Employee mailbox integration overview

Overview

Connect your work email account — Gmail or Outlook — to Ramp to automatically capture and attach email receipts to your Ramp card transactions. Once connected, you no longer need to forward emails, upload files, or take photos of receipts from your mailbox. See our security brief here.

The employee inbox connection is different from the company-wide email integration set up by your finance team. As long as your finance team has allowed employee mailbox access, you can directly set up Ramp to automatically pull receipts from your work Gmail or Outlook inbox and disconnect at any time. Your finance team can disable this feature across the business.

What the integration does

When connected, Ramp:

• Scans your work email inbox (Gmail or Outlook) for receipt-like emails (order confirmations, purchase receipts, booking confirmations)
• Matches receipts to your Ramp card transactions
• Automatically attaches the matched receipt to the transaction

Ramp has read-only access, which means it cannot send, delete, or modify emails. If you have multiple work inboxes, you may connect all of them.

If your admin has already enabled the company-wide email integration, your inbox may already be connected (check in Personal Settings). Admins may also disable this feature, which means you won't see an option to connect in your settings.

How to connect

1. Go to Email connections in your Ramp settings
2. Select Connect inbox, then choose Connect with Gmail or Connect with Outlook
3. Sign in to your email provider and grant read-only access

Ramp will begin scanning for receipts and will look back approximately 7 days upon first connection.

How receipt matching works

Ramp:

1. Detects receipt emails
2. Extracts receipt details
3. Matches based on merchant, amount, and date
4. Automatically attaches the receipt

You’ll receive a notification the first time a receipt is successfully matched. After that, notifications are only sent if action is needed.

Priority rules:

• Merchant integrations (e.g., Amazon Business, Lyft) take priority
• Manually uploaded receipts override email matches
• If both company-wide and personal integrations are active, Ramp deduplicates receipts

Security and data access

Ramp can:

• Read subject lines and, when necessary, email bodies and attachments to identify receipts
• Store receipt data matched to transactions

Ramp cannot:

• Send, delete, or edit emails
• Access or store non-receipt emails
• Share your email data with other users or admins

All data is encrypted and handled in compliance with SOC 2 Type II standards. See the Email Integration Security Brief for more details.

You may see a disclosure for experimental features when connecting. You can opt out or disconnect at any time.

How to disconnect

1. Go to app.ramp.com
2. Click on your User icon in the upper right-hand corner, then Connectors
3. Click the Email Integration> Disconnect
4. Confirm

Previously attached receipts will remain on transactions. Disconnecting in Ramp fully removes Ramp's access. For Gmail, you can also revoke access at myaccount.google.com/permissions; for Outlook, revoke access from the Microsoft My Apps portal.

How to disable employee mailbox access (for Admins)

1. From Company > Integrations, open your Gmail or Outlook integration
2. Select the Individual Inboxes tab
3. Toggle off Allow employee mailbox access

Disabling this removes existing individual employee inbox connections. If a company-wide Gmail or Outlook integration is set up, it continues capturing receipts; if none is active, receipts from those inboxes will then need to be forwarded or uploaded manually. To keep individual access on but exclude specific people, use the per-employee exclusions on the same Individual Inboxes tab.

Frequently asked questions

Is this different from the company-wide email integration?

Yes. The company-wide integration applies to the whole organization. The personal connection applies only to your inbox. Both can run simultaneously.

Will my admin know I connected my inbox?

Not within Ramp. However, IT Admins can still see third-party app connections in Google Workspace or Microsoft 365. See Employee mailbox integration: What Admins can see.

What if a receipt doesn’t match?

It won’t be attached. You can upload it manually.

Does this work with Outlook?

Yes. You can connect either a Gmail or Outlook inbox using the steps above. An Admin can also set up the company-wide Outlook integration.