Forward contract documents by email
Overview
Important: [email protected] is the universal address for contracts and renewal documents, not your business's unique @ap.ramp.com Bill Pay invoice address; invoices sent to [email protected] won't reach Bill Pay. To forward invoices, use Bill Pay AP email forwarding.
Email your contract documents to [email protected] (the same address for every business) to have Ramp process them for import into Contracts & renewals. Each email can create at most one contract, so all attachments in an email must belong to the same contract.
Ramp reviews the attachments, extracts contract details, and matches a vendor when possible. Ramp creates a contract when the documents can be imported and replies by email with the outcome and any next steps.
Your Ramp role must be able to create vendor contracts. If the forwarding option is unavailable, ask your Ramp Admin to confirm that your business has opted in to the feature and that your role has this permission.
Prepare contract documents for email forwarding
Send the email from the address associated with your active Ramp account. Ramp cannot process a contract sent from an email address that is not associated with an eligible Ramp user.
Each email can create at most one contract. Attach up to 10 PDF, Word, JPEG, PNG, or WebP documents that all belong to the same contract. For example, you can attach a master services agreement and its related order form in one email. To add documents for different contracts, send a separate email for each contract or use bulk contract upload.
When forwarding an existing email thread, confirm that every document you want Ramp to review is attached to the forwarded email. Email providers may not automatically include attachments from earlier messages in the thread.
Forward contract documents to Ramp
Open Contracts & renewals and follow these steps:
- Select New contract.
- Select Forward to [email protected] to open a new email, or select Copy email to copy the address.
- Attach the documents for one contract.
- Send the email.
Ramp processes the email and sends a reply when it finishes. You do not need to keep Contracts & renewals open while the documents are processing.
Review the email forwarding result
Ramp sends one reply explaining the result and the next step. Use the link in the reply to review the imported contract, complete missing information, open an existing duplicate, or choose another upload method.
| Result | What it means | What to do |
|---|---|---|
| Contract imported | Ramp created the contract and matched a vendor. | Select View contract in the reply. Confirm the extracted details and add any missing information. |
| Vendor or contract information missing | Ramp created a contract that needs more information. | Select Review contract in the reply. Choose or create the vendor and complete the missing fields. |
| Duplicate contract or file | The contract already exists in Ramp, or the same file is already attached to a contract. | Open the existing contract from the reply instead of sending the file again. |
| No contract imported | Ramp could not use the email to create a contract. | Follow the reason and next step in the reply. See Resolve an email that did not import a contract for common causes. |
Resolve an email that did not import a contract
Ramp does not create a contract when the email has no usable contract document, contains documents for different contracts, duplicates an existing contract, or cannot create a contract within your vendor access.
- No documents found: Attach a supported contract document and send a new email.
- More than 10 attachments: Send a new email with no more than 10 attachments.
- No contract found: Confirm that the attachment is a contract document and resend it. Decorative images, such as small email-signature images, do not count as contract documents.
- Multiple contracts found: Send the documents for each contract in a separate email, or use bulk contract upload.
- Vendor access unavailable: Ask a Ramp Admin to confirm that you can access the contract's vendor, or ask another user who can create contracts for that vendor to forward it.
- Processing failed: Send the email again. If it fails again, use bulk contract upload.
Replies from Ramp come from a no-reply address. To retry an import, send a new email to [email protected] with the corrected attachments.