Create and send Receivables invoices

Overview

Early Access. Available to eligible businesses — open Receivables to check access and enable it.

Create an invoice manually or let the Intake agent turn an uploaded or forwarded document into a draft. Review every draft before you finalize or send it.

Complete onboarding before creating an invoice.

This article covers both intake paths, invoice review, delivery, and customer payment options.

Create an invoice manually

Open Invoices, select New invoice, then select Create new invoice manually.

Selecting a customer creates the draft. Complete the fields that apply, including Invoice #, PO number, payment terms, invoice and due dates, payment methods, line items, Memo, and Footer message. Ramp prevents you from continuing if the invoice number is already in use.

Select Save to keep the draft or continue to review it. You can delete a draft, but Delete draft? warns that the action cannot be undone.

Create drafts with the Intake agent

From New invoice, choose one of these intake methods:

• Upload or drop POs here: Upload PDF, JPEG, JPG, or PNG files. You can upload up to 10 files at once, and each file can be up to 10 MB. Ramp shows Processing invoice while it creates a draft.
• Forward emails to Ramp: Send invoices, POs, contracts, spreadsheets, or customer emails to the forwarding address shown in Ramp. Email attachments can be PDF, PNG, JPEG, JPG, GIF, WEBP, CSV, XLS, XLSX, DOC, or DOCX files. Ramp processes the message into an invoice draft. If no address is available, Ramp shows Email address not configured.

Spreadsheets are supported only through Forward emails to Ramp. The Upload or drop POs here uploader accepts only PDF, JPEG, JPG, and PNG files.

Processing drafts cannot be edited until processing finishes. Open the completed draft and verify the customer, dates, amounts, line items, terms, payment methods, recipients, and customer-facing text before sending it.

Review and send an invoice

Continue from the draft to Review invoice. Choose one delivery option:

• Now: Send the invoice after review.
• Schedule for later: Select a future date and an on-the-hour time in your local time zone.
• Finalize but don't send: Create the invoice without sending an email.

For an emailed invoice, add a Primary recipient and optional CC recipients. If the customer has no contact, Ramp shows Customer must have a contact. If no payment method is configured, Ramp shows At least one payment method must be set before sending an invoice and links to Settings.

Select Create and send, Schedule, or Create invoice, depending on the delivery option. A scheduled invoice shows Invoice send scheduled.

Add invoice documents

During invoice review, use Any additional documents to add? to upload supporting documents. You can add up to 10 attachments at a time, download an attachment, or remove one before sending.

Ramp shows Upload up to 10 attachments at a time when the selection is too large. If an upload cannot be completed, Ramp shows Could not upload attachments.

Manage an open invoice

Open an invoice from Invoices. Depending on its status, you can resend it, pause or enable reminder emails, void an unpaid invoice, or record a payment.

Invoices imported from QuickBooks Online cannot be resent from Ramp. Ramp labels them Invoice imported from QuickBooks Online and may provide View PDF in QuickBooks instead. For import and sync troubleshooting, see QuickBooks Online sync.

Configure invoice payment methods

Open Invoices, select the ... overflow menu, then select Settings and Payments to enable default methods. New invoices start with the enabled business methods. On an invoice, use Customers can pay via to override the methods for that invoice.

ACH credit prints the selected bank account and routing details in invoice communications. Check prints the configured mailing address. Card and ACH debit require a connected Stripe account and use a Stripe payment link. Ramp does not provide saved customer payment methods or automatic charges.

If Stripe uses manual payouts, Ramp shows Turn on automatic payouts in Stripe because manual payouts prevent accurate payout accounting. Manage the payout schedule in Stripe. Ramp can display Stripe fees in payout details, but fee rates and timing are controlled by Stripe.

Frequently asked questions

How many drafts does the Intake agent create?

Bulk upload creates one draft per uploaded file. Email forwarding creates or updates one draft for an email thread. Current intake behavior does not split one spreadsheet into a separate draft for each row.

After intake finishes, the invoice table labels the draft Created by AI intake agent. Review the draft before sending it. For forwarded email, the agent also replies with a summary of what it created or why it needs more information.

How does the Intake agent choose customers, products, and terms?

The Intake agent searches existing customers and products first. It creates a new record only when no viable match exists and record creation is enabled. Existing product pricing is used unless the source document provides another price. Payment terms are matched to the options configured for the business.

Keep customer names, product records, prices, and payment terms current so the agent has reliable records to match.

How do I give the Intake agent business-specific instructions?

Open Invoices, select the ... overflow menu, then select Settings and Policy. Add rules to Intake policy for how your business prepares invoice drafts. The agent treats this policy as authoritative when processing intake.