vendor bills. Create a bill in Ramp from JobFlex, coded to the job with the invoice attached. When Ramp pays it, the payment is on the job.
- Crew cards. Give a crew member a Ramp card with a monthly limit, and freeze or unfreeze cards, without leaving JobFlex.
Your accounting export stays on Ramp's side, so nothing is entered twice.
2. Before you start
- A Ramp business account, and you are an admin in it. No Ramp yet? Open an account at ramp.com.
- You are an owner or manager in your JobFlex workspace.
- For texts to techs: each crew member's mobile number in JobFlex, and the same email or mobile number on their Ramp profile, so JobFlex can tell who swiped.
- For vendor bills: a bank account set up under Bill Pay in Ramp.
3. Connect Ramp
- In JobFlex, open Settings → Integrations / Payments → Ramp cards.
- Click Connect Ramp.
- Sign in to Ramp if asked. Pick the business entity to connect, review what JobFlex will be allowed to do, and click Allow.
- You are back in JobFlex and the card says Connected, with your Ramp business's name.
Right away, JobFlex adds the “JobFlex job” field to your Ramp and brings in the last 30 days of card spend. From then on it reads new swipes the moment Ramp sends them, with a check every hour as a safety net. Sync now reads them right away.
If your Ramp is already connected to an accounting system such as QuickBooks, Ramp shows a yellow warning aboutaccounting:write. JobFlex uses it only for the “JobFlex job” field and its options; it does not change your accounting provider or its sync.
4. Day to day
Swipes and receipts
The tech buys with their Ramp card and picks the job in Ramp (and adds the receipt photo). The purchase appears on that job's expenses, approved, and your activity trail reads like “Ramp card: $212.40 at Home Depot on Smith roof — Mike”. Choose Stock / warehouse for materials that are not for a job yet.
When the job is missing
The tech gets a text like:
Your Company: $212.40 at Home Depot on the Ramp card — which job? Reply 1 Smith roof · 2 Lopez deck · S stock. Or the job's name.
They reply with the number, S for stock, the job's name, or none to leave it for the office. Up to six jobs are listed. Until it is answered, the swipe waits in Financials → Expenses → Card spend · Ramp, where the office can use Pick a job… or Split….
Vendor bills
- Go to Financials → Expenses → Vendor bills · Ramp → Pay a vendor bill.
- Pick the vendor, or New vendor… with their name and email (Ramp asks them for bank details).
- Enter the invoice number, amount, dates, the job (or Stock / warehouse, or the company), and attach the invoice. Ramp accepts invoices as PDF, up to 10 MB.
By default the bill goes to Ramp's inbox and someone approves it there before anything is paid. With the switch Bills from JobFlex are approved — Ramp pays them, it goes in approved and Ramp pays it on the due date. Where it stands shows each bill's status, and Open in Ramp takes you to it.
Crew cards
On the Ramp cards page, Give a card: pick the person (or someone else, with their email), set a monthly limit from $50 to $100,000 and an optional per-purchase limit, and the shipping address. Ramp invites them by email if they are not in your Ramp yet, creates a “JobFlex · name” limit, and ships a physical card. Freeze or unfreeze any card from the same list.
Switches
- Ramp asks the job on every swipe (on when you connect): makes the JobFlex job field required in Ramp, so the tech picks it in Ramp's own prompt.
- Text the tech when a swipe has no job: sends the text above from your company's line.
- Bills from JobFlex are approved — Ramp pays them: off sends bills to Ramp's inbox for approval; on sends them approved.
5. Disconnect
On the Ramp cards page, click Disconnect. JobFlex removes its webhook from your Ramp, revokes its access, and deletes the stored connection. Expenses already on jobs stay; new swipes stop arriving. You can also remove JobFlex from your integration settings in Ramp.
6. What JobFlex is allowed to do
JobFlex asks Ramp for these permissions only. It never sees full card numbers.
| Permission | What JobFlex uses it for |
|---|---|
business:read | Read your Ramp business's name to show which one is connected. |
users:read | Match Ramp cardholders to your crew, so the right person is texted. |
users:write | Invite a crew member to Ramp when you give them a card. |
transactions:read | Read card swipes (the moment they happen, and every hour) to book them on jobs. |
transactions:write | Write the job and line-item splits back onto the swipe in Ramp. |
receipts:read | Copy the receipt into the job's expense in JobFlex. |
accounting:read | Read the "JobFlex job" field and its options. |
accounting:write | Create the "JobFlex job" field and keep its options equal to your open jobs. Nothing else in your accounting setup is touched. |
memos:write | Write the job and the tech's answer into the swipe's memo. |
entities:read | Find the business entity and bank account that pays your bills. |
vendors:read | List your vendors when you pay a bill. |
vendors:write | Add a new vendor when you pay someone who is not in Ramp yet. |
bills:read | Follow a bill until it is paid, then book it on the job. |
bills:write | Create the bill in Ramp, coded to the job, with the invoice attached. |
cards:read | List your Ramp cards in JobFlex. |
cards:write | Order a physical card for a crew member; freeze and unfreeze cards. |
funds:write | Create the crew member's spend limit ("JobFlex · name") with the monthly and per-purchase limits you set. |
7. Questions and fixes
Ramp says “An admin must connect this app”
Only a Ramp admin can connect JobFlex. Ask your Ramp admin to click Connect Ramp, or to make you an admin.
“Ramp was not connected”
- Access was declined: Cancel was clicked on Ramp's screen. Nothing changed; click Connect Ramp again.
- The sign-in took too long or was opened from another tab: start again from the Ramp cards page, in the same tab.
- Ramp did not complete the authorization: try again in a minute. If it keeps failing, write to us.
The card says “Live updates waiting for Ramp to verify”
Ramp has not confirmed JobFlex's live-update link yet. Swipes still arrive with the hourly check, and Sync now reads them right away.
The card says “Ramp needs attention”
Usually Ramp stopped renewing JobFlex's access (for example, it was removed in Ramp). Click Disconnect, then Connect Ramp again.
A swipe is missing
Click Sync now. On first connect JobFlex reads the last 30 days; older swipes are not imported.
The tech did not get a text
Check that the text switch is on, that the crew member has a mobile number in JobFlex, and that their Ramp profile has the same email or mobile number.
“Ramp has no bill-pay bank account on this business yet”
Add a bank account under Bill Pay in Ramp, or turn off the approved-bills switch so bills go to Ramp's inbox.
Does this change my QuickBooks or other accounting sync?
No. JobFlex only adds and maintains the “JobFlex job” field. Your accounting export stays on Ramp's side.
8. Help
Write to support@jobflex.app with your company name and what you see on the Ramp cards page. How we protect your data: Security.