Create and send Receivables invoices

Overview

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.

Use Receivables to invoice your customers. If you are a vendor submitting an invoice to a Ramp customer for payment, use Vendor Portal invoicing only if you're connected to that customer on Vendor Network and they accept vendor-initiated invoices. If you're not connected, ask the customer to connect to your vendor profile. If they don't accept invoices through Ramp, send your invoice to them directly instead.

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.

For NetSuite, enable invoice-number overrides before syncing so your Ramp invoice number carries over. This applies to both OneWorld and Standard; see NetSuite invoice and credit-note numbering. NetSuite invoice line items can include Classification, Department, and Location when those accounting fields are available for the line item.

Select Save draft 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 Invoices, select New invoice, then choose one of these intake methods:

• Upload POs or invoices: 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. The sender must be a Ramp user or an email address in your business's allowed-sender list. To review or update the list, select Invoice inbox allowed senders in Receivables settings. 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.

For NetSuite, voiding an invoice in Ramp deletes its previously synced NetSuite invoice. Review the accounting impact before voiding; see NetSuite void behavior.

To resend an invoice imported from your accounting provider, verify that it is open, email notifications are enabled, it is unpaid or partially paid, and the customer has a contact email. If a Ramp-generated preview is unavailable, Ramp shows Invoice imported from your accounting provider and may provide View in accounting provider. That action opens the accounting provider's record; it is not necessarily a PDF. For import and sync troubleshooting, see QuickBooks Online sync or NetSuite Receivables sync.

If an invoice was settled outside Ramp, check the requirements and irreversible steps for marking it as paid off Ramp before recording another payment.

Configure invoice payment methods

Open Invoices, select the ... overflow menu, then select Settings and Payments to enable default methods. New invoices start with customer-specific payment methods when configured, or the enabled business methods otherwise. 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 requires a connected Stripe account and uses a Stripe payment link. For ACH debit, use Payments settings to connect Stripe or select a connected bank account, depending on the options shown.

Native ACH debit may be available to eligible businesses. First enable ACH debit in Receivables payment settings, then select Automatically debit on due date on the invoice. It is USD-only and requires a customer contact with an email address, an authorized bank account, and an invoice due date at least 10 days after the invoice is opened. Customers authorize a bank account while paying an invoice through the payment portal. Ramp schedules the ACH debit for the invoice due date only when you select this option.

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.