Submitting receipts and memos for your Ramp funds

Overview

Ramp offers multiple ways for you to submit receipts and memos for transactions on Ramp funds. The following article will cover submitting items for such transactions.

Please note that if you would like your company to reimburse you for spend incurred on a non-Ramp fund, you will want to refer to this reimbursement article instead. If you are an admin and would like to set up reimbursements for those transactions made on your employees' funds, please view this guide.

Jump to:

• Ways to submit receipts
• Leveraging our automatic receipt matching
• Forwarding receipts via additional email addresses
• Ramp suggested memos via SMS
• Submitting memos via email
• Frequently Asked Questions (FAQs)

Ways to submit receipts

After you make a transaction on your physical card, funds, or virtual card, you can send your receipts to Ramp in a few ways:

Leveraging automatic receipt matching

Ramp offers automatic receipt matching for multiple languages/countries and international currencies, which means that we'll automatically match your receipts to the correct transactions in seconds. You no longer have to spend time finding receipts and attaching them to your transactions— Ramp will do it for you. 

• For transactions made in person, we'll notify you via SMS when a receipt is required. Simply reply with a photo of your receipt or text us at HIRAMP (447-267). Any text you add to this SMS will be added as a memo.
• For online transactions, we'll notify you via email when a receipt is required. Simply respond or email/forward your receipt(s) directly to receipts@ramp.com. Simply add "memo: enter your memo" in the body of the email after attaching to the email the receipt for that specific transaction, and we'll automatically add the memo.
• Set up automatic receipt forwarding from your mailbox. We've written more about this here.
• Supported image types: jpg, jpeg, png, pdf
• The maximum receipt upload size is 60MB (10MB for web submissions)
• The maximum page length for PDFs is 50 pages

Pro tips

• To include a memo when forwarding your receipts for automatic matching, simply enter Memo: insert memo here into the body of the email that you send to us.
  • Please note that it must be submitted in this format; otherwise, it may not apply correctly to the transaction.
  • You must also have the dynamic email setting enabled for entering memos within Gmail.
• Ramp will send you weekly emails each Friday reminding you of any missing items.
• Save our email (receipts@ramp.com) in your contacts.
• You can forward multiple receipts to Ramp at once.
• You can also set up automatic forwarding of email receipts via your mailbox. Read more about that here. 

Forwarding receipts via additional email addresses

Any receipt forwarded from the email associated with your Ramp account will be automatically matched to a transaction. We can also accept receipts from other email addresses you set up, such as your email address. Please note that additional email addresses can only be linked to one Ramp account.

1. Go to your profile
2. Click 'Edit Profile' to add each address you want to accept receipts from

Ramp suggested memos via SMS

Ramp will automatically suggest a few memos via SMS that you can select from if the following requirements are met:

• You have a US number (+1),
• You have SMS notifications turned on for in-person transactions in your settings,
• You're using your physical card or physical card number, and
• Your transaction requires a memo and receipt.

Here's how it works:

• If you have multiple shared funds your physical card can map transactions to, we'll first ask you to confirm if we matched your transaction correctly
• If a receipt is required, we'll then prompt you to send in a receipt
• Please note there may be a few minutes between sending the receipt photo and getting the text back that a receipt has been processed.
• If the transaction we matched the receipt to was the last, then we'll send suggested memos. Otherwise, we'll send a link to complete the rest of the missing items.
• If we are unsuccessful in matching the receipt, we'll prompt you to match their receipt to a few suggested transactions 
• International employees will be linked to a different mobile web flow where they can add missing items after swapping the limit via the message flow

Submitting memos via email

If you are using Gmail, you can directly enter memos and other fields within the email, thanks to the power of interactive emails. No more logging in!

Frequently Asked Questions (FAQs)

What file types can I submit my receipt in?
Currently, you can submit receipts to Ramp in the following image formats: jpg, jpeg, png, pdf

How long does it take for Ramp to match my receipt?
It takes Ramp a few seconds to match a receipt. Depending on the type of receipt, we'll inform you whether a receipt has been successfully matched via SMS or email. If we don't find a match with your transactions, we'll also search transactions from other employees across the company for a match.

What do I do if I'm missing a receipt?
You can click on the transaction on your Ramp dashboard. To ask to dismiss the receipt requirement, please navigate to the transaction or click on the 'Missing Items' banner from your 'My Ramp' tab. Once the transaction is open, please scroll and locate the vertical dots, then click on 'Request Policy Exemption'

Why hasn't my receipt matched?
Ramp will do its best to match your receipts, but there will be times when our system will have a harder time finding the right match. Some common reasons this happens are:

• The difference in date on the charge vs. the receipt
• Multiple charges on a single receipt
• Multiple transactions with similar information (eg. recurring SaaS spend)

If Ramp isn't able to match your receipt, don't worry! You can head over to your Ramp account, find the transaction that needs a receipt, and upload your receipt directly. Some things to keep in mind when you're uploading receipts in your Ramp account:

• You can upload the same receipt to multiple transactions (eg. you purchase two items at Amazon, they ship separately, creating two separate charges, but you have only one receipt for both items)
• Our system won't always be able to auto-verify receipts; if you're sure that you have the right receipt for the transaction, you should be all set!

Why didn't I receive an SMS notification for missing items?

Please note: SMS notifications for missing items will only be generated when a physical card is used to complete the expense.

Am I only able to submit receipts via SMS for my latest transaction?

No, users can submit receipts for past transactions, not just the most recent ones.

What if there isn't a message from Ramp requesting a memo, or the memo isn't required?

We'll attach your message to the latest transaction that happened.