Bill Pay AP Email Forwarding

Ramp supports multiple methods to upload invoices and create bills in Ramp. One of the fastest way is through the AP forwarding automation. 

Ramp Bill Pay’s AP email forwarding allows customers to forward invoices received from vendors to Ramp and automatically create draft bills for review. 

Overview

• Set up AP email forwarding
  • • Find your Ramp provided AP email address
    • Email auto-forwarding
      • • How to set up email forwarding with Google G Suite
        • How to set up email forwarding with Microsoft 365 / Outlook
• Which emails can forward to the Ramp AP inbox
• How forwarded emails are processed in Ramp
  • • Multiple attachments in a single email
    • Multiple invoice PDFs in a single attachment

Set up AP email forwarding

Find your Ramp provided AP email address

Ramp will automatically create a dedicated AP forwarding email address for your company to send emails and invoices to. The address is <company name>@ap.ramp.com. For example, if your business is called Super Fast Inc, your AP email address would be superfastinc@ap.ramp.com If you have a multi-entity set up on Ramp, there will be a dedicated AP inbox per entity. 

To find your Ramp provided AP email address navigate to the Bill Pay module > New Bill button > Forward invoices to pre-fill drafts section. 

New vendors will not be able to forward invoices directly to your AP inbox by default. However, once you’ve created the vendor in Ramp, invoices forwarded to your AP inbox will be accepted.

Email auto-forwarding

You can choose to either manually forward select emails and invoices to the Ramp AP email address or you can also choose to set-up auto-forwarding from a dedicated email account. Auto-forwarding allows for any email sent to the dedicated email account to be automatically forwarded the Ramp AP email address.

Ramp recommends using the auto-forwarding setup, as not all vendors can directly email the Ramp provided AP email address. More details on which emails will or will not be accepted for AP forwarding can be found below. 

If you are interested in setting automatic forwarding to the Ramp AP email address, follow the steps below based on if you have a Google or Microsoft account

How to set up email forwarding with Google G Suite

If you have google account, follow steps below to automatically 

1. From the email address you will forward emails from, follow the Google instructions for email forwarding 
2. A verification email will be sent to the Ramp provided AP email address (e.g. <your company name>@ap.ramp.com)
3. Contact the Ramp support team by logging into your Ramp account and clicking the “Help” button on the bottom left of the sidebar. Prove the email address you are forwarding emails from and ask them to verify the email on your behalf
4. You are set up!

How to set up email forwarding with Microsoft 365 / Outlook:

1. Follow the Microsoft instructions for email forwarding

Which emails can forward to the Ramp AP inbox

In the interest of customer security and vendor communication visibility, Ramp can only accept forwarded invoices from emails that meet the following criteria:

1. Registered Ramp customer: The email address is that of a registered Ramp customer at the company
2. Company domain: The email address format matches the company domain name on file or the domain matches a domain used by any other registered Ramp user at the company (excluding common domain names)
   1. 1. For example, if you have an employee with person@your_business.com, the inbox will accept emails from [anything]@your_business.com
      2. If you have an employee with person@gmail.com, the inbox will not accept anything from @gmail.com unless it is sent directly from a registered ramp employee.
3. Stored vendor contact email: The email address matches exactly to that of a stored vendor contact email for one of your vendors in Ramp.
   1. 1. For example,  if I have vendor ABC in Ramp with stored contact emails of vendor@abc.com and example@abc.com on their vendor profile, Ramp will accept emailed invoices from those addresses. However, if test@abc.com attempted to send an invoice to the ap inbox, it would be rejected.
4. “To” field matches above criteria: If the "to" field matches any of the above criteria, then we will also accept the invoice. 
   1. 1. For example, if vendor@abc.com sent in an invoice to your_business@ap.ramp.com and person@your_business.com, we would process the invoice because a user with a registered Ramp account was in the "to" field. 

Note, if Ramp receives forwarded invoices from emails that do not meet the criteria above, the invoices will not be able to be processed by Ramp and the emailer will receive a "failed to process" notification.

How forwarded emails are processed

If an email sent to the Ramp AP email address has an attached PDF and meets the above email forwarding criteria, Ramp will reply back in the email thread to notify the sender that Ramp has received the invoice.

Ramp will also add the email attachment to the “Drafts” tab in Bill Pay and begin to OCR scan the PDF invoice to pre-fill the draft bill fields. 

Multiple PDFs/attachments in a single email

If there are multiple PDFs files attached to the forwarded email, Ramp will create a separate draft bill for each file attachment. 

For example, if an email was sent to the Ramp AP address with 5 PDF documents attached to the email, Ramp would create 5 separate bill drafts in the Bill Pay module. 

If for any reason you need to merge the separate draft bills into one main bill, you can simply click on the three dots button in the bottom right corner of any draft bill and select the Attach to bill option to add the document to a different draft bill. 

Multiple PDFs in a single attachment 

If you have an email with a PDF attachment that includes multiple invoices, you can add “[Split]” to the subject line and forward that email to the Ramp AP address. 

Ramp will then OCR scan the attachment and create separate bills for each detected invoice.