Set up Ramp’s Gmail integration for Admins

Overview

With Ramp’s Gmail integration, Ramp automatically collects, verifies, and matches your receipts to the correct expense directly from your inbox. After we collect your receipts, Ramp can accurately code, categorize, and map thousands of transactions and then reliably sync them to your accounting provider.

The integration enables a 100% touchless expense reporting process – increasing employee productivity and freeing finance teams to focus on more strategic work. We’ve seen companies automate most of their receipt submission, saving countless hours for the finance teams and employees.

Ramp’s Gmail Integration is easy to install and secure. Our email processing is isolated from our core application: we've strictly limited access, avoid pulling data we don't need, and delete data when it is no longer used. 

For IT & Security teams: read the full security brief, which explains how your data is protected→

Jump to:

• Overview
• Important Information
• Limitations
• Inbox controls
• How does it work?
• Set up
• Disabling the integration
• Security brief

Important Information:

• Admins set up Gmail Integration at the company level (employees don't set it up individually). Contact your company's administrator for assistance!
• The integration picks up PDFs, including invoice PDFs, and does not show itemized details.
• The integration will only match receipts to cleared transactions.
• The integration doesn't read across the whole company. For example, the transaction associated with user A will primarily look for the receipt within user A's inbox.
• Once the integration is set up, it will attach receipts for cleared transactions from the past seven days and going forward.
• Only a single domain / single company account may be linked at a time. If your company is Multi-Entity, admins must link Gmail accounts to their other entity Ramp accounts. A single Ramp instance does not support more than one Gmail integration at a time.
• Internal emails, emails based on certain keywords in the email subject, and specific inboxes can be excluded from data access.

Limitations

• Not compatible with AWS GovCloud (US)

Inbox Controls

The Ramp email integrations give you control of which inboxes we access. By default, Ramp queries only those inboxes that have an associated active Ramp account. We never attempt to access inboxes that do not have a corresponding Ramp user.

You may also set the following mailbox controls from the Ramp app (see the following sections for setup):

• Exclude specific inboxes.
• Exclude all internal emails sent between employees
• Exclude emails based on certain keywords in the email subject

How does it work?

Setup

Ramp’s Gmail integration takes 4 clicks to set up.

Step 1:

In Ramp, navigate to Receipt Capture in your Ramp Settings (Company > App center > Receipt capture).

Step 2:

Select Gmail, and click the yellow "Try it" button in the upper right-hand corner.

Step 3:

You can choose whether to exclude internal emails, emails based on certain keywords in the subject line, or specific inboxes.

Step 4:

Follow the instructions on the next page. Open your Google Admin Console and navigate to Security → API Controls → Domain-wide Delegation.

Here’s a link to take you directly there:

Step 5:

Under API Clients, click “Add New,” enter the details below, and click “Authorize.”

• Client ID: 109090279987290732904
• Auth Scope: https://www.googleapis.com/auth/gmail.readonly

Step 6 (Final step):

Go back to the App center and click “initiate connection.” The system will start to enroll your employees automatically and capture receipts.  

How do I disable Ramp’s Gmail integration?

In the Google Admin Console → Domain Wide Delegation, you can remove the API client. This will disable Ramp from accessing any further information, and you’ll see this reflected in the Ramp dashboard shortly thereafter.

Security brief

By enabling this integration, you are trusting Ramp to have access to your business’s emails. We take this trust extremely seriously and have additional measures in place to secure our Gmail integration. Read the full security brief, which explains how your data is protected→.