Automate receipts and expense requirements

Overview

Ramp can collect receipts, draft memos, and fill accounting fields. Receipt sources give Ramp more context for expense automation, but memo and accounting automation also depend on the merchant, transaction details, prior coding history, policy settings, and whether Ramp can apply a high-confidence suggestion.

If the receipt itself is missing, check receipt capture first. A receipt gives Ramp the merchant, amount, date, purchased items, and other useful context, but it does not guarantee memo or accounting automation. Those fields also depend on the merchant, transaction, prior coding, company policy, and whether Ramp has a high-confidence value to apply.

You can turn on several receipt sources. Others require your Admin. Start with yours, then send the request below.

Turn on your receipt sources

• Gmail connection: Open My connections and connect your work Gmail inbox if the option is available. Ramp finds eligible receipt emails and matches them to your Ramp Card transactions.
• Automatic receipt forwarding: Set up automatic forwarding to Ramp when a merchant is not covered by direct auto-capture.
• Ramp Chrome extension: Install Ramp for Chrome to capture a receipt at checkout. Your Admin can also deploy the extension for your company.
• iPhone receipt matching: On a supported iPhone, enable Find receipts in my photo library. Ramp finds likely matches locally; you review the match and tap Attach instead of searching for and uploading the photo.
• Merchant receipt collection: From My connections, connect your account for a supported merchant. Your Admin controls whether this option is available.

Standard auto-capture needs no employee setup, but it covers only supported vendors. If you do not see a Gmail or merchant connection in My connections, your Admin may need to allow it first. Outlook receipt capture is set up company-wide by an Admin.

Ask your Admin

Your Admin controls the receipt sources that apply across the company:

• Company-wide Gmail: A Google Workspace Super Admin can connect Gmail for eligible employee inboxes.
• Company-wide Outlook: An Azure Administrator can connect Outlook for eligible employee inboxes.
• Employee Gmail connections: Admins decide whether employees can connect individual work Gmail inboxes from My connections.
• Auto-capture and e-receipts: Admins control company availability for standard receipt auto-capture and auto-generated receipts.

• Business integrations: Admins connect sources such as Amazon Business, Uber for Business, TravelPerk, and Corporate Traveler or Flight Centre from Receipt and invoice capture.

• Slack: An Admin must connect the Ramp app for Slack before employees can submit receipts there.

Tip: Send this message to your Ramp Admin: "Can you check whether company-wide Gmail or Outlook, receipt auto-capture, and the receipt integrations our team uses are enabled? If individual email connections are allowed, can you confirm whether I should connect my own Gmail from My connections?"

Cover unsupported merchants

Some merchants are not in Ramp's auto-capture registry. Automatic forwarding still gives Ramp a receipt source when the merchant emails you a receipt.

1. Open Profile settings.
2. Under Receipt forwarding, add and verify the email address that receives your receipts.
3. In Gmail, add [email protected] as a forwarding address.
4. Before creating a filter, confirm that the merchant sends its receipt after the Ramp Card charge appears. If the receipt arrives first, wait for the charge and forward the receipt manually instead.
5. For receipts that arrive after the charge, create a Gmail filter for the merchant's billing emails and forward matching messages to Ramp.

For a one-time purchase, wait until the charge appears in Ramp, then forward the receipt directly to [email protected]. You can also send a receipt by SMS, email, the Ramp app, or another supported channel. If Ramp cannot identify the transaction, open Missing items and attach the receipt to the correct transaction.

What Ramp completes

After Ramp receives and attaches a receipt:

• Ramp matches it to the card transaction using details such as the merchant, amount, and date.
• Ramp fills memo and accounting fields when the answer is high confidence or follows an existing rule.
• Ramp continues other expense requirements while a receipt capture job is running.
• Ramp asks you to confirm ambiguous values or provide information that is not on the receipt, such as an attendee or project.

An action-required email means one company-required item is still missing or needs your review. It does not mean the automation is unavailable.

Ramp Card purchases and reimbursements

Use a Ramp Card for business purchases when you can. The card transaction appears in Ramp automatically, which gives receipt capture and expense automation a transaction to work against.

Reimbursements cover out-of-pocket spend that Ramp cannot see as a Ramp Card transaction. You must start the reimbursement by creating a request, forwarding the receipt to [email protected], or choosing the reimbursement option after texting a receipt. See Submitting reimbursements for every submission method.

Worked example

A cardholder has no receipt integrations connected and buys from an unsupported merchant. The merchant emails a receipt to the cardholder's work Gmail.

• The cardholder connects that Gmail inbox from My connections, or verifies the address for receipt forwarding.
• The merchant charges the employee's Ramp Card. The charge appears in Ramp.
• The merchant sends the receipt email. The Gmail connection captures it, or the cardholder forwards it to [email protected].
• Ramp receives the receipt, matches it to the existing card transaction, and attaches it.
• Ramp fills a high-confidence memo and accounting category, or applies the company's existing rules.

With that receipt source in place, the receipt, memo, and accounting chain can complete without the cardholder uploading a file or filling each field by hand. If a policy asks for something the receipt cannot answer, Ramp asks only for that item.