Overview
Vendors can send an invoice to a connected Ramp Bill Pay customer directly from their Vendor Portal account over Vendor Network. Sending an invoice on Ramp eliminates the extra steps of sending an invoice externally, and importing it from outside Ramp. The sent invoice automatically generates a new draft bill with a ‘Vendor Network’ label for the customer to review and process, and vendors can track progress in their Vendor Portal account.
How it works
Invoices can be created and sent on Vendor Portal in two ways:
- Importing a .pdf invoice generated by an external invoicing solution
- Creating a new simple invoice on Vendor Portal
You can then select from your existing customer list and send your invoice via the Ramp Vendor Network directly to your customer on Ramp.
What does my customer see?
Once your invoice is sent, your customer will see a new draft bill with a ‘Vendor Network’ label, that they will be able to process normally as they would any draft bill.
If a customer deletes the draft bill, your invoice will show a ‘Rejected’ status in Vendor Portal. Please contact your customer to understand why this invoice was rejected.
Importing a .pdf invoice
Step 1
To send an invoice on Vendor Portal click ‘New invoice’ on the top right corner of the ‘Receivables’ table.
Step 2
To import an existing .pdf invoice, drag and drop a .pdf file into the prompt, or click the dotted line to select and upload a .pdf file.
Step 3
Once the import is complete, click on the new draft invoice in the ‘Draft’ section of your ‘Receivables’ table.
In the ‘Create invoice’ flow, select the linked Bill Pay customer that you would like to send your invoice to.
- Note - if you do not see your customer in the ‘Select customer’ drop down, it means they have not connected to your Vendor Profile account on the Vendor Network. To fix this, please ask your customer to find your vendor profile in the Vendor section on Ramp, and click ‘Connect’ on the right side of your vendor profile details.
Step 4
Review the imported ‘Invoice details’ and ‘Line items’ on the left side of the screen to ensure they are accurate.
Then select a payment destination under ‘Payment details’ from your stored payment accounts. This is the account that your customer’s payment will be delivered to.
From here, you can save your bill as a draft, or if you’re ready to send, click ‘Continue’. Then click ‘Create and send’. Your invoice will then be delivered to your customer.
Step 5
Once sent, your invoice will show up under ‘Open’ invoices on your ‘Receivables’ table. You will be able to track processing and payment status by clicking on your invoice.
To create a new invoice
Step 1
To send an invoice on Vendor Portal click ‘New invoice’ on the top right corner of the ‘Receivables’ table, and click ‘Create receivable without invoice’
Step 2
In the ‘Create invoice’ flow, select your linked Bill Pay customer that you would like to send your invoice to.
Step 3
Enter your invoice number, invoice date, and due date in the ‘Invoice details’ section, and then add line items for your invoice. You can choose to add a simple % tax calculation, enter a static $ tax amount, or leave this field blank.
Step 4
Enter your invoice number, invoice date, and due date in the ‘Invoice details’ section, and then add line items for your invoice..
Then select a payment destination under ‘Payment details’ from your stored payment accounts. This is the account that your customer’s payment will be delivered to.
From here, you can save your bill as a draft, or if you’re ready to send, click ‘Continue’. Then click ‘Create and send’. Your invoice will then be delivered to your customer.
Step 5
Once sent, your invoice will show up under ‘Open’ invoices on your ‘Receivables’ table. You will be able to track processing and payment status by clicking on your invoice.
Frequently Asked Questions (FAQs)
I am a Ramp Bill Pay user, how do I invite a vendor to Ramp’s Vendor Portal?
For more information, please refer to our How to invite a vendor to Ramp’s Vendor Portal article.
I am a vendor and I cannot find my customer in the ‘Select customer’ drop down in the ‘Create invoice’ flow.
This means that a Ramp Bill Pay customer is not linked to your Vendor Portal account via the Vendor Network. To fix this, please ask your Bill Pay customer to find your vendor profile in the Vendor section of the Ramp app, and click ‘Connect’ on the right side of your vendor profile details.
I’m a vendor, and I’m importing a .pdf invoice and the data is not being imported correctly, what should I do?
You should correct the data populated on the left hand side of the ‘Create invoice’ flow as this is the data that will be in the draft bill for your Ramp Bill Pay customer. They will also be able to see the original .pdf invoice as well.
Why can I only select an ACH payment destination under ‘Payment details’?
For now, we only support ACH payment destinations in our invoicing tool, but we plan on supporting more payment options in the future.