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Bill Lifecycle

Overview

Ramp Bill Pay is made with speed and process controls in mind to move your bill from an invoice to paid as fast as possible. Use this guide to understand how we make it happen.

Jump to:

  1. Upload an invoice
  2. Draft and create a bill
  3. Approve a bill
  4. Pay a bill
  5. View your paid bills
  6. Cancel a bill
  7. Editing a bill

Upload an invoice

The first step of paying any bill is to receive an invoice from your vendor and upload it to Bill Pay. 

Email your invoice: most bills arrive in your inbox, so we created a specific AP email address to which you can forward any PDF invoices. Make sure to attach one PDF per email so our OCR can parse it accurately. The email is by default {{ your company name with no spaces }}@ap.ramp.com. For example, a company named Fast Stuff Inc would have an AP email of faststuffinc@ap.ramp.com. To customize your AP email, contact our Support team.  You can learn about setting up email forwards here: Bill Pay Setup.

  • Email forwarding notifications: if we weren't able to create a bill from a forwarded email, we will let your AP Clerk know with a Slack DM and an email.

Upload your invoice: you can drop any invoice file into the Bills Drafts page or click on the upload icon (to right right of the Upload prompt) to select the invoice in your file browser.

Note: currently we only support invoices in PDF format. Export your other file types as a PDF using Preview (on Mac) or Microsoft Word (on Windows). We are adding support for more file types soon.

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Draft and create a bill

Draft a bill: Bill Pay will use OCR (computer vision) to extract the vendor name, contract information, payment details, and the line items and amount of your uploaded invoice. This information pre-fills into the Bill fields and the longer you let Bill Pay process the data, the more accurate the pre-fill becomes. 

  • OCR notifications: so you know your bill is ready to move from scanned invoice to drafted bill, we send an email and a Slack DM to your AP Clerk when the OCR read is completed

Create a bill: After uploading the invoice and letting OCR work its magic, you can select the drafted bill in the Bills Draft page and verify we gathered the right information. Once the information is accurate, select your preferred payment method and then click Create Bill. More information about Bill payment methods here: Bill payment methods.

You can additionally add a vendor memo to your bill. This will be communicated by email & check (if that’s the chosen payment type) to the vendor, as well as internally on Ramp.

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Approve a bill

Approve a bill: Bills waiting for approval live in the Approvals page. Your Admins, Business Owner, and AP Clerks will have access to this page. You can see who is the Next Approver and, if you're an Admin or a Business Owner, you have the ability to skip approvals or re-sync a bill.

When it's your turn to approve a bill, we'll let you know in an email (or on Slack if you have the integration). Vendor Owners can only approve bills via email. Find more information about approvals here: Bill Pay: Approvals and AP Clerks

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Pay a bill

Pay a bill: After a bill is approved, it will move to the For Payment page where you can see its current status, when it is due, and when the payment will be released. Since you've already selected the payment method and date, there isn't anything more to do at this stage. Find information about bill payment methods here: Bill payment methods

View your paid bills

View your paid bills: All your paid bills are available on the Paid page. Search them, download them in a .csv, view an invoice PDF, or click into a bill to see its details. 

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A few easy steps to go from invoiced to paid in under 60s- that's Ramp Bill Pay. For info about how to set up recurring bills, please check out this article.

 

Cancel a bill

  • From the Payments page of Bill Pay, click the three vertical dots (in the Next Step column) on the Bill that you want to cancel the payment for.
  • Click Cancel Payment
  • Review details
  • Click Cancel Payment. We'll delete the entry from Ramp and your ERP (if connected), and your payment will be canceled.

You will be able to cancel your bill for 24-72 hours after your bill payment has been approved. After we have initiated a payment to your vendor, you will no longer be able to cancel the bill and will need to contact us at support@ramp.com

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Editing Bills

You can edit a bill at any point by clicking on the bill, then clicking "Edit Bill" on the lower right hand side.

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If you edit a bill after it has been approved and synced to your ERP, we will update the tracking categories within your ERP afterwards as long as the month is still open in your accounting provider. If your month has been closed, we cannot update tracking categories.