# Ramp Help Center — Complete article corpus
> All discoverable Ramp Help Center articles in clean Markdown, concatenated for tools that prefer a single context file.
For a compact, categorized index, use https://support.ramp.com/llms.txt.
---
# Ramp overview
> Official Ramp Help Center article. Topic: Get Started with Ramp / Overview of Ramp. [View the canonical page](https://support.ramp.com/ramp-overview).
## Overview
Ramp is a financial operations platform that helps companies spend less and move faster. More than 70,000 businesses use Ramp to manage corporate cards, expenses, bill payments, procurement, vendor management, travel, banking, and accounting automation in one system.
Ramp customers have saved more than $12 billion and 27.5 million hours by using Ramp's controls, automation, and savings insights. Ramp supports more than $100 billion in annualized card and AP payment volume, and customers save 5% or more on average with Ramp.
## What you can do with Ramp
- **Issue and control corporate cards:** [Ramp Card](/ramp-corporate-cards) is a corporate charge card powered by the Visa network. Admins can issue physical cards, virtual cards, and Spend Programs with limits and controls for each user, vendor, project, or recurring expense.
- **Automate expense management:** Ramp collects receipts, matches them to transactions, applies coding suggestions, and enforces policy requirements so employees and finance teams spend less time on expense reports. See [submitting receipts, memos, and accounting for your Ramp transactions](/submitting-receipts-memos-and-accounting-for-your-ramp-transactions).
- **Pay bills and manage procurement:** [Bill Pay](/bill-pay-overview) and [Ramp Procurement](/get-started-with-procurement) help teams collect invoices, route approvals, match purchase orders, pay vendors, and manage vendor contracts from the same platform.
- **Book travel and manage reimbursements:** Employees can book business travel, submit reimbursements, and keep expenses tied to the right policies and accounting fields. See [Onboarding employees to Ramp Travel](/onboarding-employees-to-ramp-travel) and [Reimbursements overview for Admins](/reimbursements-overview-for-admins).
- **Connect finance data to accounting:** Ramp integrates with accounting and ERP systems so finance teams can code, review, and sync spend data with fewer manual steps. See [Overview of Ramp Accounting](/overview-of-ramp-accounting).
- **Use Ramp Intelligence across workflows:** Ramp Intelligence is built into Ramp products to suggest coding, match receipts, scan invoices, surface savings, and help teams review spend. Advanced automation and control features may require [Ramp Plus](/ramp-plus-overview).
**Watch below for an overview of our core product:**
**Video walkthrough:** Tour Ramp and its main products: cards, Bill Pay, accounting, travel, and reimbursements. Best when you're new to Ramp and want a quick overview before diving into setup articles. [Watch the video](https://www.youtube.com/watch?v=yazRO0jRTag).
**Visit [https://ramp.com/signup](https://ramp.com/signup) to apply.**
\*We calculate average savings as a percentage of an illustrative customer's total card spending when using Ramp features designed to reduce business expenses. Keep in mind that this percentage is an estimate, not a guarantee. Ramp delivers savings from more than just card spending. Savings can also come from non-card expenses so we may factor decreases to non-card spending into our calculation. For example, savings may result from reduced time spent on manual expense tracking, the financial benefit of cashback or other rewards, smarter expense monitoring, and eliminating costs associated with alternative solutions. Our calculations are based on platform data, industry research, customer surveys, and info on alternative options. Your actual savings may vary.
---
# Ramp spend management overview
> Official Ramp Help Center article. Topic: Get Started with Ramp / Overview of Ramp. [View the canonical page](https://support.ramp.com/ramps-spend-management-platform-enhancing-your-companys-expense-control).
> **Note: This article primarily applies to Ramp Administrators.**
> Cardholders may find other articles in the [Ramp overview](/ramp-overview) section to be more applicable.
## Overview
Ramp helps finance teams control company spend before, during, and after a purchase. Admins can issue cards and Spend Programs with limits, collect required documentation, route approvals, review expenses, and sync spend data from one platform.
## Key features of Ramp's spend management
**Card and Spend Program controls:** Admins can set limits and restrictions for physical cards, virtual cards, and Spend Programs. See [Setting up controls on Ramp cards and funds](/setting-up-controls-on-ramp-cards-and-funds).
**Receipt and memo requirements:** Admins can require receipts, memos, and other transaction details based on company policy. Ramp can automatically match receipts to transactions and remind employees when information is missing.
**Spend requests and approvals:** Employees can request spend, cards, or limit changes in Ramp. Admins and approvers can review those requests before spend happens, then keep the approved spend tied to the right policy and accounting fields.
**Expense review automation:** Ramp can flag transactions that need review, enforce policy requirements, and help reviewers focus on exceptions. Advanced workflows and Policy Agent features may require [Ramp Plus](/ramp-plus-overview).
**Accounting and reporting:** Ramp connects spend activity to accounting and reporting workflows so finance teams can review, code, and sync transactions with fewer manual steps.
---
# Ramp as a replacement for traditional expense management systems
> Official Ramp Help Center article. Topic: Get Started with Ramp / Overview of Ramp. [View the canonical page](https://support.ramp.com/ramp-as-a-replacement-for-traditional-expense-management-systems).
> **Note: This article primarily applies to Ramp Administrators.**
> Cardholders may find other articles in the [Ramp overview](/ramp-overview) section to be more applicable.
## Overview
Ramp can replace traditional expense management systems by combining corporate cards, reimbursement workflows, expense policies, receipt collection, approvals, and accounting automation in one platform. This gives finance teams more control before spend happens and less manual work after transactions clear.
## How it works
Ramp connects the payment method, policy, receipt, approval, and accounting data behind each expense. Employees use Ramp to spend or submit reimbursements, while finance teams use Ramp to enforce requirements, review exceptions, and sync approved data to accounting.
## Eliminating expense reports for efficiency and transparency
Ramp reduces the need for traditional expense reports by tying spend activity to the card, user, receipt, policy, and accounting fields in real time. Employees can send receipts to Ramp, and finance teams can review transactions from a centralized transaction feed instead of chasing documentation at month end.
## Streamlined expense policies with automation
Ramp lets Admins issue spend with individualized limits that reflect your business's budget and policy requirements. Ramp prompts employees to submit receipts and explanations based on your settings, and employees can send receipts by text or email. Ramp matches receipts to the right transaction when possible. Advanced workflows and Policy Agent features may require [Ramp Plus](/ramp-plus-overview).
## Innovative spend controls for enhanced security
Flexible spend controls help businesses issue access without giving every user the same spending power. Admins can create single-use cards, vendor-specific cards, one-time limits, recurring limits, and Spend Programs for specific teams, projects, or events. Employees can request spend for upcoming business expenses or travel, and approvers can adjust access as needs change.
**Integrated reimbursements for non-card expenses.** Any expenses that cannot be charged to a card are effortlessly managed with Ramp Reimbursements. This feature allows for direct employee reimbursements through Ramp, ensuring a seamless process for both employees and the finance team. Learn more about how Ramp Reimbursements work [here](/reimbursements-overview-for-admins).
---
# Ramp corporate card comparison
> Official Ramp Help Center article. Topic: Get Started with Ramp / Overview of Ramp. [View the canonical page](https://support.ramp.com/how-is-ramp-better-than-other-corporate-cards-on-the-market).
> **Note: This article primarily applies to Ramp Administrators.**
> Cardholders may find other articles in the [Ramp overview](/ramp-overview) section to be more applicable.
## Overview
Ramp Card is a corporate charge card powered by the Visa network and built into Ramp's financial operations platform. Unlike credit cards that allow balances to carry over with interest, charge cards require the monthly balance to be paid in full each statement period.
Ramp is designed to help companies control spend, reduce manual expense work, and connect card activity to accounting workflows. Key capabilities include:
- Corporate cards with Spend Limits and policy controls
- Cashback on eligible card transactions
- [Partner rewards](https://ramp.com/rewards)
- Savings insights and Price Intelligence
- Procurement and vendor-management workflows for contract review and negotiation
## Goodbye expense reports
- Issue cards and Spend Programs with daily, monthly, annual, or one-time limits.
- Receive alerts for spend that needs review.
- Set receipt, memo, and policy requirements for card transactions.
- Let Ramp match receipts to card transactions when employees text or email receipts.
## Close your books faster
- Connect Ramp to [accounting software](/ramp-accounting-integrations-directory) such as QuickBooks Online, Xero, Zoho Books, and other providers available for your plan.
- Use accounting rules and suggestions to map transactions to your accounting configuration.
- Remind users when receipts or memos are missing, and use card controls to prevent future spend when requirements are not met.
## Empower your team. Stay in control
- Modify limits and approve requests as business needs change.
- Give managers visibility into their teams' spend.
- Restrict cards and Spend Programs by vendor, category, amount, and other controls.
- Use Ramp Intelligence to flag policy issues, suggest coding, and surface savings opportunities. Advanced automation and control features may require [Ramp Plus](/ramp-plus-overview).
---
# How Ramp can save your business time and money
> Official Ramp Help Center article. Topic: Get Started with Ramp / Overview of Ramp. [View the canonical page](https://support.ramp.com/how-ramp-can-save-your-business-time-and-money).
> **Note: This article primarily applies to Ramp Administrators.**
> Cardholders may find other articles in the [Ramp overview](/ramp-overview) section to be more applicable.
## Overview
Ramp helps companies save time and money by combining spend controls, automation, and savings insights across cards, expenses, bills, procurement, travel, and accounting. Ramp customers have saved more than $12 billion and 27.5 million hours, and customers save 5% or more on average with Ramp.
Check out the video below for an overview of our product capabilities:
**Video walkthrough:** See where Ramp customers save time and money across spend, accounting, and procurement. Best when evaluating Ramp or explaining its value internally. [Watch the video](https://www.youtube.com/watch?v=dx8N5QImjVQ).
## Saving time
1. **Automatic receipt matching:** Employees can text or email receipts to Ramp, and Ramp matches them to the correct card transactions when possible.
2. **Suggested coding and rules:** Ramp can suggest transaction coding based on your accounting setup and past activity, helping finance teams review and close the books faster.
3. **Policy enforcement:** Ramp can decline spend that violates card controls, flag transactions for review, and route exceptions to the right approver.
4. **Invoice scanning:** Ramp can extract invoice details such as vendor, amount, line items, and payment terms to reduce manual bill entry.
5. **Accounting sync:** Ramp connects with accounting and ERP systems so finance teams can sync reviewed transactions and payments with fewer manual exports.
## Saving money
At Ramp, we are constantly finding ways to help businesses save. Here are just some ways you can cut your spend on Ramp:
1. **Savings insights:** Ramp surfaces savings opportunities such as redundant software, underused seats, pricing benchmarks, and other ways to reduce spend.
2. **Price Intelligence:** Ramp benchmarks quotes against anonymized transactions across its network so you can evaluate whether your business may be overpaying.
3. **Partner rewards:** Ramp offers partner rewards with vendors and companies that help run your business. See [Ramp partner rewards](/ramps-partner-rewards-program).
4. **Cashback:** Ramp offers cashback on eligible Ramp Card transactions and other rewards. Combined with Ramp's savings features, customers save 5% or more on average with Ramp.
Check out more information here: [https://ramp.com/savings](https://ramp.com/savings)
---
# How Ramp makes money
> Official Ramp Help Center article. Topic: Get Started with Ramp / Overview of Ramp. [View the canonical page](https://support.ramp.com/how-ramp-makes-money).
> **Note: This article primarily applies to Ramp Administrators.**
> Cardholders may find other articles in the [Ramp overview](/get-started-with-ramp/overview-of-ramp) section to be more applicable.
## Overview
Ramp earns revenue primarily through your use of the Ramp card and Ramp Plus subscriptions. Every time you make a purchase, merchants incur a small fee known as an interchange fee. This fee is shared between Visa, Ramp's card network partner, and the merchant's bank. Ramp receives a portion of this fee. Ramp Plus is an optional paid subscription for advanced capabilities, learn more [here](https://ramp.com/pricing).
Note that as Ramp's card offering operates as a charge card, we do not profit from charging interest on carried balances. Additionally, Ramp may earn income from supplementary services such as international and same-day payments.
---
# Ramp pricing overview
> Official Ramp Help Center article. Topic: Get Started with Ramp / Overview of Ramp. [View the canonical page](https://support.ramp.com/ramp-pricing-overview).
> **Note: This article primarily applies to Ramp Administrators.**
> Cardholders may find other articles in the [Ramp overview](/ramp-overview) section to be more applicable.
## Overview
Our core Ramp card and expense management software is free to use. Unlike other cards that entice you to spend with complicated reward programs, Ramp is the only card platform built around saving time for you and your team and keeping money in your bank. We do not charge any card replacement fees, late fees, or interest for the Ramp card product.
Through our platform, you get access to the most powerful finance automation tool and corporate card on the market. With unlimited users and cards, expense management, bill payments to vendors in the US, real-time reporting, and accounting automation - all in one place.
## Bill Pay
Bill Pay fees vary by payment method:
- Standard ACH payments: $0.59 per transaction (effective June 1, 2026, with a 3-month grace period for active Bill Pay customers with at least 1 bill paid before May 1, 2026)
- Same-day ACH payments: $10 per transaction
- Domestic wire transfers: $15 per transaction
- International wire (SWIFT USD) payments: $20 per transaction
- Standard check payments: $1.99 per transaction (effective June 1, 2026, with a 3-month grace period for active Bill Pay customers with at least 1 bill paid before May 1, 2026)
- Overnight check delivery: $20 per transaction
- Check attachments: $1 per page
These fees will be summarized and presented at the end of each monthly billing period in a clear, itemized statement. Learn more about Bill Pay payment methods [here](/bill-payment-methods-and-timelines).
Waive eligible Bill Pay transaction fees by paying from Ramp Checking Account. **When paying out of Ramp Checking Account, transaction fees for standard ACH, standard check, same-day ACH, domestic wires, and SWIFT transfers are waived.** Fees for overnight check delivery and check attachments still apply. To pay with your Ramp Checking Account, simply select "Checking Account" under "Pay from account" within each bill. If you haven't set up a Ramp Checking Account yet, you can sign up [here](https://app.ramp.com/treasury) or read more [here](/ramp-checking-account-overview).
## Ramp Plus
Ramp Plus is an optional paid tier for businesses that need advanced automation, controls, and integrations. Ramp Plus capabilities include:
- AI agents and review automation
- Advanced approvals and workflows
- Procurement and purchase-order workflows
- Multi-entity and international capabilities
- Direct integrations with NetSuite, Sage Intacct, Microsoft Dynamics 365 Business Central, Acumatica, and other ERP systems
- Custom Roles and stronger compliance controls
See the following resources for more information:
- [https://ramp.com/pricing](https://ramp.com/pricing)
- [Ramp Plus overview](/ramp-plus-overview)
- [Ramp Plus billing policy](/ramp-plus-billing-policy)
---
# Ramp Plus overview
> Official Ramp Help Center article. Topic: Get Started with Ramp / Overview of Ramp. [View the canonical page](https://support.ramp.com/ramp-plus-overview).
## Overview
> **Available on Ramp Plus.** See [Ramp pricing](https://ramp.com/pricing) for plan details.
> **Note: This article primarily applies to Ramp Administrators.**
> Cardholders may find other articles in the [Ramp overview](/get-started-with-ramp/overview-of-ramp) section to be more applicable.
Ramp Plus is Ramp's paid tier for businesses that need advanced automation, controls, and integrations as their finance operations become more complex. Everything in Ramp's core platform carries over, and Ramp Plus adds capabilities that help growing teams scale finance workflows without scaling manual work.
Built hand-in-hand with feedback from some of our largest customers, Ramp Plus helps you:
- **Control spend from the beginning** with procurement workflows, advanced approvals, and configurable spend policies
- **Scale globally** with international and multi-entity capabilities
- **Automate complex financial processes** with AI agents, custom workflows, and accounting automation
- **Prevent overspending** with advanced roles, permissions, policy enforcement, and compliance tools
- **Integrate within an existing tech stack** across HRIS and accounting providers
## Who is Plus for?
Ramp Plus is for businesses that need more than core card, expense, and bill-pay workflows. It is designed for teams that need advanced workflows, multi-entity controls, international capabilities, deeper ERP integrations, Custom Roles, or AI-powered review and accounting automation.
## Features
Ramp Plus includes advanced configuration, automation, and integrations across Ramp products, such as:
- **AI agents and review automation:** Policy Agent, Accounting Agent, and AP automation help review expenses, code transactions, process invoices, and route approvals.
- **Stronger controls and compliance:** Advanced workflows, Custom Roles, auto-locking for missing requirements, and compliance tools help teams enforce policy at scale.
- **Deeper accounting and ERP support:** Ramp Plus supports advanced accounting workflows and direct integrations such as NetSuite, Sage Intacct, Acumatica, and Microsoft Dynamics 365 Business Central.
- **Multi-entity and international capabilities:** Businesses can manage more complex entity, currency, and global spend workflows in Ramp Plus.
See the [pricing page](https://ramp.com/pricing) for a full breakdown of features.
## Billing and pricing
We’re committed to giving customers the highest ROI possible. At any time, you can choose whether to continue with the Plus plan or switch back to the free version.
Learn more in [Ramp Plus billing policy](/ramp-plus-billing-policy).
## Managing Ramp Plus
Admins can manage their company’s Ramp plan in their Ramp account. This includes the Ramp plan used, methods for paying bills, and the number of active users.
Learn more in [Managing Ramp Plus](/managing-ramp-plus).
## Early customer policy
Early Ramp customers received complimentary access to Ramp Plus features through September 2024. That trial period has ended. See [Ramp for early customers](/ramp-for-early-customers) for what changed after the trial.
## Frequently asked questions
### 1. Does Ramp support automatic syncing for Ramp Plus or Billing statements (including Bill Pay fees)?
Currently, Ramp does **not support automatic syncing** for Ramp Plus subscriptions or Billing statements, including any associated **Bill Pay fees**. Your finance or accounting team must **manually account for these items in your ERP system**.
### 2. Can Ramp sync billing payments to my accounting software (ERP) automatically?
Ramp does **not currently support syncing** billing payments for subscription and fees (such as those for Ramp Plus or Bill Pay fees) to directly integrated accounting platforms. Your team will need to **manually record these payments** using a **journal entry** in your ERP.
---
# Ramp for Construction overview
> Official Ramp Help Center article. Topic: Get Started with Ramp / Overview of Ramp. [View the canonical page](https://support.ramp.com/ramp-for-construction).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
Ramp for Construction connects project coding, project spend, project manager approvals, retainage, and subcontractor document checks across Ramp. Each capability has separate accounting-provider and setup requirements, so use the feature articles below to confirm eligibility.
## Use Ramp for Construction features
### Manage retainage in Bill Pay
Ramp can record retainage on bill and purchase order line items, track unreleased balances, and create retainage release bills. See [Manage construction retainage in Ramp Bill Pay](/manage-construction-retainage-in-ramp-bill-pay) to check whether your accounting provider is supported and learn how to withhold or release retainage.
### Check lien waivers and certificates of insurance
Use Ramp's automated bill review to check lien waiver and certificate of insurance documents and inform approvers about compliance. See [Set up construction lien waiver and COI checks](/set-up-construction-lien-waiver-and-coi-checks) for the default checks and review requirements.
### Code construction projects and job costs
Ramp can require users to code spend to projects and include those project values when supported records sync to your accounting provider. Coding relationships guide users through related fields by showing what must be selected first. See [Construction job costing and project coding](/construction-job-costing-and-project-coding) to learn how project coding works and how to track projects only in Ramp.
### Route approvals to project managers
Add **Project manager** as a step in an approval policy to route an expense to the manager assigned to the project it is coded to. This works with expense review, Bill Pay, and purchase order request workflows. See [Construction project manager approvals](/construction-project-manager-approvals) for supported accounting providers and setup.
### Monitor construction project budgets
Use Ramp Budgets to compare project spend with planned amounts, monitor utilization, assign budget owners, and configure alerts. See [Budgets overview and setup](/budgets-overview-and-setup) to learn how budgets work and how to configure them.
---
# Ramp Enterprise overview
> Official Ramp Help Center article. Topic: Get Started with Ramp / Overview of Ramp. [View the canonical page](https://support.ramp.com/ramp-enterprise-overview).
## Overview
> **Available on Ramp Enterprise.** Contact your account manager to learn more.
> **Note: This article primarily applies to Ramp Administrators.**
> Cardholders may find other articles in the [Ramp overview](/get-started-with-ramp/overview-of-ramp) section to be more applicable.
Ramp Enterprise – a more powerful edition on top of our core platform – offers advanced flexibility, scale, and integrations to address our customers’ most complex financial needs. With this edition, international companies of all sizes can rely on Ramp as the ultimate finance platform to save time and money as they scale and manage their finance operations from end to end.
Built hand-in-hand with feedback from some of our largest customers, Ramp Enterprise helps you:
- Scale globally with multi-entity support and [locally denominated cards](/international-overview#local-card-denomination)
- Control spend from the beginning with an automated procurement solution
- Automate complex financial processes in minutes with custom workflows
- Prevent overspending with advanced roles, permissions, and policy enforcement
- Integrate within your existing tech stack across enterprise HRIS and accounting providers
## Who is Ramp Enterprise for?
For those global companies needing increasingly advanced solutions to address your most complex finance needs, we have options to help your teams scale faster and save more time and money. Built for growing and established businesses, we're here to provide you with the tools and resources you need to thrive.
## Features
Ramp Enterprise is for global companies that need more flexibility, customization, and advanced capabilities to help with their most complex and involved financial needs. Our teams are continuously working on new features, functionalities, and integrations to meet all our customers’ evolving and varied business needs.
Please see our[pricing page](https://ramp.com/pricing) for a full breakdown of features.
## Get Ramp Enterprise
We’re committed to giving customers the highest ROI possible on Ramp. We offer the Enterprise edition on an annual subscription basis. Please [contact our Sales Team](https://ramp.com/see-a-demo) to learn more about Ramp Enterprise and to get started with Enterprise
## Ramp Enterprise billing
**How you’ll be billed**
Ramp Enterprise is billed using per-user pricing. Once Ramp Enterprise is enabled for your business, eligible active users count toward billing. You are billed for users with the Auditor role. You are not billed for pending or deactivated users, users with the Guest role, or users assigned by an Accounting Firm.
**When you’ll be billed**
Ramp Enterprise will automatically renew on the same calendar day each year. Due to Ramp Enterprise’s usage-based pricing, you will also receive monthly statements that account for any seat count additions while on an Annual Plan. You will also receive bills each month on the monthly anniversary of your initial purchase to account for adjustments to your seat count while on an Annual Plan.
For example, if the first day you are billed for Ramp Enterprise is October 12th, your Ramp Enterprise plan will automatically renew again on October 12th each year. You will also get a new statement each month on the 12th that will reflect any changes to your seat count.
You can see all of your subscription statements under Company Settings > Ramp Enterprise. This section will contain links to all past bills, including an estimate of upcoming bills (if you have added users to Ramp in excess of your previously billed users).
**Adding a paid role**
If you add a seat, you will be charged a prorated amount of your monthly price based on the number of days remaining in the billing period plus the full monthly price for the remaining number of months in your Subscription Term.
**Example**:
You are paying $18 per seat per month on an Annual Plan and have 20 seats. It is 3 months into your Annual Plan. 10 days into your fourth billing period, you add 3 seats. At the end of your fourth billing period, your statement will have the following line items:
- ($18 per month) x (3 seats) x (20/30 days remaining) + ($18 per month) x (3 seats) x (8 months remaining in your Annual Plan) = $468.00 in new charges
- Your total amount owed will be $468.00 + applicable sales tax
- You now have 23 paid seats for the remainder of the annual contract period (8 months remaining). Removing a user does not result in any credits or refunds.
**Sales tax**
Each state and country has different laws governing how software products, such as Ramp Enterprise, are taxed.
Ramp uses your business address to determine whether Ramp Enterprise is subject to sales tax in your jurisdiction and adds applicable sales taxes to your billing statement.
**Billing for multi-entity**
Ramp Enterprise is enabled at the business level but is billed at the entity level. This means that if a business enables Ramp Enterprise, all its entities will automatically enroll in Ramp Enterprise. Below are some more details about how Ramp Enterprise billing works for multi-entity businesses:
- Sales tax is computed using the business’ address, not the addresses of individual entities.
- Statement credits can exist at the business or entity level. Credits assigned to a single entity cannot be transferred to another entity. For example, if Entity A has excess entity-specific credits, they cannot be transferred to Entity B to pay its statement.
- Seat usage is non-transferable between entities
- Multi-entity businesses can set up separate bank accounts for each entity
---
# Managing Ramp Plus
> Official Ramp Help Center article. Topic: Get Started with Ramp / Overview of Ramp. [View the canonical page](https://support.ramp.com/managing-ramp-plus).
> **Note: This article primarily applies to Ramp Administrators.**
> Cardholders may find other articles in the [Ramp overview](/get-started-with-ramp/overview-of-ramp) section to be more applicable.
## Overview
*This article is relevant for any customer who joined Ramp on the Plus plan after 9/19/2023.*
If you need assistance configuring your Ramp Plus plan, managing your users or billing, or have questions regarding downgrading, you will find all your answers here.
## How to guides
Admins can manage their company's Ramp Plus plan on their Ramp account on Ramp's website [here](https://app.ramp.com/settings/plus).
## How to check your Ramp Plus or Enterprise status
Open [Ramp billing](https://app.ramp.com/settings/billing) to check your subscription. A **Ramp Enterprise** sidebar label indicates an active Enterprise subscription. A **Ramp Plus** label alone does not confirm an active Plus subscription. Businesses eligible to upgrade see an **Upgrade** badge.
## How to change which plan you are on
### To upgrade:
1. Open [Ramp Plus plan details](https://app.ramp.com/settings/billing/plus/tab/benefits).
2. Review the available Plus options:
- Features
- Pricing
- **Try Plus free** for businesses eligible for a one-month trial
- **Schedule a demo** when self-service purchase is unavailable
### To downgrade:
1. Open [Statements & payments settings](https://app.ramp.com/billing/statements/settings).
2. Select **Cancel subscription**. If you have custom pricing, select **Connect with an expert** instead.
3. Review the downgrade details and select **Cancel Ramp Plus**.
After downgrading the Ramp Plus tab will remain with past statements, such that you can always go back and download your past statements.
## What happens when you downgrade
If you downgrade from Plus, you’ll lose access to certain features. Changes will go into effect when your billing cycle ends. Here’s what to expect:
| Products | Ramp Plus feature | What happens after you downgrade |
| --- | --- | --- |
| Corporate Card | Auto-Locking Cards | Cards will no longer auto-lock if they are missing transaction requirements (e.g. receipts or memos) |
| Travel | Multiple travel policies | All existing travel policies (including non-default travel policies) will continue to function. Customers will be able to delete any non-default travel policies. Customers will not be able to edit existing or create new non-default travel policies. |
| Expense Management | Expense Intelligence | Existing rules continue to evaluate new transactions. Existing flags and alerts remain until resolved. |
| Expense Management | Custom Spend Program approval policies | Existing Spend Programs remain available, and users can continue requesting from them. Updating a policy that uses Advanced Approvals requires Plus. |
| Expense Management | Workflow Builder for Policies and Approvals | Existing custom workflows remain and continue to run. Creating or updating advanced workflow fields requires Plus. |
| Accounts Payable | Automated batch payments | Any batch payments in flight will continue to be batched. However any bills moving forward will not be batched. |
| Accounts Payable | Payment release approvals | Existing payment release settings and pending approvals remain in effect. Payments still require approval before release. |
| Accounting | Accounting Features | Any advanced accounting rule will be paused. Existing conditional workflows continue to run. |
| Integrations | Workday Integration | Workday integration will end. You can use one of the many other integrations or invite manually. |
| Integrations | HR Continuous Syncing | Auto-syncing to your HR system will end, you will need to update user information (e.g. role, location, manager) within Ramp yourself moving forward. |
| Global | Issue limits and create Spend Programs in local currencies | Existing multi-currency Spend Limits will remain, but they can no longer be edited. |
| Global | International Cashback | International transactions will no longer earn cashback. |
| User Management | Guest Users | Guest users will be disconnected from Ramp, but you can invite them as another role instead. |
| User Management | Delegation | Any approvers will no longer be able to delegate their approvals to someone else. Any in-flight approvals will remain. |
| User Management | Custom user fields | Existing workflows and other policies will not be affected, but custom field values cannot be changed and new workflows cannot use custom fields. |
## How to manage your users
Ramp Plus is charged on a per-user basis. To learn more about how users are charged and prorated, go to [Ramp Plus' Billing Policy](/ramp-plus-billing-policy). You can manage your users in the People tab. Learn more about [User Management.](/account-settings-and-security/users-and-roles) When you add or remove billable users, the Ramp Plus tab updates daily to show the **Existing paid users** count.
## How to manage your billing for Ramp Plus
You can learn more about Ramp Plus' Billing Policy [here](/ramp-plus-billing-policy).
Admins can update the payment account and billing email from [Statements & payments settings](https://app.ramp.com/billing/statements/settings). This opens the **Payment settings** drawer on **Subscriptions & fees**.
### Switch bank account for payment
1. In **Automatic payment method**, select the bank account dropdown.
2. Select a different payment account.
### Update billing email notification
1. Navigate to **Billing preferences**.
2. Update **Email to receive billing statements**.
3. Click the **Save** button.
### Update statement PO number
1. Navigate to **Billing preferences**.
2. Update **Billing purchase order number**.
3. Click the **Save** button.
## Additional resources
You can find more information about what Ramp Plus is in our [Ramp Plus Overview.](/ramp-plus-overview)
---
# Ramp Plus billing policy
> Official Ramp Help Center article. Topic: Get Started with Ramp / Overview of Ramp. [View the canonical page](https://support.ramp.com/ramp-plus-billing-policy).
> **Note: This article primarily applies to Ramp Administrators.**
> Cardholders may find other articles in the [Ramp overview](/get-started-with-ramp/overview-of-ramp) section to be more applicable.
## Overview
Ramp Plus uses per-user pricing. Once Ramp Plus is enabled for your business, eligible active users count toward billing.
You are billed for users with the Auditor role. You are not billed for pending users, [deactivated users](/understanding-user-states-in-ramp), users with the Guest role, or users assigned by an Accounting Firm.
## How billing works
### When you'll be billed
You will be billed for the first time on the billing date in your contract, or on the day your Ramp Plus free trial expires if you have a free trial. Your free trial expires one month after you sign up for Ramp Plus.
**Monthly plans:** Your plan renews automatically on the same calendar day each month. For example, if you are first billed for Ramp Plus on March 7, you will be billed again on the 7th of each month.
**Annual plans:** Your plan renews automatically on the same calendar day each year. Because Ramp Plus uses per-user pricing, you will also receive monthly statements for seat count additions during your annual term. For example, if you are first billed on October 12, your annual plan renews automatically on October 12 each year and you will also receive a monthly statement on the 12th for any seat count changes.
> **Note:** Billing dates for Ramp Plus statements cannot currently be changed.
### Billing cadences
Ramp Plus supports monthly, quarterly, semi-annual, and annual billing cadences. The details below explain monthly and annual plans.
**Monthly Plan:** You are billed at the beginning of each billing period for the number of seats you have enrolled in Ramp Plus at your monthly price. Any additions to your seat count are reflected in your next statement.
**Annual Plan:** You are billed upfront for one full year of Ramp Plus for the number of seats you have enrolled in Ramp Plus at a discounted monthly price. Any additions to your seat count are reflected on your next monthly bill.
### Payment account for Ramp Plus
When you upgrade to Plus, you can choose the bank account Ramp uses for Ramp Plus subscription fees from [**Ramp Plus settings**](https://app.ramp.com/settings/plus). If you have multiple entities, you can choose a bank account for each entity.
If you are an active Bill Pay user, Ramp also uses this billing account to debit your monthly Bill Pay fees.
### Cancel your Ramp Plus subscription
You can cancel your Ramp Plus plan at any time. Your access continues until the end of your billing period for monthly plans, or the end of your paid period for annual plans.
To cancel, go to [**Statements & payments**](https://app.ramp.com/billing/statements), open **Settings**, select **Subscriptions & fees**, and select **Cancel subscription**. Ramp Plus subscription fees are non-refundable.
## Manage your billing
### Where can I find my Ramp Plus bill?
Ramp Plus charges appear on your billing statement. Admins can view and download subscription and fee statements from [**Statements & payments**](https://app.ramp.com/billing/statements).
### How can I apply cashback to my billing statement?
You can activate automatic deduction of available cashback for your next subscription and fees payment from [**Statements & payments**](https://app.ramp.com/billing/statements).
**Example 1:**
- You have $500 in cashback.
- Your Plus monthly plan is $120 per month and Bill Pay fees total $20.
- Ramp automatically deducts $140 in cashback to pay for your Plus plan.
- You then have $360 in cashback remaining.
**Example 2:**
- You have $500 in cashback.
- Your Plus monthly plan is $1,100 per month.
- Ramp automatically deducts $500 in cashback and debits $600 from your linked bank account to pay for your Plus plan.
- You then have $0 in cashback remaining.
1. Open [**Statements & payments**](https://app.ramp.com/billing/statements) .
2. Select **Settings**.
3. Toggle on **Automatically redeem cashback** to deduct available cashback for your next billing payment.
To turn this off, follow the same steps and toggle off **Automatically redeem cashback**.
## Frequently asked questions
### Am I prepaying for the remainder of the year?
If you select an Annual Plan, you are paying for your entire annual subscription term upfront. See [What happens if I add or remove a paid role?](#what-happens-if-i-add-or-remove-a-paid-role) for details on how seat count changes are billed after your annual term starts.
### How do credits work?
Ramp Plus credits can only be used on future subscription and fee billing statements. They are not transferable, cannot be used on Ramp Card statements, and have no cash value.
### How does proration work?
Ramp prorates subscription fees based on when a user is added to Ramp Plus. Proration is based on the amount of time remaining in both the current billing period and the subscription term when your seat count changes.
See [What happens if I add or remove a paid role?](#what-happens-if-i-add-or-remove-a-paid-role) for detailed examples.
### What happens if I add or remove a paid role?
Additions to your seat count during a billing period are reflected in the following statement. Changes to your seat count take effect at the end of each day.
Removing a user does not result in a refund or any credits.
**Monthly Plans**
If you add a seat, you will be charged a prorated amount of your monthly price based on the number of days remaining in the billing period.
*Example:* You are paying $15 per seat per month on a Monthly Plan and have 21 seats. Eleven days into your billing period, you add 2 seats. At the end of the billing period, your next statement will have the following line items:
- *($15 per month) x (23 seats) x (1 month) = $345 in charges for the following month's Ramp Plus plan*
- *($15 per month) x (2 new seats) x (19/30 days remaining) = $19 in prorated charges for the new seats*
- *Your total amount owed will be $345.00 + $19.00 = $364.00 + applicable sales tax*
*You now have 23 paid seats for the remainder of the monthly contract period (19 days remaining).*
**Annual Plans**
If you add a seat, you will be charged a prorated amount of your monthly price based on the number of days remaining in the billing period, plus the full monthly price for the remaining number of months in your subscription term.
*Example:* You are paying $12 per seat per month on an Annual Plan and have 20 seats. It is 3 months into your Annual Plan. Ten days into your fourth billing period, you add 3 seats. At the end of your fourth billing period, your statement will have the following line items:
- *($12 per month) x (3 seats) x (20/30 days remaining) + ($12 per month) x (3 seats) x (8 months remaining in your Annual Plan) = $312 in new charges*
- *Your total amount owed will be $312.00 + applicable sales tax*
*You now have 23 paid seats for the remainder of the annual contract period (8 months remaining).*
### Which specific user was attached to the seat charge?
Seat count changes are processed daily and aggregated by entity. Ramp Plus statements do not identify a specific user for a seat charge. Admins can review users' join dates by exporting the **Date User Joined Ramp** column from [**Company > People**](https://app.ramp.com/people/all).
### Is Ramp Plus subject to sales tax?
Individual states have different laws governing how software products, such as Ramp Plus, are taxed. Ramp uses your business address to determine whether Ramp Plus is subject to sales tax in your jurisdiction.
### What if I am a tax-exempt business?
Submit your tax exemption documents, such as certificates and IDs, through [Ramp Support](/how-to-contact-ramps-support-team). Ramp will exempt your business after reviewing them. If sales tax has already been charged, Ramp will process a refund.
### What currencies can you use to pay your Ramp Plus statement?
You can make payments toward your Ramp Plus statement in USD, CAD, EUR, or GBP.
### How does billing work for multi-entity companies?
Ramp Plus is enabled at the business level but billed at the entity level. If a business enables Ramp Plus, all of its entities are automatically enrolled in Ramp Plus.
For multi-entity businesses:
- Sales tax is computed using the business address, not the addresses of individual entities.
- Ramp Plus statement credits can exist at the business or entity level. Entity-specific credits cannot be transferred between entities.
- Multi-entity businesses can set up separate bank accounts.
- Users are billed to the single entity their account is associated with, even if they have cards or activity associated with other entities.
### How will Ramp Plus payments appear in my bank account?
Ramp Plus charges appear on your billing statement. These debits may show in your bank account as one of the following:
- *RAMP FEES*
- *RAMP BILLING FEES*
You can review the related statement in [**Statements & payments**](https://app.ramp.com/billing/statements).
### Can my statement reference my entity's DBA name instead of legal name?
Ramp Plus statements use the entity's legal name by default. When statement settings are configured to include a DBA (doing business as) name, the statement displays both the DBA and legal name.
---
# Foreign transaction fees
> Official Ramp Help Center article. Topic: Get Started with Ramp / Overview of Ramp. [View the canonical page](https://support.ramp.com/foreign-transaction-fees).
## Overview
Ramp may charge transaction fees on certain transactions. Below are examples of when these fees can occur.
- **SWIFT payment network** - When sending US Dollars to a bank account outside the United States via the SWIFT payment network, your bill payment may have an associated transaction fee. ( [Platform Agreement](https://ramp.com/legal/platform-agreement) )
- **International bill payments and reimbursements** - Ramp may include a margin on foreign exchange. ( [Payment Card Addendum](https://ramp.com/legal/payment-card-addendum) )
- **International card transactions** - Some international charges may clear in a currency other than your settlement currency and will undergo a currency conversion. Ramp typically includes a margin on the exchange rate selected by the issuer or card network. This margin will not exceed 3%. ( [Payment Card Addendum](https://ramp.com/legal/customer-terms/services-terms/payment-card-addendum) )
---
# Ask Ramp overview
> Official Ramp Help Center article. Topic: Get Started with Ramp / Overview of Ramp. [View the canonical page](https://support.ramp.com/ask-ramp-overview).
## Overview
Ask Ramp is Ramp's built-in AI assistant. It can answer questions about Ramp's products, help with questions about your account, or take actions on your behalf.
## Access Ask Ramp
To open Ask Ramp, go to [**Ask Ramp**](https://app.ramp.com/chat) in the Ramp web app. You can also click the **Ask Ramp** icon in the left sidebar from any page.
## Frequently asked questions
### Is Ask Ramp available on Slack?
The [Ramp Slack integration](/set-up-ramps-slack-integration-for-admins) supports notifications, fund requests, and approvals — but does not include AI chat. If your organization has connected the [Microsoft Teams integration](/how-to-use-ramps-microsoft-teams-integration-for-employees), the Ramp bot can also answer expense policy questions there.
### Can Ask Ramp take actions on my behalf?
Yes. Ask Ramp can take actions on your behalf, such as approving requests or updating transactions.
### Can I see my previous Ask Ramp conversations?
Yes. Open [**Ask Ramp**](https://app.ramp.com/chat) to see a list of your previous conversations, including the conversation name, date, and latest message. You can select any conversation to view the full history. You can only see conversations you started — other users' conversations are not visible.
---
# Ramp system status and outages
> Official Ramp Help Center article. Topic: Get Started with Ramp / Overview of Ramp. [View the canonical page](https://support.ramp.com/ramp-system-status-and-outages).
## Overview
Ramp does not have a separate public status page such as `status.ramp.com`. Instead, Ramp communicates active outages and scheduled maintenance directly in the product.
## How Ramp communicates outages and maintenance
- **App-wide incident banner**: During a major outage, Ramp can show a banner across the web app.
- **Sign-in notice**: If sign-in or multi-factor authentication (MFA) is affected, Ramp can show a notice in the sign-in flow.
- **Scheduled maintenance page**: During planned maintenance, Ramp can display a maintenance page until service is restored.
If you do not see an outage or maintenance notice, check the sign-in page for a notice and refresh the page again.
---
# How to contact Ramp's Support team
> Official Ramp Help Center article. Topic: Get Started with Ramp / Overview of Ramp. [View the canonical page](https://support.ramp.com/how-to-contact-ramps-support-team).
## Overview
You can contact Ramp Support from the Ramp app or by phone — whichever works best for you. The fastest path is usually [**Ask Ramp**](https://app.ramp.com/chat), which can answer many questions directly — such as expense policy questions, transaction help, and navigation — and route you to **Live chat** or [**Submit support request**](https://app.ramp.com/support/get-help) when needed. For a full overview of what Ask Ramp can do, see [Ask Ramp overview](/ask-ramp-overview).
If you can't sign in, start with our [sign-in troubleshooting resources](/troubleshooting-ramp-login-mfa-issues).
If you're experiencing slowness or wondering whether Ramp is down, see [Ramp system status and outages](/ramp-system-status-and-outages) — Ramp does not have a separate status page but communicates disruptions directly in the product.
| **Contact method** | **Details** |
| --- | --- |
|  **Chat** | Open [**Ask Ramp**](https://app.ramp.com/chat) in the Ramp app to contact Support. If live chat is available for your issue, you'll see a **Live chat** option. Otherwise, use [**Submit support request**](https://app.ramp.com/support/get-help). Having trouble signing in? Check out our [resources](/troubleshooting-ramp-login-mfa-issues) for troubleshooting sign-in issues. |
|  **Phone** | Call us at [**855-206-SAVE (7283)**](tel:18552067283) — available 24/7. Calling from outside the United States? Use our international line: [**1-844-331-1023**](tel:18443311023). |
## You can also find answers quickly with our self-help articles:
**Popular support articles:**
- [Card limits and Spend Programs](/funds-cards-and-spend-programs)
- [Bill payment methods and timelines](/bill-payment-methods-and-timelines)
- [Accounting rules and automation](/managing-accounting-rules)
- [Bill Pay overview](/bill-pay-overview)
- [Booking travel off Ramp: Admin Guide](/booking-travel-off-ramp-admin-guide)
- [Bill Pay setup](/bill-pay-set-up)
- [Activating a physical card](/activating-a-physical-card)
- [Accidental or personal charges on Ramp](/accidental-or-personal-charges-on-ramp)
- [Card declines](/transaction-declines)
- [Assistant role (Previously Copilot)](/user-role-deep-dive-assistant)
- [Bill Pay accounting](/bill-pay-accounting)
- [Bill Pay vendors and vendor owners](/vendor-management-on-ramp)
- [Bill Pay tax support](/manage-vendor-tax-details)
- [Bill Pay approvals](/bill-pay-approvals)
- [Auto-generated receipts](/auto-generated-receipts)
**Support articles by category:**
- [Accounting](/accounting)
- [Business entities](/account-settings-and-security/business-entities)
- [Payments, limits, and statements](/cards/statements-and-payments)
- [Expense policy and receipts](/expense-management/expense-policies-and-submission)
- [Cards and transactions](/cards)
- [User management](/account-settings-and-security/users-and-roles)
- [Reimbursements](/reimbursements)
- [Bill Pay](/bill-pay)
- [Ramp Banking](/business-banking)
- [Ramp Procurement](/procurement)
- [Advisor Console](/advisor-console)
- [Ramp Travel](/travel)
- [Integrations](/integrations)
- [Reports & Insights](/expense-management/reports-and-insights)
## Frequently asked questions
### How do I view my past support conversations?
Open [**Ask Ramp**](https://app.ramp.com/chat) in the Ramp app. The chat widget displays a list of your previous conversations, including the conversation name, date, and the latest message. Select any conversation to view the full history. You can only see conversations you started — other users' conversations are not visible.
If you submitted a support request through the support form instead of chat, follow-up responses are sent to your email. Those requests are not displayed in the Ask Ramp conversation history.
### How do I contact my account manager or customer success manager?
If you can access [**Settings** > **Company Profile**](https://app.ramp.com/settings/all/company) and your business is eligible with an assigned Ramp contact, you will see their contact card on the top right. They can help you get the most out of Ramp, adopt new products and features, and recommend best practices.
If you cannot access **Company Profile**, ask a Ramp Admin to check whether your business has an assigned Ramp contact, or use [**Ask Ramp**](https://app.ramp.com/chat) for help.
If you do not see an assigned Ramp contact on your account, use [**Ask Ramp**](https://app.ramp.com/chat) for help with your request.
For all other questions, or if you'd like Ramp to handle the request for you, use [**Ask Ramp**](https://app.ramp.com/chat) in the product.
### Will I always see live chat?
No. Live chat is available only for eligible signed-in users and eligible support topics. If live chat isn't available, use [**Submit support request**](https://app.ramp.com/support/get-help) instead. Live chat is typically offered on weekdays between 9 a.m. and 6 p.m. ET.
### Can I contact Support without signing in?
For the best support experience, sign in and use [**Ask Ramp**](https://app.ramp.com/chat). If you can't sign in, use our [sign-in troubleshooting resources](/troubleshooting-ramp-login-mfa-issues).
### Ramp system status and outages
Ramp does not have a separate public status page. For how Ramp communicates outages and scheduled maintenance, see [Ramp system status and outages](/ramp-system-status-and-outages).
---
# Ramp Community Forum → Connect with other customers and the Ramp team
> Official Ramp Help Center article. Topic: Get Started with Ramp / Overview of Ramp. [View the canonical page](https://support.ramp.com/ramp-community-forum-connect-with-other-customers-and-the-ramp-team).
## Overview
The [Ramp Community Forum](https://community.ramp.com/) is an online space designed to bring Ramp customers and team members together to:
- Drive Product Engagement: Help users maximize the value of Ramp's features.
- Enable Community Support: Foster peer-to-peer learning and troubleshooting.
- Foster Customer Advocacy: Build a network of engaged, enthusiastic Ramp users.
> **Please note:** The Community Forum is not a support center. For account or technical issues, please contact Ramp Support.
## What is the virtual community forum?
A dedicated space for live, ongoing conversations between Ramp users and Ramp employees. It allows customers to:
- Share best practices and workflow tips
- Ask and answer product questions
- Provide feedback on Ramp features
- Connect and build relationships with other customers and the Ramp team.
## Here’s how to get started…
1. **Access the Forum** → Sign-in using your *same Ramp email & password*
2. **Set Up Your Profile** → Add a profile picture and fill in any user details
- [Introduce yourself in the introductory thread.](https://community.ramp.com/t/new-here-introduce-yourself-in-this-thread/92/114)
3. **Explore Topics**
- Browse existing discussions to see what others are talking about
- Use the search bar to quickly locate topics, keywords, or specific questions
4. **Join the Conversation**
- Click “New Post” to start a discussion
- Respond to other users’ posts with comments, answers, or suggestions
- Share your best practices, experiences, and Ramp tips.
5. **Follow Topics**
- Subscribe to threads or categories to get email updates and stay engaged with conversations that matter to you.
6. **Engage Respectfully**
- Follow Community Guidelines to ensure a respectful and productive environment for all.
## What the forum is
- A place for customers to ask questions and get peer feedback.
- A space for sharing best practices and how-tos.
- A community that supplements the work of Ramp’s CX, CSM, and AM teams.
- An opportunity to connect directly with other Ramp customers and staff.
## What the forum is not
- A technical or account support center (contact Ramp Support instead).
- A replacement for your dedicated Customer Success or Account Manager.
- A place for unproductive rants—we encourage constructive feedback.
## Who can join?
All Ramp customers and Ramp team members are welcome.
Whether you’re a finance leader, operations manager, or cardholder, the Forum is here to help you maximize Ramp.
---
# Ramp product updates and release notes
> Official Ramp Help Center article. Topic: Get Started with Ramp / Overview of Ramp. [View the canonical page](https://support.ramp.com/product-updates-and-release-notes).
## Overview
Ramp regularly ships new features, improvements, and fixes across the platform. The [product releases page](https://ramp.com/product-releases) is the central destination for all product announcements, including individual feature updates, monthly digests, and annual reviews.
## Browse product releases
Visit the [Ramp product releases page](https://ramp.com/product-releases) to see a complete record of new features, fixes, and improvements. The page includes:
- **Feature announcements** organized by release date, each with a description of what changed and why it matters
- **Monthly and quarterly digests** summarizing what shipped during that period
- **Category filters** to browse updates by product area, such as Accounting Automation, Corporate Cards, Expense Management, Integrations, Travel, and Vendor Management
You can also sign up for product update emails directly on the page to receive notifications as new features are released.
## Access product updates from Ramp
To open the product releases page from within [Ramp](https://app.ramp.com):
1. Select your **profile icon** in the top-right corner.
2. Select **Product updates**.
This opens the [product releases page](https://ramp.com/product-releases) in a new tab.
Some accounts also have a **What's new** option in the profile menu, which opens an in-app page with a personalized timeline of released features you can browse by category.
---
# Customer referrals
> Official Ramp Help Center article. Topic: Get Started with Ramp / Overview of Ramp. [View the canonical page](https://support.ramp.com/customer-referrals).
## Overview
Ramp offers referral bonuses when customers refer other companies to Ramp. This document outlines how to refer companies, track referrals, and receive payment. For Partner referrals, see our article on [Partner status, referral, and payouts](/partner-status-referrals-and-payouts).
## How to make and track referrals
1. Head to our [Referrals](https://app.ramp.com/referrals) page which you can access at 'Refer & Earn' under your profile in the top right. The current referral offer amount will be available to review on this page
2. Select **Invite via email**or **Copy referral link**and share the link with the company you are referring. The invitee will receive the following communication.
3. You can track your referrals on the Referrals page. The referral status will update from "Approved" to "Eligible for Bonus" once the referrer meets eligibility criteria. See eligibility criteria at [How it works](https://app.ramp.com/referrals/how-it-works) on the top right of the page.
## How to receive the payout
Once your referral has signed up for Ramp, been approved, and met eligibility criteria, the status will update to "Eligible for Bonus." The payout is made via a virtual card and can be found at the bottom of the Referral page under Card Rewards. Add the card details to your preferred wallet or enter the details at checkout to spend the bonus.
---
# Ramp's partner rewards program
> Official Ramp Help Center article. Topic: Get Started with Ramp / Overview of Ramp. [View the canonical page](https://support.ramp.com/ramps-partner-rewards-program).
Note: This article primarily applies to Ramp Administrators.
Cardholders may find other articles in the [Reports & Insights](/expense-management/reports-and-insights) section to be more applicable.
## Overview
Ramp has exclusive partner rewards with leading vendors and companies to help your company get more out of the products and software that help run your business. Only Ramp users receive access to these rewards to help your company save money. Partner rewards include savings on Amazon Web Services, Carta, 1Password, and many more.
## Signing up for Ramp's partner rewards
Ramp users can access, view, and sign up for all partner rewards by navigating to **Company or Insights → Rewards**tab **→** [**Offers**](https://app.ramp.com/insights/rewards/offers). You will see redemption details and instructions for all partner rewards on this page.
---
# Ramp's terms and conditions
> Official Ramp Help Center article. Topic: Get Started with Ramp / Overview of Ramp. [View the canonical page](https://support.ramp.com/ramps-terms-and-conditions).
> **Note: This article primarily applies to Ramp Administrators.**
> Cardholders may find other articles in the [Ramp overview](/ramp-overview) section to be more applicable.
## Overview
For complete details on Ramp's legal terms and conditions, please refer to our [Platform Agreement](https://ramp.com/legal/platform-agreement). This document contains all the necessary information regarding the use of Ramp's services and your obligations as a user.
For information about how Ramp handles your data, refer to [Ramp's Privacy Policy](https://ramp.com/legal/privacy-policy).
## Ramp bank partner agreements
Ramp partners with financial institutions to provide card issuing, banking, and lending services. When you activate your Ramp account or when Ramp adds a new banking partner to your card program, you may be asked to review and accept agreements and privacy policies from these partners.
For the complete list of financial institution partner agreements — including terms for Lead Bank, Sutton Bank, Celtic Bank, First Internet Bank, and others — see the Financial Institution Partner Agreements section of [Ramp's Customer Terms](https://ramp.com/legal/customer-terms). The [Lead Bank Privacy Policy](https://www.lead.bank/privacy-and-terms) is hosted on Lead Bank's site.
The agreements Ramp presents to you during account activation or card program updates are the ones that apply to your business.
---
# Ramp for early customers
> Official Ramp Help Center article. Topic: Get Started with Ramp / Overview of Ramp. [View the canonical page](https://support.ramp.com/ramp-for-early-customers).
> **Note: This article primarily applies to Ramp Administrators.**
> Cardholders may find other articles in the [Ramp overview](/get-started-with-ramp/overview-of-ramp) section to be more applicable.
## Overview
Early Ramp customers - those who applied for Ramp or had an existing account before September 19, 2023 - received complimentary access to all Ramp Plus features through a 1-year trial ending in September 2024. At the end of that trial period, early customers could choose to upgrade to Ramp Plus or be automatically moved to a fixed set of features at no cost.
## How it works
If you chose not to continue with Ramp Plus when the complimentary trial ended, your account was moved to the fixed set of no-cost features listed below. You were not charged.
## Frequently asked questions
### What do I get as an early customer?
As an early customer, you had full access to all Ramp Plus features through September 2024. Ramp Plus provides enhanced controls, advanced automation, and deeper integrations designed to support more complex finance operations.
When the trial ended:
- You could choose to upgrade to Ramp Plus and keep all advanced features.
- If you did not upgrade, your account was moved to the fixed set of no-cost features listed below.
Ramp did not automatically upgrade or charge customers without consent.
### Which features were included in Ramp Plus, and which remained free after the trial?
Ramp continues to invest in the free platform, and many core features remain available at no cost. Early customers had temporary access to all Ramp Plus features until September 2024. After the trial, early customers moved to a fixed set of no-cost features. See our full feature list [here](https://ramp.com/pricing).
**Ramp Plus features available if you upgrade after September 2024:**
- Expense Management:
- Advanced policy rules
- Advanced submission policy
- Travel:
- Multiple travel policies
- Accounting Integrations:
- Microsoft Dynamics Business Central
- Acumatica
- Multi-entity Support:
- UCSV
- Workflows:
- Advanced approval workflows with parallel approvers
- Custom Spend Programs with approval policies
- Procurement and PO Management:
- Purchase order requests
- Automatic purchase order imports
- Intake with custom forms
- Advanced Automation with NetSuite:
- Amortization of credit card transactions and reimbursements
- SuiteTax (advanced tax within NetSuite)
- Intercompany Journal Entries in NetSuite
- International capabilities:
- International cashback
- User Management & Compliance:
- Advanced user roles including View-Only Admin
- Priority Support
**Features only early customers continue to have access to at no cost:**
- Expense Management:
- Auto-locking cards (with missing items)
- Accounting Integrations:
- NetSuite
- Sage
- Multi-Entity Support:
- NetSuite
- Sage
- Accounting Automation:
- Advanced accounting rules
- Conditional filtering
- Amortization of bill payments (NetSuite only)
- International tax reporting (NetSuite only)
- FX gain/loss for statement payments (NetSuite only)
- Procurement and PO Management:
- Purchase order requests
- Automatic purchase order imports
- International Capabilities:
- Card limits and Spend Programs in non USD
- User Management & Compliance:
- HRIS continuous sync
- Workday HR integration
- Delegate approvers
- Guest roles
The Ramp Procurement add-on is required for Procurement Spend Programs and the Ironclad integration.
You will continue to have access to all features on our free plan. See our full feature list [here](https://ramp.com/pricing).
### What happens to my existing workflows if I do not upgrade to Ramp Plus?
Workflows and configurations created during the trial remain functional, but cannot be edited or expanded without upgrading to Ramp Plus. To make changes to existing workflows that use Plus features, you’ll need to upgrade to Ramp Plus.
| **Ramp Plus feature** | **Your access after trial ends** | **What happens after trial ends** |
| --- | --- | --- |
| **Procurement** | | |
| [Procurement Spend Programs & purchase orders (POs)](/get-started-with-procurement) | ⚠️ Limited | Existing procurement Spend Programs (including Ironclad integrations) can still be used and deleted. Existing purchase orders can still be edited and used. New POs can be created against existing programs. Editing or creating new procurement Spend Programs will not be possible after trial ends. |
| [3-Way Match](/3-way-match-with-ramp-procurement) | ⚠️ Limited | 3-way match for imported POs is unavailable without Ramp Plus. Access to 3-way match for POs created in Ramp depends on your Ramp Procurement subscription. 2-way match remains available. |
| [Overbilling Protection](/overbilling-protection) | ⚠️ Limited | Overbilling protection created before trial ending will continue to function. Enabling overbilling protection will not be possible after trial ends. |
| **Workflows** | | |
| Advanced workflows | ⚠️ Limited | Advanced workflows created before the trial ends will continue to function. Editing existing or creating new advanced workflows with Plus conditions will not be possible after trial ends. |
| [Submission policies](/submission-policies) | ⚠️ Limited | Submission policies created before trial ending will continue to function. Editing existing or creating new submission policies with Plus conditions will not be possible after trial ends. |
| [Delegate approvers](/delegate-approvers) | ✅ Available | Any non-Guest user who can serve as an approver in Ramp, including standard roles such as Employee, Manager, Accounting, Accounts Payable, Admin, Finance Admin, IT Admin, Owner, and View-Only Admin, can continue to be assigned as delegate approvers at no additional cost. |
| **Accounting** | | |
| [NetSuite integration](/netsuite-overview) | ⚠️ Limited | NetSuite direct integration, including multi-entity functionality, will continue to function at no additional cost for customers who had the integration set up prior to September 2023. Connecting this integration for the first time after that date requires an upgrade to Ramp Plus, but existing connections can be reactivated without upgrading. |
| [Sage integration](/sage-intacct-overview) | ⚠️ Limited | Sage Intacct direct integration, including multi-entity functionality, will continue to function at no additional cost for customers who had the integration set up prior to September 2023. Connecting this integration for the first time after that date requires an upgrade to Ramp Plus, but existing connections can be reactivated without upgrading. |
| [Microsoft Dynamics Business Central integration](/microsoft-dynamics-business-central-overview) | ⛔ Not available | Access to the Microsoft Dynamics Business Central direct integration will be lost after the trial ends. Current suggested coding will also be removed. CSV can be used to continue syncing transaction data. |
| [Acumatica integration](/acumatica-overview) | ⛔ Not available | Access to the Acumatica direct integration will be lost after the trial ends. Current suggested coding will also be removed. CSV can be used to continue syncing transaction data. |
| [Zoho Books integration](/zoho-books-overview) | ⛔ Not available | Access to the Zoho Books direct integration will be lost after the trial ends. Current suggested coding will also be removed. CSV can be used to continue syncing transaction data. |
| CSV export for multi-entity | ⚠️ Limited | Multi-entity access will be maintained and CSV exports will continue to function after the trial ends, at no additional cost. |
| [Advanced accounting rules](/managing-accounting-rules) | ✅ Available | Advanced accounting rules will continue to function after the trial ends, at no additional cost. |
| [Conditional filtering](/conditional-filtering) | ✅ Available | Conditional filtering rules will continue to function after the trial ends, at no additional cost. |
| [Amortization for bills (NetSuite only)](/bill-pay-amortization-for-netsuite) | ✅ Available | Bill amortization will continue to be available after the trial ends, at no additional cost. |
| [Amortization for card transactions and reimbursements (NetSuite only)](/transaction-amortization-for-netsuite) | ⛔ Not available | Card and reimbursement amortization will no longer be available. |
| [SuiteTax (NetSuite only)](/netsuite-international-accounting-support) | ⛔ Not available | Applying SuiteTax to expenses on Ramp will no longer be possible after the trial ends. |
| [FX gain / loss (NetSuite only)](/netsuite-international-accounting-support) | ✅ Available | FX gain / loss will continue to function after the trial ends, at no additional cost. |
| [Intercompany JE (NetSuite Only)](/netsuite-international-accounting-support) | ⛔ Not available | Intercompany account will be removed from accounting setting for all entities after the trial ends. Transactions will still sync to NetSuite but will not have the inter-company transfer noted on them when relevant. |
| **Spend Management** | | |
| [Auto-locking cards](/automatically-lock-cards-and-funds) | ✅ Available | Auto-locking cards will continue to be available after the trial ends, at no additional cost. |
| Custom forms for Spend Programs | ⚠️ Limited | Existing Spend Programs with Plus features can continue to be spent against. Admins can also delete these existing programs. Editing existing or creating new Spend Programs with Plus features will not be possible after trial ends. |
| [Custom spend request approval policy rules for Spend Programs](/setting-up-spend-request-approvals#setting-conditions) | ⚠️ Limited | Existing Spend Programs with custom spend request approval policy rules can continue to be spent against. Admins can also delete these existing programs. Editing existing or creating new programs with custom rules will not be possible after trial ends. All transaction approval policy rules will continue to function. |
| [Advanced policy rules](/setting-up-expense-review-policies-for-transactions-and-reimbursements) | ⚠️ Limited | All existing advanced policy rules will continue to function. Customers will be able to delete any policy rules post downgrade. Customers will not be able to edit existing policy rules or create new policy rules with Plus features. |
| **Travel** | | |
| [Multiple travel policies](/booking-travel-off-ramp-admin-guide) | ⚠️ Limited | All existing travel policies (including non-default travel policies) will continue to function. Customers will be able to delete any non-default travel policies. Customers will not be able to edit existing or create new non-default travel policies. |
| **International** | | |
| [Card limits and Spend Programs in non-USD](/multi-currency-funds-cards-and-spend-programs) | ✅ Available | Card limits and Spend Programs in non-USD will continue to function after your trial ends, at no additional cost. |
| International Cashback | ⛔ Not available | International transactions will no longer earn cashback. |
| **User Management** | | |
| [HRIS continuous sync](/hr-integration-overview) | ✅ Available | HRIS continuous sync will continue to function after your trial ends, at no additional cost. |
| [Workday integration](/workday-integration-setup) | ✅ Available | Workday integration will continue to function after your trial ends, at no additional cost. |
| [Guest role](/user-role-deep-dive-guest) | ✅ Available | Guest roles will continue to function after your trial ends, at no additional cost. |
| [View-Only Admin role](/user-role-deep-dive-view-only-admin) | ⚠️ Limited | Any View-Only Admin roles will remain as is. Customers can change View-Only Admin roles to other non-Plus roles (e.g. Admin, Manager, Accounting). Customers will not be able to assign new users to View-Only Admin roles. |
### What happens if I upgrade to Ramp Plus, but decide to downgrade in the future?
If you upgrade to Ramp Plus but later decide to downgrade, you will return to your fixed set of no-cost early-customer features. Your previously retained access to NetSuite, Sage Intacct, and advanced accounting rules will continue.
---
# Qualifications to apply for Ramp (U.S. based)
> Official Ramp Help Center article. Topic: Get Started with Ramp / Apply to Ramp. [View the canonical page](https://support.ramp.com/applying-and-signing-up-for-ramp-us-based).
> **Note: This article primarily applies to Ramp Administrators.**
> Cardholders may find other articles in the [About Ramp](/get-started-with-ramp/overview-of-ramp) section to be more applicable.
## Overview
Welcome. We're thrilled you are considering joining us on Ramp.
Here is a quick overview of everything you need to know to get started.
## Qualification
### Who qualifies for Ramp?
To qualify for Ramp, your business must be:
- Be registered in the United States
- Be a corporation, limited liability company, or LP (nonprofits welcome). Currently, we are not accepting individuals, sole proprietors, and other types of unregistered businesses.
- Have at least $25,000 in cash in any US business bank account linked to your application
- Have most of your operations and corporate spending in the US (although we do support international transactions)
- Have a physical address located in the United States (cannot be a PO box, virtual office address, registered agent address, or mail-forwarding address)
### Can I apply without an EIN or an SSN?
All applicants must include an employer identification number (EIN) on the application. This is a legal compliance requirement that cannot be waived.
However, you can apply to Ramp if you’re a business owner or officer without an SSN (social security number). Instead of an SSN, you’ll be required to provide a copy of your foreign passport and documentation to prove your address.
- **Passport** : enter the last four digits of your foreign passport or any other placeholder if the passport number is alphanumeric
- **Proof of address** : we accept the following documents:
- Utility bill
- Bank statement
- Pay stub
- Lease agreement with signature page
- Mortgage statement
- Insurance statement
> **Please note:** Applicants must list a physical non-commercial address on their applications—this could be a US or non-US address. Contact our team at [hi@ramp.com](mailto:hi@ramp.com) if you have any questions during the application process.
### Does Ramp require a personal guarantee?
No. Ramp does not require founders to personally guarantee your expenses - you can read why [here](https://ramp.com/blog/what-is-a-personal-founder-guarantee). We consider your business’s financial health factors, such as the company’s cash balance, cash flows, and revenue in setting your company’s business limit. [Learn more about our business limits here](/ramp-business-limits-business-limit-increases).
## Applying
To sign up for Ramp, go to this link and enter your business email: [https://ramp.com/signup](https://ramp.com/signup).
Note: we do not accept non-business email addresses for Ramp applications. If you do not have a business address, we recommend signing up for a company domain name to obtain one.
Here's a short list of information we will ask as part of the application process:
- Personal address and information (incl. last 4 of the Social Security Number) for one corporate officer
- Corporate formation information (EIN and formation dates)
- Credentials to link a bank account (Ramp sets your card limit as a % of cash in your linked bank accounts or you can use revenue-base underwriting to set your limit)
### Ownership information
Ownership information can generally be found in Articles of Incorporation, tax documents, and loan applications.
### Calculating your monthly business card spend
To calculate your estimated Monthly Business Card Spend add up your most recent monthly card spend from ALL business credit cards. Only include spend on your corporate cards, don’t include any bill payments made via ACH, check, or wire payments. If your spending is highly seasonal or variable, report the average of the last 3-6 months.
### Business description
Our application requires a brief description of your business and its core product and/or service offerings. For example, “Tony’s Pizzeria crafts homemade pizza and other Italian specialties serving the NYC area. We have 5 retail locations as well as a catering service for weddings and other special events. Each year we sell approximately 500,000 pizzas.”
### Finding your EIN
Your Employer Identification Number (EIN) is frequently used on business and tax-related documents. You should be able to find your EIN on old tax returns and business loan applications. If you do not have any documentation with your EIN, you can call the IRS (contact them here).
### Finding your incorporation details
Companies must file an incorporation government with their state government in order to legally form a corporation. Different states have different names, but generally, these will be titled Certificate of Incorporation or Articles of Incorporation. The State of Incorporation and date of Incorporation should be visible on the front page of this document.
### Linking your bank account
You will be required to link your business bank account as part of the application process. Please see this page for details: [Ramp bank connections overview](/ramp-bank-connections-overview).
### Note on non-business emails
We do not accept non-business email addresses. If you don’t have a business address, we recommend signing up for a company domain name to obtain one.
### What information will be requested?
Here’s a list of information we’ll ask for in the application process. This information will be used to fulfill regulatory requirements for credit issuers and ensure we can give your business the highest possible credit limit.
- Business address, information, and description, including your business’s legal and DBA names
- Corporate formation information, including your EIN and formation dates
- Monthly business card spend
- Personal address and contact information, including the last 4 digits of the SSN, for one corporate officer or the business owner
- Credentials to link a bank account
> **Note:** We run identity verification checks on all applicants. If we require more information to verify your identity, there will be a hosted verification flow requiring document and selfie uploads.
### Corporate formation information and your EIN
This information can generally be found in Articles of Incorporation, tax documents, and loan applications. Your EIN can be found on old tax returns and business loan applications. If you can’t find it on any documentation, you can call the IRS.
### Monthly business card spend
Add up your most recent monthly card spend from all of your business credit cards. If your spend is highly seasonal or variable, report the average of the last 3-6 months. Don’t include any bill payments made via ACH, check, or wire.
### Bank account linking - directly
We require customers to link their business bank account(s) as part of the application process. A bank connection allows us to make faster underwriting decisions thanks to real-time visibility into your cash balance and lets us make statement payments for your card balance.
This connection is secure and private - your data is protected by bank-grade encryption, and your credentials will never be accessible to Ramp. [Learn more about bank connections here](/ramp-bank-connections-overview).
### Bank account linking - manually
Sometimes, we require applicants to manually connect their bank accounts if the direct connection process doesn’t work.
To connect manually, you’ll need to provide the following account details:
- **Account type** — Checking, Savings, Money market, Brokerage, or Investment
- **Account balance** — your current account balance
- **Routing number** — the 9-digit ABA routing number for your bank account
- **Account number**
You’ll also need to upload your three most recent bank statements in PDF format. PDF format ensures we receive all the information we need from your statements to underwrite your business.
For details on which account types are supported, see [Ramp bank connections overview](/ramp-bank-connections-overview#what-account-types-can-i-connect). For help finding your routing number, see [Where can I find my ABA routing number?](/ramp-bank-connections-overview#where-can-i-find-my-aba-routing-number).
## Frequently asked questions
### Where can I find my bank statements?
Sign in to your business’s banking portal and look for the term ‘Statement’. Sometimes it’s located under a section titled ‘My Documents’. Download your three most recent bank statements in PDF form.
### What should I do if I don’t have my bank statements?
If you don’t have three current bank statements to upload, we accept the following:
1. Statements from the last three months from your previous bank account (if you recently switched to your current one) OR
2. A bank verification letter showing the following:
- The name of your business
- The bank account’s current balance
### Does Ramp offer business loans or external financing?
No, Ramp does not offer a traditional business loan or external financing program. If you need more card spending capacity, see [Ramp business limits & business limit increases](/ramp-business-limits-business-limit-increases).
---
# Applying for Ramp as a Canadian business
> Official Ramp Help Center article. Topic: Get Started with Ramp / Apply to Ramp. [View the canonical page](https://support.ramp.com/applying-for-ramp-as-a-canadian-business).
## Overview
Ramp is available for businesses legally registered in Canada, with no US entity required. The application process uses a dedicated Canadian financing application and requires specific documentation to comply with FINTRAC.
This article covers what to expect during the application, what documents to prepare, and how Ramp determines your credit limit.
## Eligibility requirements
Before applying, confirm that your business meets the following criteria.
**Business type**
Your business must be a corporation, incorporated partnership, or not-for-profit organization registered in Canada. Sole proprietorships and unregistered businesses are not eligible at this time.
**Supported provinces**
Your business must be legally registered in one of these provinces:
- Alberta
- British Columbia
- Manitoba
- New Brunswick
- Newfoundland and Labrador
- Nova Scotia
- Ontario
- Prince Edward Island
Quebec, Saskatchewan, and the territories (Yukon, Northwest Territories, and Nunavut) are not supported at this time.
**Minimum cash balance**
Your connected bank accounts must reflect a balance of at least CA$25,000. This is a minimum threshold for eligibility, and does not guarantee approval.
**Industry eligibility**
Certain industries may be restricted from onboarding to Ramp. This includes cryptocurrency and cannabis businesses, among others, [see here for more details](https://wise.com/gb/legal/acceptable-use-policy). If you're unsure whether your industry qualifies, [contact Ramp Support](/how-to-contact-ramps-support-team) before applying.
## Applying for Ramp
The online application at [ramp.com/signup](https://ramp.com/signup) takes about 5 minutes to complete.
1. Go to [**ramp.com/signup**](https://ramp.com/signup) and enter your business email to start your application. You'll then create your Ramp account (name and password) and verify your email.
2. On the **Let's get started** page, select **Canada** when asked where your business is registered.
3. Enter your business details: legal name, registered address, and Canadian Business Number (CBN) or incorporation number.
4. Add key individuals and provide their required Know Your Customer (KYC) information.
5. Connect your Canadian bank account. Your application will show whether bank statements are required.
6. Upload the required Know Your Business (KYB) documents and submit your application. If prompted after submission, complete additional identity verification.
7. Receive a decision. Most applications are reviewed within a few business days.
## Documents you'll need
Ramp is required under FINTRAC regulations to verify both your business and the individuals who control or own it.
### Business verification (KYB)
- **Business registration document** — upload one of the accepted document types shown in your application. If you upload a Certificate of Incorporation or Articles of Incorporation, it must include your incorporation date, business legal name, and business corporation number
- **Proof of business address, if requested** — a recent bank statement, utility bill, or current lease showing your registered business address
- **Ownership structure documentation** — confirms who owns the business and in what percentages
### Individual verification (KYC)
Ramp verifies the following individuals:
All key individuals must provide their full name, email address, phone number, occupation, and residential address. Beneficial owners and authorized signers must also provide their date of birth.
| Role | Who qualifies | Information required |
| --- | --- | --- |
| Beneficial owners | Anyone with 25% or more direct or indirect ownership or control | Full name, date of birth, email address, phone number, occupation, residential address |
| Authorized signers | Up to 3 individuals authorized to sign on behalf of the business | Full name, date of birth, email address, phone number, occupation, residential address |
| Directors | All active directors | Full name, email address, phone number, occupation, residential address (date of birth not required for director-only individuals) |
One person can hold more than one role. For example, a founder who is also a director and authorized signer only needs to be listed once.
KYC verification is completed through Alloy. Depending on your application, you may also be prompted to complete identity verification through Onfido using a photo of a government-issued ID and a selfie.
## How your credit limit is determined
Ramp sets your credit limit based on your cash balance, bank transaction history, and overall business profile. A minimum balance of CA$25,000 is required for eligibility, but the limit you receive will reflect your full financial picture — businesses with stronger cash positions typically qualify for higher limits.
Ramp does not pull personal credit bureau data for Canadian applications. There are no personal credit checks or personal guarantees.
## After you're approved
Once approved, you'll receive an email with instructions to finish setting up your Ramp account. From there, you can:
- Issue CAD Visa cards (physical and virtual) and [virtual USD Visa cards](/cards-for-canadian-businesses) for your team
- Connect your accounting software (QuickBooks Online, Xero, NetSuite OneWorld, or Sage Intacct), or use Universal CSV
- Enable reimbursements and Bill Pay
- Invite employees and admins
## Frequently asked questions
### What provinces are supported?
Ramp currently supports businesses registered in Alberta, British Columbia, Manitoba, New Brunswick, Newfoundland and Labrador, Nova Scotia, Ontario, and Prince Edward Island. Quebec, Saskatchewan, and the territories (Yukon, Northwest Territories, and Nunavut) are not supported at this time.
### Can I apply if my business has both a US and a Canadian entity?
Yes. If you already use Ramp for your US entity, you'll apply through a separate Canadian financing application. Your Canadian entity will have its own credit limit and card program.
If your business operates globally, we recommend applying to Ramp through your US entity with Ramp Enterprise to access local card issuing and debiting in supported countries outside Canada.
### How long does the application take?
Most applications are reviewed within approximately 1 week after all documents are submitted. Complex ownership structures or missing documentation may extend the timeline.
### Do directors need to provide their date of birth?
Not if they hold only the director role. If the same person is also a beneficial owner or authorized signer, date of birth is required; see [Individual verification (KYC)](#individual-verification-kyc).
### What happens if Ramp requires additional identity verification?
Complete the identity check described in [Individual verification (KYC)](#individual-verification-kyc). Most verifications complete within a few minutes.
---
# Understanding KYB and KYC Verification at Ramp
> Official Ramp Help Center article. Topic: Get Started with Ramp / Apply to Ramp. [View the canonical page](https://support.ramp.com/understanding-kyb-and-kyc-verification-at-ramp).
As a regulated financial institution and partner to regulated financial institutions, Ramp is required to verify customer information during the application process and periodically review it to maintain regulatory compliance, prevent fraud, and ensure secure financial services.
## Why we need to verify your information
Financial institutions like Ramp are required by law to:
- Verify the identity of key individuals in a business (KYC - Know Your Customer)
- Confirm business ownership, structure, and other pertinent details (KYB - Know Your Business)
- Collect this information during the application process
- Regularly review and update this information to ensure it is up to date
This verification helps protect both Ramp and our customers from fraud while ensuring compliance with banking and other applicable regulations.
## What is KYB and KYC?
### Know your business (KYB)
KYB is the process of verifying your business's legitimacy and structure. We verify your business's legal existence, ownership structure, and basic information to ensure we understand who we're working with and comply with the law.
### Know your customer (KYC)
KYC is the process of verifying the identity of individuals associated with your business. For business accounts, this includes verifying controlling officers (such as executives and directors) and beneficial owners (individuals who own 25% or more of the business).
## Required information and documentation
### Business information (KYB)
- Legal business name and structure
- Tax identification numbers
- Business address\*
- Ownership structure
- Industry classification
- Contact details
### Individual information (KYC)
For key individuals:
- Identity verification
- Personal address\*
- Job title
- Contact details
## Periodic reviews
As part of our regulatory obligations, Ramp conducts periodic reviews of customer information to ensure accuracy and compliance. This process helps us detect and document changes in business ownership, control structure, and other key data points. During these reviews, customers must:
- Review and verify accuracy of existing business information on file
- Review and verify business ownership structure
- Review and verify business beneficial owner information
- Make any necessary updates within the platform as it pertains to the above
- Provide additional documentation if requested by Ramp
## Support
If you have any questions about this process, please [contact Ramp Support](/how-to-contact-ramps-support-team).
\*Address requirements:
- KYB - A physical address is required. This address must be the principal place of business, local office, or another physical location where the entity conducts its business. We cannot accept Commercial Mail Receiving Addresses (PO Box, Private Mailbox (PMB)), Virtual Office, or Registered Agent addresses.
- KYC - A physical residential address is required for Controlling Officers and Beneficial Owners.
---
# Next steps after applying and getting approved
> Official Ramp Help Center article. Topic: Get Started with Ramp / Apply to Ramp. [View the canonical page](https://support.ramp.com/next-steps-after-applying-and-getting-approved).
> **Note: This article primarily applies to Ramp Administrators.**
> Cardholders may find other articles in the [Getting started](/get-started-with-ramp) section to be more applicable.
## Congratulations, and welcome to Ramp.
We're so excited to have you on board, and can't wait for you to start automating your finances.
In this article, we've added some links to other resources that will help you get started.
## What should I do first?
The individual at your company who filled out the Financing Application will be designated as your first Ramp Admin. This user will have the Owner title in Ramp and will be able to invite the first users you need to onboard once they sign-in and set up their account.
Once that's taken care of, you can review all of the user roles supported by Ramp in our [User Roles overview](/user-roles-overview). When you're ready to start onboarding your team (other Admin users, your IT Admin, or anyone else you need to get started), you can check out the user onboarding section of [Ramp Admin Guide](/ramp-admin-guide) for the steps to get your team Ramped up.
## Does Ramp have any implementation sessions I can attend, or video walkthroughs I can see?
Yes. We offer live training sessions, a library of on-demand sessions, and other video walkthroughs for your convenience.
Feel free to explore all of [Ramp's training and onboarding resources](https://ramp.com/training).
## Where else can I go for help?
We have a Help Center full of articles just like this one that you can search or [explore by topic](https://support.ramp.com).
If you're not finding what you're looking for, see this article on [How to contact Ramp's Support team](/how-to-contact-ramps-support-team)
---
# Getting started as an Admin
> Official Ramp Help Center article. Topic: Get Started with Ramp / Set up with Ramp. [View the canonical page](https://support.ramp.com/getting-started-as-an-admin).
> **Note: This article primarily applies to Ramp Administrators.**
> Cardholders may find other articles in the [Getting started](/get-started-with-ramp) section to be more applicable.
## Overview
Take your first steps into a transformative experience with Ramp—the leading spend management platform uniquely designed to streamline and optimize your business expenses. Let's kickstart your journey to financial efficiency by guiding you swiftly through the essential steps to get started. For video onboarding resources, browse our training [here](https://ramp.com/training).
**Video walkthrough:** Set up Ramp as an Admin: verify bank accounts, configure expense policies and approval workflows, invite your team, issue cards, and migrate spend. Best in your first week as an Admin to get your company live on Ramp end-to-end. [Watch the video](https://ramp.wistia.com/medias/j36p5z2j3d).
## Getting started as an Admin
1. [Ramp Admin guide](/ramp-admin-guide)
2. [Set up your expense policy](/getting-started-with-ramps-expense-policy-setup)
- [Approval policies](/setting-up-expense-review-policies-for-transactions-and-reimbursements)
- [Submission policies](/submission-policies)
- [Transaction reviews](/reviewing-transactions-from-ramp-cards)
- [Spend guidelines: alerts and flags](/spend-guidelines-alerts-and-flags)
3. [Invite a new user](/inviting-users-to-ramp)
4. [Issue cards](/issuing-a-ramp-card-or-funds)
5. [Set up your accounting](/overview-of-ramp-accounting)
6. [Set up reimbursements](/reimbursements-set-up)
7. [Edit your communication preferences](/manage-your-communication-preferences)
8. [Set up Slack integration](/set-up-ramps-slack-integration-for-admins)
Admins on Ramp see the Setup Guide in the product for the first 90 days on Ramp.
## Frequently asked questions
### How do Setup Guide tasks work?
Open the [Setup Guide](https://app.ramp.com/in-app-onboarding) to see the onboarding tasks Ramp is tracking for your account. A task can only be dismissed or skipped if that task shows **Dismiss** or **Skip this task**. Most Setup Guide tasks clear only after you finish the related setup in Ramp.
Some onboarding experiences also let you dismiss the full Setup Guide from the page menu. This hides the Setup Guide callout from your dashboard, but it does not always prevent you from opening the Setup Guide again later.
---
# Ramp Admin guide
> Official Ramp Help Center article. Topic: Get Started with Ramp / Set up with Ramp. [View the canonical page](https://support.ramp.com/ramp-admin-guide).
> **Note: This article primarily applies to Ramp Administrators.**
> Cardholders may find [Getting started as a User](/getting-started-as-a-user) to be more applicable.
## Welcome.
## Understanding Ramp - financial basics
1. **Card functionality** : Ramp currently offers a charge card with a 30-day billing cycle. Your billing cycle begins on the day of your first transaction. Your balance is due in full every 30 days from then on.
2. **Available cashback** : How much cashback you can apply to your current statement (redeem by “Payments” → Redeem cashback).
3. **Available shared funds:** How much you have remaining to spend in your current billing cycle. Access additional spend by making a manual payment (“payments” → “manual payment.”)
4. **Next payment** **:** The date of your next automatic payment, your current statement balance will be deducted from your default payment account on that date.
5. **Account statements** **:** Available on the day of your “next payment” by clicking on the Statements button on your transactions tab.
## Your cards and funds
As a Ramp Admin, you have the ability to create and edit your own funds and virtual cards. Basic cardholders must either be assigned a card during their invite process or request one from their manager/admin. Your '**Cards**' tab and your '**Funds**' tab within '**Manage Spend**' allows you to view your current funds and cards and create/request new cards based on your user type.
- **Virtual cards:** Instantly create online-only spend allocations for recurring purchases, granular vendor management control, or one-off expenses.
- **Physical cards:** Physical cards are recommended for individuals who spend frequently on T&E. They take roughly 1 week to arrive after a physical card is approved/created.
- **Funds:** instantly allocate money to be spent on physical or virtual cards with specific controls added to said money
### Creating new cards
Go to [Funds & cards](https://app.ramp.com/funds) → Issue funds. Choose from our commonly used card template or create a custom card.
Here is the required information for new cards:
1. **Fund type** - choose virtual or physical. if you already have one physical, you cannot create another.
2. **Card name**- as shown in the dashboard, this does not change your name on the card
3. **Fund amount** - the allocated funds for that card (separate from your business's total allocated funds)
4. **Frequency** - choose how often you want the allocated funds to reset (daily, monthly, yearly, or 'total' for a one-time allocation).
5. **Auto lock dates:** Choose a date in the future in which the card will stop accepting transactions.
6. **Category controls:** Select which spending categories or merchants are allowed or blocked on the card
7. **Transaction amount limits:** Set a maximum amount per transaction above which a transaction will be declined
### Editing cards
To adjust your allocated funds or frequency, click on any of your funds or virtual cards, select 'Actions', then select 'Edit,' and update the amount.
### Setting your Ramp expense policies
Read: [Setup your expense policy](/getting-started-with-ramps-expense-policy-setup)
Ramp enables your business to implement its expense policy right into the platform. When properly implemented, Ramp will automatically notify the user when they need to submit receipts or memos for their card transactions.
To set up and edit your expense policy, go to **Policy** > **Expense Requirements**. Here you can control settings like at what thresholds employees need to provide receipts or memos. Specifically:
1. **Receipt requirements** : For any transaction above the designated threshold all employees will be prompted to upload receipts to Ramp right after their transaction occurs. The default is $75.
2. **Memo requirements** *:* Similar to Receipt Requirements, you can turn on the requirement for employees to include memos for their transactions.
3. **Additional fields:** Require your employees to code specific accounting fields, like category, vendor, and location, for their own transactions (by default, they cannot).
## Communication preferences
Ramp’s real-time notifications give Admins important visibility into what their colleagues are spending on and helps them better control their monthly finances. Ramp automatically notifies Admins about spend at both the**company**and**personal**level.
*To adjust any of the following*: Settings → Communication preferences
### Business activity
1. **Large transaction alert** - Get notified when colleagues spend above a certain threshold (set by you)
2. **Employee card declines** - get alerted when a colleague’s transaction is declined because they’ve reached the spending limit on their card
3. **Monthly spend report** - Receive a report at the beginning of every month to gain awareness of what your team is spending on.
4. **Savings insights** - Get alerted when there are new savings opportunities.
### Personal activity
Set your communication preferences for when and how Ramp reminds you to submit receipts for your own transactions (both in-person and digital transactions).
## User onboarding and management
### Inviting your team
Read: [Invite a new user](/inviting-users-to-ramp)
Admins and Managers can invite employees onto Ramp and set them up with their initial card.
1. *To invite employees* : Business → People & groups → Invite people. You can choose to invite in bulk if you have a large number of users to invite.
2. *To manage invites:* Business → People & groups → Manage invites (click on the number)
### User overview
Read: [User roles overview](/user-roles-overview)
You can invite all employees on Ramp with the right permissions. When inviting, you can choose to issue your employee a card or simply have them request spend when they join.
1. *Cardholder* : An employee who’s been granted access to allocated funds through virtual and/or physical cards.
2. *Admins:* Super-users that can invite users, issue cards, set spending limits, create accounting rules, and modify all Ramp company settings.
3. *Card Managers:* Card Managers are trusted with a lot of responsibility within the Ramp platform - they can invite users, set their limits, see their spending, and approve their requests. As such, Admins should give employees the Card Manager role if they are budget owners and trusted with company spending. These typically will be the heads of departments - engineering, IT, sales, and marketing. By doing so, finance teams empower these leaders to effectively manage their teams - while maintaining total oversight of the decisions and spending. This trust but verify approach is how leading finance teams create goodwill and an effective culture within the organization.
4. *Accounting:* Employees or third parties who are given access to activity data to help with bookkeeping. Has full access to accounting, and can have cards, but cannot issue cards.
## Accounting setup
Ramp integrates in just a few clicks with QuickBooks Online, Xero, Sage Intacct, and NetSuite. Admins will be able to map Ramp categories with their accounting categories and automatically sync transactions to their accounting systems.
Visit below for detailed instructions for every accounting solution:
1. [QuickBooks](/quickbooks-online-overview)
2. [Sage Intacct](/how-to-set-up-ramp-to-sync-with-sage-intacct)
3. [Xero](/xero-overview)
4. [NetSuite](/how-to-set-up-netsuite-with-ramp)
5. [Integrations via Universal CSV](/universal-csv-overview) - Ramp also supports QuickBooks Desktop , Sage 500, Aplos, Acumatica, and hundreds of others through our universal CSV adapter.
## Bill Pay setup
Our Bill Pay product is completely free to use, easy to set up, and blazing fast when it comes to paying your bills. Our integrations with QuickBooks Online, Xero, Sage Intacct, and NetSuite make accounting for your ACH, check, and card payments to vendors easy.
## Learn more about Ramp Bill Pay:
- [Bill Pay overview](/bill-pay-overview)
- [Bill Pay setup](/bill-pay-set-up)
- [Bill lifecycle](/bill-lifecycle)
- [Bill payment methods and timelines](/bill-payment-methods-and-timelines)
- [Bill Pay accounting](/bill-pay-accounting)
- [Bill Pay vendors and vendor owners](/vendor-management-on-ramp)
- [Bill Pay approvals and Accounts Payable roles](/bill-pay-approvals)
## Best practices - permissions, assigning limits, owning spend
Ramp offers much more control and flexibility around how modern finance leaders can implement a corporate card program. You no longer need to share cards or have one individual review expense reports every month. Before inviting users onto the platform, we encourage you to consider the permissions each employee should have and the allocated funds they should be assigned.
## Spend management basics
At a basic level, Ramp enables admins to invite users with specific allocated funds and spending privileges. These typically fall into two buckets:
- **Frequent spenders** (e.g., marketing, procurement, or travelers) - these employees should be invited to the Ramp platform with monthly recurring allocated funds that closely match their typical spend.
- **Infrequent spenders** (e.g., average employee) - these employees should be invited to the Ramp platform without allocated funds and have the ability to request funds on a one-off basis. Typically, though, companies will invite employees with a $50-100 virtual card limit for one-off incidentals or as a benefit (e.g., coffee with a colleague). Keep in mind that the total cost to support generating and approving an expense report is $50, therefore, this is break-even and even better for your employees.
## Eliminating expense reports
With Ramp, you can do away with expense reimbursements by issuing cards based on your expense policy. The easiest way to do this today is to identify the specific spending categories your policy allows and to issue allocated funds accordingly. Common examples:
- Annual budget for education - issue recurring allocated funds of $1000/year through a virtual card
- One-time onboarding desk budget - issue a single-use fund of $500 through a virtual card
- Recurring budget for wellness - issue recurring funds of $100/month through a virtual card.
- Additional recurring benefit for food/entertainment - issue recurring allocated funds of $15/day through a physical card
Keep in mind that employees can request spend from within Ramp on an as-needed basis - so you don't need to predict everything - just the big things so you don't get hassled with many requests going forward. Managers and admins can review these requests and approve them in real-time.
## Controlling what vendors can charge
With Ramp, you can issue virtual cards to make payments to vendors. Typically, the best practice is to set up 1 virtual card per large vendor. This helps finance teams have additional control. Set a limit above which the vendor cannot overcharge you. You can also add an auto-lock date so you don't get charged for unwanted renewals. Terminate and re-issue a card anytime - without having to update the billing information of every other vendor.
Here are some guidelines as to who should own the spend:
- **IT manager** - should own most of the SaaS spending. His/her team can request cards for one-off SaaS procurement.
- **Marketing manager** - should own most of the advertising spend. His/her team can request cards for one-off advertising needs.
- **Finance manager** - should own most of the finance team's spending for cost of goods sold (e.g. furnishers)
---
# Ramp's Navigation | Admin View
> Official Ramp Help Center article. Topic: Get Started with Ramp / Set up with Ramp. [View the canonical page](https://support.ramp.com/ramps-navigation-admin-view).
- **Key takeaway:** Use the **global search bar** first at the top of the page, it's optimized to locate any page faster than manual navigation
- **Left‑hand navigation:** grouped by job‑to‑be‑done
- **Personal settings** (notifications, email, sign‑out) are found in **top‑right avatar menu**
- **Ramp Assist (support):** found in the**bottom-left**
---
# Ramp navigation for employees
> Official Ramp Help Center article. Topic: Get Started with Ramp / Set up with Ramp. [View the canonical page](https://support.ramp.com/ramp-navigation-for-cardholders).
## Overview
August 2026
The Ramp web navigation helps employees find expenses, travel, and requests. The navigation items available to you depend on your access and the Ramp products your business uses. See [User roles overview](/user-roles-overview) to learn about different user roles and access.
The same navigation structure is available in the Ramp web app on desktop and mobile browsers. The Ramp mobile app has separate navigation.
## Employee Navigation
Most employees see the below employee navigation, with [**Expenses**](https://app.ramp.com/home/personal-expenses/all) and [**Travel**](https://app.ramp.com/home/travel) as top-level navigation items rather than items under **Home**.
## Employee Navigation with additional access
For employees with additional access to Ramp features, available features appear in groups under **Manage**. The items you see depend on the access you have.
Employees with access to their own AI Spend data see **Tokens** under **Spending** after their business completes [AI Token Spend Management onboarding](/ai-token-spend-management).
---
# Getting started as a User
> Official Ramp Help Center article. Topic: Get Started with Ramp / Set up with Ramp. [View the canonical page](https://support.ramp.com/getting-started-as-a-user).
> **Note:** This article primarily applies to Ramp employees and managers. Administrators may find [Getting started as an Admin](/getting-started-as-an-admin) to be more applicable.
## Overview
Welcome to Ramp. You can get started in just a few minutes.
As a Ramp user, you can request funds, submit expenses, and manage reimbursements. Our onboarding flow is designed to streamline the process for new employees and better educate users on how spending works on Ramp.
Once onboarding is complete, see [Navigate Ramp](#navigate-ramp) for the key pages and guides you will use day to day.
## Onboarding as an Employee
When you are invited to Ramp, you receive an email invitation with a link to begin onboarding. The onboarding flow guides you through each step below.
### Employee onboarding steps
1. **Accept the invitation** — Open the invitation email from Ramp and select the link to get started.
2. **Create your account** — Enter your name and set a password, or sign in with your company's SSO provider.
3. **Confirm your funds** — Review the cards or Spend Limits your Admin has issued to you. If you have been issued a physical card, virtual card, or both, you will see the details here.
4. **Enter your shipping address** — If you are receiving a physical card, enter the address where you want it shipped.
5. **Review and sign the Expense Policy** — Read your company's expense policy and type your name as a signature to acknowledge it. This step is skipped if your company has not set up an expense policy.
6. **Verify your phone number** — Add and verify your phone number for account security.
7. **Set up multi-factor authentication** — Set up an authenticator app (such as Google Authenticator or Authy) and optionally register a passkey (fingerprint or face recognition) for secure sign-in.
8. **Download the Ramp mobile app** — Scan the QR code on screen or follow the link to download the Ramp app on iOS or Android. The mobile app lets you submit receipts by taking a photo and manage expenses on the go.
**Video walkthrough:** View your cards, submit receipts and memos, and request spend or reimbursements on Ramp as an Employee. Best on your first day with Ramp so you learn the core actions you will take every week. [Watch the video](https://ramp.wistia.com/medias/14cd7j574h).
## Onboarding as a reimbursement-only user
If you have been granted reimbursement-only access (no card), you go through the same onboarding flow as above with these differences:
- The funds confirmation and shipping address steps are skipped because there is no card to issue.
- The mobile app download step highlights mobile reimbursement submission instead of card features.
For details on how reimbursement-only access works, see [Reimbursement-only Spend Programs](/reimbursement-only-spend-programs).
Your onboarding steps are:
1. **Accept the invitation** — Open the invitation email from Ramp and select the link to get started.
2. **Create your account** — Enter your name and set a password, or sign in with SSO.
3. **Review and sign the Expense Policy** — Read and acknowledge your company's expense policy.
4. **Verify your phone number** — Add and verify your phone number.
5. **Set up multi-factor authentication** — Set up an authenticator app and optionally a passkey.
6. **Download the Ramp mobile app** — Download the app to submit reimbursements from your phone.
## Navigate Ramp
After onboarding, here are the key pages you will use as a Ramp employee.
- [**Home**](https://app.ramp.com/home) — Your starting point. View tasks that need your attention, quick actions, and recent activity.
- **Cards and funds** — Select your physical card from [**Home**](https://app.ramp.com/home) to open **My Wallet**. Selecting a virtual card or fund opens its details. See [How to use Ramp funds, physical cards, and virtual cards](/how-to-use-ramp-funds-physical-cards-and-virtual-cards).
- [**Expenses**](https://app.ramp.com/expenses/transactions/all) — View transactions and add receipts, memos, and accounting details. See [Submitting receipts, memos, and accounting for your Ramp transactions](/submitting-receipts-memos-and-accounting-for-your-ramp-transactions).
- [**Reimbursements**](https://app.ramp.com/reimbursements) — View and submit reimbursements for out-of-pocket expenses. See [Submitting reimbursements](/submitting-reimbursements).
- [**Request**](https://app.ramp.com/request) — Request new cards or additional spending limits. See [Spend requests and spending limit increases](/spend-requests-and-spending-limit-increases).
## Getting started as a Manager
Manager is an add-on role that layers team approval and review capabilities on top of your base role. What appears in your inbox depends on your base role and enabled permissions. For details, see [User roles overview](/user-roles-overview).
### Manager inbox
Your [**Inbox**](https://app.ramp.com/home/inbox) is where you review and approve items from your team, such as card transactions, reimbursements, and fund requests.
Setting up Ramp as an Admin? See [Getting started as an Admin](/getting-started-as-an-admin).
**Manager video walkthrough:** Submit receipts and memos, request spend or reimbursements, approve items, and request on behalf of team members in Ramp as a Manager. Best for managers getting started with approvals and delegated spend workflows. [Watch the video](https://ramp.wistia.com/medias/qfad9ecxkh).
## Frequently asked questions
### How do onboarding checklist tasks work?
Open your [onboarding checklist](https://app.ramp.com/in-app-onboarding) to see the tasks Ramp is tracking for your account. A task can only be skipped if that task shows **Skip this task**. Most onboarding tasks clear after you finish the related action in Ramp.
Depending on which onboarding experience your company uses, you may also be able to dismiss the full checklist from the page menu. This hides the checklist callout from your dashboard, but you may still be able to open the checklist again later.
---
# Introduction to Homepage
> Official Ramp Help Center article. Topic: Get Started with Ramp / Set up with Ramp. [View the canonical page](https://support.ramp.com/introduction-to-homepage).
## Common questions
### Can I switch back to the old inbox?
- No, the new **Homepage replaces Inbox** to consolidate tasks and improve efficiency. You can still navigate to the inbox by clicking on the module.
### Why don’t I see all my tasks?
- The Homepage **prioritizes key tasks** .
- Use **filters** to toggle between "All" and "My Expenses" quickly.
### Can I customize my homepage view?
- You can collapse any section you want - that collapse will persist until you re-open. ***Offer this tip if someone says their view is cluttered.***
---
## General overview
### What is the homepage?
- A new **landing page** for all Ramp users consolidating tasks and updates.
- Replaces **Inbox / MyRamp** , integrating admin-related tasks.
- Designed to improve **task visibility, completion, and navigation** .
### Why is this important?
- **Efficiency** : Centralized hub for outstanding tasks.
- **Task Completion** : Helps users close books faster.
- **Communication** : Scalable in-product updates.
- **Usability** : Improved navigation and visibility.
## Functionality
### What will users see on the homepage?
- **Task Feed** : Action items (e.g., approvals, missing items, draft submissions).
- **Spending Insights** : High-level spending overview.
- **Navigation Links** : Direct routes to key features.
- **Notifications (FYIs)** : Alerts from Ramp Digest (e.g., payment received, budget updates).
### How do banners work?
- Used for **urgent announcements, policy changes, required actions** .
- **Dismissible** or automatically hidden after **60 days** .
- Future use: **Major promotions** (post-GA).
### How does the task feed work?
- Displays **assigned tasks** (e.g., approvals, reimbursements, missing items).
- Includes **recommendations** (e.g., sync ERP, optimize spend).
- Shows **drafts** for in-progress actions.
### What is in the right-hand sidebar (RHS)?
**Persistent quick access**to:
- Physical cards (if applicable).
- Accessible funds (up to 5 listed).
- Pending objects (reimbursements, repayments, POs).
### What are FYIs used for?
**Informational updates**, including:
- Budget approvals/rejections.
- Bank balance updates.
- Employee additions.
- Card terminations.
- Clicking an FYI links users to relevant details.
---
# Logging into Ramp for the first time
> Official Ramp Help Center article. Topic: Get Started with Ramp / Set up with Ramp. [View the canonical page](https://support.ramp.com/logging-into-ramp-for-the-first-time).
## Overview
To sign in to Ramp for the first time, you need an invite from a Ramp admin, Business Owner, or manager at your company. The invite email contains a secure link that takes you to the Ramp signup page, where you create your account using the sign-in method your company has configured.
This article covers how to accept your invite, what sign-in options you may see, and what to do if something goes wrong.
## Accept your invite
1. Open the invite email from Ramp and select the secure invite link.
2. You will see a **Claim your account** page showing that your company has invited you to join Ramp.
3. Create your account using the sign-in method shown on screen. Depending on your company's settings, you may see email and password fields, a **Create account with Google** button, a **Claim with SSO** button, or a combination of these options.
4. Use the same email address that your company used to invite you.
If you already have a Ramp account with another business, Ramp will recognize your email and ask you to sign in to your existing account first. After signing in, you can accept the new invite and join the additional business.
## Available sign-in methods
The sign-in methods on the Ramp sign-in page are dynamic. Ramp determines which options to show based on your email address and your company's authentication settings. You may see one or more of the following:
- **Email and password** — Create or enter a password for your Ramp account.
- **Google SSO** — Sign in with your Google Workspace account.
- **SAML SSO** — Sign in through your company's identity provider (such as Okta, Microsoft Entra ID, JumpCloud, or OneLogin).
- **Passkeys** — Sign in with a passkey stored on your device. For more detail, see [Signing in with Passkeys](/logging-in-with-passkeys) .
If the sign-in page does not show the method you expected, check with your Ramp admin or IT team to confirm which sign-in method is enabled for your account.
All Ramp accounts may be asked to complete multi-factor authentication (MFA) depending on your company's security settings and risk checks. This can happen even after SSO. For more detail, see [Multi-factor authentication (MFA) overview](/multi-factor-authentication-mfa-overview).
## Complete your setup
After you create your account, Ramp walks you through a short setup flow. The exact steps vary, but you can expect to:
- Verify your phone number.
- Set up multi-factor authentication (MFA).
- Optionally register a passkey for faster future sign-ins.
- Review and accept any required policies.
- Choose card shipping preferences (if applicable).
Once setup is complete, you are taken to your Ramp dashboard.
## Troubleshoot first-time sign-in
For detailed troubleshooting steps, see [Troubleshooting Ramp sign-in and MFA issues](/troubleshooting-ramp-login-mfa-issues). Below are the most common first-time sign-in issues.
### I did not receive the invite email
1. Confirm with your Ramp admin that they sent the invite to the correct email address.
2. Check your spam, junk, and filtered folders.
3. If the invite was missed or expired, ask your Ramp Admin to resend it from [**Invited**](https://app.ramp.com/people/invites/invited).
### My invite link expired
Invite links expire after a set period (typically 14 days). Ask your Ramp admin to resend the invite, then use the new link to continue.
### My admin invite uses a different domain
If an admin invites another admin using an email address that does not match the company's verified domain, Ramp requires an extra approval step before that invite is sent. An existing admin receives an email to approve or reject the invite. The new admin cannot accept the invite until it is approved.
If you are waiting on an admin invite and have not received it, ask an existing admin to check for the approval email.
### I still cannot get into Ramp
If your admin has confirmed the invite is correct and active, ask them to verify which sign-in method is enabled for your account. If the issue persists, your admin can reach out to Ramp for assistance through [How to contact Ramp's Support team](/how-to-contact-ramps-support-team).
## Frequently asked questions
### What sign-in methods can I use?
Your available sign-in methods depend on your email address and your company's authentication settings. Ramp may show email and password, Google SSO, SAML SSO, passkeys, or a combination of those options.
### Why am I being asked for MFA?
Ramp may require MFA when you sign in with a password or Google SSO based on your company's security settings or the risk level of the sign-in attempt. Ramp does not require sign-in MFA after SAML SSO. For more detail, see [Multi-factor authentication (MFA) overview](/multi-factor-authentication-mfa-overview).
### What if my invite expired?
Invite links expire after a set period (typically 14 days), though your company may use a different expiration window. Ask your Ramp admin to resend the invite, then use the newest link to continue.
### What if I already have a Ramp account?
If you already have a Ramp account with another business, Ramp will prompt you to sign in to your existing account before joining the new business. After signing in, you can accept the new invite without creating a separate account.
### What if I do not see the sign-in method I expected?
Ramp dynamically determines which sign-in methods to display based on your email address and your company's configuration. If you do not see the method you expected, check with your Ramp admin or IT team to confirm which method is enabled for your account.
---
# Ramp mobile app
> Official Ramp Help Center article. Topic: Get Started with Ramp / Set up with Ramp. [View the canonical page](https://support.ramp.com/ramp-mobile-app).
## Overview
***Ramp mobile*** puts finance automation in your pocket. Complete onboarding in the iOS app or through mobile web on Android. Pay for expenses easily with your corporate cards and funds always at your fingertips. Submit expense reports and reimbursements on the go by taking a picture of your receipt and adding a memo. Ramp can then match it to a transaction. Plus, with simplified visibility, you’ll always have the information you need on expense policies, completed transactions, or spend requests.
## Downloading the mobile app
You may download the iOS app from the App Store in any country [here](https://apps.apple.com/us/app/ramp/id1628197245) and the Android app from the Google Play Store in any country [here](https://play.google.com/store/apps/details?id=com.ramp.android.app). Ramp does not offer a native desktop app — to use Ramp on a computer, see [Use Ramp on your desktop](/use-ramp-on-your-desktop).
## Onboarding onto Ramp via the mobile app
On iOS, users can complete Ramp onboarding in the app. On Android, users complete onboarding through mobile web. If you cannot complete onboarding in the app, sign in to [Ramp on the web](https://app.ramp.com/sign-in) to continue.
This process may include the following steps:
1. Accept the invitation to join Ramp (email)
2. Create account
3. Confirm any funds issued (if applicable)
4. Enter address (if receiving a physical card)
5. Review and sign the Expense Policy
6. Verify your phone number, if prompted
[Passkey setup and management](/logging-in-with-passkeys) are available only on the web version of Ramp.
## Using the mobile app as an employee
- Activate your physical card by entering the last 4 digits of the card
- Request spend, including the ability to request a physical card
- View procurement request status, including the approval chain and workflow progression. See [mobile procurement actions](#can-i-create-or-request-a-purchase-order-in-the-mobile-app) for submitting or approving requests. Direct purchase-order creation and management require the [Ramp web app](https://app.ramp.com/procurement/purchase-orders).
- Link your personal bank account for reimbursement
- Submit expense requirements (receipts, memos, accounting fields, admin accounting fields, etc.)
- On supported iPhones, [connect your camera roll to automatically match receipts](/auto-match-receipts-from-your-camera-roll).
- Capture and submit receipts through the in-app camera or upload via the share extension. Attach receipts immediately or save them for later to match a transaction or create a reimbursement.
- After you capture a receipt, you can upload it immediately or save it for later. To view recently matched receipts, open **Saved receipts** from the home camera. When creating a reimbursement, open **Saved receipts** to choose a saved receipt to attach.
- If you take a receipt photo while offline, Ramp does not automatically upload it later when your connection returns. Once you're back online, open **Saved receipts** and retry the upload. For more details, see [Submitting receipts, memos, and accounting for your Ramp transactions](/submitting-receipts-memos-and-accounting-for-your-ramp-transactions#can-i-take-a-receipt-photo-while-offline-and-have-it-upload-later).
- Tap a receipt thumbnail to open it in the receipt viewer. On iOS, if receipt verification fails, the app identifies which details did not match. If the receipt was also used for another expense, the app may show links to those expenses separately.
- Submit reimbursements for out-of-pocket spending and location-based domestic and international mileage
- Live GPS mileage tracking. Trips less than 30 seconds or shorter than 500 meters will be discarded.
- There is no defined timeout for this feature, and it can be used for long trips. However, very long idle periods may allow the phone’s operating system to stop background activity.
- When using the GPS mileage tracker, if you haven’t moved for about 15 minutes during an active trip, Ramp shows a notification asking if you’re still driving and offers to end the trip. You can keep the trip running as the notification is informational.
- Deducting commute on mobile
- View cards and funds details, request spending limit changes, and lock cards
- Book business travel
- You can view past or current bookings and requests, as well as create trips and track expenses relating to specific trips
- Add a card to Apple or Google Wallet
- View transactions, repay accidental personal charges, request policy exceptions, flag incorrect merchant info, add attendees to meals, add to a trip, split transactions for accounting, dispute transactions, and request spending limit changes.
- Switch easily between Ramp accounts if you have multiple instances
## Using the mobile app as a manager or Admin
Approve spend requests, reimbursements, transactions, and bills for your direct team. We are currently releasing additional admin functionality.
**(Beta)** Admin functionality is located in your mobile app's "Team" tab. Admins can perform the following:
- See and search all employees at the company
- For all users, see
- Name / department / location / role / manager
- Physical cards & funds, if applicable
- Transactions & reimbursements
- Manage employee spend
- Issue funds to other users (physical card issuing to other employees is not available yet)
- Lock / unlock physical cards
- Funds details: edit or request changes to a fund, lock or terminate it, and view its policy and activity
- See transaction details
- Manage Ramp Banking, if you are an Owner or Admin with Ramp Banking access.
- Move money: Tap **Banking** > **Move money** , enter the amount, select the source and destination accounts, tap Next, select a payment method if Ramp asks for one, review the transfer, then tap **Initiate transfer** or **Schedule transfer**.
- Checking Account: Select the Checking Account, then tap the settings icon in the top right to access Account details and Statements. If available for the account, you can also access Bank letters. Account details show account and routing details for primary and virtual accounts. Bank letters can be downloaded with or without the account balance. Debit settings cannot be edited from mobile.
- Operating Account: If your business has a Ramp Operating Account, it appears alongside your other Ramp Banking accounts for account visibility and money movement.
- Investment Account: Select the Investment Account to view its account value and transaction history. Managed Portfolio accounts also show an investment breakdown. Tap the settings icon in the top right to access Portfolio details, Trade confirmations, and Statements.
## Using the mobile app as a Guest
If you are a Guest on Ramp, please take a look at [this article](/user-role-deep-dive-guest) for the features you may see on the mobile app.
## Using the mobile app as an assistant
If you’ve been assigned as an assistant, you can access the profiles of the people you support by navigating to **Settings → Switch Account** in the mobile app.
## Using the limit widget
Ramp's funds widget lets you track a fund directly on your iOS home screen.
**How can I try it?**
1. Make sure you're using the latest iOS version (18.0 or later).
2. Download the most recent version of the Ramp app from the App Store.
3. Long-press on your home screen, select "Edit," then choose "Add Widget." Search for "Ramp" and add the widget.
4. Long-press on the widget to select which fund you want it to display.
## Frequently asked questions
### What do I do if I'm having issues with the app?
- Double-check to see if you are using the latest version of the app. Ramp ships software updates frequently.
- If you see a blank web page, allow cookies in the mobile browser settings. If you are on iOS, Safari content blockers also need to be disabled in *iOS Settings - Safari - Content blockers.*
- If you continue to see a blank screen and are using a work device, there may be a Mobile Device Management (MDM) restriction enforced by your IT department (see [iOS](https://support.apple.com/guide/deployment/restrictions-for-iphone-and-ipad-dep0f7dd3d8/web) , [Google](https://support.google.com/a/answer/12010750?hl=en&ref_topic=1734198&sjid=15517577149893434889-NC) references). These restrictions, using proxies, VPNs, and other kinds of device profiles, could all be causing a "blank screen" on sign-in. You may need to check that the Ramp Mobile app is approved for use and properly configured by their Admin/IT team.
### Can I download a desktop app for Ramp?
- No. Ramp does not offer a native desktop app for Mac or Windows. See [Use Ramp on your desktop](/use-ramp-on-your-desktop) for how to access Ramp on a computer.
### Can I approve bills in the app?
- Yes. Any bills that are currently pending your approval will appear in the mobile inbox manager (supported on iOS and Android). See our article [Bill Pay approvals](/bill-pay-approvals) to learn more.
### Can I create or request a purchase order in the mobile app?
- Direct purchase-order creation and management are not available in the mobile app; use [**Manage spend > Purchase orders**](https://app.ramp.com/procurement/purchase-orders) in the Ramp web app. Eligible users can submit procurement requests in the mobile app. Depending on the Program and workflow, an approved request can create a purchase order. Eligible approvers can approve or reject submitted requests in the mobile app or from [**Requests > Needs action**](https://app.ramp.com/requests/needs-action) on the web. These actions appear only for requests awaiting your approval. You can also view request status, including the approval chain and workflow progression, on mobile. See [Purchase orders in Ramp](/purchases-orders-in-ramp) for details.
### Can I split transactions and reimbursements in the mobile app?
- Yes. Mobile reimbursement split actions appear only after submission. See [Splitting transactions or reimbursements](/splitting-transactions-or-reimbursements) for eligibility requirements and platform-specific steps.
### Can I access and manage my Ramp Checking Account in the mobile app?
- Yes, if you have Ramp Banking access. Business Owners and Business Admins can view balances and accounts, move money, access account details and documents, review transfer history and statements, and deposit checks from the mobile app. For more details, see [Using the mobile app as a manager or admin](#using-the-mobile-app-as-a-manager-or-admin).
### Which mobile device versions do we support?
- iOS 18 or later, [compatible with these devices.](https://support.apple.com/en-us/104985) If you downloaded the app before we discontinued support for your older iOS version, you may still access the app. For using features, we prompt you in-app to update your iOS for a better experience.
- Android 11 or later
---
# Use Ramp on your desktop
> Official Ramp Help Center article. Topic: Get Started with Ramp / Set up with Ramp. [View the canonical page](https://support.ramp.com/use-ramp-on-your-desktop).
## Overview
Ramp is a browser-based web application — there is no native desktop app for Windows or Mac. You access Ramp on your computer by signing in through a web browser. What you can do once signed in depends on your role and the Ramp products your business uses. If you use Chrome, Edge, or Safari, you can also install Ramp as a desktop shortcut for quick access.
For the Ramp mobile app, see [Ramp mobile app](/ramp-mobile-app).
## Sign in to Ramp on your computer
Open [app.ramp.com](https://app.ramp.com/sign-in) in any modern browser — Chrome, Edge, Safari, or Firefox — and sign in with your Ramp credentials. Ramp runs entirely in the browser, so no download or installation is required.
## Install Ramp as a desktop shortcut
Some browsers let you install Ramp as a shortcut that opens in its own window, separate from your other browser tabs. This creates a shortcut to the Ramp web app — not a separate download.
### Chrome or Edge (Windows or Mac)
1. Sign in to Ramp at [app.ramp.com](https://app.ramp.com/sign-in) in **Google Chrome** or **Microsoft Edge**.
2. Look for the install icon in your browser's address bar, or open the browser menu and select **Install Ramp**.
3. Follow the on-screen instructions to add Ramp to your desktop or taskbar.
### Safari (Mac, macOS Sonoma or later)
1. Sign in to Ramp at [app.ramp.com](https://app.ramp.com/sign-in) in **Safari**.
2. Open the **Share** menu in the toolbar and select **Add to Dock**.
3. Ramp appears in your Dock as a standalone app.
Once installed, you can launch Ramp directly from your desktop, taskbar, or Dock without opening a browser first.
> **Note:** Firefox does not support installing web apps as desktop shortcuts.
## Frequently asked questions
### Is there a Ramp desktop app I can download?
No. Ramp is a web application — sign in at [app.ramp.com](https://app.ramp.com/sign-in) in any browser. For an app-like experience, [install Ramp as a desktop shortcut](#install-ramp-as-a-desktop-shortcut).
---
# Manage your communication preferences
> Official Ramp Help Center article. Topic: Get Started with Ramp / Set up with Ramp. [View the canonical page](https://support.ramp.com/manage-your-communication-preferences).
## Overview
Ramp offers a comprehensive notification system that keeps you informed about various activities on the platform through SMS, email, and push notifications.
> **Note:** Some notifications are mandatory due to legal obligations, agreements, or requirements from financial institution partners.
## Manage your notification preferences
Go to **Profile** (top right) **→ Settings →** [**Notifications**](https://app.ramp.com/settings/personal-settings/notifications) to manage your preferences.
Depending on your role on Ramp, you can manage different types of notifications:
- **Personal activity:** Cardholders can set preferences for when and how Ramp reminds them about their activity on Ramp. This includes receipts for your own transactions, daily or weekly Ramp digests, monthly spend reports, missing items, and standard physical card activation reminders.
- **Approvals and Bill Pay:** Depending on your permissions, you can manage notifications for reimbursement, card, and Bill Pay approvals, as well as other Bill Pay alerts.
- **Company activity:** Admins, card managers, and business owners can manage notifications related to the company’s activity on Ramp. This includes savings updates, teammate activities, and savings insights.
## Frequently asked questions
### Which Ramp numbers will I receive/send communications from?
Our shortcode, HIRAMP (447-267)
For the US and countries other than Canada and the UK, +1 844 331 1023
For Canada, +1 (365) 400-7267
For the UK, +44 7883 317746
For those with mobile devices and carriers that have rich communication support (RCS), Ramp will automatically send messages via RCS instead of our traditional numbers. RCS is a new standard agreed upon by mobile carriers and phone manufacturers that will likely be supported by additional devices, countries, and mobile carriers over time. It will replace SMS and MMS. Inbound messages sent to our phone numbers will continue to be received, though outbound messages from Ramp will default to RCS when available.
### What does the RCS contact look like?
The RCS contact will show as "verified" and have all the standard Ramp support information, such as the website address, support phone number, and terms and conditions.
### Why might Google Messages not be able to send attachments or otherwise seem unreliable?
Some mobile carriers have known limitations. For example, Google Voice numbers are unable to deliver MMS messages to our Ramp shortcode (HIRAMP). Google Voice users should use our +1 844 331 1023 number instead to send MMS.
### How can I identify emails that allow me to manage my notification preferences?
Emails that allow you to manage your notification preferences will have a link at the bottom that says *Update notification preferences*.
### What should I do if I'm not receiving notifications that I've subscribed to?
Check your spam or junk mail folder to ensure that the notifications aren't being filtered. If the issue persists, contact [Support](/how-to-contact-ramps-support-team) for assistance.
### Can I receive Ramp notifications in Slack?
Yes. Ramp offers a Slack integration that allows you to receive real-time alerts for card transactions, bill approvals, and more directly in Slack. To set this up, follow the steps in our [Slack integration guide for Admins](/set-up-ramps-slack-integration-for-admins).
### What notifications will I receive during setup?
You receive reminders to activate a physical card, confirm your address, or complete other initial card setup steps. Standard physical card activation reminders are controlled by your Notification Preferences. These reminders ensure cards are ready and compliant for use. Reminders will automatically stop once activation is completed or the card is terminated.
### Can I turn off all notifications?
Some notifications are mandatory due to legal obligations and cannot be turned off. Here’s why:
Our [Platform Agreement](https://ramp.com/legal/platform-agreement) (Section 3.12) requires Ramp to notify customers about material changes to the Platform Terms or other service terms. This gives you a chance to review important updates and, if needed, stop using the service before changes take effect. In particular, the Platform Agreement states that:
> **Note:** If we make material modifications, we’ll give customers reasonable prior notice before those changes apply to them—unless immediate changes are needed for legal, compliance, or risk-related reasons.
Some changes are mandated by law or regulation (e.g., changes involving fees, dispute procedures, or privacy rights may trigger specific notice requirements under UDAAP, EFTA, Reg E, or CCPA/CPRA).
---
# How to change your date and currency formatting
> Official Ramp Help Center article. Topic: Get Started with Ramp / Set up with Ramp. [View the canonical page](https://support.ramp.com/how-to-change-your-date-and-currency-formatting).
Ramp is expanding all over the globe, and we want to make sure we look and feel a little more local to all of our customers. You can now update your settings so that your experience in the Ramp portal feels more familiar - whether you're in Canada, Singapore, Australia or elsewhere.
Changing your *locale* updates things like date and currency formats to better match your region, making Ramp feel a little less US-centric and a lot more intuitive.
### Who can use this?
This is currently in testing phase, if you’d like to try it out contact our Support Team or your Account Manager and we’ll enable this for you.
### How to update your locale:
1. Sign in to your Ramp account
2. Click on **Settings** and navigate to **Personal Settings**
3. Click **Edit profile**
4. Scroll to the **Locale** section
5. Select your preferred locale from the dropdown menu
6. Click **Save** **changes**
Once saved, you’ll notice updates like localized date formats throughout the portal.
💡 Example: UK-based users will now see dates displayed as DD/MM/YYYY instead of MM/DD/YYYY.
### Why this matters
We know many Ramp customers operate globally. This update is part of our ongoing effort to make Ramp more accessible and user-friendly, no matter where you are in the world.
If you have any questions or need help adjusting your settings, feel free to reach out to our [Team](/how-to-contact-ramps-support-team).
---
# International overview
> Official Ramp Help Center article. Topic: Get Started with Ramp / Set up with Ramp. [View the canonical page](https://support.ramp.com/international-overview).
## Overview
Ramp offers many features to help you manage your financial operations outside of the US. This article covers some of the ways we help you control your spending across several currencies.
[Local card denomination](#local-card-denomination)
## Admin views
### Balance view
Admins see card balances broken down by issuing currency on the **Company > Statements & payments** tab. Combined business-level balances can appear in USD, CAD, GBP, or EUR, depending on the business.
### Transaction view
By default, the **Amount** column shows the statement amount in the card's statement currency. A separate **Statement amount** column is available but hidden by default.
The globe icon appears when the original transaction amount or currency differs from the statement amount or currency.
### Entity balance and statements
The balance and statement for each entity are shown in the entity's issuing currency. The estimated business-wide aggregation can appear in USD, CAD, GBP, or EUR, depending on the business.
## Accounting and accounting providers
Currency conversion and sync behavior depend on your accounting provider and sync settings. Depending on that configuration, Ramp can sync the original transaction currency, the card's statement currency, or the accounting provider's configured currency. Review [sync settings](/overview-of-ramp-accounting#sync-settings) to find the options available for your provider.
## Local card denomination
Ramp supports locally denominated card issuing in the following production-supported currencies:
- **AUD:** Australian dollar
- **BRL:** Brazilian real
- **CAD:** Canadian dollar
- **CHF:** Swiss franc
- **DKK:** Danish krone
- **EUR:** Euro
- **GBP:** Pound sterling
- **ILS:** New Israeli sheqel
- **JPY:** Japanese yen
- **MXN:** Mexican peso
- **NZD:** New Zealand dollar
- **PHP:** Philippine peso
- **PLN:** Polish zloty
- **SEK:** Swedish krona
- **SGD:** Singapore dollar
- **USD:** US dollar
Availability depends on your business's entity locations and eligibility. To enable international card issuing, contact your Account Manager.
MXN statement payments work differently from the currencies above: they must be funded manually by wire transfer, and automatic direct debit is not supported. See [Mexican Peso (MXN) Denominated Cards Overview](/mexican-peso-denominated-cards-overview).
### Spend Programs
Spend Programs can be set up with controls that allow only certain entities to access the program. Since Spend Programs are currently only set up with one currency, this could help you manage expenses in different currencies across your entities/users.
For example, you can create:
- ***Wellness Benefit - CAD*** Spend Program with 600 CAD to issue to your employees in your CAD entities
- ***Wellness Benefit - USD*** Spend Program with 500 USD to issue to your employees in your USD entities
### Submission policies
Ramp evaluates monetary thresholds in submission policies in USD. For non-USD transactions, Ramp converts the transaction amount to USD before evaluating the threshold.
---
# How to find a trusted, outsourced accounting firm
> Official Ramp Help Center article. Topic: Get Started with Ramp / Set up with Ramp. [View the canonical page](https://support.ramp.com/how-to-find-a-trusted-outsourced-accounting-firm).
## Overview
Are you looking for an accountant who understands your business and can help you scale efficiently? Ramp’s [Accountant Directory](https://accountants.ramp.com/) makes it easier than ever to find and connect with a trusted accounting firm that fits your unique needs. This article will explain how to navigate the directory and choose the best-outsourced accountant for your business.
## How it works
### Step 1: Start with a search
Our directory allows you to search by location, service offerings, industry expertise, and more. Use filters to narrow down your options to accountants who specialize in areas like corporate cards, bill payments, and expense management. Whether you're a startup or a growing company, you’ll find firms that understand your financial challenges.
### Step 2: Explore profiles
Click on any profile that catches your eye. Each accountant’s profile showcases their services, areas of expertise, client testimonials, and more. The best profiles are packed with information to help you make an informed decision. Look for key details such as:
- **Services Offered:** Do they offer the specific accounting or financial services your business requires?
- **Experience & Specializations:** Are they familiar with your industry or the challenges your company faces?
- **Ramp Expertise:** Each firm listed has experience with our platform as a Ramp Accounting Partner. You can trust they’ll help you make the most of our automation tools and reporting features.
- **Client Reviews:** See what others are saying about their experience with this accountant.
### Step 3: Reach out
Once you’ve found a firm that fits your criteria, use the contact button available in their profile to reach out. If you are not sure which firm to engage with, we also have a ‘matchmaking’ option where you enter your needs, and the Ramp team coordinates with firms on your behalf.
### Step 4: Kick-Off support
Ramp Accounting Partners can help you streamline your financial processes, from corporate card management to bill payments. Once you connect with an accountant, they can guide you through onboarding, share how to use Ramp to best fit your needs, and provide ongoing support as your business grows.
Ramp’s Accountant Directory is designed to take the hassle out of finding the right financial partner. [Explore the directory](https://accountants.ramp.com/) today and start building a relationship with an accountant who can drive your business forward.
---
# User roles overview
> Official Ramp Help Center article. Topic: Account Settings & Security / Users & Roles. [View the canonical page](https://support.ramp.com/user-roles-overview).
## Overview
Ramp provides a range of user roles and permissions, allowing companies to manage their financial operations effectively while maintaining the necessary level of control and security. These roles include Admins and Owners, Accounting, Accounting Firms, Employees, Managers, Accounts Payable, Assistants, and Guests, each with specific access levels and responsibilities. By understanding and utilizing these user roles, businesses can optimize their spend management processes and ensure a seamless financial workflow within their organization.
Roles are organized into two categories: **base roles** and **add-on roles**. Every user gets exactly one base role. Add-on roles layer on top for additional permissions. Permissions across all assigned roles are additive — if any role grants a permission, the user has it.
## Role summary
| Role | Best for | Can issue spend | Can manage users | Can access accounting |
| --- | --- | --- | --- | --- |
| **Base roles** | | | | |
| Admin / Owner | Implementation owners, trusted ops leaders | Yes | Yes | Yes |
| Accounting | Accountants, BPO partners, controllers | No | No | Yes |
| Employee | Standard team members | No (can request) | No | No |
| [IT Admin](/user-role-deep-dive-it-admin) | IT teams, developers | No | Yes | No |
| [View-Only Admin](/user-role-deep-dive-view-only-admin) **(Plus)** | Auditors, FP&A, compliance | No | Read-only | Read-only |
| [Guest](/user-role-deep-dive-guest) **(Plus)** | Contractors, temp workers | Only if issued | No | No |
| **Add-on roles** | | | | |
| Manager | Team leads, department heads | No (can request for team) | Team only | No |
| [Finance Admin](/user-role-deep-dive-finance-admin) | CFOs, Controllers, Finance leads | Yes | Read-only | Yes |
| Accounts Payable | Accounts payable staff | No | No | Bill Pay only |
| [Assistant](/user-role-deep-dive-assistant) | Executive assistants | No | No | No |
## How roles work on Ramp
### Base roles vs. add-on roles
Every user gets exactly one base role: Admin, Employee, Accounting, IT Admin, Guest, or View-Only Admin. Add-on roles — Manager, Finance Admin, Accounts Payable, Assistant, and Custom Roles — can be layered on top. Permissions are additive: if any of your assigned roles grants a permission, you have it.
### Valid combinations
| Add-on role | Compatible base roles |
| --- | --- |
| Manager | Owner, Admin, Employee, Accounting, IT Admin |
| Finance Admin | Accounting only |
| Accounts Payable | Owner, Admin, Employee, Accounting |
| Assistant | Any role except Guest |
| Custom Role **(Plus)** | Employee, Accounting, IT Admin |
| View-Only Admin | Guest only (as add-on) |
### What cannot stack
Admin and Owner roles cannot receive additional add-on roles — they already have full platform access (Manager is automatically included). Guest can only add View-Only Admin.
For step-by-step instructions on assigning roles, see [Editing a user's role](/editing-a-users-role). For details on customizing what each role can do, see [Customize role permissions](/customizing-roles-and-permissions).
## Admins and Owners
Business Owner and Business Admin have the same permissions and are the super-users of Ramp. They have full access to all platform capabilities and controls.
**Best for:** Implementation owners, trusted ops leaders.
Admins and Owners can:
- Set up company-wide controls, including linking bank accounts, configuring auto-pay, and applying monitoring controls
- Invite new team members, set individual limits, and monitor balances and transactions
- Customize Ramp to match the company's accounting structure, integrate accounting software, and view statement history
- Redeem earned cashback, access savings insights, and use the partner reward program
Admins and Owners cannot:
- There are no platform restrictions — Admins have full access to all Ramp capabilities
While the number of Admins you can invite is not restricted, we recommend proceeding with care. Admins may have a manager for approval purposes, but they are not required to have one. Only managers and admins can be set as another admin's manager.
To control whether admins can approve their own spend, use the toggle under Expenses, Spend Requests and Bills in **Policy** (on left panel). If self-issuing is disabled and the admin has a manager, the manager reviews their spend requests and bills. If self-issuing is enabled, admins can approve their own spend regardless of whether they have a manager.
## Finance Admin
Finance Admin is an add-on role assigned on top of the Accounting base role. Finance Admins manage all of the company's financial products, expenses, bills, vendors, and treasury accounts within Ramp.
**Best for:** CFOs, Controllers, Finance leads.
Finance Admins can:
- Review, edit, and export all company-wide transactions, reimbursements, and statements
- Manage accounting integrations, sync settings, and accounting rules
- Create, edit, and archive bills, reimbursements, and payments
- View and manage vendors, including requesting onboarding details and using Price Intelligence and Seat Intelligence
- Access connected bank accounts, billing, rewards, and treasury accounts
Finance Admins cannot:
- Manage users — user management access is read-only
- Assign roles to other users
- Modify organizational structure (departments, locations, reporting chains)
For Ramp Plus customers, many of the above permissions can be customized. See [Customize role permissions](/customizing-roles-and-permissions).
> **Note:** Finance Admins are the direct counterpart to IT Admins — one manages finances while the other manages people and roles.
For more details on this role, see [Finance Admin](/user-role-deep-dive-finance-admin).
## Accounting (internal)
Accounting is a base role for internal employees with access to the company's Ramp activity data to help with bookkeeping. Users with this role can still use Ramp cards and funds that are specifically issued to them.
**Best for:** Accountants, BPO partners, controllers.
Users with the Accounting role can:
- Integrate accounting software with Ramp
- Code transactions
- Sync Ramp financial data to the integrated accounting software
- Customize Ramp Accounting settings
- View and download the company's Ramp financial data and statements
Users with the Accounting role cannot:
- Issue spend to other users
- Make company payments
- Manage users or organizational settings
> **Note:** Administrators can assign additional manager permissions to those with the Accounting role. For more details, see [Editing a user's role](/editing-a-users-role).
## Accounting firm (external)
The Accounting Firm role enables third parties — such as external accountants — to access your company's Ramp instance in a secure fashion. By connecting with your Accounting Firm, you enable administrators at the firm to assign staff to your account according to the roles you selected in the invite.
**Best for:** External accountants, BPO firms.
When connecting an Accounting Firm, you can assign the following roles to their staff:
- **Administrator:** Super-users who can invite users, issue cards and funds, set Spend Limits, create accounting rules, and modify all Ramp company settings.
- **Accounting and Accounts Payable:** Access to activity data for expenses and accounting, plus the ability to view, create, edit, and initiate approval processes for bills. Cannot issue cards or release funds.
- **Accounts Payable:** Can view, create, edit, and initiate approval processes for bills. Cannot release payments.
External users will appear in your People tab with the "external" label. You cannot assign managers to external users, make them managers of internal employees, or change their department or location. However, you can issue them virtual cards or funds, set them as Assistants, and lock their accounts.
To invite an Accounting Firm, go to **Company > People** and open the [**External firms** tab](https://app.ramp.com/people/accounting-firms).
## Employees
Employees are standard team members who can make purchases through their individual Ramp cards. Each Employee gains access to their own Ramp dashboard to view cards, funds, limits, and balances.
**Best for:** Standard team members.
Employees can:
- Use physical or virtual cards and funds issued to them
- Request new spend
- Submit receipts and memos via text or email, which are automatically matched to transactions
- View their own transaction history, limits, and balances
Employees cannot:
- Issue cards or funds to other users
- Access company-wide transaction data
- Manage users, settings, or accounting features
## Managers
Manager is an add-on role that can be combined with Employee, Accounting, or IT Admin base roles. Managers oversee the spending of their own teams, including inviting team members, requesting spend on their behalf, and terminating users on their team.
**Best for:** Team leads, department heads.
Managers can:
- Invite team members to Ramp and request virtual cards, physical cards, and Spend Programs for their direct reports (requests go through the standard approval workflow)
- Change their own spending limits and extend Ramp invites to their team
- View all transactions from direct and indirect reports in their reporting hierarchy
- Receive spend and limit alerts and insights for their team
- Invite other managers under them as needed
Managers cannot:
- Issue spend directly — all spend requests go through the approval workflow
- Access company-wide spending, company settings, or accounting functionality
- Make company payments
- View their employees' full card numbers (only the last four digits)
You can set up additional approval workflow steps to control how Manager spend requests are routed, including limits on cards and funds and reimbursement approvals. See **Policy** on left panel.
Transaction visibility is determined by the management chain (who reports to whom), not by department labels. Being in the same department as another user does not grant a manager visibility into that user's spending — only the reporting structure matters. To view or update the reporting structure, go to **Company > People** and edit a user's profile.
> **Note:** Administrators can assign manager permissions to those with the Accounting or IT Admin role. For more details, see [Editing a user's role](/editing-a-users-role).
## IT Admins
IT Admin is a base role for employees who need to manage integrations, provisioning, and account security on Ramp. IT Admins have the same permissions as an Employee with additional access to People, Company Settings, Developer API, and Integrations.
**Best for:** IT teams, developers.
IT Admins can:
- Manage user provisioning and account security settings
- Configure integrations and Developer API access
- Edit People and Company Settings
- Use Ramp cards and funds issued to them (same as Employee)
IT Admins cannot:
- View or manage expenses or transactions
- Access Bill Pay
- Access accounting integrations (unless customized on Plus)
> **Note:** Administrators can assign IT Admins additional manager permissions. For more details, see [Editing a user's role](/editing-a-users-role).
For more details on this role, see [IT Admin](/user-role-deep-dive-it-admin).
## View-Only Admins
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
View-Only Admin is a base role for employees who need the ability to **view but not edit** all data within Ramp. View-Only Admins have access to all the same pages as Admins, except the ability to edit has been removed.
**Best for:** Auditors, FP&A, compliance.
View-Only Admins can:
- View all company-wide data, including transactions, users, settings, and accounting
- Access all the same pages as Admins in a read-only capacity
View-Only Admins cannot:
- Issue cards or funds
- Edit any data within Ramp
- Request spend or reimbursements
- Access Price Intelligence or Seat Intelligence
For more details on this role, see [View-Only Admin](/user-role-deep-dive-view-only-admin).
## Accounts Payable
Accounts Payable is an add-on role that grants access to Bill Pay. It can be added to Employee, Accounting, Admin, or Owner base roles.
**Best for:** Accounts payable staff.
Users with the Accounts Payable role can:
- View, create, and edit bills
- Initiate approval processes for bills
- Create bill drafts
- Release payments when Payment Release Approval is turned off, either by being the last approver on a bill that is initiated automatically on the payment date or by updating the payment date on a bill
When Payment Release Approval is turned on, users with the Accounts Payable role cannot release payments unless they are explicitly added as a Releaser in Bill Pay settings. See [Bill Pay payment release](/bill-pay-payment-release) for setup instructions.
Users with the Accounts Payable role cannot:
- Access any features outside of Bill Pay
- Manage users or company settings
To add someone with the Accounts Payable role, go to **Bill Pay** on the left panel, then **Settings** under the 3-dot menu on the top right, and choose who you would like to assign the Accounts Payable role to.
## Assistants
The Assistant permission lets one user perform tasks on behalf of another — from submitting expenses to booking travel. It can be added to any base role except Guest.
**Best for:** Executive assistants.
Assistants can:
- View transactions on behalf of the user they assist
- Submit receipts and fill out transaction details for another user
- Submit expenses and book travel on behalf of another user
Assistants cannot:
- Perform actions beyond what is granted by their base role and the Assistant permission
- Access data for users they are not assigned to assist
For more details on this role and how to add an Assistant, see [Assistants](/user-role-deep-dive-assistant).
## Guests
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
Guest is a base role with limited access to Ramp. This role is designed for temporary employees or contractors who need access to spend on Ramp or request reimbursements but should not have full access to the platform.
**Best for:** Contractors, temp workers.
Guests can:
- Use virtual cards and funds issued to them
- Request reimbursements
Guests cannot:
- Request or receive physical cards
- Access company-wide data, settings, or accounting features
- Issue spend to other users
- View other users' transactions
For more details on this role, see [Guest](/user-role-deep-dive-guest).
## Frequently asked questions
### What is the difference between Admin and Finance Admin?
Admin has full platform control. Finance Admin is scoped to financial operations with read-only user management, and must be layered on the Accounting base role. See the [Finance Admin](/user-role-deep-dive-finance-admin) deep-dive for details.
### Which roles require Ramp Plus?
Guest, View-Only Admin, Custom Roles, and role permission customization all require Ramp Plus. All other roles are available on every Ramp plan.
### Can I restrict a role to specific business entities?
Yes, for Finance Admin, Accounting, and Accounts Payable roles on multi-entity businesses with Ramp Plus. See [Customize role permissions](/customizing-roles-and-permissions) for details.
### Why does Bill Pay show up for a user who should not have it?
The Bill Pay tab can appear if a user is involved in an approval workflow, is mentioned in a bill comment, or is a vendor owner — not just if they have a Bill Pay role. Check approval workflows and vendor ownership in addition to role assignments.
---
# Assigning Roles: Recommendations and Best Practices
> Official Ramp Help Center article. Topic: Account Settings & Security / Users & Roles. [View the canonical page](https://support.ramp.com/assigning-roles-recommendations-and-best-practices).
Managing access on Ramp is all about balance: ensuring that employees have the permissions they need to do their work, while minimizing exposure to sensitive information and settings. This guide provides best practices for assigning roles.
## Why role assignment matters
- **Security and Compliance**: Limiting access reduces the risk of fraud or error.
- **Operational Efficiency**: Assigning the right role helps users complete their tasks without bottlenecks.
- **Auditability**: Clear separation of duties supports both internal controls and external audits.
## Best practices
1. **Limit Admins to 1–3 people in your organization.** Admins are super users — over-assigning them increases compliance and security risk. Use **Finance Admin**, **IT Admin**, or **View-Only Admin** for targeted control instead.
2. **Assign at least one Accounting role.** Every organization should designate at least one **Accounting** role. Accounting roles manage reconciliation, exports, and syncing tasks that keep accounting accurate and up to date. Assigning this role ensures day-to-day accounting runs smoothly and provides coverage without exposing users to sensitive Admin or Finance Admin permissions.
3. **Start with the smallest role.** Assign **Employee** by default. Add other roles only when responsibilities demand it.
4. **Assign additional roles where responsibilities overlap.** Some users may need more than one role to cover their responsibilities. For example, a team member might have the **Accounting** role (to handle reconciliations), the **Accounts Payable** role (to manage Bill Pay), and the **Manager** role (to approve spend for their team). Assigning multiple roles allows you to combine permissions in a controlled way, rather than over-privileging with Admin.
5. **Rely on View-Only Admin for oversight.** Auditors, compliance officers, and certain executives typically need visibility, not edit rights. Use **View-Only Admin** to grant oversight without introducing risk.
6. **Maintain separation of duties.** Avoid role overlap that allows a single user to both create and approve payments. Clear separation strengthens internal controls and compliance. For **(Plus)** customers, use the duplicate role function to create two versions of an existing role (e.g. Accounts Payable or Accounting) with complementary sets of permissions.
7. **Leverage Managers for approvals.** Managers streamline team-level approvals. Keep their scope narrow—avoid granting finance-wide permissions unless absolutely necessary.
8. **Use Guest for temporary spend needs.** Guests are ideal for contractors, seasonal workers, or prospective employees who need short-term access to Ramp. The Guest role provides limited functionality—enough to participate in spend or reimbursement workflows—without granting broad visibility or administrative rights. You can also set a deactivation date when creating a Guest, ensuring access ends automatically when their engagement does.
9. **(Plus)** **Customize when needed.** Where permissions are customizable, tailor them instead of assigning broad access.
10. **(Plus)** **Use Custom Roles for specialized needs.** Not every user fits neatly into the standard role types. Custom Roles let you tailor permissions to match unique responsibilities—such as a day-to-day admin who should be able to invite employees (but not users with advanced roles, such as Finance Admin) and approve fund limit increases. Leverage Custom Roles to grant exactly what’s needed, reduce over-permissioning, and support scalable governance as your organization grows.
## Choosing which role to assign based on job needs
Assigning the right role starts with matching responsibilities to permissions. Use the guidance below to align each job function with the appropriate Ramp role.
### Two tips:
1. For most employees, start with employee and add additional roles. Some users may have up to 3 or 4 roles depending on access needs.
2. **(Plus)** Most of the below roles can be duplicated and then customized. Use this functionality to enable separation of duties, or create a version of the role with limited capabilities and a version of a role with expanded capabilities.
### Employee
**Who it’s for**: Standard team members who need to spend on Ramp.
**What they can do**: Request spend, submit reimbursements, receive cards, upload receipts, act as delegates.
**(Plus)** **What can be customized**: Physical card eligibility, Spend Program limits, delegation settings.
### Manager
**Who it’s for**: Team leads who approve expenses and oversee spending activity for their direct and indirect reports.
**What they can do**: All Employee permissions, plus team approvals, limits, and visibility into missing items.
**(Plus)** **What can be customized**: Approval flows for team spend, ability to invite Employees/Managers, limits for individuals or groups.
### Guest
**Who it’s for**: Contractors, seasonal employees, or prospective hires who need temporary access.
**What they can do**: Limited functionality such as requesting spend, submitting reimbursements or booking travel. Guest access can be set with a deactivation date to expire automatically.
**What can be customized**: Deactivation date, specific spend or reimbursement programs they can access.
### Accounting
**Who it’s for**: External accountants, controllers-in-training, or BPO partners.
**What they can do**: Reconcile, export, and sync accounting data. Edit draft bills.
**(Plus)** **What can be customized**: Access to Bill Pay functions (draft creation, edits), accounting sync settings.
### Accounts Payable
**Who it’s for**: Accounts payable staff responsible for bill entry and payment workflows.
**What they can do**: Create and edit draft bills, view bills and payment details, sync bills to ERP, and manage vendor information.
**(Plus)** **What can be customized**: Ability to create vs. approve bills, ability to edit bills, editing Bill Pay settings.
### View-Only Admin
**Who it’s for**: Auditors (internal and/or external), compliance staff, or select executives.
**What they can do**: Read-only access all financial and user management products. No edit access.
**(Plus)** **What can be customized**: Visibility into treasury, billing statements and rewards.
### Finance Admin
**Who it’s for**: Senior finance leaders (Controllers, VPs, CFOs).
**What they can do**: Manage all financial products and financial policies and settings.
**(Plus)** **What can be customized**: Expenses, Accounting, Bill Pay capabilities.
### IT Admin
**Who it’s for**: IT and security teams.
**What they can do**: Manage SSO/SAML, user provisioning, user groups, integrations, and API access.
**(Plus)** **What can be customized**: What user management actions they can perform, whether they can manage the accounting integration, ability to view all company vendors.
### Custom Role
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
**Who it’s for**: Users with unique needs that don’t fit into the standard role structure.
**What they can do**: A tailored combination of permissions. For example, a "Card Manager" who can view all users and adjust card limit, but can not change expense policies.
**Best practice:**Use Custom Roles to reduce over-permissioning. Use the duplicate function for existing roles to create a Custom Role with an existing role template.
### Admin (Ramp super users)
**Who it’s for**: Implementation owners and trusted operations leaders.
**What they can do**: Full platform control across Ramp—everything from user management to financial data access to managing financial policies.
**This role cannot be customized, as it's a super user.**
**Best practice**: Limit Admins to 1–3 trusted individuals. Use Finance Admin or IT Admin for narrower responsibilities, and View-Only Admin for read-only access to all financial and user data.
## Things to watch out for
1. **Making everyone an Admin.** Admin is a super-user role with full platform access. Over-assigning Admin increases security and compliance risk. Use Finance Admin, IT Admin, or Custom Roles for targeted access instead.
2. **Not assigning managers.** Without a manager in the reporting chain, users may be able to self-approve spend (depending on your policy settings). Ensure every user who needs oversight has a manager assigned.
3. **Giving the Accounting and Accounts Payable roles to the same person for Bill Pay.** This can break separation of duties — the same person would be able to create bills and manage accounting for those bills. Consider splitting these roles across two users, or use Custom Roles to separate creation from approval.
4. **Not understanding that Finance Admin requires an Accounting base role.** Finance Admin is an add-on role that must be paired with the Accounting role. If you assign Finance Admin to an Employee, the user will not receive the expected permissions. See the [User Roles Overview](/user-roles-overview) for how base and add-on roles work together.
5. **Using Guest for users who need to request spend.** Guests cannot request virtual cards, Spend Programs, or physical cards. If a user needs to actively request spend (not just use what is issued to them), they should be an Employee instead.
## Related articles
- For details on what each role can do, see [User Roles Overview](/user-roles-overview) .
- To change a user's role, see [Editing a User's Role](/editing-a-users-role) .
- To customize role permissions or create Custom Roles, see [Customizing Roles and Permissions](/customizing-roles-and-permissions) .
---
# Inviting users to Ramp
> Official Ramp Help Center article. Topic: Account Settings & Security / Users & Roles. [View the canonical page](https://support.ramp.com/inviting-users-to-ramp).
> **Note: This article primarily applies to Ramp Administrators.**
> Cardholders may find other articles in the [Ramp overview](/get-started-with-ramp/overview-of-ramp) section to be more applicable.
## Overview
Once you've set up your account, you can invite your entire company to start managing funds on Ramp. Inviting a new user to your Ramp account is easy. This article will cover the following:
## Invite information
### Sending out invites
When inviting users to Ramp, some required and optional inputs need to be populated.
**Required fields:**
- Email address
- Department (not applicable for Developer Admin or Vendor Network Admin roles)
- Location (not applicable for Developer Admin or Vendor Network Admin roles)
- User role ( [for information on user roles, please visit this article](/user-roles-overview) )
- Manager (required if you can invite only users on your team; optional if you can invite users across the business)
**Optional fields:**
- Funds or Spend Programs
- Deactivation date (defaults to 6 months for Guest users, but can be changed or removed)
You may choose to auto-issue a Ramp card linked to funds to new employees. Auto-issued cards and funds do not need to be configured when inviting the user. For more information on this, please review our [Spend Program article.](/spend-programs-creation-and-management)
### Guest and Vendor Network Admin invites
**Guest users:** When you invite a Guest user, the deactivation date defaults to 6 months from the invite date. You can adjust or remove this date during the invite process. If no deactivation date is set, the guest remains active until manually deactivated. Guest users cannot be issued physical cards. The Guest role requires Ramp Plus.
**Vendor Network Admin:** This role is intended for external users who manage vendor relationships. The department, location, and manager fields are hidden during the invite process since these fields do not apply to external users.
## How invites work
When you invite a user to Ramp, they receive an email with a secure link to sign up and join your business on Ramp. Invite emails are system-generated and cannot include a custom message, so consider sending your own announcement (email, Slack, etc.) letting employees know to expect an invite from Ramp. You can share the [Getting started as a User](/getting-started-as-a-user) guide to help them through the onboarding steps.
By default, invites expire after 14 days. Your admin can adjust this window (from 1 to 365 days) in invite issuance settings. Invites sent through SCIM provisioning expire after 90 days unless your business uses a custom invite expiration window.
To resend an invite, open [**Invited**](https://app.ramp.com/people/invites/invited), then select **Resend invite** next to the invite. You can also select multiple invites to resend at once. If resend is unavailable because the email bounced, correct the email address, revoke the old invite, and send a new one.
When you resend an invite, Ramp resets the expiration timer. The invitee should use the link from the most recent invite email.
Invites can also be revoked before they are accepted. To revoke an invite, open [**Invited**](https://app.ramp.com/people/invites/invited), locate the user, and select **Revoke invite**. This deactivates their pending invite immediately.
[Check out this article for more information on user sign-up.](/logging-into-ramp-for-the-first-time)
## Inviting a single user to Ramp
To invite a single user to Ramp:
1. Open [**Invite**](https://app.ramp.com/people/all/invites/roles)
2. Select the [user role](/user-roles-overview) for the invitee
3. Input the required fields (and any optional fields)
4. To issue a Ramp Card, toggle on **Issue a physical Ramp Card**
5. Click " **Send invite** "
## Bulk invite users to Ramp
For bulk inviting guests, [see here](/user-role-deep-dive-guest)
If you need to invite several users at once, you can send out invites using a CSV. Note that your Ramp account can have unlimited users.
To bulk invite users:
1. From [**People**](https://app.ramp.com/people), select **Invite** > **Upload CSV**, then select **Download template**.
2. Fill out the required fields (and any optional fields).
- Required and optional fields are listed and explained on the Bulk invite screen.
3. To bulk issue cards to invited users, the following fields are required unless marked optional:
4. Import the CSV file.
5. Select if you would like to ship physical cards in advance, and enter the shipping address.
*The screenshot shows the previous **Send invites** label. The current action is **Create users**.*
6. Select **Create users**.
**Note:** Selecting **ship physical cards in advance** orders and ships the cards immediately, not when invites are accepted. Physical card fulfillment also runs synchronously when ordered for draft users, such as via CSV user upload — see [Setting up draft users](/setting-up-draft-users).
## Using HRIS to invite users
Ramp can integrate with many common HR systems. For more information on how to set this up and invite users, visit [HR Integration](/hr-integration-overview)
If your business uses Slack, admins can enable [**Sync Slack users to Ramp**](/set-up-ramps-slack-integration-for-admins#sync-slack-users-to-ramp) to automatically import members of your Slack workspace into Ramp as draft users for admins to invite. Your business must have the Slack integration connected before enabling user sync.
## Invite by link (campaign links)
Invite campaigns let you share a single sign-up link (or QR code) that anyone you give it to can use to request a Ramp invite themselves, instead of you typing each email into the invite form or a CSV. They're useful for events, conferences, and onboarding cohorts where you don't have the full list of email addresses up front. To create one, go to **People** > click the [**Invite**](https://app.ramp.com/people#/d/invite-campaigns) dropdown > **Invite by link**. You must be able to invite users across your business and access Spend Management.
Each campaign acts as a template: when someone submits the form, the new user is created with the campaign's preset department, location, direct manager (optional), role, and (optionally) Spend Program. Roles are limited to base employee roles and the Guest role — campaign links cannot grant Admin, IT Admin, Bookkeeper, or Finance Admin. You can also set a maximum number of invites per campaign (up to 500), and restrict accepted email domains (for example, only `@yourcompany.com`) so the link can't be used by anyone outside your organization. Leaving the email domain list empty means no domain restriction.
Once the campaign is created, open its detail drawer to copy the shareable URL or download a QR code as a PNG. The URL is unique to the campaign and is unauthenticated — anyone with the link can submit the form, subject to the limits above. Recipients fill in their first name, last name, and email; Ramp then sends them a standard invite email and they accept it the same way as any other Ramp invite, including signing in via SSO if your business requires it. People who sign up through a campaign show up in [**Invited**](https://app.ramp.com/people/invites/invited) until they accept.
To manage an active campaign, open its detail drawer. The **Danger zone** has two actions: **Generate new link** rotates the campaign's token so the previously shared URL stops working immediately (people who already accepted keep their accounts), and **Delete campaign** removes the campaign. Deleting a campaign does not revoke outstanding pending invites or deactivate users who joined through it. To stop access before an invite is accepted, [revoke each pending invite](#how-invites-work). Use **Generate new link** if a link was shared more broadly than intended, and use **Delete campaign** when an event or hiring cohort is finished.
## Invite accounting firms
If you're inviting your external Accounting firm, you can invite them from the invite drawer on the [**People**](https://app.ramp.com/people) page or from the [**External firms** tab](https://app.ramp.com/people/accounting-firms). See [Connect with your Accounting firm](/connect-with-your-accounting-firm) for the full steps.
## (Plus only) missing manager or IT Admin invite permissions?
If you are in the Manager or IT Admin role and your business is on Ramp Plus, you might not see the ability to invite users to Ramp. That is because your business Owner or Admin may have removed this permission from the Manager or IT Admin role capabilities. You can contact them for more information, and refer to [this article](/customizing-roles-and-permissions) for more information on role permissions.
## Troubleshooting invite delivery
If a user reports that they did not receive their invite email, try the following steps:
- **Check spam or junk folders.** Invite emails sometimes get caught by email filters.
- **Verify the email address.** Confirm the email was entered correctly in the invite. A small typo can prevent delivery.
- **Whitelist Ramp's sender domain.** Invite emails come from Ramp. Ask your IT team to add Ramp's sender domain to your organization's email allowlist.
- **Resend the invite.** If the invite was delivered but the link is not working, ask an admin to resend the invite from [**Invited**](https://app.ramp.com/people/invites/invited). Resending resets the expiration timer. The invitee should use the link from the most recent invite email.
- **Delete and re-invite if the email bounced.** If the invite email bounced (for example, due to a typo in the address), the admin needs to delete the invite and send a new one to the corrected email address.
## Frequently asked questions
### Can I issue an employee funds at the point of invitation?
Yes, users can be issued funds at the point of invitation to Ramp.
### Do employees have to accept an invite before being issued funds?
Employees must receive and accept an invite to Ramp before they can activate their funds.
### Can I get notified when a user accepts their invite?
Ramp does not offer a dedicated or configurable email, SMS, push, or notification-preference alert for invite acceptance.
After the user accepts their invite and completes onboarding, their status updates from Pending to Active on the [**People**](https://app.ramp.com/people) page. Admins may also see a homepage notification that the employee recently joined, but there is no separate alert you can turn on for invite acceptance.
### Can I invite a user or issue a card for someone who does not have an email address?
Ramp requires an email address for every user invite, including employees, contractors, and cardholders. There is no way to create a Ramp user or issue a card without providing an email address. Inviting a user by phone number only (without an email) is not supported. For people who are already Ramp users, admins can [issue physical or virtual cards](/issuing-a-ramp-card-or-funds) without entering the email again.
For employees who do not have a company email address, such as field workers or frontline staff, you can use their personal email address instead. The invite does not require a company-domain email, but depending on the invite path and your settings, Ramp may ask you to confirm the external email, keep some admin invites pending until another admin approves them, or block the invite because the email domain does not match your business.
If you use an [HRIS integration](/hr-integration-overview) to sync and invite employees, any employee record in your HR system that does not have an email address is skipped during the sync and does not appear in Ramp. To add these employees, invite them manually with an email address.
### Why am I unable to invite someone? It says the email is already associated with an account
This can happen for a few reasons:
- **The person is already on another Ramp business.** You can still invite them — Ramp will recognize their email and add your business to their account via [unified sign-in](/unified-login) . No action needed from the other business.
- **A pending invite already exists for this email.** Open [**Invited**](https://app.ramp.com/people/invites/invited) to see if an invite was already sent. You can resend or revoke it from there.
- **The user was previously deactivated.** If the person was a former employee who was deactivated on your business, reactivate them from the People page rather than sending a new invite. See [Help an employee regain access to Ramp](/help-an-employee-regain-access-to-ramp) .
- **The person signed up for Ramp independently.** Sometimes users apply to Ramp on their own before receiving a company invite. In this case, [contact Ramp Support](/how-to-contact-ramps-support-team) to have their standalone account removed so you can re-invite them under your business.
### Can I view a deleted pending invite?
No. After you delete or revoke a pending invite, it no longer appears in the customer-facing pending invites views in Ramp. Ramp does not have a customer-facing history view for deleted or revoked invites. If you need that person to join later, send them a new invite.
### What if I get an SSO error when accepting my invite?
If your admin has enabled SSO (single sign-on) as a sign-in method for your role, you may need to accept the invite using your SSO sign-in. Common errors include:
- A mismatch between the email in your SSO provider and the email used for the invite
- SSO not being configured for your email domain
- Your role is configured for a different sign-in method (for example, email and password or Google SSO)
Check with your IT Admin to verify which sign-in method is enabled for your role and that your invite email matches your SSO identity. For more detail, see [Signing in to Ramp for the first time](/logging-into-ramp-for-the-first-time).
### What are the CSV requirements for bulk invites?
The CSV must include the following required columns: `first_name`, `last_name`, `email`, and `role`. Optional columns include `department`, `location`, `manager_email`, `deactivation_date`, and card-related fields.
Common errors include:
- Duplicate email addresses in the file
- An email that is already associated with an existing Ramp user
- Invalid role names
If validation fails, the entire CSV is rejected — fix all errors and re-upload.
---
# Understanding user states in Ramp
> Official Ramp Help Center article. Topic: Account Settings & Security / Users & Roles. [View the canonical page](https://support.ramp.com/understanding-user-states-in-ramp).
> **Note: This article primarily applies to Ramp Administrators.**
> Cardholders may find other articles in the [Ramp overview](/get-started-with-ramp/overview-of-ramp) section to be more applicable.
## Overview
When managing employees on Ramp, it is important to understand the different states a user can be in. This helps you know when to take action, troubleshoot access issues, and handle onboarding and offboarding correctly.
## Primary lifecycle states
These are the main states that appear in the **Company** > **People** table.
### Active
Users become **Active** once they accept their Ramp invite and complete onboarding. This is the default state for most users. Active users have full access to Ramp based on their [assigned role](/user-roles-overview), including:
- Spending on Ramp via cards or Bill Pay
- Submitting reimbursements
- Serving as approvers in approval policies and as delegates for others
### Pending (invited)
A **Pending** user has been invited to Ramp but has not yet accepted. Pending users appear with a mail icon in the People table. They cannot access Ramp until they accept the invite and complete onboarding.
You can view pending invites in [**Invited**](https://app.ramp.com/people/invites/invited).
For details on sending invites, see [Inviting users to Ramp](/inviting-users-to-ramp). If a user is stuck in Pending, see [troubleshooting steps below](#h_pending_troubleshooting).
### Inactive (deactivated)
An **Inactive** user has been deactivated but not deleted from Ramp. Unlike deletion, **deactivation is reversible**.
When a user is deactivated:
- They cannot sign in to Ramp.
- They cannot spend on cards or funds.
- They will not receive Ramp notifications.
- Their name shows "(Inactive)" in the **Company** > **People** table.
However, their data is preserved:
- Their cards and funds are **not** terminated.
- They remain listed in workflows and as managers, but cannot perform those duties because they cannot sign in.
- They are not included in the [Ramp Plus billing policy](/ramp-plus-billing-policy) .
Upon reactivation, the user regains full access. For step-by-step instructions, see [Deactivating and removing users from Ramp](/deactivating-and-removing-users-from-ramp).
> **Note:** SCIM deactivation leaves non-draft users inactive unless they are later deleted manually or through [Auto-termination with SCIM](/auto-termination-with-scim); draft users are deleted instead.
### Terminated (deleted)
A user is **Terminated** when they have been permanently removed from Ramp. Unlike deactivation, **deletion is final and cannot be undone**.
When a user is deleted:
- Their physical cards and funds are terminated (if not transferred during the deletion process).
- Any open reimbursements are terminated.
- They are removed as approvers and delegates (if not transferred during deletion).
### Spend locked (suspended)
A **Spend locked** user is Active but their cards and spending are temporarily locked. A lock icon appears next to their name in the People table. Unlike deactivation, the user can still sign in to Ramp and view their account — they just cannot make purchases. Suspension can be set manually by an admin or triggered automatically by compliance rules.
This is a user-level lock. A business-wide **"Your Ramp account has been suspended due to inactivity"** message is a separate, business-level suspension that only Ramp Support can lift — see [Account suspended due to inactivity](/account-suspended-due-to-inactivity).
## Why is my user stuck in pending?
If a user remains in a Pending state after being invited, check for the following causes.
### Invite expired
Invites expire after 14 days by default (configurable by an Admin). Resend the invite from [**Invited**](https://app.ramp.com/people/invites/invited) to generate a new link.
### Invite email bounced
The invite email could not be delivered. This appears as "Failed" in the Pending Invites view. Delete the failed invite and create a new one with the correct email address.
### Invite pending Admin approval
When an admin invite uses an unverified email domain, Ramp sends an approval email to existing admins. The invite stays pending until an admin approves it from that email. Check with your other admins to confirm the approval email was received and acted on.
### User started but did not finish onboarding
The user clicked the invite link but did not complete all onboarding steps (for example, adding a phone number or agreeing to terms). These users show a partial-circle warning icon in the People table. The user needs to sign in and complete the remaining steps.
### SSO configuration issue
If your company uses SSO, the user may be unable to accept the invite because their email domain is not configured in the SSO provider. Verify that your SSO settings include the user's email domain.
### SCIM-provisioned invite
If the user has not accepted a SCIM invite, you cannot delete it from the Ramp UI. Instead, deactivate the user in your identity provider first, then re-provision them to generate a fresh invite. For more details, see [Setting up SCIM and managing user provisioning](/setting-up-scim-and-managing-user-provisioning).
## How users move between states
- **Pending to Active:** The user accepts the invite and completes onboarding.
- **Active to Inactive:** An admin deactivates the user (or the user is deactivated via SCIM).
- **Inactive to Active:** An admin reactivates the user.
- **Active or Inactive to Terminated:** An admin permanently deletes the user.
- **Pending to Terminated:** An admin deletes the invite and user record.
Terminated is a permanent, irreversible state. Deactivation is always preferred when you may need to restore access later.
## Setting an expiration date to deactivate a user
Expiration dates allow you to invite contractors, consultants, seasonal workers, or job candidates without the hassle of manually deactivating them later.
To set an end date for a user's Ramp access:
1. Go to **Company** > **People** and select **Invite people** .
2. Enter the user's information.
3. Under the **Details** section, select a **Deactivation date** .
4. Send the invite.
> **Note:** Deactivation dates are optional and can be set for all [user roles](/user-roles-overview), including [Guests](/user-role-deep-dive-guest) (Ramp Plus only).
## What happens when a user expires?
- They lose access to sign-in and spending capabilities.
- Admins retain access to the user's reimbursements, cards, and vendor information.
- Admins can transfer their cards and vendor ownership to another user.
- The account can be reactivated at any time by an admin.
## Frequently asked questions
### What is the difference between a suspended user and a deactivated user?
**Suspended (spend locked):** The user can still sign in to Ramp but cannot make purchases. They retain access to view their account, submit reimbursements, and perform non-spending actions.
**Deactivated (Inactive):** The user cannot sign in to Ramp at all. Their data and approvals are preserved, and an admin can reactivate them at any time.
Use suspension to temporarily restrict spending while keeping the account accessible. Use deactivation when the user should have no access to Ramp.
### Can I reactivate a terminated user?
No. Termination is permanent. If you may need to restore access later, deactivate the user instead. See [Deactivating and removing users from Ramp](/deactivating-and-removing-users-from-ramp) for details.
---
# Setting up draft users
> Official Ramp Help Center article. Topic: Account Settings & Security / Users & Roles. [View the canonical page](https://support.ramp.com/setting-up-draft-users).
> **This feature applies to Ramp Administrators and Owners.**
## Overview
Draft users let you create and configure users in Ramp before sending invites. Import your org chart, assign managers and approvers, and build workflows — then publish users when you are ready to go live.
## When to use draft users
Draft users are designed for onboarding scenarios where you need to configure Ramp before anyone receives an invite. Common patterns include:
- **Phased department rollouts** — Finance goes live first while the rest of the company is staged for later waves.
- **Multi-entity migrations** — Each entity has different approval workflows and GL coding. Import everyone as drafts, configure each entity separately, and publish them on their own timelines.
- **SCIM-first enterprise onboarding** — Provision thousands of users from Okta or another identity provider, build the full org chart in Ramp, and publish once approvals and Spend Programs are validated.
- **Pilot-first rollouts** — Test Ramp with a small group before rolling out company-wide. Import all users as drafts, publish the pilot cohort, validate, then expand.
## What you can configure before inviting
While users are in draft, you can set up the following without triggering invites or notifications:
| **Configuration** | **Supported** | **Details** |
| --- | --- | --- |
| Manager chains | Yes | Assign managers so the full org chart is in place before go-live. |
| Groups | Yes | Create groups and add draft users as members. |
| Spend Programs | Yes | Assign draft users directly or through group membership. |
| Approval workflows | Yes | Reference draft users as approvers or in routing conditions. |
| Org attributes | Yes | Department, location, role, custom fields, and custom records (including via SFTP). |
| Approval matrices | Yes | Fully configurable. Anything possible for pending users also works for draft users. |
| Funds and Spend Limits | Not yet | Cannot add funds from the user drawer. Use other issuance paths such as the **Issue** action on the homepage. |
Draft users cannot sign in, spend, approve, or receive any Ramp communications until they are published.
## How to create draft users
### Via SCIM (Okta, Entra ID, or other identity providers)
1. Set the SCIM **Invite preference** to **Create as draft** on the [SCIM Settings page](https://app.ramp.com/s/settings/scim-manage). No changes are needed on the identity provider side.
2. Provision users from your identity provider. Users land in Ramp as drafts with their SCIM attributes.
3. Review imported data on the [**People**](https://app.ramp.com/people) page.
4. Configure approval workflows, groups, and Spend Programs.
5. When ready, publish the relevant users to send invites.
A few SCIM-specific behaviors apply while users are in draft:
- **SCIM sync continues in draft.** Manager, department, location, and custom fields keep syncing from your identity provider. The exception is email changes — if a user's email changes while in draft, delete the draft and recreate the user.
- **SCIM deactivation deletes drafts:** If a user is deactivated in your identity provider while still in draft, Ramp deletes the draft.
- **The invite preference controls draft creation.** Creating drafts via SCIM requires the **Create as draft** invite preference. With **Invite immediately**, SCIM instead publishes and invites a matching draft on the next provisioning request — see [Setting up SCIM and managing user provisioning](https://support.ramp.com/setting-up-scim-and-managing-user-provisioning#invite-preference-invite-immediately-or-create-as-draft).
### Via CSV import
1. Import users via CSV. Users land in Ramp as drafts.
2. Review imported records on the [**People**](https://app.ramp.com/people) page and clean up any assignments.
3. Configure approval workflows, groups, and Spend Programs.
4. When ready, publish the relevant users.
### Via manual add
1. Add users through the invite drawer on the [**People**](https://app.ramp.com/people) page and keep them in draft.
2. Fill in role, department, location, and manager details.
3. When ready, publish the relevant users.
### Via HRIS import
1. Import users and org structure from your HRIS. Users land as drafts.
2. Review imported data and configure workflows.
3. When ready, publish the relevant users.
> **Note:** When publishing, consider publishing managers and approvers first so that approval workflows route correctly before employees start submitting. You can also schedule invites for a future date and time.
## Things to know
- **Publishing triggers an invite.** The user receives an invite email (if enabled), can accept via SSO, and can spend assigned funds once onboarded.
- **Physical cards ship immediately.** If you enter a mailing address at card issuance time, the card ships even if the user is still in draft. This includes ordering physical cards for draft users via CSV user upload — fulfillment runs synchronously and is not held until you publish the user. Wait to issue physical cards until after publishing if you do not want them to ship yet.
- **Draft is stricter than suppressed invites.** Draft users are blocked from all acceptance — including SSO — until published.
- **Funds cannot be added from the user drawer yet.** Use other issuance paths such as the **Issue** action on the homepage.
## Frequently asked questions
### What is the difference between a draft user and a pending user?
A pending user has been invited and can accept. A draft user has not been invited and cannot sign in or accept any invite until an admin publishes them. See [Understanding user states in Ramp](/understanding-user-states-in-ramp).
### Can I use draft users with Okta or another identity provider?
Yes. Enable the SCIM draft setting and users provisioned from your identity provider land as drafts. See [Setting up SCIM and managing user provisioning](/setting-up-scim-and-managing-user-provisioning).
### What happens if I publish employees before their managers?
Approval workflows may fall back to a broader group (such as any admin) until the manager is also published. Publish managers and approvers first to avoid this.
## Related articles
- [Understanding user states in Ramp](/understanding-user-states-in-ramp)
- [Inviting users to Ramp](/inviting-users-to-ramp)
- [Setting up SCIM and managing user provisioning](/setting-up-scim-and-managing-user-provisioning)
---
# Editing a user's role
> Official Ramp Help Center article. Topic: Account Settings & Security / Users & Roles. [View the canonical page](https://support.ramp.com/editing-a-users-role).
> **Note: This article primarily applies to Ramp Administrators.**
> Cardholders may find other articles in the [Ramp overview](/ramp-overview) section to be more applicable.
## Overview
Ramp provides [multiple user roles](/user-roles-overview) that can be assigned to users, including base roles and add-on roles. This article explains how to change these user roles.
> **Please note:** These same rules apply when updating a Guest user role to an employee, but not vice versa.
## How it works
The following user roles have the ability to edit other employees' role in Ramp: Managers (for their own team), Admins, and IT admins. They can change an employee's role by following these steps:
1. Click on the **Company** > **People** tab and search for the user you want to update.
2. Click **Edit Profile**.
3. Edit the user's role by clicking on the pencil icon on the user's role card.
Users can have a base role plus one or more add-on roles (such as Manager, Accounts Payable, or Finance Admin). When editing a user's role, you can adjust both their base role and their add-on roles. For more on how roles combine, see [User Roles Overview](/user-roles-overview).
## What happens when you change someone's role
Changing a user's role can have several downstream effects. Review the following before making changes:
- **Gaining Manager permissions:** The user is added to the management hierarchy. They begin receiving approval requests and gain visibility into their team's transactions.
- **Losing Manager permissions:** The user is removed from the management hierarchy. Their direct reports are automatically reassigned to the next manager up the chain. Delegate approver assignments are removed.
- **Switching to View-Only Admin:** The user loses access to cards, funds, and reimbursements. Reassign ownership of any funds before making this change.
- **Losing Admin, Accounting, or Manager role:** Delegate approver assignments associated with that role are removed.
- **Losing Developer API access:** Any active API tokens are revoked.
- **Losing entity-restricted role permissions:** Entity restrictions associated with the previous role are removed.
- **Cards are not automatically canceled** when a role changes. Cards are only canceled when a user is deactivated.
- **The user receives an email notification** listing the roles that were added and removed.
## Why can't I change this user's role?
If the option to change a user's role is greyed out or unavailable, check the following:
- **The user is the Business Owner.** Business ownership transfers are handled separately. See [Changing business ownership](/transfer-business-ownership) .
- **The user is an active delegate approver.** Remove them as a delegate approver before changing their role.
- **The user is assigned to an active approval policy.** Remove them from the policy before changing their role.
- **The user was added via an Accounting Firm connection.** External users' roles are managed by their Accounting Firm admin, not directly by your company's admins. See [Connect and configure your accountant's access](/connect-with-your-accounting-firm) .
- **The user is managed via SCIM/HRIS.** Role changes made in Ramp may be overwritten by your identity provider on the next sync. Update the role in your HRIS instead.
- **You're trying to downgrade a user to Guest.** Downgrading to Guest is not supported from most roles. You can downgrade from View-Only Admin to Guest, but not from Employee, Admin, or other roles. The workaround is to deactivate the user and re-invite them as a Guest.
## Adding manager permissions to accounting and IT Admin roles
Admins can now give manager permissions to Accounting or IT Admin roles so that they can oversee approvals and spend for their direct reports. Below are the steps to follow.
1. First, make sure the user is assigned the Accounting or IT Admin role in the People tab. Otherwise, click **Edit profile** and change the role accordingly. You might need to refresh the page after doing so.
2. Next, click on **Edit profile** and view the **Company** tab.
3. Select the checkbox for **Manage a direct team** .
4. The user should now be available as an option when assigning managers to other employees.
## Change business ownership to a different user
To change Business owner to a different Ramp user, [follow the process here](/transfer-business-ownership).
## Helpful tips and recommendations
- You cannot directly edit a user's role if they are an external user assigned to your Ramp account via the Accounting Firm connection. If you need to change an external user's role (e.g., say you want to upgrade your accountant from the Accounts Payable role to the Accounting & Accounts Payable roles), first check to make sure you've enabled that role in the [**External firms** tab](https://app.ramp.com/people/accounting-firms) on the **People** page.
- Once you've confirmed the role is enabled within the permission set, then you should tell that external user to request the role change from the Accounting Firm admin(s).
- Only Accounting Firm admins can edit the staff roles within their clients' Ramp instances. See [Connect and configure your accountant's access.](/connect-with-your-accounting-firm)
- To edit the Business Owner role, please reach out to [Ramp Support](/how-to-contact-ramps-support-team) .
---
# Creating a Custom Role
> Official Ramp Help Center article. Topic: Account Settings & Security / Users & Roles. [View the canonical page](https://support.ramp.com/creating-a-custom-role).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
Ramp allows Plus admins to create Custom Roles by duplicating an existing system role and tailoring it to your organization's needs, or by creating a new role from scratch. This gives your company more flexibility and control over how you assign responsibilities, without altering global settings for all users with that role.
**Video walkthrough:** Create a Custom Role in Ramp by selecting the exact permissions an Employee needs. Best for admins tailoring access without changing a built-in role. [Watch the video](https://www.youtube.com/watch?v=tGm2Gzl_bzI).
## What is a Custom Role?
A Custom Role is a role you create by starting with an existing role (like Accounting or IT Admin), then renaming it and adjusting its available permissions, or by starting from scratch and selecting from the available permissions.
Custom Roles are **add-on roles** — they are assigned alongside a user's base role, not instead of it. The user keeps all permissions from their base role and gains additional permissions from the Custom Role. For more on how roles combine, see [User Roles Overview](/user-roles-overview).
This is helpful if you want:
- Two versions of the same role (e.g., one Accounting role that can sync to your accounting system, and another who cannot)
- To create more specific roles like "Travel Manager" or "Vendor Approver"
- To support separation of duties (for example, one person creates bills, another approves them)
Looking to edit the permissions of a built-in role instead? See [Customizing Roles and Permissions](/customizing-roles-and-permissions).
## How to create a Custom Role
### By duplicating an existing role
1. Open [**Roles & permissions**](https://app.ramp.com/settings/all/roles-and-permissions).
2. **Choose a role to start from** — Select an existing Ramp role as your starting point (like Accounting or Accounts Payable).
3. **Customize the role:**
- Give your role a new **name** and **description** .
- Review and toggle the available permissions. Editable permissions are shown with green checkboxes. Permissions that cannot be changed are grayed out.
- Click **Save changes** .
### From scratch
1. Open [**Roles & permissions**](https://app.ramp.com/settings/all/roles-and-permissions).
{/* vale Ramp.ProductTerms = NO */}
2. Click **Create custom role** .
{/* vale Ramp.ProductTerms = YES */}
3. **Customize the role:**
- Give your role a new **name** and **description** .
- Review and toggle the available permissions.
- Click **Save changes** .
## Managing or updating a Custom Role
Your Custom Roles are visible in [**Roles & permissions**](https://app.ramp.com/settings/all/roles-and-permissions).
From there, you can:
- **Edit** the name, description, or permissions
- **Duplicate** a role to create a variation
- **Delete** a Custom Role
To grant a Custom Role based on group membership, create the role from scratch and [assign it to a group](/groups#assign-a-custom-role-to-a-group).
> **Note:** You cannot delete a Custom Role that is assigned to a user or group. Remove the Custom Role from directly assigned users. For a group assignment, clear the group's **Custom Role** field before deleting the role.
See more on [Procurement Custom Role](/procurement-role-configuration), [Vendor Custom Role](/vendors-custom-role-and-permissions).
## Troubleshooting
{/* vale Ramp.ProductTerms = NO */}
### I don't see "Create custom role"
{/* vale Ramp.ProductTerms = YES */}
Custom Role creation requires **Ramp Plus** and the **Edit permissions of roles** permission. Admins and Owners have this permission by default.
### I created a Custom Role but can't assign it
Custom Roles can only be assigned to users with **Employee**, **Accounting**, or **IT Admin** as their base role. Admin, Owner, and Guest users cannot receive custom add-on roles.
## Frequently asked questions
### What's the difference between a Custom Role and editing a role's permissions?
When you edit a role's permissions, the changes apply to *all* users with that role. A Custom Role is a separate role, so its permission changes affect only users who hold that Custom Role, not every user with the original built-in role. For details on editing built-in role permissions, see [Customizing Roles and Permissions](/customizing-roles-and-permissions).
### Who can receive a Custom Role?
Custom Roles can be assigned to users with an **Employee**, **Accounting**, or **IT Admin** base role. Admin, Owner, and Guest users cannot receive custom add-on roles.
---
# Customizing Roles and Permissions
> Official Ramp Help Center article. Topic: Account Settings & Security / Users & Roles. [View the canonical page](https://support.ramp.com/customizing-roles-and-permissions).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
Ramp gives admins granular control over what each user role can do across the platform. Role customization and Custom Role creation are available to Ramp Plus customers.
With these tools you can:
- Toggle specific permissions on or off for built-in roles like Accounting, Manager, Finance Admin, and IT Admin
- [Create Custom Roles](/creating-a-custom-role) tailored to your organization
- Restrict certain roles to specific business entities (multi-entity customers)
Ramp also offers granular [Procurement Role Configuration](/procurement-role-configuration) for purchase order workflows.
## Editing an existing role's permissions
Admins can customize the permissions for the following built-in roles: **Accounting**, **Manager**, **Finance Admin**, and **IT Admin**. Changes you make to a role apply to every user assigned that role.
To customize a role's permissions:
1. Go to **Company** > [**Settings**](https://app.ramp.com/settings/company-settings/user-roles) > **User roles** .
1. Select the role you want to edit. You will see the associated permissions grouped by product area.
1. Toggle the customizable permissions on or off. Permissions with a green checkbox are customizable. Those grayed out are implied and cannot be changed.
1. Click **Save changes** .
Need different permission sets for different users within the same role? You can [create a Custom Role](/creating-a-custom-role) instead.
## Permission tables by product area
The tables below show which permissions each role has across Ramp product areas.
**Key:** **C** = customizable (can be toggled on or off by an Admin), **I** = implied (built into the role, cannot be changed). A blank cell means the role does not have that permission.
For procurement-specific permissions (purchase orders, procurement programs, and receipts), see [Procurement Role Configuration](/procurement-role-configuration).
### Expenses
| **Permission** | **Admin/Owner** | **Employee** | **Manager** | **Accounting** | **Finance Admin** | **Accounts Payable** | **IT Admin** | **View-Only Admin** | **Guest** |
| --- | --- | --- | --- | --- | --- | --- | --- | --- | --- |
| View all expenses across the company | I | | I (team only) | C | C | | | I (all) | |
| Edit all expenses across the company (includes editing accounting coding) | I | | | I | C | | | | |
| Mark ready all expenses across the company | I | | | C | C | | | | |
| Sync expenses across the company | I | | | C | C | | | | |
### Accounting
| **Permission** | **Admin/Owner** | **Employee** | **Manager** | **Accounting** | **Finance Admin** | **Accounts Payable** | **IT Admin** | **View-Only Admin** | **Guest** |
| --- | --- | --- | --- | --- | --- | --- | --- | --- | --- |
| Link/edit accounting integration | I | | | C | C | | C | | |
| Manage default accounts, sync settings, and CSV export formatting | I | | | C | C | | | | |
| Manage accounting fields and coding rules | I | | | C | C | | | | |
### User management
| **Permission** | **Admin/Owner** | **Employee** | **Manager** | **Accounting** | **Finance Admin** | **Accounts Payable** | **IT Admin** | **View-Only Admin** | **Guest** |
| --- | --- | --- | --- | --- | --- | --- | --- | --- | --- |
| Invite additional users | I (Any role) | | C (Non-admin) | | C | | C (Any role) | | |
| Edit other users' details | I (All users, all fields) | | C (Team only, limited fields) | | C | | C (All users, limited fields) | | |
| Edit permissions for roles | I | | | | C | | C (Default off) | | |
### Vendors
| **Permission** | **Admin/Owner** | **Employee** | **Manager** | **Accounting** | **Finance Admin** | **Accounts Payable** | **IT Admin** | **View-Only Admin** | **Guest** |
| --- | --- | --- | --- | --- | --- | --- | --- | --- | --- |
| View all vendors | I | | | I | I | I | I | I | |
| Edit details on vendors they own | I | I | I | I | I | I | I | | |
| Edit details on all vendors | I | | | | C | I | | | |
| Price Intelligence | I | | | I | I | I | | | |
| Seat Intelligence | I | | | I | I | | I | | |
> **Note:** The "Create or delete any vendor" permission is bundled — it is not possible to grant vendor creation without also granting vendor deletion. If you need users to create vendors without being able to delete them, this cannot be configured through role permissions alone.
### Request funds
| **Permission** | **Admin/Owner** | **Employee** | **Manager** | **Accounting** | **Finance Admin** | **Accounts Payable** | **IT Admin** | **View-Only Admin** | **Guest** |
| --- | --- | --- | --- | --- | --- | --- | --- | --- | --- |
| Can be issued funds | I | C | | I | I | I | C | I | I |
| Request spend, Spend Programs, and procurement programs | I | I | I | I | I | I | I | | |
| Eligible for physical card | I | C | | | | I | | | |
| Submit reimbursement | I | C | | I | I | I | | | I |
### Bill Pay
| **Permission** | **Admin/Owner** | **Employee** | **Manager** | **Accounting** | **Finance Admin** | **Accounts Payable** | **IT Admin** | **View-Only Admin** | **Guest** |
| --- | --- | --- | --- | --- | --- | --- | --- | --- | --- |
| View all bills | I | | | I | I | I | | I | |
| View allowed bills | I | C | C | I | I | I | | I | |
| Create/modify drafts | I | C | C | I | I | I | | | |
| Create/modify bills | I | | | I | I | I | | | |
| View payment details | I | | | I | I | C | | I | |
| Modify payment runs | I | | | I | I | C | | | |
| Modify Bill Pay settings | I | | | C | C | | | | |
### Travel
| **Permission** | **Admin/Owner** | **Employee** | **Manager** | **Accounting** | **Finance Admin** | **Accounts Payable** | **IT Admin** | **View-Only Admin** | **Guest** |
| --- | --- | --- | --- | --- | --- | --- | --- | --- | --- |
| Access booking flow | I | I | I | I | I | | | | |
| Enable/disable booking for users | I | | | | C | | | | |
| Travel manager | I | C | C | C | C | | | | |
| Modify travel policies | I | | | | C | | | | |
### Ramp banking
| **Permission** | **Admin/Owner** | **Employee** | **Manager** | **Accounting** | **Finance Admin** | **Accounts Payable** | **IT Admin** | **View-Only Admin** | **Guest** |
| --- | --- | --- | --- | --- | --- | --- | --- | --- | --- |
| View treasury accounts | I | | | C | C | | | I | |
| Request transfers | I | | | C | C | | | | |
| Manage treasury accounts | I | | | C | C | | | | |
### Banking
| **Permission** | **Admin/Owner** | **Employee** | **Manager** | **Accounting** | **Finance Admin** | **Accounts Payable** | **IT Admin** | **View-Only Admin** | **Guest** |
| --- | --- | --- | --- | --- | --- | --- | --- | --- | --- |
| View bank accounts | I | | | C | C | | | I | |
| Edit bank accounts | I | | | C | C | | | | |
| View account balances | I | | | C | C | | | I | |
### Approvals
| **Permission** | **Admin/Owner** | **Employee** | **Manager** | **Accounting** | **Finance Admin** | **Accounts Payable** | **IT Admin** | **View-Only Admin** | **Guest** |
| --- | --- | --- | --- | --- | --- | --- | --- | --- | --- |
| Modify approval policies | I | | | | C | | | | |
| Modify approval instances | I | | | | C | | | | |
| Modify Bill Pay approval instances | I | | | C | C | C | | | |
### Rewards
| **Permission** | **Admin/Owner** | **Employee** | **Manager** | **Accounting** | **Finance Admin** | **Accounts Payable** | **IT Admin** | **View-Only Admin** | **Guest** |
| --- | --- | --- | --- | --- | --- | --- | --- | --- | --- |
| View rewards | I | | | C | C | | | I | |
### What's NOT customizable
- **Admin and Owner** permissions cannot be customized. These are super-user roles with full access to all Ramp features.
- **Guest** permissions cannot be customized.
- **Employee** base permissions are minimal and mostly not customizable.
- Permissions marked **I** (implied) cannot be toggled off. They are core to the role's function.
- Permissions marked **C** (customizable) can be toggled on or off by an Admin.
## Entity-specific access
For Ramp Plus customers with multi-entity enabled, certain roles can be restricted to specific business entities. This lets you control which parts of your organization a user can access.
### Which roles support entity restriction
**Finance Admin**, **Accounting**, and **Accounts Payable** roles can be restricted to specific business entities.
### How to configure entity access
Open [Entities settings](https://app.ramp.com/settings/entities), select an entity, and use **Share entity access** to add or remove eligible users. See [Manage entity restrictions](/managing-entity-restrictions-for-accounting-accounts-payable-and-finance-admin-roles) for the complete procedure and troubleshooting.
### What Admin and Owner roles see
Admin and Owner roles always have full cross-entity access and cannot be entity-restricted.
### Limitations
Entity restrictions are applied per product area. Some areas may not yet fully enforce entity restrictions.
## Troubleshooting
## I don't see the option to customize role permissions
Role customization requires **Ramp Plus** and an **Admin** or **Owner** role. Verify that your account meets both requirements.
## Frequently asked questions
### Can I customize roles differently for different users?
Yes. Each default role (e.g., Accounting, Manager, IT Admin) can be customized — any changes you make apply to all users assigned that role. However, if you need different permission sets for different users within the same role, you can [create a Custom Role](/creating-a-custom-role).
For example:
- Employee A can have the **Accounting** role with permissions to manage accounting rules and integrations
- Employee B can have the **Accounting** role **without** those permissions
This is possible by creating and customizing separate role variants.
### Can I let someone manage cards without viewing full card details?
Yes, for Custom Roles and Finance Admin role customization. Role customization and Custom Roles are available on Ramp Plus. A Ramp Plus Admin can create a Custom Role, or customize the Finance Admin role, with **Manage funds, cards, and spend requests** enabled while leaving **View 16 digit card numbers, expiration dates, and CVV of other cardholders** disabled.
This lets the user manage funds, cards, and spend requests without giving them role-level access to view other cardholders' full card numbers, expiration dates, or CVVs.
### Vendor Portal roles vs. Ramp account roles
- **Vendor Portal Admin** access does **not** grant company-wide reporting or financial visibility in Ramp.
- Reporting is available only to roles on the main Ramp account (e.g., **Admin** , **Owner** , or Managers with reporting permissions).
- If you need reporting access, ask your company's Ramp Admin or Owner to update your role.
- The **Vendor Portal** is solely for managing vendor invoices and payments — not for viewing company reports.
### Can I allow a user to create vendors without letting them delete vendors?
No. The vendor create and delete permissions are bundled together as a single toggle. Granting the ability to create vendors also grants the ability to delete them. A separate "delete own vendors" permission exists that lets users delete only vendors they created.
### What is the difference between customizable and implied permissions?
**Customizable (C)** permissions can be toggled on or off by an Admin. **Implied (I)** permissions are built into the role and cannot be changed — they are core to that role's function.
---
# User role deep-dive: Finance Admin
> Official Ramp Help Center article. Topic: Account Settings & Security / Users & Roles. [View the canonical page](https://support.ramp.com/user-role-deep-dive-finance-admin).
## Overview
The Finance Admin is a powerful user role designed for individuals responsible for managing financial operations within Ramp. This role provides **full access to all financial products and settings**, while granting **read-only access to user management**.
**Finance Admin is an add-on role that is assigned on top of the Accounting role.** A user must have Accounting as their base role to receive Finance Admin permissions. This means a Finance Admin has all Accounting capabilities plus the additional Finance Admin permissions described below. For more on how base and add-on roles work, see [User Roles Overview](/user-roles-overview).
Finance Admins are the **direct counterpart to IT Admins**. While Finance Admins manage financial products, including expenses, Spend Programs, accounting, Bill Pay, and treasury, IT Admins focus on managing users, roles, and organizational structure. Together, these roles represent the two most comprehensive areas of administration within Ramp.
## Finance Admin vs. Admin
The table below highlights the key differences between the Admin and Finance Admin roles.
| Capability | Admin | Finance Admin |
| --- | --- | --- |
| Manage all financial products (expenses, bills, vendors, treasury) | Yes | Yes |
| Manage users (invite, deactivate, assign roles) | Yes | No (read-only view of users) |
| Manage organizational structure (departments, locations) | Yes | No |
| Configure policies and approval workflows | Yes | Yes |
| Access treasury and banking | Yes | Yes |
| Access rewards and savings | Yes | Yes |
| Delete users | Yes | No |
| Manage company settings | Yes | Limited (financial settings only) |
Use Finance Admin instead of Admin for finance leaders who need full financial product access but should not manage users or organizational structure. This supports separation of duties and reduces the number of super-users on your account.
## Finance Admin vs. accounting
Because Finance Admin is an add-on to the Accounting role, it can be helpful to understand what the add-on provides beyond base Accounting capabilities.
| Capability | Accounting | Finance Admin (Accounting + add-on) |
| --- | --- | --- |
| Accounting integrations and sync | Yes | Yes |
| Code and reconcile transactions | Yes | Yes |
| View and manage all bills | Limited | Yes (full lifecycle) |
| Manage vendors company-wide | No | Yes |
| Use Price Intelligence and Seat Intelligence | Limited | Yes |
| Configure approval policies | No | Yes |
| Access treasury accounts | No | Yes |
| Access banking and statements | Limited | Yes (full access) |
| Manage Bill Pay settings | No | Yes |
The Accounting role with the Finance Admin add-on gains significantly broader access to financial products. If a user only needs accounting and reconciliation capabilities, the Accounting role alone is sufficient.
## What can the Finance Admin user do?
Finance Admins have wide-ranging permissions across Ramp's financial products and accounting workflows. Their access includes the ability to **create, edit, and manage financial data across expenses, Spend Programs, Bill Pay, vendors, and treasury**.
The following are examples of permissions that come out-of-the-box for Finance Admins. For Ramp Plus customers, many of these permissions can be turned off to restrict the abilities of the Finance Admin role. See [Customizing Roles and Permissions](/customizing-roles-and-permissions) for details.
**Financial products**
- Full visibility into company settings, expenses, transactions, cards, and payments.
- Can review, edit, mark ready, and sync/export all financial data.
**Reimbursements & Expenses**
- Create and edit reimbursements for all employees.
- Review and manage expenses company-wide.
**Accounting integrations**
- Connect or disconnect accounting integrations and manage sync settings.
- Configure accounting rules, fields, and default accounts.
**Bill Pay**
- Manage the full lifecycle of bills (draft, create, edit, delete, archive, approve, and sync).
- View bill payment details and configure Bill Pay settings.
**Vendor management**
- View, edit, and manage vendors (owned and company-wide).
- Use tools like Price Intelligence, Seat Intelligence, and request vendor onboarding details.
**Ramp Banking**
- Access business bank accounts, billing, statements, subscriptions, and rewards.
- Manage Ramp Banking accounts, request transfers, and view redemptions.
**Policy & Approvals**
- Configure approval workflows for expenses, bills, and transactions.
- Manage company-wide policy settings.
## What can the Finance Admin user not do?
Although Finance Admins have broad financial permissions, they do not have **full Ramp-wide administrative powers**. For example, they:
- Do not have edit access to user management (read-only view of users on Ramp).
- Cannot invite or deactivate users (unless they are a manager, and manager invites are enabled).
- Cannot assign roles or adjust permissions.
- Cannot modify organizational structure (departments, locations).
- Cannot delete users.
## Who is the Finance Admin role a good fit for?
The Finance Admin role is ideal for individuals who are directly responsible for managing financial operations, accounting workflows, and spend oversight within Ramp. This includes:
- **VPs of Finance and CFOs** — who need complete visibility into company spend, vendor activity, treasury accounts, and financial reporting.
- **Controllers and Accounting Leads** — who need to own reconciliation, accounting rules, and integrations.
- **Finance Leads** — who review company-wide transactions, bills, and vendor spend for reporting and forecasting, and need access beyond the Accounting role.
- **Finance Operations Managers** — who configure policies and approvals to align Ramp with company-specific workflows.
## Best practices for using the Finance Admin role
To ensure strong security and governance, companies should follow these best practices when assigning Finance Admins:
- **Limit the number of full Admins.** Assign the Finance Admin role to team members who only need financial product access, rather than granting full Admin rights. See the [comparison above](#h_finance_admin_vs_admin) for the specific differences.
- **Separate financial and IT administration.** Assign Finance Admin and IT Admin roles to different people to maintain clean operational boundaries.
To learn how to assign or change a user's role, see [Editing a user's role](/editing-a-users-role).
---
# User role deep-dive: IT Admin
> Official Ramp Help Center article. Topic: Account Settings & Security / Users & Roles. [View the canonical page](https://support.ramp.com/user-role-deep-dive-it-admin).
## Overview
The IT Admin is a user role for employees, typically IT teams or developers, who need to manage integrations, provisioning, and account security on Ramp. IT Admins do not have access to the business's spend information and cannot manage spend controls. IT Admins have the same permissions as an employee or cardholder with additional access to edit People, Company Settings, Developer API, and Integrations.
> **Note:** The IT Admin role is available across all Ramp business types, including the Ramp Accounts Payable Product Bundle (AP-only experience).
IT Admins are the **direct counterpart to Finance Admins**. While Finance Admins manage financial products (expenses, Bill Pay, accounting, treasury), IT Admins focus on user management, integrations, SSO/security, and the Developer API. Together, these roles represent the two most comprehensive areas of administration within Ramp.
## What can the IT Admin user do?
IT Admins have all of the access and features of an employee.
On top of employee permissions, IT Admins can also access the following areas of Ramp:
| Product area | Details |
| --- | --- |
| People tab | View *all* Ramp users View user profile drawer Edit user profile *Cannot* see any spending activity or missing items, Invites Can send an invite to anyone with any role *Cannot* send an invite with spend (default spend will still be issued) View, resend, and delete pending invites HRIS invites and terminations |
| Company settings | Edit business address, Set up SSO/SAML |
| Integrations | Can set up and manage integrations |
| Ramp Developer API | Access and manage API keys, configure webhooks, and manage developer integrations |
| SCIM/HRIS management | Set up and manage HRIS integrations for automated user provisioning and deprovisioning |
| Seat Intelligence | Access Seat Intelligence for vendor management, helping track and optimize software seat usage |
## What the IT Admin cannot do
The IT Admin role is intentionally scoped to user management and technology administration. IT Admins **do not** have access to financial products or spend controls:
- Cannot view or manage expenses, transactions, or financial data (unless [Manager permissions](#h_manager_permissions) are enabled, in which case they can see their team's expenses only)
- Cannot access Bill Pay (cannot view, create, or manage bills)
- Cannot manage accounting integrations or sync settings (unless customized on [Ramp Plus](#h_ramp_plus_customization) )
- Cannot issue spend or cards to users (unless Manager permissions are enabled for direct reports)
- Cannot access treasury or banking features
- Cannot configure expense policies or approval workflows
- Cannot access rewards or savings data
## IT Admin with manager permissions
When the "Manage a direct team" toggle is enabled for an IT Admin, they gain additional capabilities on top of their standard IT Admin permissions:
- View all expenses for users in their reporting chain (direct and indirect reports)
- Issue spend to direct reports
- Approve spend requests and reimbursements for their team
- View missing items for their team
Manager permissions give IT Admins limited financial visibility scoped only to their team. They still cannot access company-wide financial data or manage spend controls outside their reporting chain.
To enable Manager permissions for an IT Admin, see [Editing a User's Role](/editing-a-users-role).
## Ramp Plus customization
On Ramp Plus, IT Admin permissions can be customized. For example, you can grant an IT Admin access to accounting integrations or expand their user management capabilities. See [Customizing Roles and Permissions](/customizing-roles-and-permissions) for details.
IT Admins can also receive custom add-on roles on Ramp Plus, allowing you to tailor their permissions further.
## Frequently asked questions
### Can an IT Admin see spending data?
No. IT Admins do not have access to expenses, transactions, or financial data by default. If Manager permissions are enabled, they can see their team's expenses only.
### Can an IT Admin invite users with any role?
Yes. IT Admins can send invites to users with any role, including Admin roles. However, they cannot send invites with spend attached (default Spend Programs will still be issued).
### Can I customize IT Admin permissions?
Yes, on Ramp Plus. Navigate to **Company** > **Settings** > [**User Roles**](/customizing-roles-and-permissions) to customize which permissions the IT Admin role includes. See [Customizing Roles and Permissions](/customizing-roles-and-permissions).
### What's the difference between IT Admin and Admin?
Admin is a super-user with full platform access across all financial products and user management. IT Admin focuses on user management, integrations, SSO/security, and the Developer API — without access to financial data. Use IT Admin for your technology team. Use Admin only for trusted operations leaders who need full control.
## Related articles
- [User Roles Overview](/user-roles-overview)
- [Editing a User's Role](/editing-a-users-role)
- [Customizing Roles and Permissions](/customizing-roles-and-permissions)
---
# User role deep-dive: Assistant
> Official Ramp Help Center article. Topic: Account Settings & Security / Users & Roles. [View the canonical page](https://support.ramp.com/user-role-deep-dive-assistant).
## Overview
The Assistant permission lets one user (e.g. an Executive Assistant) perform tasks on behalf of another user (e.g. an Executive) — from submitting expenses and booking travel to requesting funds. It's not a separate user role. It's a permission added to an existing account. Businesses on Ramp Plus can also configure exactly which actions each Assistant is allowed to perform.
**Available on all plans**: Fund requests, card/billing detail visibility, expense management on behalf of assigned users
**Requires Ramp Plus**: Configurable Assistant permissions such as reimbursements, transactions, travel, and personal card access
The Assistant permission can be added to a user with any base role except Guest. Guest users cannot be assigned as another user's Assistant, though a Guest can still have an Assistant assigned to them (see [Guest](/user-role-deep-dive-guest)).
For an overview of all roles on Ramp and how they work together, see [User Roles Overview](/user-roles-overview).
## What can the assistant user do?
Assistants can do the following on behalf of their assigned user(s):
- View transactions
- Submit receipts
- Fill out the transaction memo
- Code accounting fields that are required by their **Expense Policy**
- Submit/edit reimbursements
- Request policy exceptions or add attendees
- Book travel *(only if* [*Ramp Travel*](https://app.ramp.com/settings/expense-policy/travel-rules?tab=Settings) *is enabled for all employees)*
- Edit traveler profile *(only if* [*Ramp Travel*](https://app.ramp.com/settings/expense-policy/travel-rules?tab=Settings) *is enabled for all employees)*
- Request virtual cards, physical cards, and travel funds on behalf of their assigned user(s). The request follows the same intake and approval flow as standard requests. Approval routing is based on the assigned user's reporting line, not the Assistant's. The assigned user is notified when a request is made on their behalf.
- View their assigned user's card details (card number, CVV), billing addresses, and available fund balances. Viewing card details requires step-up authentication (re-entering your password) for security.
- View and import transactions from the assigned user's personal card when the assigned user enables access.
Notable limitations at this time:
- Assistants can create reimbursements on behalf of their assigned user(s), but they cannot add personal bank accounts on their behalf. Each user must link their own bank account. See our [How do I add/change my personal bank account details?](/how-to-add-change-personal-bank-account-details) article for more.
- If an Assistant forwards a receipt on behalf of their assigned user to [receipts@ramp.com](mailto:receipts@ramp.com) , Ramp first searches for matching transactions among the Assistant's own transactions. If no match is found, Ramp will then search the transactions of the user(s) the Assistant is assigned to.
- Assistants cannot approve requests or transactions on behalf of their assigned user(s). Approval authority is managed separately through delegate approvers.
> **Tip**: If you need to manage receipts or edit expenses for another user's transactions — including transactions on shared funds — the Assistant role is the way to do this. Co-owners of shared funds can view other members' transactions but cannot edit them or attach receipts. See [Shared funds](/shared-cards-funds-for-tracking-group-spend) for more on co-owner permissions.
## What can the assistant user see?
The Assistant can see the transactions and related information for the user(s) who have assigned them as Assistant. This includes card details (card number, CVV), billing addresses, and available fund balances. Viewing card details requires step-up authentication (re-entering your password).
Assistants are not able to see activity beyond their designated scope, such as the transactions of other users that the user(s) they're assisting can see, even if they are assigned to an Admin user.
Assistants will also be notified of their assigned user's missing items in their weekly "Missing Items" email.
## Configuring assistant permissions
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
If your business is on Ramp Plus, Assistant permissions can be toggled individually, and changes apply immediately. Admins can manage most Assistant permissions, but only the assigned user can change personal card access.
The available permission toggles are:
| Permission | What the Assistant can do |
| --- | --- |
| Reimbursements | Create and submit reimbursement requests on behalf of the assigned user |
| Transactions | Complete transaction requirements (receipts, memos, coding) on behalf of the assigned user |
| Travel | Search for and book flights, hotels, and rental cars on behalf of the assigned user |
| View and import personal card transactions | View and import the assigned user's personal card transactions and create reimbursement drafts |
**View and import personal card transactions** is off by default. Only the assigned user can enable it, and Ramp requires MFA or another step-up verification when the setting changes. See [Personal Card Reimbursements](/personal-card-reimbursements#privacy-and-visibility) for access limits and account responsibilities.
> **Important:** These toggles control task-level actions only. Card detail visibility (card number, CVV), billing addresses, and available fund balances are always accessible to any assigned Assistant, regardless of toggle settings. There is currently no way to keep an Assistant assigned while restricting their access to card details.
Each Assistant's permissions are configured independently. Different Assistants can have different permission sets for the same user, and the same Assistant can have different permissions for different users they support.
### To configure as an executive:
1. Visit Profile (top right) > My Settings > Delegation tab
2. Next to your Assistant's name, toggle the permissions you want to enable or disable
### To configure as an Admin:
1. Visit the People tab on the left side of your Ramp dashboard
2. Select the user whose Assistant permissions you want to configure
3. Click Edit Profile, then adjust the available Assistant permission toggles. Admins cannot change **View and import personal card transactions**.
Note: If all permissions are turned off, the Assistant remains assigned but cannot perform any of the toggled actions above until at least one permission is re-enabled. The Assistant can still view the assigned user's card details, billing addresses, and fund balances.
## Setting up an assistant
Any user can assign one or more Assistants to their Ramp account. Any user except a Guest can be assigned as an Assistant. One user can have multiple Assistants, and one Assistant can be assigned to multiple users. Admins can assign a non-Guest user as an Assistant to any other user from the **People** tab. Giving a Guest an Assistant is the exception: it is set up when the Guest is invited, not from the **People** tab by default.
### Assigning your own assistant
1. Visit [Profile (top right) > My Settings > Delegation tab](https://app.ramp.com/settings/personal-settings/delegation)
2. Click on the Assistant Role, begin typing the name of your assistant
3. Click on the user you want to assign, and you're done
4. If your business is on Ramp Plus, you can also configure which actions your Assistant is allowed to perform. Toggle the individual permissions from this same screen. See "Configuring Assistant permissions" above for details.
### Assigning assistants to others (Admin)
1. Visit the [People tab](https://app.ramp.com/people/all) on the left side of your Ramp dashboard
2. Select the user who needs an Assistant assigned to them, then click Edit Profile
3. Click on the Company tab of the Edit Profile drawer and begin typing the Assistant's name in the "Assistants" field
4. Click on the Assistant you want to assign, and you're done
5. If your business is on Ramp Plus, you can also configure which actions the Assistant is allowed to perform from the same screen. Toggle the individual permissions as needed. See "Configuring Assistant permissions" above for details.
## Using assistant mode
To view and act on behalf of your assigned user, click Profile on the top right. You'll see a section titled "View as..." with your name and the names of the users you are an Assistant for in Ramp. Click on the user's name to view their Ramp account as their Assistant.
From here you can perform any of the actions your permissions allow, including submitting expenses, requesting funds, and booking travel on their behalf.
## Audit trail
Ramp keeps an audit trail of all Assistant actions. Edits to transactions and requests made by an Assistant are logged with the Assistant's identity, so the assigned user and Admins can see exactly who made each change.
## Frequently asked questions
### Can different Assistants have different permissions?
Yes. Each Assistant's permissions are configured independently per assigned user.
### Can an Assistant support multiple users?
Yes. An Assistant can be assigned to multiple users, with separate permission configurations for each.
### Can an Assistant approve on behalf of their assigned user?
No. Approval authority is handled separately through delegate approvers.
### Does the assigned user see what the Assistant did?
Yes. Actions taken by an Assistant are attributed to the assigned user but logged with the Assistant's identity for audit purposes. The assigned user is notified when requests are made on their behalf.
### How does the Assistant receive notifications about the assigned user's missing items?
Assistants receive their assigned user's action items (such as missing business items) in their weekly digest. The assigned user may also set email filters to automatically forward Ramp notification emails to their Assistant.
---
# User role deep-dive: Guest
> Official Ramp Help Center article. Topic: Account Settings & Security / Users & Roles. [View the canonical page](https://support.ramp.com/user-role-deep-dive-guest).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
The Guest user is a role with limited access to Ramp. This role is great for temporary employees or candidates who need to access spend on Ramp or request reimbursements but shouldn't have full access to the platform.
## How to enable the Guest role
The Guest role requires Ramp Plus. If you do not see Guest as an option when inviting users, your business may not have this feature enabled.
## Inviting a Guest
Like an Employee, a Guest can be invited to Ramp by Admins, IT admins, and Managers as a new user. To change a Guest's role, follow the instructions in [Editing a user's role](/editing-a-users-role).
For details on upgrading a Guest to an Employee, see [Upgrading a Guest to Employee](#upgrading-a-guest-to-employee) below.
## What Guest users can do
- Guest users can sign in with any email domain. Even when SSO is enforced for your business, Guests retain password-based sign-in — SSO cannot be made the exclusive sign-in method for Guest users.
- Guests can request reimbursement for out-of-pocket spend.
- Guests can use virtual cards or Spend Programs if issued by a manager or admin.
- Other users (admins, managers, or all employees depending on your business settings) can book travel on behalf of a Guest, but Guests cannot book travel themselves.
- Guests can add accounting codes to transactions if admins have it as a part of the expense policy.
- Guests can use the Ramp mobile application on both iOS and Android platforms.
- Guests can have an [Assistant](/user-role-deep-dive-assistant) assigned to act on their behalf — for example, to book travel or submit expenses. This is not automatic: it is set up when the Guest is invited (for instance, whoever invites a Guest to book travel is assigned as their Assistant once the Guest accepts). By default, an Assistant cannot be added to an existing Guest from the **People** tab.
## What the Guest user cannot do
- Guest users cannot request virtual cards or Spend Programs, and cannot receive a physical card.
- Guest users cannot be automatically issued funds or a physical card from a Spend Program.
- Guest users cannot view global rules, approval structures, or other employees.
- Guest users cannot book travel for themselves (other users can book on their behalf).
- Guest users cannot be a co-owner on a shared spend allocation.
- Guest users cannot be a bill owner.
- Guest users cannot download or export a CSV of transactions. If a Guest needs a CSV of transactions, an Admin can export it for them (a Manager can export transactions only for their own team).
- Guest users cannot serve as another user's Assistant.
## Guest vs. View-Only Admin vs. Employee
These three roles are commonly confused. Use the table below to compare their capabilities.
| Capability | Guest | View-Only Admin | Employee |
| --- | --- | --- | --- |
| Can spend on issued cards | Yes (if issued by admin/manager) | No | Yes |
| Can request spend | No | No | Yes |
| Can request physical cards | No | No | Yes |
| Can submit reimbursements | Yes | No | Yes |
| Can see other users' data | No | Yes (read-only, all company data) | No |
| Can book own travel | No | No | Yes |
| Can be assigned an Assistant | Yes (enabled at invite) | Yes | Yes |
| Requires Ramp Plus | Yes | Yes | No |
For more details on all roles and how role stacking works, see [Roles and permissions overview](/user-roles-overview).
## Upgrading a Guest to employee
To upgrade a Guest to an Employee:
1. Go to **Company** > **People** .
2. Find the Guest user and click **Edit Profile** .
3. Change their role to Employee.
Keep the following in mind when upgrading:
- On Ramp Plus or Enterprise plans, a warning will appear that the user will become a billable seat.
- The user keeps their existing transaction history after the upgrade.
- The user's email domain does not need to match your company domain, but we recommend updating it.
- Automatic email changes are not supported. To change the user's email, the user or an admin must update it manually after the role change. Alternatively, you can deactivate the Guest and re-invite them as an Employee with the correct email.
- Downgrading from Employee (or most other roles) to Guest is not supported. The only exception is View-Only Admin, which can be downgraded to Guest.
## Use cases
- A company hires a temporary worker who needs to submit reimbursement requests for travel expenses. The temporary worker is assigned the Guest user role, enabling them to request reimbursements but not access broader company financial data.
- A candidate for a short-term project needs a virtual card for project-related expenses. To confer necessary access without exposing sensitive information, the candidate is given a guest role.
## Best practices and tips
- Use the Guest role for individuals who require temporary and restricted access to Ramp.
- Clearly communicate the limitations of the Guest role to ensure users understand their access level.
- Regularly review and update the list of Guest users to ensure only necessary individuals have access.
- Use the Guest user role alongside other security measures to maintain control over sensitive financial data.
## Automatically deactivate Guest users
To maintain security and compliance, you can schedule guest users to be automatically deactivated. When inviting a guest through the Ramp UI or the Developer API, the deactivation date defaults to **6 months** from the invite date. For bulk CSV imports and the Dashboard API, the deactivation date is not pre-filled — see [CSV Import Experience for Guests](#csv-import-experience-for-guests) below for CSV details.
Setting a deactivation date is optional, but recommended for organizations that regularly grant short-term access to contractors, agencies, auditors, or other temporary collaborators.
### Adding a deactivation date
A **guest deactivation date** defines when a guest user's access will automatically expire. Once the date is reached:
- The guest loses access to Ramp.
- They are deactivated, but not terminated automatically.
If no deactivation date is provided, the guest remains active until manually deactivated.
### CSV import experience for Guests
When importing guest users via CSV, you can include a **deactivation_date** column to schedule when access should end.
- **Warnings (yellow icon):** Optional issues. You can still proceed with the import.
- **Errors (red icon):** Must be fixed before continuing.
If **any** error exists in the file, the **Import** button will be disabled.
### Deactivation date warnings in CSV
Leaving the **deactivation_date** field blank triggers a **warning**, not an error.
This means:
- You **can still click Import** even if the deactivation date is empty.
- Guest users will be invited normally.
- If you cannot click **Import**, the cause is a **different field error**, not the deactivation date.
Ensure all red error indicators are corrected before retrying the import.
## Frequently asked questions
### Why can't I see Guest as a role option?
The Guest role requires Ramp Plus. See [How to enable the Guest role](#how-to-enable-the-guest-role) above.
### How can I issue virtual cards to a Guest user?
An admin within Ramp can issue virtual cards or Spend Programs to Guest users. Managers can request spend for Guest users on their team, but the request goes through the standard approval workflow.
### What can't a Guest user do?
Guests have several restrictions, including the inability to request cards, book their own travel, or view other employees' data. See [What the Guest user cannot do](#what-the-guest-user-cannot-do) for the full list.
### Can I change a Guest's email when upgrading them to Employee?
Automatic email changes are not supported. You can either deactivate the Guest and re-invite them as an Employee with the correct email, or upgrade their role first and then have an admin (or the user) update the email manually. See [Upgrading a Guest to Employee](#upgrading-a-guest-to-employee) for details.
### Can Guests make approvals?
No, Guests cannot make any approvals.
---
# User role deep-dive: View-only admin
> Official Ramp Help Center article. Topic: Account Settings & Security / Users & Roles. [View the canonical page](https://support.ramp.com/user-role-deep-dive-view-only-admin).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
The View-Only Admin is a user role for users who need the ability to ***view*** ***but not edit*** all data within Ramp. The View-Only Admin role is available to businesses on Ramp Plus.
Previously, this level of data access was only available to Admins. Below are some personas that would be a good fit for this role:
- Auditors (both internal and external) who need to review Ramp data on some recurring cadence.
- FP&A teams who wish to export transaction data
- HR teams who wish to review users who have access to Ramp
As part of the role, View-Only Admins have access to all the same pages as Admins, except they cannot 1) edit any data on the app and 2) conduct any spend or reimbursement-related activity.
> **Note:** Currently, View-Only Admin is only available as a standalone role, not as an add-on privilege like the Accounts Payable role.
## What can the View-Only Admin user do?
View-Only Admins have an expanded level of data access similar to that of a Ramp Admin.
| Product area | Details |
| --- | --- |
| Expenses | View all expenses across the company |
| User management | View all profile details for users across the company |
| Bill Pay | View all bills and payment details |
| Procurement | View all procurement requests and POs |
| Vendor management | View all vendors, associated spend, and vendors' payment and tax information |
| Financial products | View all business bank accounts, statements, and payments |
| Ramp Banking | View all Ramp Banking accounts, balances, and transfer history (read-only) |
| Rewards | View rewards balance and redemption history (read-only) |
| Reporting | Access all reports and export/download transaction data and statements |
| Audit log | View the audit log for compliance and oversight purposes |
| Approval workflows | View-Only Admins can be added to approval workflows to approve transactions |
## What the View-Only Admin does NOT have access to
Unlike regular Admins, View-Only Admins cannot do anything that would modify Ramp or the underlying data. The following features and actions are explicitly unavailable:
- **Price Intelligence** — View-Only Admins cannot access Price Intelligence data.
- **Seat Intelligence** — View-Only Admins cannot access Seat Intelligence data.
- **Issuing cards or funds** — View-Only Admins cannot issue cards, virtual cards, or Spend Programs to any user.
- **Creating expense objects** — View-Only Admins cannot create reimbursements, bills, POs, or card transactions.
- **Editing any data** — View-Only Admins cannot edit transactions, bills, user profiles, accounting fields, vendor details, or any other data in Ramp.
- **Requesting spend or reimbursements** — View-Only Admins cannot request spend, cards, or submit reimbursements.
- **Configuring policies or settings** — View-Only Admins cannot modify approval policies, submission policies, expense policies, or any company settings.
- **Managing users** — View-Only Admins have read-only access to user profiles. They cannot invite, deactivate, or change roles for any user.
## Frequently asked questions
### Can a View-Only Admin be added to a Guest user?
Yes. View-Only Admin is the one add-on role that can be assigned to a Guest user. This gives the Guest read-only visibility into company data while maintaining the Guest's limited spending capabilities.
### Can View-Only Admins approve transactions?
View-Only Admins can be added to approval workflows. However, they can only approve or reject -- they cannot modify or edit the items in the workflow.
### Does View-Only Admin count as a billable seat?
View-Only Admin requires Ramp Plus. Contact your Account Manager for details on billing.
## Related articles
- [User roles overview](/user-roles-overview)
- [Editing a user's role](/editing-a-users-role)
- [Customizing roles and permissions](/customizing-roles-and-permissions)
---
# Delegate approvers
> Official Ramp Help Center article. Topic: Account Settings & Security / Users & Roles. [View the canonical page](https://support.ramp.com/delegate-approvers).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
Delegate an approver for your Ramp inbox when you're going out of the office, whether you're feeling under the weather, taking a vacation, or going on leave. Set someone as your backup to unblock your team's spend.
> **Important:** Adding a delegate approver affects both existing and future approval chains. When you remove a delegate, they are removed from future approvals only — they remain on any approvals where they were previously added. This cannot be reversed.
## What can the delegate approver and original approver do and see?
Delegate approvers can do the following on behalf of their assigned user(s):
- Receive approval requests on behalf of the delegator (requests, transaction reviews, reimbursements, bills)
- Receive the weekly "Missing Items" email on behalf of the delegator
The original approver will continue to have the same approval functionality and receive notifications for items pending approvals.
> **Note:** Delegate approvers will only see approvals they've completed in their own history. They won't have visibility into approvals made by the approver they're covering for.
## Who can be a delegate approver?
Any non-Guest user who can serve as an approver in Ramp can be assigned as a delegate approver. This includes standard roles such as Employee, Manager, Accounting, Accounts Payable, Admin, Finance Admin, IT Admin, Owner, and View-Only Admin. Guest users and groups cannot be assigned. The original approver will continue to get notifications and be able to see their approvals queue.
Upon assignment and unassignment, both the delegate approver and original approver get an email confirmation that another Ramp user has added or removed them as a backup approver.
## Who can assign a delegate approver? How is this assigned?
### Self-delegation (setting your own delegate)
Any user who has approvals can set their own delegate approver:
1. Go to **Profile** (top right) > **My settings** > [**Delegation tab**](https://app.ramp.com/settings/personal-settings/delegation)
2. Select **Delegate approver** and start typing the name of your delegate
3. Select the user you want to assign as your delegate and click **Enable** to save
### Delegating for others (Admins setting delegates for other users)
Admins can assign delegate approvers to other users:
1. Go to **Company** > [**People**](https://app.ramp.com/people/all)
2. Select the user who needs a delegate approver assigned to them, then click **Edit Profile**
3. Select **Delegate approver** and start typing the name of the delegate
4. Select the user you want to assign as their delegate and click **Enable**
5. Click **Save**
## What happens to approval chains and the activity tab?
Both the original approver and delegate approver will see pending requests and have the ability to approve them. The approval chains will be updated to reflect the delegate approver's name. Hovering over the double-person icon will show who the original approver is. The same will be reflected in the Activity tab to show the delegate approver's name acting on behalf of the original.
## Frequently asked questions
### What's the difference between a delegate approver and an assistant?
- **Delegate approver:** A temporary backup who receives and can act on approval requests on your behalf. Both the delegate and the original approver can see and approve items. Use this when someone is out of office.
- **Assistant:** An ongoing permission added to a user's existing role, allowing them to manage another user's Ramp account, including submitting expenses, managing cards, and viewing transactions. Assistants do not receive approval notifications. Use this for executive assistants or similar ongoing arrangements.
For more on the Assistant role, see [User role deep-dive: Assistant](/user-role-deep-dive-assistant).
---
# Groups
> Official Ramp Help Center article. Topic: Account Settings & Security / Users & Roles. [View the canonical page](https://support.ramp.com/groups).
## Overview
Groups let you organize employees into reusable sets for approvals, Spend Programs, and policies. On all Ramp plans, you can create groups and manually add or remove members. With Ramp Plus or Enterprise, you can define dynamic membership rules — like "everyone in the Finance department" or "all employees in New York" — and Ramp keeps the membership current automatically.
## What you can do with groups
- **Approval workflows** — route approvals to the right people automatically
- **Spend Programs and auto-issued funds** — assign budgets to a dynamic set of employees
- **Submission and travel policies** — apply policies to groups of employees without manual updates
- **Org-based organization** — mirror your real org structure inside Ramp
## Creating a group
Groups are created from [**People**](https://app.ramp.com/people/all) > **Groups** > **Create group**.
You can also create a group directly from the People table by selecting multiple employees and clicking **Create group** from the bulk actions bar.
When creating a group, you define:
1. **Group name** — use a clear, descriptive name (for example, "Finance - East Coast" or "Engineering Managers").
2. **Membership rules** — one or more conditions based on employee attributes (department, location, role, custom fields, etc.).
3. **Manual overrides** — optionally add "Always Include" or "Always Exclude" rules for specific employees who should be in or out of the group regardless of dynamic rules.
You can also **upload a CSV** of employee email addresses to bulk-add members to a group (up to 1,000 emails per upload).
## Assign a Custom Role to a group
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
> **Beta.** This feature is currently in Beta.
Admins with permission to manage groups and roles can assign one Custom Role created from scratch to a group created in Ramp. Group members with the Employee, Accounting, or IT Admin base role receive the role's permissions, and Ramp removes those permissions when they leave the group. The same Custom Role can be assigned to multiple groups.
1. Open [**People** > **Groups**](https://app.ramp.com/people/custom-groups).
2. Create a group, or open an existing group and select **Edit**.
3. In the **Custom Role** field, select the Custom Role to assign.
4. Save the group.
Group-assigned roles are managed by the group. They appear in each member's additional roles but cannot be removed from the member's profile. To remove the role from a member, update the group's membership rules or overrides. To stop assigning the role to the entire group, clear the **Custom Role** field in the group editor.
You can assign a role only to a group created in Ramp. You cannot assign one to an externally managed group, such as a group synced from an identity provider.
## Managing group members
Click any group to open the group drawer, which has two tabs:
### Overview tab
- View all current group members with their match reason ("Rule matched" or "Manually included").
- **Search members** — use the search bar to find specific members.
- **Exclude a member** — hover over any member and click **Exclude** to remove them from the group.
### Usages tab
- See everywhere this group is currently referenced across your policies — including Spend Programs, approval policies, submission policies, travel policies, and more.
- Helpful for understanding the impact before editing or deleting a group.
## Membership rules
When editing a group, rules are organized into two sections:
- **Rules** — dynamic conditions based on employee attributes (department, location, role, custom fields). Membership updates automatically as employee data changes.
- **Overrides** — manual "Always Include" or "Always Exclude" entries for specific employees. These persist even when dynamic rules change.
Use the **Add rule** button to add either a dynamic rule or a manual override.
## Membership behavior
- **Automatic inclusion:** Employees are added when their profile matches all of the group's rules.
- **Automatic removal:** Employees are removed if they no longer meet the criteria, or if they are terminated.
- **New hires:** Added automatically when their profile data matches the rules.
- **Manual overrides:** Persist even when rules change — use sparingly for edge cases.
**When does membership update?**
Membership recalculates roughly every 8 hours on a schedule. It also updates immediately when an admin opens the group details or edits the group's rules. It does not update instantly when an employee's data changes — if a team member's department was just updated but they are still showing in the old group, open the group to trigger a refresh or wait for the next scheduled update.
## Deleting a group
To delete a group, open the group and select **Delete group** from the menu in the header. A group cannot be deleted if it is currently used in an active approval policy — remove the group from all policies first.
## Plan availability
- **All plans:** Create groups and manually add or remove members (static groups).
- **Plus / Enterprise:** Dynamic rules engine — automatically update membership based on employee attributes.
- **Custom fields as rule criteria:** Requires Plus (Custom User Fields is a Plus feature).
## Frequently asked questions
### Can I manually add someone who does not meet the rules?
Yes — use the "Always Include" override when editing the group.
### Can I bulk-add members to a group?
Yes — use the CSV upload option to add members by email address (up to 1,000 per upload).
### Can I edit group rules after the group is created?
Yes. Editing rules immediately recalculates membership.
### Do overlapping group memberships cause duplicate spend?
No. If a user belongs to multiple groups assigned to the same Spend Program, they receive the fund once.
### Why is an employee not showing up in a group?
1. Check that their profile fields match all of the group's rules.
2. Check whether there is a manual exclusion override on that employee.
3. If their data was recently updated, it can take up to 8 hours to reflect — or open the group to trigger an immediate refresh.
4. Check HRIS sync status if applicable.
### Why was an employee unexpectedly removed from a group?
They no longer meet the group's rules, they were terminated, or an admin manually excluded them.
### How do I find where a group is used?
Open the group and check the **Usages** tab to see all policies and programs referencing it.
---
# Preview Mode
> Official Ramp Help Center article. Topic: Account Settings & Security / Users & Roles. [View the canonical page](https://support.ramp.com/preview-mode).
## What is Preview Mode?
Preview Mode is a read-only feature that allows administrators to view Ramp exactly as another user sees it. This enables quick troubleshooting of user issues and validation that permissions and controls are working as expected.
**Video walkthrough:** Use Preview Mode to see Ramp from an Admin, Manager, or Employee's view for troubleshooting and support. Best for admins validating permissions or investigating what a user can see. [Watch the video](https://www.youtube.com/watch?v=EasSxKcg2nY).
## Who can use Preview Mode?
Preview Mode is available to users with the Administrator or Owner role. Admins and Owners can preview the accounts of users with the following roles:
- Employee
- Manager
- Accounting
- Accounts Payable
- Guest
- Auditor
- Vendor Network Admin
Note: If a user has multiple roles, some combinations may not be available for preview.
## How to access Preview Mode
1. Visit the People tab on the left side of your Ramp dashboard
2. Select the user you want to preview
3. Click Preview in the user profile
4. You'll see a banner at the top of the screen indicating you're in Preview Mode
5. To exit, click Exit Preview in the banner
> **Note**: Preview Mode is read-only. You cannot make changes or take actions while in this mode.
## What you'll see in Preview Mode
**When previewing a user's account, you'll see:**
- Their transactions and expense history
- Their card details and fund balances
- The navigation and menu options available to their role
- Expense policies and approval workflows as they apply to them
- Any action items or missing items assigned to them
**You will****not****be able to:**
- Make any changes, submit expenses, or take actions
- See other users' data through the previewed user's account
- Access admin-level settings or controls while in Preview Mode
## Use cases for Preview Mode
**Preview Mode helps administrators:**
- Troubleshoot user issues: See exactly what a user sees to quickly identify problems without needing to contact support
- Validate permissions: Confirm that users have the correct access to features and data
- Verify controls: Ensure that expense policies, approval workflows, and other controls are working as intended
- Support change management: Preview how changes will affect different users before rolling them out
## Frequently asked questions
### Is Preview Mode logged?
Yes. Preview Mode sessions are logged for audit purposes.
### Can I preview an admin's or owner's account?
No. Preview Mode is available for non-admin roles only.
### Can I take actions in Preview Mode?
No. Preview Mode is strictly read-only. To take actions on behalf of a user, use the [Assistant role](/user-role-deep-dive-assistant) instead.
---
# Updating user information in Ramp
> Official Ramp Help Center article. Topic: Account Settings & Security / Users & Roles. [View the canonical page](https://support.ramp.com/updating-user-information-in-ramp).
## Overview
Use Ramp to keep user profile information up to date. Depending on your role and your business's settings, you can update your own profile, edit other users' profiles, automate updates through HRIS or SCIM, and bulk edit user profiles from the People table.
> **Using SCIM or HRIS?** If your company uses SCIM or HRIS integration, certain profile fields may be managed by your identity provider or HR system. Which fields are synced depends on your integration and configuration — common examples include department, location, and manager. Manual changes to synced fields in Ramp will be overwritten on the next sync cycle. To make permanent changes, update the field in your identity provider instead. Email changes through SCIM require the employee to confirm via a verification email.
## What you can update in your own profile
**Any user** can update the following account information in their profile.
- First and last name
- Email address
- Phone number
Depending on your business's settings, you may also be able to update:
- Preferred locale
- Place of residence
## Update your own profile
1. Go to **Profile** on the top right (where you will see your initials) and select [**My settings**](https://app.ramp.com/settings/personal-settings/profile) .
2. On the **My settings** page, click on the **Edit profile** button on the bottom of the **Profile** tab.
3. Update your information and click **Save** .
*Note that if you change your email address or phone number, you will need to verify the new contact information.*
If you update your first or last name, virtual cards and funds update automatically. To update the name printed on your physical card, you will need to [reorder your physical card](/reordering-physical-cards#what-to-do-if-my-card-is-defective-or-has-incorrect-information) after saving your name change.
## Change your theme
Ramp supports Light, Dark, and Match device settings themes. Your theme preference syncs across all your devices automatically.
To change your theme:
1. Go to **Profile** (top right) > [**My settings**](https://app.ramp.com/settings/personal-settings/profile) .
2. Find the **Theme** setting and select your preferred option:
- **Light** — the default light appearance.
- **Dark** — a dark appearance that may reduce eye strain in low-light environments.
- **Match device settings** — automatically follows your device's system theme, so Ramp switches between light and dark when your device does.
Your selection takes effect immediately and applies everywhere you use Ramp on the web.
## What you can update in another user's profile
Users with the appropriate People permissions can update another user's Ramp profile. Depending on their role and permissions, they may be able to update:
- First and last name
- User role
- Department
- Location
- Manager
- Phone number
- Email address
For example, Managers may only be able to update users on their teams, while Admins can update a broader set of profile fields. To learn more about changing user roles, see [Editing a user's role](/editing-a-users-role).
## Edit another user's profile
Users with the appropriate People permissions can update another user's Ramp profile. The fields they can edit depend on their role and permissions.
1. Go to the **Company** > [**People**](https://app.ramp.com/people/all) tab.
2. Click on the user you want to edit.
3. Click the **Edit profile** button.
4. Update the user information and click **Save Changes** .
*Note: If you change another user's email address or phone number, Ramp will require extra verification from you. The impacted user will also need to verify their new contact information before the change takes effect.*
## Changing your phone number
Phone number changes require verification via SMS. The process differs depending on whether you are updating your own number or an admin is updating it on your behalf.
### For Employees (self-service)
1. Go to your **Profile** > [**Personal settings**](https://app.ramp.com/settings/personal-settings/profile) .
2. Click **Change** next to your phone number.
3. Enter your new phone number. For international numbers, include the country code (e.g., +44 for UK, +91 for India).
4. Click **Verify** — you will receive a 6-digit OTP via SMS.
5. Enter the OTP to confirm the change.
If you do not receive the code, a WhatsApp option appears after a few seconds. You can also resend the code after 60 seconds.
If you see "Too many verification attempts," you have been rate-limited. Wait 5 minutes and try again.
### For Admins changing an employee's phone number
1. Go to **Company** > [**People**](https://app.ramp.com/people/all) > select the employee > **Edit Profile** .
2. Update the phone number and click **Update** .
The employee will receive a verification SMS and must confirm the change themselves. Admins cannot complete phone changes on behalf of employees.
### Troubleshooting phone number changes
- **"Phone number is invalid"** — Verify you have included the correct country code. Ramp requires E.164 format (e.g., +1 for US, +44 for UK).
- **International numbers** — Ramp supports international phone numbers in E.164 format. Some country codes may be restricted. [Contact Support](/how-to-contact-ramps-support-team) if you are unable to add a valid international number.
- **"Phone number already in use"** — If your phone number is already associated with another Ramp account, you may see a migration prompt. Follow the on-screen instructions to proceed.
## Add a department or location
To add a new department or location:
1. Go to **Company** > [**People**](https://app.ramp.com/people/all) .
2. Select the **Departments** or **Locations** tab.
3. Click **Create** .
4. Add the new department or location.
Each user belongs to one department at a time. Assigning a new department replaces the user's current department. To change a user's department, [edit their profile](#h_edit_another_users_profile) or use [bulk edit](#bulk-editing-user-profiles) to update multiple users at once.
You can also manage groups from the **Groups** tab. For more information, see [Groups](/groups).
## Automate profile updates with HRIS and SCIM
You can automate user profile updates by connecting Ramp to your HR system through HRIS or to your identity provider through SCIM.
HRIS and SCIM can automatically sync the following fields:
- First and last name
- Department
- Location
- Manager
- Email
To learn more, see our [SCIM Integration article](/set-up-ramps-scim-integration-with-okta) and our [HRIS Overview article](/hr-integration-overview).
## Bulk editing user profiles
If bulk user profile updates are enabled for your business, you can update multiple user profiles at once from the People table.
### Available bulk actions
- Deactivate selected users now, or schedule a future deactivation date
- Change location
- Change department
- Grant access to entities
- Remove access from entities
### How to bulk edit user profiles
1. Go to Company > [**People**](https://app.ramp.com/people/all) tab.
2. Use filters to narrow your list, if needed.
3. Select the users you want to update using the checkboxes next to their names.
4. Click Deactivate or Edit, then choose the action you want to apply.
5. Review the details and confirm your changes.
### Things to know
- Bulk actions only appear if your role has the required permissions.
- Changes apply to the users you select.
- Entity access actions are only available for multi-entity businesses and eligible roles.
- Entity access updates are limited to 2,000 users per operation.
- If a user already has a scheduled deactivation, updating it will replace the existing date.
## Troubleshoot email updates
### How email updates work
Both self-service and admin-initiated email changes require the employee to confirm via a 6-digit verification code sent to the new email address. Admins cannot bypass this confirmation step. The user's email will not update in Ramp until they complete verification.
What the user needs to do: Ask the user to open the verification email sent to their new address and enter the 6-digit code. Once verified, Ramp will automatically update their email in the system.
### Can I add a secondary or alternate email address?
No. Each Ramp user profile supports one account email address at a time. If you need to use a different email for Ramp, update the existing email on your profile and complete the verification step above.
Ramp does not support keeping multiple sign-in email addresses on one user account. If you need access to multiple Ramp businesses, ask each business to invite you using the same email address. For more information, see [Unified login](/unified-login).
### SSO and identity provider considerations
If your company has SSO enabled, remember to update your email in your SSO provider as well. Otherwise, the user may not be able to sign in after the change.
### Using SCIM for email updates
If your organization uses SCIM provisioning, make sure your identity provider updates both the **user_name** and **email** attributes. If either field remains unchanged, the previous value may sync back to Ramp.
*Note: Attribute names vary by identity provider, so confirm the correct mapping in your provider's documentation.*
### Additional verification requirements
When an Admin updates another user's email address or phone number, Ramp requires extra verification from the Admin. The impacted user will also need to verify their new contact information before it becomes active.
### Bulk email domain migration
Company-wide email domain migrations (e.g., @oldcompany.com to @newcompany.com) must be done per-user — there is no bulk domain migration tool. Each user must individually verify their new email address. [Contact Support](/how-to-contact-ramps-support-team) for assistance with large-scale migrations.
### Email edit option not visible
If you do not see the option to change your email address, your admin may have disabled email changes for your organization. Contact your Ramp admin for more information.
### If you see "member of another Ramp business"
You may see an error saying an email is a **"member of another Ramp business"** when assigning or updating a user's email. This can happen when the email address is already associated with a Vendor Portal account created through Ramp for Bill Pay.
Vendor Portal accounts cannot share an email address with a Ramp business user account.
To resolve this:
1. Ask the individual to sign in to their **Vendor Portal** account.
2. Go to **Settings** > **Profile** .
3. Update the email on the Vendor Portal profile to a different address.
4. Return to Ramp and retry the email update in **Company** > **People** .
To help avoid this issue, use a personal email for Vendor Portal access when possible. If vendor interaction does not require portal access, consider using **Reimbursements** instead of Bill Pay.
## Why can't I edit this field?
There are several reasons a profile field may not be editable. Identify the cause below and take the appropriate action.
| Reason | What you will see | What to do |
| --- | --- | --- |
| SCIM/HRIS managed | Field is greyed out with a tooltip that says "managed by [integration]" | Update the field in your identity provider (Okta, Entra ID, etc.). See [Automate profile updates with HRIS and SCIM](#automate-profile-updates-with-hris-and-scim). |
| External firm managed | Field shows a lock icon with the firm name | Contact your firm administrator to make the change |
| Multiple Ramp businesses | Message says "belongs to multiple businesses" | The user must update their own profile directly |
| Pending invite | Message says "user has not accepted their invite" | Wait for the user to accept their invite, then edit their profile |
| Insufficient permissions | Field is read-only with no edit option | Ask an Owner or Admin to make the change. Ramp Plus customers, see [Missing edit permissions](#missing-edit-permissions-for-managers-or-it-admins) below. |
## Missing edit permissions for managers or IT Admins
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
If you are in the Manager or IT admin role and your business is on Ramp Plus, you might not see the ability to edit other users' Ramp profile information. That is because your business Owner or Admin may have removed this permission from the Manager or IT admin role capabilities. You can contact them for more information, and refer to [this article](/customizing-roles-and-permissions) for more information on role permissions.
---
# Deactivating and removing users from Ramp
> Official Ramp Help Center article. Topic: Account Settings & Security / Users & Roles. [View the canonical page](https://support.ramp.com/deactivating-and-removing-users-from-ramp).
> **Note: This article primarily applies to Ramp Administrators and managers.**
## Overview
There are times when an administrator or manager needs to remove a user from Ramp. Ramp offers two ways to do so: **deactivation** and **termination**. To learn more about the different user states in Ramp, see [Understanding user states in Ramp](/understanding-user-states-in-ramp).
- **Deactivate** — Temporary. Blocks access but preserves all data, cards, and approvals. Can be reversed at any time. Use this when an employee is on leave or you need to temporarily restrict access.
- **Terminate** — Permanent. Removes the user, terminates cards, deletes pending reimbursements, and requires reassigning approvals and vendor ownership. Cannot be undone. Use this when an employee has permanently left the company.
## Deactivation vs. termination: what happens to your data
| What happens to... | Deactivation | Termination |
| --- | --- | --- |
| Ramp access | Blocked — user cannot sign in | Permanently removed |
| Physical cards | Suspended (reactivated if user is reactivated) | Terminated permanently for security |
| Virtual cards | Suspended | Terminated or transferred to a replacement user |
| Spend allocations and funds | Preserved — remain intact | Must be terminated or transferred during termination flow |
| Approval chains | Preserved — user stays in approval chains | Must assign a replacement approver during termination |
| Pending reimbursements | Preserved | Unapproved reimbursements are permanently deleted. Approved reimbursements are still processed |
| Transactions | Preserved | Preserved — visible on dashboard and in CSV exports |
| Pending spend requests and invites | Preserved | Deleted upon termination |
| Vendor ownership | Preserved | Must assign new vendor owner during termination |
| Reversible? | Yes — reactivate anytime | No — cannot be undone |
## Deactivate a user
1. Go to **Company** > **People** .
2. Locate and click on the employee you want to deactivate.
3. Click **Edit Profile** .
4. Scroll down to the bottom of the page.
5. Toggle the **Deactivate account** switch on.
The user will no longer be able to sign in or use their Ramp cards. Their profile will appear with an "(Inactive)" label in the People table.
## Reactivate a deactivated user
If you previously deactivated a user and need to restore their access, you can reactivate them at any time.
1. Go to **Company** > **People** and use the status filter to show **Inactive** users.
2. Click on the deactivated user to open their profile.
3. Click **Edit Profile** .
4. In the account management section, toggle the **Deactivate account** switch off, or click the **Reactivate account** link in the deactivation banner.
**What gets restored on reactivation:**
- The user regains access to Ramp
- All cards are unsuspended and reactivated
- Spend allocations are unlocked
- Any scheduled termination is canceled
**What does NOT get restored:**
- Changes made to approval chains while the user was deactivated are not reverted
- If spend allocations were manually edited during deactivation, those changes persist
> **Note:** Terminated users cannot be reactivated. Termination is permanent.
## Terminate a user
**Draft and pending (unapproved) reimbursements — and any receipts attached to them — are permanently removed when you terminate a user.** This cannot be undone: Ramp cannot restore these reimbursements or retrieve their attached receipts after termination. Confirm you no longer need them before terminating the user. Approved reimbursements that are already being paid out are not affected.
1. Go to **Company** > **People** .
2. Locate and click on the employee you want to terminate.
3. Click **Edit Profile** .
4. Scroll down to the bottom of the page.
5. Click **Permanently terminate account** . The user will not be able to access their account or account details moving forward, however their transaction data will still be available for admins and owners to review.
> **Note:** Users will not be notified regarding the termination of their account.
If a user is present in an approval chain, you will need to reassign their approval seat before you can terminate them. You will also be able to reassign or terminate the user's active cards and funds during the termination flow.
If the user owns vendors, the termination flow includes a **Reassign vendor ownership** step. You can assign all owned vendors to one person or assign them individually. Individual assignment can suggest the vendor's top spender, department head, or the departing owner's manager, and you can override the suggestion for each vendor. Newly added owners from the individual assignment flow receive a Ramp digest notification.
For a full breakdown of what happens to cards, reimbursements, transactions, and other data, see the [comparison table](#h_deactivation_vs_termination) above.
## Terminate multiple users
If you have multiple users to remove from your Ramp account, you can terminate many at once.
1. Go to **Company** > **People** .
2. Select the users you want to terminate by clicking the checkbox next to their names.
3. Click the **Remove users** button on the bottom right.
4. Choose how to handle approvers who are being terminated. You can reassign approval seats to the terminated users' managers or select a single user to take their place.
5. Decide what to do with these users' virtual cards and funds. You can terminate them, reassign them to their managers, or reassign them to a single user.
For bulk termination, vendor and spend request ownership is automatically assigned to each user's manager. If no manager is available, ownership is assigned to the business owner.
## SCIM and auto-termination
If your company uses SCIM, Ramp deactivates users deactivated in your identity provider; draft users are deleted instead. If auto-termination is enabled, eligible users will be scheduled for permanent termination after a configurable waiting period (default: 45 days). Users who do not meet the eligibility criteria remain deactivated and excluded from upcoming auto-terminations.
For more details, see [Auto-termination with SCIM](/auto-termination-with-scim). To set up SCIM provisioning, see [Setting up SCIM and managing user provisioning](/setting-up-scim-and-managing-user-provisioning).
## Close an entire Ramp account
If your organization needs to close its Ramp account entirely, this process is separate from deactivating or terminating individual users.
To request account closure:
1. **Contact Ramp Support** by submitting a [support request](/how-to-contact-ramps-support-team) .
2. The request must come from the **account Owner** .
3. Ramp will require confirmation from **at least one additional Admin user** to proceed with the closure. If the business only has an Owner (and no Admin is listed), Owner confirmation alone is sufficient.
4. Once confirmed, Ramp will begin the account deactivation and fund settlement process.
## Frequently asked questions
### Why is a terminated user still showing up?
Deactivated users are **not** removed from the People table. They appear with an "(Inactive)" label. This is expected behavior. To fully remove a user from the People table, you must terminate them.
After termination, cleanup tasks run in the background. The user may briefly appear while cleanup completes.
To see only active users, use the **status filter** on the People table and filter by **Active**.
### Why can't I deactivate or terminate this user?
There are several reasons the deactivation or termination option may be unavailable:
- **Business owner:** The business owner cannot be terminated. You must [transfer business ownership](/transfer-business-ownership) to another admin first.
- **You can't deactivate yourself:** You cannot deactivate or terminate your own account.
- **Permission restrictions:** You may only have permission to manage users you directly manage (subtree permissions). Ask a higher-level admin to perform the action.
- **Already terminated:** The user has already been terminated and cannot be terminated again.
---
# Transfer business ownership
> Official Ramp Help Center article. Topic: Account Settings & Security / Users & Roles. [View the canonical page](https://support.ramp.com/transfer-business-ownership).
> **Note: This article primarily applies to Ramp Administrators.**
> Cardholders may find other articles in the [Getting started](/get-started-with-ramp) section to be more applicable.
## Overview
Business ownership in Ramp may need to change from time to time. You can transfer ownership to another Admin directly in the app.
The Owner role provides control over Separation of Duties settings, which govern approval requirements for Bill Pay, Spend, and Ramp Banking operations. The Owner can also transfer ownership to another Admin. All other admin capabilities are shared between Owners and Admins.
> **Note:** Only existing Admins are eligible for ownership transfer within the app. If you need to transfer ownership to a non-Admin user, [see the steps below](#h_transfer_to_non_admin).
## Transfer business ownership to a Ramp Admin
1. Navigate to **Company** > **Settings** , then click the [**Edit profile**](https://app.ramp.com/settings/company-settings/profile/edit) button.
2. In the **Edit company profile** drawer, scroll down to the **Business owner** section.
3. Click the dropdown to see the list of all other Admins at the company.
4. Select the Admin you would like to transfer ownership to, then click **Save changes** .
5. You may be prompted to verify via MFA code (via your designated method of SMS, authenticator app, or email).
6. You will then be prompted to confirm the business owner change, which highlights the notice about Separation of Duties control. Click **Continue** .
7. The Business Owner name in **Company profile** should now be updated. The new owner will have the Owner role in the **People** tab, and the former owner will now be an Admin.
## Transfer business ownership to a non-Admin user
Only Admins are eligible for the Owner role. To transfer ownership to a user who is not currently an Admin:
1. First, change the user's role to Admin. Go to **People** > select the user > **Edit Profile** > change role to Admin. See [Updating user information in Ramp](/updating-user-information-in-ramp) for details on changing roles.
2. Then follow the [ownership transfer steps above](#h_transfer_to_admin) .
## Frequently asked questions
### Can I reverse a business ownership transfer?
Yes. The transfer process works in both directions. The new owner (or any Admin) can transfer ownership back using the same steps. There is no lock-in period.
### What exactly changes when ownership transfers?
- The new owner receives the Owner role and control over Separation of Duties settings (used in Bill Pay, Spend, and Ramp Banking products)
- The previous owner is automatically changed to an Admin role
- All other permissions, cards, and data remain unchanged
- All admins receive an email notification about the change
### What if the current business Owner cannot access Ramp?
Any Admin who can sign in to Ramp can transfer ownership — it does not need to be the current Owner. If no one with Admin or Owner access can sign in, [contact Ramp Support](/how-to-contact-ramps-support-team) for assistance. They can verify identity and facilitate the transfer.
### Does the transfer require verification?
Yes. The person initiating the transfer will be prompted to verify via MFA (SMS, authenticator app, or email, depending on your configured method) before the transfer is completed.
### Can a non-Admin become the business Owner?
Not directly. Only existing Admins are eligible for ownership transfer. If you need to transfer ownership to a user who is not currently an Admin, first change their role to Admin, then proceed with the transfer. See [Updating user information in Ramp](/updating-user-information-in-ramp) for how to change roles.
---
# Setting up SCIM and managing user provisioning
> Official Ramp Help Center article. Topic: Account Settings & Security / Users & Roles. [View the canonical page](https://support.ramp.com/setting-up-scim-and-managing-user-provisioning).
> **Note: This article primarily applies to Ramp Administrators.**
> Cardholders may find other articles in the [Ramp overview](/get-started-with-ramp/overview-of-ramp) section to be more applicable.
## Overview
Ramp supports user management via the system for cross-domain identity management (SCIM) protocol. Ramp admins can manage all user provisioning from their identity provider (IdP) as a single source of truth. Benefits include:
- Automatic user provisioning
- Centralized control of user information
- Secure and immediate user de-provisioning upon user removal
- Reversible user de-provisioning with support for deactivation rather than deletion (draft users are deleted)
Today, we support SCIM integrations with [**Okta**](/set-up-ramps-scim-integration-with-okta), [**Microsoft Entra**](/set-up-ramps-scim-integration-with-microsoft-entra), and [**Rippling**](/set-up-ramps-scim-integration-with-rippling). You can refer to the linked articles for step-by-step guidance for setting up the integrations from the Integrations tab.
> **Note:** SCIM integrations for user management are separate from SSO integrations for user sign-in. For more information on using SSO at Ramp, please see [this article](/setting-up-single-sign-on-sso-and-login-controls-in-ramp).
> **Important: What SCIM controls (and what it overwrites)**
> When SCIM is enabled, your identity provider becomes the source of truth for the following fields: first name, last name, email, department, location, manager, and role. Manual changes to these fields in Ramp will be overwritten on the next sync cycle (typically within 5-10 minutes).
> By default, **role** is determined by manager assignment: users assigned as another employee's manager in your identity provider are automatically given the Manager role in Ramp. For more granular role control, you can configure explicit role assignments — see the setup guides for [**Okta**](/set-up-ramps-scim-integration-with-okta), [**Microsoft Entra**](/set-up-ramps-scim-integration-with-microsoft-entra), or [**Rippling**](/set-up-ramps-scim-integration-with-rippling).
> To make permanent changes to SCIM-managed fields, update them in your identity provider instead.
> **Exception:** Email changes through SCIM still require the employee to confirm via a verification email. This is the only SCIM-managed field that requires user action.
> **Fields NOT managed by SCIM** (safe to edit in Ramp): spend allocations, card settings, custom fields (unless separately mapped), approval chains, and accounting fields.
## Easy integration setup
Navigate to the Integrations and search either "Okta" or "Microsoft Entra" to find the relevant integration.
Review the overview page then follow the step-by-step wizard for a clear and convenient setup process. **Note:** You will need to have access to both Ramp and your IdP to complete the setup. Our integration guides can be found below:
- [Okta](/set-up-ramps-scim-integration-with-okta)
- [Microsoft Entra](/set-up-ramps-scim-integration-with-microsoft-entra)
- [Rippling](/set-up-ramps-scim-integration-with-rippling)
## Clear integration management
The [SCIM Settings page](https://app.ramp.com/s/settings/scim-manage) is your Ramp control center for SCIM. Here you can:
1. View the last sync time.
- This is the last time we received an SCIM update from your IdP. If you think your connection is having an issue, we recommend checking this timestamp.
2. See the number of users invited and terminated via SCIM
3. Configure your offboarding options (See [Terminations](/set-up-ramps-scim-integration-with-okta#deactivations) section below)
4. View integration information in case you need to reconnect at some point
5. “Disconnect” the integration.
- Disconnecting will prevent any future data syncing. To fully disconnect, go to your IdP and follow the steps to delete the SCIM integration.
## Centralized view of all user updates
In the People tab, there will be a new button in the top right corner to review team updates. A new modal will pop up with the following information:
- Pending invites
- Inactive users
- Users that were unable to be invited due to sync errors
## Sync errors
Below is the list of all possible sync errors between Ramp and the IdP:
| **Reason** | **Error message** |
| --- | --- |
| Circular manager | Employees can't be assigned as their manager's manager |
| Invalid manager | Manager's email is not associated with an eligible profile in Ramp |
| Self manager | Employees can't be assigned as their own manager |
| Duplicate email | Email is already associated with another employee |
| Invalid name | Ensure first and last name are entered correctly |
| Invalid location change | Location cannot be assigned to an entity using a different issuing currency |
| Invalid role assignment | User is not eligible to receive assigned role |
## Convenient user provisioning
When you connect to your IdP via SCIM, you will be able to automatically invite users to Ramp from your IdP. Note that you can provision users **individually** and **via groups**.
**Ramp requires the following information to send the invite:**
1. **First Name**
2. **Last Name**
3. **Email address**
4. **Department**
5. **Location**
6. **Manager**
In order to successfully send a user invite via SCIM, the required fields must be populated in your IdP, otherwise the invite will not be sent. **If the user is missing any required fields, the request will fail.** You can track errors/unsent invites in the IdP and in the **Team updates** modal of the Ramp People tab discussed earlier.
When the **Invite immediately** preference is selected (see [Invite preference](#invite-preference-invite-immediately-or-create-as-draft) below), **Ramp invites are sent to users via email automatically after the users are provisioned**. The invite email “sender” is set to the user’s manager. If the user doesn’t have a manager, it falls back to the Ramp account owner.
> **Note:** Invites created through SCIM provisioning have a 90-day expiration window unless your business uses a custom invite expiration window. The default for manually sent invites is 14 days.
If you also have SSO/SAML set up, your users can access Ramp using SSO and don't need to accept the invite via email.
## Invite preference: invite immediately or create as draft
The **Invite preference** setting on the [SCIM Settings page](https://app.ramp.com/s/settings/scim-manage) controls what happens when a user is provisioned via SCIM:
- **Invite immediately** — Users provisioned via SCIM are invited to Ramp immediately. This includes users who already exist in Ramp as drafts: when a provisioning request comes in for an existing draft, Ramp publishes that draft and sends the invite, the same way it would for any new user provisioned via SCIM.
- **Create as draft** — Users provisioned via SCIM are created as drafts. Draft users can't sign in, spend, or receive any Ramp communications until an admin invites (publishes) them. This lets you build out your org chart, approval workflows, and Spend Programs before anyone is invited. See [Setting up draft users](https://support.ramp.com/setting-up-draft-users).
Selecting **Invite immediately** does not retroactively invite users who are already drafts. An existing draft is published and invited the next time your identity provider sends a provisioning request for that user.
## Leveraging user groups from the IdP
You can create a group in the IdP and provision users via that group.
To create or sync groups in Ramp from your IdP, follow the provider-specific group setup instructions for [Okta](/set-up-ramps-scim-integration-with-okta#pushing-groups-from-okta-to-ramp), [Microsoft Entra](/set-up-ramps-scim-integration-with-microsoft-entra#pushing-groups-from-microsoft-entra-to-ramp), or [Rippling](/set-up-ramps-scim-integration-with-rippling#pushing-groups-from-rippling-to-ramp).
## Automatic user information updates
Any time a user’s information is updated in your IdP system, the SCIM integration will update the user’s information in Ramp. Your IdP will be the source of truth for all employee information. The following information is automatically updated via SCIM.
| User attribute | Supported by Okta? | Supported by Entra? |
| --- | --- | --- |
| Name | Yes | Yes |
| Department | Yes | Yes |
| Location | Yes | Yes |
| Manager | Yes | Yes |
| Role | Yes (by default via manager assignment; [explicit role assignments](/set-up-ramps-scim-integration-with-okta) also available) | Yes (by default via manager assignment; [explicit role assignments](/set-up-ramps-scim-integration-with-microsoft-entra) also available) |
## Troubleshooting SCIM sync issues
### Users not appearing after provisioning
- SCIM sync is not instant. Changes from your identity provider may take up to 5-10 minutes to appear in Ramp (Okta) or up to 40 minutes (Entra, which syncs approximately every 40 minutes).
- Verify the user is assigned to the Ramp application in your identity provider.
- Check that the user has values for both department AND location. Users missing these fields will not be provisioned.
- Confirm the SCIM connection is active by navigating to [**SCIM Settings**](https://app.ramp.com/s/settings/scim-manage) in Ramp and checking the last sync timestamp.
### Attributes not mapping correctly
- Verify attribute mappings in your identity provider match the expected format in Ramp.
- SCIM attribute names sent in camelCase are automatically converted to snake_case in Ramp.
- For custom field mappings, ensure the SCIM attribute external name matches exactly (case-sensitive, snake_case).
For provider-specific troubleshooting, refer to the setup guides for [**Okta**](/set-up-ramps-scim-integration-with-okta), [**Microsoft Entra**](/set-up-ramps-scim-integration-with-microsoft-entra), or [**Rippling**](/set-up-ramps-scim-integration-with-rippling).
## Secure yet flexible user termination via deactivation
When a user is de-provisioned from your IdP, Ramp automatically **deactivates** their account unless they are still in draft, in which case Ramp deletes them. Deactivation is reversible — the user can be reactivated later if needed.
As part of deactivation, users will be put in an inactive state where they:
- Cannot sign in
- Cannot spend on cards or funds
- Will not receive Ramp notifications
The user's Ramp account will **not** be deleted, their cards and funds will **not** be terminated, and they **will** remain listed in workflows.
This inactive state is reversible. Upon reactivation:
- Users can sign in to Ramp again.
- Users can spend on their previously issued cards and funds.
- Users will resume receiving Ramp notifications.
### Impact on workflows and approvals
While a user is inactive:
- They will be indicated as “(Inactive)” on the People table.
- They will remain in their assigned Ramp workflows.
- They will remain as managers if they are assigned as such.
- However, they will be unable to perform actions related to these duties due to their inability to sign in to Ramp.
### Deleting users and terminating cards and funds
Ramp will no longer automatically delete non-draft users or terminate their cards and funds based on a SCIM instruction. However, you can enable **auto-termination** to automatically terminate eligible SCIM-deactivated users after a configurable waiting period (default: 45 days). For details, see [Auto-termination with SCIM](/auto-termination-with-scim).
If you prefer to handle termination manually, you can sign in to Ramp and perform these actions yourself.
When performing these actions on Ramp, customers will have options to:
- Terminate or reassign any active cards or funds.
- Replace the user in any active workflows.
---
# Set up SCIM mappings for custom user fields
> Official Ramp Help Center article. Topic: Account Settings & Security / Users & Roles. [View the canonical page](https://support.ramp.com/set-up-scim-mappings-for-custom-user-fields).
## Overview
SCIM (System for Cross-domain Identity Management) mappings allow you to sync custom user field data from your identity provider (IdP) to Ramp. This keeps user attributes like department, location, and custom fields automatically updated across systems. Ramp supports SCIM integrations with **Okta** and **Microsoft Entra**. When configured, your IdP becomes the source of truth for employee information, and any updates sync automatically to Ramp. Changes made through SCIM may take up to 5 minutes to be reflected in Ramp.
## Before you begin
Before setting up SCIM mappings, complete these preparation steps:
1. **Determine your field mappings** — Decide which IdP profile fields you want to map to Ramp attributes. Common mappings include:
- **Department:** Can map to "department," "cost center," "organization," or "division"
- **Location:** Can map to "city," "locale," "state," or "country code"
2. **Audit your user data** — Ensure every user in your IdP has values for department AND location. Users missing these values will not be provisioned in Ramp.
3. **Review existing users** — If you already have users in Ramp, confirm their profile information matches your IdP data. When you provision via SCIM, the IdP becomes the source of truth and will override existing Ramp profiles.
4. **Plan for HRIS transition** — If you’re disconnecting from HRIS to set up SCIM, ensure your HRIS fields for department and location are synced to your IdP first.
5. **Create custom fields in Ramp** — Custom fields must be created before they can be mapped via SCIM. See the “Set up custom user fields with SCIM” section below for detailed steps.
## Set up custom user fields with SCIM
Custom Fields can be integrated with SCIM to map additional attributes from your IdP to user profiles in Ramp. This allows you to maintain consistent custom data across systems and use it in Ramp workflows.
### Step 1: Create custom fields in Ramp
Before mapping, you must create custom fields in Ramp. If no custom fields exist, the mapping section won't appear in your SCIM settings.
To create custom fields, see [Custom fields](/custom-user-fields).
### Step 2: Map IdP attributes to custom fields in Ramp
Once you’ve configured the mappings in your IdP, you need to connect them in Ramp:
1. From the People page, click the three-dot menu on the top right
2. Select “Configure Okta setting” (or “Configure Entra setting” for Microsoft Entra)
3. Scroll down to the **Custom field mappings** section
4. Click **Add mapping**
5. Enter the SCIM attribute name:
- **For Okta:** Use the “External name” you configured (e.g., `budget_manager` )
- **For Entra:** Use only the attribute name after the Ramp namespace (e.g., `approver` from `urn:ietf:params:scim:schemas:extension:ramp:2.0:User:approver` )
6. Select the corresponding Ramp custom field from the dropdown
7. Click **Save Changes**
Each custom field can only be mapped to one SCIM attribute. If you send attribute names in `camelCase` from your IdP (for example, `userOrganization`), Ramp will automatically convert them to `snake_case` (for example, `user_organization`).
The custom field values will sync automatically when users are provisioned or updated. Custom field data typically appears in Ramp within 5-10 minutes for Okta, or within 10 minutes for Microsoft Entra.
### Step 3: Verify custom field sync
To confirm custom fields are syncing correctly:
1. Go to **People** in Ramp
2. Click on a user to view their profile
3. Verify the custom field data appears correctly
You can also populate custom field values through [CSV upload](/custom-user-fields) or the [Developer API](https://docs.ramp.com/developer-api/v1/api-reference/user/patch-user).
## Set up SCIM mappings in Okta
First, complete the initial Okta SCIM setup by following [Set up Ramp’s SCIM integration with Okta](/set-up-ramps-scim-integration-with-okta). Once connected, return here to configure custom field mappings.
## Configure custom field mappings in Okta
To map custom fields from Okta to Ramp:
1. In Okta, go to **Applications** > **Ramp** > **Provisioning** > **To App**
2. Under **Attribute Mappings** , click **Go to Profile Editor**
3. Click **Add Attribute** and configure:
- **Data type:** Choose `string` or `string array`
- **Display name:** User-friendly name (can be any value)
- **Variable name:** Internal Okta name (can be any value)
- **External name:** Must match your Ramp configuration in snake_case (for example, `budget_manager` )
- **External namespace:** `urn:ietf:params:scim:schemas:extension:ramp:2.0:User`
- **Attribute required:** Leave unchecked until testing is complete
4. Save the attribute
5. Return to **Attribute Mappings** and map Okta user profile attributes to your new custom attributes, or manually specify values for users
6. Set each mapping to apply on "Create and Update"
## Set up SCIM mappings in Microsoft Entra
First, complete the initial Entra SCIM setup by following [Set up Ramp's SCIM integration with Microsoft Entra](/set-up-ramps-scim-integration-with-microsoft-entra). Once connected, return here to configure custom field mappings.
## Configure custom field mappings in Entra
To add custom fields in Microsoft Entra:
1. In your Microsoft Entra, click **Provisioning** > **Attribute mapping (Preview)** > **Provision Microsoft Entra ID Users**
2. At the bottom of the screen, click **Show advanced options** > **Edit attribute list for customappsso**
3. Add your custom attribute with these settings:
- **Name:** Prefix with Ramp namespace: `urn:ietf:params:scim:schemas:extension:ramp:2.0:User:` followed by your attribute name (e.g., `urn:ietf:params:scim:schemas:extension:ramp:2.0:User:approver` )
- **Type:** String
- **Multi-Value?** Check this box if the attribute contains multiple values
4. Save the configuration and navigate back to the **Attribute mapping** page
5. Click **Add New Mapping** below the table of existing attribute mappings
6. Configure the mapping using one of these methods:
- **Direct mapping:** Select an existing Entra user profile attribute from the dropdown
- **Constant value:** Enter a fixed value for all users
- **Expression:** Create a custom expression (ensure arrays are used for multi-value attributes)
7. Save the mapping
8. Wait for automatic provisioning which happens about hourly. Or you can do on-demand provisioning for up to 5 users at once
## Frequently asked questions
### Which custom field types can be synced via SCIM?
The following custom field types can be synced through SCIM:
- **Ramp Object** - References to other Ramp objects (for example, another user). Map using the associated user’s email address.
- **Select** - Custom categories (for example, job title). Note: Values received from SCIM systems will automatically have a value for that option created in the Ramp system.
- **Boolean** - Yes/no fields (for example, remote worker, has parking)
- **Text** - Free-form text (for example, notes). Note: this field type has less workflow flexibility than Custom Object.
### What happens if a custom field value is empty in the IdP?
Empty values will sync as blank in Ramp. Ensure your IdP data is complete before enabling SCIM sync for custom fields.
### Can I map multiple IdP attributes to one custom field?
No. Each Ramp custom field maps to a single IdP attribute. Create separate custom fields if you need to track multiple attributes.
### What data types are supported for custom fields in SCIM?
Ramp supports `string` (single value) and `string array` (multiple values/list). This configuration cannot be changed after the attribute is created in your IdP.
### What naming convention must I use for custom field external names?
External names must be in snake_case format using only lowercase letters and underscores (for example, `budget_manager`, `cost_center_owner`). Display names and variable names in your IdP can be any value.
For general SCIM FAQs, see [Setting up SCIM and managing user provisioning](/setting-up-scim-and-managing-user-provisioning).
## Related articles
- [Setting up SCIM and managing user provisioning](/setting-up-scim-and-managing-user-provisioning)
- [Set up Ramp's SCIM integration with Okta](/set-up-ramps-scim-integration-with-okta)
- [Set up Ramp's SCIM integration with Microsoft Entra](/set-up-ramps-scim-integration-with-microsoft-entra)
- [Custom fields](/custom-user-fields)
---
# Auto-termination with SCIM
> Official Ramp Help Center article. Topic: Account Settings & Security / Users & Roles. [View the canonical page](https://support.ramp.com/auto-termination-with-scim).
## Overview
Auto-termination is a feature for businesses using **SCIM (System for Cross-domain Identity Management)** that helps complete user offboarding automatically after a user is deactivated in your identity provider.
When enabled, Ramp will schedule eligible SCIM-deactivated users for termination after a configurable waiting period, reducing manual admin work while maintaining safeguards for in-flight financial activity.
Auto-termination is available **only to businesses that are already onboarded with SCIM**. Users deactivated manually in Ramp are not eligible. For information about manually deactivating or terminating users, see [Deactivating and removing users from Ramp](/deactivating-and-removing-users-from-ramp).
**Video walkthrough:** Automatically terminate offboarded Employees in Ramp through your SCIM connection. Best for admins configuring automated offboarding after SCIM deactivation. [Watch the video](https://www.youtube.com/watch?v=QPtkvZNFozQ).
## How auto-termination works
1. A user is **deactivated via SCIM** in your identity provider.
2. The user is **automatically deactivated in Ramp** .
3. If the user meets all eligibility criteria, they are **scheduled for termination** .
4. The user is terminated after the configured number of days unless an admin takes action.
## Eligibility and exclusion criteria
Examples of conditions that prevent a SCIM-deactivated user from being auto-terminated include:
- Outstanding reimbursements
- Ownership of a department, location, or payee
- Pending approvals for reimbursements, bills, transactions, or cards
- Pending transactions with a positive amount
- An approver role in an approval policy, workflow, approval group, or delegated approval
- Ownership of shared funds
- Elevated permissions (such as admin roles)
These checks ensure that termination does not interrupt financial workflows or approvals.
## Default termination timeline
When auto-termination is enabled for the first time, the default timeline is **45 days**. Admins who can manage company security, integrations, and users can set the timeline from 0 to 365 days in [**Company security settings**](https://app.ramp.com/s/settings/company-security).
## Viewing scheduled terminations
Admins can view upcoming terminations in the **Inactive Users** tab. A **"Days until termination"** column shows which users are scheduled and how many days remain before termination occurs.
## Admin actions for scheduled users
For any user scheduled for auto-termination, admins can:
### Cancel termination
- The user remains **deactivated** .
- No further automated action will occur.
### Terminate immediately
- The user is terminated right away.
- This bypasses the remaining waiting period.
## Managing auto-termination settings
To configure auto-termination:
1. Go to **Settings** > **Integrations** > [**SCIM**](https://app.ramp.com/s/settings/scim-manage) .
2. Locate the **Auto-Termination for SCIM-Deactivated Users** section.
3. Update the **number of days until termination** , or toggle the feature **off** .
## Frequently asked questions
### What happens if I disable auto-termination?
Auto-termination will stop running for all users. A banner appears in the Inactive Users tab indicating the feature is disabled. Users who were already scheduled for termination will no longer be terminated automatically.
### What happens to users who don't meet the eligibility criteria?
Users who fail eligibility checks remain deactivated in Ramp and are excluded from upcoming auto-terminations. If every blocking condition is resolved before the scheduled termination date (for example, an outstanding reimbursement is processed), Ramp removes the exclusion on its next check, and the original schedule continues. If the user is still ineligible when the scheduled termination date passes, Ramp permanently excludes the user from that auto-termination schedule.
### Does auto-termination apply to users deactivated directly in Ramp?
No. Auto-termination only applies to users deactivated via SCIM. If you deactivate a user directly in Ramp, they will not be scheduled for auto-termination. To terminate a manually deactivated user, see [Deactivating and removing users from Ramp](/deactivating-and-removing-users-from-ramp).
## Related articles
- [Setting up SCIM and managing user provisioning](/setting-up-scim-and-managing-user-provisioning)
- [Deactivating and removing users from Ramp](/deactivating-and-removing-users-from-ramp)
---
# Managing entity restrictions for Accounting, Accounts Payable, and Finance Admin roles
> Official Ramp Help Center article. Topic: Account Settings & Security / Users & Roles. [View the canonical page](https://support.ramp.com/managing-entity-restrictions-for-accounting-accounts-payable-and-finance-admin-roles).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
Entity restrictions allow you to control which parts of your organization specific users can access within Ramp. This helps ensure that users only see the financial data relevant to the entities they manage — improving both security and clarity.
**Video walkthrough:** Restrict Bookkeeper, Accounts Payable Clerk, and Finance Admin access to specific entities in a multi-entity Ramp setup. Best for finance teams that need entity-level visibility controls. [Watch the video](https://www.youtube.com/watch?v=foOgzPbeheg).
## Set up entities before restricting access
Before assigning entity-level access, make sure your entities are set up correctly:
1. Open [Entities settings](https://app.ramp.com/settings/entities).
2. Confirm that all relevant entities are listed.
3. If needed, add or update entities to reflect your organization’s structure.
Entity access controls appear only after your business has more than one entity. See [Ramp support for multi-entity businesses](/ramp-support-for-multi-entity-businesses) for eligibility and setup requirements.
## Assign users to entities
Once your entities are ready, you can assign users to one or more of them:
1. Open [Entities settings](https://app.ramp.com/settings/entities) and select an entity.
2. Under **Share entity access**, click **Edit**.
3. Add or remove users with the **Finance Admin**, **Accounting**, or **Accounts Payable** role, or an eligible Custom Role.
Ramp applies each add or remove action immediately.
By default, eligible users have access to all entities. Every restricted user must retain access to at least one entity.
**Example:** If you want a user to access only the **Toronto** entity, add them to Toronto and remove their access to the other entities.
## How entity restrictions work by role
Entity visibility restrictions are supported for the following roles:
- **Finance Admin**
- **Accounting**
- **Accounts Payable**
Note: for a Finance Admin to access Company Statements and Payments, they must be granted access to all entities.
These roles can also be:
- Combined with other roles (e.g., Finance Admin + IT Admin)
- Used as templates for **Custom Roles** (Custom Roles based on these will also have entity restrictions available)
Admins and Owners always have access to all entities and cannot be entity-restricted.
## Troubleshoot unavailable entity access controls
The entity access controls may not appear when:
- The business does not have multi-entity access.
- The business has only one entity.
- Your role cannot administer entities.
- The selected user has a role that cannot be entity-restricted, such as Admin or Owner.
Ramp disables **Remove** when the selected entity is the user's only remaining entity. Add access to another entity before removing their current access.
## Important note on aggregated information
Some data is aggregated across entities and not restricted. Examples include:
- Vendor data
- Card balance data
- Spend Programs
---
# Ramp bank connections overview
> Official Ramp Help Center article. Topic: Account Settings & Security / Bank Account Connections. [View the canonical page](https://support.ramp.com/ramp-bank-connections-overview).
> **Note: This article primarily applies to Ramp Administrators.**
> Cardholders may find other articles in the [Payments, limits, and statements](/cards/statements-and-payments) section to be more applicable.
## Overview
Ramp may require you to connect your business’s bank account. You can connect it directly or manually. Read more below about why we do it and how it works.
## Bank connections
### Why do we need a bank connection
Ramp uses data from your bank account to underwrite and maintain your business limit. When a customer links a business account, Ramp has access to a variety of information about the account, such as the cash balance and the transactions. **It’s the best way to receive and maintain a higher credit limit.** Learn more about [Ramp business limits here](/ramp-business-limits-business-limit-increases).
### How secure is it?
Our banking connection partners use bank-grade encryption to protect your data and we will never have access to your credentials.
Learn more about Ramp's security measures [here.](/security-measures-at-ramp-protecting-your-data)
## Connecting directly
### How do I connect my bank account directly?
If you’re already a Ramp customer, follow these steps to connect a bank account to your Ramp business:
1. Navigate to [**Banking > Linked accounts**](https://app.ramp.com/s/company-settings/financial-accounts)
2. Click on ‘**Add linked account**’
3. Search for or select your banking institution and follow the prompts to connect your account
### What if my bank account uses an OTP or an MFA?
OTP and MFA do not always prevent a direct bank connection. Support depends on your bank and the available connection provider. Try the direct connection shown in Ramp. If it is unavailable or fails, use the manual bank account connection process.
### What if I have trouble connecting an account from a listed banking institution?
Sometimes direct bank linking will fail even if the banking institution is listed as ‘covered’. If you’ve tried and failed to connect an account from a listed banking institution, try these tips:
1. Log on to your bank's website to confirm your credentials are working
2. Check to see that there aren't messages from your bank on your bank's website
3. If your sign-in credentials use multi-factor authentication (MFA) to log on to your bank, try connecting with an account that does not require MFA
4. Try a different browser
5. Disable the adblockers on your browser
6. If you are based within the US, please ensure all VPNs on your device are disabled
- If your IP address is based outside the US, use a VPN with a US-based IP address before attempting to reconnect
7. Check to make sure that you are selecting the correct account type for your banking institution in the Ramp search box
- Some institutions (such as Chase or Wells Fargo) have multiple account types listed on Ramp’s application
If you are still running into issues, please use the [manual bank account connection process](#how-do-i-connect-my-bank-account-manually).
## Connecting manually
Sometimes we require a customer to connect their bank account manually if the direct connection process doesn’t work.
### How do I connect my bank account manually?
If you’re already a Ramp customer, follow these steps to connect a bank account manually to your Ramp business:
1. Navigate to [Banking > Linked accounts](https://app.ramp.com/s/company-settings/financial-accounts)
2. Click on ‘ **Add linked account** ’
3. Click **Link account manually**
4. Enter the following details and click **Link account**:
- **Account type** — select Checking, Savings, Money market, Brokerage, or Investment
- **Routing number** — the 9-digit ABA routing number for your bank account
- **Account number** and **Confirm account number**
5. Upload the most recent bank statement for the account you are selecting by dropping the files into the box or click on it to browse your files
- Make sure the statement includes your cash balance and verifies you own the account
- The statement must be in PDF format — screenshots won’t suffice.
6. We’ll assess the document and verify the account. If there are any issues, our Risk Operations team will contact you directly.
After linking an account manually, upload an updated bank statement each month from [Linked accounts](https://app.ramp.com/s/company-settings/financial-accounts). See [Uploading bank statements to Ramp](/uploading-bank-statements-to-ramp) for the upload steps and statement requirements.
### What account types can I connect?
The account types available through a direct connection depend on your banking institution and connection provider. The manual connection form supports checking, savings, money market, brokerage, and investment accounts. All account types require a valid 9-digit ABA routing number.
### Where can I find my ABA routing number?
Ramp requires a valid 9-digit routing number for a manual connection. Ask your bank which routing number applies to your account.
You can find your ABA routing number:
- On your bank’s website or mobile app, usually under account details
- On a check from the account — the routing number is the first 9 digits at the bottom left
- By contacting your bank directly
> **Note:** Some account types, such as brokerage or investment accounts, may not display a routing number on statements. Contact your bank or brokerage to request the ACH routing number for your account.
### Where can I find my bank statements?
If you’re an existing Ramp customer connecting an account manually, sign in to your business’s banking portal and look for **Statements** or **My Documents**. Download your most recent statement in PDF format. If you’re applying to Ramp, follow the [application bank statement requirements](/applying-and-signing-up-for-ramp-us-based) instead.
## Rename a bank account
You can add or update a nickname for any bank account from the Linked accounts page.
1. Go to **Banking** > [**Linked accounts**](https://app.ramp.com/s/company-settings/financial-accounts)
2. Find the bank account you want to rename
3. Click the three-dot menu next to that bank account
4. Choose the rename option, then add or update the nickname
## Verifying my bank account
We require debit checks or account verification of all bank accounts you use to make payments to Ramp. We require this when you are first onboarding, as well as when you switch the account you use to make payments.
### What’s the debit check process?
The debit check process is one method Ramp may use to verify a bank account for payments. Ramp sends two small deposits and one withdrawal equal to the sum of the deposits. The deposits should arrive within two business days. Once they arrive, go to [Banking > Linked accounts](https://app.ramp.com/s/company-settings/financial-accounts), select **Complete verification** next to your bank account, and enter the deposit amounts.
### Why does Ramp require debit checks?
We do this to prevent fraud and reduce the chance that a payment you make fails.
### How does this affect my limit?
If your business limit is locked pending bank verification, successful verification may unlock it. Learn more about [Ramp business limits](/ramp-business-limits-business-limit-increases).
### How long does it take?
The deposits should arrive within two business days. Once they arrive, you can complete the verification.
## Troubleshooting
### "This bank account is a duplicate of an existing bank account connection"
This error appears when you try to add a bank account that matches an account already linked to your Ramp business. Ramp checks account details such as account number and routing number to detect duplicates. A bank account that is disconnected or has an expired connection still counts as a linked account, so re-adding the same account details will trigger this error.
**What to do:**
- If the existing connection is broken or expired, reconnect it instead of adding a new account. Go to [**Linked accounts**](https://app.ramp.com/s/company-settings/financial-accounts) and select the available reconnection action for the account. For more details, see [Reconnecting your direct bank connection](/reconnecting-your-direct-bank-connection).
- If reconnecting is not possible, you can add a different bank account with different account details.
### "Cannot delete your last verified payment source"
Ramp requires at least one bank account that can be used for card statement payments. If you try to remove the only bank account available for these payments, you will see this error. The **Remove account** option will be disabled for that account.
**What to do:**
- Add a different bank account, then [select it as your **Card** payment source](/ramp-card-statements-and-payments-overview#how-to-change-your-autopay-source) before removing the original account.
### Both errors at once
In some cases, you may encounter both errors simultaneously: your only bank connection is broken, you cannot re-add it because Ramp detects it as a duplicate, and you cannot remove it because it is your only payment source available for card statement payments. This can happen when a direct bank connection expires or requires re-authentication.
**What to do:**
1. Try reconnecting the broken connection from [**Linked accounts**](https://app.ramp.com/s/company-settings/financial-accounts) using the available account action. See [Reconnecting your direct bank connection](/reconnecting-your-direct-bank-connection) for step-by-step instructions.
2. If reconnecting is not possible, try adding a different bank account with different account details.
3. If neither option works, [contact Ramp Support](/how-to-contact-ramps-support-team) — a support agent can resolve the stuck connection on your behalf.
## Debit blocks
If your bank account has a debit block or debit filter to prevent unauthorized debits/withdrawals from your account, payments on Ramp may get declined.
## How do I lift a debit block from my account?
To make sure your bank lets us debit your bank account, please contact your banking representative and request to whitelist Ramps Originator IDs (also called ACH IDs). Please reference this Help Center article for the full list of Ramp's Originator IDs: [How do I lift a debit block on my bank account?](/lifting-a-debit-block-on-a-bank-account)
---
# Verifying bank accounts
> Official Ramp Help Center article. Topic: Account Settings & Security / Bank Account Connections. [View the canonical page](https://support.ramp.com/verifying-bank-accounts).
> **Note: This article primarily applies to Ramp Administrators.**
> Cardholders (Ramp users) may find the [How do I add/change my personal bank account details?](/how-to-add-change-personal-bank-account-details) article to be more applicable.
## Overview
Ramp requires bank accounts used to make payments to be verified. Depending on the bank account and connection method, verification may happen through a direct connection or a debit check.
This can happen during onboarding or when you add another account for payments.
## What does the debit check process entail?
To complete a debit check, Ramp initiates two small deposits and one withdrawal to your linked bank account. The withdrawal equals the sum of the deposits, so your balance remains the same in the end.
Once you've initiated the process, keep an eye on your bank account for our test deposits (this may take a few business days). Then, sign in to your Ramp account and head to [**Banking > Linked accounts**](https://app.ramp.com/s/company-settings/financial-accounts).
There will be a button next to the account labeled **Complete verification**. Click this button and then enter the deposit amounts you received to complete the process.
> **Note**: If your bank uses positive pay or has a debit block in place, let them know to allowlist Ramp before you begin or as soon as possible. See our [How do I lift a debit block on my bank account?](/lifting-a-debit-block-on-a-bank-account)
> article for more on this.
## Why does Ramp require this?
We do this to prevent fraud and reduce the chance that an important payment fails.
## How does this affect my limit?
If your business limit is locked pending bank verification, successful verification may unlock it.
## Does my account need to be verified before I can submit a reimbursement?
While we encourage verification as a best practice, users are **not** **required** to verify their bank account to receive reimbursements (they can submit, process, and receive reimbursements while unverified).
## I'm able to submit reimbursements. Why am I unable to initiate repayments?
Although verification isn't required for users to receive reimbursements, verification is **required** for employee-initiated repayments.
## How long does it take?
The deposits should arrive within two business days. Once they arrive, you can complete the verification.
---
# Reconnecting your direct bank connection
> Official Ramp Help Center article. Topic: Account Settings & Security / Bank Account Connections. [View the canonical page](https://support.ramp.com/reconnecting-your-direct-bank-connection).
> **Note: This article is specifically for reconnecting a dropped bank connection.** For more elaborate details regarding bank connections, please see the [Ramp bank connections overview](/ramp-bank-connections-overview).
## Overview
Your company bank account may have disconnected due to the expiration of the bank link, an additional security measure banks take. When a connection issue occurs, the connection provider reports a status or error to Ramp, which Ramp presents to you in plain language.
## How to resolve
Go to [**Linked accounts**](https://app.ramp.com/s/company-settings/financial-accounts) and select the available action for the disconnected account. Depending on the connection issue, Ramp either opens the **Connection wizard** or starts reconnection directly through Plaid or Finicity. The Connection wizard explains the issue and may direct you to sign in to your financial institution's website.
If your bank is currently unavailable for connection or if you are unable to reconnect your account, you may need to switch to a manual connection. When the Connection wizard offers this option, follow the prompts to switch to a manual account and set up statement uploads. Ramp sends periodic statement upload reminders to Admins and Business Owners to ensure your account information stays up-to-date.
---
# Lifting a debit block on a bank account
> Official Ramp Help Center article. Topic: Account Settings & Security / Bank Account Connections. [View the canonical page](https://support.ramp.com/lifting-a-debit-block-on-a-bank-account).
## Overview
*Please note this article is only relevant for ACH Debit Blocks. For non-USD accounts the following originators do not apply.*
If your bank account has a debit block, debit filter, or positive-pay enabled to prevent unauthorized debits/withdrawals from your account, then payments may be unexpectedly returned.
Ramp will need to be authorized to debit your account for card statement payments, as well as to process Reimbursements and Bill Payments if you have those features enabled.
## How do I resolve a debit block?
To fix this, you'll need to notify your bank that Ramp will need to be authorized to debit the account. If they require our originator IDs (also called ACH IDs) to authorize payments, please share the following list with them:
- 9186939000 - Ramp Business Corporation
- 1295304000 - Ramp Business Corporation
- 1619782000 - Ramp Business Corporation
- 9920859000 - Ramp Receivables 1, LLC
- 9997075000 - Ramp Receivables 2, LLC
- 1066760000 - Ramp Receivables 3, LLC
- 9999750922 - Ramp Payments Corporation
---
# Uploading bank statements to Ramp
> Official Ramp Help Center article. Topic: Account Settings & Security / Bank Account Connections. [View the canonical page](https://support.ramp.com/uploading-bank-statements-to-ramp).
## Overview
If you have manually linked a bank account to Ramp, you are required to upload bank statements periodically so Ramp can verify account balances, confirm ownership, and comply with banking regulations.
> **Tip:** If your bank supports a direct connection, you can avoid manual statement uploads. Direct connections share balance and ownership information with Ramp automatically. See [Ramp bank connections overview](/ramp-bank-connections-overview) to check whether your bank is eligible and set up a direct connection.
You can upload statements from the [Linked accounts](https://app.ramp.com/s/company-settings/financial-accounts) page on Ramp (**Banking > Linked accounts**). Accounts that need a new statement display a **Statement upload required** label or an **Upload statement** button.
Ramp sends periodic reminder emails to Admins and Business Owners when a new statement is needed.
> **Note:** If Ramp asks you to upload financial statements such as balance sheets or profit and loss statements as part of a routine account review, that is a separate process from bank statement uploads. See [Routine Credit Account Review overview](/routine-credit-account-review-overview) for details.
## How to upload a bank statement
1. Go to [Linked accounts](https://app.ramp.com/s/company-settings/financial-accounts) (**Banking > Linked accounts**).
2. Find the account that requires a statement upload.
3. Click **Upload statement**.
4. Upload a PDF of your most recent bank statement (up to 50 MB).
## What your bank statement should include
Upload a recent, complete bank statement that clearly shows:
- **Business name** — must match the name on your Ramp account
- **Last four digits of the account number**
- **Statement period** — the date range the statement covers
- **Account balance(s)**
Statements must be in **PDF format**. Screenshots, photos of documents, or other file types are not accepted for this upload.
## If you do not have bank statements
If you recently opened your bank account and do not yet have a full statement, you may be able to provide a **bank verification letter** instead. A bank verification letter should include:
- The name of your business
- The date of the letter
- The last four digits of the account number
- The bank account's current balance
For more details on bank verification letters during the application process, see [Qualifications to apply for Ramp (U.S. based)](/applying-and-signing-up-for-ramp-us-based).
## Frequently asked questions
### Where can I find my bank statements?
Sign in to your business's banking portal and look for a **Statements** or **My Documents** section. Download your most recent statement in PDF format.
### Who can upload bank statements?
Any Ramp user with an Accounting, Admin, or Business Owner role can upload bank statements from the [Linked accounts](https://app.ramp.com/s/company-settings/financial-accounts) page.
### Can I avoid uploading bank statements?
Yes, if your bank supports a direct connection. Direct connections share balance and account information with Ramp automatically, so you do not need to upload statements. Go to [Linked accounts](https://app.ramp.com/s/company-settings/financial-accounts) and click **Add linked account** to search for your bank. If your bank is listed, you can switch from a manual connection to a direct one. For setup steps, see [Ramp bank connections overview](/ramp-bank-connections-overview).
### What is the difference between a bank statement upload and a financial review request?
Bank statement uploads are for verifying balances on manually linked bank accounts. Ramp may also request financial documents — such as balance sheets and profit and loss statements — as part of a [routine credit account review](/routine-credit-account-review-overview). These are separate processes. If you see a task on your Ramp homepage asking you to upload financial statements, refer to the account review article for guidance.
---
# International bank connections overview
> Official Ramp Help Center article. Topic: Account Settings & Security / Bank Account Connections. [View the canonical page](https://support.ramp.com/international-bank-connections-overview).
## Overview
> **Note:** Eligible account currencies depend on where your business is registered and your Ramp plan:
> - Canada: CAD
> - European Union: EUR
> - United Kingdom: GBP. EUR requires [Ramp Plus](/ramp-plus-overview) or higher.
> - United States: CAD, GBP, and EUR require [Ramp Enterprise](/ramp-enterprise-overview).
>
> International bank connections are not available for Ramp accounts on the 1-day terms agreement. Check [Linked accounts](https://app.ramp.com/s/company-settings/financial-accounts) to see the currencies available to your business.
After you select **Add linked account**, Ramp offers Plaid when it is available for your country and currency. Follow the [direct bank connection steps](/ramp-bank-connections-overview#connecting-directly), or use the manual steps below.
We currently support making payments from local Canadian dollar (CAD), British Pound (GBP) and Euro (EUR) international bank accounts. Read more below about how it works for each currency.
## Connecting a new CAD bank account
Follow these steps to connect a CAD bank account manually to your Ramp business:
1. Navigate to [**Banking > Linked accounts**](https://app.ramp.com/s/company-settings/financial-accounts)
2. Click on **Add linked account**
3. Adjust the **Account currency** to CAD
4. Enter the requested details, then click **Continue**
5. Review the [Pre-Authorized Debit Agreement (Cards)](https://ramp.com/legal/pad-agreement-1-p), then click **I consent**
6. Review the [Pre-Authorized Debit Agreement (Payments)](https://ramp.com/legal/pad-agreement-3-p), then click **I consent**
## Connecting a new EUR bank account
Follow these steps to connect a EUR bank account manually to your Ramp business:
1. Navigate to [**Banking > Linked accounts**](https://app.ramp.com/s/company-settings/financial-accounts)
2. Click on **Add linked account**
3. Adjust the **Account currency** to EUR
4. Enter the details requested and review:
- [SEPA Core Agreement](https://ramp.com/legal/europe-sepa-core)
5. Click **I Agree**
6. A PDF will be generated for you with the above the agreements and emailed to the business owner for your records.
## Connecting a new GBP bank account
Follow these steps to connect a GBP bank account manually to your Ramp business:
1. Navigate to [**Banking > Linked accounts**](https://app.ramp.com/s/company-settings/financial-accounts)
2. Click on **Add linked account**
3. Adjust the **Account currency** to GBP
4. Enter the requested details, then click **I agree**
5. Review the [BACS Debit Agreement](https://ramp.com/legal/uk-bacs) details, then click **Authorize payments**
6. Note that it can take up to 10 business days for the Bacs network to make GBP bank accounts accessible for debit.
## Updating your international bank account
To update your account's payment source:
1. Go to [**Company > Entities**](https://app.ramp.com/settings/entities) and select the appropriate entity.
2. In **Cards**, open the three-dot menu and click **Settings**.
3. Under **Payment sources**, click **Manage sources** and update the payment source.
---
# Ramp support for multi-entity businesses
> Official Ramp Help Center article. Topic: Account Settings & Security / Business Entities. [View the canonical page](https://support.ramp.com/ramp-support-for-multi-entity-businesses).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
Ramp supports multi-entity businesses for NetSuite, Sage Intacct, Acumatica, Microsoft Dynamics Business Central, Microsoft Dynamics Finance & Operations, Workday Financial Management, Oracle Fusion, and UCSV customers. Ramp allows customers to add all business entities within a single instance and set different payment settings for each entity.
This enables customers to:
- Generate **individual statement payments** for each entity/subsidiary
- **Eliminates** the need to perform **inter-company transactions** every time you close your books
- Track card transactions, payout reimbursements, and bill payments for each entity from different bank accounts
- **Sync to multiple entities** within one batch sync for both transactions and reimbursements
## Choose multi-entity or separate Ramp businesses
Use multi-entity when legally related entities or entities with shared management should operate within one Ramp business. Ramp uses one business-level accounting connection, while each entity can have its own subsidiary mapping, payment settings, and sync settings.
Use separate Ramp businesses when each entity must operate independently or each accounting company requires its own connection. Roles, cards, Spend Limits, and settings are independent in each business, but users can access multiple businesses with one email through [Unified login](/unified-login).
Entities that are not legally related and do not share management are not eligible for one multi-entity Ramp business. Set them up as separate Ramp businesses instead.
## Check multi-entity access
Multi-entity management is available on Ramp Plus and Ramp Enterprise. There is no separate multi-entity enablement toggle.
Admins with permission to manage entities can open [Entities settings](https://app.ramp.com/settings/entities) and select **Add entity**. If your business does not have multi-entity access, Ramp displays the available Ramp Plus options or lets you notify an Admin.
The option may be unavailable when:
- Your role cannot manage business entities.
- Your business uses one-day card payment terms.
- Your business is not eligible for multi-entity setup in its underwriting country.
## Requirements for adding sub-entities
To keep Ramp secure and maintain strong banking-partner compliance, all entities added to a multi-entity account undergo a standard business verification review. This review helps us confirm the legitimacy of each entity and ensure they’re properly connected to your organization.
When you create a new entity in Ramp, we’ll ask for a few basic business details so we can verify the entity. The information requested may vary based on your organization’s structure, but it generally includes:
- Legal entity name (and DBA, if applicable)
- Business description
- Tax ID / EIN
- Principal place of business (physical address required)
- State/province and year of incorporation
- Country of registration
- Website URL
- Ownership relationship to the primary business (entity structure)
Depending on the ownership structure of the sub-entity, additional documentation may also be required (for example, relating to ultimate beneficial owners or proof of shared financial governance). Ramp will present the exact requirements when you create the entity.
**Important to know:**
- If we’re unable to verify the entity, we’ll reach out with next steps and may remove it if requirements cannot be met.
- Entities must have a legal relationship or shared management with the primary business in order to qualify for multi-entity. Independent affiliates without common management are not eligible.
## Create business entities on Ramp
- Open [Entities settings](https://app.ramp.com/settings/entities).
- Click **Add entity**.
- Note: During setup, the default entity will apply to all existing transactions and reimbursements.
- Fill out ALL required fields.
- Note: When selecting the checking account you'd like to use to pay down the balance for this entity, the bank account must be verified on Ramp to be included as an option in the drop-down.
- Click **Create entity** .
## How business entities work on Ramp
## With users
When inviting a user onto Ramp, you have to select a Department and Location that the user belongs to. Additionally, when setting up Multi-entity on Ramp, you have to map Locations to Entities.
So, when inviting a user, **make sure you select the correct location** for said user since all of the cards and funds will default to the entity corresponding to that location.
To see which users map to each entity:
- Navigate to **Company >** [**Entities**](https://app.ramp.com/settings/entities) .
- Select the Entity you would like to edit.
- Click **Users** tab.
## With transactions
Each issued card or funds are linked to a specific entity, with all transactions on the card or funds attributed to this entity. The associated entity is determined at the time of issuance, defaulting to the entity tied to the cardholder's designated location. However, this default entity can be modified during the spend creation or editing process.
- Navigate to **Manage Spend** > **Funds or Cards >** [**Issue Spend**](https://app.ramp.com/funds/request) .
- Select the spend type.
- Scroll to bottom of the draw and click **Entity** drop-down.
- Select the entity you'd like that card or funds to map to.
- Entity change will ONLY affect future transactions. In other words, the entity of a transaction is locked once a transaction is made.
## With reimbursements
The entity of a reimbursement is dependent on what entity the user who submitted the reimbursement is in. There is no way to currently change this.
## With statement payments
Statement payments will now be calculated at the entity level and paid out from the bank account specified in the entity settings. If an entity does not have enough funds to cover its expenses, we will default to the parent/default entity's bank account.
## Editing business entities
- Navigate to **Company >** [**Entities**](https://app.ramp.com/settings/entities) .
- Select the Entity you would like to edit.
- Click **General** to change basic information or delete an entity.
- For instructions on how to delete an entity, please click [here](/how-to-delete-an-entity-on-ramp) .
- Click **Payments** to change statement payment information.
- For instructions on how to verify a new bank account, click [here](/ramp-bank-connections-overview#verifying-my-bank-account) .
## Creating user restrictions by entity
Admins can restrict eligible financial roles, including Accounting, Finance Admin, Accounts Payable, and eligible Custom Roles, to specific entities. Admins and Owners always have access to every entity and cannot be entity-restricted.
Open [Entities settings](https://app.ramp.com/settings/entities), select an entity, and use **Share entity access** to add or remove eligible users. Every restricted user must retain access to at least one entity. See [Manage entity restrictions](/managing-entity-restrictions-for-accounting-accounts-payable-and-finance-admin-roles) for instructions and troubleshooting.
## Frequently asked questions
### Can I have limits per entity and/or get underwritten per entity?
Currently, we cannot delegate limits by entity within one Ramp instance. Underwriting is also as a whole, not by entity.
### How can I change the entity of a transaction?
Click into the transaction and then scroll to the entity field in the transaction drawer. Click the drop-down menu and change the entity of the transaction. Please note that this functionality is only available before the statement is generated. Once a statement is generated, the entity of the transaction is locked.
### Why is the location greyed out when assigning transactions?
Location is selectable only if the transaction is tied to compatible or top-level entity. To enable selection, update transaction to use the correct entity or set entity to top-level. Go to change entity settings: Company → Entities > [select entity] > Edit → Change Subsidiary → Top Level > Save.
### Why can't employees change the entity of transactions?
Please contact your account manager or support team to request this feature be enabled on your account.
### What should I do if an employee or user spends across multiple entities?
Each virtual card or funds are tied to an entity, and a user may have cards and funds that tie to different entities. Thus, if a user spends across multiple entities, the suggested setup is to have multiple virtual cards or funds, one for each entity. This will make the statement payment and reconciliation process more seamless since if you had the option to move around the subsidiary, there is the possibility it doesn't match up with how it was paid out.
### What happens if I change the mapping of a location (i.e. Location A now maps to Entity A instead of Entity B)?
Future cards or funds will now default to the updated entities, however existing ones will remain untouched. To edit the entity of a card or funds, click on the card > click **Actions**> **Edit** > Scroll to the bottom, and change the entity. Note: This will only affect future transactions.
### Can I get multiple physical cards, one for each entity?
You can only have 1 physical card by employee, and the business name and logo must be the same across entities.
### How can I change the entity of an existing physical card?
You cannot change the entity of the physical card, but you can change the entity of the funds tied to that card. Only new transactions will use the updated entity. Existing transactions remain with the original entity.
- Go to **Manage spend >** **Cards** > select the physical card
- Select the Fund from that Card that you want to change
- Open **actions at the top right and Edit** and scroll to **Danger Zone** .
- Choose **Change entity** and select the correct entity for this fund.
### Can I split transactions across entities?
- **NetSuite** does not allow this so you cannot do so within Ramp.
- **Sage** : You can split across locations (which may correspond to entities). However, the locations available are the locations where the card is created (i.e., if a card is created at Location 100, then the only locations you can split that transaction across are other locations available within Location 100).
### How can I delete an entity?
Please visit [How to delete an entity on Ramp?](/how-to-delete-an-entity-on-ramp)
### How can I remove a user from an entity?
Change the location of the user.
### Why isn't this bank account showing?
The bank account must be verified in Ramp to appear in the list of drop-down options for an entity.
### How can I move reimbursements that were submitted to the wrong entity?
- Reimbursements are assigned to the entity that matches the employee's **Location** at the time the reimbursement is submitted.
- Once submitted, the reimbursement's entity **cannot be changed retroactively** .
- To correct a reimbursement that was submitted under the wrong entity, delete the existing reimbursement and have the employee resubmit it after their **Location** has been updated to the correct entity in the dashboard.
---
# How to add multiple entities at once on Ramp
> Official Ramp Help Center article. Topic: Account Settings & Security / Business Entities. [View the canonical page](https://support.ramp.com/how-to-add-multiple-entities-at-once-on-ramp).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
If you're setting up more than one legal entity on Ramp, you can add them all in a single flow instead of repeating the process individually. You can import entities from a connected ERP, upload documents and let AI extract entity details for you, or enter everything manually.
Before you start, review the requirements covered in [Ramp support for multi-entity businesses](/ramp-support-for-multi-entity-businesses) to confirm your entities meet the requirements.
**Video walkthrough:** Add multiple business entities to Ramp at once, including the required fields and what happens after upload. Best when onboarding or expanding a multi-entity business without creating entities one by one. [Watch the video](https://www.youtube.com/watch?v=Yp2ynMjENjA).
## How to access
You can start bulk entity creation during onboarding or from your account settings at any time.
- **During onboarding:** Select the bulk add option when prompted in the setup flow.
- **For existing customers:** Go to **Company > Entities** and select **+ Add Entities > Bulk Add** .
## How it works
## Step 1: Import or create entities
When you start the bulk add flow, you have three options for getting entity data into Ramp:
### Option A: Import from an ERP
If you have NetSuite or Sage Intacct connected, Ramp imports your subsidiary entities automatically. Select the ones you want to add to continue.
What Ramp imports from your ERP:
- Legal entity name and DBA
- Registered address
- Country of registration
- Accounting currency
### Option B: Upload documents
Upload formation or registration documents and Ramp uses AI to extract entity details automatically. This is a good option when you don't have an ERP connected but have existing documentation for your entities.
**Supported document types include:**
- Articles of Incorporation or Certificates of Formation
- IRS EIN confirmation letters
- Canadian business number (BN) registrations
- Business registration certificates
- Bank statements
You can upload up to 10 files at a time in PDF, PNG, or JPEG format (max 20 MB per file).
**What Ramp extracts from your documents:**
- Legal business name and DBA
- Business address
- Entity type and date of incorporation
- State or jurisdiction of incorporation
- EIN (US) or business number (Canada)
- Website and business description (if present)
After uploading, review the extracted details and select which entities to create. The selected entities are added to the flow as drafts so you can verify and complete any remaining fields.
### Option C: Manual entry
If you don't have an ERP connected or documents to upload, specify how many entities you want to add and enter the details manually.
## Step 2: Complete entity details
Fill in the required fields for each entity. Use **Bulk Apply** to set the same value across multiple entities at once, such as a shared website URL, business description, or ownership type. Progress saves automatically, so you can close the flow and return later to finish.
If you used document upload, many fields will already be filled in. Review the AI-extracted values and correct anything that needs updating before continuing.
## Step 3: Submit and track
After submitting, each entity enters a pending state while Ramp completes compliance review. Track the status of each entity from **Company > Entities**. While an entity is pending, you can invite users, assign roles, and set up integrations. Issuing cards and processing payments requires compliance approval first, and timelines vary by country. You will receive an email notification when each entity is approved and ready for full use.
## Things to know
- There is no hard limit on entities per session. Customers regularly onboard 50 or more at once.
- Each entity requires its own bank account and payment method setup after approval.
- Partially owned entities may require additional beneficial owner documentation.
- Bulk entity creation covers entity setup, not KYB. After submitting, each entity still goes through compliance review individually.
- If you used document upload, always review the extracted details before submitting. AI extraction works best with clear, high-quality documents.
## Frequently asked questions
### Can I edit an entity after publishing?
Yes. Update entity details anytime from **Company > Entities**.
### What if I need to pause and come back?
Your draft is saved automatically. Pick up where you left off under **Company > Entities > Drafts**.
### Do I need NetSuite or Sage to use bulk add?
No. You can upload formation documents and let AI extract entity details, or enter everything manually.
### What is the difference between a draft and a published entity?
A draft has been created in the flow but not yet submitted for compliance review. A published entity has been submitted and is either pending review or active.
### Does bulk add include KYB?
No. Bulk entity creation streamlines the setup and data entry step. KYB review still happens separately for each entity after you submit. For more information, see [Ramp support for multi-entity business](/ramp-support-for-multi-entity-businesses).
### What documents can I upload for AI extraction?
You can upload Articles of Incorporation, Certificates of Formation, IRS EIN letters, Canadian BN registrations, business registration certificates, and bank statements. Supported formats are PDF, PNG, and JPEG (up to 10 files, max 20 MB each).
---
# Edit company details
> Official Ramp Help Center article. Topic: Account Settings & Security / Business Entities. [View the canonical page](https://support.ramp.com/edit-company-details).
## Overview
Your company profile in Ramp includes details such as your legal name, DBA name, business address, phone number, and website. Some of these details can be updated from your [company settings](https://app.ramp.com/settings/all/company), while others can only be changed by Ramp Support.
## Company details you can edit
The following fields can be updated from [company settings](https://app.ramp.com/settings/all/company), depending on your role and permissions:
- **Business address** — If you can manage company settings, select **Edit** next to the address field to update your company's street address, city, state, and ZIP code. This address is the default billing address for cards, but cards tied to a specific entity may use that entity's address instead. For non-USD cards, Ramp may instead use the card display address configured for the entity or the office address provided during KYB for the business that issued the card. For step-by-step instructions, see [How to update my company's address](/how-to-update-my-companys-address).
- **Business owner** — Transfer ownership to another Admin on the account. To transfer to a non-Admin, first change their role to Admin. See [Transfer business ownership](/transfer-business-ownership).
- **Card branding** — Choose the company name printed on physical cards, or remove branding entirely. See [Card branding](/ordering-or-requesting-physical-cards-virtual-cards-and-funds#card-branding) for details.
## Company details that require Support
The following company-level details cannot be edited directly in Ramp:
- Legal name
- DBA (doing business as) name
- Phone number
- Website
To update any of these fields, [contact Ramp Support](/how-to-contact-ramps-support-team). Your [company settings](https://app.ramp.com/settings/all/company) page also includes a link to contact Support directly for these changes.
> **Note:** Business-level EIN, industry, and incorporation details are also managed by Ramp Support and are not displayed on the company settings page.
## Edit entity-level details
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
If your business uses [multi-entity management](/ramp-support-for-multi-entity-businesses), Admins can edit entity-level details — including entity name, tax number, and currency — directly from [Entities settings](https://app.ramp.com/settings/entities). Changes to these details do not affect the parent company profile details listed above.
---
# How to update my company's address
> Official Ramp Help Center article. Topic: Account Settings & Security / Business Entities. [View the canonical page](https://support.ramp.com/how-to-update-my-companys-address).
## Overview
> **Note:** You need access to manage company settings to change your company's address. If you do not have access, ask a Ramp Admin or Owner to update the address for you. See [User roles overview](/user-roles-overview) for role details.
Updating your company's address on Ramp keeps your company profile up-to-date. For other company details — such as your legal name, DBA name, or phone number — see [Edit company details](/edit-company-details).
Accurate business addresses are crucial for proper communication and compliance. Keeping this information up-to-date ensures smooth operations and accurate records.
> **Note:** Your company's legal address on file is the default billing address for cards. Cards tied to a specific entity may use that entity's address instead. For non-USD cards, Ramp may instead use the card display address configured for the entity or the office address provided during KYB for the business that issued the card. When you update your company address, the billing address updates for cards that use the company address.
## How to update company address
1. Sign in to Ramp and open [Company settings](https://app.ramp.com/settings/all/company).
2. In **Address**, select **Edit**.
3. In **Edit address**, update the address fields, then select **Save**.
The updated address appears in Company settings.
> **Note:** Remember to also update your ZIP code with any vendors where you have recurring payments set up. You can read more about [Vendor management here](/vendor-management-on-ramp).
---
# How to delete an entity on Ramp
> Official Ramp Help Center article. Topic: Account Settings & Security / Business Entities. [View the canonical page](https://support.ramp.com/how-to-delete-an-entity-on-ramp).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
Admins can delete an unused non-primary entity. Ramp does not currently offer a customer-facing option to archive an entity. Before deleting one, review the restrictions below and move or close any records that Ramp permits you to change.
## Delete an unused entity
The **Delete** action is available only to Admins who can manage business entities and only when the entity meets all deletion requirements.
1. Open [Entities settings](https://app.ramp.com/settings/entities).
2. Select the entity.
3. Open **Entity details**.
4. Under **Danger zone**, select **Delete** and confirm.
> **Important:** Deleting an entity removes it from Ramp and cannot be undone from customer settings.
## Resolve entity deletion blockers
Ramp disables deletion when the entity is:
- The primary or initial entity.
- Linked to cards, locations, users, reimbursements, or transactions.
- Linked to spend requests, Spend Limits, active banking accounts, or Bill Pay activity.
- Associated with an outstanding credit balance, unpaid statement payment, or required verification or card-issuing record.
Some active dependencies can be resolved before you retry:
- **Users:** [Edit each user's profile](/updating-user-information-in-ramp#edit-another-users-profile) to assign a location associated with another entity.
- **Ramp Checking Accounts:** Move payment activity and balances, then [close the account](/close-ramp-checking-account).
- **Unpaid statements:** [Pay the outstanding card statement](/making-card-statement-payments-to-ramp).
Primary and initial entities cannot be deleted. Historical cards, transactions, reimbursements, Bill Pay activity, and required verification records must also be retained and cannot be removed solely to delete an entity. If **Delete** remains unavailable after you resolve the active dependencies above, [contact Ramp Support](/how-to-contact-ramps-support-team) to confirm whether the entity can be removed.
---
# Canadian entity KYB/KYC check
> Official Ramp Help Center article. Topic: Account Settings & Security / Business Entities. [View the canonical page](https://support.ramp.com/canadian-entity-kybkyc-check).
> **Note: This article primarily applies to Ramp Administrators.**
> Cardholders may find other articles in the [Ramp overview](/get-started-with-ramp/overview-of-ramp) section to be more applicable.
## Overview
To establish CAD card issuing, a Canadian legal entity must complete a Know Your Business (KYB) check through Ramp, providing the required information per FINTRAC policy and having an Authorized Signer complete the final attestation. Ramp may apply an existing approval to additional Canadian entities. The process involves verifying the entity's legal and ownership details, submitting supporting documents, and ensuring accurate and complete submissions to avoid delays. If there are gaps or inaccuracies in the submission, Ramp's compliance team will request resubmission to ensure compliance with regulatory requirements.
US businesses with Canadian legal entities can complete a KYB check to issue CAD-denominated cards to their employees, who are part of their Canadian entity.
## Know your business (KYB)
Eligible customers must have a Canadian legal entity, meaning this entity is registered with the federal government of Canada. The entity's Canadian office address must be outside Quebec and Saskatchewan. Before CAD-denominated cards can be issued, Ramp must approve the Canadian issuing setup through KYB. The requested information is required per ***FINTRAC*** policy.
An **authorized signer for the Canadian entity must complete the final attestation and signature** of the KYB/C flow in their Ramp account. If someone who is not an authorized signer signs, Ramp will ask you to resubmit the KYB/C check.
If Ramp's compliance team determines there is a gap in your submission, you will be asked to resubmit. It is of utmost importance your submission is complete and accurate to prevent delays.
## Entity identification
This section of KYB will prompt you to fill out information about your Canadian entity. Please have the following information ready.
- Legal entity name
- Principal place of business (entity's legal address)
- Jurisdiction of incorporation (e.g. British Columbia, Alberta)
- Identification number: corporation number or business number (e.g. tax ID number)
- Business type
- Legal structure
**How do I know my jurisdiction of incorporation?**
- Your jurisdiction of incorporation is the state where a corporation is formed
- A company's legal document, such as a Notice of Articles or Certificate of Incorporation, should list your jurisdiction of incorporation
**What is a corporate number and how can I find it?**
- A corporation number is a unique identification number assigned by Corporations Canada to a specific business. The number is the same throughout a business' lifetime.
- You can find this number on any of your company's legal documents, such as Certification of Incorporation or Notice of Articles
**What is a business number and how can I find it?**
- A business number is a nine-digit number assigned by the Canada Revenue Agency (CRA) to organizations that operate as businesses. The number is the unique identifier for federal and provincial tax purposes and enables the business to access government programs and services.
- You can sign in to the CRA website to determine your company's business number
**What are some examples of principal business?**
- The principal business field is a free-form text field in which you enter a short description of your company's principal business.
- Some examples include:
- Software
- Accommodation and food services
- Construction
- Agriculture
- Manufacturing
- Healthcare
**How do I identify my company's legal structure?**
- Connect with your legal or finance team if you do not know your company's legal structure
## Ownership structure
You must submit information about the ownership structure of the Canadian entity. There are 3 required roles. Please see the definition of the 3 roles and the requirement for KYB submission.
**Role**
**Definition**
**Requirement**
Director
Someone elected or appointed by the shareholders of a corporation to oversee its management and strategic direction
**All** directors
Beneficial owner
An actual individual who directly or indirectly owns or controls 25% or more of an entity
**All** beneficial owners
(if no one meets the definition, then no beneficial owners are required)
Authorized signer
Someone who can act on behalf of a business and their name is stated in official business records. This gives them the power to sign documents for the business
**All** authorized signers, up to 3 total
Examples:
You have 2 authorized signers, both must be listed.
You have 5 authorized signers, list 3 authorized signers.
Please **multi-select** all roles that an owner is for your Canadian entity.
An owner can hold any permutation of the 3 roles, meaning the owner is an Authorized Signer, Beneficial Owner, and Director.
- or Authorized Signer and Beneficial Owner
- or Authorized Signer and Director
- or Beneficial Owner and Director
- or Authorized Signer
- or Beneficial Owner
- or Director
**What information will be collected on the owners?**
- Legal name
- Date of birth
- Occupation
- Home address
- Contact information (email and phone)
**Will owners go through KYC?**
- Yes, we attempt to verify your owners with Canadian credit filing data as well as 3rd party data sources
- However, if we cannot verify your owners, they will be required to submit an identification document (e.g. passport, driver's license) and a selfie
- Ramp will email the owners a link to submit this if required
- This email link provides a QA code to submit the documentation via a smartphone
**Do owners have to submit a selfie?**
- Per, FINTRAC policy, we must verify the individual presenting the identification document matches the photo in the identification document
- A selfie is required, instead of just a secondary photo, to prove in real-time that the selfie matches the photo on the identification document
**Do owners, submitted as part of KYB, need to be Ramp users?**
- No, they do not need to be Ramp users
- Ramp will use the email listed for the owner to request verification information (identification photo and selfie)
| Role | Definition | Requirement |
| --- | --- | --- |
| Director | Someone elected or appointed by the shareholders of a corporation to oversee its management and strategic direction | All directors |
| Beneficial owner | An actual individual who directly or indirectly owns or controls 25% or more of an entity | All beneficial owners (if no one meets the definition, then no beneficial owners are required) |
| Authorized signer | Someone who can act on behalf of a business and their name is stated in official business records. This gives them the power to sign documents for the business | All authorized signers, up to 3 total Examples: You have 2 authorized signers, both must be listed. You have 5 authorized signers, list 3 authorized signers. |
## Supporting documents
Finally, you will be prompted to upload supporting documents for the entity, director(s), and authorized signer(s) verification.
### Entity
Document evidencing legal entity, such as:
- Notice of articles
- Certificate of incorporation
- Certificate of compliance/existence/good standing
The document should evidence all information submitted in the entity information section:
- Legal entity name
- Principal place of business (entity's legal address)
- Jurisdiction of incorporation (e.g. British Columbia, Alberta)
- Identification number: corporation number or business number (e.g. tax ID number)
You can combine multiple documents into one file to evidence the above information.
### Director(s)
Documents evidencing board composition, such as:
- Notice of articles
- Board minutes
- Board resolutions
The document should list the legal name of the director(s) and their appointment to the role. You can combine multiple documents into one file to evidence director(s).
### Authorized signer(s)
Documents identifying authorized signer(s), such as:
- Board resolutions
- Directors resolutions
The document should list the legal name of the authorized signer(s), and their appointment to the role, and explicitly state the person is authorized to sign on behalf of the entity for all financial transactions, legal agreements, and other official agreements. Multiple documents, together, may meet this. For example, company by-laws stating all officers have this authority and a resolution appointing officers. You can combine multiple documents into one file to evidence authorized signer(s).
**If you have less than three authorized signers, you are required to include all of them on your application. If you have more than three authorized signers, please only submit up to three.**
### Attestation
The last step requires an authorized signer for the Canadian entity to attest to the information submitted and the following agreements on behalf of the Canadian entity.
Please ensure whoever is signing is the following:
1. an authorized signer for the entity
2. submitted in the ownership structure as an authorized signer
3. is listed as an authorized signer in the uploaded documents.
Only Admins and Owners can edit entities on Ramp, so this individual should also be an Admin or Owner to complete attestation.
## Agreements
- [Canada Payment Card Supplement](https://ramp.com/legal/canada-payment-card-supplement)
- [Electronic Communication Consent Agreement](https://ramp.com/legal/electronic-communication-consent-agreement)
- [PTC Cardholder Terms](https://ramp.com/legal/PTC-company-cardholder-terms)
- [Ramp Privacy Policy](https://ramp.com/legal/privacy-policy)
## Frequently asked questions
### Who is an authorized signatory for a business?
- Typically, other C-suites are made Authorized Signatories for a business. They may also be in the Admin role on Ramp.
### What Ramp role must the authorized signer have?
- Only Admins and Owners have access to manage entities and complete the KYB check
### Does the information I enter save?
- All information, but uploaded documents, is saved
When you return to the KYB check, you will start at the beginning so you can confirm all prior-entered information
- This is useful if someone else on the team will complete the required fields before the Authorized Signer completes the final sign-off
- Given uploaded documents are not saved, the Authorized Signer will need to upload the supporting documents. More details [here](#supporting-documents)
### How long will it take for the KYB check to be approved?
- 3–5 business days
### What agreements are signed by the Canadian entity Authorized Signer in the KYB check?
- [Canada Payment Card Supplement](https://ramp.com/legal/canada-payment-card-supplement)
- [Electronic Communication Consent Agreement](https://ramp.com/legal/electronic-communication-consent-agreement)
- [PTC Cardholder Terms](https://ramp.com/legal/PTC-company-cardholder-terms)
- [Ramp Privacy Policy](https://ramp.com/legal/privacy-policy)
---
# EU / UK Entity KYB / KYC Checks
> Official Ramp Help Center article. Topic: Account Settings & Security / Business Entities. [View the canonical page](https://support.ramp.com/eu-uk-entity-kyb-kyc-checks).
> **Note:** Cardholders may find other articles in the [Ramp overview](/get-started-with-ramp/overview-of-ramp) section to be more applicable.
## Overview
Ramp uses KYB/C checks to verify legal entities before card issuing in GBP, EUR, PLN, SEK, or DKK can begin. Eligibility depends on the entity's country of registration and issuing currency, as described below.
This article explains the registration-country requirements, who can submit the check, the required entity and key-individual information, and the review process. The requirements also apply to additional products, such as reimbursements and Bill Pay, where noted.
## KYB/C for EU/UK
### KYB/C overview
### GBP eligibility
Customers who are eligible must have a legal entity registered with the government of the United Kingdom.
### EUR eligibility
Customers who are eligible must have a legal entity registered with the government of one of the following countries:
- For EUR card issuing: Ireland, the Netherlands, Spain, Germany, France, or Italy.
- You will only need to complete KYB for one of these entities, and then you will be able to issue EUR-denominated cards to all employees in any EUR country (except Andorra, Kosovo, Monaco, Montenegro, San Marino, Vatican City) or non-EUR European country (except Russia and Ukraine)
- For EUR reimbursements / Bill Pay: EU countries except Denmark, Poland, and Sweden, plus Iceland, Liechtenstein, and Norway
- You will only need to complete KYB for one of these entities
### PLN, SEK, and DKK eligibility
Customers who are eligible must have a legal entity registered with the government of the country matching the issuing currency:
- PLN: Poland
- SEK: Sweden
- DKK: Denmark
Locally funded reimbursements and Bill Pay are not available in PLN, SEK, or DKK. You can still [reimburse employees in local currency](/international-reimbursements) through the international reimbursements workflow.
### KYB/C submission
The KYB submission in Ramp must be completed by either someone with:
1. Significant control and management of your business
2. Or delegated authority by someone with significant control and management of your business
This person will have certain administrative rights with respect to card issuing in GBP, EUR, PLN, SEK, or DKK and, where available, reimbursements or Bill Pay. They should be someone with an appropriate level of authority and trustworthiness.
### KYB/C review
It will take 3 - 5 business days for our compliance team to review a KYB/C submission.
If the team determines there is a gap in your submission, you will be asked to resubmit. It is of utmost importance that your submission is complete and accurate to prevent delays.
### KYB/C requirements
### Entity information
Please have the following information and documents available:
- Legal entity name
- Registration document (confirming Directors & Shareholders)
- Directors document
- UBO (Ultimate Beneficial Owner) / PSC document showing ownership (if the onboarding entity is part of a chain of ownership, we’ll need an applicable document for both the onboarding entity and the ultimate parent entity to prove ownership top-down)
- This document should be one of the following:
- Operating Agreement
- Must list the Members/owners and their % ownership
- Cap Table
- Must be current and certified
- Must be signed by a company officer
- Should list every current owner and their % equity
- Beneficial Ownership Information (BOI) Report (FinCEN)
- For U.S. entities: as of 2024, many U.S. companies must file a BOI report with FinCEN identifying beneficial owners
- Names for owners with more than 25% ownership must remain visible. Ownership percentages must remain visible for everyone listed
- Registered corporate address confirmation
- Tax ID / registration number
- Company name & address
- Business structure
- Company website / URL
- Merchant category
- Annual revenue
- Estimated headcount
- Entity phone number
- Wise ToS acceptance
- Trust Agreement (if applicable)
- Transfer Agreement (TA) – required
- CDD Evidence:
- Estimated monthly transaction volume
- Use case countries
- Detailed use case description
- Source of Wealth (SoW) information
- SoW documents (audited financial statements preferred)
- Business checks
### Key individuals
You must submit information about key individuals of the entity. Ramp uses four roles: Beneficial owner, Director, Executive, and Representative. Required roles depend on the products enabled for the entity.
For the EUR and GBP KYB/C flows, select at least one **Director**, at least one **Executive**, and one **Representative**. If no individual directly or indirectly owns 25% or more, confirm that in the form instead of assigning the **Beneficial owner** role to a director. For PLN, SEK, or DKK card issuing, select at least one **Executive** and one **Representative**. One person can hold multiple roles, so you do not need to add the same person more than once.
| **Role** | **Definition** | **Requirement** |
| --- | --- | --- |
| Beneficial owner | An individual who directly or indirectly owns 25% or more of the company | Anyone who meets this definition, or confirm that no one does |
| Director | An individual who is a member of the governing board of the company | At least one for EUR and GBP flows |
| Executive | An individual who is an executive or senior manager with significant management responsibility for the business | At least one |
| Representative | An individual authorized to act for the business in this application | Exactly one |
Please select every applicable role for each individual. An individual can hold any combination of the three non-representative roles, including:
- Beneficial owner, Director, and Executive
- Beneficial owner and Director
- Beneficial owner and Executive
- Director and Executive
- Beneficial owner
- Director
- Executive
You must also select exactly one individual as the Representative. This person is authorized to act for the business in the application.
**Important Note:** For the EUR KYB/C flow for Bill Pay and Reimbursements, the selected **representative** will have to complete **liveness checks** (a quick identity verification) during submission. If the representative is **not** a director, they must provide proof that they are authorized to act for the business for KYB purposes. In this case, an **authorization letter** will need to be completed and signed.
### Identity verification
The information and documents provided for the person submitting, all Directors, Shareholders, and UBOs will be verified through the following methods:
- Electronic verification (GBG or Onfido, using 1+1 or 2+2 checks)
- Trusted Partner checks (e.g. Edentiti)
- SSN verification (if applicable for U.S. individuals)
### Directors
Please have the following information and documents available:
- Full name
- Date of birth
- Country of residence
- Nationality
- Title / Role
- ID (required if the Account Holder is not a Director)
- Address
- Address proof (e.g. utility bill)
- Email
- Phone
### Beneficial owners (if applicable)
Please have the following information and documents available:
- Full name
- Date of birth
- Country of residence
- Nationality
- Title / Role
- ID (for individuals, or company docs for SH companies)
- Home address
- Address proof (if required)
- Email
- Phone
Note: the same information above will also be collected for the person submitting.
## Frequently asked questions
### What Ramp role does the submitter need?
- Access depends on the submitter's permissions, not a specific Ramp role. The submitter must have access to the relevant entity and product in Ramp.
### Does the information I enter save?
- Business information is saved when you select **Continue**. Key individual information is saved when you select **Submit** for that individual.
- You can return to the form later, but edits that you have not submitted are not saved.
### How long will it take for the KYB/C check to be reviewed?
- 3–5 business days
- If the team determines there is a gap in your submission, you will be asked to resubmit
- It is of utmost importance your submission is complete and accurate to prevent delays
### Which agreements apply to the KYB/C check?
- [Europe Payment Card Supplement](https://ramp.com/legal/europe-payment-card-supplement)
- Stripe Issuing Accountholder Agreement ( [EU](https://ramp.com/legal/stripe-accountholder-agreement-eu) or [UK](https://ramp.com/legal/customer-terms/financial-institution-partner-agreements/stripe-accountholder-agreement-uk) )
- [Stripe Privacy Policy](https://stripe.com/privacy)
- [Ramp Privacy Policy](https://ramp.com/legal/privacy-policy)
- Wise Customer Agreement ([EU](https://wise.com/eu/legal/terms-of-use-business) or [GB](https://wise.com/gb/legal/terms-of-use-business))
- [Wise Privacy Policy](https://wise.com/gb/legal/privacy-notice-business-en)
---
# Unified login
> Official Ramp Help Center article. Topic: Account Settings & Security / Security & Authentication. [View the canonical page](https://support.ramp.com/unified-login).
## Overview
Unified sign-in lets you access multiple Ramp businesses with a single email address. You sign in once and switch between businesses from the navigation — no need to sign out and back in.
## How unified sign-in works
Your Ramp account is tied to a single email address. When you belong to more than one Ramp business, all of those businesses are linked to that same email. Each business is fully independent — your role, cards, Spend Limits, and settings in one business have no effect on another.
For example, you might be an Admin in your own company's Ramp account and a Cardholder in a client's account. Unified sign-in connects both under one sign-in, but the two businesses remain completely separate.
## Switch between businesses
### On desktop
To switch between businesses on the web:
1. Open the account switcher dropdown in the left-side navigation bar.
2. Select the business you want to switch to.
The dropdown lists each business by name. If you belong to six or more businesses, a search box appears at the top of the list.
Switching is instant — the page updates without a full reload.
### On mobile
On the Ramp mobile app, account switching is handled through the native app settings. Open the app settings and select **Switch account** to choose a different business.
## Sign out of Ramp
You do not need to sign out to switch between Ramp businesses linked to the same email address. Use the account switcher when you want to move between businesses. Sign out only when you want to end your current session or revoke all of your active sessions.
### Sign out of your current browser session
On desktop, open the profile menu in the top bar and select **Sign out**. On smaller browser widths, including mobile browsers, open **Settings** from the navigation and select **Sign out**. This ends the current session and takes you back to the Ramp sign-in page.
### Sign out of all active sessions
In a browser, open **Personal settings** and select **Sign out everywhere** if you want Ramp to revoke all of your active sessions. After you confirm, you need to sign in again on each device. Use this option when you want to secure your account across devices, not when you only need to switch between businesses.
## Get invited to another business
To access an additional Ramp business, an admin at that business needs to [invite you](/inviting-users-to-ramp) using your existing Ramp email address.
1. The admin sends you an invitation to the same email you already use for Ramp.
2. You sign in to your existing Ramp account and accept the invitation.
3. The new business appears in your account switcher immediately.
You do not need to create a new account or use a different password. The invitation links the new business to your existing sign-in.
## Troubleshoot multi-account issues
### I have two Ramp accounts with different emails
Ramp does not support merging accounts or linking multiple email addresses. If you have two separate Ramp sign-ins, choose which email you want to use going forward, and ask the admin of each business to re-invite you with that single email address. Once you accept the new invitations, all your businesses will be accessible under one sign-in.
### I was invited with a different email than my existing account
If an admin invited you with an email that does not match your current Ramp account, you will end up with two separate sign-ins. Ask the admin to cancel the original invitation and re-send it to the email address you already use for Ramp.
### I don't know which business to use
Open the account switcher to see all businesses linked to your email. Each business is independent — select the one relevant to what you need to do. Your role, cards, and settings are specific to each business.
### A business disappeared from my switcher
If a business is no longer visible in the account switcher, you were likely removed from that business by its admin. Your other businesses are not affected. Contact the admin of the missing business if you believe this was a mistake.
### I see "This business is locked"
A locked business has been restricted at the business level. You cannot access it until the restriction is lifted. Contact that business's admin for details, or [reach out to Ramp Support](/how-to-contact-ramps-support-team) if the admin is unavailable.
### My company changed email domains
If your company migrated to a new email domain, your admin may need to update the SAML or SSO configuration and re-invite affected users with their new email addresses. Contact your company's Ramp admin to coordinate the transition.
## Frequently asked questions
### Is there a limit to how many businesses I can access?
No. There is no limit to the number of Ramp businesses you can access with a single email.
### Can I have different roles in different businesses?
Yes. Your role is set independently in each business. You might be an Admin in one business and a Cardholder in another.
### What happens if I'm removed from one business?
Your access to that business ends, but all other businesses linked to your email are unaffected. You can continue signing in and switching between your remaining businesses as usual.
### Can I merge two Ramp accounts into one?
No. Ramp does not support account merging. If you have two accounts under different emails, pick one email address and ask each business's admin to re-invite you with that email.
### Can two users on the same business have their profiles unified?
No. Unified sign-in supports one user accessing multiple Ramp businesses with the same email, but it does not combine two different users from the same business into one sign-in.
If you're an Admin or Owner and need read-only access to an eligible non-admin user's account, use [Preview Mode](/preview-mode). Ramp does not support read-only preview access to another Admin's or Owner's account. If you need to complete supported tasks on behalf of another user, use the [Assistant permission](/user-role-deep-dive-assistant). If you need read-only access and do not have the Admin or Owner role, ask an Admin or Owner at your business to use Preview Mode.
### Does my role in one business affect another?
No. Roles, permissions, cards, and Spend Limits are completely independent across businesses.
### Where can I get help with sign-in issues beyond multi-account problems?
For password resets, MFA issues, or other sign-in problems, see [Troubleshooting Ramp sign-in and MFA issues](/troubleshooting-ramp-login-mfa-issues).
---
# Signing in with Passkeys
> Official Ramp Help Center article. Topic: Account Settings & Security / Security & Authentication. [View the canonical page](https://support.ramp.com/logging-in-with-passkeys).
## Overview
Passkeys let you sign in to Ramp without a password by using your device's built-in security — such as a fingerprint, face scan, or screen lock. Unlike passwords, passkeys cannot be phished, reused, or guessed.
Ramp supports passkeys for signing in and, when offered, verifying your identity during sensitive actions.
Passkey setup and management are only available on the [web version of Ramp](https://app.ramp.com/sign-in), not the mobile app. However, passkeys you create on the web can be used to sign in from supported mobile devices. For a visual walkthrough, watch our [passkey setup video](https://www.youtube.com/watch?v=i1PW8x6Oayg).
## Set up a passkey from settings
You can register up to 6 passkeys on your Ramp account. We recommend registering 2–3 across different devices or password managers so you always have a backup if one is unavailable.
1. Open [**Personal security**](https://app.ramp.com/settings/personal-settings/security).
2. Select **Configure a passkey**.
3. If you already have a passkey, select **Add passkey**.
4. Choose an enrollment option:
- **Phone** — scan a QR code to register a passkey from your phone.
- **This device** — register Touch ID, Windows Hello, or a password manager such as 1Password or Google Password Manager.
- **Security key** — register a security key such as a YubiKey.
5. Follow your device's prompts to complete enrollment.
6. Name your passkey. When Ramp recognizes your device or provider, we pre-fill a suggested name. You can change it to something you will recognize later.
> **Note:** In Safari, Ramp skips the enrollment option picker and starts setup for the current device.
## Set up a passkey at sign-in
After you sign in with your password, Ramp may show a full-screen page titled **Faster sign-in next time** inviting you to create a passkey.
1. On the upgrade page, select the option to create a passkey.
2. If prompted, complete an MFA verification step.
3. Follow your device's prompts to enroll the passkey.
4. Name the passkey when prompted.
You can dismiss this page if you prefer not to set up a passkey at that time.
## Sign in with a passkey
On the [Ramp sign-in page](https://app.ramp.com/sign-in), select the passkey option. Your browser prompts you to choose a passkey and verify with your device's security (fingerprint, face scan, PIN, or security key). Signing in with a passkey replaces the need for a separate password and MFA step.
## Verify your identity with a passkey
Some actions in Ramp require additional identity verification (step-up verification). When this happens, Ramp asks you to confirm your identity using one of the methods shown, which may include a passkey.
If you signed in with a passkey, Ramp normally asks for a different verification method during step-up. Some high-security actions can require a fresh passkey verification instead. A second passkey does not count as a different MFA method, so keep another [MFA method](/multi-factor-authentication-mfa-overview) active.
If you cannot use any of the methods shown, begin the [account recovery process](/recover-or-update-your-mfa-method).
## Manage your passkeys
Open [**Personal security**](https://app.ramp.com/settings/personal-settings/security). Under your passkeys, you can see each passkey's name and creation date. The provider and last-used date appear when available.
### Rename a passkey
Use **Rename passkey** next to a passkey. Use descriptive names (such as "Work laptop" or "YubiKey backup") so you can identify each passkey later.
### Remove a passkey
Use **Remove passkey** next to a passkey. You are asked to confirm: "Remove passkey? Removing your passkey called [name] cannot be undone." After removal, attempting to use that passkey produces the error: "Failed to authenticate: that passkey is not registered on Ramp."
## Troubleshoot passkey issues
### Passkey not working on a new device
If your passkey was stored in a platform authenticator (such as Touch ID or Windows Hello), it may not be available on a different device. Try one of the following:
- Use a passkey stored in a cross-platform password manager (1Password, Google Password Manager) that syncs across devices.
- Use the **Use phone or security key** option at sign-in to authenticate via QR code from a phone that has your passkey.
- Sign in with your password and another MFA method, then register a new passkey on the new device.
### Passkey stored in an old password manager
If you switched password managers, your passkeys from the previous one may no longer be accessible. If password sign-in is available for your account, sign in with your password and another MFA method, then register new passkeys in your current password manager. If password sign-in is not available, start the [account recovery process](/recover-or-update-your-mfa-method) to regain access and re-register your passkeys.
### Safari limitations
Safari does not support the **Use phone or security key** option. If you need to register a security key (such as a YubiKey), use Chrome or Edge instead.
### "Screen lock required" error
Your device does not have a screen lock enabled. Passkeys require your device to be secured with a PIN, fingerprint, or face unlock. Enable a screen lock in your device settings and try again.
### Bluetooth issues with cross-device authentication
If you are scanning a QR code to authenticate from a phone, make sure Bluetooth is enabled on both devices. The phone and computer communicate over Bluetooth to complete the verification.
### Browser extension conflicts
Password manager extensions (1Password, Bitwarden, etc.) may intercept the browser's passkey prompt. If you see an unexpected dialog or the flow does not complete, check whether an extension is handling the prompt, or temporarily disable it to use the browser's built-in passkey manager.
### "Your browser doesn't support passkeys"
Update your browser to the latest version. Passkeys require recent versions of Chrome, Safari, Edge, or Firefox.
### Lost access to all passkeys
If password sign-in is available for your account, sign in with your password and another MFA method, then open [**Personal security**](https://app.ramp.com/settings/personal-settings/security) to register new passkeys. If you cannot sign in at all, use Ramp's [account recovery process](/recover-or-update-your-mfa-method) to reset your MFA methods.
## Frequently asked questions
### How many passkeys can I set up?
Up to 6 per Ramp account.
### Does Ramp store my biometric data?
No. Your biometric data stays on your device and is not sent to Ramp.
### What devices support passkeys?
- **Apple:** iOS 18+, iPadOS 18+, macOS Ventura or later.
- **Google:** Android 9+ (with Google Play Services), ChromeOS.
- **Microsoft:** Windows 10+ with Windows Hello enabled, using Edge or Chrome.
### Why did Apple automatically create a passkey for my Ramp account?
Apple's password management system may automatically opt you into passkey creation. You receive a confirmation email from Ramp when this happens. To remove it, open [**Personal security**](https://app.ramp.com/settings/personal-settings/security), find the passkey labeled "Apple Passwords," and use **Remove passkey**.
### Can my admin require passkeys?
Admins cannot independently require passkeys for specific roles. Passkey availability is tied to whether password-based sign-in is enabled for your organization. Admins can review [MFA settings](/multi-factor-authentication-mfa-overview) for more details.
### Why am I only seeing passkeys for verification?
You are likely performing a high-security action or your admin has configured passkeys as a required verification method. If another MFA method is available, try it. Otherwise, start the [account recovery process](/recover-or-update-your-mfa-method).
### Why should I use passkeys instead of a password?
Passkeys are a FIDO credential resistant to phishing, always strong, and faster to use than a password plus OTP. If your business does not use [SSO](/setting-up-single-sign-on-sso-and-login-controls-in-ramp), passkeys are the most secure way to sign in to Ramp.
---
# Multi-factor authentication (MFA) overview
> Official Ramp Help Center article. Topic: Account Settings & Security / Security & Authentication. [View the canonical page](https://support.ramp.com/multi-factor-authentication-mfa-overview).
## Overview
Multi-factor authentication (MFA) adds an extra layer of security to your Ramp account by requiring additional identity verification. Ramp uses MFA for supported sign-in and step-up verification flows. Whether Ramp asks for MFA depends on your sign-in method and the security context.
This article covers how MFA works at Ramp, the available verification methods, and when you can expect to be prompted. If you have lost access to your MFA method, see [Recover or update your MFA method](/recover-or-update-your-mfa-method).
## MFA methods
Ramp supports the following verification methods, listed from most to least secure:
1. **Authenticator app (TOTP)** — Apps like Google Authenticator or Twilio Authy generate time-based codes. You can register up to 5 authenticator apps per account.
2. **Phone (SMS, voice call, or WhatsApp)** — Ramp sends a code via SMS to your phone number on file. If SMS does not reach you, voice call and WhatsApp are available as fallback options.
3. **Email** — A code is sent to your registered email address. This is the default when you have no phone number or authenticator app on file.
[Passkeys](/logging-in-with-passkeys) are not used for sign-in-time MFA because you already verified your identity by using the passkey to sign in. Passkeys can still be used for step-up verification during sensitive actions.
## When Ramp asks for MFA
Ramp prompts for MFA in these situations:
### At sign-in with a password
When you sign in with your email and password from a new or untrusted device, Ramp always requires MFA.
MFA is not required at sign-in when you use a [passkey](/logging-in-with-passkeys) because your identity is already verified.
### After SAML SSO
Ramp does not require an additional Ramp MFA check when you sign in through SAML SSO.
### After Google SSO (conditional)
If you sign in with **Sign in with Google**, Ramp may occasionally require MFA based on your account's security profile and sign-in activity.
### Step-up verification (sensitive actions)
Even after you are signed in, Ramp may ask you to re-verify your identity before performing certain sensitive actions, such as viewing payment details or changing account settings. This requires fresh verification using one of the methods Ramp offers, such as a passkey or verification code. The [Trust this device](#trust-this-device) setting does not bypass step-up verification.
## Verify your sign-in
When MFA is triggered, Ramp shows a verification screen with your available methods. You are offered whichever methods you have registered, and can switch between them from the same screen.
If you are having trouble receiving your code, the verification screen offers contextual help options, including resending the code or switching to a different delivery method.
For ongoing issues receiving SMS codes, see [Troubleshooting Ramp verification codes](/troubleshooting-ramp-verification-codes). For other sign-in issues, see [Troubleshooting Ramp sign-in and MFA issues](/troubleshooting-ramp-login-mfa-issues).
## Trust this device
On the MFA verification screen, you can check **Trust this device?** to reduce how often you are prompted at sign-in. When enabled:
- The trust lasts for a limited period, after which you are prompted again.
- Trust can be reset by certain account security actions, such as changing your password.
- Trust applies only to sign-in-time MFA. Sensitive actions always require fresh verification regardless of trust status.
Use this option only on your personal computer or mobile phone — not on shared or public devices.
## Set up an authenticator app
Authenticator apps are the most reliable MFA method because they work offline and are not affected by SMS delivery issues. To set one up:
1. Go to **Personal Settings** > [**Security**](https://app.ramp.com/settings/personal-settings/mfa) .
2. Under **Configure an authenticator app** , click **Add authentication device** .
3. Scan the QR code with your authenticator app (such as Google Authenticator or Twilio Authy) and follow the on-screen instructions.
Once configured, your authenticator app generates a 6-digit code that refreshes every 30 seconds. When prompted for MFA, enter the current code shown under the **Ramp** entry in your app.
If you have previously enrolled an authenticator, your existing devices appear in the list. You can manage or remove them from the same settings page.
## Keep your MFA codes secure
**Never share verification codes with anyone.** Ramp will never contact you to request a sign-in verification code. If someone asks for your code, do not respond — it may be a phishing attempt.
## Frequently asked questions
### Is an authenticator app better than SMS?
Yes. Authenticator apps work offline, are not subject to SMS delivery delays or carrier issues, and are considered more secure. We recommend setting up an authenticator app as your primary MFA method.
### What if I lose access to my MFA method?
If you can no longer access the phone number or authenticator app you use for MFA, see [Recover or update your MFA method](/recover-or-update-your-mfa-method) for recovery steps.
### Can my company disable MFA?
No. The business-level strict MFA setting controls fallback methods; it does not disable Ramp MFA. See [When Ramp asks for MFA](#when-ramp-asks-for-mfa) for the flows that trigger a challenge.
### What is strict MFA?
Strict MFA is a business-level security setting that restricts fallback to alternative verification methods. When enabled, you may have fewer options on the verification screen. Ask your admin if this is enabled for your company.
### How long is a verification code valid?
Verification codes are valid for approximately 5 minutes. If your code expires, request a new one from the verification screen.
### What happens if I enter the wrong code too many times?
If you enter the wrong code too many times, you are temporarily locked out. Wait a few minutes before trying again with a new code.
---
# Recover or update your MFA method
> Official Ramp Help Center article. Topic: Account Settings & Security / Security & Authentication. [View the canonical page](https://support.ramp.com/recover-or-update-your-mfa-method).
## Overview
This article covers how to change your MFA method while signed in, and how to recover access if you are locked out. Ramp supports several phone-based delivery methods — **SMS**, **voice call**, and **WhatsApp** — as well as **authenticator apps** like Google Authenticator and Twilio Authy.
For general information about MFA methods, see [Multi-factor authentication (MFA) overview](/multi-factor-authentication-mfa-overview).
## Update your phone number (while signed in)
### Update your own phone number
1. Go to [**Settings** > **Personal settings**](https://app.ramp.com/settings/personal-settings) .
2. Click **Edit my profile** .
3. Update your phone number.
4. Enter the verification code sent to your new number to confirm the change.
Ramp uses your new phone number for future MFA verification once confirmed.
### Have your admin update your phone number
An admin or IT admin can update the phone number on your account. This is useful if you are locked out or no longer have access to your current number. This option is not available if you use the same Ramp identity for more than one Ramp business. If this applies to you, use [self-service recovery](#option-2-self-service-recovery-from-the-sign-in-screen) instead.
1. Ask your admin to go to [**Company** > **People**](https://app.ramp.com/people/all) .
2. They click on your name, then click **Edit profile** .
3. They update the phone number and click **Save Changes** .
You may need to verify the new number before it takes effect for MFA. For more details, see [Updating user information in Ramp](/updating-user-information-in-ramp).
## Update your authenticator app (while signed in)
1. Go to [**Settings** > **Personal Settings** > **Security**](https://app.ramp.com/settings/personal-settings/security) .
2. Click **Configure multi-factor authentication** .
3. Click **Add authentication device** and follow the on-screen instructions to register your new authenticator app.
4. Return to the same screen and click the **X** next to your old authenticator to remove it.
After removing the old authenticator from Ramp, also delete the Ramp entry from your old authenticator app:
- In **Google Authenticator** : press and hold the Ramp account, tap the pencil icon, then tap the trash icon.
- In **Twilio Authy** : go to **Settings** > **Accounts** and tap the delete button next to Ramp.
## Recover access if you lost your phone or changed your number
If you are locked out because you no longer have access to your phone number, try these options in order.
### Option 1: Ask your admin to update your phone number
This is the fastest path. Your admin or IT admin can update the phone number on your account without you needing to sign in. This option is not available if you use the same Ramp identity for more than one Ramp business. See [Have your admin update your phone number](#have-your-admin-update-your-phone-number) above. Once they update it, return to the sign-in screen and sign in with MFA sent to your new number. If the admin option is not available, use [self-service recovery](#option-2-self-service-recovery-from-the-sign-in-screen) instead.
### Option 2: Self-service recovery from the sign-in screen
1. On the MFA verification screen, tap **Having trouble?**
2. Select **I can't receive verification codes sent to my phone number** .
3. Ramp sends a verification link to your email on file. Click the link in your inbox (check spam if needed). The link expires after 15 minutes.
4. Follow the prompts to diagnose the issue. If the guided steps do not resolve it, click **I still need help** .
5. Enter your new phone number and submit the verification code sent to it.
6. Ramp runs a phone ownership check. If the check passes, you are returned to the sign-in screen with your new number active.
7. If the ownership check is not sufficient, Ramp directs you to [verify your identity with Onfido](#verify-your-identity-with-onfido) .
### International phone numbers
International numbers may not receive SMS from Ramp's US short code (447-267). On the MFA verification screen, select **WhatsApp** or **voice call** instead — both work reliably for international numbers. For other delivery issues, see [Troubleshooting Ramp verification codes](/troubleshooting-ramp-verification-codes).
## Recover access if you lost your authenticator app
If you are locked out because you no longer have access to your authenticator app, try these options in order.
### Option 1: Fall back to phone verification
If you have a phone number on file, Ramp may offer to verify you via SMS, voice call, or WhatsApp instead of your authenticator. Select that option to sign in.
### Option 2: Account recovery from the sign-in screen
If phone verification is not available or does not work, Ramp may offer **Get help from your admin**. Submit an MFA removal request for approval by someone with the required permission. If admin help is not available, use self-service recovery:
1. On the MFA verification screen, tap **Having trouble?**
2. Select **I can't find an authenticator app code on my phone** .
3. Ramp sends a verification link to your email on file. Click the link in your inbox.
4. If you have multiple authenticator apps registered, Ramp displays all their names so you can double-check each one. If none work, select **Yes, I tried finding a code on all...**
5. Ramp directs you to [verify your identity with Onfido](#verify-your-identity-with-onfido) .
6. After verification succeeds, Ramp prompts you to set up a new authenticator app using a QR code or manual key. Name the authenticator, enter a verification code to confirm, and return to the sign-in screen.
### After recovering access
The recovery flow adds a new authenticator but does not automatically remove the old one. Once signed in, go to [**Settings** > **Personal Settings** > **Security**](https://app.ramp.com/settings/personal-settings/security) > **Configure multi-factor authentication** and remove the old authenticator to prevent it from being used to sign in. If you are unable to remove it yourself, [contact Ramp Support](/how-to-contact-ramps-support-team).
## Verify your identity with Onfido
During account recovery, Ramp may ask you to verify your identity through Onfido, a trusted identity verification partner. For phone recovery, this happens only if the phone ownership check is not sufficient. For authenticator recovery, this happens when admin help is not available or is not used.
### What to expect
1. Click **Start verification** .
2. Select your country of residence.
3. Choose a government-issued photo ID (passport, driver's license, or national ID card).
4. Scan the QR code with your phone to open a secure page where you photograph your document.
5. Follow the on-screen prompts to capture your photos.
### After verification
- **If verification succeeds:** You are returned to the sign-in flow. For phone recovery, you can sign in directly. For authenticator recovery, you set up a new authenticator first.
- **If verification fails:** You may retry with a different document. Common reasons for failure include blurry photos, expired documents, or a mismatch with the information on file. If retrying does not work, [contact Ramp Support](/how-to-contact-ramps-support-team) .
Verification typically completes within a few minutes. In rare cases, manual review may take longer.
## Frequently asked questions
### Can I receive MFA codes via WhatsApp?
Yes. WhatsApp is available alongside SMS and voice call as a delivery method for MFA codes. You can select it on the MFA verification screen, or set it as your preferred method from [**Settings** > **Personal settings**](https://app.ramp.com/settings/personal-settings) > **Communication preferences**. WhatsApp is especially useful for international phone numbers that cannot receive SMS from a US short code.
### Why am I being asked for MFA after using SSO?
Even with single sign-on (SSO), Ramp may prompt for additional MFA verification based on your business's security settings or risk-based checks. This helps protect sensitive actions within your account.
### Can my admin help me regain access?
An admin or IT admin can update the phone number on your account (see [Have your admin update your phone number](#have-your-admin-update-your-phone-number)), which may resolve your issue without the full recovery flow. Admins cannot directly reset MFA settings or remove authenticator apps. Where available, submit an MFA removal request for approval by someone with the required permission. If these options do not resolve the issue, [contact Ramp Support](/how-to-contact-ramps-support-team).
### I have an international phone number — what should I do?
Select **WhatsApp** or **voice call** on the MFA verification screen — both work reliably for international numbers that cannot receive SMS from Ramp's US short code (447-267). When entering a new number during recovery, include the correct country code. For other delivery issues, see [Troubleshooting Ramp verification codes](/troubleshooting-ramp-verification-codes).
### What if my identity verification fails?
You may retry with a different document. Common reasons for failure include blurry photos, expired documents, or a mismatch with the information on file. If retrying does not work, [contact Ramp Support](/how-to-contact-ramps-support-team).
### Should I set up a backup MFA method?
Yes. Having a second method — such as an authenticator app alongside your phone number — gives you a fallback if one becomes unavailable. Add an authenticator from [**Settings** > **Personal Settings** > **Security**](https://app.ramp.com/settings/personal-settings/security).
### How many times can I attempt account recovery?
Self-service recovery is limited to 3 attempts within 7 days. This flow is available only for users who sign in with a password. If you use SSO-only sign-in or have reached the limit, contact your admin or [Ramp Support](/how-to-contact-ramps-support-team).
For other sign-in and MFA issues not covered here, see [Troubleshooting Ramp sign-in and MFA issues](/troubleshooting-ramp-login-mfa-issues).
---
# New sign-in notifications
> Official Ramp Help Center article. Topic: Account Settings & Security / Security & Authentication. [View the canonical page](https://support.ramp.com/new-sign-in-notifications).
## Overview
Ramp monitors sign-in activity on your account and sends you an email notification when its security checks identify an unfamiliar sign-in. These notifications are always on and cannot be disabled. They help you spot unauthorized access quickly and take action to protect your account.
Sign-in notifications are triggered only for **password** and **Google OAuth** sign-ins. They are not sent for SAML SSO, passkey, or email OTP sign-ins.
## What's included in the notification
The notification email is sent from communications@ramp.com with the subject line **Ramp sign-in alert**. It includes the following details about the sign-in:
- **Device description** (e.g., "Chrome on macOS")
- **IP address**
- **IP location** (city, region, and country)
- **ISP** (internet service provider tied to the IP address, or VPN service where applicable)
- **Sign-in method** ("Google" or "Password")
- **Date and time** of the session
The email also includes a link to protect your account if you don't recognize the sign-in. This link is valid for **48 hours**.
## If you recognize the sign-in
If you recognize the device, location, and time in the notification, no action is needed. You can safely ignore the email.
## If you don't recognize the sign-in
If you don't recognize the sign-in details, take action immediately:
1. **Click the link in the email.** The link takes you to an account protection page where you can secure your account. This link expires after 48 hours.
2. **Choose an action on the account protection page:**
- **Password users:** Select **Sign out and reset password** (recommended). This signs out all active sessions across all your devices and sends you a password reset email.
- **Google users:** Select **Sign out everywhere** . This signs out all active sessions. Since your password is managed by Google, reset it through your Google account if needed.
3. **Review your account for unauthorized changes** , such as changes to your settings or unusual transactions.
4. **Contact Support if you find suspicious activity.** If anything looks wrong, [contact Ramp's Support team](/how-to-contact-ramps-support-team) to report it.
## Why you might receive this unexpectedly
Browser privacy features and network changes can make a familiar sign-in appear unfamiliar. This may happen after you use private browsing, clear browser data, or connect through a VPN or proxy.
If the notification details match your activity and the device, browser, and time look correct, no action is needed.
## Frequently asked questions
### Can I turn off these notifications?
No. Sign-in notifications are an always-on security feature and cannot be disabled.
### I use SSO — will I get these?
Only if you also sign in with Google OAuth. SAML SSO and passkey sign-ins do not trigger sign-in notifications.
### How long is the link in the email valid?
The account protection link expires after 48 hours. If it has expired:
1. Go to the [Ramp sign-in page](https://app.ramp.com/sign-in) and sign in. Then [sign out of all active sessions](/unified-login#sign-out-of-all-active-sessions).
2. Recover your password separately. Password users can select **Reset password** on the Ramp sign-in page. Google OAuth users reset their Google password through Google; resetting it does not revoke active Ramp sessions.
### Does "Sign out and reset password" sign out all my devices?
Yes. Both "Sign out and reset password" and "Sign out everywhere" revoke all active sessions across all your devices.
### I got this notification but I was using a VPN — is that normal?
Yes. VPNs and proxies can cause unexpected sign-in notifications. If the device and time match your activity, you can safely ignore the notification.
### I'm still concerned about my account security
If you've taken the steps above and still have concerns, [contact Ramp's Support team](/how-to-contact-ramps-support-team) for further assistance. You can also review [Troubleshooting Ramp sign-in & MFA issues](/troubleshooting-ramp-login-mfa-issues) for additional guidance.
---
# Managing login controls in Ramp
> Official Ramp Help Center article. Topic: Account Settings & Security / Security & Authentication. [View the canonical page](https://support.ramp.com/managing-login-controls-in-ramp).
> **Note: This article primarily applies to Ramp Administrators.**
> Cardholders may find other articles in the [Getting started](/get-started-with-ramp) section to be more applicable.
## Overview
At Ramp, we care about making security a core part of the user experience. To that end, we make it very easy for Admins and IT admins to set sign-in controls to ensure that users are only signing in to Ramp using approved sign-in methods.
## Setting sign-in controls
You can enable and disable sign-in methods for your employees based on their user roles by clicking **Login methods**. **We strongly recommend requiring SSO for all user types except for Guest users.** Guest users will always be allowed to sign in with email and password. You can enable other methods for Guests, but password sign-in cannot be disabled.
Once you have enabled multiple sign-in options, you can remove a method by clicking the **x** to the righthand side of the pill. **Note that every user role must have at least one sign-in method enabled.** The example below shows each role (Cardholders & managers, Accounting, IT admins, View-Only Admins, Admins, Owner, and Guests) with the available sign-in methods configured.
## Creating an exception list
There may be certain individual users who should retain access to password, even if their role has password removed as an approved sign-in. Now you can easily add individual names in an exception list on the second tab of the sign-in control panel. This could be useful for higher-importance individuals, or external users who might not have access to your company's single sign-on (SSO) protocol.
---
# SAML IdP-initiated logins
> Official Ramp Help Center article. Topic: Account Settings & Security / Security & Authentication. [View the canonical page](https://support.ramp.com/saml-idp-initiated-logins).
## Can I sign in to Ramp with SP-initiated SAML?
1. Go to: [https://app.ramp.com/sign-in](https://app.ramp.com/sign-in).
2. Enter your email address.
3. Click the “Sign in with \” button.
Ramp remembers your email address after the first sign-in, so you won’t have to enter your email address the next time you sign in to Ramp.
## Can I sign in to Ramp with IdP-initiated SAML?
Ramp does not support IdP-initiated sign-ins.
Ramp used to support a comparable sign-in flow via "bookmark URL" (a.k.a. "sign-on URL"), by using a customized `https://app.ramp.com/sign-in/saml/\` to simulate an IdP-initiated sign-in. However, due to a browser update in early 2024 **this flow is now deprecated**. Going forward, users now have to click the Sign In button when using these bookmarks.
---
# Setting up single sign-on (SSO) and login controls in Ramp
> Official Ramp Help Center article. Topic: Account Settings & Security / Security & Authentication. [View the canonical page](https://support.ramp.com/setting-up-single-sign-on-sso-and-login-controls-in-ramp).
> **Note: This article is for Ramp Administrators and IT Admins.**
> Cardholders and other users may find the [Getting started](/get-started-with-ramp) section more applicable.
## Overview
Single sign-on (SSO) lets your team sign in to Ramp using their existing company credentials instead of a separate password. Ramp supports Google SSO and SAML-based authentication with providers like Okta, Microsoft Entra ID, JumpCloud, and OneLogin.
This article covers how to set up SSO, configure SAML identity providers, and manage which sign-in methods are available to each user role. All of these settings are managed from **Settings** > **Company settings** > [**Security**](https://app.ramp.com/settings/company-settings/security).
## Google SSO
Google SSO is available by default for users whose email addresses are on a Google Workspace domain. No setup is required — users with eligible email addresses can select **Sign in with Google** on the Ramp sign-in page.
Admins can disable Google SSO for specific roles through [sign-in controls](#sign-in-controls), as long as at least one other sign-in method remains enabled for that role.
## Google Workspace SAML
Google SSO (the default sign-in option) is separate from Google Workspace SAML. If your organization uses Google Workspace as a SAML identity provider, configure it using the [Custom identity provider](#h_custom_identity_providers) option in the SAML setup flow — not the Google SSO toggle.
## SAML SSO
SAML (Security Assertion Markup Language) authentication lets you connect Ramp to your organization's identity provider. Once configured, users authenticate through your IdP and are signed into Ramp automatically.
### Setting up a SAML provider
To begin SAML setup:
1. Go to **Settings** > **Company settings** > [**Security**](https://app.ramp.com/settings/company-settings/security) .
2. In the **Identity providers** section, select **Begin setup** (or **Add provider** if you already have a provider configured).
You will be prompted to choose a provider. Ramp offers guided setup flows for the following providers:
- [**Microsoft Entra ID**](/set-up-ramps-saml-sso-integration-with-microsoft-entra-id-fka-azure-ad)
- [**Okta**](/set-up-ramps-saml-sso-integration-with-okta)
- [**OneLogin**](https://app.ramp.com/settings/company-settings/security/onelogin-setup) (in-app guide, requires authentication)
- [**JumpCloud**](https://app.ramp.com/settings/company-settings/security/jumpcloud-setup) (in-app guide, requires authentication)
Each provider has a step-by-step wizard that walks you through configuration in both Ramp and your identity provider.
> **Note:** Only users who exist in your identity provider will be able to sign in to Ramp using SAML.
### Custom identity providers
For any SAML provider not listed above — including Google Workspace SAML — select **Custom identity provider** and follow the in-app instructions. The setup flow will guide you through the configuration steps needed in both Ramp and your identity provider.
> **Note:** Some providers, such as Google Workspace, require you to host the metadata file yourself during initial setup to provide a metadata URL. Once the integration is configured, self-hosting is no longer needed.
### Supporting multiple domains
During SAML setup (and after), you can specify which email domains should use the SAML provider. You can assign multiple domains to a single provider, as long as:
1. A user with that email domain has an active Ramp account.
2. The domain is not already assigned to another SAML provider. In the standard setup, each domain can only be associated with one provider. If you need to share one domain across multiple Ramp businesses, see **Sharing an SSO domain across multiple Ramp businesses** .
### Managing an existing provider
After a SAML provider is configured, admins can view its metadata URL and update its supported domains from the **Identity providers** section.
To remove a SAML provider, all roles must have at least one other sign-in method enabled. You cannot delete a provider if it is the sole sign-in method for any role. If you need to remove it, first enable an alternative method (such as Password or Google SSO) for all affected roles through [sign-in controls](#sign-in-controls).
## Sign-in controls
Sign-in controls let you specify which authentication methods are available to each user role. You can manage these settings from **Settings** > **Company settings** > [**Security**](https://app.ramp.com/settings/company-settings/security), then select **Configure** under **Account access**.
### Setting sign-in methods by role
In the **Login methods** drawer, you can enable or disable **Password**, **Google SSO**, and **SAML** for each user role using the multi-select dropdown.
We strongly recommend requiring SSO for all roles except Guest users. To remove a sign-in method from a role, select the **x** next to the method. Every role must have at least one sign-in method enabled — Ramp enforces this automatically.
In the example above, Cardholders and Accounting roles can only sign in with Okta SSO, while IT Admins, Admins, Owners, and Guests have Password as an additional option.
### Guest user password requirement
Guest users must always have password sign-in enabled. Because Guest users are external to your organization and may not have access to your SSO provider, Ramp enforces password authentication for this role. You can enable additional methods for Guests, but you cannot remove password.
### Exception list for individual users
Some users may need password access even if their role is configured for SSO only — for example, external contractors or executives who need a fallback sign-in method.
To manage exceptions, open the **Exceptions** tab in the **Login methods** drawer. From there, you can add individual users who should retain password sign-in regardless of their role's settings.
### Passkeys and sign-in controls
Passkeys are not configurable per role. Passkey availability is tied to whether password sign-in is enabled — if a role has password sign-in, passkeys are available as an additional sign-in option. For more details, see [Signing in with Passkeys](/logging-in-with-passkeys).
## Frequently asked questions
### Can I have multiple SAML providers?
Yes. Ramp supports multiple SAML providers, with each provider assigned to one or more email domains. In the standard setup, each domain can only be associated with one provider. If your organization needs to share one domain across multiple Ramp businesses, see **Sharing an SSO domain across multiple Ramp businesses**.
### Does Ramp support IdP-initiated SAML?
No. Ramp supports only SP-initiated (service-provider-initiated) SAML, where the sign-in flow starts from the Ramp sign-in page. If your identity provider has a Ramp tile or bookmark, it should be configured to redirect to Ramp's sign-in URL, which then initiates the SAML flow. For more details, see [SAML IdP-initiated sign-ins](/saml-idp-initiated-logins).
### Can I require passkeys for specific roles?
Not directly. Passkeys are available as a sign-in option whenever password sign-in is enabled for a role. There is no separate toggle to require or restrict passkeys independently. See [Signing in with Passkeys](/logging-in-with-passkeys) for more information.
### What happens if I try to delete my SAML provider?
If any role relies on SAML as its only sign-in method, Ramp will block the deletion. You will need to enable an alternative sign-in method for all affected roles before you can remove the provider. Go to [sign-in controls](#sign-in-controls) to update role settings first.
### What if an employee's email domain does not match the SAML provider?
If a user tries to sign in with SAML but their email domain is not associated with any configured SAML provider, they may be blocked from signing in. Contact your IT administrator to verify that the user's domain is assigned to the correct provider, or add the domain to an existing SAML configuration.
### A new user is getting an error when accepting their invite with SAML SSO. What should I check?
When a user accepts an invite and your organization uses SAML authentication, several things must align:
- The user's email domain must be assigned to a configured SAML provider in Ramp.
- The email address in the SAML identity provider must exactly match the email used for the invite.
- The user must use SAML as their sign-in method if SAML is the only enabled method for their role.
Common errors include:
- **"The email from your identity provider does not match your Ramp email"** — The SAML identity provider email and invite email are different. Ensure both match exactly.
- **"Your SSO configuration is invalid"** — The SAML provider configuration needs attention. Check the metadata URL and certificate validity.
- If the user's role is configured for SAML-only sign-in but they are trying to use a password, they will be blocked. Either add password as a sign-in method for their role through [sign-in controls](#sign-in-controls) or add them to the [exception list](#h_exception_list) .
For step-by-step help with accepting an invite and signing in, see [Signing in to Ramp for the first time](/logging-into-ramp-for-the-first-time).
### I am having trouble signing in. Where can I get help?
For sign-in and MFA issues, see [Troubleshooting Ramp sign-in and MFA issues](/troubleshooting-ramp-login-mfa-issues). If you need to reach Ramp directly, see [How to contact Ramp's Support team](/how-to-contact-ramps-support-team).
---
# Sharing an SSO domain across multiple Ramp businesses
> Official Ramp Help Center article. Topic: Account Settings & Security / Security & Authentication. [View the canonical page](https://support.ramp.com/sharing-an-sso-domain-across-multiple-ramp-businesses).
## Overview
> **Early Access.** Available for Ramp Plus businesses only. Applies to Ramp Administrators and IT Admins managing SAML SSO. Only Ramp Plus businesses can request domain sharing. The business that already owns the domain does not need Ramp Plus to approve or deny the request.
Shared SSO domains let multiple Ramp businesses use the same email domain for SAML SSO. This helps organizations with parent and subsidiary entities, multi-entity structures, or separate Ramp businesses that all use one company domain.
In the standard SSO setup, one domain is connected to one SAML provider. If another Ramp business already uses your domain, you can request access instead of starting over. Each business still keeps its own SSO provider configuration.
## How it works
- **The requesting business enters a domain that another Ramp business already uses for SSO.**
- **Ramp lets the requester ask for access.** The owning business's admins are notified and can approve or deny the request.
- **Only the requesting business is notified of the result.** The owning business reviews the request from the email it received and chooses whether to approve or deny it. If approved, the requesting business finishes setup normally.
- **Each business stays independent.** Sharing a domain does not merge metadata URLs, certificates, or sign-in controls between businesses.
- **Only the requesting business needs Ramp Plus.** The business that already owns the domain can still approve or deny the request without Ramp Plus.
- **Existing SSO setups are unchanged.** If your business does not have a domain conflict, the standard SSO setup stays the same.
## Request to share an SSO domain
1. Go to **Settings** > **Company settings** > [**Security**](https://app.ramp.com/settings/company-settings/security) .
2. In the **Identity providers** section, click **Begin setup** or **Add provider** .
3. Enter the email domain you want to use for SSO.
4. If another Ramp business already owns that domain, Ramp shows **Used by another business. Request access to use this domain.** .
5. Select the domain, then click **Request access** .
6. Wait for the owning business to approve or deny the request.
7. If the request is approved, return to the provider setup flow and complete SSO setup as usual.
> **Note:** If you do not see your domain during setup, add a Ramp user with that email domain first, then refresh the list.
> **Note:** If a request is **Denied**, it is not re-requestable.
## Review a domain-sharing request
When another Ramp business requests to share a domain your business already owns, Ramp emails admins on the owning business. That email opens the **SSO domain request** review page.
1. Open the approval email.
2. Review the request details, including the requester, requesting business, identity provider, metadata URL, and current status.
3. Click **Approve** or **Deny** .
Only the requesting business is notified of the outcome. If the request is approved, the requesting business can finish configuring its SSO provider. If the request is **Denied**, it is not re-requestable.
## After a request is approved
After approval, the requesting business can finish its SSO setup. The shared domain appears in that business's provider settings just like any other enabled domain.
## Provider statuses
- **Pending:** The requesting business submitted the request and is waiting for a response. In the domain picker, this appears as **Access request pending** .
- **Approved / Active:** The requesting business can finish setup and use the shared domain in its own provider configuration.
- **Denied:** The owning business rejected the request. In the domain picker, this appears as **Request was denied** . Denied requests are not re-requestable.
- **Closed:** The request review page can also show **Closed** .
## Frequently asked questions
### Does this change anything for existing SSO setups?
No. If your business does not have a domain conflict, the SSO setup experience stays the same.
### Can I transfer domain ownership to another business?
Not through a self-serve workflow today. Ownership stays with the first business that claimed the domain unless that business deletes its provider.
### What happens if the domain owner deletes its provider?
If another active shared provider exists for that domain, ownership transfers automatically to the next oldest active provider.
### What happens if my request is denied?
If a request is **Denied**, it is not re-requestable.
### Why don't I see my domain during setup?
Ramp only shows domains that already belong to an active Ramp user. If the domain is missing, add a user to Ramp with that email domain and refresh the list.
## Related articles
- [Setting up single sign-on (SSO) and login controls in Ramp](/setting-up-single-sign-on-sso-and-login-controls-in-ramp)
- [Troubleshooting SSO sign-in issues](/troubleshooting-sso-sign-in-issues)
---
# Troubleshooting SSO sign-in issues
> Official Ramp Help Center article. Topic: Account Settings & Security / Security & Authentication. [View the canonical page](https://support.ramp.com/troubleshooting-sso-sign-in-issues).
## Overview
This article helps you resolve issues signing in to Ramp with single sign-on (SSO), including Google SSO and SAML-based providers like Okta, Microsoft Entra ID, and OneLogin. If you need to set up SSO for the first time, see [Setting up single sign-on (SSO) in Ramp](/setting-up-single-sign-on-sso-and-login-controls-in-ramp).
Each section below covers a specific error message or scenario. Find the message or situation that matches what you see, then follow the steps to resolve it.
## "SSO configuration error"
If you see **"SSO configuration error"** with a message like "Your SSO system returned an error," your identity provider (IdP) returned an error during the SAML authentication process.
### Common causes
- The SAML attribute mapping in your IdP is missing required fields. Ramp requires **first name** , **last name** , and **email** attributes.
- The SAML certificate has expired.
- The Assertion Consumer Service (ACS) URL or Entity ID in your IdP does not match Ramp's configuration.
### How to resolve
**IT admins:** Check your IdP's SAML configuration and verify the following:
1. The attribute mapping includes first name, last name, and email.
2. The SAML certificate is current and not expired.
3. The ACS URL and Entity ID match the values shown in Ramp's SSO settings.
For setup details, see [Setting up single sign-on (SSO) in Ramp](/setting-up-single-sign-on-sso-and-login-controls-in-ramp).
**Employees:** Share the exact error message with your IT administrator so they can investigate.
## "Email mismatch"
If you see **"Email mismatch"** with the message "The email from your SSO provider doesn't match your Ramp account," the email address your IdP sends during authentication does not match the email on your Ramp account.
### Common causes
- Your company recently changed email domains (for example, from `@oldcompany.com` to `@newcompany.com` ), and either Ramp or the IdP still has the old email.
- Your name changed and your email was updated in one system but not the other.
- You are signing in with a personal email account instead of your work account.
### How to resolve
**IT admins:** Verify that the user's email address in your IdP matches their email in Ramp. If your company recently migrated email domains, update the email in both systems to match.
**Employees:** Confirm you are signing in with your work email, not a personal account. If your email recently changed, ask your IT administrator to align your email across Ramp and your IdP.
**For Google SSO:** Ramp compares your Ramp email with the email returned by the Google account you select. Ask your Google Workspace administrator to confirm which Google account email matches your Ramp email, then follow [Wrong Google account selected](#wrong-google-account-selected) to retry with that account. If Ramp still shows **"Email mismatch"** after the emails match, [contact Ramp Support](/how-to-contact-ramps-support-team). Include the exact error, the approximate attempt time and time zone, your browser and device, and a screenshot showing the Google account you selected.
If your company recently migrated to a new email domain, your IT administrator also needs to update the domain in Ramp's SAML provider configuration. See ["SSO sign-in failed"](#sso-sign-in-failed) if users with the new domain cannot find an SSO option.
## "Invalid certificate response"
If you see **"Invalid certificate response"** with the message "We received an invalid certificate response from your identity provider," the SAML certificate your IdP sent could not be validated.
### Common causes
- The SAML signing certificate in your IdP has expired.
- The certificate was recently rotated in your IdP but the new certificate was not uploaded to Ramp.
- The certificate in Ramp's SSO settings does not match the certificate your IdP is using to sign responses.
### How to resolve
**IT admins:**
1. Check your IdP for the current signing certificate and its expiration date.
2. If the certificate was recently rotated, download the new certificate from your IdP.
3. Upload the updated certificate or re-upload your IdP metadata in Ramp's SSO settings.
For instructions on updating SSO settings, see [Setting up single sign-on (SSO) in Ramp](/setting-up-single-sign-on-sso-and-login-controls-in-ramp).
**Employees:** Contact your IT administrator and let them know you are seeing a certificate error when signing in.
## "SSO sign-in failed"
If you see **"SSO sign-in failed"** with the message "Your SSO provider isn't configured for [your email]," your email domain is not linked to a SAML provider in Ramp.
### Common causes
- Your email domain has not been added to the SAML provider configuration in Ramp.
- Your company uses multiple email domains and only some are configured for SSO.
- You are entering an email address that belongs to a different domain than the one configured for SSO.
### How to resolve
**IT admins:** Go to Ramp's SSO settings and verify that the user's email domain is included in the SAML provider configuration. If your company uses multiple domains, add each domain that should use SSO.
**Employees:** Check with your IT administrator to confirm which email address you should use for SSO sign-in. If you have multiple email addresses, try signing in with your primary work email.
## "Sign-in method unavailable"
If you see **"Sign-in method unavailable"** with the message "Your administrator has disabled this sign-in method," the sign-in method you are trying to use has been turned off for your role.
**IT admins:** Review the sign-in methods enabled for each role in your organization's settings. If a role should have access to a specific sign-in method, re-enable it.
**Employees:** Contact your IT administrator to find out which sign-in method is available for your account. Your administrator controls which sign-in options are enabled for different roles.
## "Account is missing required information"
If you see **"Your account is missing required information"** after completing SSO authentication, it means the SSO handshake with your identity provider succeeded, but Ramp could not finish signing you in because your account is missing data that Ramp requires.
This is different from the [SSO configuration error](#sso-configuration-error) messages above — those occur when the IdP itself returns an error. This error occurs *after* your IdP authenticates you.
### Common causes
- Your Ramp account was created but is incomplete — for example, a required profile field was never filled in.
- Your identity provider is not sending all required attributes (first name, last name, email) in the SAML assertion, so Ramp cannot populate your account.
- You were recently added to the organization but your account setup is not yet complete.
### How to resolve
**IT admins:** Verify that the user's account exists in Ramp and that all required fields are populated. Also check that your IdP's SAML attribute mapping sends first name, last name, and email. If the user was recently invited, confirm that they completed the account setup process.
**Employees:** If you received an invitation to join Ramp, check whether you completed all the steps in the invitation email. If you are unsure, ask your IT administrator to verify your account status. If the issue persists, [contact Ramp Support](/how-to-contact-ramps-support-team).
## SSO authenticates but Ramp shows an error
In some cases, your identity provider authenticates you successfully (you see your IdP's sign-in screen, enter credentials, and are redirected back) but Ramp displays a generic error such as "Unable to sign in, please try again later" instead of signing you in.
This indicates a problem on the Ramp side of the sign-in flow, not with your identity provider.
1. Wait a few minutes and try again — this may be a temporary service issue.
2. Clear your browser cookies for `app.ramp.com` and try signing in from an incognito or private window.
3. Ask your IT administrator to check whether any changes were recently made to your Ramp account or SSO configuration.
If the error continues, [contact Ramp Support](/how-to-contact-ramps-support-team) with your email address, the approximate time of the error, and any error message you see on screen. Mention that your IdP authentication succeeded but Ramp returned an error afterward.
## Google SSO not working
If you are unable to sign in using Google SSO, there are several possible causes.
### Wrong Google account selected
If you have multiple Google accounts signed in to your browser, you may have selected the wrong one. Try the following:
1. Open an incognito or private browser window.
2. Go to [app.ramp.com/sign-in](https://app.ramp.com/sign-in) .
3. Select the Google SSO option and sign in with your work Google account.
### Personal Gmail vs. work email
Google SSO requires a Google Workspace account associated with your company. If your company does not use Google Workspace, or if you are trying to sign in with a personal Gmail address, Google SSO will not work. Check with your IT administrator about which sign-in method to use.
### Google SSO disabled by Admin
Your administrator may have disabled Google SSO for your organization or role. Contact your IT administrator to confirm whether Google SSO is enabled.
### "Oops, something went wrong"
This is a generic error that can appear during Google SSO for a variety of reasons. Because the message does not specify a cause, try these steps in order:
1. Open an incognito or private browser window and try signing in again — this rules out cached credentials or a wrong Google account.
2. Make sure you are selecting your **work** Google account, not a personal Gmail account.
3. Clear your browser cookies for `app.ramp.com` and `accounts.google.com` , then try again.
4. Try a different browser.
If the error persists after these steps, ask your IT administrator to verify that your Google Workspace account is active and that Google SSO is enabled for your organization in Ramp. If the issue remains unresolved, [contact Ramp Support](/how-to-contact-ramps-support-team) with a screenshot of the error and the email address you are using.
### Popup blocked
Google SSO opens a popup window to complete authentication. If your browser blocks the popup, see [Popup errors](#popup-errors) below.
## I don't see an SSO option on the sign-in page
Ramp's sign-in page dynamically shows the available sign-in methods based on the email address you enter. If you do not see an SSO option:
- **Verify your email address.** Make sure you entered the correct work email. SSO options appear only for email domains that have SSO configured.
- **Check with your IT administrator.** SSO may not be set up for your organization or your specific email domain. Your administrator can verify SSO configuration in Ramp's settings.
- **Try a different email.** If your company uses multiple email domains, the SSO option may be linked to a specific domain.
If you see **"No sign-in methods configured"** with the message "Contact your IT administrator for assistance," no sign-in methods have been set up for your email. Contact your IT administrator to resolve this.
## Popup errors
SSO sign-in uses a browser popup to communicate with your identity provider. If the popup is blocked or closed prematurely, you may see one of these messages:
- **"Popup closed without completing sign in"** — The popup was closed before authentication finished. Try signing in again without closing the popup window.
- **"Popup blocked"** — Your browser prevented the popup from opening.
1. Allow popups for `app.ramp.com` in your browser settings.
2. Disable any browser extensions that block popups.
3. Try a different browser or an incognito/private window.
4. Sign in again after allowing popups.
## Admin locked out because SSO is broken
If you are an admin and SSO is misconfigured for your organization, you may be unable to sign in to fix the issue yourself. Ramp does not currently offer a way to bypass SSO from the sign-in page.
To regain access, [contact Ramp Support](/how-to-contact-ramps-support-team) and provide your company name and admin email address. The Support team can help restore access to your account.
## Does Ramp support IdP-initiated SAML?
Ramp does not support IdP-initiated SAML sign-ins. Ramp uses **SP-initiated (service-provider-initiated) SAML only**, which means sign-in must start from [Ramp's sign-in page](https://app.ramp.com/sign-in).
If you try to launch Ramp directly from your IdP portal (for example, from an Okta or Entra ID app tile configured as a SAML launch), the sign-in will fail.
Ramp previously supported a "bookmark URL" flow (`https://app.ramp.com/sign-in/saml/\`) that simulated an IdP-initiated sign-in, but this flow was deprecated due to browser changes in early 2024. Users with these bookmarks now see a Ramp sign-in page and must use the Sign In button to continue.
- Bookmark [app.ramp.com/sign-in](https://app.ramp.com/sign-in) and start your sign-in from there.
- If your IdP supports configuring app tiles as bookmark links instead of SAML launches, your IT administrator can set up the Ramp app tile to redirect to `app.ramp.com/sign-in` .
For more details on SP-initiated vs. IdP-initiated SAML and the deprecated bookmark flow, see [SAML IdP-initiated sign-ins](/saml-idp-initiated-logins).
## Frequently asked questions
### Can I use SSO and still be asked for MFA?
Yes. Even after signing in with SSO, Ramp may prompt you for multi-factor authentication (MFA) as a step-up verification for sensitive actions, such as approving large transactions or changing account settings. This is a separate security layer from the SSO sign-in itself. If you need to change or recover your MFA method, see [Recover or update your MFA method](/recover-or-update-your-mfa-method). For other MFA issues, see [Troubleshooting Ramp sign-in and MFA issues](/troubleshooting-ramp-login-mfa-issues).
### Can I switch between SSO and password sign-in?
This depends on your organization's sign-in controls. Administrators can configure which sign-in methods are available for each role. If SSO is the only method enabled for your role, you will not see a password option on the sign-in page. Check with your IT administrator about which methods are enabled for you.
### I was removed from my company's IdP group. What happens?
If you are removed from the SSO group in your identity provider, SSO sign-in will fail because your IdP will no longer authenticate you for Ramp. Contact your IT administrator to be re-added to the appropriate IdP group. If your administrator has enabled an alternate sign-in method for your role, you may be able to use that method in the meantime.
### I'm a new employee and SSO gives an error on my first sign-in.
If you were recently invited to join Ramp and get an error when trying SSO for the first time, complete your account setup before attempting SSO:
1. Go back to the original invitation email and follow the link to finish any remaining setup steps.
2. If the invitation link has expired, ask your IT administrator to re-send it.
3. After completing setup, go to [app.ramp.com/sign-in](https://app.ramp.com/sign-in) and try SSO again.
If SSO still fails after setup, ask your IT administrator to verify that your email is included in your company's SSO group. You may also see the ["Account is missing required information"](#account-is-missing-required-information) error if your account is incomplete.
### My company switched identity providers entirely (e.g., Google to Microsoft). What do we do?
Switching identity providers — for example, migrating from Google Workspace to Microsoft Entra ID — requires updating your SSO configuration in Ramp, not just changing email domains. Your IT administrator needs to:
1. Set up the new SAML provider in Ramp's SSO settings following the instructions in [Setting up single sign-on (SSO) in Ramp](/setting-up-single-sign-on-sso-and-login-controls-in-ramp) .
2. Verify that the new provider's domain configuration matches your users' email domains.
3. Test the new SSO flow before removing the old provider.
If your old provider has already been decommissioned and users cannot sign in, see [Admin locked out because SSO is broken](#admin-locked-out-because-sso-is-broken) for steps on regaining access.
### Ramp is asking me to set up a passkey instead of using SSO
Ramp may prompt users to set up a passkey as an additional sign-in method, even if your organization uses SSO. This does not replace SSO — it is an optional alternative sign-in method. If you prefer to skip the passkey setup and continue using SSO, look for an option to skip or dismiss the prompt. If the prompt is blocking your sign-in or appearing repeatedly, ask your IT administrator to review your organization's sign-in method settings, or [contact Ramp Support](/how-to-contact-ramps-support-team) for guidance.
---
# Troubleshooting Ramp login & MFA issues
> Official Ramp Help Center article. Topic: Account Settings & Security / Security & Authentication. [View the canonical page](https://support.ramp.com/troubleshooting-ramp-login-mfa-issues).
## Overview
**Start here:** Go to the [Ramp sign-in page](https://app.ramp.com/sign-in) and try the password reset form. If your account has a password, this will let you reset it. The form will also let you know if your company may use Google or SSO instead. This is the fastest way to figure out which sign-in method your account uses.
Signing in for the first time? Follow the [Signing in to Ramp for the first time](/logging-into-ramp-for-the-first-time) guide instead.
## I'm not receiving the password reset email
> **Important:** If your company uses Google Workspace, Okta, Microsoft Entra ID, OneLogin, JumpCloud, or another SSO provider, your account may not have password sign-in enabled. Password reset emails are sent for accounts that can use passwords. If no reset email arrives, ask your Ramp Admin to review sign-in controls in [**Settings** > **Company settings** > **Security**](https://app.ramp.com/settings/company-settings/security).
Try these checks in order:
1. **Use the email your company invited you with** — your Ramp account may be tied to an older work email, alias, or pre-migration domain.
2. **Check spam, junk, quarantine, and email filtering** — ask your IT team to allowlist emails from `@ramp.com` if corporate filtering blocks reset messages.
3. **Try Google or SSO instead** — if your company requires SSO, use the sign-in option shown on the [Ramp sign-in page](https://app.ramp.com/sign-in) instead of requesting a password reset.
4. **Ask your Ramp Admin to confirm your account email and sign-in method** — Admins can confirm the email on file, resend an invite, or update role-based sign-in controls.
5. **Check whether you've accepted your Ramp invite** — new users need to accept the invite email from Ramp before they can sign in or reset a password.
Still not working? Try a hard refresh (Cmd+Shift+R on Mac, Ctrl+Shift+R on Windows), an incognito window, or a different browser. If none of that helps, [contact Ramp Support](/how-to-contact-ramps-support-team).
## I'm not receiving the SMS verification code
Try these alternatives — they're available directly on the verification screen:
1. **Try a voice call** — look for the call option on the verification screen. This calls your phone and reads the code aloud. Voice calls work even when SMS is blocked by your carrier, and this resolves the issue for most users.
2. **Try email** — if available, select the email option to receive a code by email.
3. **Try WhatsApp** — if available, you can receive the code via WhatsApp.
4. **Check if you opted out of Ramp texts** — if you ever texted STOP to Ramp's number, text START back to re-enable. The Ramp short code is 447-267.
5. **Check for carrier blocking** — some carriers block short code messages by default. Contact your carrier to unblock 447-267, or continue using voice call.
6. **International numbers** — international phone numbers often can't receive US short code SMS. Ramp will attempt to use a regular phone number for international delivery, but if that does not work, use the voice call or email option instead.
For more detail on SMS troubleshooting, see [Troubleshooting Ramp verification codes](/troubleshooting-ramp-verification-codes).
## I no longer have access to my MFA phone number
1. On the verification screen, look for the help or trouble option and select the option indicating you no longer have access to your phone number.
2. You'll receive a verification link to your email on file.
3. Follow the prompts to register a new phone number. You may be asked to verify your identity through ID verification.
For full step-by-step instructions, see [Updating your multi-factor authentication (MFA) method](/recover-or-update-your-mfa-method).
## I no longer have my authenticator app
1. **Try falling back to phone verification first** — if you have a phone number on file, the verification screen may offer SMS or voice call as an alternative. Use that to get in.
2. If phone verification isn't available, select **Get help from your admin** when offered and submit an MFA removal request for approval by someone with the required permission.
3. If admin help is not available, look for the trouble option and select the option indicating you can't access your authenticator app.
4. Ramp will show you the names of all authenticator apps on your account — double-check each one before proceeding.
5. If none work, you'll be directed to verify your identity through ID verification (photo ID).
6. Once verified, you'll set up a new authenticator app during the recovery flow.
If you used identity verification to set up a new authenticator, [remove the old authenticator after recovering access](/recover-or-update-your-mfa-method#after-recovering-access) so it cannot be used to sign in. If you cannot remove it yourself, [contact Ramp Support](/how-to-contact-ramps-support-team).
For full step-by-step instructions, see [Updating your multi-factor authentication (MFA) method](/recover-or-update-your-mfa-method).
## My passkey isn't working
1. **Make sure Bluetooth is on** if you're verifying with your phone on a different computer.
2. **Try a different browser** — password managers (1Password, Bitwarden, NordPass) can intercept the passkey prompt. Try without the extension active.
3. **Use a different verification method** — if SMS, voice call, or email are available on the verification screen, use one of those to get in.
4. **Register a new passkey if the old one is on a lost device** — if you can sign in with a password or another MFA method, go to [**Settings** > **Personal settings** > **Security**](https://app.ramp.com/settings/personal-settings/security), remove the old passkey, and add a new one on your current device.
5. **Start account recovery if you cannot sign in at all** — if every passkey is unavailable and no fallback method works, use Ramp's [account recovery process](/recover-or-update-your-mfa-method) or contact Ramp Support for identity verification.
If you recently changed devices, your passkey may still be stored only on the old laptop, phone, security key, or password manager. For more passkey recovery options, see [Signing in with Passkeys](/logging-in-with-passkeys).
## I don't see the option to sign in with a password
Password availability is controlled by your company's Ramp sign-in controls. If you only see Google, Okta, Microsoft Entra ID, OneLogin, JumpCloud, or another SSO option, either your company requires SSO-only sign-in or password sign-in has not been enabled for your role or account.
If you're a Cardholder or another non-admin user, contact your company's Ramp Admin. Ramp Support cannot override company-level authentication settings for you. Admins can review [sign-in controls](/setting-up-single-sign-on-sso-and-login-controls-in-ramp#sign-in-controls) and add a password exception if company policy allows it.
## I reset my password but still can't sign in
If your password reset succeeded but sign-in still fails, confirm that your browser is not filling an old password. Clear your saved Ramp password, try an incognito window, or sign in from a different browser before requesting another reset.
If the reset link expired, request a new reset from the [Ramp sign-in page](https://app.ramp.com/sign-in). Password reset links expire after 24 hours for security.
If you reset your password but Ramp still redirects you to SSO, your company may require SSO-only sign-in. Use the SSO option shown on the sign-in page, or ask your Ramp Admin to review [sign-in controls](/setting-up-single-sign-on-sso-and-login-controls-in-ramp#sign-in-controls).
## My account is locked or suspended
A locked account is usually a temporary security restriction after suspicious activity or too many failed attempts. Check your email for a Ramp security message and follow the instructions in that message before trying again.
A suspended account requires review before access can be restored. Ask your Ramp Admin to confirm whether your user profile is active. If your Admin cannot restore access, [contact Ramp Support](/how-to-contact-ramps-support-team) with your company name, account email, and the error message you see.
## I'm getting an SSO error
**"Your SSO system returned an error":** Your company's SSO configuration may be missing required fields. **Contact your IT administrator and ask them to check the SAML attribute mapping** — first name, last name, and email must all be configured.
**SSO email mismatch:** The email in your identity provider (Okta, Entra, etc.) doesn't match what's on your Ramp account. **Contact your IT admin to align them.**
**Google SSO not working:** **Make sure you're selecting the correct Google account** — users often accidentally click their personal Gmail instead of their work email. Try an incognito window to avoid cached credentials.
**Admin locked out because SSO is broken:** If you're a Ramp Admin and SSO is misconfigured, you cannot bypass it on your own. [**Contact Ramp Support**](/how-to-contact-ramps-support-team) with your company name and admin email — we can temporarily disable SSO enforcement so you can regain access and fix the configuration.
For SSO setup and configuration, see [Setting up single sign-on (SSO) in Ramp](/setting-up-single-sign-on-sso-and-login-controls-in-ramp).
## Understanding Ramp error messages
| **Message** | **What to do** |
| --- | --- |
| We're unable to log you in. | Your account may be locked or deactivated. Confirm with your Ramp administrator. |
| Network error encountered. | This usually indicates a device or network issue. Try a different browser, device, or network. Make sure to disable any ad blockers or VPNs. |
| Too many failed sign-in attempts. Wait and try again or reset your password. | Wait before trying to sign in again. The exact wait time varies. |
| Your session has expired. | Your sign-in session timed out. Go back to the [Ramp sign-in page](https://app.ramp.com/sign-in) and try signing in again. |
| We are having trouble authenticating you. Try again or contact support. | Likely due to too many sign-in attempts. Reset your password and wait before signing in again. |
| Oops, something went wrong. | Try again. If it persists, [contact Ramp Support](/how-to-contact-ramps-support-team). |
## Still need help?
1. **Ask your company's Ramp Admin first** — they can check your account status, confirm your sign-in method, resend invites from [**Invited**](https://app.ramp.com/people/invites/invited), and update your phone number for MFA.
2. If your admin can't resolve it, [contact Ramp Support](/how-to-contact-ramps-support-team) for further assistance.
For more background on how MFA works at Ramp, see [Multi-factor authentication (MFA) overview](/multi-factor-authentication-mfa-overview).
---
# Troubleshooting Ramp verification codes
> Official Ramp Help Center article. Topic: Account Settings & Security / Security & Authentication. [View the canonical page](https://support.ramp.com/troubleshooting-ramp-verification-codes).
## Overview
This article helps you troubleshoot issues receiving verification codes from Ramp by SMS, voice call, or email. If you are locked out of your account entirely, see [Recover or update your MFA method](/recover-or-update-your-mfa-method) instead.
## Try an alternative delivery method
Before deep troubleshooting, try a different delivery method. The verification screen automatically offers alternatives shortly after a code is sent — look for buttons below the code input field.
- **Voice call:** Select **Call me** to receive a phone call that reads your verification code aloud. This works even when SMS is blocked.
- **Email:** Select **Email me** , or tap **Switch to email verification** at the bottom of the verification screen. Email delivery is only available if your account has email configured as a verification method.
- **WhatsApp:** Select **WhatsApp me** to receive the code via WhatsApp. This option is only available if WhatsApp is enabled for your account.
You can also tap **Resend** to request a new code via your current delivery method.
If an alternative method works, you can continue with your task. To resolve the underlying delivery issue, continue with the sections below.
## SMS codes not arriving
Ramp sends SMS verification codes from the short code **447-267**. If codes are not reaching your phone, work through these steps:
### Check your phone number
Confirm the mobile number linked to your Ramp account is correct and can receive SMS messages. If you recently changed your number or suspect it was entered incorrectly:
- If you can sign in, go to **Settings** > **Profile** to update your phone number.
- If you cannot sign in, ask your Ramp admin to update the phone number on your behalf.
### Check if you opted out of SMS
If you previously texted **STOP** to Ramp's short code, SMS messages are disabled for your number. To re-enable them, text **START** to **447-267**. If that does not work, see [How do I re-enable SMS?](#h_faq_texted_stop) for a QR code that re-subscribes you to both SMS and RCS messages.
### Check for short code blocks
Some mobile carriers block short code messages by default or due to account-level restrictions. Contact your carrier and ask them to allow messages from short code **447-267**.
### Save 447-267 as a contact
Adding Ramp's short code **447-267** to your contacts under the name **HIRAMP** can help prevent messages from being filtered as unknown or spam.
### Smaller US carrier restrictions
Major US carriers (AT&T, T-Mobile, Verizon) generally deliver short code messages without issues. Some smaller carriers impose restrictions on short code messaging services. If you are on a smaller carrier and cannot unblock the short code, select **Call me** on the verification screen to receive your code by voice call instead.
## Check your device for filtered messages
Your phone may be filtering Ramp's messages into a spam or unknown senders folder. Check the steps below for your device.
### iOS (iPhone)
- Open the **Messages** app.
- Look for **Filters** in the top-left corner.
- **If you see Filters:** Tap **Filters** , then tap **Unknown Senders** and look for messages from Ramp.
- **If you do not see Filters:** Scroll through your messages to look for messages from Ramp.
### Android
- Open the **Messages** app.
- Tap your profile picture in the top-right corner.
- Select **Spam & Blocked** .
- Scroll to look for messages from Ramp. If found, open the message and select **Unblock** .
## International phone numbers
US short code SMS often does not reach international phone numbers. If you are outside the United States:
- **Use voice call as your primary alternative.** Select **Call me** on the verification screen to receive your code by phone call. Voice calls work internationally.
- Verify your phone number includes the correct country code in your Ramp account settings.
- If you need additional assistance, [contact Ramp's Support team](/how-to-contact-ramps-support-team) for help. An international support number is available.
## Email codes not arriving
Ramp sends email verification codes from **communications@ramp.com**. If you are not receiving them, try the following:
### Check your spam or junk folder
Verification emails are sometimes caught by spam filters. Check your spam or junk folder for emails from **communications@ramp.com**.
### Whitelist the sender
Add **communications@ramp.com** to your email contacts or safe sender list to prevent future emails from being filtered.
### Corporate email security
Some corporate email systems delay, quarantine, or block automated emails. If you use a company-managed email account, check with your IT department to confirm that emails from **communications@ramp.com** are not being blocked by your organization's email security policies.
### Request a new code
Verification codes expire after 5 minutes. If your code has expired or you did not receive it, select the option to resend the code on the verification screen.
## If you can't access any verification method
If you no longer have access to the phone number or email address on file, this is a recovery issue rather than a delivery issue. Self-service troubleshooting steps will not help in this case.
- See [Recover or update your MFA method](/recover-or-update-your-mfa-method) for steps to regain access to your account.
- If you are unable to recover access on your own, [contact Ramp's Support team](/how-to-contact-ramps-support-team) for further assistance.
## Frequently asked questions
### What is the Ramp short code number?
Ramp sends SMS verification codes from short code **447-267**.
### How long are verification codes valid?
Verification codes expire after **5 minutes**. If your code has expired, request a new one from the verification screen.
### Can I switch from SMS to an authenticator app?
Yes. You can configure an authenticator app as your verification method. See [Multi-factor authentication (MFA) overview](/multi-factor-authentication-mfa-overview) for setup instructions.
### I accidentally texted STOP to Ramp's number. How do I re-enable SMS?
Text **START** to **447-267** to re-enable SMS messages from Ramp.
If you are still not receiving messages after texting START to 447-267, you may also need to re-subscribe to Ramp's RCS messaging contact. Scan the QR code below from your phone — it opens a pre-filled message that re-enables both SMS and RCS messages from Ramp:
---
# Help an employee regain access to Ramp
> Official Ramp Help Center article. Topic: Account Settings & Security / Security & Authentication. [View the canonical page](https://support.ramp.com/help-an-employee-regain-access-to-ramp).
## Overview
This article is for Ramp admins, IT admins, and Business Owners who need to help an employee who cannot sign in to Ramp. It covers what you can check, what you can do directly, and when to direct the employee to self-serve recovery.
If you are the person who cannot sign in, see [Troubleshooting Ramp sign-in & MFA issues](/troubleshooting-ramp-login-mfa-issues) instead.
## Step 1: Confirm the employee's account status
Before troubleshooting the sign-in method, verify that the employee has an active Ramp account.
### Check if the employee is active
1. Go to [**People**](https://app.ramp.com/people) and search for the employee by name or email.
2. If the employee appears and their status is **Active** , their account exists and is not deactivated. Move to [Step 2](#h_verify_login_method) .
3. If the employee's status is **Inactive** , reactivate their account. Once reactivated, they should be able to sign in again.
4. If the employee does not appear at all, they may not have been invited yet. See [Inviting users to Ramp](/inviting-users-to-ramp) .
### Check for pending or expired invites
1. Open [**Invited**](https://app.ramp.com/people/invites/invited).
2. If the employee appears here, they have not yet accepted their invitation. Select **Resend invite** next to their name.
3. If the invite is stuck, expired, or cannot be resent because the email bounced, click the trash can icon to delete the old invite, then send a new one with the correct email address.
## Step 2: Verify their sign-in method
If the employee's account is active but they still cannot sign in, the issue is likely related to their sign-in method. Check which sign-in methods are enabled for the employee's role.
1. Go to **Settings** > **Company settings** > [**Security**](https://app.ramp.com/settings/company-settings/security) , then under **Account access** click **Configure** .
2. In the **User roles** tab, review which sign-in methods (password, Google SSO, SAML SSO) are enabled for the employee's role.
3. If the employee's role only allows SSO, confirm that their email domain is configured for the correct identity provider.
4. If the employee needs password access but their role is set to SSO-only, you can add them to the exception list. See [Managing sign-in controls in Ramp](/managing-login-controls-in-ramp) for details on the exception list.
5. Confirm the employee is using the correct email address — the one they were originally invited with.
## Step 3: Direct them to the right recovery path
Once you have confirmed the employee's account is active and you know their sign-in method, direct them to the appropriate self-serve recovery path based on their situation. Note that the self-serve MFA recovery flow is available to employees who sign in with a password. If the employee's role is set to SSO-only and they need MFA recovery, [contact Ramp Support](/how-to-contact-ramps-support-team).
### They never received or accepted their invite
Resend the invite from [**Invited**](https://app.ramp.com/people/invites/invited). If the old invite is stuck, delete it and send a new one. Make sure the email address on the invite is correct.
### They forgot their password
Direct them to the [Ramp sign-in page](https://app.ramp.com/sign-in) and have them use the password reset form. If password sign-in is enabled for their account, they will receive a reset link at their email address on file.
### They cannot receive verification codes
Share [Troubleshooting Ramp verification codes](/troubleshooting-ramp-verification-codes) with the employee. Common causes include carrier blocking of short code SMS, opting out of Ramp texts, or using an international phone number that cannot receive US short codes. Voice call is often the fastest workaround.
### They changed phones or lost their device
You can initiate a phone number change on the employee's behalf from their profile on the People page. The employee will need to verify the new number before the change takes effect. This option is not available if the employee uses the same Ramp identity for more than one Ramp business. Alternatively, the employee can go through the self-serve MFA recovery flow — direct them to [Updating your multi-factor authentication (MFA) method](/recover-or-update-your-mfa-method). On the verification screen during sign-in, the employee should look for the recovery option indicating they no longer have access to their phone number, then follow the prompts to verify their identity and register a new device.
### They lost their authenticator app
Direct them to [Updating your multi-factor authentication (MFA) method](/recover-or-update-your-mfa-method). On the verification screen during sign-in, the employee should look for the recovery option indicating they cannot access their authenticator app. Depending on the available recovery options, the employee may need to verify their identity or submit an MFA removal request for approval by someone with the required permission.
### Their passkey is not working
Suggest they try a different browser (password manager extensions can interfere with passkey prompts) and make sure Bluetooth is on if they are verifying with their phone on another device. If an alternate verification method is available on the sign-in screen, they can use that instead. For more details, see [Troubleshooting Ramp sign-in & MFA issues](/troubleshooting-ramp-login-mfa-issues) or [Signing in with Passkeys](/logging-in-with-passkeys).
### SSO is not working for them
1. Confirm the employee is signing in with the correct email address — the one that matches their identity provider account.
2. Verify they are in the correct group or assignment in your identity provider (Okta, Microsoft Entra, Google Workspace, etc.). If the employee was removed from the IdP group, your identity provider may block their SSO sign-in — re-add them in the IdP and have them try again.
3. Check that the email domain is configured for the right identity provider in **Settings** > **Company settings** > [**Security**](https://app.ramp.com/settings/company-settings/security) .
4. For detailed SSO configuration guidance, see [Setting up single sign-on (SSO) in Ramp](/setting-up-single-sign-on-sso-and-login-controls-in-ramp) .
## What you can do as an Admin
Here is a summary of the actions available to you as an admin when helping an employee regain access.
- **Resend or re-create invites** — Open [**Invited**](https://app.ramp.com/people/invites/invited) to select **Resend invite** or delete and re-create an invite with the trash icon.
- **Check and update sign-in method settings** — Go to **Settings** > **Company settings** > [**Security**](https://app.ramp.com/settings/company-settings/security) > **Account access** > **Configure** to see which sign-in methods are enabled per role.
- **Add a password exception for an individual user** — If an employee needs password access but their role is SSO-only, add them to the exception list in the sign-in controls panel. See [Managing sign-in controls in Ramp](/managing-login-controls-in-ramp) .
- **Verify SSO and identity provider configuration** — Confirm email domain mapping, IdP group membership, and SAML attribute settings. See [Setting up single sign-on (SSO) in Ramp](/setting-up-single-sign-on-sso-and-login-controls-in-ramp) .
- **Initiate a phone number change** — If the employee has a new phone number, you can start the change from their profile on the People page. The employee will need to verify the new number before it takes effect. This option is not available if the employee uses the same Ramp identity for more than one Ramp business.
- **Confirm the email address on file** — Search for the employee in [**People**](https://app.ramp.com/people) to verify the email address matches what they are using to sign in.
- **Reactivate an inactive account** — If the employee was previously deactivated (for example, they left and returned), select them on the People page and reactivate their account.
You cannot reset an employee's password, directly remove their authenticator app or passkey, or bypass MFA on their behalf. Where available, the employee can submit an MFA removal or passkey removal request for approval by someone with the required permission. See the recovery flows linked in [Step 3](#h_direct_to_recovery) above.
## When to contact Ramp support
In most cases, the steps above will resolve the issue. Contact [Ramp Support](/how-to-contact-ramps-support-team) if:
- The employee uses SSO-only and needs MFA recovery (self-serve MFA recovery requires password sign-in).
- The employee's identity verification failed during the MFA recovery flow and they cannot complete recovery.
- The employee's account appears locked and you cannot resolve it through the People page.
- An SSO misconfiguration is preventing sign-in and the issue is not resolvable from your identity provider settings.
- The employee sees "Account is missing required information" or another error that does not have a self-serve resolution.
- An inactive account cannot be reactivated through the standard process.
## Frequently asked questions
### Can I reset an employee's password for them?
No. The employee must reset their own password using the reset form on the [Ramp sign-in page](https://app.ramp.com/sign-in). You can confirm which email address their account is under so they use the correct one.
### Can I remove an employee's MFA method?
You cannot directly remove an employee's MFA method. Where available, the employee can submit an MFA removal or passkey removal request for approval by someone with the required permission. You can initiate a phone number change from the employee's profile, but the employee must verify the new number before it takes effect. See [Updating your multi-factor authentication (MFA) method](/recover-or-update-your-mfa-method). If a removal request is not available or recovery is not possible, [contact Ramp Support](/how-to-contact-ramps-support-team).
### Can I turn off MFA for one employee?
No. MFA requirements are determined by your business-level security settings and Ramp's risk checks. They cannot be disabled for individual users. For more on how MFA works, see [Multi-factor authentication (MFA) overview](/multi-factor-authentication-mfa-overview).
### An employee has two Ramp accounts — what should they do?
If the employee belongs to multiple Ramp businesses, they may have separate accounts. They should make sure they are signing in to the correct one. For details on switching between businesses, see [Unified sign-in](/unified-login).
### Can a Guest be set to SSO-only?
No. Guests can use SSO if it is enabled, but password sign-in always remains available. This means Guests cannot be set to SSO-only. See [Managing sign-in controls in Ramp](/managing-login-controls-in-ramp) for more details.
---
# Fraud awareness: how to protect your Ramp account
> Official Ramp Help Center article. Topic: Account Settings & Security / Security & Authentication. [View the canonical page](https://support.ramp.com/fraud-awareness-how-to-protect-your-ramp-account).
## Overview
At Ramp, our top priority is protecting your information and privacy. We continuously monitor accounts for unusual activity and alert our customers when we identify suspicious signals. Our fraud protections follow the industry's best standards and are enhanced with our innovative solutions. You can find more information about our security measures [here](/security-measures-at-ramp-protecting-your-data).
As robust as our security practices are, it is very important that you are able to recognize some of the most common online threats to stop would-be fraudsters in their tracks. This guide gives you a brief overview of some scams you should look out for and lays out simple steps you can take to defend your account.
## Strengthen your security practices
- **Enable and enforce [Single Sign-on (SSO)](/setting-up-single-sign-on-sso-and-login-controls-in-ramp) to Ramp:** This greatly improves your account’s security. Otherwise, be sure to use unique and complex passphrases. Do not use the same passphrase or password for two accounts. Consider using [1Password](https://1password.com/) or another provider to generate, store, and auto-fill unique passphrases.
- **Bookmark [app.ramp.com/sign-in](http://app.ramp.com/sign-in) or Install Ramp’s [Chrome extension](/ramp-chrome-extension) to directly access your account:** Fraudsters often create fake but realistic websites to trick users into providing sensitive information. Avoid navigating to Ramp through web search platforms or typing in URLs manually and potentially landing on phishing sites.
- **Enable enhanced Multi-Factor Authentication (MFA):** Ramp supports MFA via an authenticator app, Touch ID, or a hardware token. [Here’s how to enroll an authenticator app for your Ramp account.](/multi-factor-authentication-mfa-overview)
## Recognize common threats
## Phishing
- Credential phishing: fraudsters may attempt to trick you into giving them your username and password (and sometimes MFA code), which they will then use to sign in to an account on your behalf and steal information or money. They can impersonate Ramp or trusted colleagues to deceive you.
- **Please note, Ramp will never contact you to ask for your password, card information, or sign-in verification codes.**
- *Exploit phishing:* fraudsters may pose as a known vendor or colleague and send you links or attachments via email or text, which when opened, contain malware that can impact your computer.
- [You can read more about this type of fraud here.](https://www.fbi.gov/how-we-can-help-you/scams-and-safety/common-frauds-and-scams/spoofing-and-phishing)
## Business email compromise
- Your business email and your colleagues or vendors’ emails could become compromised by fraudsters through phishing or social engineering.
- For sensitive account or payment changes, always verify the information using a different communication method to ensure you aren’t allowing a bad actor to approve the change (for example, if you received an email request, call the contact on a verified phone number to confirm).
- This is one of the most common types of fraud against businesses. [You can read more about this type of fraud here](https://www.fbi.gov/how-we-can-help-you/scams-and-safety/common-frauds-and-scams/business-email-compromise) and you can read more about [Bill Pay Fraud here](/bill-pay-fraud) .
## Skimming
- Fraudsters can illegally install devices on ATMs, fuel pumps, and point-of-sale terminals that capture and relay your card details.
- Check for inconsistencies in the machines you use and try to use ones in reputable areas. You can also consider using contactless authorization instead of inserting your card.
- [You can read more about this type of fraud here.](https://www.fbi.gov/how-we-can-help-you/scams-and-safety/common-frauds-and-scams/skimming)
## Card testing
- Bad actors can rapidly and programmatically guess various combinations of card numbers and expiration dates until they succeed.
- Most attempts are incorrect and blocked by backup information like expiration date and CVV.
- Our fraud prevention safeguards detect activity like this and can decline attempted transactions.
- If any attempts are successful, our customers are not liable for fraud and can [dispute them.](/disputes-at-ramp)
## To enhance your security measures even further, here are some additional recommendations:
- **Add a reputable ad blocker to your browser:** Fraudsters use advertising technology to target you with attempts to compromise your accounts. [uBlockOrigin](https://chrome.google.com/webstore/detail/ublock-origin/cjpalhdlnbpafiamejdnhcphjbkeiagm?hl=en) or [PrivacyBadger](https://privacybadger.org/) are good options.
- **Ensure you have an [IT & Security contact](https://app.ramp.com/settings/company-settings/security) assigned:** they can be notified directly regarding your account’s security and sign-in configuration.
- **Regularly update your devices and browsers:** Software releases often include new security features and updates to protect you from emerging threats.
- **Regularly monitor your account:** Set up alerts and/or [category and merchant restrictions](/setting-up-category-and-merchant-restrictions) and check for unusual activity. If you identify any suspicious transactions, you can lock your card, change your password, and notify [Ramp Support](/how-to-contact-ramps-support-team) . [Read more about disputing transactions here.](/disputes-at-ramp)
- **Keep your card details and sign-in information private:** Don’t share card information or sign-in credentials with others.
- **Customize card categories and/or vendors:** With [Ramp’s controls](/blocking-or-restricting-merchants-on-ramp) , you can drill down as far as creating one card per vendor and restricting merchants to that one vendor to stop fraud in its tracks
Remember, Ramp Support will never contact you to ask for your password, full BIN or expiration/CVV of your card, or sign-in verification codes. Do not reply to any calls, texts, or emails asking for a verification code or personal information, and reach out to our [Support](/how-to-contact-ramps-support-team) team if you have any questions.
Ramp uses the following emails to reach out to our customers: communications@ramp.com, hello@ramp.com, finance@ramp.com, legal@ramp.com, hi@ramp.com, events@ramp.com, accountingpartners@ramp.com, fi-partners@ramp.com, vc-partners@ramp.com
---
# Bill Pay Fraud
> Official Ramp Help Center article. Topic: Account Settings & Security / Security & Authentication. [View the canonical page](https://support.ramp.com/bill-pay-fraud).
## Overview
Fraudsters commonly target accounts payable teams, using tactics like business email compromise, invoice manipulation, and vendor impersonation to redirect payments. Ramp helps protect you by automatically checking eligible drafts and bills for signs of fraud before you pay. Understanding the types of fraud associated with bill payments can help you recognize potential threats and take steps to secure your payments.
## How Ramp flags potential fraud
**Automated fraud detection**
- Before you make payments, Ramp starts fraud scanning for a draft after you select a vendor or Ramp matches the draft to one, and for a bill when its payment method supports scanning.
- Our AI-powered system analyzes dozens of risk factors including vendor authenticity, payment details, invoice patterns, and unusual activity to identify suspicious invoices that could be fraudulent.
- When potential fraud is detected, you'll see clear alerts on the bill highlighting specific concerns — such as new or changed bank account details, unusual invoice amounts, or vendors that haven't been verified across our network.
- When generated, these alerts will be colored yellow (medium severity) or red (high severity). This aligns with the score of our model , where red alerts are associated with a higher likelihood of fraud than yellow.
**Fraud alert resolution & audit trails**
- If an alert is triggered, we recommend you double-check with your vendor through a separate communication channel before proceeding with payment, to help you avoid fraud losses from social engineering attacks and business email compromise schemes.
- **Read more below:** [How to protect yourself](#how-ramp-flags-potential-fraud)
- If you determine that the invoice is:
- Fraudulent: you can delete the draft, or reject / archive the bill depending on which stage of the bill lifecycle the alert is triggered.
- Not fraudulent: when you proceed with creating or approving the bill, we'll prompt customers to add a reason for dismissing the alert for high severity (red) alerts, and this reason will be added to the bill's activity tab.
- For both types of alerts (yellow and red), we create an audit log to indicate an alert trigger and the user who "dismissed" the alert and moved forward with draft creation, bill approval, or payment release.
## How to protect yourself
### 1. Verify payment instructions
- Always confirm payment instructions directly with vendors or suppliers using a verified phone number, especially if account details change.
- Ensure employees have verified the source of the invoice before clicking on links or downloading attachments.
- Use a different channel than the one from which instructions were received (don’t reply to the same email or call back the same number).
- Be wary of urgent payment requests or unusual changes in standard payment practices
### 2. Educate employees
- Train staff to recognize phishing emails, spoofed domains, and social engineering tactics.
- Emphasize the importance of verifying invoices and double-checking payment details.
### 3. Secure communication channels
- Use encrypted email or secure portals to share sensitive information.
- Limit who can access financial systems and payment platforms.
### 4. Implement multi-factor authentication (MFA)
- Require MFA for all financial accounts, payment systems, and email to add an extra layer of security.
### 5. Configure an approval policy
- Direct payments through multiple lines of approval to enhance security. See [Bill Pay approvals](/bill-pay-approvals) for setup instructions.
### 6. Utilize the Ramp Vendor Portal
- The [Ramp Vendor Portal](/ramp-vendor-portal) streamlines payment management for vendors by providing a central platform to track payment progress, manage receivables, update company details, and maintain bank account information for Ramp Bill Pay transactions.
## Types of fraud
### 1. Vendor business email compromise (BEC)
> Learn more about BEC from the [FBI's common fraud guide](https://www.fbi.gov/how-we-can-help-you/scams-and-safety/common-frauds-and-scams/business-email-compromise).
BEC is one of the most common and damaging types of fraud impacting businesses.
- How it works:
- Fraudsters gain access to the email of a trusted contact, either through phishing or malware.
- It could be the email of your vendor/supplier or your colleague/boss.
- They can:
- Intercept real invoices and modify the bank account details before forwarding the message to the payer.
- Request via email that payment instructions be updated.
- Create fake invoices.
- Payments intended for legitimate vendors are rerouted to the fraudster’s account.
### 2. Social engineering and phishing
> Learn more from the [FBI's phishing and spoofing guide](https://www.fbi.gov/how-we-can-help-you/scams-and-safety/common-frauds-and-scams/spoofing-and-phishing).
Phishing schemes are common in Bill Pay fraud. Fraudsters trick users into revealing sign-in credentials or other sensitive information.
- How it works:
- Fraudsters send emails or texts that appear to be from legitimate financial institutions or payment platforms.
- These messages direct users to fake websites designed to capture sign-in credentials or payment information.
- With this information, fraudsters can access accounts and initiate unauthorized transactions or send fraudulent payment requests.
### 3. Vendor spoofing
> Learn more from the [FBI's phishing and spoofing guide](https://www.fbi.gov/how-we-can-help-you/scams-and-safety/common-frauds-and-scams/spoofing-and-phishing).
Bad actors can impersonate vendors or colleagues and then create, intercept, or manipulate payment instructions to redirect funds to their own accounts.
- How it works:
- The fraudster sends an email from what appears to be a legitimate source, like from a vendor or colleague, but uses a slightly altered email address (e.g., @vend0r.com instead of @vendor.com ).
- They request urgent payment (for example, for an unpaid membership renewal) or provide new account details for future invoices.
- These emails often use official-looking logos and professional language to avoid suspicion.
- These emails can even contain fake responses from another trusted source instructing or approving the payment.
- These can also look like a combination of BEC and Spoofing if the bad actor creates a similar email, such as accountsrec@vendor.com instead of ar@vendor.com .
## Act quickly if compromised
Notify [Ramp Support](/how-to-contact-ramps-support-team) immediately if you suspect you have sent funds to a fraudulent account. File a complaint with the [FBI’s Internet Crime Complaint Center](https://www.ic3.gov/) for all confirmed cases.
---
# What to do if OAuth credentials are leaked
> Official Ramp Help Center article. Topic: Account Settings & Security / Security & Authentication. [View the canonical page](https://support.ramp.com/what-to-do-if-oauth-credentials-are-leaked).
> **Note: This article primarily applies to Ramp Administrators.**
> Cardholders may find other articles in the [Ramp overview](/get-started-with-ramp/overview-of-ramp) section to be more applicable.
## Overview
Ramp [provides an API](https://docs.ramp.com/developer-api/v1/overview/getting-started) to programmatically access data and take action. The Ramp API uses an OAuth 2.0 flow to generate credentials to auth against the Ramp API. The OAuth 2.0 flow generates a client ID, client secret, access token(s), and refresh token(s). You can find documentation for the OAuth 2.0 flow for the Ramp API [here](https://docs.ramp.com/developer-api/v1/authorization).
This article describes the steps to take if any of these credentials are leaked.
## Client ID
A client ID is a public identifier for your app. Because a client ID is public, a leaked client ID is not a critical security concern and no action needs to be taken. However, it’s good practice to understand how the client ID was leaked (e.g., hard coded in a code repository) and fix the source of the leak to maintain good configuration management hygiene.
## Client secret
A client secret is a private key that’s generated for your app to authenticate against the API in conjunction with the client ID. Because the client secret is a private credential that’s used to authenticate your app, if a client secret is leaked it should be rotated in the app settings page.
Follow these steps to rotate a client secret. You need a role with permissions to view the Developer Console and manage Ramp API settings to see these options.
1. Go to [app.ramp.com](https://app.ramp.com/) . On the left-hand sidebar, click on “Company” > “Developer”.
2. Click the name of the app whose secret leaked to open the configuration menu.
3. Click **Rotate client secret** and then **Create** to create a new client secret. You will then be prompted to enter a code from your Authenticator device.
4. Use **Copy secret** or **Show secret** to access the unmasked value. You may be prompted to verify your identity. Update your app to use the new client secret.
5. After your app uses the new secret, revoke the old secret by clicking the three dots on the right and selecting **Revoke**.
Creating a new client secret does not immediately disable the old secret. Both secrets can authenticate until the old secret expires or is revoked.
After you revoke the old secret, it cannot be used for new authorization code, refresh token, or client credentials grants. When revoking the old secret, you can also invalidate active access and refresh tokens issued with that secret. Choosing **Revoke only** leaves those tokens active.
If you invalidate the associated access and refresh tokens, users who connected through the authorization code flow will need to re-authenticate with your app.
## Access token
An access token is used to authenticate requests to the Ramp API. Access tokens generated using the authorization code grant and refresh token grant expire after one hour by default, whereas access tokens generated using the client credentials grant expire after 10 days by default. Check the `expires_in` value in the token response for the token’s actual lifetime. Because leaked access tokens remain usable until they expire or are revoked, we recommend revoking them promptly regardless of lifetime. It’s also important to promptly investigate the source of the leak to prevent future leaks of an access token.
If desired, you can revoke an individual access token [using the Ramp API](https://docs.ramp.com/developer-api/v1/reference/rest/token#post-developer-v1-token-revoke).
You should consider invalidating associated access tokens if there’s a risk that additional access tokens will continue to be leaked and exploited. When you revoke a leaked client secret, choose to invalidate the active access tokens issued with that secret.
## Refresh token
A refresh token, in combination with a client ID and client secret, is used to generate new access tokens (the Refresh Token Grant). Refresh tokens do not expire unless Ramp has configured an expiration for your app. The impact of leaked refresh tokens is mitigated because a leaked refresh token alone cannot be used to generate new access tokens. However, it’s still important to quickly ascertain the source of the leak to prevent future leaks, and you should strongly consider revoking the leaked refresh token.
If desired, you can revoke an individual refresh token [using the Ramp API](https://docs.ramp.com/developer-api/v1/reference/rest/token#post-developer-v1-token-revoke). When you revoke a leaked client secret, you can also invalidate active refresh tokens issued with that secret.
---
# Ramp Audit Log
> Official Ramp Help Center article. Topic: Account Settings & Security / Security & Authentication. [View the canonical page](https://support.ramp.com/ramp-audit-log).
## Overview
> **Available on Ramp Plus.** This feature is available to Administrators and Owners. See [Ramp Plus overview](/ramp-plus-overview) for plan details.
The audit log is a consolidated place for you to track all actions made by Ramp and fellow teammates across Ramp. It helps you:
- **Stay SOX Compliant** - ensure admins / owners have the proper controls and restrictions on their actions
- **Investigate actions** - search and find any transaction on Ramp to see all associated events.
- **Keep track of the most important changes** - filter and save views to track key changes such as changes made to bank account information, vendor information, etc.
## Accessing the audit log
The audit log can be found in the company settings page.
## Authentication events in the audit log
The audit log tracks authentication events, including **User login**, **User signed out**, and **User signed out of all sessions**.
Login events may include **Method**, **MFA**, **IP address**, and **Location**.
Logout events may include **Reason**, **IP address**, and, for sign-out-all events, the number of sessions revoked. Reasons can include user sign-out, admin session revocation, business lock, magic-link account recovery, identity lock, or password reset.
## Definitions
**TERM**
**DEFINITION**
Acted on own item
Filters for events where someone acted on their own item - i.e. approved their own expenses, etc.
Actor
Person / Object that made the change. This could be Ramp or a specific person.
Affected User
Associated person on the object that was affected. For example, if I reject person X's transaction, person X is the affected user.
| TERM | DEFINITION |
| --- | --- |
| Acted on own item | Filters for events where someone acted on their own item - i.e. approved their own expenses, etc. |
| Actor | Person / Object that made the change. This could be Ramp or a specific person. |
| Affected User | Associated person on the object that was affected. For example, if I reject person X's transaction, person X is the affected user. |
## Limitations of the audit log
Not all admin actions are currently tracked in the audit log, including some integration setup events and older administrative behaviors.
If you do not see a specific action or event in the audit log, it may not be instrumented yet, and this can be expected behavior.
When investigating activity, use the audit log filters to search by **actor name**, **date and time range**, and any available keywords related to the event you are looking for.
If no event appears after applying the relevant filters and time range, assume that specific action is not currently tracked in the audit log.
---
# Security measures at Ramp: Protecting your data
> Official Ramp Help Center article. Topic: Account Settings & Security / Security & Authentication. [View the canonical page](https://support.ramp.com/security-measures-at-ramp-protecting-your-data).
> **Note: This article primarily applies to Ramp Administrators.**
> Cardholders may find other articles in the [Ramp overview](/ramp-overview) section to be more applicable.
## Overview
For a comprehensive overview of Ramp's security program, you can visit our [Security Trust Center](https://trust.ramp.com/). Below are key highlights of how we protect your information:
## Accessing Ramp
Ramp supports several authentication and account provisioning capabilities, for example:
- [Single Sign-On (SSO)](/setting-up-single-sign-on-sso-and-login-controls-in-ramp) using trusted identity providers (e.g., Okta, Google, etc.). Ramp may require [multi-factor authentication (MFA)](/multi-factor-authentication-mfa-overview) based on the sign-in method and risk level.
- [SCIM provisioning](/setting-up-scim-and-managing-user-provisioning) by connecting your identity provider to automatically create, update, and terminate user accounts within the Ramp application directly from your provider (e.g., [Okta)](/set-up-ramps-scim-integration-with-okta) , reducing manual effort and potential errors.
- Ability to assign [user roles](/user-roles-overview) based on an individual’s responsibilities within your organization, limiting data access to only what’s required and enabling separation controls (e.g., approvals) over transaction activities.
- The Ramp app supports [passkey](/logging-in-with-passkeys) sign-ins, offering a more secure and seamless authentication experience. Unlike traditional passwords, passkeys are phishing-resistant and inherently strong.
## Platform features
- **Sign-in History:** Available 30-day [sign-in history](https://app.ramp.com/settings/all/security#/d/personal-settings/login-history) to enable security monitoring or troubleshooting.
- **Security Notifications:** Designate an [IT & Security Contact](https://app.ramp.com/settings/company-settings/security) to receive notifications regarding your account’s security and sign-in configuration.
- **Encryption:** We follow industry standard methods to encrypt your data and keep your data safe while it's being sent and stored, preserving the integrity and reliability of your information against any tampering or alteration.
- **Tokenization:** We use tokenization technology that hides your credit card information (e.g., card number, CVV, etc). This means we swap out your sensitive information with safe substitutes, so your confidential details stay protected.
- **Phishing Protection:** Our [Chrome extension](/ramp-chrome-extension) blocks users from known phishing pages and automatically reports potential phishing sites to Ramp's Security team.
- **Fraud Protection:** We implement various [Fraud Protection Measures](/ramps-fraud-protection-procedures) , like account verification and card controls, to monitor and safeguard customer accounts from unauthorized access and fraudulent transactions.
- **New Sign-In Notifications** : Ramp emails you when its security checks identify an unfamiliar [password or Google OAuth sign-in](/new-sign-in-notifications), helping you stay informed and secure.
## Secure operations
- **Vetted Third Parties:** We collaborate with partners and [subprocessors](https://trust.ramp.com/?itemUid=e3fae2ca-94a9-416b-b577-5c90e382df57&source=click) who are vetted by our legal and security teams, making sure they meet industry standards of reliability, security, and compliance.
- **Corporate Security:** We have a comprehensive [corporate security program](https://trust.ramp.com/?itemName=internal_practices&source=click) to enhance Ramp’s resilience against potential threats and minimize the risk of disruption.
- **Security Compliance:** Ramp undergoes annual [ISO 27001, SOC 1, SOC 2, and PCI](https://trust.ramp.com/?itemName=certifications&source=click) audits to get external validation that our security program is aligned with industry standards.
- **Privacy Measures:** Ramp's [Privacy Policy](https://ramp.com/legal/privacy-policy) defines our approach to how we collect, use, and share information about you as well as your rights and choices regarding your data.
We recognize that security and privacy are fundamental to our customers’ trust, and we’re committed to maintaining a secure environment for handling your financial operations.
If you suspect a security incident or need to forward suspicious emails, you can contact [abuse@ramp.com](mailto:abuse@ramp.com). If there is activity on your account that you don’t recognize, [contact Ramp Support](/how-to-contact-ramps-support-team).
---
# Ramp's fraud protection procedures
> Official Ramp Help Center article. Topic: Account Settings & Security / Security & Authentication. [View the canonical page](https://support.ramp.com/ramps-fraud-protection-procedures).
> **Note: This article primarily applies to Ramp Administrators.**
> Cardholders may find other articles in the [Ramp overview](/ramp-overview) section to be more applicable.
## Overview
Ramp is committed to providing a safe and secure platform by using industry best practices, best-in-class technology, machine learning, and innovative proprietary solutions.
To maintain the security of our users and our platform, we don’t disclose the full set of tools, methods, and procedures we use for fraud detection. However, in this article, we summarize a few of our platform’s anti-fraud and security features.
## Preventing new account fraud
- We employ third-party identity verification solutions to vet the validity and authenticity of applicants and businesses.
- We have internally developed solutions to quickly identify and address risk signals at every step of the process, from when businesses start the application process to join Ramp to new and existing accounts.
## Preventing account takeovers
- We have multiple layers of defense to prevent unauthorized collection of credentials and brute force attacks on our platform.
- We require multi-factor authentication for all users who sign in with a password and use risk-based step-up authentication when a high-risk action is performed.
- We also use an automated monitoring and alert system to track suspicious user behavior, including transactions and other high-risk activities.
- If our fraud system flags a transaction, the transaction will be declined and the cardholder will be alerted. Ramp may also lock the card to help prevent future transactions.
## Advanced spend controls
- We offer merchant and transaction-level [spend controls](https://ramp.com/expense-management) for corporate cards and funds.
- We use card network risk scores combined with internally developed logic modeled around user behavior to more accurately predict unauthorized activity and prevent fraudulent transactions.
- Lock your card or funds at any time using the steps in [Manually lock or terminate Ramp funds and cards](/how-to-lock-or-terminate-ramp-funds-and-cards).
## Ramp-specific safety advice for virtual cards and funds
- Avoid using your physical Ramp card for online purchases. Instead, use a virtual card from your dashboard.
- Avoid allowing your physical Ramp card to be taken outside your view, such as in a restaurant or parking garage. We understand this can't always be helped.
- Never give out your physical Ramp card information over the phone, via text, or email. If you must provide payment information over the phone or email, use a new virtual card for that transaction.
- Be on the lookout for suspicious, modified, or tampered terminals at gas pumps, parking garages, or other automated terminals.
- Consider provisioning a card to Apple Pay or Google Pay to use for purchases.
- Be careful when paying for things online and make sure that the website has proper security (e.g., the site URL begins with https).
- Aside from these tips, we have multi-factor authentication to provide a safeguard. You can also lock your card in real-time from your dashboard if you ever suspect fraud.
## Legitimate transactions flagged as fraud
If Ramp's systems flag a transaction as fraudulent, it will be declined. Ramp may also lock the card to protect against future unauthorized activity.
**How to resolve:** The cardholder, a Manager, or an Admin with permission can clear the fraud flag by confirming the transaction is legitimate and unlocking the card. Ramp Support cannot take this action on the cardholder's behalf.
If the cardholder believes the transaction is legitimate, they can clear the fraud flag by:
- **Replying 'Yes' to the SMS** they receive from Ramp, confirming the transaction is legitimate, or
- Signing in to their Ramp account and manually unlocking their card.
Once the card is unlocked, the transaction can be retried. Encourage your team to respond quickly to fraud alerts to avoid disruption.
> **Note:** If a transaction continues to be declined for fraud even after the cardholder responds to the fraud alert and/or manually unlocks the card, please [contact Ramp Support](/how-to-contact-ramps-support-team).
## Additional support
[Learn how to recognize and respond to phishing and other scams at your business.](/fraud-awareness-how-to-protect-your-ramp-account)
If you suspect your Ramp account is compromised, notice unfamiliar activity, or believe someone else may have access to your account:
- Lock any Ramp cards (physical or virtual) you believe may be compromised by following the steps in [Manually lock or terminate Ramp funds and cards](/how-to-lock-or-terminate-ramp-funds-and-cards).
- Change your Ramp account password to a strong, unique password that you do not use for any other service.
- Enable multi-factor authentication (MFA) on your account if it is not already turned on.
- Review recent transactions on your **Ramp** account and cards. Flag and document any charges you do not recognize. You can follow the steps in our[Disputes at Ramp Help Center article](/disputes-at-ramp#disputing-a-transaction)to let us know.
---
# Account suspended due to inactivity
> Official Ramp Help Center article. Topic: Account Settings & Security / Security & Authentication. [View the canonical page](https://support.ramp.com/account-suspended-due-to-inactivity).
> **Note: This article primarily applies to Ramp Administrators and Business Owners.**
## Overview
If you see the message **"Your Ramp account has been suspended due to inactivity,"** your business's Ramp account has been placed on a business-wide spend suspension after an extended period of inactivity. This is a Ramp-initiated suspension that applies to the entire account — not a single deactivated user. Restoring access requires contacting Ramp Support; there is no self-serve way to lift it.
## What an inactivity suspension means
An inactivity suspension is applied at the **business level** by Ramp when an account has gone unused for an extended period. It is not the same as a deactivated or spend-locked individual user:
- It affects your **entire Ramp account**, not one person.
- Ramp applies it automatically — it is not triggered by a setting you changed.
- It cannot be resolved by changing a user's status in **Company** > **People**.
Admins and Business Owners see a notice about the suspension when they sign in to Ramp.
## What an inactivity suspension blocks
While an inactivity suspension is active, card spending is paused across your business. Bill payments may also be blocked:
- **Card spend** is blocked — transactions on Ramp cards are declined.
- For some businesses, **bill payments** are blocked — bills cannot be paid through Ramp.
Your users, data, and account history remain intact. The suspension pauses card spending; it does not delete anything.
## Restore an account suspended for inactivity
Only Ramp can lift an inactivity suspension. There is no self-serve reactivation in your account settings or on the People page.
To re-enable your account, [contact Ramp Support](/how-to-contact-ramps-support-team). Support can review the account and remove the inactivity suspension.
> **Note:** If your business has other holds on it, such as an unpaid balance, removing the inactivity suspension alone may not fully restore spending until those are also resolved.
## Inactivity suspension vs. a deactivated user
A common mistake is trying to fix this by reactivating a user in **Company** > **People**. That only affects an individual person's access and will not lift a business-level inactivity suspension. For how individual user states work, see [Understanding user states in Ramp](/understanding-user-states-in-ramp).
## Frequently asked questions
### Can an Admin or Owner reactivate the account without contacting Support?
No. An inactivity suspension can only be lifted by Ramp. Admins and Owners cannot remove it from account settings — [contact Ramp Support](/how-to-contact-ramps-support-team) to restore the account.
### Will reactivating a user fix this?
No. Reactivating a user in **Company** > **People** only restores that individual's access. It does not affect a business-level inactivity suspension. See [Understanding user states in Ramp](/understanding-user-states-in-ramp).
---
# How to obtain Ramp's SOC-1 report
> Official Ramp Help Center article. Topic: Account Settings & Security / Security & Authentication. [View the canonical page](https://support.ramp.com/how-to-obtain-ramps-soc-1-report).
**How to obtain Ramp's SOC-1 report for auditors**
Customers can access Ramp's SOC-1 report through the Security Trust Center by following these steps:
- Go to the **Security Trust Center** at [https://trust.ramp.com/](https://trust.ramp.com/)
- Request access to the SOC-1 report for your organization
- Review and agree to the on-screen NDA
- Download the most recent SOC-1 report securely for your auditors
> **Note:** Agreeing to the NDA is required before you can access and download the SOC-1 report.
---
# How to obtain Ramp's W-9
> Official Ramp Help Center article. Topic: Account Settings & Security / Security & Authentication. [View the canonical page](https://support.ramp.com/how-to-obtain-ramps-w-9).
### Overview
If you are doing business with Ramp, you may need Ramp's tax details for reporting payments made.
### Steps
Go to Ramp's [Trust Center](https://trust.ramp.com/) to find and download Ramp's most updated W-9. You can use this form when onboarding Ramp as a vendor or responding to vendor compliance/audit requests. Additional security and compliance documentation can be found in the Trust Center.
If you have questions, please reach out to our support team.
---
# Sunshine Act overview
> Official Ramp Help Center article. Topic: Account Settings & Security / Security & Authentication. [View the canonical page](https://support.ramp.com/sunshine-act-overview).
> **Note:** This article is primarily for Admins, Controllers, and Compliance teams managing healthcare-related spend.
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
Ramp’s Sunshine Act functionality helps healthcare and life sciences companies track, manage, and report payments to healthcare providers (HCPs) in compliance with **federal Open Payments** regulations. These features are built into Ramp, reducing manual work and eliminating the need for external tools.
## What is the Sunshine Act?
The Sunshine Act is a federal law requiring certain companies in the healthcare industry to disclose payments and other transfers of value made to physicians and teaching hospitals. These reports are submitted annually to the **Centers for Medicare & Medicaid Services (CMS)** and published via the **Open Payments** system.
If your business manufactures, markets, or distributes drugs, devices, or medical supplies reimbursed by federal healthcare programs, you’re likely required to comply.
## How Ramp helps
Ramp makes it easier to meet your Sunshine Act obligations by integrating data collection directly into expense workflows.
Key features include:
- **HCP tagging at the point of spend (web and mobile)**
- **Auto-suggest for recent HCPs to streamline entry**
- **Custom fields for National Provider Identifier (NPI), nature of payment, and related product**
- **Ramp Reporting dashboards for monitoring year-to-date spend**
- **CMS-ready CSV export**
## Reporting workflow
1. **Swipe card for Sunshine-related expenses** in Ramp as they occur (on web or mobile)
2. **Search for and add HCPs** using their NPI numbers, first name and last name, or a combination of name plus the two-letter state code (using a custom field or dropdown.
3. **Complete three required Sunshine-related coding fields** :
- Form of payment: the default is *cash* or *cash equivalent*
- Nature of payment: 17 Open Payments categories
- Related products: select up to five
4. **Review transactions** in Ramp Reporting to ensure completeness
5. **Export the CMS-compatible CSV file** at the end of the calendar year
- Alternatively, export a raw CSV file for auditing or sharing with third-party partners based on a specific date range.
6. **Upload to** [**CMS Open Payments Portal**](https://openpaymentsdata.cms.gov/) between January and March
Ramp helps teams avoid manual consolidation by embedding compliance directly into your existing workflows.
## Supported features
| **Feature** | **Status** |
| --- | --- |
| Sunshine Act signing in the expense flow | Supported |
| Federal-level Sunshine Act report generation (Open Payments format) | Supported |
| Exportable CMS-compatible CSV files | Supported |
| Exportable Raw CSV file for preferred time range | Supported |
| Insights dashboard and downloadable reporting | Supported |
| Mobile data entry and tracking | Supported for iOS (Version 121) and Android (Version 0.100.2) |
| Recently used HCPs (auto-suggest) | Supported |
## Limitations
Ramp’s Sunshine Act compliance features are designed to streamline reporting for companies subject to **federal** Open Payments rules. However, some advanced or edge-case needs are out of scope for this release.
**Not supported**
- **State-level reporting requirements.**
- **Direct submission to CMS** : Ramp generates the file, and customers must upload it manually with their own credentials.
- **Organizational ID collection** : Ramp does not auto-populate Company, Manufacturer, or GPO IDs.
- **Dispute or resubmission management:** All reports are treated as first-time exports.
- **Bulk HCP uploads or deduplication**
- **Uneven splits for multiple HCPs on a single transaction**
- **Related product tagging in UI:** Can only be managed through internal tools, not via Ramp’s main UI.
- **In-app management of HCP data:** Admins cannot yet manage synced vs manually added HCPs directly in Ramp.
> **Tip:** Ramp is a data collection and export tool. Your compliance team should handle final validation and regulatory filing.
## Reportable spend categories
Ramp allows tagging and tracking for the most common Open Payments categories, including:
- Meals and beverages
- Travel and lodging
- Speaking or consulting fees
- Royalties and license payments
- Research-related payments
- Charitable contributions
- Ownership or investment interest
- Entertainment and gifts
We recommend confirming with your legal or compliance team which categories apply to your expenses.
## Getting access
Sunshine Act reporting is available to all Ramp customers on the**Ramp Plus**plan.
To enable this feature, visit the [Integrations tab](https://app.ramp.com/settings/apps/overview) and search for Ramp Sunshine Act Compliance.
From the same screen, Admins can:
- Add and manage their list of related products
- Update CMS export file configuration fields
- Disable Sunshine Act at any time (with no loss of existing data)
## Frequently asked questions
### Does Ramp submit my file to CMS?
No. Ramp generates the required file with correct formatting, but customers must upload it directly to the Open Payments portal.
### Can I use Ramp if I already track this manually in Excel?
Yes. Ramp helps automate the process and produces a clean, CMS-ready export. No spreadsheet wrangling required.
### Does this work with my ERP?
Yes, Ramp’s Sunshine Act features work with all ERP integrations. You can tag Sunshine fields like HCP, form of payment, and related products in Ramp, regardless of your ERP. These details stay in Ramp for reporting, while the expense itself syncs to your ERP as usual.
---
# Overview of Ramp Accounting
> Official Ramp Help Center article. Topic: Accounting / Set up Accounting. [View the canonical page](https://support.ramp.com/overview-of-ramp-accounting).
## Overview
For finance teams and accountants, prompt book closures and insightful accounting data are essential. Ramp assists in several ways:
- **Easy integration** : Connect Ramp to your accounting software. It automatically tracks all expenses, from bills to card charges, ensuring they're properly categorized.
- **Automate with Intelligence** : Ramp offers tools to speed up expense classification. Using smart rules and suggestions, close your books faster. [Learn how to automate your workflows here](/managing-accounting-rules) .
- **Precision with peace of mind** : Ramp uses multiple data points, card policies, and your past classifications to ensure accurate data entry. Our priority is data correctness, giving you confidence that every sync to your system is error-free.
With Ramp, you're always in control of your financial data.
[Watch video on YouTube](https://www.youtube.com/watch?v=8lVTmkn6Hkg)
## How it works
### Step 1: Connect Ramp to your accounting provider
[Connect Ramp to your accounting system](#connect-ramp-to-your-accounting-provider), and we'll fetch essential data like your chart of accounts for precise spend classification.
### Step 2: Configure sync settings for your company
Use [sync settings](#sync-settings) to map the accounts and preferences Ramp uses when syncing or exporting transaction information.
### Step 3: Select the fields for your spend
Every business has its own way of categorizing spending. Ramp imports [accounting fields](#manage-accounting-fields-chart-of-accounts) from your provider, letting you decide which ones to use for financial transactions.
### Step 4: Automate your accounting
[Automate](#automate-your-accounting) transaction classification by setting rules based on merchant details and card information.
### Step 5: Start coding transactions
Find all transactions in Ramp's 'Accounting' tab for your review and categorization. Check out our [Accounting Rules & Automation](/managing-accounting-rules) for more on automation.
### Step 6: Sync transactions to your accounting provider
With a click, [sync transactions](#syncing-financial-transactions-to-your-accounting-provider) like credit card charges and reimbursements to your accounting system.
## Connect Ramp to your accounting provider
It's straightforward to connect Ramp to your accounting provider. Follow these steps based on your provider:
- Ramp native integrations
- [Oracle Fusion](/oracle-fusion-integration-overview) **Enterprise**
- [Microsoft Dynamics 365 Finance and Operations](/microsoft-dynamics-finance-operations-integration-overview) **Enterprise**
- [Workday Financials](/workday-financial-accounting-integration-overview) **Enterprise**
- [NetSuite](/how-to-set-up-netsuite-with-ramp) **Plus**
- [Sage Intacct](/how-to-set-up-ramp-to-sync-with-sage-intacct) **Plus**
- [Microsoft Dynamics Business Central](/microsoft-dynamics-business-central-overview) **Plus**
- [Acumatica](/acumatica-overview) **Plus**
- [Zoho Books](/zoho-books-overview) **Plus**
- [QuickBooks Online](/quickbooks-online-overview#setup-guide)
- [Xero](/xero-overview)
- Ramp partner integrations
- [QuickBooks Desktop (direct sync)](/quickbooks-desktop-integration-api-overview) **Plus**
- [QuickBooks Desktop (file export)](/quickbooks-desktop-file-export-overview)
- [Blackbaud Financial Edge NXT](/blackbaud-financial-edge-esgenio-integration-overview)
- [Ramp with Yardi Voyager](/krumb-real-estate-erp-integration-yardi-integration-overview)
- [Trimble Spectrum](/trimble-spectrum-integration-overview)
- [Trimble Vista](/trimble-vista-integration-overview)
- [Sage 100](/sage-100-by-anyware-apps-integration-overview)
- [Sage 300](/sage-300-by-anyware-apps-integration-overview)
- [Odoo](/odoo-integration-overview)
- [Finaloop](/finaloop-integration-overview)
- [Pilot](/pilot-integration-overview)
- [Puzzle](/puzzle-integration-overview)
- [Digits](/digits-integration-overview)
- [Rillet](/ramp-with-rillet)
- [Campfire](/campfire-integration-overview)
- [All other accounting providers](/universal-csv-overview)
For a complete list with plan availability, see [Ramp ERP integrations overview](/ramp-accounting-integrations-directory).
[Watch video on YouTube](https://www.youtube.com/watch?v=TDB-4CpcmTs)
## Settings
In [Accounting settings](https://app.ramp.com/accounting#/d/accounting/settings), you can manage your accounting fields, coding rules, automation settings, and sync or export settings.
## Sync settings
In [Accounting settings](https://app.ramp.com/accounting#/d/accounting/settings), direct ERP integrations use **Sync settings**, while Universal CSV uses **Export settings**.
From there, choose the tab that matches the workflow you are configuring, such as **Card transactions**, **Reimbursements**, **Bill Pay**, **Banking**, **Multi-entity**, or **Bank transactions**. The exact fields vary by provider, but this is where you map accounts like your credit card account, reimbursement A/P and cash accounts, Bill Pay accounts, statement payment cash account, and other preferences such as accounting date or sync currency.
## Manage accounting fields (chart of accounts)
In [Accounting settings](https://app.ramp.com/accounting#/d/accounting/settings), select [Accounting fields](https://app.ramp.com/accounting#/d/accounting/tracking-categories).
Customize Ramp for your team by selecting the necessary fields from your accounting system for categorizing spend. The options you'll see here vary by accounting provider and the fields that are supported currently. Please review the specific integration overview you're using (linked above) for additional details.
- Enable the accounting fields you want Ramp to automatically pull in from your provider:
- Show/Hide accounts for coding globally:
- Implement conditional logic for presenting Accounting Field Options by location, department, or other user attributes. Learn more [here](/conditional-filtering) .
## Delete or deactivate an accounting field or GL code
How you remove an accounting category depends on whether you are turning off a single GL code (an option in your chart of accounts) or removing an entire accounting field. Manage both from **Accounting > Settings >** [**Accounting fields**](https://app.ramp.com/accounting#/d/accounting/tracking-categories).
**Turn off an individual GL code.** Individual GL codes cannot be permanently deleted in Ramp — you hide them instead. Open the field, then set each option's **Visible** / **Hidden** toggle, or use **Make all visible** or **Hide all** for bulk changes. Hidden GL codes stop appearing for coding going forward; transactions already coded to a hidden GL code keep their existing coding.
**Remove an entire accounting field.** Open the field and use the **Danger zone** section. The available action depends on your setup:
- **Universal CSV:** **Delete this field** permanently removes it. This cannot be undone.
- **Ramp-only field:** **Disable this field** hides it and is reversible. Re-enable it later from the **Unused fields** list with **Enable in Ramp**.
- **ERP-synced field:** **Stop syncing this field** (followed by your ERP's name) hides it and is reversible.
The **GL Account** field is always required for syncing, so it cannot be deleted or disabled.
**Before you remove or hide a field or GL code, check your submission policies.** If a field is still required for submission, removing, disabling, or hiding it makes its value unavailable and can block employees from submitting expenses. Update or remove that requirement first — see [Why can't I select a required field when submitting a receipt?](#why-cant-i-select-a-required-field-when-submitting-a-receipt) below.
> **Note:** If you use a direct accounting integration, such as NetSuite, QuickBooks, Sage Intacct, or Xero, your GL codes come from your ERP. In Ramp you can only show or hide them. To permanently remove a GL code, deactivate it in your ERP, and it stops appearing in Ramp after the next sync.
For internal fields that do not sync to your ERP, see [Ramp-only accounting fields](/ramp-only-accounting-fields). If you use Universal CSV, see [UCSV | Adding and updating accounting fields](/ucsv-adding-and-updating-accounting-fields).
## Frequently asked questions
### Why can't I select a required field when submitting a receipt?
If you're unable to select a field that is marked as **required** during receipt submission, it usually means:
- The field is required by your company's policy,
**but** it hasn’t been made visible or available for users to select.
### How can this be resolved?
Your **Ramp Admin** will need to do one of the following:
**Option 1:** Update the submission policy to make the field optional or remove it as a requirement.
**Option 2:** Adjust the accounting field settings so users can view and select the field during receipt submission.
**Admin instructions to fix this:**
Step 1: Go to [**Accounting settings**](https://app.ramp.com/accounting#/d/accounting/settings).
Step 2: Select [**Accounting fields**](https://app.ramp.com/accounting#/d/accounting/tracking-categories).
Step 3: Locate the required field that's missing during submission.
Step 4: Ensure the field is enabled and visible to users, or update its settings so it's no longer required.
## Automate your accounting
In [Accounting settings](https://app.ramp.com/accounting#/d/accounting/settings), use **Coding rules** to build mapping and advanced rules. Use [**Automation settings**](https://app.ramp.com/accounting/ramp-card/needs-review#/d/accounting/automation) to manage auto-coding, **Auto-mark ready** **(Plus)**, and overnight sync (Auto-sync).
Ramp excels in automating transaction classification, saving businesses time. Our platform is built to automate manual tasks, providing valuable features.
Learn more in [Accounting Rules & Automation](/managing-accounting-rules).
## Syncing financial transactions to your accounting provider
Ramp facilitates syncing credit card charges, reimbursements, and statements (with certain providers) to your accounting system.
## Our intuitive workflow:
- **Waiting for Cardholder:** Review what transactions are pending requirements.
- **Needs Review:** Ensure all required fields are populated, then click the icon under **Ready.**
- **Ready to Sync:** Sync all items that have been reviewed in one fell swoop by pressing **Sync** .
- **What Gets Synced?** : Ramp sends over all coded details, including the transaction/reimbursement receipt and memo.
## Syncing transaction date vs. clearing date
We want to give customers the flexibility to choose what date (either clearing or transaction) to use to sync over expenses. Each has its pros and cons. This will appear as an option to customers within the settings tab.
### Transaction date
Using the transaction date reflects when the expense occurred, providing accurate expense reporting. For instance, if you buy a meal on February 28th but it clears on March 1st, the transaction date will record the expense in February.
### Clearing date
Using the clearing date simplifies identifying statement inclusions. You can filter transactions by month to view all charged expenses. This method aligns with bank feeds, where transactions are only posted after clearing.
## Reconciliation
### Accounting impact
### How Ramp syncs credit card transactions:
Ramp syncs credit card transactions as credit card transactions in your accounting provider.
- Purchase is made
- Debit (increase) expense or bank account
- Credit (increase) credit card liability account
### How Ramp syncs reimbursements:
Ramp syncs reimbursements as bills and bill payments in your accounting provider.
- Bill
- Debit (increase) Expense Account in original currency
- Credit (increase) Credit Card Liability Account in original currency
- Bill Payment
- Debit (decrease) the Liability Account
- Credit (decrease) The Cash/Bank Account
### How Ramp syncs statement payments:
Ramp syncs statement payments using the record type supported by your accounting provider, such as checks or journal entries. Check your provider-specific overview for the exact sync behavior.
- Statement is paid
- Debit (decrease) Credit Card Liability Account: Reducing the amount you owe since you're paying off the credit card.
- Credit (decrease) Bank Account: This account represents your company's cash, which decreases when you pay off the credit card bill.
To reconcile, you will have to go to your accounting provider to match the amount that was paid to Ramp from your bank account to the total dollar transaction amount synced over from Ramp. If you go to the Transactions tab within Ramp, you can filter by the statement period to easily check which transactions were included in which statement.
---
# Marking transactions as synced
> Official Ramp Help Center article. Topic: Accounting / Set up Accounting. [View the canonical page](https://support.ramp.com/marking-transactions-as-synced).
## Overview
Marking transactions as synced removes selected items from Ramp's Accounting queue without sending them through Ramp's direct ERP sync. Use this when you will handle the entry outside Ramp or the transaction was already recorded elsewhere.
The exact export button and file type depends on your accounting setup and on whether the transaction is in the Accounting sync workflow. This article covers the export flow from [Accounting](https://app.ramp.com/accounting/ramp-card), not the separate reporting export in [Expenses > Card Transactions](https://app.ramp.com/expenses/transactions/all).
## Which flow applies
- **Direct ERP integrations:** If your Accounting queue normally syncs straight to an ERP such as QuickBooks Online, NetSuite, Sage Intacct, or Xero, you typically start from the **Ready to Sync** toolbar and open the sync-review flow. In this flow, CSV appears as a download, preview, or manual-upload option rather than a universal standalone **Export as CSV** action. Preview-only downloads such as **Just download** or **Preview only** do **not** mark anything as synced. To clear selected transactions from the queue without syncing them to the ERP, choose the Accounting action that says **Mark as synced** .
- **Universal CSV and other non-direct-sync setups:** Exporting is the normal Accounting flow. From **Export all** , choose the committed export format your accounting system expects, then import it to your provider. Those committed Accounting exports remove the transactions from the Accounting tab after export.
- **QuickBooks Desktop file export:** The same Accounting review screen supports QuickBooks Desktop exports. It can export an **IIF** file, a CSV file, or journal-entry CSVs. Many QuickBooks Desktop workflows use the **Export IIF file** option first, and those committed exports remove the transactions from the Accounting queue. Statement payments are not supported in IIF.
- **Expenses reporting export:** The download action in **Expenses > Card Transactions** is a separate reporting export. It downloads table data only and does **not** mark transactions as synced or remove them from the Accounting queue.
## Mark transactions as synced from accounting
1. Go to **Accounting > [Card Transactions](https://app.ramp.com/accounting/ramp-card)** and review the items you want to remove from the Accounting queue.
2. Select only the transactions you do not want Ramp to sync directly to your ERP.
3. Open the Accounting review screen for those items. On Universal CSV and QuickBooks Desktop setups, this is typically **Export all** . On direct ERP setups, open the same sync-review flow you would otherwise use from the **Ready to Sync** toolbar.
4. Choose the action that matches your setup:
**Direct ERP exception flow:** use the sync-review flow's **Mark as synced** path. Preview-only downloads such as **Just download** or **Preview only** do not clear the queue.
**Universal CSV:** choose the committed export format your accounting provider expects, such as **Export CSV** or **Journal Entries** .
**QuickBooks Desktop:** choose **Export IIF file** or the CSV-based export option your QuickBooks Desktop workflow uses.
5. If your workflow requires a manual import, upload the downloaded file into your accounting system.
## What happens after export
After you use a committed Accounting sync or export action, Ramp removes the selected items from the Accounting queue so they no longer appear as pending syncs in Ramp.
Preview-only downloads from the direct ERP flow, such as **Just download** or **Preview only**, do not change the sync state.
This is separate from the generic export in **Expenses > Card Transactions**. That download is for reporting only and leaves the Accounting sync state unchanged.
## Frequently asked questions
### When should I use Download CSV instead of Sync?
Use the committed **Mark as synced** option in the direct ERP sync-review flow when a transaction should not be sent through Ramp's direct ERP sync, such as when you will record it manually or it already exists in your accounting system. If you only choose a preview-only download option, the transaction stays in the queue. If the transaction should be created in your ERP by Ramp, use the normal **Sync** action instead.
### Does the Expenses > Card Transactions export mark transactions as synced?
No. The export from **Expenses > [Card Transactions](https://app.ramp.com/expenses/transactions/all)** downloads reporting data only. To remove items from the Accounting queue, use the export flow from **Accounting**.
### What should QuickBooks Desktop customers export?
QuickBooks Desktop file export supports **IIF**, CSV file, and journal-entry CSV exports from the Accounting review screen. Many QuickBooks Desktop workflows use the IIF option first, but the same screen also supports CSV-based committed exports that remove items from the queue.
### Can I unsync or resync a card transaction that was already synced to my ERP?
No. Once a card transaction is successfully synced through a **direct ERP integration** (such as QuickBooks Online, NetSuite, Sage Intacct, or Xero), the sync is one-way and permanent. There is no option to unsync, reset, or re-sync it from Ramp, and any changes to how the transaction is recorded — accounting fields, coding, or amounts — must be made directly in your accounting software. (Receipts you upload in Ramp after the sync still transfer automatically, so those do not need to be added in the ERP.)
This one-way behavior is specific to card transactions on direct ERP connections. It does **not** apply to:
- **Universal CSV and other manual-export setups**, where you can return a card transaction to the Accounting queue with **Reset Transactions to Unsynced** from **Export History** (see [Universal CSV overview](/universal-csv-overview)).
- **Bills and vendor payments** that **failed** to sync, which you can retry from the sync error details.
- **NetSuite item receipts**, which automatically re-sync when you edit them (see [Syncing item receipts to NetSuite](/syncing-item-receipts-to-netsuite)).
### What should I do if a synced transaction was deleted in my accounting system?
Ramp does not automatically detect when a synced record is deleted in your ERP. The transaction continues to show as synced in Ramp even though the corresponding entry no longer exists in your accounting software. To resolve this, re-create the entry directly in your ERP so it matches the synced transaction in Ramp. If you use QuickBooks Online, the [Reconciliation Report](/reconciliation-report-for-quickbooks-online) can help identify transactions that exist in Ramp but not in QuickBooks, or vice versa.
### (Plus only) missing accounting sync permissions?
If you are in the Accounting role and your business is on Ramp Plus, you might not see the ability to mark transactions as ready or sync them with the ERP. That is because your business Owner or Admin may have removed this permission from the Accounting role capabilities. You can contact them for more information, and refer to [this article](/customizing-roles-and-permissions) for more information on role permissions.
## Troubleshooting: can't mark a split transaction as ready for export
If you're trying to mark a split transaction as ready for export and it's not working, here’s what to check:
- **What’s happening:** The transaction has been split into multiple lines, but the total of those split amounts doesn't match the original transaction amount.
- **Why it matters:** When the split amounts don’t add up to the full original amount, Ramp prevents the transaction from being marked as ready to help keep your accounting accurate.
- **What to do:**
Step 1: Open the transaction and review each split line.
Step 2: Make sure the total of all split amounts equals the original transaction amount.
Step 3: Once corrected, try marking the transaction as ready again.
## Additional resources
- [Overview of Ramp Accounting](/overview-of-ramp-accounting)
- [Universal CSV Overview](/universal-csv-overview)
- [QuickBooks Desktop file export overview](/quickbooks-desktop-file-export-overview)
- [Exporting your data to CSV](/exporting-your-data-to-csv)
---
---
# Two Way Vendor Information Sync
> Official Ramp Help Center article. Topic: Accounting / Set up Accounting. [View the canonical page](https://support.ramp.com/two-way-vendor-information-sync).
To import vendors directly from your accounting provider into Ramp, learn about [Importing Vendors.](/import-erp-vendors-into-ramp)
## Overview
Two-Way Vendor Sync keeps the supported vendor fields in Ramp and your ERP aligned. Changes made in Ramp sync to your ERP, and changes made in your ERP sync back to Ramp for the fields your accounting provider supports.
- **Updates Between Systems:** Supported vendor fields sync automatically between Ramp and your ERP.
- **Vendor Update Controls:** Users can accept or reject any changes made to the ERP vendor directly in Ramp.
This feature is supported for QuickBooks Online, NetSuite, Sage Intacct, Xero, Acumatica, Microsoft Dynamics Business Central, and Workday Financial **(Enterprise)**.
For Acumatica, vendor 2-way sync requires Ramp's Acumatica customization project version 24.200.009 or later. See [How to connect Acumatica to Ramp](/how-to-connect-acumatica-to-ramp) and [How to update the Ramp Acumatica customization project](/how-to-update-the-ramp-acumatica-customization-project).
## How to turn this on
Customers on Bill Pay will automatically have this enabled. For existing Bill Pay customers, a notification will appear on the Home section of Ramp to inform them of the necessary steps to enable this feature. For those with no conflicts, you will see a notification that it was turned on.
For those with many conflicts between the two systems, you will see a dedicated onboarding process for you.
## How do I edit my vendor information in Ramp?
Go to [**Vendors**](https://app.ramp.com/vendors) → Select a vendor → **Edit vendor**. You will be able to see the edit history in the **Activity** tab.
## How are vendor edits synced from Ramp to my ERP?
This step is dependent on whether you have a vendor approval process or not. The two possible scenarios are:
### 1. Vendor approvals are turned off (default)
Edits made to a vendor in Ramp will flow to your accounting system automatically and vice versa.
### 2. Vendor approvals are turned on
You can read more about [vendor approvals](/vendor-approvals).
Any edits made to a vendor on Ramp will require approval, just as with any other edit. Once approved, vendor edits will flow to your accounting system.
## How to set up approvals for edits coming from my accounting system?
By default, changes for vendors will automatically sync between both systems.
If you’d like to add approvals for edits coming from your accounting system, go to **Vendors** → **Settings** → **Vendor approvals** → turn on **Require review for changes made to vendors.**
Then, add Update source is "ERP Import" and the fields that you'd like to trigger vendor approvals.
## Here is how you can find vendor approvals on Ramp:
Go to [**Vendors**](https://app.ramp.com/vendors/overview) → **Needs Review** and select from the list of vendor edits that have been made. From there, you can either Approve or Reject the edit.
You will also receive an email when a vendor edit has been approved or rejected.
## Which vendor fields will sync between Ramp and my ERP?
| Ramp Field | QuickBooks Online | NetSuite | Sage Intacct | Xero | Acumatica | Microsoft Dynamics Business Central | Workday Financial |
| --- | --- | --- | --- | --- | --- | --- | --- |
| Vendor Name | Display name | Company name | Name | Contact name | Not synced | Used for import and matching | Supplier name (syncs from Ramp to Workday; used for import and matching) |
| Print on Check Name | Print on check name | Print on check as | Not available | Not available | Not available | Not available | Not available |
| Vendor Type | Not available | Person type | Individual / Person | Not available | Not available | Partner Type | Not available |
| Country & State | From address on import | From address on import | From address on import | From address on import | Acumatica -> Ramp only | Derived from address fields on import | Workday -> Ramp only (from address on import) |
| Vendor Owner | Set to importer | Vendor Owner | Set to importer | Set to importer | Set to importer | Set to importer | Set to importer |
| Contact Email | Email field | Email | Primary contact | Primary person email | Primary contact email | Primary contact or vendor email | Primary contact email (Workday -> Ramp only) |
| Contact Name | Name field | Not synced | Primary contact name | Primary person name | Primary contact name | Primary contact name | Primary contact name (Workday -> Ramp only) |
| Contact Phone | Phone | Phone | Primary phone | Phone (Business Info) | Primary phone | Primary contact or vendor phone | Primary contact phone (Workday -> Ramp only) |
| Payment Terms | Terms | Terms | Terms | Terms | Terms (matching credit term required) | Payment Terms Code | Net days (bidirectional for simple net terms; Ramp creates `RAMP_NET_`) |
| Mailing Address | Address | Default address | Address | PO Box address | Main address | Vendor Remit Address | Direct remit address (bidirectional; `RAMP_REMIT_`) |
| GL Accounting Rule | Not via API | Expense account | Account | Default expense account | AP account | Vendor Posting Group Payables Account | Not available |
| 1099 Eligibility (W9) | Track payments (one-way) | Updated on Ramp | One-way from Sage | One-way from Xero | 1099 status | Business Central -> Ramp only | 1099 status (enable-only in both directions) |
| TIN (Tax ID) | Updated on Ramp | Updated on Ramp | TIN | TIN | TIN | Tax Registration No. | Typed EIN/SSN (bidirectional) |
| ACH Details | Not via API | Not via API | Sage Intacct -> Ramp (initial only) | Xero → Ramp (initial only) | Acumatica -> Ramp only | Business Central -> Ramp only | Workday -> Ramp only (one US account, add-only) |
## Configure or turn off two-way vendor syncing
From **Vendors**, select **New vendor** → [**Sync vendors from [accounting provider]**](https://app.ramp.com/vendors/overview#/d/vendors/settings/erp-import). This option is available when your connected accounting provider supports vendor syncing and you have permission to manage vendors and accounting sync settings. If the option is unavailable because of your permissions, ask an Admin or Owner to complete these steps. On Ramp Plus, an Admin can instead grant the required vendor and accounting permissions by [customizing your role's permissions](/customizing-roles-and-permissions).
- To stop syncing a configurable field, turn off its switch under **Syncing information**. Vendor name and vendor owner syncing cannot be turned off, and available fields depend on your accounting provider.
- To stop importing vendor updates from your accounting provider, turn off **Import vendors from [accounting provider]**, then select **Save**.
When address mapping is available, use the table to select which Ramp address maps to your accounting provider's default address.
## How can I see my vendor edit history?
Go to **Vendors**, search for the vendor you want to see the edit history for, and click on it. Then, go to **Activity.** From there, you will be able to see all edits made on the vendor.
## Can I bulk update my vendors via CSV?
Since Ramp cannot sync over 100% of vendor information, some fields need to be updated via CSV. You can do this from the [**Vendors**](https://app.ramp.com/vendors/overview) page: select **New vendor**, then [update vendors via CSV](https://app.ramp.com/vendors/overview#/d/vendors/settings/bulk-upload-vendors) and upload a file with your complete vendor information.
## Frequently asked questions
### Which system's information will override the other?
The most recent edit will take precedence over the other. If you’d like Ramp to be the source of truth, add an approval step for vendor controls so that edits coming from the ERP have to go through someone before they update said vendor in Ramp.
If you’d like the ERP to be the source of truth, you can ensure vendor controls / approvals are only present for edits originating in Ramp.
### How will I know where an edit came from?
In the Activity tab of a vendor, the edit will be denoted whether if came from a Ramp edit via an ERP edit. You can see the example below in green writing specifies the edit came "via import from QuickBooks"
### If I rename a vendor in my accounting system, why doesn’t the vendor name automatically update in Ramp?
When using two-way sync with a supported accounting provider, Ramp links each vendor in Ramp to a specific vendor record in your accounting system. While the link between the two records remains intact—and certain synced fields may update automatically—the vendor name in Ramp may not be editable after the record is created.
Because of this, if you rename a vendor in your accounting system, the updated name may not automatically appear in Ramp. The systems stay linked, but the display name in Ramp may remain unchanged.
### What should I do if I need the updated vendor name to appear in Ramp?
If you want the new vendor name to display in Ramp (for example, to reflect a legal name change or rebrand), the standard approach is:
**Step 1:** Create a new vendor in Ramp using the updated name.
**Step 2:** Confirm the new vendor syncs correctly with your accounting system.
**Step 3:** Use the new vendor for all future transactions.
You may also want to inactivate or stop using the old vendor record in Ramp to prevent confusion.
### What is the timing for data to refresh?
Vendor two-way sync is a combination of event-based and scheduled mechanisms, depending on the direction:
- For changes made in Ramp, updates should be reflected immediately (or within a few moments)
- For changes made in your accounting provider, updates will be reflected upon completion of your next field refresh (this timing varies, but a refresh can be initiated manually by going to **Accounting > Settings > Accounting fields** and clicking the refresh icon).
### Can I customize which vendors I import?
Yes, you can choose to import all vendors or only those associated with bills. View the [Importing Vendors into Ramp](/import-erp-vendors-into-ramp) article for more details.
### What should I do if I encounter issues with vendor imports?
If you face issues such as missing payment details due to ERP restrictions, consider using the regular CSV import for the initial upload. For bulk deletions, filter by `Vendor creation source = ERP Import` and disable the import feature before deleting.
### What does Acumatica vendor sync support?
Acumatica vendor import plus limited 2-way sync supports mailing address, primary contact name, primary contact phone, primary contact email, payment terms, 1099 status, and TIN. Country and state, plus bank account details, can sync from Acumatica into Ramp, but Ramp does not sync vendor names or push bank account details back to Acumatica.
### What does Microsoft Dynamics Business Central vendor sync support?
Microsoft Dynamics Business Central vendor sync requires the Ramp for Business Central extension version 1.1.0.42 or later. It is bidirectional for tax address, remit address, primary contact, TIN, supported payment terms, default expense or payables account, and vendor type.
Ramp represents payment terms as simple net days. Early-payment discounts and calendar or working-day formulas, such as `CM` and `CW`, are not represented in Ramp. When syncing to Business Central, Ramp reuses one matching simple, no-discount Payment Terms record when available and does not overwrite shared Payment Terms definitions. If multiple records match, Ramp cannot safely select one.
For the default expense or payables account, Ramp reads the Payables Account associated with the vendor's Vendor Posting Group. When syncing from Ramp, exactly one Vendor Posting Group must map to the selected Payables Account. If none or multiple groups match, the field cannot sync. Ramp does not create or rewrite Vendor Posting Groups.
When syncing a primary contact from Ramp to Business Central, the contact must have an email address. Ramp does not convert an existing Business Central `Company` contact into a `Person` contact.
Bank accounts sync from Business Central to Ramp only. Ramp uses the Preferred Bank Account Code when one is set; if no preferred bank account is set and exactly one vendor bank account exists, Ramp uses that account. Ramp does not create, edit, delete, or manage Business Central vendor bank accounts.
Changing the selected bank account in Business Central does not remove previously imported bank accounts from Ramp.
1099 status syncs from Business Central to Ramp only. Ramp detects 1099 status changes only after the Business Central vendor record is updated and saved.
Ramp syncs one selected remit address with Business Central, not the full Business Central remit-address list. If multiple remit addresses exist, set one default remit address in Business Central so Ramp can select the correct address.
### What does Workday Financial vendor sync support?
> **Available on Ramp Enterprise.** See [Ramp Enterprise overview](/ramp-enterprise-overview) for plan details.
Workday Financial vendor sync is bidirectional for tax address (the primary `BUSINESS` address), remit address, TIN, and 1099 status. Primary contact details, bank accounts, and country/state sync from Workday to Ramp only. Ramp syncs the vendor name to the Workday supplier name, but name changes made in Workday do not sync back to Ramp.
When syncing to Workday, Ramp creates and manages canonical records: a `RAMP_REMIT_` address for the remit address and `RAMP_NET_` payment terms for net payment terms. Ramp reuses an existing payment term only on an exact match, and negative payment terms are not supported.
Ramp syncs only direct addresses: one primary `BUSINESS` address as the tax address and one direct `REMIT` address as the mailing address. Mailing sync is not supported while a supplier has an active connection (remit-to service), and multiple primary addresses or multiple direct remit addresses block the sync. Keep tax IDs typed as EIN or SSN — other types and ambiguous values cannot sync.
The primary contact syncs from Workday by email. Email is required: a supplier with a phone number but no primary email produces a sync error. Contact and bank account imports are add-only. Ramp imports at most one eligible US bank account, and only when USD can be inferred from a US tax or mailing address.
1099 status is enable-only in both directions: setting it in one system enables it in the other, but an existing value is never disabled through the sync. Payment terms sync bidirectionally only when the Workday term has one Add Days (`ADD_DAYS`) rule with a nonnegative whole-day value, no cut-off condition, and no cutoff day, payment discount days, payment discount percentage, or grace days. Due on receipt (`0` days) is supported. Other terms do not change the Ramp vendor's payment terms. To import an unsupported term, edit or replace the supplier's term in Workday so it meets these conditions, assign it to the supplier, then [refresh your accounting fields](#what-is-the-timing-for-data-to-refresh).
New suppliers sync to Workday immediately. Updates to existing suppliers may remain pending as Workday business processes — resolve the pending supplier business processes in Workday (or set up an automation to resolve them) so updates complete.
### Why didn't a payment term sync to Acumatica?
Ramp matches vendor payment terms to an existing credit term in Acumatica with the same number of days. If Acumatica does not have a matching credit term, the vendor update will not sync until you add one in Acumatica.
### Which field in NetSuite is considered the "Company Name"?
By default our integration uses **altname** if it is available for the NetSuite vendor, but will fall back to **companyname** if not. If neither field is present, we will use **entitytitle**.
### Which field in Intacct is considered the "Address"?
By default our integration uses the **DISPLAYCONTACT > MAILADDRESS** field on the vendor record. In the Intacct UI, this corresponds to the primary contact's mailing address - the address shown at the top of the vendor record.
### Why don’t past transactions reflect a vendor category change?
If you’ve updated a vendor’s category in Ramp but don’t see past or current transactions under the new category, this is expected behavior.
---
# Migrate to a new accounting provider
> Official Ramp Help Center article. Topic: Accounting / Set up Accounting. [View the canonical page](https://support.ramp.com/migrating-to-an-erp-with-a-direct-ramp-integration).
## Overview
Ramp's ERP migration flow supports moving to a direct Ramp integration, a partner-built API integration, or Universal CSV. It maps your old accounting fields and values to the new connection, then updates eligible Ramp configurations and unsynced activity with those mappings.
## What ERP migration preserves
Ramp migrates eligible accounting field settings, vendor mappings, coding rules, workflows, policies, and transaction, reimbursement, and bill codings when their old fields and values have confirmed mappings. Unmapped fields and values are cleared or skipped.
Items already synced to the old provider are historical and are not remapped or added to the new provider. Use the ERP Migration CSV Export and your old provider's records if you need that history in the new ERP.
In-flight bill behavior depends on the accounting provider. For QuickBooks Online, Ramp tries to sync paid in-flight bills to the new provider, but the original bill is not present there, which can cause matching problems or duplicate records. Other in-flight bills do not automatically transfer as complete records. Resolve as many approved or unpaid bills as possible before starting the migration.
## Prepare to change accounting providers
Complete these steps before disconnecting your current accounting provider:
- Choose a cutover date, usually at the end of an accounting period, and complete your close in the old provider.
- Sync transactions, reimbursements, and bills that belong in the old provider.
- Resolve as many approved or unpaid bills as possible.
- Pause new accounting syncs and bill approvals during the cutover so activity is not split between providers.
- Save your financial records and document your accounting rules, approval workflows, sync settings, vendor mappings, and conditional coding workflows.
- Use production connections for both providers. Do not use this process to migrate from a sandbox connection to a production connection.
### Prepare Ramp Procurement activity
If you use Ramp Procurement, review all open purchase requests and purchase orders before the cutover date. Complete and close as many as possible so their related bills can be approved, paid, and synced to the old provider before you close that system.
Avoid starting new purchase requests during the final days before migration. If necessary, pause procurement workflows until the new accounting connection is live and configured.
For procurement items that cannot be completed before the cutover, either:
- If no bill has been approved, synced, or included in the old provider's closing accounts payable balance, cancel the item and submit a new request after the new provider is connected.
- Export and track the item manually. Do not re-enter a related bill until you confirm whether it is included in the old provider's closing accounts payable balance.
Before migration, also consolidate duplicate vendor records and standardize vendor names and metadata. Inconsistent vendor data can lead to incorrect vendor mappings or failed bill syncs after the switch.
### Reconcile bills that cross the cutover
For QuickBooks Online, Ramp tries to sync paid in-flight bills to the new provider. Because the original bill does not exist in the new provider, the payment may not match and can create duplicate records. Approve and pay outstanding bills before disconnecting QuickBooks Online whenever possible. See [What if I need to change accounting providers?](/quickbooks-online-overview#what-if-i-need-to-change-accounting-providers) for provider-specific guidance.
If an approved or unpaid bill is included in the old provider's closing accounts payable balance or in the opening balance imported into the new provider, do not recreate it with its original expense coding. Doing so records the payable and expense twice. Work with your accountant or accounting provider to reconcile it. One approach is:
1. Create a temporary suspense expense account in the new provider.
2. Recreate the bill in Ramp using the suspense expense account instead of the original expense account.
3. If the new direct or partner-built API integration supports bill sync, sync the recreated bill to the new provider.
4. If the new connection is Universal CSV, export the recreated bill from Ramp and import it into the new provider.
5. Create a manual journal that debits Accounts Payable without a vendor and credits the suspense expense account for the recreated amount.
6. Confirm that the suspense account is zero and that total Accounts Payable matches the opening balance and outstanding vendor bills.
## Export a backup before ERP migration
Before disconnecting, start the **ERP Migration CSV Export** from the switch-provider flow. Ramp emails one message containing separate CSV files for synced card transactions, reimbursements, and bills.
Each file includes up to 50,000 of the most recent synced records. Unsynced items are not included. Large exports can take up to two hours, download links expire after 24 hours, and you cannot start the migration while an export is still processing. You need Accounting Setup access to create the export.
Keep these files with the records exported from your old accounting provider. The migration export is a backup of Ramp coding and does not import historical activity into the new ERP.
## Start the accounting provider switch
You need permission to manage your business's accounting connection. Starting the switch disconnects your current provider before you connect the new one, so finish the backup and preparation steps first.
1. Open [Accounting settings](https://app.ramp.com/accounting#/d/accounting/settings) and select **Switch providers** in the **Danger zone**.
2. Start the ERP Migration CSV Export and wait for the email before continuing.
3. Select **Disconnect & begin switching**. Ramp disconnects the current provider and opens **Connect your ERP**.
4. Choose the destination using the instructions in [Connect the new accounting provider](#connect-the-new-accounting-provider).
Do not disconnect the new provider or begin another switch after connecting it. Ramp needs both the old and new connection records to complete the migration.
## Connect the new accounting provider
How you connect the destination depends on its integration type. All three paths continue to the same ERP migration flow after the new provider's fields and values are available in Ramp.
**Direct Ramp integration:** Select the provider and complete its authentication and setup requirements. See [Ramp accounting integrations directory](/ramp-accounting-integrations-directory) for provider-specific setup guidance.
**Partner-built API integration:** Select the provider marked **API**. The option appears only after your provider or integration partner has prepared an API-based accounting connection and loaded its accounting fields and values. If it is missing, return to the provider's onboarding process before continuing.
**Universal CSV:** Under **Find another provider**, select the provider marked **CSV**, or enter the provider's name and select **Use "[provider]" as my accounting provider**. Follow [Universal CSV overview](/universal-csv-overview) to choose your liability account, import your chart of accounts, add accounting fields, and configure exports. Universal CSV exports activity for you to import into the ERP; it does not directly sync activity into the ERP.
## Map accounting fields and values
After connecting the destination, Ramp prepares its accounting data and opens the two-step migration flow.
1. On **We've mapped your existing accounting fields to [provider]**, review each old field and its suggested destination field. Change the destination or select **Don't migrate**. Each destination field can be used only once.
2. Choose whether to include field values used in the past three months, six months, or one year. The default is one year.
3. Select **Continue** to review the values within each mapped field.
4. Confirm exact and suggested matches, correct values marked **Needs review**, and skip values you no longer need.
5. Select **Save and mark as ready** for each field. You cannot finish until every mapped field is marked **Ready**.
6. Select **Finish and migrate**.
Accounting pages are unavailable while Ramp processes the migration, but you can continue using the rest of Ramp.
## Review Ramp after ERP migration
After the migration finishes, verify the new connection before resuming normal accounting work:
- Review unsynced transactions and reimbursements to confirm their accounting fields use values from the new provider.
- Review accounting rules, approval workflows, vendor mappings, card rules, and sync or export settings. Recreate or correct any configuration that depended on a field or value you skipped.
- Before retrying or recreating an in-flight bill, confirm whether it is already included in the old provider's closing accounts payable balance or the new provider's opening balance. Follow [Reconcile bills that cross the cutover](#reconcile-bills-that-cross-the-cutover) to avoid duplicate payables.
- Compare the new provider's balances with your final close and migration records from the old provider.
## Troubleshoot the ERP migration flow
**The new provider does not appear:** Finish the provider or integration partner's setup first. An API-based connection appears in **Connect your ERP** only after the provider has loaded its accounting data and marked the connection ready for migration.
**A field or value cannot be matched:** Skip values you no longer need. For values that should continue, create or correct them in the new provider, follow the provider's instructions to refresh its accounting data in Ramp, and return to the mapping step. Skipped fields and values are not preserved in migrated configurations or coding.
**The migration does not finish:** Do not disconnect the new provider or start another switch. Contact [Ramp Support](/how-to-contact-ramps-support-team) so the migration state can be reviewed without creating a second connection.
## Frequently asked questions
### What accounting provider migrations are supported?
Ramp's ERP migration flow supports moving to a direct Ramp integration, a partner-built API integration, or Universal CSV. See [Connect the new accounting provider](#connect-the-new-accounting-provider) for the setup path for each destination.
### What happens to settings and coding during migration?
Ramp updates eligible configurations and unsynced activity when their old fields and values have confirmed mappings. See [What ERP migration preserves](#what-erp-migration-preserves) for what is migrated, skipped, or retained as history.
### What happens to in-flight bills?
Behavior depends on the provider. QuickBooks Online tries to sync paid in-flight bills to the new provider, which can cause matching or duplicate-record issues because the original bill is not there. Other in-flight bills do not automatically transfer as complete records. Resolve as many as possible before migration, then follow [Reconcile bills that cross the cutover](#reconcile-bills-that-cross-the-cutover) before retrying or recreating any remaining bill.
### Can I bulk-reset previously synced transactions after migration?
No. Previously synced transactions remain associated with the old provider and do not return to the Accounting queue for the new provider. Use the ERP Migration CSV Export and your old provider's records if you need to add that history to the new ERP.
### Can I reverse an ERP migration?
A completed migration cannot fully restore every configuration and coding to its previous state. If a migration fails or you need to stop before it finishes, do not disconnect either provider; contact [Ramp Support](/how-to-contact-ramps-support-team) so the connection and migration state can be reviewed together.
---
# Ramp Accounting Agent — Enablement & Daily Use (Admin guide)
> Official Ramp Help Center article. Topic: Accounting / Set up Accounting. [View the canonical page](https://support.ramp.com/ramp-accounting-agent-enablement-daily-use-admin-guide).
## Overview
Accounting Agent includes limited AI coding for businesses without Ramp Plus. Ramp Plus adds enhanced AI coding and Auto-mark ready.
## Feature overview
The exact Accounting Agent features available depend on your account.
- **AI-Coding** — Ramp's AI automatically codes relevant accounting fields using transaction context and history for entries you typically populate when syncing to your ERP system.
- **Suggested Actions** — recommends which transactions to mark ready or manually review.
- **Auto-mark ready** **(Plus)** — marks low-risk, fully completed expenses as ready.
- **Smart Groups** — groups transactions by suggested action so you can review similar work together.
## AI coding
When enabled, Ramp's Accounting Agent starts coding eligible card transactions after they clear and eligible bills when they are created.
**Settings**
To adjust AI coding, open [**Automation settings**](https://app.ramp.com/accounting/ramp-card/needs-review#/d/accounting/automation).
You can then choose whether you want AI coding to auto-code:
- **Auto-code all eligible fields for new expenses and bills** (default)
- **Auto-code selected fields**
- **I don't want to use AI coding**
On Ramp Plus, you can also turn on Auto-mark ready for these transactions.
For eligible transactions, the agent evaluates **GL account** and other eligible accounting fields, such as **department, class, and location**.
**When the agent may code or update a field**
- **Blank field + high confidence** → AI takes the first pass and fills it. *Example:* Starbucks $8 “client coffee” with **GL blank** → AI sets **Meals & Entertainment (Client)**.
- **Existing AI or default coding + new information** → AI may update the field when new transaction information becomes available.
- **Transaction already marked Ready** → AI does not update the coding when new information becomes available.
**When the agent will not override**
- **Employee value present** → AI does **not** change it. *Example:* Employee chose **Travel: Airfare** for Uber → AI leaves it.
- **Admin value present** → AI does **not** change it. *Example:* Admin set **Client Gifts** for Staples → AI respects admin value.
- **Rule value present** → AI does **not** change it. *Example:* Apple $2.99, rule **Computer Equipment** → keeps rule.
- **Field required by policy** → AI does **not** code the field. The required field must be completed according to your company's policy before the transaction can be marked ready.
## Review faster with suggested actions and smart groups
### Suggested actions
In the [Needs review table](https://app.ramp.com/accounting/ramp-card/needs-review), you’ll see a **Suggested action** column. Each transaction row shows a suggested-action badge, such as **Remind cardholders**, **Remind approvers**, or **Mark ready**.
- Hover a badge to see **why** it’s suggested (receipt present, all fields coded, approved, etc.).
- Click a badge to open the transaction details.
Suggested actions that Ramp may provide include:
| Suggested action | Meaning |
| --- | --- |
| **Remind cardholders** | The transaction is waiting on input or action from the cardholder. |
| **Remind approvers** | The transaction is waiting for approval. |
| **Review fields** or **Review [field name]** | One or more accounting fields need review. |
| **Review receipt** | The transaction receipt needs review. |
| **Review out of policy** | The transaction is out of policy and needs review. |
| **Review amortization** | The transaction appears to be amortized and requires review. |
| **Mark ready** | Ramp believes the transaction is properly coded and not suspicious, and recommends marking it as ready. |
### Smart Groups
If **Smart groups** appears under **Group by**, select it to review transactions grouped by suggested action.
- **When Smart Groups is selected:** Transactions are **grouped under a header row** that highlights the suggested action for that set (with an item count).
- **Review [GL account name] codings that may be incorrect**
- **Review material expenses that could need additional attention**
- **Expenses that do not meet your policy requirements**
- **Expenses that are awaiting approval**
- **Review expenses individually**
**When to use which view:**
- Clear **Smart groups** from **Group by** to review transactions line by line with the **Suggested action** column.
- Select **Smart groups** from **Group by** to batch similar work under a clear header.
## Improve accuracy with AI-coding feedback
**Use the feedback prompt when Ramp displays it.**
When you override eligible AI-applied coding in the [Needs review table](https://app.ramp.com/accounting/ramp-card/needs-review), Ramp may ask why you changed it. Add a brief note to give guidance for future suggestions.
**Coach reviewers to be specific.**
Ask reviewers to include short, concrete guidance—e.g., “client meal, not team” or “software → user support.”
**Know the impact.**
Ramp uses submitted feedback as guidance for future suggestions. In some cases, feedback may also trigger reevaluation of related prior AI-coded transactions that are unsynced and not marked **Ready**.
- **Tip:** Keep the note to one sentence. Name the distinction (e.g., client vs. internal; software vs. support). No need to restate details already visible on the transaction.
## Two paths to “zero-touch”
**Get items to*****Ready*****with*****Auto-mark ready***** **(Plus)**; move them to the ERP with*****Auto-sync*****.**
Used together, these create a fast lane from swipe → ERP for in-policy, fully completed transactions.
## How to auto-mark items “Ready” (two options)
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
1. **Advanced rules (if–then logic)** Use rules to mark transactions ready when they meet exact conditions and Ramp's Ready eligibility checks.
- *Example:* **IF** Merchant = Zoom **AND** receipt present **AND** all required fields coded **THEN** Mark ready.
2. **Ramp AI** Allow Ramp’s AI to identify eligible transactions based on signals such as satisfied receipt and memo requirements, completed required fields, in-policy status, and high-confidence coding.
- *Example:* Small recurring SaaS charge with receipt + fully coded → AI marks **Ready** .
> **Note:** Decide what can be auto-marked ready through rules or AI. Set an Auto-mark ready amount limit and policy controls from [Automation settings](https://app.ramp.com/accounting/ramp-card/needs-review#/d/accounting/automation).
## How auto-sync works
- **Automatic sync:** When **Auto-sync** is on in [Automation settings](https://app.ramp.com/accounting/ramp-card/needs-review#/d/accounting/automation), Ramp begins processing eligible card transactions marked **Ready** nightly at midnight Eastern Time.
- **Eligibility:** A card transaction must be cleared, nonzero, unsynced, marked **Ready**, and complete all required accounting coding. Every entity represented in the nightly batch must also have its required account mappings completed in [Sync settings](/overview-of-ramp-accounting#sync-settings).
- **If a transaction does not sync:** Open [Ready to sync](https://app.ramp.com/accounting/ramp-card/ready-to-sync), complete any missing coding, verify the entity's Sync settings, then select the transaction and click **Sync** to retry. If the nightly volume exceeds processing capacity, remaining eligible transactions stay **Ready** and are picked up the following night.
- **Important:** Auto-sync rechecks eligibility before syncing transactions from your **Ready** queue. **Auto-mark ready** separately controls which transactions become **Ready**.
## Safe rollout pattern (recommended)
- Start by auto-marking **repeatable, low-risk spend** **(Plus)** using [advanced rules](https://app.ramp.com/accounting/ramp-card/needs-review#/d/accounting/rules/advanced/new) (e.g., small recurring vendors).
- Layer in **AI-based auto-marking** **(Plus)** for similar low-risk patterns from [Automation settings](https://app.ramp.com/accounting/ramp-card/needs-review#/d/accounting/automation) once receipt, memo, and field requirements are reliably satisfied.
- Turn **Auto-sync** on from [Automation settings](https://app.ramp.com/accounting/ramp-card/needs-review#/d/accounting/automation) once you trust that items reaching **Ready** are truly post-worthy.
## Frequently asked questions
### Can I override Ramp’s suggestions?
Yes.
### How does this affect the employee experience?
If your business requires employees to code transactions, those codings are not affected by the Accounting Agent.
### What fields are coded by the Accounting Agent?
AI coding applies only to eligible accounting fields. See [AI coding](#ai-coding) for field eligibility details.
### How does this work with conditional filtering?
The Accounting Agent respects conditional filtering rules. It can code dependent fields when their controlling selections make the predicted option visible; otherwise, it leaves them uncoded.
### How can I tell if something is AI coded?
AI coded fields will have a Ramp intelligence icon:
### Can I filter to only see AI codings?
If **Coded by** appears in your table filters, select **Accounting Agent** to show AI-coded transactions. This filter is not available to every business.
### Can I turn this off for specific fields?
Yes. Open [Automation settings](https://app.ramp.com/accounting/ramp-card/needs-review#/d/accounting/automation), select **Auto-code selected fields**, and see [AI coding](#ai-coding) for details.
### Will AI change a rule’s coding?
No. AI will not override rule-based codings.
### What happens with AI coding when a transaction clears but the cardholder hasn't uploaded a receipt or memo? Does the AI update its coding if a receipt or memo is added later with new information? Or does the AI wait to code these transactions?
AI coding begins after a transaction clears and can reconsider a suggestion when new information arrives, but it does not update transactions already marked **Ready**. See [AI coding](#ai-coding) for details.
### How do I know which items are safe to sync?
Start with complete, high-confidence items already auto-marked **Ready**, then see [How to auto-mark items Ready](#how-to-auto-mark-items-ready-two-options) before expanding.
### Can I turn Smart Groups off?
Yes. Clear **Smart groups** from **Group by** to turn it off; see [Smart Groups](#smart-groups) for details.
### What if an employee coded a field incorrectly?
AI won’t override employee entries. Fix it and move on—your edits help improve future suggestions.
### Can I set my own AI confidence threshold?
Not at this time.
### What do the icons mean on transactions?
A **person** icon = coded by an employee. A **bolt** icon = coded by a rule. Low confidence appears in **yellow** with on-hover details showing who coded it and why.
### Will the agent retroactively change past codings after it learns?
Feedback can trigger reevaluation of related prior AI-coded transactions that are unsynced and not marked **Ready**. It does not overwrite manual or rule coding.
### Can I review the feedback submitted to the agent?
Not today.
### Does AI coding work for Ramp Checking Account open-loop transfers (external deposits and withdrawals)?
Ramp suggests a GL account (Category) for Ramp Checking Account open-loop transfers (such as external deposits and withdrawals) in the [**Accounting > Banking**](https://app.ramp.com/accounting/business-accounts) table. Ramp Banking AI coding suggests the GL Category field only. If your business has defaults set up, Ramp applies them automatically when AI coding does not provide a suggestion. See [Ramp Banking Accounting](/ramp-banking-accounting#ai-suggested-gl-accounts--categories) for details.
### Is Accounting Agent a Ramp Plus feature?
Ramp Plus includes enhanced Accounting Agent features, but limited AI coding is also available without Ramp Plus. See [Feature overview](#feature-overview).
---
# Stack for bookkeeping
> Official Ramp Help Center article. Topic: Accounting / Set up Accounting. [View the canonical page](https://support.ramp.com/stack-for-bookkeeping).
## Overview
Stack is Ramp's AI Accounting operating system for accountants and finance teams. Use Stack to review bookkeeping work, run the monthly close, reconcile bank transactions, and manage the apps and instructions Stack uses for bookkeeping tasks.
Stack currently supports businesses using QuickBooks Online with a straightforward bookkeeping process.
**Video walkthrough:** Watch the Getting started with Stack demo. Best when you want a visual tour before using the setup and workflow sections below. [Watch the video](https://www.youtube.com/watch?v=Mk7UGZhHg84).
## Who Stack is for
Stack is built for businesses or clients using QuickBooks Online with a standard bookkeeping workflow.
For accounting firms, Stack helps staff accountants, bookkeepers, managers, partners, and fractional CFOs move through repetitive execution work across a portfolio of clients. For in-house finance and accounting teams, Stack helps controllers, staff accountants, and bookkeepers handle transaction coding, reconciliations, close tasks, and other repeatable bookkeeping work.
Stack is not the right fit today for businesses that need consolidated families, intercompany eliminations, or multi-currency workflows.
## Use Stack Home
Open [Stack Home](https://app.ramp.com/coworker/home) to pick up active bookkeeping work, review quick tasks, or ask Stack for help with a bookkeeping task.
Stack Home is the starting point for moving into a suggested task or asking a question before opening a specific Stack workspace.
## Manage monthly close with the close checklist
Open [Close checklist](https://app.ramp.com/coworker/accounting/checklist) in Stack to organize month-end work into trackable tasks by close period.
You can upload an existing close checklist or build one by adding tasks individually. Close checklist tasks can be assigned to team members or Stack agents, scheduled to recur each period, and grouped to match how your firm or finance team runs the close.
When Stack runs a close checklist task, it drafts a plan and completes the work for review. Tasks completed by Stack can be assigned to an approver before the work is finalized.
## Review bank transactions in Stack
Open [Bank transactions](https://app.ramp.com/coworker/accounting/bookkeeping/bank-transactions/overview) in Stack to review and reconcile bank activity.
Bank transactions are organized by status: **Needs review**, **Ready to sync**, **Synced**, and **Excluded**. Use these statuses to work through coding decisions and reconciliation, then sync cleared items to QuickBooks Online.
## Manage Stack knowledge
Open [Stack > Knowledge](https://app.ramp.com/coworker/knowledge/apps) to manage the apps and instructions Stack uses for bookkeeping work.
Use [Stack > Knowledge > Apps](https://app.ramp.com/coworker/knowledge/apps) to manage connected apps that Stack can use while completing financial work.
Use [Stack > Knowledge > Skills](https://app.ramp.com/coworker/knowledge/skills) to view or create reusable instructions that teach Stack how to handle a specific kind of bookkeeping task.
## Use bookkeeping and close skills
A Stack skill is a specialized capability Stack uses to complete a specific kind of work. Describe the task you want done, and Stack selects the relevant skill or combination of skills.
- **Close management:** Plan your close calendar, sequence tasks by day, track blockers, and keep dependencies visible.
- **Journal entry prep:** Draft journal entries with debits, credits, and supporting documentation for accruals, prepaid amortization, depreciation, payroll, revenue recognition, and manual entries.
- **Schedules and accruals:** Build and roll forward amortization, depreciation, prepaid, fixed asset, deferred revenue, and other balance-sheet schedules, then draft the matching accrual or reversal entries.
- **Reconciliation:** Match transactions item by item between the general ledger and a source record, produce a reconciled workpaper, and categorize anything that does not tie out.
## Use analysis, audit, and file skills
Stack includes skills for adjacent accounting work beyond the monthly close.
- **Variance analysis:** Break a variance into its drivers, build a waterfall, and write the narrative for budget-versus-actual, period-over-period, revenue, or expense changes.
- **Audit support:** Help with SOX 404 work, including control testing methodology, sample selection, workpaper documentation, and deficiency classification.
- **Excel:** Open, read, edit, or create spreadsheets, including `.xlsx`, `.csv`, and `.tsv` files.
- **PDF files:** Stack can read text and tables from PDFs. For file changes, Stack can merge or split files, rotate pages, add watermarks, or encrypt PDFs. Stack can also extract text from scanned documents with OCR.
- **Invoice instructions:** While viewing a bill in Bill Pay, add processing instructions for the invoice or rerun OCR extraction when captured data needs review.
## Stack scope and limitations
Stack supports QuickBooks Online for single-entity bookkeeping. [QuickBooks Online does not support multi-entity bookkeeping within one Ramp account](/quickbooks-online-overview#multi-entity). Multi-entity Stack is available to eligible accounts using a supported multi-entity accounting setup. Contact your Ramp representative to confirm availability. Stack does not support QuickBooks Desktop or multi-currency workflows today.
Stack reviews and codes new bank activity and can draft new journal entries. Stack does not modify existing QuickBooks Online transactions, so cleanup engagements that require reclassifying historical activity should be handled directly in QuickBooks Online.
For bank reconciliations, Stack produces the reconciled workpaper and syncs cleared transactions to QuickBooks Online. Stack cannot mark transactions as reconciled in QuickBooks Online because that functionality is not available through the QuickBooks Online API.
Stack supports SharePoint and OneDrive sources. Stack also supports Outlook when you connect your personal Outlook inbox and enable **Agent search** for that inbox. Your firm's email connection settings and Outlook permissions must allow Ramp to read email. Stack does not currently support Microsoft Teams sources.
## View your Stack usage
Stack usage measures your use of Stack. Usage varies by request because requests differ in complexity and the amount of processing required.
The Stack usage dashboard is available to active Stack customers. For accounting firms, only Advisor Console Admins with client billing access can view firm usage. If you cannot see the dashboard, ask an Advisor Console Admin or your Ramp Admin to verify your Stack access. You can find it here:
- Accounting firms using Advisor Console: Go to Firm → Stack usage.
- In-house finance and accounting teams: Go to Company → Stack usage.
> **Note:** The dashboard includes credit usage recorded beginning July 15, 2026. Usage before this date is not included.
Contact your Ramp representative if you have questions about Stack credits or usage plans.
## Frequently asked questions
### Can Stack generate financial statements today?
Yes. Ask Stack to generate an income statement, balance sheet, or cash flow statement.
### Can I reuse skills and checklists across multiple clients?
Skills can be used across clients. Accounting-firm users with project management access can copy checklists between their active clients if the destination has no checklist for the period. In [Projects](https://app.ramp.com/console/projects), open **More options** and select **Copy checklist**.
### Can I onboard a client to Stack if they are not already a Ramp customer?
Yes. Visit [ramp.com/stack](https://ramp.com/stack) to learn about onboarding a client to Stack.
### What can my clients see when I use Stack?
If the Stack subscription is managed by your accounting firm, clients do not see Stack by default.
### Can I share tax return information with Stack?
Section 7216 applies to people who prepare U.S. federal income tax returns or provide services in connection with preparing them. It generally restricts disclosure of tax return information furnished for, or in connection with, those returns unless an exception applies. If you are unsure whether Section 7216 applies to your intended disclosure to Ramp, consult your legal counsel. If you determine that you need client consent for a Form 1040-series return, see [Rev. Proc. 2013-14](https://www.irs.gov/pub/irs-drop/rp-13-14.pdf) for the required consent format and content. For other return types, see [Treasury Regulation Section 301.7216-3](https://www.irs.gov/irb/2013-03_IRB#RP-2013-14) and consult your legal counsel to determine the applicable consent requirements.
### Does Stack replace my close-management tool?
Stack executes accounting work and organizes that work through the close checklist. Firms using tools such as FloQast, Numeric, or Double for client communications, time tracking, or staff management may continue using those tools alongside Stack.
### What happens if Stack makes a mistake?
Stack surfaces its work for human review before syncing to QuickBooks Online. Review, edit, or reject Stack's output before you sync it.
---
# Why Ramp Doesn’t Offer a Traditional Bank Feed for Credit Card Activity
> Official Ramp Help Center article. Topic: Accounting / Set up Accounting. [View the canonical page](https://support.ramp.com/why-ramp-doesnt-offer-a-traditional-bank-feed-for-credit-card-activity).
### Summary
Ramp doesn’t provide a traditional bank feed because:
- Transactions are already synced automatically and completely.
- Manual imports and matching are unnecessary.
- Adding a bank feed would create duplicate entries and more work.
- You can still reconcile your bank statement against synced transactions for proper controls.
This approach saves time, reduces errors, and keeps your accounting clean and accurate.
### Context
Ramp’s direct ERP integrations replace the need for a bank feed. Instead of importing transactions and manually categorizing them, Ramp sends fully detailed and categorized transactions straight into your accounting system.
Each Ramp transaction is synced as a complete record. This means there’s no need to import data from a separate bank feed and then match or reconcile it. If Ramp offered a traditional bank feed, it would only duplicate data and create extra work—forcing you to reconcile Ramp-created transactions against a feed also generated by Ramp.
Importantly, monthly reconciliation still happens where it should: at the bank account level. At the end of each billing cycle, Ramp pulls a statement payment from your linked bank account. Ramp syncs both the statement payment and all individual card transactions into your ERP. You can then reconcile the total payment with the related transactions—just like you would with a traditional card.
---
# Managing Accounting Rules
> Official Ramp Help Center article. Topic: Accounting / Code Transactions. [View the canonical page](https://support.ramp.com/managing-accounting-rules).
## Overview
For finance professionals, quick book closures and insightful data are vital. Here's how Ramp amplifies your accounting prowess:
- **Seamless integration** : Ramp seamlessly syncs with your accounting system, ensuring that all expenses—bills, reimbursements, or card charges—are accurately categorized.
- **Swift book closings** : With advanced tools, including rules and suggestions, classify expenses and close your books faster than ever.
- **Precision first** : By leveraging multiple data points, rules, and past classifications, Ramp ensures accurate data without compromising speed. We prioritize getting it right the first time so each sync to your system is flawless.
For an overview of how Ramp accounting works, [check out this article](/overview-of-ramp-accounting).
## Automate coding with AI
Using AI and historical data, Ramp's Accounting Agent can automatically code your transactions:[Ramp Accounting Agent — Enablement & Daily Use (Admin guide)](/ramp-accounting-agent-enablement-daily-use-admin-guide).
## Automate coding with rules
## Pre-coded cards
Pre-coded cards help automate transaction categorization based on preset rules. You can even mark transactions as "ready" automatically once they meet all requirements. This speeds up your workflow and helps ensure accurate coding.
### Benefits
- **Purpose-specific categorization**: Create cards for specific merchants or use cases, and have transactions auto-categorized.
- **Workflow efficiency**: Transactions are coded quickly and in line with your accounting policies.
### Common use cases
- **Per diem card**: Automatically code all transactions to "Meals & Entertainment" or your chosen GL account.
- **Merchant-specific card**: For example, a Slack card can auto-assign Category to "Dues and Subscriptions", Merchant to "Slack", and apply other fields as needed.
### How to set up pre-coded cards
⚠️ Card-level rules currently support **single-select and checkbox fields only**. Rules for free-text fields are **not supported** at this time.
### For new cards
1. Go to the **Manage Spend** tab and click **Funds**.
2. Click **Issue**. If no funds have been issued, click **Issue funds**.
3. Select **General expenses** or **Virtual card**.
4. In **Advanced**, expand **Accounting coding**.
5. Under **Accounting rules**, click **Add**.
6. Select values for the appropriate accounting fields, then click **Save changes**.
### For existing cards
Step 1: From [Manage Spend](https://app.ramp.com/funds), select an existing card.
Step 2: Click **Actions**, then select **Edit**.
Step 3: In the **Advanced** section, click **Transaction coding rules**.
Step 4: Click **Add** and choose the appropriate accounting fields.
### Optional: use Spend Programs for pre-coding
To pre-code transactions using a card program:
Step 1: Go to [**Manage spend > Programs**](https://app.ramp.com/spend-programs).
Step 2: Click **Create program**.
Step 3: Follow the setup flow in the product to define pre-coding rules.
## Accounting rules
Ramp uses mapping rules and advanced coding rules to automate how your transactions flow into your accounting system (ERP). By setting these defaults, you ensure data consistency and reduce manual entry during month-end close.
> **Note:** Accounting rules, including Advanced Rules, automate accounting coding; they do not change how Ramp identifies or groups merchants. Do not use them to fix an incorrectly identified or grouped merchant. See [Correcting Transaction Merchant and Date Information on Ramp](/correcting-transaction-merchant-and-date-information-on-ramp).
### Employee and group defaults
You can set accounting defaults for specific individuals or organizational groups to ensure their expenses are pre-coded.
### Individual employee mappings
To set defaults for a specific person:
1. Navigate to **Company** and select the **People** tab.
2. Select an employee and click **Edit**.
3. Go to the **Accounting** tab.
4. Select the specific **Accounting Location** or **Accounting Department** that applies to their expenses.
### Department and location mappings
To set defaults for entire groups:
1. Navigate to **Company** and select **Departments** or **Locations**.
2. Select the department or location you wish to edit.
3. Assign the corresponding value from your accounting system (e.g., mapping the "Sales" department in Ramp to "Department 400" in your ERP).
4. **Note:** You can also define these mappings when creating a new department or location from the **Create** menu.
### Coding rules configuration
The **Coding Rules** page is where you manage Mapping Rules and Advanced Rules. Access it by going to **Accounting > Settings > Coding Rules**.
### Rule types
| **Rule Type** | **Function** |
| --- | --- |
| **Mapping Rules** | Create a direct 1-to-1 link between a Ramp field (like Category or Merchant) and an Accounting field. |
| **Advanced Rules** **(Plus)** | Use "If/Then" logic to code transactions and mileage reimbursements based on multiple conditions (Amount, Employee, Department, etc.). |
### Rule inputs
When creating rules, you can trigger automation using several fields:
- **Ramp Fields:** Location, Category, Merchant, Department, or Employee.
- **Accounting Fields:** Vendor, Location, Department, Class, or Billable status.
### Advanced automation logic
For more complex accounting needs, advanced rules can perform specific actions beyond basic coding.
### Automated transaction splits
You can configure an Advanced Rule to automatically split a transaction by percentage:
1. Within an Advanced Rule, navigate to the **Then code to the following fields** section.
2. Select **Split**.
3. Apply a **Saved Split Template** or create a **Custom Split**.
4. Define the different Categories, Locations, or Departments for each portion of the split.
### Pivot rules (multi-field mapping)
Pivot rules allow you to map a single input to multiple accounting outputs. For example, you can create a rule where the "Ramp Department" determines both the "Accounting Category" and the "Accounting Location" simultaneously.
### Automatic sync readiness
To skip manual review for trusted transactions, enable the **Mark expenses as ready to sync** toggle within a rule. When a transaction meets the rule's criteria, Ramp will:
- Apply all defined coding.
- Mark the transaction as "Ready."
## Default coding
Setting default values helps ensure transactions are always coded—even when no specific rule or user input is provided.
### Why set default values?
- **Ensure consistent coding**: Use default values for common cases, and create rules for exceptions.
- **Avoid automatic vendor creation**:
Some providers like QuickBooks Online, NetSuite, and Xero require a Vendor field.
For card transactions, assigning a default like “Misc. Ramp Vendor” can prevent Ramp from auto-creating vendors. For reimbursements, default vendors are supported only for NetSuite and Sage Intacct.
### How to set default values
1. Go to **Accounting Settings**.
2. Select **Accounting fields**.
3. Click the **Edit** icon.
4. Choose your default value from the dropdown.
⚠️ Make sure the default value exists in your accounting provider before selecting it in Ramp.
## Accounting rules hierarchy
The priority in which accounting rules are applied can greatly influence your financial outcomes. Here's how Ramp structures the hierarchy:
1. **Card & card program rules** :
- These are paramount and will always supersede other rules.
2. **Advanced rules** :
- These are prioritized over standard mapping rules.
- Within Advanced Rules, more specific rules take precedence.
- E.g., A rule with both "Merchant" and "Department" inputs will be prioritized over one with only "Category".
3. **Rule application based on output fields** :
- GL account (accounting category): Merchant mappings are first followed by category mappings, followed by other fields.
- Accounting provider vendor: Merchant mappings take precedence over other fields.
- Other accounting provider outputs: Department mappings are prioritized, followed by Location, then Merchant, and lastly, Category mappings.
4. **Noteworthy** :
- If two input fields (e.g., Category and Merchant) aim to map to the same output field, the more specific mapping is chosen.
- It's possible for more than one rule to apply to a particular transaction.
- If a Rule or Advanced Rule is deleted, the set field is removed from previously affected transactions that are not synced and not marked Ready. If there is a less specific rule, it maps to that field. If there is no other related rule, the field resets to the default value.
## Frequently asked questions
### What’s the difference between AI coding and rule-based coding?
AI coding uses historical data to predict how transactions should be coded. Rule-based coding applies logic you define, such as merchant, category, or employee rules. Many customers use both together for the best results.
### When should I use pre-coded cards instead of accounting rules?
Use pre-coded cards when you want all transactions on a specific card to follow the same coding. Use accounting rules when coding depends on conditions like merchant, amount, department, or employee.
### Can AI-coded transactions still be overridden by rules?
Yes. Card rules and accounting rules take priority over AI suggestions. If a rule applies, Ramp will follow the rule instead of the AI prediction.
### Which rules take priority if multiple rules apply?
Ramp follows a strict hierarchy:
- Card and card program rules
- Advanced rules (more specific rules win)
- Standard mapping rules
If two rules affect the same field, the more specific rule is applied.
### Can more than one rule apply to a single transaction?
Yes. Multiple rules can apply as long as they affect different fields. Ramp applies each rule based on priority and output field.
### What happens if I delete a rule?
If you delete a rule:
- The affected field is removed from transactions that are not synced and not marked Ready.
- If a less specific rule exists, Ramp applies it instead.
- If no other rule applies, the field resets to the default value.
### Can I automatically mark transactions as ready to sync?
Yes. You can enable “Mark expenses as ready to sync” in:
- Pre-coded cards
- Advanced rules
When criteria are met, Ramp applies the coding and marks the transaction Ready to sync.
### Do card-level rules support all accounting fields?
No. Card-level rules currently support single-select and checkbox fields only. Free-text fields are not supported.
### Can I require employees to code their own transactions?
Yes. You can require cardholders to complete fields like category, location, vendor, or billable status before transactions are ready.
### What are default accounting values used for?
Default values act as a fallback when no rule or user input applies. They help ensure every transaction is coded and prevent sync errors.
### Why should I set a default vendor?
Some accounting systems require a vendor for every transaction. For card transactions, setting a default vendor (e.g., “Misc. Ramp Vendor”) can prevent Ramp from creating new vendors automatically.
### Do default values apply to reimbursements?
Yes. Default accounting values apply to both card transactions and reimbursements. Default vendors for reimbursements are supported only for NetSuite and Sage Intacct.
### Can I automate transaction splits?
Yes. Advanced rules allow you to:
- Split transactions by percentage
- Use saved split templates
- Assign different categories, departments, or locations to each split
### What are pivot rules and when should I use them?
Pivot rules map one input to multiple outputs. For example, a single department selection can determine both the accounting category and location.
### Where do I manage all accounting automation rules?
Go to **Accounting > Settings > Coding Rules**. This page is the central hub for mapping rules, advanced rules, and automation logic.
### How do I set up an automatic GL code for mileage reimbursements?
Go to **Accounting**> **Settings**> **Coding Rules.** Under **Create a Rule**, go to **Create advanced rule**. Select the condition 'Reimbursement type' is 'Mileage,' then select the accounting category.
---
# Ramp-only accounting fields
> Official Ramp Help Center article. Topic: Accounting / Code Transactions. [View the canonical page](https://support.ramp.com/ramp-only-accounting-fields).
## Overview
Ramp-only accounting fields let you collect accounting details in Ramp without creating matching fields in your ERP. Use them when you need internal coding values, such as project names or review attributes, that should stay in Ramp and not sync to your accounting provider.
If your business uses Universal CSV and you need fields for a CSV-based export setup, use [UCSV | Adding and updating accounting fields](/ucsv-adding-and-updating-accounting-fields) instead.
## Before you begin
Creating or editing Ramp-only accounting fields requires accounting-settings admin access. For businesses that use a direct accounting integration, the feature also requires [Ramp Plus](/ramp-plus-overview) and Ramp must enable it for your business; it is not a self-service Early Access feature.
If you don't see the option to add a field on the [Accounting fields](https://app.ramp.com/accounting#/d/accounting/tracking-categories) page, your role may not include accounting-settings access — ask a Ramp Admin to update your access or create the field for you. If you have accounting-settings access on Ramp Plus and still don't see the option, Ramp-only accounting fields may not be enabled for your business yet; contact [Ramp Support](/how-to-contact-ramps-support-team) for help enabling it.
Available field types depend on your accounting setup. For direct accounting integrations, Ramp-only fields support **Text field**, **Boolean**, and **Single select**. **Text field** accepts manually entered values, **Boolean** provides a yes-or-no choice, and **Single select** uses a controlled option list.
If you plan to use a **Single select** field, prepare the option list before setup. Ramp's CSV upload flow can create the initial list for the field, and later bulk updates replace the current option list rather than merging with it.
## Create a Ramp-only accounting field
> **Available on Ramp Plus for businesses on a direct accounting integration.** Ramp must also enable the feature for your business. If you have Ramp Plus but do not see **Add Ramp-only field**, contact [Ramp Support](/how-to-contact-ramps-support-team). Businesses that use Universal CSV can create Ramp-only fields without Ramp Plus.
Start from **Accounting > Settings >**[**Accounting fields**](https://app.ramp.com/accounting#/d/accounting/tracking-categories). From there, you can create a field that lives only in Ramp.
**If Add new field is unavailable:** go to [**What's new**](https://app.ramp.com/features/whats-new). If **Ramp-only accounting fields** is listed, select **Enable**. If the feature is not listed, or **Add new field** is still unavailable after you enable it, [contact Ramp Support](/how-to-contact-ramps-support-team) to request access.
1. Click **Add new field**. If your business uses a direct accounting integration, this option is labeled **Add Ramp-only field**.
2. Enter the field name you want users to see in Ramp.
3. Choose the field type.
4. If you choose **Text field** or **Boolean**, save the field.
5. If you choose **Single select**, click **Download template**, add the option list, upload the completed file, then save the field.
After the field is created, you can use Ramp settings to control how people interact with it in coding flows. If you need to guide users toward different options based on another field, use [Conditional filtering](/conditional-filtering).
## Update options for a single-select field
To update an existing single-select field, go to **Accounting > Settings >**[**Accounting fields**](https://app.ramp.com/accounting#/d/accounting/tracking-categories), select the field, and click **Update options**.
You can either add one value at a time or upload a replacement CSV. Use single-value updates for small changes. Use CSV when you need to add, remove, or revise a larger list of options at once.
> **Important:** A CSV update replaces the current option list. Include any existing options you still want available before you upload the file.
## Remove options from a single-select field
To remove options from a single-select field, upload a replacement CSV that omits the options you no longer need.
1. Go to **Accounting > Settings >** [**Accounting fields**](https://app.ramp.com/accounting#/d/accounting/tracking-categories) and select the field.
2. Click **Update options**, then click **Update via CSV**.
3. Download the current options and remove the options you no longer need. Keep every existing option that should remain available.
4. Upload the replacement CSV.
5. On **Review & confirm changes**, review the options that will be deleted, added, or updated, then click **Confirm changes**.
> **Important:** When an option is deleted, Ramp clears it from unsynced transactions and accounting rules that use it. Review the affected-transaction counts before you confirm the changes.
## Where Ramp-only fields appear
Ramp-only fields appear anywhere Ramp surfaces accounting fields for coding and review, so your team can capture internal accounting details without adding those fields to the ERP. They stay in Ramp even when the related transaction, reimbursement, or bill syncs to your accounting provider.
You can also rename these fields in Ramp and add helper text for employees and reviewers. If a field is required in your coding workflow but users cannot fill it in, review the field's visibility and requirement settings in your accounting configuration and submission policies.
## Frequently asked questions
### Do Ramp-only accounting fields sync to my ERP?
No. Ramp-only accounting fields stay in Ramp and do not sync to your ERP.
### What field types are supported?
For direct accounting integrations, Ramp-only accounting fields support **Text field**, **Boolean**, and **Single select**. See [Before you begin](#before-you-begin) for how each type works.
### Can I update the options after I create a single-select field?
Yes. You can add options individually or upload a replacement CSV from **Accounting > Settings >**[**Accounting fields**](https://app.ramp.com/accounting#/d/accounting/tracking-categories).
### Can I customize the field name and instructions shown to users?
Yes. You can rename the field in Ramp and add helper text so employees and reviewers know how to use it.
### What happens when I remove an option that is already assigned?
Ramp clears the deleted option from unsynced transactions and accounting rules that use it. See [Remove options from a single-select field](#remove-options-from-a-single-select-field) before you confirm the changes.
### Can I hide a Ramp-only accounting field I no longer need?
Yes. Go to **Accounting > Settings >**[**Accounting fields**](https://app.ramp.com/accounting#/d/accounting/tracking-categories), select the field, and click **Disable this field** in **Danger zone**. Click **Disable** to confirm. To restore the field, find it under **Unused fields** and click **Enable in Ramp**.
---
# Accounting filters and custom views
> Official Ramp Help Center article. Topic: Accounting / Code Transactions. [View the canonical page](https://support.ramp.com/accounting-filters-and-custom-views).
## Filtering transactions
Ramp offers a wide variety of options to filter transactions from the [Accounting tab](https://app.ramp.com/accounting/ramp-card), including:
- Accounting Fields (Completed fields for sync/export or Missing required fields for sync/export)
- Amount (Min - Max $)
- Receipt Status
- Submission Policy Status
- Accounting Status (Needs review or Ready to sync/export)
- Card Type (Virtual or Physical)
- Program
You can also filter by existing fields such as Class, Department, Location, or Vendor.
Apply filters from **Search or filter…** at the top of the table by selecting from the list of available options.
## Create and save custom views
With custom views, you can tailor the display of your card transactions and reimbursements to suit your specific needs. Then, when you apply a filter to the Needs review, Ready to sync, or Ready to export tab, you can save that view by selecting **+ Save as new view** at the top of the table.
Once it's been saved, it will stay in your table view until it is manually removed.
Custom views are also available on the [Expenses tab](/expenses-transactions-and-reimbursements-filters#saved-views).
## Apply bulk actions
Ramp also offers the option to bulk edit the accounting fields of your transactions. By selecting multiple transactions, you can apply actions such as coding or marking them ready to sync or export. Once you have selected your transactions, there will be a bar at the bottom of the screen you can apply edits to.
You can edit accounting fields again after a bulk update. To reverse a ready status, select the transactions from the Ready to sync or Ready to export tab and select **Mark not ready**.
---
# Conditional filtering
> Official Ramp Help Center article. Topic: Accounting / Code Transactions. [View the canonical page](https://support.ramp.com/conditional-filtering).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
Customers can create rules to change the field options available to users dynamically. The image below illustrates how to accomplish this with conditional filtering.
The outcome of this logic is that for transactions or reimbursements where the Department is coded as Bookkeeping or Executive, only the 2005 - Accrued Expenses or 2010- Accrued Wages will be available options to code for the NetSuite Category (GL Account) of the transaction or reimbursement. In addition, if the Department is coded with anything other than Bookkeeping or Executive, then all GL Accounts will be available for the transaction or reimbursement.
**Key benefits**
- **Streamlined workflow for Accounting roles:** By automating the validation of categorizations, Accounting roles can focus on more strategic aspects of their job while gaining confidence in the accuracy of their records.
- **Flexibility and customization:** The feature allows customers to manipulate field options, apply global and conditional filtering, and set field requirements based on specific inputs, catering to the unique needs of each organization.
- **Reduced errors and increased efficiency:** By providing clear instructions and guardrails for users during the expense categorization process, the feature minimizes the likelihood of errors and speeds up the overall workflow.
## How does conditional filtering work?
You can set requirements within each field based on other inputs (e.g., require class if GL Account = X). This helps ensure accurate and compliant expense categorization. Follow these steps:
1. Create a condition for QuickBooks Category Options: If “Department” is one of “Bookkeeping, Engineering, or Finance.”
2. Click **Add step**, select **Filter**, and choose **Advertising** and **Fuel** as the QuickBooks Category options to display when Department is Bookkeeping, Engineering, or Finance.
3. Click **Save & close** to save the selected options.
4. Click **Save workflow**.
Now, If the Department is one of Engineering, Bookkeeping, or Finance, Ramp will only display Advertising and Fuel QuickBooks Category Options.
## How one conditional-filtering workflow applies conditions
By default, a conditional-filtering workflow checks its conditions in order and applies the first condition that matches the user or transaction. After a condition matches, later conditions do not change the available field options.
Some businesses may have multiple-filter evaluation enabled. In that configuration, Ramp applies every matching condition and combines their allowed options. Depending on the business configuration, Ramp either shows options allowed by any matching condition or only options allowed by every matching condition.
To prevent unexpected results in either configuration, write conditions so each user or transaction matches only one condition. Order conditions from the most specific to the broadest so a broader condition does not take precedence over a later, more specific condition.
## Where can I access conditional filtering?
1. Go to **Accounting > [Settings](https://app.ramp.com/accounting/ramp-card/needs-review/manage)** .
2. Choose **Accounting fields** .
3. Click on **Edit** for the field you want to modify.
4. Click **Create workflow** to use conditional filtering.
## Frequently asked questions
### How do I conditionally require which fields are entered?
Conditional filtering only applies to field options, it does not apply to fields. We have a workaround to solve it but the feature is not built explicitly for this use case.
**Example:** If GL Account = X then I want customers to code Class, otherwise, have them code Location.
1. Make sure GL Account is prompted to be coded before Class and Location. To arrange the order grab the icon with 3 lines next to the desired field and drag the field to a different position.
2. Build workflow to show all Classes if GL Account = X
- No Classes should show up if GL Account != X
3. Build workflow to show all Locations if GL Account != X
4. In the expense policy, require all 3 fields.
5. Make sure "None" is selectable by employees to fulfill expense policy requirements (default is on so should be good unless explicitly changed.
This would look like this for the cardholder (ignore the UX since that may change depending on where it's filled in).
1. If "Test Account" is selected:
2. If any other account is selected:
### How do I auto-code based on inputs?
Conditional filtering does not support auto-coding. In other words, users cannot auto-code a transaction based on specific inputs. However, the workaround would be to display only one option for a field where GL Account = X (i.e., if GL Account = X, then show the Y Department option. Otherwise, show all Department options).
### How does the expense categorization work?
The feature allows users to set up validation rules for fields such as category, location, and department, ensuring that only valid combinations are selected for expenses. This helps improve the accuracy of expense categorization and streamlines the workflow for Accounting roles.
### Can I reorder fields in the accounting tab and submission policy?
Yes, customers can reorder columns in the accounting tab, which will also affect the order in which they are shown in the submission policy.
### What if I have a conditional filtering rule that I need to override occasionally?
Admin and Accounting roles have the ability to "view hidden options" when coding values. This should ensure that you don't sacrifice flexibility by configuring general guidelines.
### How do I customize field names and add helper text?
You can rename the field on Ramp and add helper text within each field. This provides a more user-friendly experience for both cardholders and Accounting roles.
### What kind of filtering options are available in this feature?
The feature allows you to apply global and conditional filtering to field options. This provides more customization and control over the fields available for expense categorization.
### What validation is in place? What happens if someone fills it out of order, violating a workflow?
Ramp will flag to a customer that they have coded a transaction that breaks the logic of a conditional workflow. If a customer has broken the logic of a conditional workflow, then they will see the below flag:
---
# Construction job costing and project coding
> Official Ramp Help Center article. Topic: Accounting / Code Transactions. [View the canonical page](https://support.ramp.com/construction-job-costing-and-project-coding).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
Ramp can require users to code spend to a project and include the selected project when supported records sync to your accounting provider. Coding relationships guide users toward valid combinations when one accounting field depends on another.
## Require users to code projects
To require project coding on card transactions and reimbursements, add the project accounting field to the applicable expense requirements. See [Requiring employees to code their own transactions](/requiring-employees-to-code-their-own-transactions) for setup instructions.
When the project field comes from your connected accounting provider, Ramp includes the selected project when supported transactions, reimbursements, bills, or purchase orders sync. Complete the project field before syncing the record.
## View coding relationships
When Filtering Relationships is available for your business, users with access to all accounting pages can open [Filtering Relationships](https://app.ramp.com/accounting/filtering-relationships) to see how accounting fields depend on one another and which options become available after earlier selections.
If Filtering Relationships is unavailable, open [What's new](https://app.ramp.com/features/whats-new) and select **Ramp for Construction** to review the access options available to your business.
Filtering Relationships is view-only. To change a relationship or its available options, update the accounting fields in your connected accounting provider, then return after the next accounting sync to confirm the change.
## Code fields that have relationships
When an accounting field is locked, its message tells you which related field must be selected first. After you complete the required field, the locked field becomes available and shows the options that apply to your earlier selection.
If you change an earlier selection, Ramp may clear a related field that no longer applies. Select the field again from the updated options.
## Track projects only in Ramp
If your business does not track jobs or projects in its accounting provider and Ramp-only accounting fields are enabled for your business, create a [Ramp-only accounting field](/ramp-only-accounting-fields) for project coding. Ramp-only fields can appear in coding and review workflows and can be required through expense policies, but their values stay in Ramp and do not sync to your accounting provider.
---
# Bulk Editing Accounting Tools
> Official Ramp Help Center article. Topic: Accounting / Code Transactions. [View the canonical page](https://support.ramp.com/bulk-editing-accounting-tools).
Speed up transaction coding using Ramp’s bulk edit and mark-as-ready features.
### How to bulk edit
Step 1: Use the checkboxes to select transactions (top-left corner of the table)
Step 2: Apply filters to narrow down to specific criteria (e.g., all Amazon purchases)
Step 3: Use the bottom toolbar to update fields like **Category** in bulk
Step 4: For more fields like **Location**, click the 3 dots next to **Mark ready**
### Mark as ready across pages
Ramp lets you select transactions across multiple pages and mark them as ready in one action.
You need permission to mark expenses ready. If you do not see **Mark ready**, ask a Ramp Admin at your company for access. Ramp Admins can review [roles and permissions](/customizing-roles-and-permissions).
Step 1: Select your transactions
Step 2: Click **Mark ready**
Step 3: If prompted, confirm the action in the pop-up
---
### Pro tips for bulk editing
- Use filters on the **Accounting** tab to find:
- Transactions with missing fields
- Specific merchants or categories
- Statement dates and more
- Combine filtering and bulk editing to make large-scale updates faster and more accurate.
---
# UCSV | Adding and updating accounting fields
> Official Ramp Help Center article. Topic: Accounting / Code Transactions. [View the canonical page](https://support.ramp.com/ucsv-adding-and-updating-accounting-fields).
## Overview
If you're using Ramp's Universal CSV (UCSV) accounting integration, you can easily add additional accounting fields and field options. This article covers how to do that.
> **Note:** This article applies to UCSV. If your business uses a direct accounting integration instead, you may still see an **Accounting fields** surface, but the create and upload flow in this article does not apply. See [Overview of Ramp Accounting](/overview-of-ramp-accounting#manage-accounting-fields-chart-of-accounts).
## If you do not see accounting fields
**Direct accounting integration:** This article is for UCSV. If your business uses a direct accounting integration, Ramp pulls fields from your accounting provider, so you do not use this UCSV field-creation or CSV upload flow. Use [Overview of Ramp Accounting](/overview-of-ramp-accounting#manage-accounting-fields-chart-of-accounts) for that flow.
**Current UI path:** In the current UI, **Accounting fields** opens from the **Accounting** page's **Settings** drawer rather than from a standalone settings page. Start from **Accounting > Settings >**[**Accounting fields**](https://app.ramp.com/accounting#/d/accounting/tracking-categories).
**Role or permission access:** If you still do not see **Accounting fields**, or if you can open it but cannot add or edit fields, your role may not include the required accounting settings access. Ask a Ramp Admin to update your access or complete this setup for you. If your business uses Custom Roles, see [Customize role permissions](/customizing-roles-and-permissions) and [Editing a user's role](/editing-a-users-role).
## Add a new accounting field
To add a new field altogether, go to **Accounting > Settings >**[**Accounting fields**](https://app.ramp.com/accounting#/d/accounting/tracking-categories), then follow the steps below:
1. Click **Add new field**.
2. Enter a name for the field.
3. Choose a field type. Available field types depend on your setup.
4. If you choose **Text field** or **Boolean**, click **Save**. If **Date** appears in the field-type list, you can also select it and click **Save**. If it does not appear, **Date** is not available for your business.
5. If you choose **Single select** or **Item**, click **Download template**.
6. Fill in the template, upload it, and click **Save**.
7. If you choose **Tax code**, follow [Universal CSV integration: Tax support](/tax-support-for-universal-csv) to upload separate tax-rate and tax-code CSV files.
## Adding a new field value
If you need to add a new field value for an existing field, go to **Accounting > Settings >**[**Accounting fields**](https://app.ramp.com/accounting#/d/accounting/tracking-categories). From there, you can either add one value at a time or upload a full replacement list.
### Add new field options one at a time
1. Click **Edit** next to the field you want to update.
2. Click **Update options** .
3. Click **Add new option** .
4. Provide a name and ID for your new option.
### Upload a new list of fields (bulk update)
1. Click **Edit** next to the field you want to update.
2. Click **Update options** .
3. Click **Update via CSV** .
4. Download and make the desired changes to the CSV.
**Note:** Using this method will replace the entire list, so historical field options will need to be included if you want to keep these field options.
1. Upload the new CSV.
2. Confirm the changes in Ramp.
---
# Splitting transactions or reimbursements
> Official Ramp Help Center article. Topic: Accounting / Code Transactions. [View the canonical page](https://support.ramp.com/splitting-transactions-or-reimbursements).
## Overview
Ramp supports splitting transactions, reimbursements and bills into multiple line items across accounting fields that your connected accounting provider makes available for split line items, such as category, department, or location. This ensures accurate financial tracking and reporting.
## How to turn split transactions on or off for cardholders
Admins can control whether cardholders can split their own transactions from **Policy** > **Travel & expenses** > **Additional controls** > [**Expense requirements**](https://app.ramp.com/settings/expense-policy/travel-and-expenses#/d/expense-policy/submission-policies). Open the relevant submission policy, then in the **Accounting** section turn **Split expenses** on or off.
Turning **Split expenses** off stops cardholders from creating or editing splits on their own transactions. It does not remove split access for users with full accounting write access.
## How to split a transaction or reimbursement
Reimbursement splitting requires a connected accounting provider and permission to modify accounting fields. Your accounting provider's settings must allow cardholder splitting unless you have permission to manage accounting settings. After submission, the reimbursement must remain editable, meaning it is neither ready to sync nor already synced.
### From the transaction or reimbursement view on the web
To split a transaction, open it, select **Options**, then select **Split transaction**.
To split a reimbursement while creating or editing a draft, select **Split** under **Accounting**. After submission, while the reimbursement remains editable, open it and select **Options**, then select **Split reimbursement** or **Edit split**.
Add as many lines as you need.
- Note: Amounts must add up to the transaction or reimbursement total.
- Each line can be coded differently by category, department, location, and custom fields.
### From the accounting page on the web
Select the three dots to the right of the transaction within the table and click "Split Transaction" or "Split Reimbursement".
> **Note:** For international mileage reimbursements, the split amount will show in USD. Splitting transactions bypasses submission policy requirements.
### From the mobile app
**iOS:** Open the transaction or reimbursement, tap **More options** (the three dots in the top right), then select **Split**. If the reimbursement is already split, select **Edit split**.
**Android:** Open the transaction or reimbursement, tap **Actions** (the three dots in the top right), then select **Split**. If the reimbursement is already split, select **Edit split**.
Cardholders can split transactions when **Split expenses** is enabled in the applicable [submission policy](#how-to-turn-split-transactions-on-or-off-for-cardholders). Mobile reimbursement split actions appear only after submission.
## How to remove a split from a transaction or reimbursement
Open the split transaction or an editable reimbursement, then select **Delete split**. Reimbursement splits can be removed after submission while the reimbursement remains editable. This returns that item to a single expense instead of multiple split lines.
Removing a split only affects that transaction or reimbursement. It does not turn off split transactions for other users or future expenses.
## Which fields are splittable?
Fields may be split based on how you have configured your accounting provider. You may split any field that your accounting provider allows. Fields fall into two different buckets:
- **Non-splittable fields** . Within the ERP, these tend to be at the header or body level. Examples are the Vendor field for all accounting systems and Location for QuickBooks Online, however this may vary for any business depending on your set up.
- **Splittable fields.** All splittable fields appear under each line item section:
Splits can be updated in the table view to adjust amounts, categories, and other fields. However, a split transaction can only be saved if all split lines are valid. Once a transaction is split, it will be updated on your accounting dashboard by the merchant name.
## Which platforms support this?
Transaction splitting is compatible with all accounting providers. Reimbursement splitting requires a connected accounting provider.
## How to automate splitting transactions?
You can create Saved Splits to use for any transaction, reimbursement or bill. Additionally, you can create a rule to automatically split a transaction given certain conditions within Accounting Settings -> Coding Rules -> Advanced Rules. Rules will only apply to transactions and reimbursements.
## How does Ramp handle splitting multi-currency transactions?
Splitting is done in the transaction's original currency. For example, If a Canadian Card purchases at a vendor who charges in Euros, then Ramp will sync the transaction in Euros.
Multi-currency may not be available to your accounting provider, please reference: [/netsuite-international-accounting-support](/netsuite-international-accounting-support)
## Additional details
- Users can add attendees on anything that’s categorized as restaurant or bars & alcohol
- Admins may update/edit the attendee list on transactions
- Attendees can be added in bulk by uploading a CSV or XLSX (excel) file.
- The file**MUST**follow the provided template**EXACTLY** . Otherwise, they will get an error:
## Split transaction errors
Generally, split transaction errors occur when the total amount of the original transaction has changed. Therefore, the split transaction amounts no longer add up to the original transaction causing an error.
For example, a Ramp card is used at a restaurant. The initial charge to Ramp card is $100 and the transaction was split in half ~ $50 / $50. However, when the charge cleared the tip amount was added to the Ramp card, so the transaction is now $120, not $100. Therefore, the split transaction amounts add up to $100, but the transaction is $120. The split amounts need to be changed to $60 / $60 for the transaction to sync.
To resolve this issue, go to the original transaction, and re-enter the correct split amounts with the new total.
**Error Message:**
---
# Split expense automations in Ramp
> Official Ramp Help Center article. Topic: Accounting / Code Transactions. [View the canonical page](https://support.ramp.com/split-expense-automations-in-ramp).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
Ramp’s split automation feature allows you to divide a transaction into multiple lines based on supported accounting fields like category or department. This helps ensure accurate attribution for shared expenses, like allocating a shared business across all departments.
Split automations are designed to reduce manual work, improve consistency, and eliminate errors. They support:
- Creating reusable **saved splits**
- **Customizing** split allocations by percentage across various fields
- Automatically applying splits based on **rules and conditions** (e.g., merchant = Facebook Ads)
## How it works
Ramp provides two ways to manage splits: **manually saved splits** and **automated rules**. These tools work together to streamline categorization and ensure accurate accounting.
### Step 1: Create a saved split
If your business has a connected accounting provider and you have permission to manage saved splits, create a reusable template from [**Saved splits**](https://app.ramp.com/#/d/accounting/split-templates). If you do not have permission, ask your Ramp Admin to create the template for you; see [User roles overview](/user-roles-overview) for role and permission details. You can also create a template while setting up an advanced rule.
- Choose to split by a **single field** (like Category) or do a **custom split** across multiple fields.
- Example: Split 20% of a transaction across five departments—Sales, Marketing, Admin, Service and Production.
If you select a field value (e.g., the “Implementations” department) that is not available for a specific entity, Ramp will automatically indicate unsupported values.
---
### Step 2: Apply a saved split
Saved splits appear in a dedicated menu for easy access when reviewing or editing transactions.
- You can see examples like:
- *Office supplies split across department*
- *Split between Admin and Engineering*
> **Note:** These templates make it faster to apply consistent logic to similar expenses.
---
### Step 3: Automate splits with rules
You can also **automate splitting** by creating a rule that matches transaction details to a saved split.
- Example:
- **If** merchant = “Amazon”
- **Then** use the “Office supplies split across department” template
- Ramp will automatically apply this split for future transactions that meet the condition.
**Suggested screenshot:** Rule creation screen with split automation logic and preview.
## Role-based functionality
### For Admins
- Admins can create, edit, and apply **Saved Splits**, and create or edit **Split Rules**
- Can view and manage split automations across all entities
- Will receive warnings for unsupported values in certain entities
### For Employees
- Employees do not create split automations but may see splits created by admins
## Use cases and examples
- **Office expenses** split across all department
- **Advertising spend** shared between departments like Sales and Marketing
- **Software licenses** split between Engineering and Admin
- **Team events** split across different teams based on headcount or budget contribution
> **Note:** Use Split Automations to apply consistent rules across recurring shared expenses—saving time during close and review.
## Best practices and tips
- **Name your splits** clearly (e.g., “Marketing event split Q3”) to make it easier to know when to select them.
**Common mistakes to avoid:**
- Trying to use a department or category not supported in a specific entity.
- Forgetting to update split rules when team structures change.
## Frequently asked questions
### What happens if I select a field that isn't supported by one of my entities?
Ramp will highlight unsupported values. You can still save that split but it will only be available in the entities where all options are available.
### Can I reuse a saved split across different rules?
Yes, saved splits are reusable and can be linked to multiple rules.
### Will split automation overwrite manual edits?
No. If a user manually overrides a split on a transaction, Ramp will respect the manual input unless the rule is reapplied.
---
# How to Use Ramp's Accruals Feature
> Official Ramp Help Center article. Topic: Accounting / Code Transactions. [View the canonical page](https://support.ramp.com/how-to-use-ramps-accruals-feature).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
Ramp’s **Accruals** feature helps you close faster by booking month-end accruals for **unsynced card transactions** and posting an **auto-reversing** entry on the first day of the next month. You can sync to your **supported ERP** or **export a CSV**.
**Who can use this:** Customers connected to NetSuite, QuickBooks Online, Sage Intacct, Microsoft Dynamics Business Central, or Workday Financial. You can also export a CSV if you prefer a manual upload.
---
## What accruals do
- Create an accrual journal entry for all **unsynced** expenses dated in the chosen period.
- Post a **reversing** journal entry on the date you select (often the 1st of the next month).
- Let you choose **detail level** : one line per transaction or one line per GL group.
- Allow **entity-level** liability account settings.
- Prevent **double counting** : after you post an accrual, Ramp moves the accounting date of those transactions to the **reversal date** when you later sync them.
Note: Accruals include items dated on or before the last day of the accrual month. The date comes from your accounting sync setting. Choose Cleared Time or Transaction Time.
---
## Navigate to accruals
- Primary path: **Accounting → Accruals**
- You may also see it via **Accounting → Card transactions → ⋮ → Accrual report** (depending on your workspace layout).
---
## Step-by-Step
**Step 1: Set the liability account**
Pick the liability account to credit (e.g., **Accrued Expenses** or your **Ramp Card** liability). This can be set **per entity**.
**Step 2: Choose the entry format**
- **One line per transaction** – maximum detail for audit trails.
- **One line per group** – summarizes by GL account to keep entries clean.
**Step 3: Select dates**
- **Accrual posting date:** Often the **last day of the prior month** .
- **Reversal date:** Often the **first day of the current month** .
**Step 4: Review transactions**
Use the **Review transactions ready to be accrued** table.
- Check each item’s mapped **GL account** or category.
- Fix miscoding by choosing a different account from the dropdown.
- All **unsynced** expenses dated **on or before** the posting date are included.
**Step 5: Preview the journal entry**
Open the **Journal entry preview** to see:
- One **credit** to your liability account (total).
- **Debits** to expense accounts by GL (detail depends on the format you chose).
**Step 6: Sync (or export)**
Click **Sync accrual(s)**. Ramp creates the accrual and the reversing entry and sends them to your connected **ERP**. A CSV copy is also available in sync history, and you can also choose **Export CSV** if you prefer a manual upload.
**Step 7: After syncing**
- If you don’t see the JE in your ERP yet, check if it’s **pending approval** in your accounting workflow.
- When you later sync the underlying card transactions, Ramp shifts their **accounting date** to the **next open period** so the accrual and actual do not both hit the same period.
---
## Use cases
- **Month-end close:** Book costs that are missing receipts, memos, or approvals so you can close on time.
- **Simplified entries:** Use **one line per group** when you do not need per-transaction detail in the JE.
---
## Best practices
1. Align posting and reversal dates with your **close calendar** .
2. Use **one line per group** to keep the GL tidy.
3. Always scan the **preview** before syncing.
4. Set the liability account **per entity** if you operate multiple entities.
---
## Frequently asked questions
### What transactions are included?
All unsynced card transactions dated on or before the last day of the accrual month. Dates shown on the Accounting pages use a standard accounting time basis for posting, which may differ from the Expenses page (which reflects user time zones). The Accounting view is the source of truth for accruals.
### Can I edit transactions before syncing?
Yes. Update your mapped accounting fields directly in the review table before you sync the accrual.
### Where do accruals post in my ERP?
Ramp posts accruals as **journal entries** in supported ERP integrations such as **NetSuite**, **QuickBooks Online**, **Sage Intacct**, **Microsoft Dynamics Business Central**, and **Workday Financial**. You can review the full layout in the **Journal entry preview** in Ramp before syncing.
### Can I set different liability accounts for different entities?
Yes. Liability accounts are **configurable per entity**.
### Can I turn off Accruals?
No. Ramp does not provide a setting to disable Accruals in **Accounting settings**. Ramp syncs an accrual journal entry only after a user selects **Sync accrual(s)**; it does not post an entry merely because an Accrual report exists. After a user syncs an accrual, its reversing journal entry posts automatically on the configured reversal date.
### How do I undo an accrual sync?
First, delete every journal entry created by the accrual sync from your accounting provider because Ramp cannot delete them for you. This includes the original accrual entry and, if it has posted, the reversing entry. Then open [Accounting](https://app.ramp.com/accounting/ramp-card), select **Sync history**, open the accrual event, and select **Undo accrual sync**. This resets the accrual's sync status in Ramp so it can be synced again. If you do not delete all existing entries from your accounting provider first, syncing the accrual again creates duplicate entries.
### Why can’t I see the JE in my ERP yet?
Many teams use **approval workflows**. Check your ERP’s **Journal Entries** area, including items **pending approval**.
### How does Ramp prevent double counting?
After you post an accrual, when you later sync the actual transactions, Ramp moves their **accounting date** to the **next open period** so the accrual and the actual do not both hit the same month.
### Which ERPs does the Accruals feature support right now?
Accruals are supported for **NetSuite**, **QuickBooks Online**, **Sage Intacct**, **Microsoft Dynamics Business Central**, and **Workday Financial**. You can also **export a CSV** if your team prefers a manual upload.
### Is Accruals (the Accrual Agent) limited to Ramp Plus?
Yes—“all agents” are gated behind Plus.
---
# Automatically code international tax from receipts
> Official Ramp Help Center article. Topic: Accounting / Code Transactions. [View the canonical page](https://support.ramp.com/automatically-code-international-tax-from-receipts).
## Overview
> **Available with [Ramp Plus](/ramp-plus-overview) and [Ramp Enterprise](/ramp-enterprise-overview).** Eligible businesses with Ramp accounts issued in Canada or the UK can also use automated tax coding without these plans.
Ramp can help automate tax code selection by analyzing receipts submitted for transactions. This feature uses OCR (Optical Character Recognition) to extract relevant tax details from receipts, improving accounting accuracy and saving time.
Automated tax coding from receipts requires specific setup before it can be used. Each supported accounting integration has different requirements for tax code support. For integration-specific setup requirements, see [Tax support by integration](#tax-support-by-integration) below.
## Prerequisites
Before automated tax coding from receipts can work, the following must be in place:
1. **Feature availability** — your business must use Ramp Plus or Ramp Enterprise, or have an eligible Ramp account issued in Canada or the UK.
2. **AI coding auto-codes the Tax Code field** — there is no separate "automated tax coding" toggle. A Ramp Admin turns it on in [Automation settings](https://app.ramp.com/accounting/ramp-card/needs-review#/d/accounting/automation) by having AI coding auto-code the **Tax Code** field. If AI coding is turned off, or the **Tax Code** field is not auto-coded, tax is not automated.
3. **Connected accounting integration** — your business must have an active accounting integration with tax codes enabled. See [Tax support by integration](#tax-support-by-integration) for ERP-specific requirements.
4. **Tax codes available in Ramp** — tax codes must be synced from your ERP or uploaded and configured in Ramp, depending on the integration. This happens automatically for some integrations when tax support is enabled.
5. **For reimbursement tax coding only** — your business must have reimbursements enabled, and the tax-code tracking category must be included in the reimbursement's accounting requirements. Ramp applies eligible automated tax coding after the employee submits the reimbursement.
## How automated tax coding works
When a receipt is attached to a Ramp Card transaction or reimbursement, Ramp reviews the uploaded receipt to extract tax information and determine the correct tax code. Based on the quality and clarity of the receipt, Ramp assigns a confidence level:
- **Green shield icon** — high confidence automation; all verification criteria met
- **Yellow shield icon** — reasonable confidence automation; some criteria met, review recommended
- **No icon** — tax is either not present on the receipt or cannot be automated due to low confidence
> **Note:** When the tax field is editable, you can manually select or override a tax code and amount regardless of the confidence level shown.
## Tax coding on reimbursements
Ramp evaluates the receipt after an employee submits an eligible out-of-pocket reimbursement. If the receipt meets the automation criteria, Ramp applies the tax code and supported tax amounts after submission. Ramp does not automatically code tax fields while the reimbursement is a draft.
Existing manual selections, coding rules, defaults, and manual tax amounts take precedence. The reimbursement automation described in this article applies only to the tax-code tracking category and related tax amounts.
## Criteria for automating a tax code
Ramp verifies the following four elements from the receipt. The more elements confirmed, the higher the automation confidence:
1. **Tax amount clearly broken out** — the tax is itemized separately from the subtotal and total.
2. **Vendor location identified** — the receipt includes enough detail to determine the jurisdiction.
3. **Explicit tax type listed** — for example, "GST", "HST", or "PST" is clearly written on the receipt.
4. **Tax rate and amount match jurisdictional expectations** — Ramp checks whether the tax rate and amount make sense for the vendor's location.
## Example scenarios
| Receipt condition | Badge shown | Automation level |
| --- | --- | --- |
| All 4 criteria met: vendor in Ontario, shows HST, 13%, amount matches expectation | Green | Fully automated |
| Only vendor and tax type identified | Yellow | Fully automated, recommend review by accountant |
| Tax is missing or unclear | No badge | Manual entry required |
## Tax support by integration
Each accounting integration has different requirements and capabilities for tax code support. Automated tax coding from receipts is available for each integration listed below when the setup requirements are met.
| Integration | Automated tax coding from receipts | Details |
| --- | --- | --- |
| **NetSuite** | Available | Requires the [feature availability](#prerequisites) described above and the **Tax Code** field turned on for auto-coding in [Automation settings](https://app.ramp.com/accounting/ramp-card/needs-review#/d/accounting/automation). See [NetSuite integration: International accounting support](/netsuite-international-accounting-support) for setup details. |
| **QuickBooks Online** | Available | QBO supports tax coding for non-US locales, such as Canada and the UK. Tax codes sync automatically from QBO for supported locales. |
| **Sage Intacct** | Available | Sage Intacct supports tax coding with the Tax Detail field. See [Sage Intacct integration: Sync taxes](/syncing-taxes-with-sage-intacct) for setup details. |
| **Universal CSV** | Available | Universal CSV supports tax coding through CSV upload of tax rates and codes. It is enabled by default for Canadian businesses. See [Universal CSV integration: Tax support](/tax-support-for-universal-csv) for setup details. |
## Frequently asked questions
### Can I override an automated tax code?
Yes. When the tax field is editable, you can manually select a different tax code regardless of the confidence level shown.
### What if my receipt is missing tax info?
Ramp will not apply a tax code unless it meets the minimum confidence threshold. In these cases, no badge will appear and you can manually select a tax code.
### Why do I not see the automated tax coding option?
There is no separate "automated tax coding" toggle to switch on or off. Tax coding runs as part of your AI coding settings whenever the **Tax Code** field is auto-coded (see [Prerequisites](#prerequisites) above). To stop Ramp from automatically coding tax from receipts, open [Automation settings](https://app.ramp.com/accounting/ramp-card/needs-review#/d/accounting/automation), choose **Auto-code selected fields**, and turn off the **Tax Code** field — the rest of AI coding keeps running.
Changing your AI coding settings takes effect going forward. Transactions that haven't been marked ready or synced yet may pick up the change automatically. For a transaction that's marked ready but not yet synced, first mark it as not ready, correct the **Tax Code**, then mark it ready again. Once a transaction has synced, its accounting fields are locked in Ramp, so make any tax correction in your accounting provider.
### Does automated tax coding work for reimbursements?
Yes. Automated tax coding can apply after an employee submits an eligible out-of-pocket reimbursement when your business meets the prerequisites above. Ramp does not automatically code tax fields while the reimbursement is a draft.
---
# Editing the accounting date on Ramp
> Official Ramp Help Center article. Topic: Accounting / Code Transactions. [View the canonical page](https://support.ramp.com/editing-the-accounting-date-on-ramp).
## Overview
When syncing transactions on Ramp, you may get an error message telling you your accounting period is closed. This occurs when a transaction you try to sync belongs to an accounting period already closed in your software.
You can always re-open your books for that month and sync that transaction into your software. Alternatively, you can edit an accounting date on Ramp directly.
## How to resolve
In [**Accounting**](https://app.ramp.com/accounting/ramp-card), select the transaction you need to edit.
In the transaction's **Accounting** section, edit the **Accounting date** to a date in a currently open period in your accounting software.
---
# Ramp ERP integrations overview
> Official Ramp Help Center article. Topic: Integrations / Set up Accounting Integrations. [View the canonical page](https://support.ramp.com/ramp-accounting-integrations-directory).
## Overview
Ramp integrates with a wide range of accounting and ERP platforms to automate your financial workflows. This article lists Ramp's ERP and accounting integrations with plan availability. For setup instructions, see each integration's overview article. For bookkeeping service integrations such as Pilot, Rillet, and Finaloop, see their individual overview articles in this section.
## Ramp native integrations
| Integration | Plan | Learn more |
|---|---|---|
| [Acumatica](/acumatica-overview) | Plus | [Acumatica overview](/acumatica-overview) |
| [Microsoft Dynamics Business Central](/microsoft-dynamics-business-central-overview) | Plus | [Dynamics Business Central overview](/microsoft-dynamics-business-central-overview) |
| [Microsoft Dynamics 365 Finance and Operations](/microsoft-dynamics-finance-operations-integration-overview) | Enterprise | [Dynamics F&O overview](/microsoft-dynamics-finance-operations-integration-overview) |
| [NetSuite](/netsuite-overview) | Plus | [NetSuite overview](/netsuite-overview) |
| [Oracle Fusion Cloud](/oracle-fusion-integration-overview) | Enterprise | [Oracle Fusion overview](/oracle-fusion-integration-overview) |
| [QuickBooks Online / Intuit Enterprise Suite](/quickbooks-online-overview) | — | [QuickBooks Online overview](/quickbooks-online-overview), [IES support](/ramp-support-for-quickbooks-online-qbo-and-intuit-enterprise-suite-ies) |
| [Sage Intacct](/sage-intacct-overview) | Plus | [Sage Intacct overview](/sage-intacct-overview) |
| [Workday Financial Management](/workday-financial-accounting-integration-overview) | Enterprise | [Workday Financial overview](/workday-financial-accounting-integration-overview) |
| [Xero](/xero-overview) | — | [Xero overview](/xero-overview) |
| [Zoho Books](/zoho-books-overview) | — | [Zoho Books overview](/zoho-books-overview) |
## Ramp partner integrations
| Integration | Plan | Learn more |
|---|---|---|
| [Blackbaud Financial Edge NXT](/blackbaud-financial-edge-esgenio-integration-overview) | — | [Blackbaud Financial Edge overview](/blackbaud-financial-edge-esgenio-integration-overview) |
| [QuickBooks Desktop (file export)](/quickbooks-desktop-file-export-overview) | — | [File export overview](/quickbooks-desktop-file-export-overview) |
| [QuickBooks Desktop (direct sync)](/quickbooks-desktop-integration-api-overview) | Plus | [Direct sync overview](/quickbooks-desktop-integration-api-overview) |
| [Odoo](/odoo-integration-overview) | — | [Odoo overview](/odoo-integration-overview) |
| [Sage 100 (by AnyWare Apps)](/sage-100-by-anyware-apps-integration-overview) | — | [Sage 100 overview](/sage-100-by-anyware-apps-integration-overview) |
| [Sage 300 (by AnyWare Apps)](/sage-300-by-anyware-apps-integration-overview) | — | [Sage 300 overview](/sage-300-by-anyware-apps-integration-overview) |
| [Trimble Spectrum (by ClearPlan Consulting)](/trimble-spectrum-integration-overview) | — | [Trimble Spectrum overview](/trimble-spectrum-integration-overview) |
| [Trimble Vista (by ClearPlan Consulting)](/trimble-vista-integration-overview) | — | [Trimble Vista overview](/trimble-vista-integration-overview) |
| [Yardi (via Krumb)](/krumb-real-estate-erp-integration-yardi-integration-overview) | — | [Yardi overview](/krumb-real-estate-erp-integration-yardi-integration-overview) |
## All other accounting providers
See [Universal CSV overview](/universal-csv-overview).
## Explore more integrations
Ramp offers 200+ integrations beyond accounting, including HR and payroll, receipt automation, travel, productivity, and more. Browse the full catalog on the [Ramp integrations page](https://ramp.com/integrations).
If you run into sync errors, search the Help Center for your specific error message to find troubleshooting steps.
---
# NetSuite overview
> Official Ramp Help Center article. Topic: Integrations / Set up Accounting Integrations. [View the canonical page](https://support.ramp.com/netsuite-overview).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
Our integration with NetSuite allows you to easily transfer information from Ramp to NetSuite, ensuring your spend data is current and accurate. We respect your NetSuite settings, avoiding any changes or account creations.
When Ramp is connected to NetSuite, it gathers all necessary data for classifying your transactions. If using multiple subsidiaries, you can assign transactions to the correct one with ease. Transactions are synced as credit card transactions, while reimbursements are processed as bills and settled with bill payments.
Additional features for a stronger integration include:
- **Vendor 2-way sync:** Ramp supports bidirectional vendor syncing with NetSuite. Ramp can identify and add new vendors not already in your NetSuite instance (these appear in the Merchant column as "New:..." and are created upon syncing), and can also import vendors from NetSuite into Ramp. Bulk vendor operations and vendor ACH/banking detail import are supported.
- **Custom fields and segments:** Ramp imports all fields, including custom ones, from NetSuite to ensure comprehensive transaction coding.
- **Default AP account:** You can set a default Accounts Payable (AP) account for bills and reimbursements synced from Ramp. Without a default, NetSuite uses the vendor's associated account or the last used AP account per subsidiary.
- **Default vendor for reimbursements:** Typically, the reimbursed employee is set as the vendor for reimbursements. However, you can choose a default vendor, like "Ramp Reimbursement Vendor," if you prefer not to list all employees as vendors in NetSuite.
## What Ramp looks like
Here's how the NetSuite Accounting page appears on Ramp. For detailed information about settings, rules, and additional automations provided by Ramp, please refer to the linked [article](/managing-accounting-rules).
## Set up
- Review [NetSuite integration: API and authentication requirements](/netsuite-api-and-authentication-requirements) before you connect NetSuite.
- If you have subsidiaries enabled in your NetSuite instance, then please follow these [instructions](/how-to-set-up-netsuite-with-ramp)
- If you **don’t** have subsidiaries in your NetSuite instance, then follow these [instructions](/how-to-set-up-netsuite-with-ramp-standard-no-subsidiaries)
## How will transactions appear in NetSuite
Ramp card transactions show up as a card transaction on NetSuite. To see them, go to:
- Transactions -> Bank -> Use Credit Card -> List (image below)
When you click into a transaction, you can see all the fields that were coded within Ramp.
- **Receipt:** a receipt is synced over as a URL in the Classification section. The URL will link back to the transaction within Ramp and will only appear for transactions with a receipt
- **Transaction level fields:** Subsidiary, Vendor and body level custom fields
- **Expense level fields:** Account, department, class, location, customer, and Billable (Y/N) as well as any line level expense custom fields
- **Memo:** Memo will be “Cardholder - memo”
## How will reimbursements appear in NetSuite
Ramp syncs employee reimbursements to NetSuite as **Vendor Bills**, using the employee as the vendor. The vendor name format is:
**“[First Name] [Last Name] Ramp”**.
You can change this by setting a default vendor for reimbursements in **Accounting Settings** in Ramp.
### Bill syncing logic
Reimbursements are synced based on the selected payment method in Ramp:
- **Manual Pay**: Ramp syncs an open Vendor Bill to NetSuite.
- **ACH (or any synced payment method)**: Ramp syncs a Vendor Bill and a Bill Payment. The Bill is marked as **Paid** in NetSuite.
Ramp uses the **approval date** of the reimbursement as the **bill posting date** in NetSuite by default, but allows you to manually set an **accounting date** if you prefer.
### Batch sync behavior
Ramp supports syncing multiple reimbursements together as a **batch**. In this case:
- A **single Bill Payment** is created in NetSuite that applies to all associated Vendor Bills.
- Each Bill is still listed separately and includes details in the **Memo** field (e.g., user name, merchant, and custom memo from Ramp).
- The bill payment will not be synced to NetSuite until all of the reimbursements from the batch are synced.
### Example (USD to USD)
- You sync three USD reimbursements.
- Ramp creates three open Vendor Bills.
- Once the batch is marked paid (e.g., via ACH), Ramp syncs a **single Bill Payment** that applies to all three Bills.
- All three Bills now show as **Paid in Full** in NetSuite.
### Example (CAD to USD)
- If your Ramp entity is in CAD but your NetSuite subsidiary is in USD (and has a CAD bank account), Ramp syncs:
- A Vendor Bill in **CAD**.
- A Bill Payment also in **CAD** with the appropriate **exchange rate** to USD.
- NetSuite displays:
- Bill and Bill Payment amounts in CAD.
- Exchange rate applied to show equivalent in USD.
- Bills marked as **Paid in Full**.
### AP account behavior
NetSuite selects the **Accounts Payable (AP)** account as follows:
- The **default AP Account** comes from the **Vendor Record** in NetSuite.
- If no AP account is set on the Vendor, NetSuite uses the AP from the **last Vendor Bill saved** for that subsidiary.
- You can set a preferred default AP account for Ramp reimbursements in the **Accounting Settings** on Ramp.
### Where to find the synced records
- **Vendor Bills**:
Go to **Transactions → Payables → Enter Bills → List**
- **Bill Payments**:
Go to **Transactions → Payables → Pay Single Vendor → List**
## How will accruals appear in NetSuite
Ramp supports syncing card transactions as accruals. Any accruals will be posted to NetSuite as a journal entry. For more information on this feature please review [How to Use Ramp's Accruals Feature.](/how-to-use-ramps-accruals-feature)
Accounting Logic:
- Create an accrual journal entry for all **unsynced** expenses dated in the chosen period.
- Post a **reversing** journal entry on the date you select (often the 1st of the next month).
- Let you choose **detail level** : one line per transaction or one line per GL group.
- Allow **entity-level** liability account settings.
- Prevent **double counting** : after you post an accrual, Ramp moves the accounting date of those transactions to the **reversal date** when you later sync them.
## Bill Pay
Bill Pay is now available for NetSuite customers. For instructions on how to set up Bill Pay, please refer to this[article](/bill-pay-accounting).
### Payment methods
Ramp supports the following payment methods for Bill Pay with NetSuite:
- **ACH** — standard electronic bank transfers
- **Check** — with auto-generated check numbers
- **Wire** — domestic wire transfers
- **International debiting** — for cross-border payments
### Auto-sync on approval
Bills can be configured to automatically sync to NetSuite when approved in Ramp, removing the need to manually trigger syncs after each approval.
### Remote bill import
Ramp can import existing vendor bills from NetSuite for payment and matching within Ramp. This allows you to centralize bill payment through Ramp even for bills originally created in NetSuite.
## Custom fields and custom segments
Ramp can import most of your custom fields into Ramp for coding. These custom fields function similarly to standard fields in Ramp. Required fields are automatically enabled, while optional ones can be activated in the accounting settings.
To display custom fields in Ramp, they must be set up to select a single value from a custom list or record. We will import these options for coding and include them in automations, like pre-coding cards and rules.
Custom fields must be active and visible on Credit Card Transaction and Bill forms in NetSuite for Ramp to detect and sync them. Line level custom fields should be on the expense tab to be available.
For segments to be coded in Ramp, they must be visible on Credit Card, Bill, and/or Bill Payment Forms in NetSuite. The Ramp Accountant Role should have full Value Management Access, Edit permissions for Record Access, and Edit permissions for Search/Reporting Access.
- Value Management Access: Full
- Record Access: Edit
- Search/Reporting Access: Edit.
## Statement payments
With NetSuite, you can sync over statement payments. This will appear in the Payments tab of the Accounting tab and only appear after it has cleared.
You will get a record of this transaction from two places—your Checking Account's bank feed, which will have the credit side of the transaction, and Ramp, which will have the debit side of the transaction.
Instead of independently classifying these transactions, e.g., allocating the checking account credit to a Ramp Card debit and the Ramp Card debit to a checking account credit, we want to**match**the two sides and create a single transaction. This will prevent us from making two duplicate transactions.In the below example, you can see where to find the statement payments to sync over within Ramp.
## Reconciliation
## Accounting impact
How Ramp syncs**Card transactions**:
Ramp syncs card transactions as credit card transactions in your accounting provider.
- Purchase is made
- Debit (increase) Expense or Bank Account
- Credit (increase) Credit Card Liability Account
How Ramp syncs **Reimbursements**:
Ramp syncs reimbursements as bills and bill payments in your accounting provider.
- Bill
- Debit (increase) Expense Account in original currency
- Credit (increase) Liability Account in original currency
- Bill Payment
- Debit (decrease) the Liability Account
- Credit (decrease) The Cash/Bank Account
How Ramp Syncs **Statement Payments**:
Ramp syncs statement payments as checks in your accounting provider.
- Statement is paid
- Debit (decrease) Credit Card Liability Account: Reducing the amount you owe since you're paying off the credit card.
- Credit (decrease) Bank Account: This account represents your company's cash, which decreases when you pay off the credit card bill.
To reconcile, you will have to go to your accounting provider to match the amount paid to Ramp from your bank account to the total dollar transaction amount synced over from Ramp. If you go to the Transactions tab within Ramp, you can filter by the statement period to easily check which transactions were included in which statement.
## Cashback redemption
Similar to statement payments, cashback redemption syncing is available.
The accounting for a cashback is a debit to the Ramp Card account, reducing the liability on the card, and a credit to a nominated expense or income account. This cashback entry does not appear on a bank feed so this entry is important to sync across to the Ramp Card account to bring the value of the liability back into balance with the statement.
## Vendor credits
Ramp syncs vendor credits directly to NetSuite and helps you apply them to your bills. Check out our [Vendor credits / credit memos article](/vendor-credits-credit-memos-on-ramp-bill-pay) for more details.
## Purchase orders and 3 way match
Create purchase orders in Ramp and sync them directly to NetSuite, streamlining procurement processes.
With Ramp Procurement's 3 Way Match functionality, you can match bills in Ramp Bill Pay with purchase orders and item receipts. Check out [Three-way match article](/3-way-match-with-ramp-procurement) for a detailed breakdown, and ensure payment for received goods only.
1. Enable 3-way match in Bill Pay settings. We'll start to pull in item receipts from NetSuite.
2. When you pay bills with Ramp Bill Pay, match bills to purchase orders in NetSuite. Once a PO is selected, Ramp will automatically match the bill line items with PO line items and then pull in item receipts.
3. View which billed line items haven't been received and open existing item receipts in NetSuite.
> **Note:** With 3-way match, once a Bill is matched to an imported PO from NetSuite, Ramp will automatically fetch related item receipts from NetSuite for the PO line items.
### Multi-PO matching
Ramp supports matching a single bill to multiple purchase orders (1:N matching). This is useful when a vendor invoice covers items from several separate purchase orders. For step-by-step instructions, see [Match multiple purchase orders to a bill](/importing-and-matching-purchase-orders-pos-on-ramp-bill-pay#match-multiple-purchase-orders-to-a-bill).
### Item receipts
Ramp supports automatic item receipt creation from bill lines and provides deep links back to the corresponding item receipt records in NetSuite. This enables full receiving verification as part of the 3-way match workflow.
## Multi-currency and FX support
Ramp supports full multi-currency billing with NetSuite, including:
- **Currency selection on bills** — select the transaction currency when creating or syncing bills
- **Multi-currency vendors** — vendors can be associated with multiple currencies in NetSuite
- **FX gain/loss account mapping** — map realized and unrealized foreign exchange gain/loss accounts for accurate reporting
- **Functional currency handling** — Ramp respects your NetSuite subsidiary's base (functional) currency and applies exchange rates accordingly
For more details on international accounting workflows, see [NetSuite | International accounting support](/netsuite-international-accounting-support).
## Amortization schedules
Ramp supports line-item amortization for both card transactions and Bill Pay, allowing you to spread expenses across multiple accounting periods using amortization templates and multi-period schedules configured in NetSuite. NetSuite customers do not use Prepaids in Ramp for amortization; NetSuite manages the amortization schedule from the selected template.
- For provider-wide amortization coverage, see [Ramp amortization with accounting integrations](/ramp-amortization-with-accounting-integrations).
- For Bill Pay amortization, see [Bill Pay amortization for NetSuite](/bill-pay-amortization-for-netsuite) .
- For card transaction amortization, see [Transaction amortization for NetSuite](/transaction-amortization-for-netsuite) .
## Repayments
Ramp can sync employee repayments to NetSuite, including both bank account and debit card repayments. Both methods sync as journal entries, with bank account repayments offsetting against the cash account and debit card repayments offsetting against the credit card liability GL account. For full details on setup, sync behavior, and troubleshooting, see [Sync repayments to your accounting software](/sync-repayments-to-your-accounting-software).
## SuiteTax support
Ramp integrates with NetSuite's SuiteTax module for tax compliance. When SuiteTax is enabled, Ramp syncs tax line detail on bills to NetSuite, ensuring tax amounts are accurately recorded and available for reporting.
## Accounting period handling
Ramp supports editable accounting periods on bills and respects NetSuite posting period rules. If a bill's accounting date falls within a closed accounting period, Ramp automatically updates it to the first day of the next open period before syncing. NetSuite treats locked periods differently from closed periods, so review your NetSuite permissions, workflows, and posting period settings if NetSuite moves the posting period instead of returning an error; see [Sync error: Accounting period closed](/sync-error-accounting-period-closed) for troubleshooting.
## Ramp Checking Account transfers
We sync Ramp Checking Account payment transfers as journal entries in NetSuite.
## Accounting logic
- Deposits:
- Debit Ramp Checking Account
- Credit opposing account
- Withdraws:
- Debit opposing account
- Credit Ramp Checking Account
## Related articles
- [How to set up NetSuite with Ramp](/how-to-set-up-netsuite-with-ramp)
- [How to set up NetSuite with Ramp (standard - no subsidiaries)](/how-to-set-up-netsuite-with-ramp-standard-no-subsidiaries)
- [Ramp amortization with accounting integrations](/ramp-amortization-with-accounting-integrations)
- [Bill Pay amortization for NetSuite](/bill-pay-amortization-for-netsuite)
- [Transaction amortization for NetSuite](/transaction-amortization-for-netsuite)
- [NetSuite | International accounting support](/netsuite-international-accounting-support)
- [NetSuite | Addressing transactions with closed period dates](/netsuite-addressing-transactions-with-closed-period-dates)
- [NetSuite | bill payment automate classifications script](/netsuite-bill-payment-automate-classifications-script)
- [NetSuite multi-entity changes and frequently asked questions](/netsuite-multi-entity-changes-and-frequently-asked-questions)
- [How to do a full reset when Linking Ramp to NetSuite](/how-to-do-a-full-reset-when-linking-ramp-to-netsuite)
---
# NetSuite integration: Set up with Ramp
> Official Ramp Help Center article. Topic: Integrations / Set up Accounting Integrations. [View the canonical page](https://support.ramp.com/how-to-set-up-netsuite-with-ramp).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
**Before you start, please make sure you are signed in as an Administrator on NetSuite and that you are assigned the Accounting or Admin role on Ramp.**
This article explains step-by-step how to properly set up NetSuite with Ramp.
If you are validating NetSuite's current API and authentication requirements before setup, see [NetSuite integration: API and authentication requirements](/netsuite-api-and-authentication-requirements).
### Step 1
- Begin in Ramp and open up the Accounting tab - click "Get started now."
- Click on “NetSuite” on the next page
### Step 2
- Open up your NetSuite account in another tab or choose the hyperlink in the setup guide
- Copy your Account ID from the URL on your NetSuite account and enter it into the NetSuite ID field in Ramp
- Navigate to Setup->Company and check if the “Subsidiary Settings Manager” option is available. If it is, please select the “Yes, I see Subsidiary Settings Manager” option.
- **NOTE:** If Subsidiaries is not enabled for your NetSuite account, **DO NOT PROCEED HERE** . Instead, you can go to our [no-subsidiaries guide](/how-to-set-up-netsuite-with-ramp-standard-no-subsidiaries) and follow the steps there.
- This step is critical because the existence of the subsidiary manager indicates that you are using NetSuite OneWorld, which is what this guide covers (the other guide is for the "standard" version of NetSuite).
- Click Continue when complete.
### Step 3
- On the next page, click the hyperlink or navigate in your NetSuite account to Setup -> Company and click Enable Features. Then click the SuiteCloud tab.
- Ensure that the checkboxes for SOAP WEB SERVICES, REST WEB SERVICES, and TOKEN BASED AUTHENTICATION are checked (note that the latter checkbox is under 'Manage Authentication, rather than SuiteTalk)
- Click Save in NetSuite and click Continue on the Ramp setup page.
### Step 4
- Use the hyperlink in Ramp or open the SuiteApps button at the top of the screen in NetSuite (you may need to choose the three dots in the corner to show this option).
- Search for the Ramp SuiteApp and install it.
- Click Continue in Ramp once it has been installed.
### Step 5
- Hover over Setup -> Users/Roles and click Manage Users.
- Find the row corresponding to your Administrator user, and click your name.
- Click Edit, then scroll down and click the Access tab of the table in the bottom half of the page.
- Add a row for the Ramp Accountant role to your user, and click Save.
- Sign in and out of NetSuite and verify you can see the Ramp Accountant role in your Role list.
- Click Continue in Ramp to continue to the next step.
### Step 6
- Use the hyperlink in ramp or hover over Customization ->Scripting and click Script Deployments in your NetSuite.
- Use the filter named “Script” and search for Ramp API. Click **View** on the row with customdeploy_ramp_restlet.
- Copy the entirety of the text underneath the External URL and paste it into the field on Ramp’s setup page.
- Click Continue when this is complete.
### Step 7
- Confirm Ramp access to NetSuite by clicking on the Approve access in NetSuite button. This opens up a screen to select the Ramp Accountant role using “Choose Role”, then click “Allow” at the top of the screen.
### Step 8
- Once redirected back to Ramp, you will configure your multi-entity settings. If you receive a white screen, please contact your Account Manager or Customer Success Manager for assistance.
## Extra setup: custom segments
For each custom segment you want to view and code in Ramp, the segment must be viewable on the Credit Card, Bill, and/or Bill Payment Forms, and the following permissions set for the Ramp Accountant Role:
- Value Management Access: Full
- Record Access: Edit
- Search/Reporting Access: Edit.
To view custom segments, on NetSuite, go to Customization -> Lists, Records, & Fields -> Custom Segments. Then click edit next to the segment you'd like to view on Ramp and add the permissions in the Permissions tab laid out above (picture below).
---
# NetSuite integration: Set up with Ramp (no subsidiaries)
> Official Ramp Help Center article. Topic: Integrations / Set up Accounting Integrations. [View the canonical page](https://support.ramp.com/how-to-set-up-netsuite-with-ramp-standard-no-subsidiaries).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
**Before proceeding, make sure you are signed in as an Administrator on NetSuite and that you are assigned the Accounting or Admin role on Ramp.**
If you are validating NetSuite's current API and authentication requirements before setup, see [NetSuite integration: API and authentication requirements](/netsuite-api-and-authentication-requirements).
## Step 1
- Begin in Ramp and open the Accounting tab - click “Get Started Now”.
- Click on “NetSuite” on the next page
## Step 2
- Open up your NetSuite account in another tab or choose the hyperlink in the setup guide
- Copy your Account ID from the URL on your NetSuite account and enter it into the NetSuite ID field in Ramp
- Navigate to Setup->Company and see if the “Subsidiary Settings Manager” option is available. If it is, please select “Yes, I see Subsidiary Settings Manager.”
- **NOTE:** If Subsidiaries are enabled for your NetSuite account, **DO NOT PROCEED** . Instead, go to our [multiple subsidiaries guide](/how-to-set-up-netsuite-with-ramp) and follow the steps there.
- Click Continue when complete
## Step 3
- On the next page, click the hyperlink or navigate in your NetSuite account to Setup -> Company and click Enable Features. Then click the SuiteCloud tab.
- Ensure that the checkboxes for SOAP WEB SERVICES, REST WEB SERVICES, and TOKEN BASED AUTHENTICATION are checked (note that the latter checkbox is under 'Manage Authentication, rather than SuiteTalk).
- Click Save in NetSuite and click Continue on the Ramp setup page.
## Step 4
- Use the hyperlink in Ramp or navigate to Setup -> Integration -> Manage Integrations -> New
- Enter this information on the Integration Record:
- Name: Ramp Integration
- Check the boxes for Token-Based Authentication, TBA: Issuetoken Endpoint, and TBA: Authorization Flow
- Callback URL: [https://ramp.com/tba/netsuite/complete](https://ramp.com/tba/netsuite/complete)
- Make sure the box is unchecked for the Authorization Code Grant
- Click Save - then copy the Client ID and Client Secret codes to input into Ramp
- Do Not click off of this page until you have moved on - if you do, you will not be able to access the secret codes again.
- Click Continue in Ramp once this is complete
## Step 5
- Use the Hyperlink or navigate to Setup > Users/Roles > Manage Roles
- Find the role called "Accountant" and click "Customize." (if you don't see this role, check "Show Inactives.")
- Call the role "Ramp Accountant"
On the **Permissions** subtab of the Ramp Accountant role, add every permission listed below at the specified level. If a permission is already on the role, update it to the specified level. The first column is NetSuite's internal permission ID for reference; you do not need to enter it.
### NetSuite Ramp Accountant role: Transaction permissions
| Internal permission ID | Permission | Level |
| --- | --- | --- |
| TRAN_PURCHORDBILL | Bill Purchase Orders | EDIT |
| TRAN_PURCHORDRECEIVE | Receive Order | EDIT |
| TRAN_VENDBILL | Bills | FULL |
| TRAN_CARDCHRG | Credit Card | FULL |
| TRAN_CARDRFND | Credit Card Refund | FULL |
| TRAN_CUSTCRED | Credit Memo | FULL |
| TRAN_VENDAUTHCREDIT | Credit Returns | FULL |
| TRAN_VENDCRED | Enter Vendor Credits | EDIT |
### NetSuite Ramp Accountant role: List permissions
| Internal permission ID | Permission | Level |
| --- | --- | --- |
| LIST_TAXDETAILSTAB | Tax Details Tab | FULL |
| LIST_ACCOUNT | Accounts | FULL |
| LIST_CLASS | Classes | FULL |
| LIST_CUSTJOB | Customers | FULL |
| LIST_DEPARTMENT | Departments | FULL |
| LIST_CATEGORY | Expense Categories | FULL |
| LIST_LOCATION | Locations | FULL |
| LIST_FIND | Perform Search | FULL |
| LIST_TAXITEM | Tax Records | EDIT |
| LIST_VENDOR | Vendors | FULL |
| LIST_CURRENCY | Currency | FULL |
### NetSuite Ramp Accountant role: Setup permissions
| Internal permission ID | Permission | Level |
| --- | --- | --- |
| ADMI_ACCTSETUP | Set Up Accounting | FULL |
| ADMI_MANAGE_OAUTH_TOKENS | Access Token Management | FULL |
| ADMI_ACCOUNTINGLIST | Accounting Lists | EDIT |
| ADMI_DELETEDRECORD | Deleted Records | FULL |
| ADMI_LOGIN_OAUTH | Sign in using Access Tokens | FULL |
| ADMI_ACCTPERIODS | Manage Accounting Periods | VIEW |
| ADMI_EMPLOYEELIST | Other Lists | EDIT |
| ADMI_RESTWEBSERVICES | REST Web Services | FULL |
| ADMI_WEBSERVICES | SOAP Web Services | FULL |
| ADMI_CUSTBODYFIELD | Custom Body Fields | FULL |
| ADMI_CUSTFIELD | Custom Fields | FULL |
| ADMI_CUSTLIST | Custom Lists | FULL |
| ADMI_CUSTRECORD | Custom Record Types | FULL |
| ADMI_MANAGECUSTOMSEGMENTS | Custom Segments | FULL |
After adding or updating every permission, save the Ramp Accountant role in NetSuite, then click **Save and Continue** in Ramp.
## Step 6
- Use the Hyperlink or navigate in NetSuite to Transactions > Bank >Use Credit Card & click Customize Form
- Go to Screen Fields > New Field
- In the Label field, enter "ramp_receipt_url"
- In the ID field, enter "ramp_receipt_url"
- In the Type field, select Hyperlink
- In the Applies To tab, check PURCHASE and VENDOR PAYMENT
- In the Display tab, ensure that "Main" is selected in the Subtab dropdown
- In the Access tab, ensure that the Default Access Level is Edit
- Click Save and Continue in Ramp
## Step 7
- Use the hyperlink or navigate to Setup → Users/Roles → Manage Users
- Find and Edit your Admin user
- Scroll down and click on the Access tab
- Add the Ramp Accountant role, click Save in NetSuite, and Continue in Ramp
## Step 8
- First, go to [https://assets.ramp.com/accounting/ramp_restlet.js](https://assets.ramp.com/accounting/ramp_restlet.js) . This should download a file onto your computer. If it doesn't, right-click anywhere on the page, click "Save As," and then save the file as ramp_restlet.js.
- In NetSuite, click on Documents -> files and click the SuiteScripts folder
- Click Add File in the top left, and select the ramp_restlet.js file you downloaded.
- Click Continue in Ramp for the next step
## Step 9
- Use the Hyperlink or navigate to Customization → Scripting → Scripts → New
- Select the file (ramp_reslet) that you added earlier, and click Create Script Record
- Name the script "Ramp Integration API", then click the arrow on the Save button and click Save & Deploy
- Click continue in Ramp to move to the next step
## Step 10
- On the deployment screen, input this information:
- Status: Released
- Log Level: Error
- Under the Audience tab, check the “Select All” checkbox for Roles
- Click save, then copy the EXTERNAL URL, copy your account ID (the digits at the beginning, in this example, 1234567), and save for use later.
- Click Continue in Ramp to move on.
## Step 11
- Confirm Ramp access to NetSuite by clicking on the Approve access in NetSuite button. This opens up a screen to select the Ramp Accountant role using “Choose Role”, then click “Allow” at the top of the screen.
## Step 12
- Once redirected back to Ramp, you will configure your multi-entity settings. If you receive a white screen, please contact your Account Manager or Customer Success Manager for assistance.
## Extra set up: custom segments
For each custom segment you want to view and code in Ramp, the segment must be viewable on the Credit Card, Bill, and/or Bill Payment Forms, and the following permissions set for the Ramp Accountant Role:
- Value Management Access: Full
- Record Access: Edit
- Search/Reporting Access: Edit.
To view custom segments, on NetSuite, go to Customization -> Lists, Records, & Fields -> Custom Segments. Then click edit next to the segment you'd like to view on Ramp and add the permissions in the Permissions tab laid out above (picture below).
---
# NetSuite integration: Multi-entity changes
> Official Ramp Help Center article. Topic: Integrations / Set up Accounting Integrations. [View the canonical page](https://support.ramp.com/netsuite-multi-entity-changes-and-frequently-asked-questions).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
Ramp supports multi-entity businesses for NetSuite customers. Customers can add all business entities with a single Ramp account and set different payment settings for each entity.
This enables customers to:
- Generate individual statement payments for each entity/subsidiary
- Eliminates the need to perform inter-company transactions every time you close your books
- Track card transactions, payout reimbursements, and bill payments for each entity from different bank accounts
- Sync to multiple entities within one batch sync for both transactions and reimbursements
## Create business entities
**Note:**We recommend connecting Ramp to your accounting system before creating additional Business Entities on Ramp. If you still need to connect Ramp to your Accounting system, please see the Help Center article[How do I set up NetSuite with Ramp?](/how-to-set-up-netsuite-with-ramp)
## To create business entities on Ramp:
1. Go to the **Settings** > **Companies** tab.
2. Click the **+ Create** **legal** **entity** button on the top right.
- Note: during setup, the default entity will apply to all existing transactions and reimbursements.
3. Name the entity in the **Entity name (required)** field.
4. Select the **Country of registration** .
5. Enter the entity's **EIN number** .
6. Select the **Functional** **currency** for the entity. This is the currency your cards or funds are issued in. Statements are in the entity's functional currency, and payments must be made in the same currency. Please note that you cannot change the functional currency once the entity is created.
7. Select either **Automatic payment** or **Manual payment** . If you select **Automatic payment** , also select the verified bank account from which Ramp can draw payments.
8. You can also select the verified bank account you want to pay reimbursements from. You can also enable reimbursements after the entity is created.
9. Click the **Create** **entity** button.
## How business entities work on Ramp
### With users
When creating a Ramp invitation, the department and location of the invitee are required. When setting up entities on Ramp, you must also map Locations to Entities.
Be careful to enter the correct location for the invitee, as the location assigned in Ramp determines which entity their cards, funds, and transactions are assigned to.
To see which users map to each entity:
- Go to the **Settings** -> **Companies**tab.
- Click the Entity in question.
- Go to the **Users** tab.
### With card transactions
Issued cards or funds are linked to a specific entity, and all transactions made with the card or funds are attributed to that entity. The card or funds are associated with the cardholder's entity (via the cardholder's location) at issuance. However, the entity can be modified during the spend creation or editing process.
1. Go to the **Funds** **& Cards** tab.
2. Click the **Issue spend** button.
3. Select the type of spend you are issuing: **Funds** for general expenses, **Virtual** for online purchases, or **Physical** card.
4. Scroll to the bottom to the **Entity** field and s elect the entity you'd to map the spend to.
- An entity change ONLY affects future transactions. In other words, the entity of a transaction is locked once a transaction is made.
### With reimbursements
A reimbursement's entity is determined by the entity of the submitter. There is currently no way to change the entity of a reimbursement.
### With statement payments
Statement payments are now calculated at the entity level and drawn from the bank account specified in the entity settings. If a statement payment is returned for insufficient funds, we withdraw the payment from the bank account of the parent company or the default entity's bank account.
## How to edit an entity
- Go to the **Settings** -> **Companies**tab.
- Click the Entity you would like to edit
- Use the **General** tab to set the:
- Name
- Country of registration
- Tax number or EIN
- The primary currency of the entity
- Use the **Users** tab to
- View the users assigned to the entity
- Add or remove locations. The users currently associated with the location are added or removed from the entity.
- Use the **Payments** tab to
- Set the default payment account for statement payments
- Set the default payment account for reimbursements
- Click the **More entity settings**> **Payment sources**button to set a different payment sources for other entities.
- Click the **More entity settings**> **Export settings**> **Manage settings**button to the credit card liability account, the statement payment account, cashback account, and change the default accounting date for the selected entity.
- Click the **Save changes** button when you are finished.
## Frequently asked questions
### Can I have limits per entity and/or get underwritten per entity?
Currently, we cannot delegate limits by entity within one Ramp instance. Underwriting is also as a whole, not by entity.
### How can I change the entity of a transaction?
Click into the transaction and scroll to the entity field. Click the current entity, select the new entity drop-down menu, and change the entity of the transaction. Please note that this functionality is only available before the statement is generated. Once a statement is generated, the entity of the transaction is locked.
### Why can't employees change the entity of transactions?
Please contact your account manager or support team to request this feature be enabled on your account.
### What should I do if an employee or user spends across multiple entities?
Cards and funds are each tied to an entity, and a user may have spend tied to different entities. Thus, if a user spends across multiple entities, the suggested setup is to have multiple funds or virtual cards, one for each entity. This will make the statement payment and reconciliation process more seamless since if you had the option to move around the subsidiary, there is the possibility it doesn't match up with how it was paid out.
### What happens if I change the mapping of a location (i.e. Location A now maps to Entity A instead of Entity B)?
Future cards and funds will now default to the updated entities, however existing ones will remain untouched. To edit the entity of a card or funds, click on it -> select "Actions" -> "Edit" -> Scroll to the bottom, and change the entity.*Note: this will only affect future transactions*
### Can I get multiple physical cards, one for each entity?
You can only have one physical card per employee, and the business name and logo must be the same across entities
### Can I split transactions across entities?
NetSuitedoes not allow this so you cannot do so within Ramp.
### How do you delete an entity?
Please visit [How to delete an entity on Ramp?](/how-to-delete-an-entity-on-ramp)
### How do you remove a user from an entity?
Change the location of the user.
### Why isn't this bank account showing?
The bank account must be verified in Ramp to appear in the entity's list of drop-down options.
---
# NetSuite integration: API and authentication requirements
> Official Ramp Help Center article. Topic: Integrations / Set up Accounting Integrations. [View the canonical page](https://support.ramp.com/netsuite-api-and-authentication-requirements).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
Ramp's current NetSuite connection uses **Token-Based Authentication (TBA)**. If you are reviewing NetSuite platform or API requirements before you connect Ramp, this article explains the NetSuite settings Ramp currently requires and which setup guide to use for your account.
Start from the [Accounting page in Ramp](https://app.ramp.com/accounting#/d/accounting) when you're ready to connect or reconnect NetSuite.
## What Ramp requires in NetSuite
Ramp's current NetSuite connection requires these NetSuite features to be enabled:
- **SOAP WEB SERVICES**
- **REST WEB SERVICES**
- **TOKEN BASED AUTHENTICATION**
If your NetSuite account does not use subsidiaries, the **Ramp Integration** record also uses these settings:
- **Token-Based Authentication**
- **TBA: Issuetoken Endpoint**
- **TBA: Authorization Flow**
- **Callback URL:** `https://ramp.com/tba/netsuite/complete`
- **Authorization Code Grant:** leave this unchecked
## Choose the right setup guide
- If you see **Subsidiary Settings Manager** in NetSuite, use [NetSuite integration: Set up with Ramp](/how-to-set-up-netsuite-with-ramp).
- If you do not see **Subsidiary Settings Manager**, use [NetSuite integration: Set up with Ramp (no subsidiaries)](/how-to-set-up-netsuite-with-ramp-standard-no-subsidiaries).
Depending on your NetSuite account, Ramp uses either the Ramp SuiteApp setup path or the Ramp RESTlet setup path described in those guides.
## How Ramp handles compatibility
Ramp checks the installed Ramp SuiteApp or Ramp RESTlet version to determine which supported NetSuite capabilities are available in the connection.
Because of that, some NetSuite functionality can depend on the Ramp SuiteApp or Ramp RESTlet version currently installed in your NetSuite account.
## Frequently asked questions
### Does Ramp use OAuth 2.0 for the NetSuite integration?
No. Ramp's current NetSuite connection uses **Token-Based Authentication**. For the no-subsidiaries setup flow, create the **Ramp Integration** record with the TBA settings above and leave **Authorization Code Grant** unchecked.
### Does Ramp use the same setup flow for every NetSuite account?
No. Ramp uses different setup guides depending on whether your NetSuite account uses subsidiaries. Check for **Subsidiary Settings Manager** in NetSuite first, then use the matching setup guide.
### Does Ramp require a specific NetSuite API version?
Ramp's current customer-facing setup requirements are the NetSuite features and connection settings listed above. Ramp determines some supported capabilities from the installed Ramp SuiteApp or Ramp RESTlet version during the connection.
---
# NetSuite integration: International accounting support
> Official Ramp Help Center article. Topic: Integrations / Set up Accounting Integrations. [View the canonical page](https://support.ramp.com/netsuite-international-accounting-support).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
Ramp's international accounting support for NetSuite automates and streamlines global transactions. It accurately matches Ramp credit card transactions with the correct tax code, calculates foreign exchange (FX) fees, and generates inter-company journals when needed.
## Support for taxes
Ramp now supports NetSuite's SuiteTax and Legacy Tax products. SuiteTax is a tax engine within NetSuite that provides accounting teams:
- **Automated tax calculations:** SuiteTax automates complex tax calculations for transactions and bills, adapting to different tax rules across jurisdictions. For example, a company selling products in multiple states can automatically calculate the correct sales tax for each location, ensuring accuracy and efficiency.
- **Compliance management:** It helps businesses stay compliant with various tax regulations, significantly reducing the risk of penalties. For instance, a business operating internationally can rely on SuiteTax to adjust to different VAT or GST requirements in each country, ensuring compliance with local tax laws.
- **Streamlined reporting:** SuiteTax simplifies the tax reporting process by consolidating tax data and generating necessary reports. A business can easily generate detailed tax reports for audits or internal reviews, saving time and reducing the potential for errors in manual reporting.
Ramp pulls in the tax codes set up in NetSuite and presents them as options for transactions, bills and reimbursements.
To set this up:
- Head to the Accounting tab
- Click into Accounting settings via the 3 dot menu
- Click Accounting fields
- Enable the Tax Code accounting field
Once Tax Code is enabled, these fields will populate as accounting options on transactions, bills and reimbursements.
If they're selected, we will get the tax rate (tax %) tied to that code and calculate the tax amount. Customers can edit the underlying tax amounts if it's incorrect. This only applies to international taxes.Additionally, we automatically filter the tax codes based on the subsidiaries/countries they're available in.
Note that for Bill Pay:
- If Tax Code is enabled as an accounting field, and an international bill is OCR'd, we will automatically drop any OCR'd tax line items pulled from the invoice, so that tax can be accounted for manually using Tax Codes on a line item by line item basis.
- We will always flag to you if the invoice total sum doesn't match the total amount pulled via OCR, so you can make sure that Tax Codes are applied correctly.
- You can optionally set **tax codes as default accounting coding on the vendor**, and every time a new bill comes in for that vendor, we will automatically set the tax code to the default for each line item and calculate the tax amount.
When the transaction, bill or reimbursement is synced to NetSuite, then Ramp will post the information at the line level in the 'Tax Details' tab. If the vendor does not accept the transaction's currency, we will add this currency to the vendor's supported currencies and sync the transaction in this new currency.
However, if NetSuite does not accept the currency, we will instead use the primary currency of the NetSuite subsidiary we are syncing with. In such cases, we convert the transaction's or reimbursement's original currency to the subsidiary's primary currency for syncing.
*Note: If you'd like employees to input this information, you can require tax codes in the expense policy (more details [here](/getting-started-with-ramps-expense-policy-setup) in section 4: Define Submission Requirements) and provide aliases for them in Ramp so they are easy for employees to understand.*
## Support for FX gains or losses
International companies assume FX risk if the entity's currency is different from what the transactions settle in. This will more accurately represent the amount paid to Ramp and how much of that is to reduce the Ramp card liability account vs. attributable to FX Gain / Loss.
Example: A European entity uses euros (functional currency) while the Ramp card is in USD (issuing currency). Transactions in different currencies are converted to euros in the accounting system (at varying exchange rates based on the rate on the day of the transaction, which is set by Ramp). When the statement payment rate differs from initial transaction rates, an FX gain or loss is recorded.
Customer Set Up
- The customer has a European Entity.
- The currency of the European Entity is euros, which is denoted as the functional currency (currency of the entity in their accounting system).
- The currency of the Ramp card is USD, which is denoted as the issuing currency.
## Overview of the process end-to-end
Example of customer processing transactions and the transactions being converted to the functional currency in their accounting provider. Notice that the exchange rates are different on different dates.
| Transaction Date | Transaction Currency | Transaction Amount | Statement Amount (USD) | Exchange Rate (Statement Currency to GL Currency) | Transaction Amount (in GL Currency, EUR since EUR entity) |
| --- | --- | --- | --- | --- | --- |
| 9/1 | USD | $85.12 | $85.12 | .8 | €68.10 |
| 9/10 | CAD | 105.84 | $77.49 | .8 | €61.99 |
| 9/15 | EUR | 657.92 | $691.74 | .95 | €657.92 |
| 9/25 | USD | $235.46 | $235.46 | .7 | €164.82 |
| **Total** | | | **$1107.81** | | €952.83 |
Example of a customer statement with a different exchange rate than when the initial transactions were accounted for in their accounting provider.
The accounting provider's statement payment amounts to $1107.81 and €997.03. However, the amount in NetSuite that is owed to Ramp is €952.83.
Difference between payment amount in entity currency taken from their bank account (€997.03) and the total amount owed to Ramp in NetSuite in entity currency (€952.83) = FX Gain Loss (€44.2).
| Statement Date | Statement Currency | Statement Amount | Exchange Rate (Statement Currency to Payment Currency) | Payment Currency | Payment Amount (EUR) |
| --- | --- | --- | --- | --- | --- |
| **9/30** | USD | $1107.81 | .9 | EUR | €**997.03** |
This is how this functionality will populate in the customer's NetSuite instance:
## Support for inter-company journal entries
Inter-company journal entries are needed due to our system's constraint of only accepting USD for statement payments. Customers typically use a USD parent company to pay for subsidiary expenses in other currencies. Ramp's new functionality will automatically create these journal entries in NetSuite, streamlining the process.
- Sync statement payment.
- Affects Clearing account, Ramp Card Liability account, and potentially FX gain / loss account
- Post an inter-company journal to move that USD amount across entities.
- Debits clearing account (zeroes it out) > initial entity
- Credits inter-company payables > initial entity
- Debits inter-company receivables > parent entity
- Credits bank account > parent entity
All customers will need to do is set their inter-company accounts within Ramp in their Accounting sync settings.
## What does an inter-company journal look like in the NetSuite?
## Detailed breakdown of NetSuite
### Vendors
**Currency:** NetSuite vendors have a primary currency (which is the default for that vendor) but can also accept other currencies. For example, Amazon's primary currency is USD, but it may also accept GBP, CAD, etc.
### Primary currency
A NetSuite OneWorld instance has a primary reporting currency. This currency is usually the currency of a corporation’s holding company and is the currency in which all consolidated reporting is performed. By default, any new subsidiaries created within a NetSuite OneWorld instance will use this reporting currency if an alternative currency isn’t specified.
### Subsidiaries
Subsidiaries have a functional currency in which local accounts are managed. It may be the same as the overall reporting currency or it may be different. When a subsidiary has a non-USD functional currency, Ramp will sync transactions in the original currency, as long as the vendor accepts the currency, and that transaction amount will be converted to the functional currency of the subsidiary.
### Tax codes
Tax codes in NetSuite are tied to a specific country in NetSuite. Additionally, you can see what tax code is the default by:
1. Look up "page: tax codes" in the NetSuite search bar up top and select it
2. You will be navigated to a page that looks similar to the one below
1. The right-handmost column says "default code" with a yes or no. Here is where you can see the default code per country (only one default code is allowed per country)
2. Note: if this column is not visible, select the "edit view" button right below "tax codes" and add "default code" to the view (picture below).
3. This means that when someone syncs over a transaction or creates one within NetSuite, that tax rate will take effect on the transaction
For example: if the default tax rate is 10%. We attempt to sync a $100 transaction and it will add a 10% tax rate to that transaction to have a total of $110 (which is incorrect).
## Frequently asked questions
### Why don't I see the XYZ tax code in Ramp as an option?
The likely reason is that you have not configured your tax groups fully in your NetSuite instance. Therefore, we fall back on using Tax Items to populate any taxes that have a tax item. This generally impacts Canada-based entities.
Another reason, this occurs is when there is no tax rate associated with the tax code. When a tax code is applied without a tax rate, there isn't a percentage that Ramp can apply to the expense. Therefore, please ensure Tax Rates are appropriately populated in your NetSuite instance.
The final reason you could be missing a specific tax code is that Ramp does not support syncing NetSuite tax codes with the "Reverse Charge" tax type. These tax codes are managed differently in NetSuite and are not included in the tables our sync relies on, so they will not appear in Ramp.
### Does this work for Bill Pay?
Yes, this is also supported for Bill Pay
### How do I reconcile the information I have synced from Ramp to my accounting provider?
To clear expenses on NetSuite, you go to the "match bank" screen ([NS documentation link](https://docs.oracle.com/en/cloud/saas/netsuite/ns-online-help/chapter_4842302228.html#Bank-Data-Matching-and-Reconciliation)). The transactions shown are shown in the currency of the account, in the case of a credit card account, it will be in the functional currency of the entity.
### How does Ramp handle FX gain/loss for statement payment syncing?
When the issuing currency is different from the functional currency, an FX gain/loss will be incurred. Ramp handles this by syncing the statement payment in the payment currency with a spot rate translated to the functional currency.
- Sync statement payment.
- Affects clearing account, Ramp card liability account, and potentially FX gain/loss account
- Post an inter-company journal to move that USD amount across entities.
- Debits Clearing Account (zeroes it out) > initial entity Credits inter-company payables > initial entity Debits inter-company receivables > parent entity Credits bank account > parent entity
### Are FX gain/loss and inter-company journals supported for reimbursements?
No, at this time, it only supports credit card transactions.
---
# NetSuite integration: Transaction amortization
> Official Ramp Help Center article. Topic: Integrations / Set up Accounting Integrations. [View the canonical page](https://support.ramp.com/transaction-amortization-for-netsuite).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
Ramp supports amortization for NetSuite card transactions and reimbursements by using the amortization templates already configured in your NetSuite account. NetSuite customers do not use Prepaids for amortization because NetSuite manages the schedule from the selected template. For provider-wide amortization coverage, see [Ramp amortization with accounting integrations](/ramp-amortization-with-accounting-integrations).
## Prerequisites for NetSuite transaction amortization
Before you amortize a transaction or reimbursement, make sure NetSuite and Ramp are ready to sync the schedule.
- Your business uses the [NetSuite integration](/netsuite-overview).
- Your NetSuite account has the amortization templates you want Ramp users to select.
- The transaction or reimbursement has the correct vendor, amount, expense account, and other required NetSuite fields before syncing.
- The posting period for the initial Bill and Bill Payment is open in NetSuite, or your NetSuite settings allow the posting behavior you expect.
## Set up amortization on a transaction or reimbursement
Set up amortization before syncing the transaction or reimbursement to NetSuite.
1. Open the transaction or reimbursement in Ramp.
2. In the **Accounting** section, confirm the required NetSuite coding is complete.
3. Select the NetSuite **Amortization Template** you want to use.
4. Enter the amortization **start date** and **end date**.
5. Save the accounting details.
6. Sync the item to NetSuite from the [**Accounting**](https://app.ramp.com/accounting/ramp-card) queue.
## Expected result in NetSuite
Ramp syncs an amortized card transaction or reimbursement to NetSuite as a Bill and Bill Payment because NetSuite applies amortization templates to bills. You can open the synced record from Ramp by selecting **View in NetSuite** on the synced item.
For the initial Bill and Bill Payment:
- The Bill credits Accounts Payable and debits the deferral account NetSuite resolves for the selected amortization template.
- The Bill Payment debits Accounts Payable and credits the Ramp Card liability account.
For the amortization schedule, NetSuite creates journal entries based on the selected template. The journal entries credit the deferral account and debit the expense account that NetSuite resolves from the template or item coding.
## Find an amortized transaction in NetSuite
Ramp links back to the NetSuite Bill after a successful sync. In NetSuite, you can also go to **Transactions > Payables > Bills > List** and search by vendor, amount, date, or other transaction details.
## Frequently asked questions
### Do I need Bill Pay enabled to amortize card transactions or reimbursements?
No. NetSuite transaction amortization for card transactions and reimbursements works independently of Ramp Bill Pay.
### Does Ramp support amortization for both card transactions and reimbursements?
Yes. Ramp supports NetSuite template-based amortization for both card transactions and reimbursements.
### Can I split an amortized card transaction?
Split support depends on the accounting fields and transaction workflow available for your business. If you need to split an amortized transaction, review the accounting details before syncing and confirm the final Bill lines in NetSuite after sync.
### What accounts does NetSuite use for amortization?
Ramp sends the selected amortization template, start date, end date, and transaction coding to NetSuite. NetSuite then determines the deferral account and target expense account from the selected amortization template and related NetSuite account settings.
### What happens if NetSuite cannot resolve a deferral account?
NetSuite may reject the sync if the selected template or related account settings do not provide a valid deferral account. Review the amortization template, target account, and account setup in NetSuite, then retry the sync from Ramp.
### How is this different from Ramp-managed amortization?
NetSuite uses NetSuite amortization templates and manages the amortization schedule in NetSuite. [Ramp-managed amortization with accounting integrations](/use-ramp-amortization-with-quickbooks-online), available for eligible businesses on other providers, uses Prepaids, a prepaid asset account selected in Ramp, and Ramp-created scheduled journal entries.
---
# NetSuite integration: Bill Pay amortization
> Official Ramp Help Center article. Topic: Integrations / Set up Accounting Integrations. [View the canonical page](https://support.ramp.com/bill-pay-amortization-for-netsuite).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
Ramp supports Bill Pay amortization for NetSuite by using the amortization templates already configured in your NetSuite account. NetSuite customers do not use Prepaids for amortization because NetSuite manages the schedule from the selected template. For provider-wide amortization coverage, see [Ramp amortization with accounting integrations](/ramp-amortization-with-accounting-integrations).
## Prerequisites for NetSuite Bill Pay amortization
You see NetSuite Bill Pay amortization in Ramp when all required setup is available.
- Your business uses the [NetSuite integration](/netsuite-overview).
- Your business uses Ramp Bill Pay.
- Your NetSuite account has amortization templates configured.
- The bill line item has the required NetSuite coding before sync.
## Set up amortization on a bill line item
Add amortization before syncing the bill to NetSuite.
1. Open the bill in Ramp.
2. Go to the bill line item you want to amortize.
3. Open the line item actions menu and select **Add amortization**.
4. Select the NetSuite amortization template.
5. Enter the amortization start date and end date.
6. Save the bill line item.
7. Approve and sync the bill to NetSuite from [**Bill Pay**](https://app.ramp.com/bill-pay/bills).
Ramp sends the selected template and dates to NetSuite with the bill line item. NetSuite manages the resulting amortization schedule according to your NetSuite template and posting period rules.
## Expected result in NetSuite
The synced NetSuite bill includes the amortization template, start date, and end date on the amortized line item. NetSuite uses the selected template to determine the deferral account, target account, and amortization journal schedule.
NetSuite Bill Pay amortization is separate from [NetSuite transaction amortization](/transaction-amortization-for-netsuite), which syncs amortized card transactions and reimbursements as a Bill and Bill Payment because NetSuite templates apply to bills.
## Frequently asked questions
### What if the target account set in the template is not available for the entity selected?
The default accounts used by the template must be valid for the selected NetSuite entity. If NetSuite rejects the bill, update the template or account setup in NetSuite, then retry the sync from Ramp.
### If an expense start date is in a previous account period already closed, do we recognize all previous periods in the current one?
NetSuite controls closed-period behavior for template-based amortization. If your NetSuite setup allows catch-up posting, NetSuite may recognize prior-period amounts in the current open period.
### What happens if the entire expense period occurs in prior accounting periods that are now closed?
Ramp enforces NetSuite constraints and surfaces the relevant sync error when NetSuite does not allow the bill or amortization schedule to post.
### Does Bill Pay amortization work for providers other than NetSuite?
Yes, for eligible businesses using QuickBooks Online, Xero, or Sage Intacct. Those providers use [Ramp-managed amortization with accounting integrations](/use-ramp-amortization-with-quickbooks-online) with prepaid accounts and scheduled journal entries instead of NetSuite amortization templates.
### Can NetSuite Bill Pay bills use Prepaids in Ramp?
No. NetSuite Bill Pay amortization uses NetSuite templates. Prepaids is part of Ramp-managed amortization for eligible businesses using QuickBooks Online, Xero, or Sage Intacct.
---
# NetSuite integration: Reconciliation report
> Official Ramp Help Center article. Topic: Integrations / Set up Accounting Integrations. [View the canonical page](https://support.ramp.com/reconciliation-report-for-netsuite).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
## What is the reconciliation report?
The reconciliation report helps you compare your Ramp card spend with the records in NetSuite. It shows both sets of data side by side so you can spot any gaps or mismatches. Use it at month-end to make sure your books are correct before you close.
## Features
**Compare balances between Ramp and NetSuite:** View your total transaction spend, statement payments and cashback on Ramp against the balance in your accounting system. We import your balance directly from NetSuite.
**Review matched transactions in one place:** Analyze transactions in Ramp and NetSuite before months end to ensure everything is accounted for.
**Balance your unmatched transactions:** Find or sync items that haven't been matched yet, ensuring every transaction has a counterpart in the opposite system.
## How does it work?
Ramp pulls your NetSuite records and matches them against your Ramp spend. Each pair is marked as one of the following:
- **Match** -- The Ramp record and NetSuite record agree.
- **Mismatch** -- There is a difference in amount, date, or account.
- **Not synced** -- The Ramp record has not yet been sent to NetSuite.
- **Not found in NetSuite** -- The record was synced but is missing in NetSuite.
- **Not found in Ramp** -- A NetSuite record has no matching Ramp record.
- **Period shift** -- The record was posted to a different month in NetSuite.
The report also includes a balance summary for both Ramp and NetSuite. This summary shows the starting balance, ending balance, card spend, payments, and cashback for each side.
**Video walkthrough:** Review the reconciliation report flow in Ramp. Best for a visual walkthrough of the report experience before following the steps below. [Watch the video](https://www.youtube.com/watch?v=Hh0LvzY-k7g&list=PLfEbMx3FLWDbTEVVyQZkf7nUGiaXMWW1g&index=5).
## How to run a reconciliation report
1. You can find this tool by going to **Accounting → Click the 3 dots next to Settings → Reconciliation Report**. Please note that this tool is available only to U.S.-based entities at this time.
2. Pick the month you want to review.
3. Choose the NetSuite account (or accounts) to include.
4. Click **Refresh** to pull the latest data from NetSuite.
5. Review the results. Filter by **All** , **Mismatches** , or **Period shifts** as needed.
6. Export the report as a **CSV** or **PDF** when you are ready.
## Export options
**CSV**
The CSV file lists every record with fields from both Ramp and NetSuite:
- Ramp ID, amount, date, merchant, and entity
- NetSuite ID, amount, date, vendor, and reference number
- Mismatch reason (if any)
- Links to both the Ramp and NetSuite records
**PDF**
The PDF includes:
- A balance summary for both Ramp and NetSuite
- A table of Ramp records with a running balance
- A table of NetSuite records with a running balance
- Counts and totals for any gaps
For large reports (more than 350 records), Ramp builds the PDF in the background. You will get an email with a download link when it is done. The link is good for 24 hours.
## Fixing mismatches
When you spot a gap, here is what to do:
| **Issue** | **What to do** |
| --- | --- |
| Not synced | Sync the item from Ramp to NetSuite. |
| Amount mismatch | Check the Ramp record and the NetSuite record for errors. Fix the wrong one. |
| Date mismatch | Confirm the correct post date in both systems. |
| Not found in NetSuite | Re-sync the item from Ramp, or add it to NetSuite by hand. |
| Not found in Ramp | This may be a record added in NetSuite outside of Ramp. Review and remove it if it is a duplicate. |
| Period shift | The record was posted to a different month. If this is correct, no action is needed. |
You can also use the **manual match** option to link a Ramp record to a NetSuite record yourself if the system did not match them.
**Accounts and entities**
If your business uses more than one entity in NetSuite, you can filter by entity. You can also run the report across all USD accounts at once for a full view.
## Frequently asked questions
### How far back can I run a report?
You can view up to four months of past data. If you need to go further back, reach out to Ramp support.
### Can I reconcile records in more than one currency?
Not at this time. All records in the report must share the same currency as the selected account.
### What does "synced via CSV" mean?
This means the record was exported from Ramp as a CSV file and marked as synced. Ramp cannot match it to a NetSuite record because it was not synced through the direct link.
### Why is my report still loading?
Large reports take more time. If the report has more than 350 records, Ramp builds it in the background and sends you an email when it is ready.
### Can I refresh the data?
Yes. Click **Refresh** on the report page to pull the latest data from NetSuite. Only one refresh can run at a time.
### What if a record was posted to a different month in NetSuite?
This shows up as a "period shift." Both records still appear in the report, but in different months. If this is correct, no fix is needed. The report adjusts the balance to account for it.
### Who can access the report?
Any user with the **Accounting Sync** read permission in Ramp can view and export the report.
### My download link stopped working. What happened?
PDF download links expire after 24 hours. Run the report again to get a new link.
### I see "Not found in NetSuite" for a record I know was synced. Why?
This can happen if the record was deleted or voided in NetSuite after it was synced. Check NetSuite to confirm the status of that record.
---
# NetSuite integration: Address transactions with closed period dates
> Official Ramp Help Center article. Topic: Integrations / Set up Accounting Integrations. [View the canonical page](https://support.ramp.com/netsuite-addressing-transactions-with-closed-period-dates).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
On Ramp, if you attempt to sync a transaction to a closed period, then Ramp will post it to the latest open period in NetSuite without altering the date.
This provides several benefits for your financial management and reporting. By posting transactions to the next open period without altering the date, Ramp helps maintain the accuracy and integrity of your financial data.
## Key benefits include:
- Accurate transaction dates: By maintaining the original transaction date, which corresponds to the date when the expense occurred, your financial records will accurately reflect the timing of each transaction. The transaction will be viewable on the report corresponding to the posting period.
- Traceability: With the adjustment, changes in General Ledger Accounts that may be due to changing transaction dates will be easier to spot. This allows you to easily trace any adjustments or discrepancies in your financial records back to the specific transaction that caused them.
- Improved expense tracking: By preserving the original transaction date and linking it to the General Ledger Account, you can better track your expenses and identify transactions that occurred earlier but were posted later. This can help you monitor spending patterns, manage budgets, and make informed financial decisions.
This can help you maintain better control over your finances and make data-driven decisions for your business.
## Frequently asked questions
### How does Ramp handle transactions whose date is in a closed period in NetSuite?
If you attempt to sync a transaction to a closed period, Ramp will post it to the latest open period in NetSuite without altering the date. This ensures that your financial records accurately reflect the timing of each transaction.
### Will the original transaction date be preserved when syncing to NetSuite?
Yes, the original transaction date will be preserved, even if the transaction is posted later. This allows you to maintain accurate and consistent financial records.
### How does preserving the original transaction date help with expense tracking?
By maintaining the original transaction date and linking it to the General Ledger Account, you can better track your expenses and identify transactions that occurred earlier but were posted later. This can help you monitor spending patterns, manage budgets, and make informed financial decisions.
---
# NetSuite integration: Bill payment classification script
> Official Ramp Help Center article. Topic: Integrations / Set up Accounting Integrations. [View the canonical page](https://support.ramp.com/netsuite-bill-payment-automate-classifications-script).
## Overview and purpose
This guide will walk you through the complete process of installing the NetSuite bundle and configuring segmentation for various transaction types. You'll learn how to properly set up and understand the source of segmentation data for each transaction.
This bundle will fix the **Please enter value(s) for: Location/Account/Vendor/Department** sync error that occurs when customers require segmentation on transaction headers.
## Installing the NetSuite bundle
### Step 1: Access bundle installation
Navigate to Customization > SuiteBundler > Search & Install Bundles in your NetSuite account.
### Step 2: Install the bundle
Search for **Bundle 557743**, and click Install to add it to your NetSuite environment.
### Step 3: Verify installation
After installation completes, verify that all bundle components are properly installed by checking Customization > SuiteBundler > List.
### Step 4: Configuration for checks and journal entries
If this bundle will be used to set segmentation on Checks (Statement Payments) or Journal Entries (Cashback / Foreign Exchange Gain and Loss) you will need to set default segmentation on the Subsidiary record. This bundle will add three fields:
1. Setup → Company → Subsidiaries → List
2. Click **Edit** on one of the Subsidiaries
3. Set a **Default Department** , **Default Location** , and/or **Default Class** fields based on your requirements
4. Click Save
This will need to be done for each subsidiary used in Ramp.
## Locating the script record
1. Navigate to Customization → Scripting → Scripts
2. Filter by Bundle ID **557743**
3. Click **View** on the script **Ramp | Set Header Segmentation**
4. Click on the **Deployments** subtab
Once you are here, you can open each transaction type in a new tab to complete configuration and deployment.
## Ramp to NetSuite mapping reference
Use this to help understand which transactions you should deploy the script on.
1. Ramp Reimbursements ↔ Vendor Bill & Vendor Payment
2. Ramp Purchase Order ↔ Purchase Order
3. Ramp Invoices ↔ Vendor Bill & Vendor Payment
4. Ramp Statement Payment ↔ Check
5. Anything else ↔ Journal Entry
**Note: Transactions should already sync segmentation to the header level.**
## Configuring script deployment by transaction type
### Purchase orders
**Configuration Steps:**
- Ensure the script is deployed and released to the Purchase Order record
- Ensure that the script is targeting the correct employee that is associated with the Ramp Integration under the Audience subtab
- Ensure that the fields required are enabled on the Script Deployment record script parameters subtab
**Segmentation Source:** Purchase Order source segmentation from the first line of either the Expense or Item sublist - prioritizing the Item sublist.
### Vendor bills
**Configuration Steps:**
- Ensure the script is deployed and released to the Vendor Bill record
- Ensure that the script is targeting the correct employee that is associated with the Ramp Integration under the Audience subtab
- Ensure that the fields required are enabled on the Script Deployment record script parameters subtab
**Segmentation Source:** Vendor Bills source segmentation from the first line of either the Expense or Item sublist - prioritizing the Item sublist.
### Vendor payments
**Configuration Steps:**
- Ensure the script is deployed and released to the Vendor Payment record
- Ensure that the script is targeting the correct employee that is associated with the Ramp Integration under the Audience subtab
- Ensure that the fields required are enabled on the Script Deployment record script parameters subtab
**Segmentation Source:** Vendor Payments source segmentation from the header of first Vendor Bill associated with it.
### Vendor credits
**Configuration Steps:**
- Ensure the script is deployed and released to the Vendor Credit record
- Ensure that the script is targeting the correct employee that is associated with the Ramp Integration under the Audience subtab
- Ensure that the fields required are enabled on the Script Deployment record script parameters subtab
**Segmentation Source:** Vendor credits source segmentation from the first line of either the Expense or Item sublist - prioritizing the Item sublist.
### Journal entries
**Configuration Steps:**
- Ensure the script is deployed and released to the Journal Entry record
- Ensure that the script is targeting the correct employee that is associated with the Ramp Integration under the Audience subtab
- Ensure that the fields required are enabled on the Script Deployment record script parameters subtab
- Ensure that the expected default values are set on the Subsidiary record
**Segmentation Source:** Journal Entry default segmentation will be sourced from the Subsidiary associated with that transaction.
### Checks
**Configuration Steps:**
- Ensure the script is deployed and released to the Check record
- Ensure that the script is targeting the correct employee that is associated with the Ramp Integration under the Audience subtab
- Ensure that the fields required are enabled on the Script Deployment record script parameters subtab
- Ensure that the expected default values are set on the Subsidiary record
**Segmentation Source:** Check default segmentation will be sourced from the Subsidiary associated with that transaction.
---
# NetSuite integration: Full reset of the connection
> Official Ramp Help Center article. Topic: Integrations / Set up Accounting Integrations. [View the canonical page](https://support.ramp.com/how-to-do-a-full-reset-when-linking-ramp-to-netsuite).
### Overview
Connecting to NetSuite and getting a blank screen?
A full reset is required. This means we need to disconnect Ramp from NetSuite, and do a full clean out of all information in NetSuite associated to Ramp, including the Ramp SuiteApp.
## How do I resolve this error?
**For the Multi-Subsidiary Reset - AKA One World**
For OneWorld and not a Standard NS setup, who want to do a full “remove ramp from this customer’s NS”, we’d do:
1. Customization > SuiteCloud Development > Installed SuiteApp List and take the Uninstall action on the`Ramp Integration`
2. Customization > Scripting > Script Deployments, Edit the`customdeploy_ramp_restlet`and do the Delete action from the Edit screen**if it wasn't removed with the SuiteApp.**
3. Customization > Scripting > Scripts, check if the Ramp API restlet was cleaned up by #1 (if it still exists, try to delete it)**if it wasn't removed with the SuiteApp.**
At this point, they should be in a fresh state to re-do the setup instructions.
**For the Single Subsidiary Reset - Older NetSuite Systems**
To locate delete all records they created as part of the manual setup, or rename them and/or mark them as inactive where it is not possible to delete them:
1. Get rid of the ramp_receipt_url
1. Head to Customization -> lists -> transaction body fields
2. locate ramp receipt url
3. Change ID and name
2. Rename Ramp Accountant Role (and set it as inactive if possible)
1. Go to Setup → Users/Roles → Manage Users
2. Locate "Ramp Accountant Role"
3. Click Edit role
4. Rename the role and set as inactive if possible
3. Rename restlet script
1. Navigate to Customization → Scripting → Scripts
2. Find the ramp restlet script and click on it
3. Rename the script
---
# Ramp amortization with accounting integrations
> Official Ramp Help Center article. Topic: Integrations / Set up Accounting Integrations. [View the canonical page](https://support.ramp.com/ramp-amortization-with-accounting-integrations).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
Ramp amortization lets eligible businesses spread prepaid costs across the accounting periods they benefit. The exact setup and sync behavior depends on your accounting provider: NetSuite uses NetSuite amortization templates, while QuickBooks Online, QuickBooks Desktop, Acumatica, Xero, and Sage Intacct use Ramp-managed prepaid accounts and scheduled journal entries for eligible businesses. The Ramp **Prepaids** page is part of Ramp-managed amortization and does not apply to NetSuite amortization.
## Choose the right amortization method
Ramp supports two amortization methods for accounting integrations. Use the provider-specific method that matches your connected accounting system.
| Method | Providers | How it works | Best next step |
|---|---|---|---|
| NetSuite template-based amortization | NetSuite | Ramp imports your NetSuite amortization templates and sends the selected template, start date, and end date to NetSuite. NetSuite creates and manages the amortization schedule. | See [NetSuite integration: Transaction amortization](/transaction-amortization-for-netsuite) or [NetSuite integration: Bill Pay amortization](/bill-pay-amortization-for-netsuite). |
| Ramp-managed amortization | QuickBooks Online, QuickBooks Desktop, Acumatica, Xero, and Sage Intacct for eligible businesses | Ramp uses a selected prepaid account and creates scheduled journal entries to recognize the expense over time in your accounting provider. | See [Ramp-managed amortization with accounting integrations](/use-ramp-amortization-with-quickbooks-online). |
## Supported accounting providers
Ramp's amortization coverage differs by provider because each accounting system supports prepaid expenses differently.
| Accounting provider | Amortization support | Notes |
|---|---|---|
| NetSuite | Supported with NetSuite amortization templates | Ramp syncs amortized card transactions and reimbursements as a Bill and Bill Payment because NetSuite applies amortization templates to bills. Bill Pay amortization also uses NetSuite templates. |
| QuickBooks Online | Supported for eligible businesses with Ramp-managed amortization | Ramp posts the prepaid amount to a prepaid asset account, then creates scheduled journal entries from the prepaid asset account to the coded expense account. |
| QuickBooks Desktop | Supported for eligible businesses with Ramp-managed amortization | Ramp-managed amortization uses the same prepaid account and scheduled journal entry model as QuickBooks Online. |
| Acumatica | Supported for eligible businesses with Ramp-managed amortization | Ramp-managed amortization uses the same prepaid account and scheduled journal entry model as QuickBooks Online. |
| Xero | Supported for eligible businesses with Ramp-managed amortization | Ramp-managed amortization uses the same prepaid account and scheduled journal entry model as QuickBooks Online. |
| Sage Intacct | Supported for eligible businesses with Ramp-managed amortization | Ramp-managed amortization uses the same prepaid account and scheduled journal entry model as QuickBooks Online. |
## Supported workflows
Ramp amortization can apply to different workflows depending on your provider and eligibility. Review card transactions and reimbursements in [Accounting](https://app.ramp.com/accounting/ramp-card), and review Bill Pay bills in [Bill Pay](https://app.ramp.com/bill-pay/bills), before syncing so the expense account, prepaid account or template, start date, and end date are correct. Use [Prepaids](https://app.ramp.com/accounting/prepaids) only for Ramp-managed amortization with QuickBooks Online, QuickBooks Desktop, Acumatica, Xero, or Sage Intacct.
| Workflow | NetSuite | QuickBooks Online | QuickBooks Desktop | Acumatica | Xero | Sage Intacct |
|---|---|---|---|---|---|---|
| Card transactions | Supported with NetSuite templates | Supported for eligible businesses | Supported for eligible businesses | Supported for eligible businesses | Supported for eligible businesses | Supported for eligible businesses |
| Reimbursements | Supported with NetSuite templates | Supported for eligible businesses | Supported for eligible businesses | Supported for eligible businesses | Supported for eligible businesses | Supported for eligible businesses |
| Bill Pay bills | Supported with NetSuite templates | Supported for eligible businesses | Supported for eligible businesses | Supported for eligible businesses | Supported for eligible businesses | Supported for eligible businesses |
| Automatic coding suggestions | Supported when NetSuite amortization template fields are available in Ramp | Supported for eligible businesses when Ramp can suggest a prepaid account | Supported for eligible businesses when Ramp can suggest a prepaid account | Supported for eligible businesses when Ramp can suggest a prepaid account | Supported for eligible businesses when Ramp can suggest a prepaid account | Supported for eligible businesses when Ramp can suggest a prepaid account |
| Schedule edits and catch-up adjustments | Managed by NetSuite templates and NetSuite period rules | Available for eligible businesses | Available for eligible businesses | Available for eligible businesses | Available for eligible businesses | Available for eligible businesses |
## Set up amortization by provider
Admins and Accounting users should set up amortization in the provider-specific workflow before syncing the item to your accounting system.
- **NetSuite card transactions and reimbursements:** Use [NetSuite integration: Transaction amortization](/transaction-amortization-for-netsuite) to select a NetSuite amortization template, start date, and end date before syncing.
- **NetSuite Bill Pay bills:** Use [NetSuite integration: Bill Pay amortization](/bill-pay-amortization-for-netsuite) to amortize eligible bill line items with NetSuite templates.
- **QuickBooks Online, QuickBooks Desktop, Acumatica, Xero, and Sage Intacct:** Use [Ramp-managed amortization with accounting integrations](/use-ramp-amortization-with-quickbooks-online) to set up prepaid-account amortization for eligible transactions, reimbursements, and Bill Pay bills before syncing.
## Frequently asked questions
### Which account does Ramp use for amortization?
For Ramp-managed amortization, Ramp initially posts the cost to the prepaid asset account you select in Ramp, then creates scheduled journal entries that move the amount into the expense account coded on the original item. For NetSuite amortization, the deferral and target accounts come from the selected NetSuite amortization template and related NetSuite account settings.
### Can Ramp suggest amortization coding?
Yes. Ramp can suggest a NetSuite amortization template when your NetSuite amortization template field is available in Ramp. For Ramp-managed amortization, Ramp can suggest a prepaid asset account for eligible businesses when the account is available in Ramp.
### Can I edit an amortization schedule after syncing?
Schedule edits depend on your provider and eligibility. NetSuite schedules are managed by NetSuite templates and NetSuite period rules. For Ramp-managed amortization, some eligible businesses can edit schedules or create adjustment entries from Ramp; otherwise, update the schedule or journal entries directly in your accounting provider.
### What happens if an amortization period is closed?
Closed-period behavior depends on your provider. NetSuite applies its own posting period rules and may catch up prior-period amortization in the current open period. For Ramp-managed amortization, Ramp can only post journal entries into periods your accounting provider allows; eligible businesses may see adjustment behavior when schedules change after prior periods have closed.
### Does Bill Pay amortization work outside NetSuite?
Yes, for eligible businesses using QuickBooks Online, QuickBooks Desktop, Acumatica, Xero, or Sage Intacct. NetSuite Bill Pay amortization uses NetSuite templates, while Ramp-managed Bill Pay amortization uses prepaid accounts and scheduled journal entries.
### Can NetSuite customers use Prepaids in Ramp?
No. Prepaids is for Ramp-managed amortization with QuickBooks Online, QuickBooks Desktop, Acumatica, Xero, or Sage Intacct. If your business uses NetSuite, select NetSuite amortization templates in Ramp and manage the resulting amortization schedule in NetSuite.
---
# QuickBooks Online overview
> Official Ramp Help Center article. Topic: Integrations / Set up Accounting Integrations. [View the canonical page](https://support.ramp.com/quickbooks-online-overview).
## Overview
Ramp offers a direct integration with QuickBooks Online, enabling effortless data transfer from Ramp to QuickBooks. This ensures your QuickBooks account reflects accurate and up-to-date spending details. Our integration respects your QuickBooks settings, so no changes are made without your input.
**Please note: Once an expense is synced to QuickBooks Online, all future edits must be made directly within your accounting software. Syncing an expense will lock it in Ramp, preventing any edits.**
## Transactions
Ramp syncs transactions to QuickBooks as expenses. Unlike some systems that use the banking tab for syncing, Ramp's method ensures valuable data from Ramp is utilized, enhancing the efficiency of automation tools. Expenses appear in QuickBooks under the 'Expenses' section.
## Reimbursements
Reimbursements are sent to QuickBooks as bills, and payments are settled as bill payments. This process allows for detailed tracking of reimbursements by vendor in QuickBooks.
## Additional features
- **Vendor Creation:** Ramp can automatically add new vendors from your transactions to QuickBooks (functionality only available to Owner, Admin, and Accounting roles. The vendor is not created until after the transaction has cleared.)
- **Receipt Attachment** : Receipts uploaded in Ramp are automatically attached to transactions in QuickBooks.
## What Ramp looks like
Below is what the QuickBooks Online integration looks like on Ramp after you set it up. We will attempt to find the vendor for you by matching the vendor name on Ramp to the vendor names you have on QuickBooks so you don’t have to. For more information on settings, rules, and other automations that Ramp offers, please reference this[article](/overview-of-ramp-accounting).
## Setup guide
To integrate QuickBooks Online with Ramp:
Step 1: Go to the 'Accounting' tab on your Ramp Dashboard.
Step 2: Select QuickBooks Online and click 'Connect to QuickBooks'.
Step 3: Enter your QuickBooks credentials and choose your company.
Step 4: Back in Ramp, specify default accounts for transactions and reimbursements.
**Note: The default transaction account must be a Liability and Credit Card type in QuickBooks.**
## Multi-entity
QuickBooks Online does not support [Ramp's multi-entity feature](/ramp-support-for-multi-entity-businesses) within a single Ramp account. If your business already has multiple Ramp entities, those entities can still appear in Ramp while QuickBooks Online is connected. However, Ramp syncs through one connected QuickBooks Online company and does not map different Ramp entities to different QuickBooks companies or subsidiaries.
If you need to manage multiple business entities, you have two options:
- Disconnect QuickBooks Online and move to Universal CSV or a supported multi-entity provider such as NetSuite or Sage Intacct. Before disconnecting, approve and pay all outstanding bills in Ramp — see [What if I need to change accounting providers?](#what-if-i-need-to-change-accounting-providers) for details. To disconnect, go to **Accounting** > [**Settings**](https://app.ramp.com/accounting#/d/accounting/settings) and click **Disconnect** in the Danger zone section.
- Create a separate Ramp account for each entity and connect each to its own QuickBooks Online company file. For more details, see [Ramp support for QuickBooks Online (QBO) and Intuit Enterprise Suite (IES)](/ramp-support-for-quickbooks-online-qbo-and-intuit-enterprise-suite-ies) .
## What if I need to change accounting providers?
Suppose you have briefly connected to a different accounting provider and do not have any bill payments in flight. In that case, you can disconnect from your current accounting provider and follow the setup instructions for your new one. If you have bill payments in flight, we strongly recommend you do not disconnect from your current accounting provider until outstanding bill payments are paid.
To disconnect from your current accounting provider:
- Go to the **Accounting** tab and click the **Settings** button.
- In the Danger zone section, click the **Disconnect** button.
If you have bill payments in flight while you change your accounting provider, Ramp will try to sync paid bills to the new accounting provider. This means you will have trouble matching the bill payment to the original bill because the bill does not exist on the new system.
Instead, approve and pay all bills in Ramp before you disconnect the accounting provider. After you switch to the new accounting provider, you can enter, approve, and pay with bill payments again. The bills you created in your previous accounting provider will not sync to the new one.
## How will transactions appear in QuickBooks?
In QuickBooks, transactions appear under 'Expenses' -> Expenses. Ramp allows detailed coding for each transaction, including categories, vendors, and other fields. Transactions can be split across multiple categories, except for Location and Vendor.
In QuickBooks, after syncing from Ramp, a fully detailed transaction will display various elements. These include Category, Vendor, Location, Customer, Class, and a Billable option (Yes/No). In addition to these details, the transaction will also feature a memo and a receipt, attached at the bottom of the entry. The description field in QuickBooks will show the cardholder's first and last name, along with the transaction memo.
Moreover, Ramp provides the flexibility to distribute transaction amounts across several categories, except for Location and Vendor. This is because while Location pertains to the whole transaction, other details like Category and Class are relevant to specific parts of the expense in QuickBooks.
Note: we do no support pulling in custom tags from QuickBooks Online.
## How will reimbursements appear in QuickBooks?
Reimbursements are synced as bills and bill payments in QuickBooks, appearing under 'Expenses' and 'Vendors'. The vendor for a reimbursement is identified by the employee's name and email.
**Note:** we create a vendor as the merchant for reimbursements. In order to sync reimbursements to your QuickBooks account, ensure your QuickBooks version is the QuickBooks Online Essentials tier or higher.
The provided image illustrates a completely processed reimbursement via ACH as it appears in QuickBooks Online. If you paid a reimbursement via ACH, we will sync a bill (marked as paid) and a bill payment. If you selected Manual Pay within Ramp, we will only sync a bill (marked Open).
In this example, notice it is marked as 'Paid' at the top right. In QuickBooks, the vendor for this reimbursement is listed as the employee's first and last name, followed by their email. Other details included are Category, Location, Customer, Class, and whether it's Billable (Yes/No).
Additionally, the date listed on the bill corresponds to the approval date. This is because the approval date is considered the day when the company officially acknowledges the expense.
The corresponding bill payment in QuickBooks also has the same date as the approval date. This is because the date of the ACH payment initiation is considered the approval date. The Bill Payment will be synced to a batch of bills.
## How will accruals appear in QuickBooks?
Ramp supports syncing card transactions as accruals. Any accruals will be posted to QuickBooks Online as a journal entry. For more information on this feature please review [How to Use Ramp's Accruals Feature.](/how-to-use-ramps-accruals-feature)
Ramp does not provide an Accruals on/off setting in **Accounting settings**. Ramp syncs an accrual journal entry only after a user selects **Sync accrual(s)**; after that sync, its reversing journal entry posts automatically on the configured reversal date.
Accounting Logic:
- Create an accrual journal entry for all **unsynced** expenses dated in the chosen period.
- Post a **reversing** journal entry on the date you select (often the 1st of the next month).
- Let you choose **detail level** : one line per transaction or one line per GL group.
- Allow **entity-level** liability account settings.
- Prevent **double counting** : after you post an accrual, Ramp moves the accounting date of those transactions to the **reversal date** when you later sync them.
## Bill Pay
With QuickBooks Online, you have access to our Bill Pay feature. Please reference this[article](/bill-pay-accounting)for more information.
## Accounting period handling
Ramp supports editable accounting periods on bills and respects QuickBooks Online posting period rules. If a bill's accounting date falls within a closed accounting period, Ramp automatically updates it to the first day of the next open period before syncing; see [Sync error: Accounting period closed](/sync-error-accounting-period-closed) for troubleshooting.
## Repayments
Ramp can sync employee repayments to QuickBooks Online, including both bank account and debit card repayments. Bank account repayments sync as Deposits, while debit card repayments sync as Credit Card Purchase (credit) objects. For full details on setup, sync behavior, and troubleshooting, see [Sync repayments to your accounting software](/sync-repayments-to-your-accounting-software).
## Statement payments
With QuickBooks Online, you can sync statement payments from Ramp. These payments show up in the 'Payments' section of the 'Accounting' tab, but only after they are cleared.
For these transactions, you'll get information from two sources: the credit side from your Checking Account's bank feed, and the debit side from Ramp. Instead of processing these separately, QuickBooks helps you match them to form a single transaction. This approach avoids duplicating the same transaction.
For example, let's say there are two statement payments to sync to QuickBooks Online in Ramp.
Before syncing, you'll see these transactions on your bank feed for the checking account.
After syncing, QuickBooks recognizes that these are part of the same transaction and suggests matching them. By confirming this match, the transfer between your checking account and Ramp Card account is accurately recorded once.
**I have already classified the Checking Account payment to the Ramp Card account rather than doing a match. What should I do?** If you've already categorized the checking account payment to the Ramp Card account without matching, you can remove the duplicate Ramp Card transaction in QuickBooks Online. This prevents recording the same transaction twice.
## Ramp banking: how Ramp syncs transaction objects to QuickBooks?
**1. Transfer**
**When it’s used:** Funds move between your linked bank accounts on Ramp and your Ramp Checking Account, or between 2 of your Ramp Checking Accounts (e.g. money movement between accounts owned by your business).
**Accounting logic:**
Ramp syncs this activity as a Transfer in QBO. No income or expense accounts are involved—this reflects an internal movement of funds within your business.
**2. Deposit**
**When it’s used:** An external source sends funds into your Ramp business account (e.g. Stripe payouts or client payments).
**Accounting logic:**
Ramp syncs this activity as a Deposit in QBO. The offsetting account is typically an Income, Asset (such as Accounts Receivable), or a custom clearing account, depending on your mapping. This ensures incoming funds are accurately recorded based on your accounting setup.
**3. Expense**
**When it’s used:** Funds are sent from your Ramp account to an external party (e.g. payroll processors or vendor payments).
**Accounting logic:**
Ramp syncs this activity as an Expense in QBO. The offsetting account is typically an Expense or Liability account, depending on the nature of the transaction (e.g. payroll clearing or accounts payable)
**4. Earnings payout**
Earnings payouts sync as journal entries in your connected ERP.
The synced deposit will show as a journal entry:
- **Credit:** The account where the funds were withdrawn.
- **Debit:** The Ramp business account where the funds were deposited.
This ensures your accounting records reflect the movement of funds accurately. For more information on Ramp Banking please visit [Ramp Banking Accounting](/ramp-banking-accounting).
## Reconciliation
Check out Ramp's [Reconciliation Report tool for QuickBooks Online](/reconciliation-report-for-quickbooks-online). We've also broken down some of the journal entries you can expect to see below:
## Accounting impact
How Ramp syncs **credit card transactions**:
Ramp syncs credit card transactions as credit card transactions in your accounting provider.
- Purchase is made
- Debit (increase) Expense or Bank Account
- Credit (increase) Credit Card Liability Account
**Please note:** Ramp only syncs transactions to QBO in USD.
How Ramp syncs **Reimbursements**:
Ramp syncs reimbursements as bills and bill payments in your accounting provider.
- Bill
- Debit (increase) Expense Account in original currency
- Credit (increase) Liability (A/P) Account in original currency
- Bill Payment
- Debit (decrease) the Liability Account
- Credit (decrease) The Cash/Bank Account
How Ramp syncs **statement payments**:
Ramp syncs statement payments as checks in your accounting provider.
- Statement is paid
- Debit (decrease) Credit Card Liability Account: Reducing the amount you owe since you're paying off the credit card.
- Credit (decrease) Bank Account: This account represents your company's cash, which decreases when you pay off the credit card bill.
To reconcile, you must go to your accounting provider to match the amount paid to Ramp from your bank account to the total dollar transaction amount synced over from Ramp. If you go to the Transactions tab within Ramp, you can filter by the statement period to quickly check which transactions were included in which statement.
## Cashback redemption
The accounting for a cashback is a credit to the Ramp Card account, reducing the liability on the card, and a credit to a nominated expense or income account. This cashback entry does not appear on a bank feed, so it is important to sync it across to the Ramp Card account to bring the value of the liability back into balance with the statement.
## Ramp Checking Account transfers
We sync Ramp Checking Account wallet transfers as journal entries to QuickBooks Online.
### Accounting logic
- Deposits:
- Debit Ramp Checking Account
- Credit opposing account
- Withdraws:
- Debit opposing account
- Credit Ramp Checking Account
### Supported ERP fields
The fields below are only currently supported when syncing open-loop transfers (external withdrawals and deposits).
- `Category`
- `Vendor`
- Required when category is `Accounts Payable`
- `Customer`
- Required when category is `Accounts Receivable`
---
# QuickBooks Online integration: Ramp support for QBO and Intuit Enterprise Suite
> Official Ramp Help Center article. Topic: Integrations / Set up Accounting Integrations. [View the canonical page](https://support.ramp.com/ramp-support-for-quickbooks-online-qbo-and-intuit-enterprise-suite-ies).
Ramp integrates with **QuickBooks Online (QBO)** and **Intuit Enterprise Suite (IES)** to sync transactions, bills, and accounting data.
This article explains how the integration works and what features Ramp supports today.
## Understanding QuickBooks Online vs. Intuit Enterprise Suite
**QuickBooks Online (QBO)** is Intuit’s cloud accounting platform.
**Intuit Enterprise Suite (IES)** builds on top of QBO. It includes additional tools for larger or more complex businesses.
From an integration perspective:
- IES uses the **same underlying platform and APIs as QBO**
- Ramp uses **one integration for both QBO and IES**
- If you upgrade from QBO to IES, **your Ramp integration continues working without changes**
## How Ramp’s QuickBooks Online integration works
Ramp syncs accounting data between Ramp and QuickBooks. This includes:
- Expenses and card transactions
- Bills and bill payments
- Vendors
- Accounts and categories
Ramp sends finalized transactions from Ramp into QuickBooks so they can be recorded in your accounting system.
The same integration supports both **QBO customers** and **IES customers**.
## Custom fields support
Many companies use **custom fields** in QuickBooks to track additional information on transactions.
Examples include:
- Project codes
- Cost centers
- Client names
- Internal reporting tags
Ramp supports **QuickBooks Online custom fields** and **Intuit Enterprise Suite custom dimensions**.
- [**QuickBooks Online custom fields**](/quickbooks-online-custom-fields) are available on the **Ramp Plus plan** and above for supported transaction types.
- [**Intuit Enterprise Suite custom dimensions**](/intuit-enterprise-suite-custom-dimensions) are available on the **Ramp Plus plan** and above for supported transaction types.
## Projects and Intuit Enterprise Suite custom dimensions
**QuickBooks Projects** help you track client work in QuickBooks Online. In Ramp, these sync into the **Customer/Job** tracking category.
**Intuit Enterprise Suite custom dimensions** are separate tracking fields, such as departments or cost centers.
Ramp supports **QuickBooks Projects** through the **Customer/Job** tracking category in Ramp.
**Intuit Enterprise Suite custom dimensions** are supported separately for supported transaction types and can be enabled from [**Accounting settings**](https://app.ramp.com/accounting#/d/accounting/settings) > [**Accounting fields**](https://app.ramp.com/accounting#/d/accounting/tracking-categories).
## Multi-Entity accounting
Some businesses use **multiple entities** within Intuit Enterprise Suite.
Due to QuickBooks platform limitations:
- Each entity must be connected to **its own Ramp account**
- Ramp cannot manage multiple QuickBooks entities within a single connection
If you manage multiple entities, you will connect Ramp to each QuickBooks company separately.
## Intercompany transactions
Ramp does **not currently support intercompany transactions** between entities in QuickBooks.
Transactions must be recorded separately within each connected company.
## What happens when you upgrade from QBO to IES?
If you move from **QuickBooks Online to Intuit Enterprise Suite**, your Ramp connection will continue working.
Because IES runs on the same QuickBooks platform:
- Your existing integration remains active
- No reconnection or migration is required
- Your accounting sync continues as normal
---
# QuickBooks Online integration: Custom fields
> Official Ramp Help Center article. Topic: Integrations / Set up Accounting Integrations. [View the canonical page](https://support.ramp.com/quickbooks-online-custom-fields).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
Ramp supports selected **QuickBooks Online (QBO) custom fields** so you can keep accounting data consistent between Ramp and QuickBooks.
QuickBooks custom fields are available to customers on the **Ramp Plus plan** and above.
## Plan requirement
QuickBooks custom fields are available to customers on the **Ramp Plus plan** and above.
Ramp imports eligible QuickBooks custom fields automatically. If they do not appear in Ramp, reconnect QuickBooks Online to refresh the permissions Ramp uses to read those fields.
## Supported custom fields
Ramp currently supports QuickBooks Online custom fields that are:
- **Active** in QuickBooks Online
- **Assigned to Bills or Purchase Orders**
- One of the following field types:
- Text
- Dropdown (single-select)
- Date
## Supported transaction types
You can currently use QuickBooks custom fields in Ramp for:
- **Bills**
- **Card Transactions**
- **Purchase Orders**
- **Reimbursements**
- **Vendor Credits**
## How the feature works
When an eligible QuickBooks custom field exists in your QuickBooks account, Ramp imports it as an **accounting field option** in Ramp.
When you sync a supported transaction from Ramp to QuickBooks:
- Ramp sends the selected **custom field value** to QuickBooks.
- If the value is later removed in Ramp and the transaction syncs again, Ramp **clears the value in QuickBooks** .
Custom fields sync at the **transaction level**, not the line-item level.
## Current limitations
QuickBooks custom fields are **not currently supported** for:
- Sales transactions
- Contact or project records
- Line-item level syncing
## Enable QuickBooks custom fields in Ramp
If you are on the **Ramp Plus plan** or above, Ramp pulls in eligible QuickBooks custom fields automatically. To use a field in Ramp, an admin must enable it from [**Accounting settings**](https://app.ramp.com/accounting#/d/accounting/settings) > [**Accounting fields**](https://app.ramp.com/accounting#/d/accounting/tracking-categories).
If custom fields do not appear in Ramp, reconnect QuickBooks Online to refresh the available permissions and fields.
### Step 1: Disconnect QuickBooks Online
1. Go to [**Accounting settings**](https://app.ramp.com/accounting#/d/accounting/settings).
2. Scroll to **Danger zone** .
3. Click **Disconnect QuickBooks** .
4. Confirm that you want to disconnect the integration.
Disconnecting QuickBooks stops future syncs until you reconnect.
Your **Ramp accounting settings, mappings, and category rules remain saved**, and Ramp does not remove data already synced to QuickBooks.
### Step 2: Reconnect QuickBooks Online
1. After disconnecting, return to the accounting provider setup flow.
2. Select **QuickBooks Online** .
3. Sign in to the correct QuickBooks Online account.
4. Select the QuickBooks company you want to connect to Ramp.
5. Follow the prompts to authorize Ramp and finish setup.
## What happens after reconnecting
After reconnection:
- Ramp resumes syncing new accounting data.
- Your **existing Ramp accounting settings remain unchanged** .
- Data that already synced to QuickBooks **stays in QuickBooks** .
- Ramp imports any **eligible QuickBooks custom fields** so they can be used in Ramp.
## Troubleshooting
If you do not see a QuickBooks custom field in Ramp, confirm that the field:
- Is **active** in QuickBooks Online
- Uses a **supported field type** (text, dropdown, or date)
- Is **assigned to Bills or Purchase Orders** in QuickBooks
If the field meets these requirements and still does not appear, reconnect QuickBooks Online to refresh the available permissions and fields.
---
# QuickBooks Online integration: Intuit Enterprise Suite custom dimensions
> Official Ramp Help Center article. Topic: Integrations / Set up Accounting Integrations. [View the canonical page](https://support.ramp.com/intuit-enterprise-suite-custom-dimensions).
## Overview
Ramp supports **Intuit Enterprise Suite (IES) custom dimensions** so you can keep accounting data consistent between Ramp and IES.
IES custom dimensions are available on the **Ramp Plus plan** and above. Ramp imports eligible custom dimensions automatically, and admins can enable them in Ramp from [**Accounting settings**](https://app.ramp.com/accounting#/d/accounting/settings) > [**Accounting fields**](https://app.ramp.com/accounting#/d/accounting/tracking-categories).
## Plan requirement
IES custom dimensions are available to customers on the **Ramp Plus plan** and above.
## Supported transaction types
You can currently use IES custom dimensions in Ramp for:
- **Bills**
- **Card Transactions**
- **Purchase Orders**
- **Reimbursements**
## Enable Intuit Enterprise Suite custom dimensions in Ramp
Ramp imports supported IES custom dimensions automatically. To use a dimension in Ramp, an admin must enable it from [**Accounting settings**](https://app.ramp.com/accounting#/d/accounting/settings) > [**Accounting fields**](https://app.ramp.com/accounting#/d/accounting/tracking-categories).
If custom dimensions do not appear in Ramp, reconnect QuickBooks to refresh the permissions Ramp uses to read them.
### Step 1: Disconnect QuickBooks
1. Go to [**Accounting settings**](https://app.ramp.com/accounting#/d/accounting/settings).
2. Scroll to **Danger zone** .
3. Click **Disconnect QuickBooks** .
4. Confirm that you want to disconnect the integration.
Disconnecting QuickBooks stops future syncs until you reconnect.
Your **Ramp accounting settings, mappings, and category rules remain saved**, and Ramp does not remove data already synced to QuickBooks.
### Step 2: Reconnect QuickBooks
1. After disconnecting, return to the accounting provider setup flow.
2. Select **QuickBooks Online** .
3. Sign in to the correct Intuit account.
4. Select the Intuit Enterprise Suite company you want to connect to Ramp.
5. Follow the prompts to authorize Ramp and finish setup.
## What happens after reconnecting
- Ramp resumes syncing new accounting data.
- Your **existing Ramp accounting settings remain unchanged** .
- Data that already synced to QuickBooks **stays in QuickBooks** .
- Ramp imports supported **IES custom dimensions** so they can be used in Ramp.
## Frequently asked questions
### Do I need to reconnect if my Ramp account is already connected to Intuit Enterprise Suite?
If custom dimensions do not appear in Ramp, reconnect QuickBooks. Reconnecting refreshes the permissions Ramp uses to read those dimensions.
### Which transaction types support IES custom dimensions?
IES custom dimensions are supported for Bills, Card Transactions, Purchase Orders, and Reimbursements.
---
# Ramp-managed amortization with accounting integrations
> Official Ramp Help Center article. Topic: Integrations / Set up Accounting Integrations. [View the canonical page](https://support.ramp.com/use-ramp-amortization-with-quickbooks-online).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
Ramp-managed amortization lets eligible businesses spread a prepaid cost across the months it covers. Instead of posting the full expense at once, Ramp syncs journal entries over time to move the amount from a selected prepaid account to an expense account in QuickBooks Online, QuickBooks Desktop, Acumatica, Xero, or Sage Intacct.
This is the amortization workflow that uses [**Prepaids**](https://app.ramp.com/accounting/prepaids) in Ramp. NetSuite customers use NetSuite amortization templates instead of Prepaids.
For provider-wide coverage, including NetSuite template-based amortization, see [Ramp amortization with accounting integrations](/ramp-amortization-with-accounting-integrations).
## Prerequisites
- Your Ramp account is connected to QuickBooks Online, QuickBooks Desktop, Acumatica, Xero, or Sage Intacct.
- Ramp-managed amortization is enabled for your business.
- You have a prepaid asset account in your accounting provider, and it is visible in Ramp.
- The expense account for the transaction, reimbursement, or bill line item is correct before you sync.
- The accounting period you want to post to is open in your accounting provider.
## Set up amortization on an item
1. Open the bill, transaction, or reimbursement you want to sync.
2. In the **Accounting** section, review the expense coding for the item.
3. Confirm the correct expense account is selected.
4. Turn on **Amortization**.
5. Enter the amortization **start date** and **end date**.
6. Select the **prepaid asset account** you want Ramp to use.
7. If prompted, choose the **amortization period** shown in Ramp.
*Example: Ramp-managed amortization fields on a QuickBooks Online transaction. QuickBooks Desktop, Acumatica, Xero, and Sage Intacct use the same Ramp-managed setup pattern when enabled for your business.*
8. Save your accounting changes.
9. Sync the item to your accounting provider.
Ramp uses the dates and selected period to create the amortization schedule.
## Use Ramp-managed amortization for Bill Pay
Eligible businesses can use Ramp-managed amortization for Bill Pay bills in QuickBooks Online, QuickBooks Desktop, Acumatica, Xero, or Sage Intacct. Bill Pay amortization uses the same prepaid account and scheduled journal entry model as card transaction and reimbursement amortization.
Set up amortization on each eligible bill line item before syncing the bill. Ramp posts the bill line item to the selected prepaid asset account, then creates scheduled journal entries that recognize the expense over the amortization period.
*Example: Ramp-managed amortization fields on a QuickBooks Online Bill Pay line item. QuickBooks Desktop, Acumatica, Xero, and Sage Intacct use the same Ramp-managed setup pattern when enabled for your business.*
Bill Pay amortization differs from card transaction and reimbursement amortization in where you review the source item: bill line items are reviewed from Bill Pay and accounting sync, while card transactions and reimbursements are reviewed from the Accounting queue. The accounting result is the same Ramp-managed schedule model for eligible providers.
## Expected result in your accounting provider
Before the sync completes, Ramp-managed amortized items are available in **Accounting** > [**Prepaids**](https://app.ramp.com/accounting/prepaids).
After the sync completes:
- The initial amount posts to the prepaid asset account, not as an expense.
- Ramp creates journal entries on schedule to move the balance from the prepaid asset account into the expense account.
- The expense account comes from the coding on the original bill, transaction, or reimbursement.
The screenshots in this article show QuickBooks Online examples. QuickBooks Desktop, Acumatica, Xero, and Sage Intacct use the same Ramp-managed prepaid account and scheduled journal entry model when the feature is enabled for your business.
> **Note:** Schedule edits after sync depend on your business's amortization eligibility. If Ramp does not let you edit the schedule or create adjustment entries, update the schedule or posted entries directly in your accounting provider.
## Review amortization suggestions
For eligible businesses, Ramp may suggest amortization details based on prior coding and available accounting data. Suggestions can include a prepaid asset account or other amortization fields that help prepare the item for sync.
Review every suggestion before syncing. The prepaid asset account determines where Ramp posts the initial cost, and the expense account on the source item determines where Ramp recognizes the expense over time.
If Ramp does not suggest an amortization value, select the prepaid asset account and dates manually. Suggestions are not required to use amortization.
## Edit schedules and create adjustments
For eligible businesses, Ramp may let you edit an amortization schedule after sync or create adjustment entries when amortization details change. Editable details can include the schedule dates, prepaid asset account, or expense coding.
Closed periods affect what Ramp can post. If a prior amortization period is closed, Ramp may post a catch-up or adjustment entry in an open period when your business is eligible and your accounting provider allows it.
If Ramp does not let you edit the schedule or create an adjustment, make the correction directly in your accounting provider or [contact Ramp Support](/how-to-contact-ramps-support-team) for help with the synced item.
## Provider notes for Ramp-managed amortization
Ramp-managed amortization uses the same setup model across supported providers, but provider availability differs.
| Provider | Availability | Notes |
|---|---|---|
| QuickBooks Online | Supported for eligible businesses | Intuit Enterprise Suite uses the same workflow as QuickBooks Online. |
| QuickBooks Desktop | Supported for eligible businesses | Ramp syncs scheduled journal entries from the selected prepaid asset account to the coded expense account. |
| Acumatica | Supported for eligible businesses | Ramp syncs scheduled journal entries from the selected prepaid asset account to the coded expense account. |
| Xero | Supported for eligible businesses | Ramp syncs scheduled journal entries from the selected prepaid asset account to the coded expense account. |
| Sage Intacct | Supported for eligible businesses | Ramp syncs scheduled journal entries from the selected prepaid asset account to the coded expense account. |
## Frequently asked questions
### Why can't I select a prepaid account in Ramp?
Your prepaid asset account may not have synced to Ramp yet. Sync your chart of accounts in Ramp, then try again. If the account still does not appear, confirm it is set up as an asset account in your accounting provider.
### Can Ramp suggest a prepaid account?
Yes. For eligible businesses, Ramp can suggest a prepaid account when the account is available in Ramp. Review the suggestion before syncing because the prepaid account controls where the initial cost is posted.
### Can Ramp suggest other amortization details?
Yes. For eligible businesses, Ramp may suggest amortization details based on prior coding and available accounting data. Review the suggested values before syncing, and manually update any prepaid account, expense account, start date, or end date that is not correct.
### What happens if the sync fails because the accounting period is closed?
Ramp can only post entries to a period your accounting provider allows. Use an open accounting date, or update your closed-period settings in your accounting provider before you sync again. If part of the schedule already synced, eligible businesses may see catch-up or adjustment behavior in Ramp; otherwise, correct those entries directly in the accounting provider.
### Can I change the amortization schedule after the item syncs?
Schedule edits after sync depend on your business's amortization eligibility. If the schedule cannot be edited in Ramp, make changes to the schedule, dates, or journal entries directly in your accounting provider.
### Can I change the prepaid account or expense coding after sync?
For eligible businesses, Ramp may let you edit the prepaid account or expense coding and create adjustment entries for the change. If that option is not available, update the affected entries directly in your accounting provider or [contact Ramp Support](/how-to-contact-ramps-support-team) for help.
### Which account does Ramp use to recognize the expense over time?
Ramp uses the expense account coded on the original bill, transaction, or reimbursement. The journal entries move the balance from the prepaid asset account into that expense account over the schedule.
### Does this workflow apply to Intuit Enterprise Suite?
Yes. The amortization workflow is the same for Intuit Enterprise Suite.
### Does this workflow apply to NetSuite?
No. NetSuite customers do not use Prepaids for amortization. NetSuite uses NetSuite amortization templates instead of Ramp-managed prepaid accounts and scheduled journal entries. See [NetSuite integration: Transaction amortization](/transaction-amortization-for-netsuite) or [NetSuite integration: Bill Pay amortization](/bill-pay-amortization-for-netsuite).
---
# QuickBooks Online integration: Reconciliation report
> Official Ramp Help Center article. Topic: Integrations / Set up Accounting Integrations. [View the canonical page](https://support.ramp.com/reconciliation-report-for-quickbooks-online).
The reconciliation tool streamlines the closing of your books with real-time expense matching to your ERP. It ensures 100% accuracy, allowing you to monitor balances continuously and not just at the month's end. It also identifies and tracks down missing items, offering insights and bulk reminders to help you close your books faster.
## Features
**Compare balances between Ramp and QuickBooks Online:** View your total transaction spend, statement payments and cashback on Ramp against the balance in your accounting system. We import your balance directly from QuickBooks.
**Review matched transactions in one place:** Analyze transactions in Ramp and QuickBooks Online before months end to ensure everything is accounted for.
**Balance your unmatched transactions:** Find or sync items that haven't been matched yet, ensuring every transaction has a counterpart in the opposite system.
## How do I to find the reconciliation tool?
You can find this tool by going to**Accounting → Click the 3 dots next to Settings → Reconciliation Report**. Please note that this tool is available only to U.S.-based entities at this time.
The tool allows you to conduct a side-by-side comparison of all your transactions on a monthly basis. These expenses can fall can fall into 1 of 3 categories:
1. "**No matching transaction in Ramp**" means that the transaction exists in QBO but was not synced over from Ramp.
2. "**Transaction not synced**" means the transaction exists in Ramp but has not been synced over to the ERP. You can also attempt to Find a match in the ERP.
3. 1:1 match will show the same transaction and amount on each side, denoted by a green check mark in the middle.
## How to use
**Video walkthrough:** Connect QuickBooks Online to Ramp, including sync settings, accounting fields, coding rules, and reconciliation. Best when setting up your QBO integration so transactions, fields, and reconciliations sync from day one. [Watch the playlist](https://fast.wistia.com/embed/channel/ieog7ks3xz).
## Ramp balance summary
The Ramp balance summary shows 4 values:
1. [Plus] Card Spend
2. Statement Payments
3. Cashback
4. Total Change
Total Balance =**Opening Balance\* + Card Spend - Payments and Cashback**
*\*An opening balance (beginning of the month) will only exist if you have existing liabilities from the prior month.*
## QuickBooks balance summary for Ramp card
The top right quadrant of the Reconciliation report shows the corresponding values that should match the Ramp Balance Summary, as well as any discrepancies. Ramp will also import your end of month balance directly from QuickBooks.
This shows 5 values:
1. Card Spend
2. Statement Payments
3. Cashback
4. Unmatched Transactions
5. Total Change
Total Change =**Total $ value of all transactions that do not have a 1:1 Match**+**Card Spend**
## How do I find a matching expense for my transaction?
If a Ramp transaction does not have a corresponding ERP transaction, you will be given the option to**Find a Match.**This feature will allow you to search through all unmatched transactions in the selected period and perform a manual match.
1. Click Find a Match on the unmatched transaction
2. Browse **Unmatched Ramp Expenses** for a matching transaction
3. Click **Confirm Match**
You can also filter directly by unmatched transactions in the table by clicking on the**Unmatched Transactions**tab.
## How do I view my matched transaction in QuickBooks?
The right side of the report shows all the corresponding transactions that have been synced to QuickBooks, assuming it is a 1:1 match. You can view the transaction directly in QuickBooks by the click the**View**button on the right hand side.
## PDF download option for reconciliation report
You can download your current or historical statements by navigating to the top right corner of the reconciliation report and clicking **Downloads**.
Statement formats:
- **PDF**
- **CSV**
## Frequently asked questions
### Why does my matched transaction have a different date?
Time zone differences or manual date adjustments can cause discrepancies. Use the**Accounting Date**in Ramp to align dates in QuickBooks.
### Does the reconciliation tool capture bill payments that are paid outside of the card?
The reconciliation tool includes all transactions that are made with, or should be made with, the Ramp Credit Card / Ramp Statement. Any payments made through ACH are not included.
### How can I find my QuickBooks statement balance?
No need. Ramp automatically pulls your QuickBooks statement balance in the reconciliation report.
### What if my accounting date is in a different period than when I synced to QBO?
If a Ramp transaction is recorded in one month but synced in a subsequent month, the Reconciliation tool will account for this by populating both months with a placeholder. This allows those with the Accounting role to understand the discrepancy and account for it accordingly.
*How the transaction shows up in the month it was processed.*
*How the transaction shows up in the month it was synced to QuickBooks.*
### I downloaded my expenses via CSV, how can I match them on Ramp?
When downloading expenses via CSV, you will be prompted to either **Mark as Synced** or **Preview Only.** When you mark as synced, these transactions will show up in the reconciliation tool as synced on the QuickBooks side.
*Note: You will still have to manually match these transactions in the reconciliation tool (below image)*
### I didn't sync my statement payment but recorded it manually in the accounting provider, how can I match it on Ramp?
Use the find a match feature in the QuickBooks Transactions column to link your statement payment on QuickBooks to the corresponding statement payment on Ramp.
*Note: Do NOT sync your statement payment and manually record it in QuickBooks, this will result in a duplicate statement in the reconciliation tool.*
---
# Sage Intacct overview
> Official Ramp Help Center article. Topic: Integrations / Set up Accounting Integrations. [View the canonical page](https://support.ramp.com/sage-intacct-overview).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
We have a direct integration with Sage Intacct that allows you to seamlessly integrate and push information from Ramp to Sage to keep an up-to-date and accurate account of spend. We also want you to have full control over what happens, so we don’t change any settings on your Sage instance or create accounts or vendors without your permission.
If you use multiple subsidiaries, we infer the appropriate subsidiary to sync to based on the location you set for the transaction. When we sync over transactions, we sync them as a credit card transaction. For reimbursements, we send them as bills and settle them with bill payments.
We’ve also built some additional features to make the integration more robust:
- **Custom fields and UDD:** We will pull in custom fields from your Sage Intacct configuration and any UDDs so you can code everything you need within Ramp.
- **Receipt Attachment:** The receipt within Ramp syncs as an attachment to your Sage instance. If an employee uploads a receipt after its transaction has been synced, we will automatically send it without you having to manually add it to your instance.
- **Default vendor for reimbursements:** When we sync reimbursements, we typically set the employee reimbursed as the vendor (and create one if there isn’t a user already). However, you can set a default vendor (e.g., Ramp Reimbursement Vendor) if you don’t want all your employees to be vendors on Intacct.
## What it looks like
Below is what the Accounting screen will look like once you connect Sage Intacct. The dimensions shown depend on your configuration.
## Set up
[Please follow the instructions here to set up Sage Intacct.](/how-to-set-up-ramp-to-sync-with-sage-intacct)
> **Note:** If you have a **multi-currency** account, you must **create** a **credit card** at **each entity level**(not at the top level).
## Transactions
Ramp card transactions show up as card transactions on Sage. To see them, go to:
Cash management > credit card transactions.
> **Note:** the receipt syncs under the Attachment line (no receipt for this transaction), and the memo will be “\ - memo."
Once a card transaction has synced to Sage Intacct, the sync is one-way: it cannot be unsynced or re-synced from Ramp, and later changes to its accounting fields or coding must be made directly in Sage Intacct. (Receipts uploaded in Ramp after the sync still transfer automatically.) If a synced transaction is deleted in Sage Intacct, re-create it there — Ramp does not detect the deletion and will continue to show the transaction as synced. See [Marking transactions as synced](/marking-transactions-as-synced) for details.
## Reconciliation / charge payoff
Once the Credit Card has been used, it must be paid to clear the expense. This requires creating a Charge Payoff, which results in an AP Bill. The bill must then be paid to clear the Bank and reduce all liability accounts. There are quite a few postings involved here, and it is wise to understand at what point different accounts are hit, what will hit the Cash and Accrual books, and when.
The amount for the credit card account will only appear on the Cash Book after the Bill is paid. If this is posted but not paid, it appears on the Accrual Book. Once this is paid, users will see the money reflected on the Cash Book
Please see below for an illustration of expected behavior through the process
1. Credit card used and charge recorded
Accrual Book - Debit Expense A/C, Credit 'Credit Card Accrual'
Cash Book - No impact
2. Charge Payoff (move from credit card to AP)
Accrual Book - Debit Credit Card Accrual, Credit Accounts Payable
Cash Book - No impact
4. Pay Credit Card Vendor AP Bill
Accrual Book - Debit Accounts Payable, Credit Cash
Cash Book - Debit Expense, Credit Cash
## Reimbursements
Reimbursements are created as bills on Sage, and a bill payment is created if it is paid through ACH via Ramp. The bill syncs over to the default AP Account (which currently cannot be changed on Ramp's side) on Sage.
- It will be marked as unpaid if you select I won't pay this with Ramp. When the payment has cleared, you then come back to Ramp and mark it as paid.
- If paid through ACH on Ramp, we also sync a Bill Payment that credits the cash account selected in Reimbursement settings.
For Bills, click the **drop down menu at the top > Accounts Payable > Bills**. The vendor is set as the reimbursed employee: “\” so you can quickly identify the Ramp reimbursements.
Once you click “view” next to one of the bills, you can see the information that was coded within Ramp (example below).
For bill payments, go to the default cash account selected in Ramp.
## Accruals
Ramp supports syncing card transactions as accruals. Any accruals will be posted to Sage Intacct as a journal entry. For more information on this feature please review [How to Use Ramp's Accruals Feature.](/how-to-use-ramps-accruals-feature)
Accounting Logic:
- Create an accrual journal entry for all **unsynced** expenses dated in the chosen period.
- Post a **reversing** journal entry on the date you select (often the 1st of the next month).
- Let you choose **detail level** : one line per transaction or one line per GL group.
- Allow **entity-level** liability account settings.
- Prevent **double counting** : after you post an accrual, Ramp moves the accounting date of those transactions to the **reversal date** when you later sync them.
## Bill Pay
Bill Pay is now available for Sage customers. For instructions on how to set up Bill Pay, please reference this [article](/bill-pay-accounting).
## Accounting period handling
Ramp supports editable accounting periods on bills and respects Sage Intacct posting period rules. If a bill's accounting date falls within a closed accounting period, Ramp automatically updates it to the first day of the next open period before syncing; see [Sync error: Accounting period closed](/sync-error-accounting-period-closed) for troubleshooting.
## Custom fields and UDD’s
We will pull in any custom fields or UDDs you have within Sage so you can code everything you need within Ramp and take advantage of our automation.
Custom fields or UDDs can be single selectable values from either a custom list or a list of custom records, or they can be free-form text fields. We will pull any options for you to code, which can be used in automation, such as pre-coding cards and rules in Ramp.
> **Note:** The word “restricted” is a reserved word for Sage so we cannot pull any field with that name.
## Repayments
Ramp can sync employee repayments to Sage Intacct, including both bank account and debit card repayments. Bank account repayments sync as journal entries (GL Batch), while debit card repayments sync as Credit Card Transactions (refund type). For full details on setup, sync behavior, and troubleshooting, see [Sync repayments to your accounting software](/sync-repayments-to-your-accounting-software).
## Statement payments
Ramp does not sync statement payments (credit card balance payoffs) or cashback redemptions to Sage Intacct. You must record these manually.
For **statement payments**, use the [Charge Payoff](#reconciliation-charge-payoff) process described above to clear the credit card liability. For details on the accounting entries Sage Intacct creates at each step, see the [Reconciliation / charge payoff](#reconciliation-charge-payoff) section.
For **cashback redemptions**, record a journal entry in Sage Intacct that credits the cashback or rebate income account and debits the credit card liability account.
This limitation applies only to statement payments and cashback. Ramp **does** support syncing [employee repayments](#repayments-syncing) to Sage Intacct.
## Ramp Checking Account transfers
We sync Ramp Checking Account wallet transfers as journal entries in Sage Intacct.
## Accounting logic
- Deposits:
- Debit Ramp Checking Account
- Credit opposing account
- Withdraws:
- Debit opposing account
- Credit Ramp Checking Account
## Managed investment account
Ramp syncs Managed Investment Account transfers and activities to Sage Intacct as journal entries. For details on supported activity types, account mappings, and expected journal entries, see [Ramp Investment Account (Managed) Accounting](/ramp-investment-account-managed-accounting).
## Ramp Checking Account bank feeds
Bank feeds support both Ramp Checking Accounts and Ramp Operating Accounts. They do not support Ramp Investment Accounts.
Please follow the setup instructions in this [Help Center article.](/ramp-checking-account-bank-feeds-sage-intacct-set-up)
---
# Sage Intacct integration: Set up sync
> Official Ramp Help Center article. Topic: Integrations / Set up Accounting Integrations. [View the canonical page](https://support.ramp.com/how-to-set-up-ramp-to-sync-with-sage-intacct).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
- [Overview](#overview)
Ramp integrates directly with Sage Intacct. You can sync transactions anytime and leverage Ramp's automation features and receipt matching. The initial setup on Sage takes a few minutes and only needs to be done once.
You should complete all setup steps on Sage before entering your Web Services User credentials into Ramp. You'll also need full admin privileges before you begin. Lastly, please ensure Sage is set to the Production environment. Ramp does not support the development environment.
## Step 1
- Begin in Ramp and open up the Accounting tab - click “Get Started Now”.
- Click on “Sage Intacct” on the next page
## Step 2
- Sign into your Sage Intacct, or utilize the hyperlink on the page in Ramp and navigate to Company > Admin > Subscriptions.
- Look for Web Services and turn that setting on if it is not already.
- Click Continue back in Ramp when complete.
***Please note:** Sage Intacct companies can be set up with user-based or role-based permissions. To confirm these settings, go to Company > Set up > Company > Scroll down to Global Settings > Check your Permission type. If role-based permissions, continue to step 3 below. If user-based permissions, skip down to*[*step 4*](#step-4)*.*
## Step 3
- Go back into your Intacct and navigate to Company > Admin > Roles and create a new role.
- Enter the following information:
- Role Name: Ramp Role
- Description: Ramp Web Services User
- Click Save
- Now open the Permissions section
- Select ALL for each permission listed. Also, scroll to the bottom of each permission page to review and make sure none of them are missing.
- Click Save
- Click Continue back in Ramp when complete
## Step 4
- In Intacct, navigate to Company > Admin > Web Services users and create a new user.
- Enter the following information:
- User ID: Ramp
- Username: Ramp
- Account Email Address: *email you want to receive sign-in credentials for connection*
- Contact Name: *enter a new contact not already associated with a Web Services User*
- User Type: Business
- Admin Privileges: Off
- After adding this information, navigate to the Roles Information tab and add the Ramp Role we added in the previous step.
- Lastly, select ALL entities under the User entities tab. All entities will be required to avoid any permissions errors.
- Click Save & Click Continue in Ramp when complete.
***Please Note:*** *If user-based permissions, after creating the web service user, on the right, click subscription and then do step 3.*
## Step 5
- In Intacct, navigate to Company > Setup > Company and click edit on the top right.
- Click Security and scroll down to the Web Services Authorizations section, and click Add to create a new Web Services Authorization.
- Enter the following information:
- Sender ID: RampFinancialMPP
- Description: Ramp Integration
- Status: Active
- Click Sage & Click Continue in Ramp when complete.
## Step 6
- Answer the question on the Ramp Screen that says, “Do you have entities in Sage Intacct with different base currencies?"
- If not, you will only need to complete the remaining steps once to sync to top level.
- If yes, you will need to complete the remaining steps for each entity at entity level as you can not sync credit card transactions to top level.
- If you plan on syncing to entity level
- Create one credit card account per entity
- Create one credit card GL offset account per credit card
- If you plan on syncing to top-level
- Create one credit card account
- Create one credit card GL offset account
- Depending on your approach, navigate to top level or entity level > Cash Management > Setup > Credit Card.
- Add a new credit card and enter the following information:
- ID: Ramp Card - *Entity Name*
- Type: Visa
- Payment Method: Credit
- Expiration: *Set as far into the future as possible*
- Go to the Credit Card Offset Account field in the Accounting Information section and create a new account for this.
- Note: Sage Intacct does not let customers use the same offset account for multiple credit cards so they will have to be unique per card.
- Go to the Default Location field and select a location.
- Note: This is required by Sage Intacct, even if it is a top level card.
- Go to the Vendor ID field and create a new Ramp vendor for this card.
- Note: Sage Intacct does not let customers use the same vendor for multiple credit cards so they will have to be unique per card.
- Click Save and then click Continue in Ramp when complete.
## Step 7
- Find the email that was sent to the email entered for the Account Email Address in Step 4.
- Enter the Sage Intacct Credentials from the email into Ramp and click Connect to Sage Intacct.
---
# Sage Intacct integration: Multi-entity changes
> Official Ramp Help Center article. Topic: Integrations / Set up Accounting Integrations. [View the canonical page](https://support.ramp.com/sage-multi-entity-changes).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
Ramp supports multi-entity businesses for Sage Intacct customers. Ramp allows customers to add all business entities with a single instance and set a different payment setting for each entity.
This enables customers to:
- Generate **individual statement payments** for each entity / subsidiary
- **Eliminates** the need to perform **inter-company transactions** every time you close your books
- Track card transactions, pay out reimbursements and bill payments for each entity from different bank accounts
- **Sync to multiple entities** within one batch sync for both transactions and reimbursements
## Creating business entities
**Note:**Before creating additional Business Entities on Ramp we recommend connecting Ramp to your accounting system. If you still need to connect Ramp to your Accounting system, [see this article](/how-to-set-up-ramp-to-sync-with-sage-intacct).
**To create business entities on Ramp**:
1. Navigate to **Settings > [Entities](https://app.ramp.com/settings/entities)**.
2. Click **Create legal entity** .
- Note: During set up, the default entity will apply to all existing transactions and reimbursements.
3. Fill out all required fields.
- Note: When selecting the checking account you'd like to use to pay down the balance for this entity, the bank account must be verified on Ramp to be included as an option in the drop-down.
4. Click **Create entity** .
## How business entities work on Ramp
### With users
When inviting a user onto Ramp, you have to select a Department and Location that the user belongs to. Additionally, when setting up multi-entity on Ramp, you have to map Locations to Entities.
So, when inviting a user,**make sure you select the correct location**for said user since all of the cards will default to the entity corresponding to that location.
To see which users map to each entity:
1. Navigate to **Settings > [Entities](https://app.ramp.com/settings/entities)**.
2. Click the entity.
3. Click **Users** tab.
### With card transactions
Each issued card is linked to a specific entity, with all transactions on the card attributed to this entity. The card's associated entity is determined at the time of issuance, defaulting to the entity tied to the cardholder's designated location. However, this default entity can be modified during the card creation or editing process.
- Navigate to [Funds & cards](https://app.ramp.com/funds).
- Click on **Issue spend**.
- Select the card type.
- In the **Advanced** section, click **Transaction coding rules**.
- Click the **Entity** drop-down.
- Select the entity you'd like that card to map to.
- Entity change will ONLY affect future transactions. In other words, the entity of a transaction is locked once a transaction is made.
### With reimbursements
The entity of a reimbursement is dependent on what entity the user who submitted the reimbursement is in. There is no way to currently change this.
### With statement payments
Statement payments will now be calculated at the entity level and paid out from the bank account specified in the entity settings. If an entity does not have enough funds to cover their expenses, we will default to the parent / default entity's bank account.
## Edit business entities
- Navigate to **Settings > [Entities](https://app.ramp.com/settings/entities)**.
- Select the entity you would like to edit.
- Click "General" to change basic information or delete an entity
- For instructions on how to delete an entity, see [How to delete an entity on Ramp](/how-to-delete-an-entity-on-ramp)
- Click "Users" to view who is a part of this entity
- To add or remove users, update their assigned location in Ramp
- Click "Payments" to change statement payment information
- For instructions on how to verify a new bank account, see [Verifying bank accounts](/verifying-bank-accounts)
## Frequently asked questions
### Can I have limits per entity and/or get underwritten per entity?
Currently, we cannot delegate limits by entity within one Ramp instance. Underwriting is also as a whole, not by entity.
### How can I change the entity of a transaction?
Click into the transaction and then scroll to the entity field in the transaction drawer. Click the drop down and change the entity of the transaction. Please note that this functionality is only available before the statement is generated. Once a statement is generated the entity of the transaction is locked.
### Why can't employees change the entity of transactions?
Please contact your account manager or support team to request this feature be enabled on your account.
### What should I do if an employee or user spends across multiple entities?
Each virtual card is tied to an entity, and a user may have virtual cards that tie to different entities. Thus, if a user spends across multiple entities, the suggested set up is to have multiple virtual cards, one for each entity. This will make the statement payment and reconciliation process more seamless since if you had the option to move around the subsidiary, there is the possibility it doesn't match up with how it was paid out.
### What happens if I change the mapping of a location (i.e., Location A now maps to Entity A instead of Entity B)?
Future cards will now default to the updated entities, however existing cards will remain untouched. To edit the entity of a card, open the card from [Manage Spend](https://app.ramp.com/funds), click **Actions**, select **Edit**, then scroll to the bottom and change the entity of said card. *Note: this will only affect future transactions
### Can I get multiple physical cards, one for each entity?
You can only have 1 physical card by employee and the business name on their card will be the entity they are assigned to. That said, see our section above on "What should I do if an employee or user spends across multiple entities?".
### Can I split transactions across entities?
You can split across locations (which may correspond to entities). However the locations available are the locations available where the credit card is created (i.e., if credit card is created at Location 100, then the only locations you can split that transaction across are other locations available within Location 100).
### How to delete an entity?
Please see [How to delete an entity on Ramp?](/how-to-delete-an-entity-on-ramp)
### How to remove a user from an entity?
Change the location of the user.
### Why isn't this bank account showing?
The bank account will need to be verified in Ramp in order to be show in the list of drop down options for an entity.
---
# Sage Intacct integration: Sync taxes
> Official Ramp Help Center article. Topic: Integrations / Set up Accounting Integrations. [View the canonical page](https://support.ramp.com/syncing-taxes-with-sage-intacct).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
This guide explains how to manage and sync tax information between Ramp and Sage Intacct. By using this integration, you can ensure that tax codes for your transactions, reimbursements, and bills are accurately recorded in your accounting system.
When syncing to a Sage Intacct entity with taxes enabled, you must provide a tax code in Ramp. If a tax code is missing, you will see a sync error. Ramp pulls your specific tax codes directly from Sage Intacct, allowing you to select the correct rate (such as GST or HST) before you sync.
## Step-by-Step instructions
Follow these steps to ensure your tax data flows correctly from Ramp into Sage Intacct.
### Coding card transactions
To add tax details to individual card expenses:
1. **Navigate:** Go to the **Accounting** tab and select **Card transactions** .
2. **Select:** Find the transaction and click on the **Intacct Tax Detail** field.
3. **Code:** Select the applicable tax code from the dropdown menu (e.g., *GST 5%* ).
4. **Verify:** Ramp will automatically calculate the tax. Click **Done** .
5. **Sync:** Select the transaction check-box and click **Sync** to export to Sage Intacct.
### Coding reimbursements
To ensure employee reimbursements are tax-compliant:
1. **Navigate:** Go to the **Accounting** tab and click **Reimbursements** .
2. **Check Entity:** Ensure the correct **Entity** (e.g., *Save Money Inc Canada* ) is selected to see the relevant tax codes.
3. **Code:** Click the **Intacct Tax Detail** field and choose the correct code.
4. **Finalize:** Mark the item as **Ready** and click **Sync** to push the data to your bills in Sage.
### Creating and syncing bills
To manage tax on new bills created within Ramp:
1. **New Bill:** Navigate to **Bill Pay** and click **New Bill** .
2. **Set Context:** Choose your vendor and a tax-enabled entity.
3. **Line Items:** For each line item, select the appropriate **Intacct Tax Detail** .
4. **Manual Override (Optional):** If the calculated tax differs from the invoice, click the tax amount to manually override it.
5. **Submit:** Review all details and click **Create Bill** to initiate the sync.
### Key details
- **Entity Filtering:** Tax codes change based on the entity. If you do not see the right codes, check your entity setting.
- **Manual Changes:** You can manually fix the tax amount if it does not match your receipt.
- **Sync Errors:** If a sync fails because of missing tax info, just add the tax code in Ramp and try again.
## Frequently asked questions
### Why don't I see the "Intacct Tax Detail" column in Ramp?
This functionality is only available to Ramp Plus customers.
If this column is missing, your Sage Intacct integration may not have tax tracking enabled. Navigate to **Settings > Integrations > Sage Intacct** and ensure that the "Tax" toggle is turned on. You may also need to refresh your accounting fields to pull in your latest tax groups from Sage.
### Can Ramp handle transactions with multiple tax rates?
Ramp supports one tax detail for each line item. If a receipt has multiple taxes (like GST and PST) for different parts of a purchase, use the **Split** tool. You can then assign a specific tax code to each split line to ensure they sync correctly to Sage Intacct.
> **Important:** Ramp does not support applying multiple tax types to the same dollar amount on a single line. For example, if both GST and PST apply to the same $100 charge, you cannot code both to that single line.
### The calculated tax amount in Ramp doesn't match my receipt. What should I do?
Ramp uses tax rates provided by Sage Intacct. If a receipt amount differs slightly due to rounding, you can edit the tax manually.
> **Note:** You must edit tax at the aggregate level for each tax detail. You cannot edit tax for individual line items.
To update your tax:
**Step 1:** Open the **Edit tax paid** window.
**Step 2:** Click on the tax field.
**Step 3:** Enter the correct total tax value for the transaction.
**Step 4:** Mark the transaction as **Ready**.
### What happens if I sync a transaction without selecting a tax detail?
If your Sage subsidiary has tax enabled, Sage will reject any sync attempt that lacks tax details. To prevent errors, you must select tax details in Ramp before you sync. This saves you from having to delete and re-record entries in Sage later.
### How do I add a new tax rate to the dropdown menu?
Ramp pulls these rates directly from your Sage Intacct environment. To add a new rate:
In Ramp, go to your **Accounting** settings.
Click **Refresh Fields**. The new tax rate will now appear in your dropdown menus.
### Does Ramp support Contact Tax Groups?
No, Ramp does not support Contact Tax Groups.
---
# Sage Intacct integration: Purchase orders and item receipts
> Official Ramp Help Center article. Topic: Integrations / Set up Accounting Integrations. [View the canonical page](https://support.ramp.com/sage-intacct-po-importing).
## Overview
Ramp's Sage Intacct integration supports a full Procure-to-Pay workflow: import purchase orders (POs) and item receipts from Sage Intacct, match them to bills in Ramp, three-way match against received quantities, and sync Ramp-created POs and item receipts back to Sage Intacct.
This guide covers the Sage Intacct setup required for each capability and how Ramp handles document matching. For the end-to-end three-way match workflow across accounting providers, see [3-Way Match with Ramp Procurement](/3-way-match-with-ramp-procurement).
Item receipt import and sync, PO sync from Ramp to Sage Intacct, and three-way match are newer capabilities that are still rolling out. If you don't see them, contact your Ramp account team to enable them for your business.
## Step 1: Required permissions in Sage Intacct
Ramp needs **Purchasing module access** in Sage Intacct to import POs. Most users will need to update the permissions for the Ramp user role.
To check or update permissions:
1. In Sage Intacct, go to **Company > Admin > Roles** .
2. Find and edit the **Ramp** role.
3. Click **View Subscriptions**.
4. Make sure the **Purchasing** checkbox is selected the click **Permissions**.
5. Grant full **Purchasing module permissions** to avoid sync issues.
If PO imports fail or you see a permissions error in Ramp, double-check these settings.
## Step 2: Understand Sage Intacct document setup
Unlike other ERPs, Sage Intacct uses a customizable workflow for purchasing. For a purchase order to be imported into Ramp, it must meet **three criteria**:
\*\* To use quote types instead of order type for criteria 1, please contact your account manager to enable.
### 1. Purchase order type
Ramp only imports workflow types with the **“Order”** type. These are considered POs.
If you need to manage your inventory, you will need to set up the **inventory control** section.
### 2. Linked vendor invoice
There must be at least one vendor invoice document type in Sage Intacct that:
- Has the **“Invoice”** workflow category
- Has selected and populated a number sequence. Note: if a number sequencer is not selected, the vendor invoice and AP bill will use the same number.
- Can be **created from the PO document** you want to import. You can check this by:
- Going to **Purchasing > Configuration > Document Types**
- Verifying that the vendor invoice document lists the PO under **“Can be created from”**
- Has the edit and delete policy set to " **All** "
If you need to manage your inventory, you will need to set up the **inventory control** section.
### 3. Invoice posts to AP
The vendor invoice type must be configured to **post to Accounts Payable (AP)**.
To check:
1. Go to the vendor invoice document type.
2. Click **Edit** .
3. Make sure **Transaction Posting** is set to **Accounts Payable** (not “Do Not Post”).
The workflow will look like this within the purchasing module once set up is complete.
## Step 3: PO template selection logic
When Ramp matches a PO to a bill, it must pick which vendor invoice template to use. If multiple options are available, Ramp follows this order:
1. If there's only **one** invoice template, Ramp uses it.
2. If multiple templates exist, Ramp selects the one with **“Ramp”** in the name.
3. If several templates include “Ramp,” Ramp uses the **alphabetically first** one.
4. If none include “Ramp,” Ramp uses the **alphabetically first** available template.
> **Tip:** To ensure Ramp uses the correct template, add **“Ramp”** to the name of your preferred invoice template.
## Step 4: PO data imported into Ramp
Ramp imports POs with full detail from Sage Intacct, including:
- Line items
- Inventory items (instead of GL accounts)
- Custom fields
- User-defined dimensions (e.g. business unit)
Note: GL accounts are not used directly. Sage Intacct maps inventory items to GL accounts directly on the vendor invoice transaction definition and that will be used when the invoice posts to AP.
## Step 5: Enabling PO matching in Ramp
1. Sign-in to Ramp and navigate to Bill Pay -> Settings -> Importing
2. Toggle on Automatically import purchase orders.
## Step 6: Matching a PO to a bill in Ramp
When creating a bill in Ramp:
1. Open **Matching purchase order**
2. Select the PO imported from Sage Intacct.
3. Ramp pre-fills all data from the PO: line items, custom fields, and dimensions
> **Important:** If the PO is matched, only **inventory items** are allowed. You cannot switch to expense items.
## Step 7: Syncing to Sage Intacct
When a bill matched to a PO is synced to Sage Intacct:
- Ramp creates a **vendor invoice**.
- Since the vendor invoice is set up to post to AP, an **AP bill gets generated.**
- Payments are synced back to the AP bill, just like a normal Ramp bill
Even though the invoice is the primary synced object, Ramp links the payment to the resulting AP bill.
Ramp prevents duplicates by adding a **“-ramp-matched”** suffix to the reference number. This ensures these bills are not picked up again in bill import.
## Step 8: What happens if the PO is changed?
If you change the PO on a matched bill after syncing:
- Ramp deletes the original vendor invoice in Sage Intacct. Sage Intacct will automatically delete the AP bill.
- A new vendor invoice is created, linked to the updated PO
## Import item receipts from Sage Intacct
If you receive goods in Sage Intacct, Ramp can import those item receipts and link them to the imported PO, so you can three-way match bills in Ramp against received quantities.
**Sage Intacct setup:**
- Set up a purchasing workflow of **Purchase Order → Purchase Receipt → Vendor Invoice**, where the purchase receipt document can be created (recalled) from the PO and the vendor invoice posts to AP (see [Step 2](#step-2-understand-sage-intacct-document-setup)).
- Only **active** transaction definitions are imported.
- The Ramp user role needs **Purchasing module** permission (see [Step 1](#step-1-required-permissions-in-sage-intacct)).
**Ramp setup:**
- Three-way match must be enabled for your business. See [3-Way Match with Ramp Procurement](/3-way-match-with-ramp-procurement) for how receiving status and matching work.
Ramp imports each item receipt's line items mapped to their PO lines, including the inventory item, location, received quantity, unit price, and receipt number. Item receipts with no source PO, or with no importable lines, are skipped.
## Three-way match bills against Sage Intacct receipts
Once item receipts are imported (or created directly in Ramp), Ramp shows received quantities on matched bill lines so you only pay for goods received. Partial-quantity receiving is supported for inventory line items. For the full workflow and receiving statuses, see [3-Way Match with Ramp Procurement](/3-way-match-with-ramp-procurement).
Sage Intacct applies two additional rules when a three-way matched bill syncs:
- Every bill line matched to a three-way match PO line must have an item receipt line selected.
- All matched bill lines must reference the **same** item receipt, and that item receipt (and its lines) must already be synced to Sage Intacct before the bill can sync.
## Sync purchase orders and item receipts from Ramp to Sage Intacct
For POs created in Ramp, Ramp can sync the PO and its item receipts back to Sage Intacct (see [Syncing Ramp Purchase Orders into accounting](/syncing-ramp-purchase-orders-into-accounting)):
- **Purchase orders:** Ramp creates a purchase order transaction in Sage Intacct. A vendor must be set on the PO before it can sync.
- **Item receipts:** Ramp creates a purchase receipt in Sage Intacct, recalled from the synced PO. The PO must be synced to Sage Intacct first, and each receipt line must map to a PO line that exists in Sage Intacct.
> **Important:** Only inventory (item) line items sync to Sage Intacct. Expense- or account-only lines are not supported for purchase order or item receipt sync — select an inventory item on each line you want to sync.
Partial receiving is supported: item receipts sync the received quantity per line, so you can receive and sync in stages.
## Choose Sage Intacct transaction definitions per Spend Program
You can control which Sage Intacct transaction definitions Ramp uses when it syncs POs and item receipts. These are configured per Spend Program:
- **Purchase Order Transaction Definition** (required) — the PO definition Ramp uses when syncing a Ramp-created PO.
- **Receipt Transaction Definition** (optional) — the purchase receipt definition Ramp uses when syncing item receipts. If not set, Ramp uses a default definition.
Only active definitions appear, and the receipt definition must be compatible with (recallable from) the chosen PO definition. Set these when editing the Spend Program.
## Add a warehouse to Sage Intacct bill and purchase order lines
If your Sage Intacct configuration uses warehouses, Ramp can add an optional **Warehouse** tracking category (alongside Location) on bill and purchase order lines. Warehouse can be set per line and carries over when Ramp syncs POs and item receipts to Sage Intacct.
## Common issues and troubleshooting
### PO not showing in Ramp?
- Check that your PO document type is set as **“Order”**
- Make sure at least one **vendor invoice type** can be created from the PO
- Confirm that the vendor invoice is set to **post to AP**
### Permissions error?
- Verify the Ramp user role in Sage Intacct has **Purchasing module access**
### Item receipts not importing?
- Confirm three-way match is enabled for your business
- Make sure your Sage Intacct purchase receipt definition can be created from the PO, and the PO chain leads to a vendor invoice that posts to AP
- Verify the Ramp user role has **Purchasing module** access
### PO or item receipt sync failing?
- Make sure every line you're syncing has an **inventory item** selected — expense- or account-only lines can't sync
- For item receipts, confirm the PO is already synced to Sage Intacct
- For three-way matched bills, confirm all matched lines use a **single** item receipt that's already synced to Sage Intacct
## Summary
Ramp's Sage Intacct integration streamlines your Procure-to-Pay process across purchase orders and item receipts. To ensure success:
- Set up correct permissions
- Use the right document types, with a Purchase Order → Purchase Receipt → Vendor Invoice chain for item receipts
- Add "Ramp" to preferred invoice templates
- Select an inventory item on lines you match or sync — Sage Intacct PO and item receipt sync support inventory lines only
If you run into issues, review your document configuration in Sage Intacct or reach out to Ramp support.
## Frequently asked questions
### Does Ramp support Sage Intacct’s partial purchase order (PO) billing and conversion logic, including the use of converted POs like PO123-B?
**A:** Yes, Ramp supports Sage Intacct’s native partial PO handling and conversion process. Here’s how it works:
### Partial PO handling in Sage Intacct:
1. **POs are created in Sage Intacct** with a quantity of 1 and a total dollar amount.
2. **When a partial invoice is received**, the original PO line is split in Intacct to reflect the partial amount (e.g., $2,500 of a $5,000 PO).
3. **Intacct converts the original PO** into a new one with a “-B” suffix (e.g., PO123 becomes PO123-B) and marks the original PO as “converted” (i.e., closed).
4. **Invoices should no longer be processed against the original PO** once it is marked as converted. This prevents duplicate billing.
### How Ramp handles this:
- Ramp **does not import POs marked as "converted" (closed)** in Intacct.
- Ramp **will import the original PO (e.g., PO123)** until it is converted.
- Once the original PO is converted, **Ramp picks up the new PO (e.g., PO123-B)** as long as it remains in an "open" status (i.e., partially converted, not fully closed).
- Ramp **does support bills being matched to partially converted POs** (e.g., PO123-B), enabling proper handling of partial shipments and billing.
---
# Xero overview
> Official Ramp Help Center article. Topic: Integrations / Set up Accounting Integrations. [View the canonical page](https://support.ramp.com/xero-overview).
## Overview
When we initially setup a connection with Xero, you will have the ability to create the Ramp Card with just one click on Ramp. We create it as a bank account with an opening balance of $0. On the balance sheet, credit card accounts will show up as an asset, however you can rearrange the report so this account displays as a liability by editing your report layout. See more[here](https://central.xero.com/s/article/Edit-layout-of-a-new-financial-report?userregion=true).
For features available to all integrations, please reference this [article](/overview-of-ramp-accounting#how-it-works). We’ve also built some additional features to make the integration more robust:
- **Vendor creation:** If we detect a vendor that isn’t on your Xero instance, you will have the option to create that vendor within Ramp. The vendor will show up in the Xero Contact column as “New:...” and by syncing it over, you will create the vendor.
- **Receipt Attachment:** The receipt within Ramp will sync over as an attachment to your Xero instance. If an employee uploads a receipt to a transaction after that transaction has been synced, we will automatically send that receipt over without you having to manually add it to your instance.
## What it looks like
Below is what the Xero integration looks like on Ramp after you set it up. We will attempt to find the vendor for you by matching the vendor name on Ramp to the vendor names you have on Xero so you don’t have to. For more information on settings, rules, and other automations that Ramp offers, please reference this [article](/managing-accounting-rules).
## Setup (~ 5 minutes)
**1.**Link your Xero account with Ramp.Under the [Accounting](https://app.ramp.com/accounting/) tab, select Xero from the list of platforms.
**2**. Enter your Xero credentials.
**3.**Set Ramp Card Account.
**4.**Select accounting fields.
Note: If you have already connected before but are attempting to reconnect, you may get a blank screen when initiating the connection. To solve this issue, go to your **Xero account > Settings > Connected Apps** and disconnect Ramp. Afterwards, you should be able to connect Ramp to Xero.
## Transactions
Ramp card transactions show up as a card transaction on Xero. To see them, go to:
**Accounting > Bank Accounts > Ramp Card > Transactions**
*Note: The Ramp Card account on Xero is created as a bank account because the Xero API does not support the creation of Credit Card accounts.*
When you click into the transaction, you will see the below information that was coded within Ramp. This depends on what fields you have active on your Xero instance including any tracking categories you may have created. The receipt is on the top right with the page icon.
## Reimbursements
Reimbursements are created as bills on Xero, and a bill payment is created if it is paid through ACH on Ramp. The bill will sync over to the default AP Account on Xero.
To view, go to **Accounting > Chart of Accounts > Select the $ figure on your AP account**.
- It will be mark as unpaid if selected as Manual Pay on Ramp.
- If paid through ACH on Ramp, we will also sync a Bill Payment that credits the cash account selected under Default Accounts in Ramp
- Below is what the AP Account looks like for when we sync over a bill and bill payment (i.e. paid via ACH on Ramp). If it was marked as Manual Pay, then there would be no payment debiting the AP account.
- Below the AP account is what the Checking account looks like, and we can see the corresponding $741.33 charge there
- The vendor will be set as “first name last name (email)” of the employee being reimbursed with additional merchant info sent to the description field within Xero
## Bill Pay
With Xero, you have access to our Bill Pay feature. Please reference this [article](/bill-pay-accounting) for more information.
Note: You can now link a single bill to multiple card transactions with Xero.
## Accounting period handling
Ramp supports editable accounting periods on bills and respects Xero posting period rules. If a bill's accounting date falls within a closed accounting period, Ramp automatically updates it to the first day of the next open period before syncing; see [Sync error: Accounting period closed](/sync-error-accounting-period-closed) for troubleshooting.
## International Bill Pay
Ramp now supports international Bill Pay for Xero. This feature works very similar to paying a domestic bill, except:
- International bills can only be created for international vendors. This will not work for domestic vendors.
- Any foreign currencies on a bill should be added in Xero before syncing bills (Ramp will prompt you if this is needed)
- To add a currency to your Xero instance:
1. Click on the organization name → **Settings** → **Currencies** .
2. Click **Add Currency** .
3. Select a currency.
4. Click **Add Currency**.
## Statement payments
With Xero, you can sync over statement payments. This will appear in the Payments tab of the Accounting tab and only appears after it has cleared.
You will be getting a record of this transaction from two places - from your Checking Account's bank feed, which will have the credit side of the transaction, and from Ramp, which will have the debit side of the transaction.
Instead of independently classifying these transactions, e.g. allocating the checking account credit to a Ramp Card debit, and the Ramp Card debit to a checking account credit - we instead want to **match** the two sides and create a single transaction. This will prevent us from making two duplicate transactions.
In the below example, you can see where to find the statement payments to sync over within Ramp.
> **Note**: the first time you try this, you may see **Configure to sync** in place of the sync button. Make sure you have a cash account and credit card liability account configured in your sync settings and you should be able to proceed.
**I have already classified the Checking Account payment to the Ramp Card account, rather than doing a match. What should I do?**In this case, you can safely delete the statement payment in the Ramp Card account from Xero, as you have already recorded the transfer from the Checking account. Classifying the Ramp Card transaction would create a duplicate, so keeping the transaction is not necessary.
## Reconciliation
## Accounting impact
**How Ramp syncs credit card transactions:**
Ramp syncs credit card transactions as credit card transactions in your accounting provider.
- Purchase is made
- Debit (increase) Expense or Bank Account
- Credit (increase) Credit Card Liability Account
**How Ramp syncs reimbursements:**
Ramp syncs reimbursements as bills and bill payments in your accounting provider.
- Bill
- Debit (increase) Expense Account in original currency
- Credit (increase) the Liability Account in original currency
- Bill Payment
- Debit (decrease) the Liability Account
- Credit (decrease) The Cash/Bank Account
**How Ramp syncs statement payments:**
Ramp syncs statement payments as checks in your accounting provider.
- Statement is paid
- Debit (decrease) Credit Card Liability Account: Reducing the amount you owe since you're paying off the credit card.
- Credit (decrease) Bank Account: This account represents your company's cash, which decreases when you pay off the credit card bill.
To reconcile, you will have to go to your accounting provider to match the amount that was paid to Ramp from your bank account to the total dollar transaction amount synced over from Ramp. If you go to the Transactions tab within Ramp, you can filter by the statement period to easily check which transactions were included in which statement.
## Cashback redemption
The accounting for a cashback is a credit to the Ramp Card account, reducing the liability on the card, and a credit to a nominated expense or income account. This cashback entry does not appear on a bank feed so this entry is important to sync across to the Ramp Card account to bring the value of the liability back into balance with the statement.
## Ramp Checking Account transfers
We sync Ramp Checking Account wallet transfers as journal entries in Xero.
### Accounting logic
- Deposits:
- Debit Ramp Checking Account
- Credit opposing account
- Withdraws:
- Debit opposing account
- Credit Ramp Checking Account
### Supported ERP fields
Below field is only currently supported when syncing open loop transfers.
- `Category`
---
# Microsoft Dynamics Business Central overview
> Official Ramp Help Center article. Topic: Integrations / Set up Accounting Integrations. [View the canonical page](https://support.ramp.com/microsoft-dynamics-business-central-overview).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
Our integration with Business Central allows you to easily transfer information from Ramp to Business Central, ensuring your spending data is current and accurate. We respect your Business Central settings, avoiding any changes or account creations.
When Ramp is connected to Business Central, it gathers all necessary data for classifying your transactions. Transactions and reimbursements are synced to general journals. Bills are synced to purchase invoices.
Additional features for a stronger integration include:
- **Vendor creation:** For Bills, Ramp can identify and add new vendors not already in your Business Central instance. These vendors appear in Business Central's Vendor/Employee column as "New:..." and are created upon syncing.
- **Vendor two-way sync:** Ramp can sync supported vendor profile fields between Ramp and Business Central. This feature requires the Ramp for Business Central extension version 1.1.0.42 or later. See [Two Way Vendor Information Sync](/two-way-vendor-information-sync) for supported fields, sync directions, and configuration limitations.
- **Chart of accounts and dimensions:** Ramp imports all fields, including dimensions, from Business Central to ensure comprehensive transaction coding.
- **Ramp reimbursement service:** Ramp facilitates the ability for your company to pay back employees. We also allow you to code which employee a reimbursement is for.
## Prerequisites
- You must have an active Ramp Plus account.
- You need to have an Azure Admin for Microsoft Dynamics Business Central assist with setup. The Azure Admin will have the information needed to complete the below setup process.
- You can use this link to identify your Azure Admin: [https://learn.microsoft.com/en-us/entra/identity/role-based-access-control/permissions-reference](https://learn.microsoft.com/en-us/entra/identity/role-based-access-control/permissions-reference) .
- If you can't find the Azure admin notified to approve the request, send this link to your IT team: [https://login.microsoftonline.com/common/adminconsent?client_id=4c3742b7-e7c0-4876-8c7b-2743b2e073c1](https://login.microsoftonline.com/common/adminconsent?client_id=4c3742b7-e7c0-4876-8c7b-2743b2e073c1)
- **Note: on-premises deployments are NOT supported**
## What Ramp looks like
Here's how the Business Central Accounting page appears on Ramp. For detailed information about settings, rules, and additional automation provided by Ramp, please refer to the linked[article](/managing-accounting-rules).
## Setup
Please follow [these](/microsoft-dynamics-business-central-how-to-connect-to-ramp) instructions to link Business Central to Ramp.
## Multi entity
Multi-entity Ramp customers using Microsoft Business Central and the supported multi-entity management extension are able to manage their entities using the guide below.
In order to utilize the Ramp native functionality around entity setup structure the BSSI MEM extension must be installed. The liability and expense side of a transaction will go to the corresponding Ramp entity in Business Central.
Alternatively, entities can be denoted as an accounting field on transactions/reimbursements/bills. The name of the accounting field will show in Ramp as "Expense [name of MEM entity dimension name in Business Central]". This accounting field is optional.
- When you code to the accounting field directly for MEM, the liability side of the transaction will still go to the MEM entity associated with the transaction's Ramp entity, but the expense side will go to the accounting field MEM dimension you selected on the transaction/reimbursement/bill.
- What this means is that it will optionally override the entity for just the expense side of the transaction. This creates a cross-entity transaction and Business Central adds the appropriate entity payable/receivable lines automatically.
For more information on how to configure please visit: [Microsoft Dynamics Business Central | Multi-entity management overview](/microsoft-dynamics-business-central-multi-entity-management-overview)
## How will transactions appear in Business Central?
Ramp card transactions show up as unposted journal lines in general journals.
We will populate each credit card transaction as two journal lines:
- Credit Ramp card liability account
- Debit expense account
For Business Central to calculate sales tax on purchase expense lines synced from Ramp, select a Tax Code on each line in Ramp and set the default posting type on every applicable expense G/L account. See [Set up sales tax for Ramp-synced purchase expense lines](/microsoft-dynamics-business-central-sales-tax).
Additionally, if there is a receipt to attached to a transaction, then Ramp will sync this over as well. Receipt files will be synced as an "incoming document file" on the credit line of the transaction.
Finance > General journals > Select the journal you synced to. There will be two total lines and the credit line is denoted by the second line.
However, if a vendor or employee is selected on a credit card transaction, then we will populate four journal lines and the credit line is denoted by the fourth line:
- Debit expense account
- Credit vendor
- Debit vendor
- Credit Ramp card liability account
Finance > General journals > Select the journal you synced to
For customers using the BSSI Multi-Entity Management extension transactions will also include entity-specific general journal information. Specifically, each transaction will include an Entity header such as the example below where **Department**is included in the header to highlight these transactions are associated with the **Prod**entity.
## How will reimbursements appear in Business Central?
Reimbursements from Ramp will show up as unposted journal lines in general journals.
We will populate each reimbursement as two journal lines:
- Credit Cash Account
- Debit Expense Account
Finance > General journals > Select the journal you synced to
However, if an employee is selected for a reimbursement, then we will populate four journal lines:
- Credit vendor
- Debit vendor
- Credit Ramp card liability account
- Debit expense account
Finance > General journals > Select the journal you synced to
Note: Any receipts attached to reimbursements will be synced as an "incoming document file" in Business Central.
## How will accruals appear in Business Central?
Ramp supports syncing card transactions as accruals. Any accruals will be posted to Business Central as a journal entry. For more information on this feature please review [How to Use Ramp's Accruals Feature.](/how-to-use-ramps-accruals-feature)
Accounting Logic:
- Create an accrual journal entry for all **unsynced** expenses dated in the chosen period.
- Post a **reversing** journal entry on the date you select (often the 1st of the next month).
- Let you choose **detail level** : one line per transaction or one line per GL group.
- Allow **entity-level** liability account settings.
- Prevent **double counting** : after you post an accrual, Ramp moves the accounting date of those transactions to the **reversal date** when you later sync them.
## How will bills appear in Business Central?
Bills from Ramp will show up as unposted purchase invoices. Additionally, we will include the invoice PDF attached to the bill as an "incoming document file" on the purchase invoice.
Purchasing > purchase invoices > select purchase invoice
Bill payments from Ramp will show up as an unposted vendor payment. The first time you push a bill payment from Ramp to Business Central a "Ramp" payment journal will be created. Additionally, in order to sync bill payments, you will need to select, in Ramp, a cash account for the bank account you will use to pay bills.
Note: Before a bill payment can successfully be synced, the initial unposted bill will need to be manually posted in Business Central.
Cash management > payment journals > "Ramp"
Additionally, to sync bill payments, you will need to select, in Ramp, a cash account from Business Central for the bank account you will use to pay bills.
Accounting > settings > default accounts > Bill Pay accounts
Note: If a user pays a bill "outside of Ramp", we do not sync a payment journal.
## How will statement payments appear in Business Central?
Statement payments from Ramp will be synced to the Ramp statement payment journal. Furthermore, when a statement payment is synced it will populate as one journal line with the cash account being the balancing account.
This is what it will look like:
## Frequently asked questions
### Does Ramp support one Ramp account to multiple Business Central companies?
Ramp does not support one Ramp account to multiple Business Central companies. However, Ramp does support multiple Ramp accounts to one Business Central company.
### Why doesn't Ramp auto-post the information that they sync into Business Central?
Users will still be required to click the "post" button in Business Central in order to push the journal lines to the general ledger. The reason behind this is that Business Central provides rich error messaging with posting that we are not able to replicate.
### Does Ramp support Business Central dimensions?
Yes, Ramp supports dimensions when syncing transactions, reimbursements, and bill line items.
### Does Ramp support Business Central Project General Ledger journals?
Yes, Ramp supports Project General Ledger Journals. Project General Ledger journals are a subtype of General journals. The only difference between Project G/L Journal and G/L Journal is that the Project G/L Journal will show the project details within the Business Central UI by default.
Ramp does not support Project Journals because these do not include accounting data.
### Why am I getting an error when trying to sync my bill payment?
You will receive the below error when attempting to sync a bill payment from Ramp to Business Central before posting the purchase invoice from the initial bill you synced.
Example error:
### How does Ramp handle Vendors?
Business Central vendors are not required to sync a transaction. In other words, if you don't code a Business Central vendor to your transaction, then Ramp will sync it over without any associated vendor account and will default to putting the vendor name in the memo. We do not use a fallback, default vendor account.
### Does Ramp's Microsoft Dynamics Business Central Integration automatically update vendor cards in Business Central?
Yes. Ramp can update supported Business Central vendor profile fields. See [Two Way Vendor Information Sync](/two-way-vendor-information-sync) for the required extension version, supported fields, sync directions, and configuration limitations.
### Why aren't my receipts for journal lines or invoices syncing?
Once a transaction is synced and posted Ramp is unable to attach receipts. In other words, receipts must be attached before the transaction is synced over.
### Is Purchase Order functionality supported?
Yes. Ramp supports syncing Ramp-created POs to Business Central, importing POs from Business Central for bill matching, and invoice-to-PO matching when syncing bills. These features require the Ramp for Business Central extension version 1.1.0.34 or higher. For details, see [Purchase order support](/microsoft-dynamics-business-central-purchase-order-support).
### Why is Ramp not pulling in my credit card liability, cash account, or cashback account in Sync Settings?
To ensure Ramp pulls your credit card liability and cash accounts from Microsoft Business Central, configure your **credit card liability accounts** as **Posting accounts** with **Direct Posting enabled** and ensure their **GL account type is set to Liability**. While linking them to a bank account via a Bank Account Posting Group is optional, it can also work.
For **cashback accounts**, configure them as **Posting accounts** with **Direct Posting enabled**. Additionally, for **asset GL accounts**, ensure they are connected to a bank account via a **Bank Account Posting Group**, as this is required for Ramp to pull them.
### Why Do Ramp Transactions Sometimes Credit a Bank Account Instead of the Liability GL Account?
When syncing transactions to Business Central (BC), the logic used by Ramp can be more complex than it seems. Here’s an explanation to help clarify:
Querying BC Environment: When recording a credit liability account line, Ramp queries your BC environment for bank accounts connected via a BC bank account posting group to the liability GL account selected in Ramp.
Single Bank Account: If there is exactly one bank account tied to the selected liability GL account, Ramp credits this bank account instead of the GL account.
Zero or Multiple Bank Accounts: If there are zero or multiple bank accounts tied to the selected liability GL account, Ramp credits the GL account directly.
Example of a Common Issue:
**Scenario:** A customer’s BC admin created a liability bank account linked to the Ramp liability GL account through a posting group.
**Result:** When syncing transactions, the bank account is credited instead of the GL account.
**Solution:** If you want the transactions to credit the GL account directly, delete the unnecessary bank account linked to the Ramp liability GL account. This way, Ramp will credit the GL account directly.
---
# Microsoft Dynamics Business Central integration: Connect to Ramp
> Official Ramp Help Center article. Topic: Integrations / Set up Accounting Integrations. [View the canonical page](https://support.ramp.com/microsoft-dynamics-business-central-how-to-connect-to-ramp).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
This guide will walk you through the process of connecting Microsoft Dynamics Business Central 365 to Ramp, enabling seamless integration for managing your financial data. Please follow these steps carefully to ensure a successful connection.
## Prerequisites
- Customers must have an active Ramp Plus account.
- Customers need to have their Azure Admin for Microsoft Dynamics Business Central assist with setup. The Azure Admin will have the information needed to complete the below setup process.
- Customers can use Microsoft's [Entra built-in roles reference](https://learn.microsoft.com/en-us/entra/identity/role-based-access-control/permissions-reference) to identify their Azure Admin.
- If you can't find the Azure admin notified to approve the request, send this [Microsoft admin consent link](https://login.microsoftonline.com/common/adminconsent?client_id=4c3742b7-e7c0-4876-8c7b-2743b2e073c1) to your IT team.
- **Note: on-premises deployments are NOT supported**
### Step 1: Initiate connection from Ramp
1. Sign in to your Ramp account.
2. Navigate to the **Accounting** section on the left sidebar.
3. Click on **get started now** .
**Disclaimer:**Customers need to disconnect their Universal CSV integration (if it's active) in order to see the screen above.
### Step 2: Choose Microsoft Dynamics Business Central
1. Select **Microsoft Dynamics Business Central** from the list of options.
2. Sign in to your Microsoft Dynamics Business Central account as prompted.
### Step 3: Connect your company
1. After signing in, you'll be redirected back to Ramp.
2. You'll see a screen asking you to connect to a company. Select your account environment (e.g., QA) and the company you wish to connect.
3. Remember, Ramp currently supports connecting to one company at a time.
4. Click **continue** .
### Step 4: Download and install the Ramp app
1. Click on the link provided to navigate to the AppSource app.
2. Select **get it now** and choose the specific environment you're using with Ramp.
3. Click **install** . The installation might take a few minutes.
### Step 5: Grant consent to the Ramp app
1. In Microsoft Dynamics Business Central, navigate to**Entra applications.**
2. Find the**Ramp connector**and, if you're an Azure admin, click**Grant consent**.
3. Follow the prompts and click**accept**.
### Step 6: Enable the Ramp connector
1. Navigate to**Entra applications**in Microsoft Dynamics Business Central.
2. Search for the**Ramp connector**and change its state from disabled to enabled.
3. Confirm the creation of a user called **Ramp connector**by clicking**yes**.
4. Click open**user permission sets**, so as not to be confused with UserGroups. Then, assign the**Ramp connector**permission set to this user.
5. Ensure that the **Company**field is left blank. Putting anything in this field (even the company you are connecting to) will break the integration.
### Step 7: Finalize the connection
1. Return to Ramp and click **Continue** to complete the setup.
2. You will then be asked if you want to create a new liability account to track your Ramp card balance or use an existing one.
3. Select the appropriate option and click **continue** .
### Step 8: Integration complete
Your Microsoft Dynamics Business Central is now connected to Ramp. Ramp will now sync with your dimensions, such as vendors, and apply them to credit card transactions and employee reimbursements as applicable.
---
# Microsoft Dynamics Business Central integration: Multi-entity management
> Official Ramp Help Center article. Topic: Integrations / Set up Accounting Integrations. [View the canonical page](https://support.ramp.com/microsoft-dynamics-business-central-multi-entity-management-overview).
> **Note:** This article primarily applies to Ramp Administrators.
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
Multi-entity Ramp customers using Microsoft Business Central and the supported multi-entity management extension are able to manage their entities using the guide below.
In order to utilize the Ramp native functionality around entity setup structure the BSSI MEM extension must be installed. The liability and expense side of a transaction will go to the corresponding Ramp entity in Business Central.
> **Important:** A single Ramp account can only connect to one Business Central Company at a time. The BSSI MEM setup supports multiple entities within a single Business Central Company. If your entities are set up across multiple Business Central Companies, you will need a separate Ramp account for each Company.
Alternatively, entities can be denoted as an accounting field on transactions/reimbursements/bills. The name of the accounting field will show in Ramp as "Expense [name of MEM entity dimension name in Business Central]". This accounting field is optional.
- When you code to the accounting field directly for MEM, the liability side of the transaction will still go to the MEM entity associated with the transaction's Ramp entity, but the expense side will go to the accounting field MEM dimension you selected on the transaction/reimbursement/bill.
- What this means is that it will optionally override the entity for just the expense side of the transaction. This creates a cross-entity transaction and Business Central adds the appropriate entity payable/receivable lines automatically.
## Confirm that Ramp supports my multi-entity management provider
**The only multi-entity management extension Ramp supports currently is the [Binary Stream Software extension.](https://appsource.microsoft.com/en-us/product/dynamics-365-business-central/PUBID.binary-stream-software%7CAID.multi-entity_management_na_d365bc%7CPAPPID.e7e4551c-46e4-40a0-98aa-d33dc1d10bde?tab=Overview)**Follow these steps to confirm that you are using this extension:
1. Sign in to your Microsoft Business Central account.
2. Search **Extension Management** and click that option.
3. Search **Multi-Entity Management (NA)** .
If this extension appears, then Ramp can support Multi-Entity Management for your Business Central account. Ramp does not support any other Multi-Entity Management extensions at this time.
## Multi-entity management configuration
Please ensure that your Business Central account is configured to your preferences based on the following information.
To replicate these settings in our app, Ramp pulls the your entity designation from your Business Central account and the concept of a Dimension denotes this designation in Business Central. To confirm which Dimension is representing Entities navigate to **MEM Multi Entity Management Setup.** The Entity Label determines which Dimension is representing your Entity.
## Permission system
When using the BSSI Multi-Entity Management extension, by default, there are security settings that restrict which entities will be visible to a user. In other words, without manually enabling access to all entities in Business Central you will not be able to see journal entries across entities.
To ensure access to all entities, please navigate to **MEM User Security Setup**and ensure all entities are checked.
## Accounting field restrictions
In Business Central, customers using the BSSI Multi-Entity Management extension have the ability to restrict accounting field codings by entity. Ramp can only support two accounting field restrictions: **Items** and **Vendors.** In other words, if you have these two restrictions enabled, then in the Ramp app you will only be able to add values for Items and Vendors that map to the entity of a transaction.
## Connect my BSSI multi-entity Business Central environment to Ramp
Please follow the instructions in this [document](/microsoft-dynamics-business-central-how-to-connect-to-ramp).
## How will my entities appear in Ramp from Business Central
Please review this [document](/ramp-support-for-multi-entity-businesses).
## How information from Ramp will appear in Microsoft Business Central
Please review this [document.](/microsoft-dynamics-business-central-overview)
## Does Ramp support splitting transactions or bills between entities?
Yes, Ramp does support splitting transactions and bills between entities. The liability will always accrue in the Business Central entity the Ramp Entity is associated with, but the expense side can be customized per transaction and per split. Please review this [document](/splitting-transactions-or-reimbursements) which explains how to do this in the Ramp app.
---
# Microsoft Dynamics Business Central integration: Connect a BSSI Multi-Entity Management extension
> Official Ramp Help Center article. Topic: Integrations / Set up Accounting Integrations. [View the canonical page](https://support.ramp.com/microsoft-dynamics-business-central-how-to-connect-a-bssi-multi-entity-management-extension-to-ramp).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
This guide will walk you through the process of connecting Microsoft Dynamics Business Central 365 with a BSSI Multi-Entity Management extension to Ramp, enabling seamless integration for managing your financial data. Please follow these steps carefully to ensure a successful connection.
**Note: The only Multi-Entity Management extension Ramp supports is the [Binary Stream Software extension.](https://appsource.microsoft.com/en-us/product/dynamics-365-business-central/PUBID.binary-stream-software%7CAID.multi-entity_management_na_d365bc%7CPAPPID.e7e4551c-46e4-40a0-98aa-d33dc1d10bde?tab=Overview)**
## Prerequisites
- Customers must have an active Ramp account.
- Customers must have a BSSI Multi-Entity Management extension.
- Customers need to have their Azure Admin for Microsoft Dynamics Business Central assist with setup. The Azure Admin will have the information needed to complete the below setup process.
- Customers can use this link to identify their Azure Admin [https://learn.microsoft.com/en-us/entra/identity/role-based-access-control/permissions-reference](https://learn.microsoft.com/en-us/entra/identity/role-based-access-control/permissions-reference)[.](https://learn.microsoft.com/en-us/entra/identity/role-based-access-control/permissions-reference)
- **Note: on-premises deployments are NOT supported**
### Step 1: Initiate connection from Ramp
1. Sign in to your Ramp account.
2. Navigate to the **Accounting** section on the left sidebar.
3. Click on **Get Started Now** .
### Step 2: Choose Microsoft Dynamics Business Central
1. Select **Microsoft Dynamics Business Central** from the list of options.
2. Sign in to your Microsoft Dynamics Business Central account as prompted.
### Step 3: Connect your company
1. After signing in, you'll be redirected back to Ramp.
2. You'll see a screen asking you to connect a company. Select your account environment (e.g., QA) and the company you wish to connect.
3. Remember, Ramp currently supports connecting to one company at a time.
4. Click **Continue** .
### Step 4: Download and install the Ramp app
1. Click on the link provided to navigate to the AppSource app.
2. Select **Get It Now** and choose the specific environment you're using with Ramp.
3. Click **Install** . The installation might take a few minutes.
### Step 5: Grant consent to the Ramp app
1. In Microsoft Dynamics Business Central, navigate to**Entra Applications.**
2. Find the**Ramp Connector**and, if you're an Azure admin, click**Grant Consent**.
3. Follow the prompts and click**Accept**.
### Step 6: Enable the Ramp connector permission set
1. Navigate to**Entra Applications**in Microsoft Dynamics Business Central.
2.Search for the**Ramp Connector**and change its state from disabled to enabled.
3. Confirm the creation of a user called**Ramp Connector**by clicking**Yes**.
4. Click open**User Permission Sets**, not to be confused with UserGroups.
5. Then, assign the**Ramp Connector**permission set to this user.
### Step 7: Enable the BSSI MEM permission set
1.Click open**User Permission Sets**, not to be confused with UserGroups.
2. Then, assign the **BSSI MEM** permission set to this user.
### Step 8: Map your Business Central entity to a Ramp entity
1. Return to Ramp and click **Continue** to complete the setup.
2. You will then be asked if you want to create a new liability account to track your Ramp card balance or use an existing one.
3. Select the appropriate option and click **Continue** .
4. You will be routed to Ramp's Multi Entity configuration page. Click the **Edit icon.**
5. Next, click on **Change or Assign subsidiary.**
6. Next, click the subsidiary from Business Central that you want to map to your Ramp entity.
7. Finally, click **Save Changes.**
### Step 9: Integration complete
Your Microsoft Dynamics Business Central is now connected to Ramp. Ramp will now synchronize with your dimensions, such as vendors, and apply them to credit card transactions and employee reimbursements as applicable.
---
# Microsoft Dynamics Business Central integration: Purchase order support
> Official Ramp Help Center article. Topic: Integrations / Set up Accounting Integrations. [View the canonical page](https://support.ramp.com/microsoft-dynamics-business-central-purchase-order-support).
## Overview
Ramp supports purchase order (PO) functionality with Microsoft Dynamics Business Central, enabling you to streamline your Procure-to-Pay workflow. With this integration, you can sync Ramp-created POs to Business Central, import existing POs from Business Central into Ramp for bill matching, and enable invoice-to-PO matching when syncing bills.
This feature requires the **Ramp for Business Central** extension version **1.1.0.34** or higher.
## Prerequisites
- Active Ramp Plus account
- Microsoft Dynamics Business Central connected to Ramp ( [setup guide](/microsoft-dynamics-business-central-how-to-connect-to-ramp) )
- **Ramp for Business Central** extension version **1.1.0.34 or higher** installed. See [how to update the extension](/how-to-update-the-ramp-business-central-extension)
## Syncing Ramp POs to Business Central
Purchase orders created via [Ramp Procurement](/get-started-with-procurement) can be synced to Business Central as native Business Central purchase orders.
### What gets synced
When you sync a Ramp PO to Business Central, the following data is transferred:
- **Header fields:** vendor, order date, currency, and global dimensions (Dimension 1 and Dimension 2)
- **Line items:** expense lines (GL account), item lines (inventory item), and charge lines (item charge). Each line includes description, unit cost, quantity, tax code, deferral code, project task, and custom dimensions
- A **deep link** back to the Ramp PO is included on the Business Central purchase order
### How to sync
1. Navigate to your purchase order in Ramp Procurement
2. Complete the accounting coding in the **Accounting** tab (vendor, GL accounts or inventory items, dimensions, etc.)
3. Click the sync button for Microsoft Dynamics Business Central
4. After the initial sync, edits to accounting fields will trigger an automatic re-sync
You can view synced POs from [**Manage spend > Purchase orders**](https://app.ramp.com/procurement/purchase-orders) by filtering by **Accounting sync status**.
### Updating and deleting synced POs
- **Updates:** Changes to the Ramp PO are synced back to Business Central. However, once a PO is in **Released** status in Business Central, it can no longer be updated from Ramp. The PO must be reopened (set back to Draft) in Business Central before Ramp can sync further changes.
- **Deletions:** If a Ramp PO is deleted, the corresponding Business Central purchase order remains in Business Central.
## Importing POs from Business Central
Ramp can import open purchase orders from Business Central so you can match them to bills created in Ramp.
### Enabling PO import
1. Navigate to **Bill Pay > Settings > Importing**
2. Toggle on **Automatically import purchase orders**
### Which POs are imported
- Only POs in **Released** status (approved/finalized POs) are imported from Business Central
- POs that were originally synced **from Ramp** are not re-imported, preventing duplicates
- Closed or fully billed POs are not imported
### Imported PO data
Ramp imports line items (expense, item, and charge types), GL accounts, inventory items, dimensions, tax groups, deferral codes, project tasks, and currency from each Business Central PO.
### Matching imported POs to bills
1. When creating a new bill in Ramp, open **Matching purchase order**
2. Select the imported Business Central purchase order from the list
3. Ramp pre-fills the bill with data from the PO, including line items, coding, and dimensions
4. If the invoice includes a PO number, Ramp uses OCR to automatically suggest a match
You can match multiple bills to a single PO (for partial billing), but you cannot match multiple POs to a single bill.
## Item receipt import and 3-way matching
Ramp imports **Posted Purchase Receipts** (item receipts) from Business Central, enabling 3-way matching: PO, receipt, and bill.
When a bill matched to a PO is synced, Ramp automatically links bill line items to the appropriate receipt lines in Business Central based on quantity received but not yet invoiced.
## Invoice-to-PO matching on bill sync
When you sync a bill that is matched to an imported Business Central PO, Ramp creates a **purchase invoice** in Business Central linked to the original PO. Bill payments sync normally as vendor payments. Once all PO line items are fully billed, the PO closes in Business Central.
## Multi-entity (BSSIMEM) support
For customers using the [BSSI Multi-Entity Management extension](/microsoft-dynamics-business-central-multi-entity-management-overview), purchase order functionality includes full entity support:
- **Outbound sync:** Entity dimension codes are set on PO lines, ensuring the PO is associated with the correct entity in Business Central
- Entity coding follows the same rules as transactions and bills — the entity is determined by the Ramp entity and can be overridden at the line level
## Important Business Central behaviors
- **Manual posting required:** As with all Business Central syncs from Ramp, purchase invoices created from PO-matched bills must be manually posted in Business Central
- **Released POs cannot be updated:** Once a PO is in Released status in Business Central, Ramp cannot modify it. To make changes, reopen the PO in Business Central (set it back to Draft status) before re-syncing from Ramp
- **PO lifecycle:** When a PO is fully billed, Business Central removes it. Ramp marks it as "Fully Billed" automatically
## Frequently asked questions
### Why can't I update a PO that was synced to Business Central?
The PO is in Released status in Business Central and is locked. Reopen the PO in Business Central (set it back to Draft) before re-syncing from Ramp.
### Can I match multiple bills to one PO?
Yes. You can match multiple bills to a single PO for partial billing, but you cannot match multiple POs to a single bill.
### Are non-USD purchase orders supported?
Yes. Ramp syncs the currency from the Business Central PO.
### How often are POs imported from Business Central?
POs are imported daily, and an import refresh also starts when you open [Manage spend > Purchase orders](https://app.ramp.com/procurement/purchase-orders). Refresh timing can vary based on your import settings.
---
# Microsoft Dynamics Business Central integration: Set up sales tax
> Official Ramp Help Center article. Topic: Integrations / Set up Accounting Integrations. [View the canonical page](https://support.ramp.com/microsoft-dynamics-business-central-sales-tax).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
Two conditions must be met for Microsoft Dynamics Business Central to calculate sales tax on a purchase expense line synced from Ramp:
- The expense line must have a **Tax Code** selected in Ramp. The Tax Code populates both **Tax Area** and **Tax Group** on the Business Central journal line.
- The expense G/L account's default **Gen. Posting Type** in Business Central must be **Purchase**.
Business Central uses the journal line's Tax Area and Tax Group with the expense account's purchase posting type when applying its configured tax rules. Setting **Gen. Posting Type** to **Purchase** does not calculate sales tax when the expense line does not have a Tax Code selected in Ramp.
The posting type configuration is managed in Business Central and applies at the G/L account level. Consult your accounting or Business Central administrator before changing ERP tax configuration.
## Select a Tax Code in Ramp
Before syncing, select a **Tax Code** on every applicable purchase expense line in Ramp. Ramp uses the selected Tax Code to populate both Tax Area and Tax Group on the Business Central journal line.
Review [Accounting fields](https://app.ramp.com/accounting#/d/accounting/tracking-categories) to confirm that Tax Code is available. Confirm the correct Tax Code with your accounting or Business Central administrator because it must match your Business Central tax configuration.
## Set expense G/L accounts to Purchase in Business Central
Confirm the intended tax configuration with your accounting or Business Central administrator before completing these steps.
1. In Business Central, open the **G/L Account Card** for an expense G/L account used on purchase expense lines synced from Ramp.
2. Expand the **Posting** section.
3. Set **Gen. Posting Type** to **Purchase**.
4. Confirm that **Purchase** appears as the account's default **Gen. Posting Type**.
The setting is account-specific. Repeat these steps for every expense G/L account that may be used on applicable purchase expense lines synced from Ramp.
---
# Microsoft Dynamics Business Central integration: Update the Ramp extension
> Official Ramp Help Center article. Topic: Integrations / Set up Accounting Integrations. [View the canonical page](https://support.ramp.com/how-to-update-the-ramp-business-central-extension).
## Overview
Updating the Ramp extension in Business Central requires a manual process. This article contains a step-by-step guide for accomplishing this.
This process will ensure you have the latest and greatest features that the extension offers.
## How to update:
### Step 1: Open Business Central
Sign in to your Business Central environment.
### Step 2: Locate the AppSource page:
- Option 1: In the Business Central search bar, type "Microsoft AppSource Apps" and select the related [link](https://learn.microsoft.com/en-us/dynamics365/business-central/admin-manage-appsource-apps).
- Option 2: Go to the "Extension Management" page and then navigate to the "Microsoft AppSource Apps" [page](https://learn.microsoft.com/en-us/dynamics365/business-central/ui-extensions-install-uninstall).
### Step 3: Uninstall the Ramp extension
1. Locate the **Ramp for Business Central** extension.
2. Click **Uninstall** .
3. Ensure the **Delete Extension Data** option is unchecked.
4. Confirm by clicking **Uninstall** .
### Step 3: Reinstall the Ramp extension
1. Go to the **AppSource Marketplace** .
2. Search for **Ramp** .
3. Click **Get it now** .
4. Click **Install** .
### Step 4: Finalize installation
1. Wait for the installation to complete.
2. When a pop-up appears, click the **X** button to close it. You've already granted admin consent, so no further action is needed.
Your Ramp extension is now updated and ready for use.
---
# Acumatica overview
> Official Ramp Help Center article. Topic: Integrations / Set up Accounting Integrations. [View the canonical page](https://support.ramp.com/acumatica-overview).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
This article provides a comprehensive overview of how Ramp integrates with Acumatica, detailing the syncing of transactions, bills, and reimbursements. It explains how Ramp handles different types of transactions and reimbursements in Acumatica, such as syncing cashback redemptions and statement payments. Additionally, it covers multi-entity support, setup instructions, and FAQs, offering insights into transaction statuses and integration for effective financial management.
## Prerequisites
- Customers must have an active Ramp Plus account.
- We recommend the user who connects Ramp is an Acumatica admin.
- Version support:
- Acumatica 2024R1 and later: fully supported
- Acumatica 2023R2 and earlier: partially supported
- In Acumatica 2023R1 and 2023R2, creating refunds as Cash Purchases is not supported. As a result, when a refund is synced to Ramp using either of these versions, it will appear as a Cash Transaction instead of a Cash Purchase. After updating to Acumatica 2024R1, refunds will sync as Cash Purchases with the Cash Return document type.
- Acumatica 2023R1: partially supported
- In Acumatica 2023R1, Ramp cannot grant indefinite access to the Acumatica environment. Because of this, the user who connects Acumatica to Ramp will need to re-enter their Acumatica credentials every 30 days in the Accounting tab. After updating to Acumatica 2023R2, Ramp is granted indefinite access to the Acumatica environment, and this step is no longer required.
- In Acumatica 2023R1 and 2023R2, creating refunds as Cash Purchases is not supported. As a result, when a refund is synced to Ramp using either of these versions, it will appear as a Cash Transaction instead of a Cash Purchase. After updating to Acumatica 2024R1, refunds will sync as Cash Purchases with the Cash Return document type.
- Acumatica 2022R2 and earlier: not supported at all
**Note: If you have an on-premises deployment please contact your Account Manager and have them work with our Solutions team to verify that we can support your instance. Please ensure that the Acumatica URL has acumatica.com in it. If acumatica.com is not in the URL, then Ramp will not support a direct integration because you have an on-premise deployment.**
## Introduction
Our integration with Acumatica ensures your spend data is current and accurate.
### Transaction syncing
- Transactions and reimbursements are synced as cash purchases.
- Bills are synced as bills.
- Statement payments are synced as fund transfers.
- Cashback redemptions are synced as cash transactions.
### Vendor management
- Default vendors are synced.
- New vendors from Bill Pay are created in Acumatica.
- Vendor 2-way sync is supported for mailing address, primary contact details, payment terms, 1099 status, and TIN. For full details, see [Two Way Vendor Information Sync](/two-way-vendor-information-sync) .
### Additional support
- Multi-entity configurations are supported.
- Your chart of accounts is integrated for easy financial coding.
## What Ramp looks like
Here's how the Acumatica Accounting page appears on Ramp. For detailed information about settings, rules, and additional automations provided by Ramp, please refer to the linked[article](/managing-accounting-rules).
## Setup
Please follow these instructions to link[Acumatica to Ramp.](/how-to-connect-acumatica-to-ramp)
### How will transactions appear in Acumatica?
Ramp card transactions show up as cash purchases. We will automatically fill all fields on the cash purchase form linked to the credit card transaction coded within Ramp.
Additionally, if a receipt is attached to a transaction, then Ramp will sync this over in **files**.
### How will reimbursements appear in Acumatica?
Ramp can sync reimbursements as a single cash purchase or in two stages: first as a liability using a payable account, and then as a payment.
### Configure your sync settings
To sync reimbursements in batches, configure your Acumatica sync settings in Ramp.
- In Ramp, go to **Accounting Settings** > **Sync Settings**
- Under **Reimbursements**, select a **Payable Account**
- This account will act as the intermediary for syncing both the reimbursement liability and payment
- For example, you might select an account called “Employee Reimbursements”
### Sync reimbursement transactions
**Reimbursement sync options**
Ramp lets you sync reimbursements either individually or in batches.
By default, reimbursements sync individually.
To sync reimbursements in batches, update your settings:
Step 1: Go to Accounting
Step 2: Select Settings
Step 3: Open Sync Settings
Step 4: Choose Reimbursements
Step 5: Turn on Batch reimbursements based on payments
**Sync reimbursements individually**
Reimbursements that sync individually are recorded as a single cash purchase.
**Sync reimbursements in batches**
- Each reimbursement is sent to Acumatica as a **cash purchase**.
- The cash purchase is linked to the **payable account** you selected in sync settings
- This step creates the liability in Acumatica, but **does not yet include the payment**
You can choose to sync reimbursements in batches or individually. If you sync only part of a batch, Ramp will wait to sync the payment until all related reimbursements are synced.
### Sync the payment
Once all reimbursements in a batch are synced and the required payment and account information is available, Ramp will sync the **payment** to Acumatica.
- In Acumatica, the payment appears as a **funds transfer**
- The **source account** is the checking account defined in your Ramp sync settings
- The **destination account** is the **payable account** you selected (e.g., “Employee Reimbursements”)
- The amount matches the total of all synced reimbursements in that batch
### Example
If you reimburse three employees for a total of $1,701.04:
- Ramp creates three separate **cash purchases** in Acumatica
- A **funds transfer** is created in Acumatica for $1,701.04
- This transfer moves funds from your checking account to the “Employee Reimbursements” account
### How will bills appear in Acumatica?
Ramp bills show up as bills. We will automatically fill all fields on the bill form linked to the bill coded within Ramp.
Note: Ramp cannot sync the bill payment to a bill until the bill is released.
**Bill Lifecycle in Acumatica with Ramp:**
1. Ramp creates the bill
- Depending on your AP Preferences:
- If Hold Documents on Entry is enabled → bills come in On Hold.
- If disabled → bills come in the Balanced status.
- Neither state allows payment application yet.
2. Releasing bills
- Before applying a payment, Ramp attempts to release a bill that is On Hold or Balanced.
- If Ramp cannot release the bill automatically, you or an automated workflow must release it.
- Releasing the bill changes its status to Open, meaning the liability is posted to the GL and ready for payment.
3. Ramp syncs the payment record
- When Ramp drafts the funds, it sends a Bill Payment object to Acumatica.
- The payment document will also be created in a Balanced state.
4. Releasing payments
- Just like bills, payments must also be Released before they close the corresponding bill.
Once released, the bill’s status moves from Open → Closed.
**Pro tip:**
Use Release AP Documents to bulk-release bills and Release Payments to mass-release payments.
### Accounting period handling
Ramp supports editable accounting periods on bills and respects Acumatica posting period rules. For an unsynced bill in a closed accounting period, Ramp updates the accounting date when it can identify the first day of the next open period; see [Sync error: Accounting period closed](/sync-error-accounting-period-closed) for troubleshooting.
### How will statement payments appear in Acumatica?
Ramp statement payments will show up as a fund transfer.
### How will cashback redemption appear in Acumatica?
Ramp cashback redemption will show up as a cash transaction.
### Ramp Checking Account transfers
We sync Ramp Checking Account brokerage orders, accrued yield, and deposits or withdrawals mapped to a GL account and cash account as **Cash Transactions**. We sync transfers between Ramp wallet accounts as **fund transfers**.
### Accounting logic
- Deposits:
- Debit Ramp Checking Account
- Credit opposing account
- Withdraws:
- Debit opposing account
- Credit Ramp Checking Account
### Ramp Checking Account bank feeds
Bank feeds support both Ramp Checking Accounts and Ramp Operating Accounts. They do not support Ramp Investment Accounts.
Please follow the instructions in this[Help Center article](/ramp-checking-account-bank-feeds-acumatica-set-up)for setup.
### How is multi-entity supported?
Ramp supports multi-entity setups in Acumatica, but the process varies depending on how your legal entities are represented in Acumatica. Follow the guidelines below based on your setup:
**Note: Acumatica "Tenants" is not a supported way to represent entities and will required unified sign-in.**
1. **Legal Entities Represented by Branches:**
- If your legal entities are represented by **branches** in Acumatica, you can link each Ramp entity to the corresponding Acumatica branch.
- This setup allows you to manage multiple business entities within a single Ramp instance.
2. **Legal Entities Represented by Companies with Branches Enabled:**
- If your legal entities are represented by **companies** in Acumatica, but branches are enabled, you will link each Ramp entity to the Acumatica branch where you want liability to accrue.
- For expense management, the branch associated with the expense side of the transaction can be customized on a per-transaction line item or per-bill line item basis.
3. **Legal Entities Represented by Companies with Branches Disabled:**
- If branches are disabled in Acumatica, and your legal entities are represented by **companies** , you will see the Acumatica companies as subsidiary options in Ramp.
- In this case, you can directly select the company that corresponds to each legal entity when setting up Ramp.
Please reference [Ramp support for multi-entity](/ramp-support-for-multi-entity-businesses) for more details.
### User-defined fields
Ramp can sync user-defined fields from Acumatica, allowing your team to code transactions, reimbursements, and bills with custom attributes that sync back to your ERP. To appear in Ramp, a user-defined field must meet the following requirements.
**Entity attachment**
The user-defined field must be added to the correct document type in Acumatica under **Customization > Manage User-Defined Fields**:
- To use the field on card transactions and reimbursements, add the user-defined field to **Cash Purchase (AP303000)** .
- To use the field on bills, add the user-defined field to **Bill (AP301000)** .
- To use the field on all three, add the user-defined field to both entity types.
**Supported control types**
| **Control type** | **Behavior in Ramp** |
| --- | --- |
| Combo Box | Appears as a single-select dropdown with predefined values |
| Text | Appears as a free-form text field |
| Checkbox | Appears as a true/false toggle |
| Datetime | Appears as a date field |
Other control types, such as Multi Select Combo, are not currently supported.
**Document-level only**
Ramp supports user-defined fields at the document header level only. Line-item (detail) level user-defined fields are not currently supported.
**Publishing and enabling**
After adding or modifying a user-defined field in Acumatica, publish your customization project for the field to appear in the Acumatica API. Once published, trigger an accounting field refresh in Ramp to discover the new field. Newly discovered user-defined fields are hidden by default. After the refresh completes, go to [**Accounting**](https://app.ramp.com/accounting) > **Settings** > **Accounting fields** and click **Enable in Ramp** next to the field to make it available for coding.
Custom fields created outside of Manage User-Defined Fields are not supported.
## Frequently asked questions
### What status will a transaction from Ramp have when it is synced to Acumatica?
Transactions synced from Ramp start in the 'Balanced' state, which is one state advanced from the 'Hold' state. At this point, they can be moved to the pre-release state or they can be directly released manually or via a batch process from within Acumatica on the Release Payments screen: go to payables -> release payments -> select the Ramp payment method & Ramp card account in cash account, select transactions, and then click **process all** in the menu.
For credit card, reimbursement, and bill transactions, Ramp will sync these in the 'Balanced' state. For statement payments and cashback, Ramp will sync these in the 'hold' state.
### Why does Ramp sync using cash purchases for transactions?
Ramp syncs transactions as cash purchases for several reasons:
Acumatica Demo Data: The Acumatica demo data recorded credit card transactions as cash purchases.
Acumatica Documentation: According to Acumatica's documentation, cash purchases are the correct way to record vendor purchases that do not create a liability to the vendor. This is why they are termed "cash" purchases.
Consultant Recommendations: Our Acumatica consultants have advised that recording Ramp transactions as cash purchases is the most technically accurate method.
### How does Ramp treat hidden Acumatica projects?
If a project is hidden in Acumatica, then it will not populate in Ramp. In other words, Ramp only displays Acumatica projects with the "active" status.
### Why am I prompted to re-enter my Acumatica credentials every 30 days?
In Acumatica 2023R1, Ramp cannot grant indefinite access to the Acumatica environment. Because of this, the user who connects Acumatica to Ramp will need to re-enter their Acumatica credentials every 30 days in the Accounting tab.
After updating to Acumatica 2023R2, Ramp is granted indefinite access to the Acumatica environment, and this step is no longer required.
### Why do refunds sync as Cash Transactions instead of Cash Purchases in Acumatica?
In Acumatica 2023R1 and 2023R2, creating refunds as Cash Purchases is not supported. As a result, when a refund is synced to Ramp using either of these versions, it will appear as a Cash Transaction instead of a Cash Purchase.
After updating to Acumatica 2024R1, refunds will sync as Cash Purchases with the Cash Return document type.
### Why does the Project Task dropdown sometimes only show the project without an associated task?
New Acumatica connections use separate **Project** and **Project Task** fields. For existing connections that use a combined **Project Task** dropdown, a project with only a default task appears as the project name without an associated task.
### How do projects with tasks appear in the Project Task dropdown?
For existing connections that use a combined **Project Task** dropdown, projects with tasks appear in the format "Project Name: Task Name." For example:
- "Project 1: Task 1"
- "Project 1: Task 2"
- "Project 2: Task 1"
- "Project 2: Task 2"
### What is the "Payment Ref" number, and why is it so long?
The "Payment Ref" number is an internal Ramp ID for the transaction. This unique identifier is used internally by the integration to ensure accurate data is recorded in the ERP system. Due to its importance in maintaining data integrity, the number cannot be shortened.
### Does Ramp support bill payment syncs when Pay-by-Line is enabled?
No. At this time, Ramp does **not** support automated bill payment syncs for Acumatica accounts that have **Pay-by-Line enabled**. Supporting this workflow would require a significant custom build that is not currently available.
Will upgrading Acumatica to a new version require re-integration with Ramp?
---
# Acumatica integration: Connect to Ramp
> Official Ramp Help Center article. Topic: Integrations / Set up Accounting Integrations. [View the canonical page](https://support.ramp.com/how-to-connect-acumatica-to-ramp).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
This guide will walk you through the process of connecting Acumatica to Ramp, enabling seamless integration for managing your financial data. Please follow these steps carefully to ensure a successful connection.
## Prerequisites
- Customers must have an active Ramp Plus account.
- We recommend the user who connects Ramp is an Acumatica admin with full access rights.
- Version support:
- Acumatica 2023R2 and later: partially supported
- In Acumatica 2023R1 and 2023R2, creating refunds as Cash Purchases is not supported. As a result, when a refund is synced to Ramp using either of these versions, it will appear as a Cash Transaction instead of a Cash Purchase. After updating to Acumatica 2024R1, refunds will sync as Cash Purchases with the Cash Return document type.
- Acumatica 2023R1: partially supported
- In Acumatica 2023R1, Ramp cannot grant indefinite access to the Acumatica environment. Because of this, the user who connects Acumatica to Ramp will need to re-enter their Acumatica credentials every 30 days in the Accounting tab. After updating to Acumatica 2023R2, Ramp is granted indefinite access to the Acumatica environment, and this step is no longer required.
- In Acumatica 2023R1 and 2023R2, creating refunds as Cash Purchases is not supported. As a result, when a refund is synced to Ramp using either of these versions, it will appear as a Cash Transaction instead of a Cash Purchase. After updating to Acumatica 2024R1, refunds will sync as Cash Purchases with the Cash Return document type.
- Acumatica 2022R2 and earlier: not supported at all
**Note: on-premises deployments are NOT supported. Please ensure that the Acumatica URL has acumatica.com in it. If acumatica.com is not in the URL, then Ramp will not support a direct integration because you have an on-premise deployment.**
### Step 1: Initiate connection from Ramp
1. Sign in to your Ramp account.
2. Navigate to the **Accounting** section on the left sidebar.
3. Click on **Get Started Now** .
### Step 2: Choose Acumatica
1. Select**Acumatica** from the list of options.
2. Sign in to your Acumatica account as prompted.
3. Click continue in Ramp.
### Step 3: Select an Acumatica environment
1. Sign in to your Acumatica account.
2. From your browser, copy the URL and paste it into Ramp.
3. Click continue in Ramp.
**Note: on-premises deployments are NOT supported. Please ensure that the Acumatica URL has acumatica.com in it. If acumatica.com is not in the URL, then Ramp will not support a direct integration because you have an on-premise deployment.**
### Step 4: Add the Ramp customization project into Acumatica
1. Download the Ramp Customization Project.
2. Click the quick link to open "Customization Projects" in Acumatica.
3. From the "Customization Projects" screen, select **Import.**
4. Select **Choose File** and select the **"Ramp.zip"** file from your downloads.
5. After selecting the **Ramp.zip** file, select **Upload.**
6. Click continue in Ramp.
### Step 5: Publish the Ramp customization project in Acumatica
1. After **Ramp.zip** has been uploaded, click the left most checkbox in the **Ramp** customization project row.
2. Next, from the Customization Project tool bar select **Publish** .
3. Wait for the compilation to complete (this can take a few minutes). Once compilation has completed, click **Publish** .
4. Click continue in Ramp.
### Step 6: Finish publishing the Ramp customization project
1. Wait for the publishing to complete (this can take a few minutes). Then select **Close Compilation pane.**
2. You should now see a check box under the " **Published** " column next to the " **Ramp** " project name.
3. Click continue in Ramp.
### Step 7: Retrieve client ID from Acumatica
1. Click the quick link provided in Ramp "Retrieve 'Client ID' in Acumatica."
2. Copy the entire " **Client ID** " (Note: the " **Client Name** " should be **Ramp** ).
3. Paste the " **Client ID"** into Ramp
4. Click continue in Ramp.
### Step 8: Grant permissions in Acumatica
1. In Acumatica, check the box to make sure " **Offline Access** " is selected.
2. Next select " **Yes, Allow** " to be redirected back to Ramp.
Your Ramp and Acumatica accounts are now connected. Next, we recommend **[Creating a Liability Cash Account in Acumatica for Ramp.](/creating-a-liability-cash-account-in-acumatica-for-ramp)**
---
# Acumatica integration: Update the customization project
> Official Ramp Help Center article. Topic: Integrations / Set up Accounting Integrations. [View the canonical page](https://support.ramp.com/how-to-update-the-ramp-acumatica-customization-project).
If Ramp introduces new features or fixes bugs in the Acumatica customization, you may need to update the customization project in your Acumatica instance to benefit from those changes. Follow the steps below to ensure your Ramp customization project is up-to-date.
### Step 1: Open Acumatica and locate customization projects
1. Open your Acumatica instance.
2. In the search bar, type **Customization Projects** and select the **Customization Projects** option that appears.
### Step 2: Open the Ramp customization project
1. In the list of customization projects, locate the **Ramp** customization project that you already have installed.
- Note: This guide is for updating an existing project, not for installing a new one.
2. Click on the **Ramp** customization project to open it.
### Step 3: Replace the customization package
1. Inside the Ramp customization project, go to the **File** menu and select **Replace from Package** .
2. Click **Choose from File** and navigate to the location where you have saved the latest version of the customization project.
3. Select the latest version (e.g., version 007) and click **Open** .
4. Click **Upload** to replace the existing customization with the new version.
- Note: Although it might not appear as though anything has changed, the new version has been uploaded.
### Step 4: Confirm the update
1. To confirm that the update was successful, click on **Web Service Endpoints** within the project.
2. Verify that the version number matches the new version you uploaded (e.g., 007).
### Step 5: Publish the updated customization
1. Once the new version is confirmed, click **Publish** at the top of the screen.
2. Select **Publish Current Project** to apply the update to your Acumatica instance.
3. After publishing, click **Close Compilation Pane** to complete the process.
### Step 6: Finish up
1. Close the customization project page.
2. Your Ramp Acumatica customization project is now updated and ready for use.
By following these steps, you ensure that your Acumatica instance is using the latest version of the Ramp customization project, allowing you to take advantage of new features and bug fixes.
---
# Acumatica integration: Create a liability cash account
> Official Ramp Help Center article. Topic: Integrations / Set up Accounting Integrations. [View the canonical page](https://support.ramp.com/creating-a-liability-cash-account-in-acumatica-for-ramp).
## Overview
You'll need a liability cash account in Acumatica to integrate with Ramp. This article will walk you through the steps to create this and help avoid common pitfalls that ensure a smooth setup.
## Step-by-Step instructions
Follow these steps to get set up (you will need to be an admin in your company's Acumatica account):
**Note: Please go through the process for each ramp entity, and each entity needs its own liability cash account (which can all link to the same GL account).**
### Step 1: Access the cash accounts page
1. Open Acumatica.
2. Search for "Cash Accounts" in the search bar.
3. Click the "+" button to create a new cash account.
### Step 2: Configure the cash account
1. **Cash Account ID:** Type in the desired ID for your new cash account (e.g., 23456). This ID can be any unique number.
2. **Account:** Select the liability GL account. This GL account can be shared across all entities.
- Example: Choose a "Credit Card Liability" GL account if available.
3. **Branch:** Select the branch that corresponds to the Ramp entity. Each Ramp entity should have a different Acumatica branch and a separate cash account.
- Ensure "Restrict Visibility to Branch" is enabled to prevent accidental use with other branches.
4. **Requires Reconciliation:**
- Enable this if you want to use Acumatica's reconciliation feature.
5. **Bank Transactions:**
- Ensure "Match Bank Transactions in Batch Payments" is unchecked. This is not used for Ramp integration.
6. **Corporate Cards:**
- Ensure "Used for Corporate Cards" is unchecked. Checking this will break the integration.
7. **Clearing Account:**
- Ensure "Clearing Account" is unchecked. Checking this will break the integration.
### Step 3: Additional settings
1. **Description:** Add any relevant description for the cash account.
2. **Subaccount:** If not using a subaccount, type in zeros. Note that the length can vary, but must be filled in.
3. **Payment Methods:** Leave this blank. Ramp will automatically create and add the necessary payment methods during the first transaction sync.
### Step 4: Save and refresh
1. Click "Save."
2. Fully refresh the Ramp page where you set the liability account. This refresh ensures the new account appears in the dropdown for liability account selection.
## Additional troubleshooting tips
- If you encounter an error after saving, ensure all required fields are populated, including the subaccount field with zeros if necessary.
- If the new account doesn’t appear in Ramp, double-check that the page has been fully refreshed.
By following these steps, you can successfully create and configure a liability cash account in Acumatica for Ramp integration. If you need further assistance, please refer to our Help Center or contact our Customer Experience team.
---
# Acumatica integration: Create a default vendor for cash purchases
> Official Ramp Help Center article. Topic: Integrations / Set up Accounting Integrations. [View the canonical page](https://support.ramp.com/how-to-manually-create-a-default-vendor-in-acumatica-for-ramp-cash-purchases).
## Overview
You may experience issues with automatically creating a default Ramp vendor for Cash Purchases in Acumatica. This is typically due to non-standard required fields on vendors in your Acumatica instance. This article details the solution to this problem.
## Step-by-Step instructions
Follow these steps to manually create a default vendor in Acumatica:
1. **Open Acumatica:** Sign in to your Acumatica account to begin the process.
2. **Navigate to Vendor Creation:** Search for the Vendors page and create a new record.
3. **Enter Vendor Information:**
- **Account Name:** Enter "Ramp Card".
- **Vendor Name:** Enter "Ramp Card".
- **Vendor ID:** Choose a Vendor ID that fits your existing numbering conventions.
4. **Set Payment Terms:**
- Navigate to the financial tab.
- Ensure that payment terms are set for this vendor.
5. **Save the Vendor:**
- Once all the necessary fields are filled, save the new vendor.
6. **Retry Sync:**
- After saving the vendor, retry syncing with Ramp to ensure the changes take effect.
By following these steps, you can manually create a default vendor to resolve issues with Ramp Cash Purchases in Acumatica. If you encounter any further issues, please reach out for additional support.
---
# QuickBooks Desktop integration: File export
> Official Ramp Help Center article. Topic: Integrations / Set up Accounting Integrations. [View the canonical page](https://support.ramp.com/quickbooks-desktop-file-export-overview).
## Overview
To support QuickBooks Desktop customers, we export the QuickBooks Desktop export file (IIF format) for transactions and reimbursements. IIF exports are not supported for statement payments. Instead, statement payments should be manually entered into QBD.
## Ramp can export data for these 4 fields (not including the memo):
1. Chart of Accounts (Accounting Category)
2. Customer
3. Vendor
4. Class
## Setup
Before exporting IIF files from Ramp, you need to import the chart of accounts and lists from QuickBooks Desktop to Ramp and set the default accounts.
### On QuickBooks Desktop:
- Set up a Ramp Card account of type Credit Card.
- Ensure that an Accounts Payable account (for use with reimbursements) is of type Accounts Payable.
- Ensure that the payment source for reimbursements is of type Bank Account.
- Generate the IIF files to import into Ramp.
- Switch to single-user mode.
- Go to **File > Utilities > Export > Lists to IIF Files** .
- Select Chart of Accounts, Customer, Vendor, and Class (if applicable).
- Click OK to export the IIF file
You should have a Credit Card, Bank and Accounts Payable account in your chart of accounts.
### On Ramp:
- Drop or import the IIF file exported from QuickBooks Desktop into the setup screen to populate the accounting categories.
- Select the Ramp Card credit card account.
- Go back to **Accounting Settings** (click the **Settings** button on the **Accounting** tab).
- Click the **Sync settings** button.
- If you have multiple entities, set the entity in the **Editing settings for** field at the top.
- Select the Ramp Card account you made in QuickBooks Desktop in the **Accounting credit card liability account** field.
- In the **Statement payments** section, select the bank account you want your card payments to come from.
- Set your cash account in the **Select Accounting cash account** field. > **Default Accounts** to set up your default A/P account and cash accounts for reimbursements.
- Set your cashback account in the **Accounting redeemed cashback account** field.
- Set the **Default accounting date** if desired.
- Click the **Save changes** button.
- Change to the **Reimbursements** tab to set the **Accounting reimbursement** **accounts** **payable** , **Reimbursement** **payments** , and reimbursement **Accounting cash account** , then click the **Save changes** button.
If you change your accounting categories on QuickBooks Desktop, you need to update the categories in Ramp as well.
- Re-export the lists from QuickBooks Desktop ( **File > Utilities > Export > Lists to IIF Files** ).
- In Ramp, go to the **Accounting** tab, click the **Settings** button, and click the **Accounting fields** button.
- Find **Need to make changes? Import a new IIF file** and click the link to import the IIF files.
- Note: If nothing populates in the credit card or AP drop downs, make sure they have the correct account type in QuickBooks Desktop.
- The Ramp card account should be type Credit Card.
- The A/P account type should be Accounts Payable.
## Sync to QuickBooks Desktop
See [Syncing transactions & reimbursements on Ramp](/overview-of-ramp-accounting#syncing-financial-transactions-to-your-accounting-provider) to learn about the layout of the Accounting tab, what its subtabs are for, and how to set the default accounting date.
You can sync to QuickBooks Desktop using CSV files or IIF files:
- Click the **Export all** button. The next screen displays the items in the export.
- Click **Export IIF file** to export the items in an IIF file.
- Click the **Export as** and select **Export as CSV file** to export the items in a CSV file.
- Click the **Export as** and select **Export as journal entries** to export the items in a CSV file as journal entries.
- The downloaded file is in your browser's download folder.
- Import the file into QBD. Here's a [helpful guide on importing and exporting in QuickBooks Desktop](https://quickbooks.intuit.com/learn-support/en-us/help-article/import-export-data-files/import-export-data-quickbooks-desktop/L9KS42UxP_US_en_US) .
- Note: Ramp does not support IIF file exports for statement payments.
## Transactions in QuickBooks Desktop
> **Note:** To import an IIF file into QuickBooks Desktop, a user needs Administrator or External Accountant privileges. Thus, any user managing this process who is not one of these roles needs to have permissions updated. For more information regarding permissions, please visit this [article](/permissions-needed-to-import-an-iif-file).
An IIF file exported from Ramp can be uploaded into QuickBooks (in single-user mode only) via **File**> **Utilities**> **Im****port**> **Import** **IIF**. Select the file and click the **OK**button to import. (Tip: Back up the local QuickBooks company file first).
If you have any windows open, you will see this:
Click the OK button to close any open windows and open the IIF import dialog:
You can select a file to Import. The dialog only accepts files with an IIF extension.
In the above dialog, the IIF has been successfully imported. In this instance, a list item (in this case, a vendor) has also been successfully imported, and the transaction has also been imported.
The data shows up on the QuickBooks Desktop Bills screen as a Paid Transaction:
It shows up under Vendor Transactions:
Click on the transaction view details of the split and the expense accounts it has been allocated to:
No categorization step is required on the QuickBooks side, as this has been done on the Accounting tab in Ramp, and no separate import of vendors is required either.
> **Note:** If you get an error message, QuickBooks Desktop generates another IIF file with error messages for each failed import. Use Excel to view the file and get the error message(s). If you contact Support about a failed sync, please attach this file to aid in troubleshooting.
## Statement payments in QuickBooks Desktop
You cannot export statement payments in IIF files. Instead, the recommended procedure is to enter the payment in QuickBooks Desktop manually.
## Reimbursements in QuickBooks Desktop
After the IIF file is imported into QuickBooks, go to each Employee, open up a Bill and click **Pay** **Bills**.
On this screen, select each bill, click **Set Credits**, and then find the corresponding General Journal entry for the Bill:
Click **Done**. You will need to repeat this for each paid bill (QuickBooks Desktop does not allow bulk actions).
Finally, click the **Pay Selected Bills** button, marking these as Checks. You can add them as **To be printed** or **Assign Check Number** - your preference.
You will receive this confirmation screen:
Click **Done**, and the bills against those employees will be marked as paid.
## Accounting period handling
Ramp supports editable accounting periods on bills. If a bill's date falls within a closed accounting period in QuickBooks Desktop, update the accounting date in Ramp before exporting.
## Bill Pay
Bill Pay for QuickBooks Desktop is available. For more information, please reference this [article](/bill-pay-for-universal-csv-and-quickbooks-desktop-setup).
---
# QuickBooks Desktop integration: API connection overview
> Official Ramp Help Center article. Topic: Integrations / Set up Accounting Integrations. [View the canonical page](https://support.ramp.com/quickbooks-desktop-integration-api-overview).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
This article provides a detailed overview of how Ramp integrates with QuickBooks Desktop, covering the syncing of transactions, bills, reimbursements, and statement credits. It explains how Ramp handles various types of transactions in QuickBooks Desktop, including cashback redemptions, creating bills, and managing negative transactions. Additionally, it provides setup instructions and answers to common questions, ensuring effective financial management through seamless integration.
## What Ramp looks like
Here’s how the QuickBooks Desktop Accounting page appears on Ramp. For detailed information about settings, rules, and additional automations provided by Ramp, refer to the linked article.
## Transaction syncing
- **Transactions:** Transactions synced from Ramp appear in QuickBooks Desktop as credit card charges.
- **Reimbursements:** Reimbursements are synced as bills, with each reimbursement coded to a specific user. Ramp automatically creates a vendor for each user, syncs the bill to that vendor, and creates a bill payment to pay the bill automatically. This improves upon the IIF method, which required manual matching of payments to bills.
- **Bills:** created in Ramp are synced as bills in QuickBooks Desktop, with support for multi-line item bills. Ramp also supports coding inventory items on bills, improving upon the IIF method.
- **Statement Payments:** These are synced as a transfer of funds in QuickBooks Desktop.
- **Cashback Redemptions:** Synced as a direct journal entry which includes a debit and credit in QuickBooks Desktop. Cashback redemptions are categorized under an income account in QuickBooks Desktop.
## Vendor management
- **Vendors:** When creating a bill for a new vendor in Ramp, if the vendor doesn't already exist in QuickBooks Desktop, Ramp will automatically create the vendor in QuickBooks Desktop. For credit card transactions without a matching vendor, Ramp creates a vendor using the merchant's name.
## Setup
**Please follow these steps to link**[**QuickBooks Desktop to Ramp**](/how-to-connect-quickbooks-desktop-to-ramp#step-1-install-the-quickbooks-web-connector)**.**
Key terms to know:
- **QuickBooks Company File (.qbw):** Stores all your customers, accounts, vendors, and transactions. It can reside on a single computer or a shared network folder.
- **QuickBooks Web Connector:** A tool that facilitates communication between QuickBooks Desktop and web services like Ramp. If you don't have it, you can [download it here](https://developer.intuit.com/app/developer/qbdesktop/docs/get-started/get-started-with-quickbooks-web-connector) .
- **QuickBooks Desktop Instance:** The actual QuickBooks Desktop application running on your computer or a remote desktop.
- **Remote Desktop Hosting (e.g., Rightworks/Ace Cloud Hosting):** A service that allows you to access QuickBooks Desktop via a remote server. Specific setup steps may be required if you're using one.
- **Integration Partner (Conductor):** Ramp's trusted partner that assists with the integration process. You'll receive a link from them during setup.
To ensure a smooth setup, please prepare the following:
**1. Check QuickBooks Versions Installed**
- **Verify Installed Versions:**
- Go to **Control Panel** > **Programs and Features** (or **Uninstall a Program** ).
- Look for **QuickBooks Desktop** in the list.
- **Important:** Only one version of QuickBooks Desktop should be installed. If you have multiple, please [uninstall the older versions](https://docs.conductor.is/help/guides/ensure-only-one-version-installed) .
**2. Determine the Number of Company Files**
- **How Many Company Files Do You Have?**
- Each company file represents a separate business entity.
- **Note:** Ramp connects to one QuickBooks company file per Ramp account. If you have multiple company files, you'll need to set up separate Ramp accounts for each. In this case, our [QuickBooks Desktop IIF integration](/quickbooks-desktop-file-export-overview) will be more suitable for you.
**3. Identify How You Access QuickBooks**
- **Do You Use a Remote Desktop or Local Computers?** **If You Use a Remote Desktop:** **If You Use Local Computers:**
- **Who Set It Up?** Often managed by an external IT service.
- **Is It Hosted by Rightworks?** If yes, you'll need to follow [these steps](https://docs.conductor.is/help/guides/rightworks) during setup.
- **Access to Web Browser:** Ensure you can use a web browser on the remote desktop.
- **Availability:** The remote desktop requires the Web Connector to be running at all times. Be sure the computer is on and accessible by the network.
- **How Is the Company File Shared?** Common methods include shared network drives or services like Dropbox.
- **Multiple Users Syncing Data:** If more than one person will sync data, the file path (e.g. `Q:Users/Documents/QuickBooks/MyCompanyFile.qbw` ) to the company file must be identical on all computers.
## How transactions appear in QuickBooks Desktop
Ramp card transactions are synced as credit card charge in QuickBooks Desktop. Ramp automatically fills all fields on the credit card charge form, linked to the credit card transaction coded within Ramp. To locate a synced transaction -> Navigate to Banking -> Click Use Register -> Select Ramp Card -> Identify the transaction that was synced.
## How reimbursements appear in QuickBooks Desktop
Ramp syncs employee reimbursements to QuickBooks Desktop in two stages:
1. Reimbursements are recorded as **vendor bills**, and
2. Once all bills in a batch are synced, Ramp syncs a **bill payment** that clears those bills.
## Sync reimbursements
When you initiate a sync in Ramp:
- Each reimbursement is created as a **bill** in QuickBooks Desktop
- The bill remains **open** until a corresponding payment is synced
- If you only sync a partial batch (e.g., 2 out of 3 reimbursements), the **payment will not sync yet**
> **Note:** 🔍 Example:You sync two reimbursements from a batch of three. QuickBooks Desktop will show two open bills. The payment will not appear until all three reimbursements in the batch are synced.
## Sync the remaining reimbursements and payment
Once the final reimbursement in a batch is synced:
- Ramp automatically syncs a **bill payment** to QuickBooks Desktop
- This payment matches the total of the synced reimbursement bills.
- The bill payment **closes out** all related bills
## Example
Suppose you reimburse three employees in a batch totaling **$984.80**:
- Ramp syncs three bills to QuickBooks Desktop, each representing one reimbursement
- After all three bills are synced, Ramp syncs a single **bill payment** for $984.80
- This payment is applied to the three bills, marking them as paid
## How bills appear in QuickBooks Desktop
Bills created in Ramp are synced as bills in QuickBooks Desktop, including support for multi-line item bills. All fields on the bill form linked to the transaction coded in Ramp are automatically populated. To locate a synced transaction in QuickBooks Desktop, navigate to Banking → click Use Register → select the A/P account used in Ramp → identify the synced transaction.
## Accounting period handling
Ramp supports editable accounting periods on bills. If a bill's date falls within a closed accounting period in QuickBooks Desktop, update the accounting date before syncing.
## How statement payments appear in QuickBooks Desktop
Statement payments are synced as a transfer of funds in QuickBooks Desktop. To locate a synced transaction -> Navigate to Banking -> Click Use Register -> Select Ramp Card -> Identify the transaction that was synced.
## How cashback redemptions appear in QuickBooks Desktop
Cashback redemptions are synced as a direct journal entry which includes a debit and credit in QuickBooks Desktop. These are typically categorized under an income account. To locate a synced transaction -> Navigate to Banking -> Click Use Register -> Select Ramp Card -> Identify the transaction that was synced.
## Ramp Checking Account transfers
We sync Ramp Checking Account wallet transfers as journal entries in QuickBooks Desktop.
## Accounting logic
- Deposits:
- Debit Ramp Checking Account
- Credit opposing account
- Withdraws:
- Debit opposing account
- Credit Ramp Checking Account
## Supported ERP fields
Below fields are only currently supported when syncing open loop transfers.
- `Category`
- `Vendor`
- Required when category is `Accounts Payable`
- `Customer`
- Required when category is `Accounts Receivable`
## Handling negative transactions
Ramp allows for the syncing of transactions with negative amounts in QuickBooks Desktop. These transactions can be split across different accounts.
## Frequently asked questions
### What fields does Ramp support for QuickBooks Desktop integration?
Ramp supports Accounting category, Class, Customer / Job, and Item (supported on Bills only).
### What status will a transaction from Ramp have when it is synced to QuickBooks Desktop?
Transactions synced from Ramp appear as credit card charge in QuickBooks Desktop. They will be in a state ready for review or further processing.
### What versions of QuickBooks Desktop does the integration support?
Ramp supports every version, variant, and edition of QuickBooks Desktop since 2018, including:
- QuickBooks Enterprise Solutions - any version or year Any edition: Accountant, Contractor, Manufacturing and Wholesale, Nonprofit, Professional Services, Retail.
- QuickBooks Premier (Plus) - 2018 or later
Any edition: Accountant, Contractor, Manufacturing and Wholesale, Nonprofit, Professional Services, Retail.
- QuickBooks Desktop Pro (Plus) - 2018 or later
- QuickBooks Accountant Desktop (Plus) - 2018 or later
### Why does Ramp sync transactions as credit card charges?
Ramp syncs transactions as credit card charges to align with QuickBooks Desktop's best practices for recording expenses.
### How does Ramp sync receipts?
For transactions, reimbursements, & bills receipts we will sync over a url link to the receipt in Ramp in the memo field. We are not able to sync over a PDF directly due to a limitation in the QuickBooks Desktop API.
### Does the Ramp & QuickBooks Desktop integration support Procurement?
Currently, there is no plan to support procurement. Please reach out to your Account Manager to provide feedback.
### How does Ramp handle vendor names in QuickBooks Desktop?
QuickBooks Desktop has a character limit for vendor names (41 characters). If a vendor name exceeds this limit, Ramp will sync a shortened version of the name.
### How does Ramp handle Multi-Entity QuickBooks Desktop companies?
Ramp does not support Multi-entity for QuickBooks Desktop companies through a single Ramp instance when using the API. For each QuickBooks Company File within your QuickBooks Desktop account, you will need a separate Ramp instance. You will be able to navigate across each Ramp instance by leveraging [unified sign-in](/unified-login).
### Does Ramp support QuickBooks Desktop data hosted by Rightworks?
Yes, we do support Rightworks.
### Does QuickBooks Desktop API support the match transactions to open bills feature?
Yes, it does, for more information on this feature please review [Match transactions to open bills](/match-transactions-to-open-bills).
### Does QuickBooks Desktop API support syncing an invoice PDF from Ramp to QuickBooks Desktop?
No, we do not currently support this functionality.
### Does QuickBooks Desktop API support class tracking?
Yes, we do support classes.
### Does Ramp automatically sync open and paid Bills to QuickBooks Desktop?
Ramp does not automatically sync bills in case the connection goes offline, bills can be synced by manually clicking in the accounting tab.
---
# QuickBooks Desktop integration: Connect to Ramp
> Official Ramp Help Center article. Topic: Integrations / Set up Accounting Integrations. [View the canonical page](https://support.ramp.com/how-to-connect-quickbooks-desktop-to-ramp).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
This guide will walk you through the process of connecting QuickBooks Desktop to Ramp, enabling seamless integration for managing your financial data. Please follow these steps carefully to ensure a successful connection.
**Video walkthrough:** Connect QuickBooks Desktop to Ramp through the API. Best if QuickBooks Desktop is your accounting system and you want transactions to sync cleanly between Ramp and QBD. [Watch the video](https://www.youtube.com/watch?v=ZeDHezEcr6M).
## Key terms to know
- **QuickBooks Company File (.qbw):** Stores all your customers, accounts, vendors, and transactions. It can reside on a single computer or a shared network folder.
- **QuickBooks Web Connector:** A tool that facilitates communication between QuickBooks Desktop and web services like Ramp. If you don't have it, you can [download it here](https://developer.intuit.com/app/developer/qbdesktop/docs/get-started/get-started-with-quickbooks-web-connector).
- **QuickBooks Desktop Instance:** The actual QuickBooks Desktop application running on your computer or a remote desktop.
- **Remote Desktop Hosting (e.g., Rightworks/Ace Cloud Hosting):** A service that allows you to access QuickBooks Desktop via a remote server. Specific setup steps may be required if you're using one.
- **Integration Partner (Conductor):** Ramp's trusted partner that assists with the integration process. You'll receive a link from them during setup.
## Before you begin
To ensure a smooth setup, please prepare the following:
**1. Check QuickBooks Versions Installed**
- **Verify Installed Versions:**
- Go to **Control Panel** > **Programs and Features** (or **Uninstall a Program** ).
- Look for **QuickBooks Desktop** in the list.
- **Important:** Only one version of QuickBooks Desktop should be installed. If you have multiple, please [uninstall the older versions](https://docs.conductor.is/help/guides/ensure-only-one-version-installed) .
**2. Determine the Number of Company Files**
- **How Many Company Files Do You Have?**
- Each company file represents a separate business entity.
- **Important note:** Ramp connects to one QuickBooks company file per Ramp account. If you have multiple company files, you'll need to set up separate Ramp accounts for each. Therefore, we recommend moving forward with our IIF integration: [QuickBooks Desktop file export overview](/quickbooks-desktop-file-export-overview) .
**3. Identify How You Access QuickBooks**
**If You Use a Remote Desktop:**
- **Who Set It Up?** Often managed by an external IT service.
- **Is It Hosted by Rightworks?** If yes, you'll need to follow [these steps](https://docs.conductor.is/help/guides/rightworks) during setup.
- **Access to Web Browser:** Ensure you can use a web browser on the remote desktop.
- **Availability:** The remote desktop should be online as much as possible, ideally 24/7.
**If You Use Local Computers:**
- **How Is the Company File Shared?** Common methods include shared network drives or services like Dropbox.
- **Multiple Users Syncing Data:** If more than one person will sync data, the file path (e.g. `Q:Users/Documents/QuickBooks/MyCompanyFile.qbw` ) to the company file must be identical on all computers.
## Step-by-step instructions
### Prerequisites
- **Administrative Access:** Ensure you have administrative rights to both Ramp and QuickBooks Desktop.
- **Access Method Identified:** Know whether you use QuickBooks on a local machine or via a remote desktop.
- **Single-user mode:** During initial setup, open QuickBooks Desktop in single-user mode (**File** > **Switch to Single-user Mode**). The initial connection must be authorized in single-user mode.
### Step 1: Install the QuickBooks Web Connector
If you can't find the Web Connector on your machine (search in the Start menu for "Web Connector"), you'll need to install it.
It is also recommended to follow [this guide](https://docs.conductor.is/help/guides/ensure-web-connector-opens-at-startup) to automatically open the Web Connector on startup.
### For Rightworks users
- **Install via Rightworks:**
- Sign in to [apps.rightworks.com](https://apps.rightworks.com) .
- Follow the prompts to install the Web Connector.
- **Note:** Here's a [guide for Rightworks installation](https://docs.conductor.is/help/guides/rightworks) .
### Step 2: Initiate connection from Ramp
1. Sign in to your Ramp account.
2. Navigate to the **Accounting** section on the left sidebar.
3. Click on **Get Started Now** .
### Step 3: Choose QuickBooks Desktop (API)
1. Select**QuickBooks Desktop (API)** from the list of options.
### Step 4: Open the Conductor link in your browser
1. Before proceeding, ensure you’re operating on the same machine as your installed QuickBooks Desktop instance.
2. Follow the onscreen instructions, as shown below:
### Step 5: Follow the directions from Conductor
1. Once the Conductor link has been opened in your browser, follow the steps on screen to connect Ramp and QuickBooks Desktop.
2. After completing the necessary steps via Conductor, return to Ramp and click "Verify connection" button to activate your QuickBooks Desktop connect.
Your Ramp and QuickBooks Desktop accounts are now connected.
## Troubleshooting connection errors
If Conductor is unable to sync your QuickBooks Desktop data, you may see the following error:
**"Your QuickBooks Desktop connection is not active. It was last active..."**
- Please review the troubleshooting steps here: [How to fix: "Your QuickBooks Desktop connection is not active"](/how-to-fix-your-quickbooks-desktop-connection-is-not-active)
---
# QuickBooks Desktop integration: Permissions for IIF file import
> Official Ramp Help Center article. Topic: Integrations / Set up Accounting Integrations. [View the canonical page](https://support.ramp.com/permissions-needed-to-import-an-iif-file).
## Overview
By default, only an Administrator or an External Accountant can import an IIF file into a QuickBooks File. Thus, any user managing this process who is not in one of these roles needs to have permissions updated to be able to import successfully.
## Three options to update permissions:
- Change the user to one of the roles that allows Import (Administrator or External Accountant)
- Change the role applied to that user to allow imports and have the permissions below:
- Create a new role (e.g.) Importer that allows import and have the permissions below, and assign that role to the user. Explained further below
## Create a new role, called importer, with the following permissions granted:
- File - Import - Full
- Accounting - General Journal - Create
- Banking - Credit Card Charges - Create
- Centers - Vendor Center - Create & Modify
- Customers & Receivables - Credit Card Refunds - Create
- Lists - Chart of Accounts - View List & View Balance
## Add the importer role to the list of roles that this user has:
## And save the user. We can now see the user has both roles:
## If I then sign in with this role:
I should be able to import an IIF file that contains a list of vendors and a list of credit card charge transactions and refunds.
---
# QuickBooks Desktop integration: Connect to multiple company files
> Official Ramp Help Center article. Topic: Integrations / Set up Accounting Integrations. [View the canonical page](https://support.ramp.com/connect-to-multiple-quickbooks-company-files-on-a-single-computer).
[Link to Conductor partner.](https://docs.conductor.is/help/guides/multiple-connections-one-computer)
Most QuickBooks Desktop users work in a single company file, the local file that holds all of a company’s accounting data. If you work with multiple company files on the same Windows computer, you can still sync each file with your QuickBooks Desktop integration. The key is that every company file gets its own Web Connector connection and QuickBooks Desktop must stay open with no file loaded.
This guide explains exactly how to set that up, why the “blank” QuickBooks window is required, and what performance trade-offs to expect.
## 1. Create a Web Connector connection for each company file
You will run your integration’s usual QuickBooks Desktop setup flow once per file.
**Open the first company file in QuickBooks Desktop**
Start QuickBooks Desktop and open the company file you would like to connect first. Sign in as the Admin user.
**Run the QuickBooks Desktop setup flow for your integration**
Follow the on-screen steps exactly as you would for a single-file installation. When you finish, a new row appears inside the QuickBooks Web Connector that is linked to only this company file.
**Repeat for the remaining company files**
Close the first file, open the next company file, and rerun the setup flow. Keep repeating until every company file on the machine has its own connection.
When you are done the Web Connector will look similar to the screenshot below, one connection per company file:
The Web Connector after creating multiple separate connections – one per company file.
## 2. Keep QuickBooks running without any company file loaded
QuickBooks Desktop must stay open with no company file whenever your integration needs to sync data. This lets the Web Connector open the correct file on-demand, complete the request, and then close it again.
**How to return QuickBooks to the No Company Open” state**
- Open QuickBooks Desktop.
- Go to the “File” menu.
- Select “Close Company”.
Why is this blank QuickBooks window necessary?
The [QuickBooks Web Connector](https://docs.conductor.is/help/faq/end-user-faq#what-is-the-quickbooks-desktop-web-connector) has certain limitations when working with multiple company files on a single computer:
1. The Web Connector can only talk to one company file at a time.
2. It only talks to the file that is currently open in QuickBooks Desktop.
3. It will *not* force QuickBooks to switch files if another user already has a different file open.
However, if QuickBooks Desktop itself is open but *no* company file is loaded, the Web Connector is allowed to:
1. Open the file that matches the incoming request.
2. Process the queued operations.
3. Close that file again, returning QuickBooks to the blank state.
That simple workflow makes it possible to serve multiple company files from one computer without disrupting anyone’s work.
## 3. Best practices for a reliable multi-file setup
- **Use a dedicated Windows server:** Most users managing multiple company files already have a Windows server in their office dedicated to managing their QuickBooks Desktop company files. \*\*Set up the Web Connector connections on this server and keep QuickBooks running there instead of on someone’s everyday workstation. \*\*That prevents a user from accidentally opening the wrong file and blocking syncs.
- **Launch QuickBooks Desktop automatically on startup.** Add QuickBooks to the computer’s startup programs or create a Task Scheduler entry that opens it a minute after boot. This ensures QuickBooks Desktop is always open whenever the computer/server restarts, which eliminates the extra delay of QuickBooks Desktop having to launch every time you sync.
- **Technical performance considerations**
- Increased request time: Keeping QuickBooks Desktop open without a company file loaded adds 20-40 seconds to each request due to the time it takes to load a company file. However, when your integration sends numerous requests for the same company file in quick succession, the Web Connector will resolve the sequence rapidly because the company file is kept open between these requests.
- Serial processing: The Web Connector can only process requests for one company file at a time because it can only communicate with QuickBooks Desktop when one company file is loaded. Therefore, we manage your requests in a queue, ensuring that the Web Connector processes them serially, opening and closing the appropriate company file for each request.
## 4. Troubleshooting tips
- If a sync fails with an error about “the wrong company file is open”, switch QuickBooks back to the No Company Open window and try again.
- Make sure only one copy of QuickBooks Desktop is installed. Multiple versions can confuse the Web Connector. [See our guide on ensuring only one version of QuickBooks Desktop is installed.](https://docs.conductor.is/help/guides/ensure-only-one-version-installed)
- If you receive an error that says “Your QuickBooks Desktop connection is not active. It was last active…”, [see our guide on for troubleshooting this error.](https://docs.conductor.is/help/connection-errors/connection-not-active)
---
# QuickBooks Desktop integration: Move or reconnect on a new computer
> Official Ramp Help Center article. Topic: Integrations / Set up Accounting Integrations. [View the canonical page](https://support.ramp.com/how-to-move-or-reconnect-your-quickbooks-desktop-qbd-integration-to-a-new-computer).
**Follow these steps to move your QuickBooks Desktop (QBD) connection to a new computer or to re-establish the connection:**
**Step 1:** Sign in to your Ramp account.
**Step 2:** Navigate to the **Accounting** tab.
**Step 3:** Click on **Settings** in the top-right corner.
**Step 4:** Copy the **Reconnect QuickBooks Desktop** URL.
**Step 5:** On the new computer where QuickBooks Desktop is installed, paste the URL into your browser and open it.
**Step 6:** Follow the on-screen instructions to complete the connection setup.
Once you’ve completed the setup, your QuickBooks Desktop integration will be ready to use on the new computer.
---
# QuickBooks Desktop integration: Move connection to a different computer
> Official Ramp Help Center article. Topic: Integrations / Set up Accounting Integrations. [View the canonical page](https://support.ramp.com/move-your-quickbooks-desktop-connection-to-a-different-computer).
[Link to Conductor partner.](https://docs.conductor.is/help/guides/move-computers)
Learn how to transfer your QuickBooks Desktop connection to a different computer for the same company file.
### Disable the connection on your current computer
Before setting up the new connection, follow this guide to disable the existing connection on your current computer.
**Important:** It is essential to complete this step first to avoid synchronization conflicts with your new computer’s connection.
### Prepare QuickBooks Desktop on the new computer
1. Launch QuickBooks Desktop on your new computer.
2. Open the company file you want to connect.
3. Sign in using your QuickBooks Admin user credentials.
4. Ensure you’re using the **exact same company file as before** . The file path can be different, but it must be the same QuickBooks company file.
### Install the new connection
1. Return to the setup guide, click **“Download config file”** , and then open the downloaded configuration file.
2. QuickBooks Desktop might not show the permissions prompt when adding the new connection because you previously authorized access to this company file on your old computer. This is normal and doesn’t indicate any problem with the setup.
### Complete the connection setup
Follow the remaining steps in the setup guide. When complete, the final step of the guide will confirm that the connection is successful.
You have now successfully moved your connection to a different computer.
If you encountered any unexpected issues while following these steps, please email us at support@conductor.is.
---
# QuickBooks Desktop integration: Conductor partner frequently asked questions
> Official Ramp Help Center article. Topic: Integrations / Set up Accounting Integrations. [View the canonical page](https://support.ramp.com/quickbooks-desktop-faqs-about-conductor-partner).
[Link to Conductor](https://docs.conductor.is/help/faq/end-user-faq)
**What is this FAQ guide for?**
This FAQ guide is written for end-users of Conductor’s QuickBooks Desktop integration. It aims to answer any questions about your QuickBooks Desktop connection and Conductor, the technology provider powering it.
**How does the integration connect with QuickBooks Desktop?**
The integration uses the QuickBooks Web Connector, a built-in feature of QuickBooks Desktop designed for secure data synchronization. It employs robust user authentication and SSL (Secure Socket Layer) encryption to ensure your data is encrypted during transmission and protected from unauthorized access.
**Do you store any of my QuickBooks Desktop data?**
No, we do not store any of your QuickBooks Desktop data. The integration acts as a secure conduit, facilitating information transfer between your QuickBooks Desktop and the software you are using without retaining any of that information.
**What is the QuickBooks Desktop Web Connector?**
The QuickBooks Web Connector is a program preinstalled with QuickBooks Desktop. It securely syncs your data and operates in the background on your computer. It starts automatically with your computer, ensuring reliable data synchronization. You may only interact with it during the initial setup of your QuickBooks Desktop connection.
**What security measures does the integration implement to secure data?**
The integration employs the following security measures:
- **SSL Encryption** : Ensures secure data transmission.
- **Encrypted API Keys** : Allows only authorized software to access your data.
- **Zero Data Storage Policy** : We don’t store your QuickBooks data, preserving your privacy.
- **Continuous Monitoring** : Systems are monitored for unusual activity to prevent unauthorized access.
**Does the integration impact the speed or performance of QuickBooks Desktop?**
No, the integration does not slow down QuickBooks Desktop because:
- It operates via the lightweight Web Connector in the background.
- Data requests are limited to 500 records at a time to prevent performance issues.
- The Web Connector checks for new requests every 10 seconds without affecting Windows system performance.
- No performance issues have been observed or reported.
**Which data from QuickBooks Desktop can the integration access?**
The integration can read and write most data types in QuickBooks Desktop except for sensitive information like Social Security Numbers and customer credit card details. Full data access is necessary because the Web Connector doesn’t support limited permissions.
**Does my computer need to be powered on to sync my QuickBooks Desktop data?**
Yes, your computer must be powered on for the integration to sync data.
**Does QuickBooks Desktop need to be open to sync my data?**
No, the integration can sync data even if QuickBooks Desktop is not open. However, an error will occur if QuickBooks Desktop is open to a different company file.
**Does my computer need to sign in as the Admin user to sync my data?**
No, Admin access is only required during the initial setup process. After setup, you can use a regular QuickBooks Desktop user account.
**Is it a problem if the Web Connector says “Update postponed by application”?**
No, this message is normal and indicates that the Web Connector checked for updates but no sync was needed.
**How often does the integration access my QuickBooks data?**
The frequency of data access depends on the software you are using. Syncs typically occur when initiated by you (e.g., clicking a “sync” button). For details, contact your software provider.
**Does the integration work with Rightworks (formerly called Right Networks)?**
Yes, the integration fully supports QuickBooks Desktop on Rightworks. Please refer to the **Connecting to Rightworks guide** for setup instructions.
**How can I disable the QuickBooks Desktop connection?**
Follow the provided guide to disable the QuickBooks Desktop connection.
**Who is Conductor?**
Conductor is the technology provider powering the QuickBooks Desktop integration for your software. We specialize in creating secure, reliable connections between software platforms to ensure smooth and safe data flow.
**Any other questions?**
If you have further questions, consult other guides in the sidebar, contact your software provider, or email us at **[support@conductor.is]()**.
---
# Zoho Books overview
> Official Ramp Help Center article. Topic: Integrations / Set up Accounting Integrations. [View the canonical page](https://support.ramp.com/zoho-books-overview).
## Overview
Our direct integration with Zoho Books allows you to easily transfer information from Ramp to Zoho Books, ensuring your spend data is current and accurate.When Ramp is connected to Zoho Books, it gathers all necessary data for classifying your transactions and this article covers all the basics.
## What does Ramp look like
Here's how the Zoho Books Accounting page appears on Ramp. For detailed information about settings, rules, and additional automations provided by Ramp, please refer to the linked[article](/managing-accounting-rules).
## Setup
Please follow these instructions to connect Zoho Books to Ramp: /how-to-connect-zoho-books-to-ramp
## How will transactions appear in Zoho Books
Ramp card transactions show up as expenses in Zoho Books. Each expense in Zoho Books will include the information from the fields you entered in Ramp (including receipts) and two journal lines:
- Credit Ramp Card Liability Account
- Debit Expense Account
## How will reimbursements appear in Zoho Books
When you sync reimbursements from Ramp to Zoho Books, each reimbursement is created as a **bill**. These bills include all the details entered in Ramp, such as category, memo, and receipt.
Each bill will include two journal lines:
- **Debit**: Expense Account
- **Credit**: Cash Account
If multiple reimbursements are processed together, they will appear in Zoho Books as **individual bills** linked to a **single payment**. This payment will reflect the total amount for all the synced reimbursements in that batch.
## How will bills appear in Zoho Books?
Bills from Ramp will show up as bills in Zoho Books. Each bill in Zoho Books will include the information from the fields you entered in Ramp (including receipts) and two journal lines:
- Credit AP account
- Debit Expense Account
## How will statement payments appear in Zoho Books?
Statement payments from Ramp will show up as card payments in Zoho Books. Each statement payment in Zoho Books will include two journal lines:
- Credit Revenue or Expense Account
- Debit Ramp Card
Navigate to **Banking** -> select **Ramp Card**under Active accounts -> find card payment transaction.
## How will cashback appear in Zoho Books?
Cashback redemptions from Ramp will show up as refunds in Zoho Books. Each cashback redemption in Zoho Books will include the information from the fields you entered in Ramp and two journal lines:
- Credit Revenue or Expense Account
- Debit Ramp Card
Navigate to **Banking** -> select **Ramp Card**under Active accounts -> find cashback transaction.
## Ramp Checking Account transfers
We sync Ramp Checking Account wallet transfers as journal entries in Zoho Books.
## Accounting logic
- Deposits:
- Debit Ramp Checking Account
- Credit opposing account
- Withdraws:
- Debit opposing account
- Credit Ramp Checking Account
## Ramp Checking Account bank feeds
Bank feeds support both Ramp Checking Accounts and Ramp Operating Accounts. They do not support Ramp Investment Accounts.
Please follow the instructions in this [Help Center article.](/ramp-checking-account-bank-feeds-zohobooks-set-up)
## Frequently asked questions
### How are negative transactions synced?
- Zoho Books does not allow negative expenses, so Ramp will sync negative transactions as an expense refund. You can find expense refunds by navigating, in Zoho Books, to Banking -> Ramp Card.
### Will Ramp automatically create vendors for me?
- We do not automatically create vendors because vendor is not a required field in Zoho Books.
---
# Zoho Books integration: Connect to Ramp
> Official Ramp Help Center article. Topic: Integrations / Set up Accounting Integrations. [View the canonical page](https://support.ramp.com/how-to-connect-zoho-books-to-ramp).
### Step 1: Initiate connection from Ramp
1. Sign in to your Ramp account.
2. Navigate to the **Accounting** section on the left sidebar.
3. Click on **get started now** .
**Disclaimer:**Customers need to disconnect their Universal CSV integration (if it's active) in order to see the screen above.
### Step 2: Choose Zoho Books
1. Select **Zoho Books** from the list of options.
### Step 3: Accept the Ramp client
1. When presented with the below screen, please click Accept.
### Step 4: Select your Zoho Books organization
1. Select the Zoho Books organization you want to connect to Ramp.
2. Click continue.
### Step 5: Select a liability account
1. Choose a liability account so that your outstanding Ramp balance is reflected in your Zoho Books organization. If this is your first time connecting Zoho Books to Ramp, then we recommend selecting **Create a new liability account in Zoho Books** and labeling the account "Ramp Card."
2. Once you have made your selection click continue.
Ramp will now work to connect to Zoho Books. Please allow Ramp up to 5 minutes to load all of your information. Thank you.
---
# Universal CSV overview
> Official Ramp Help Center article. Topic: Integrations / Set up Accounting Integrations. [View the canonical page](https://support.ramp.com/universal-csv-overview).
## Overview
With Universal CSV, we support every provider that we don’t have a native integration with and provide automation tools to get all of your coding done quickly. Some of the powerful features that come with Universal CSV are below:
- **Import any field:** Import any field from your provider, such as a merchant, project, department, etc., to code within Ramp
- **Open text field:** Option to create a column or multiple columns of open text fields for Employee or Accounting roles to fill out in accordance with how your company does accounting
- **Require a field for syncing:** When you create a field (i.e. merchant, department, etc.), you can set that field as mandatory, which will require it to be filled out before you export the data
- **Customize your export:** You can customize your CSV export to show or hide columns, rename column headers, rearrange the column order, display refunds in single-line journal entries as negative numbers, and use your own header names. Please see the [Customizable CSV tables](/custom-accounting-csv-exports) article for more information.
**Video walkthrough:** Import and export your accounting data with Ramp's Universal CSV connection. Best if your accounting platform is not a direct integration and you still want to close the books with Ramp. [Watch the playlist](https://fast.wistia.com/embed/channel/40l32yzfzb).
## What it looks like
Once you connect accounting, the tab will look like the one below. We will pull in any cleared transactions and approved reimbursements for you to code with the fields you’ve set up.
Once you’ve coded a transaction (or a few), you can mark them as ready and select “Export all” on the top right. You will then get a confirmation screen to export in the format you would like. When you export as Journal Entries, we will export a CSV with all the information you coded so you can easily import it into your Accounting Provider.
*Note: you will have the option to download as a JE, QuickBooks Desktop file, or IIF file. The latter two refer to QuickBooks Desktop (please reference this article for a more in-depth view of QuickBooks Desktop)*
We will automatically remove these from the Accounting tab. However, if you mistakenly selected export or want to see them back in the Accounting tab, please navigate to the Export History button, select the relevant export, and Select “Reset Transactions to Unsynced.”
## Setup
### Step 1
Select a provider from the drop-down menu (or type it in if it is not currently available in the drop-down)
### Step 2
Choose a Liability Account
Make sure that this account is created within your Accounting Provider already
### Step 3
Import Chart of Accounts
Import your accounts to seamlessly code them within Ramp
### Step 4
Add any additional fields that you would like to (you can always add more or remove any in the Accounting Settings tab)
You can choose whether any of these are mandatory during setup (note: if you want to either add or remove a mandatory setting, you will have to edit the field and reupload with the new setting)
## Export transactions
Once you have fully coded the intended transactions and/or reimbursements, you can mark them as ready and export them. Once you export as Journal Entries, a CSV / Excel file will be downloaded with all the information that you coded within Ramp. Then, you can upload to your accounting provider to make sure that these transactions are properly accounted for.
For reimbursements, we will export both a bill and a bill payment (if paid via ACH on Ramp). If there are any additional questions, please reach out to our team by signing in to your account and clicking the "Help" button on the bottom left of the sidebar.
## Export reimbursements
You can easily export your reimbursement data for your accounting software using a CSV file. This guide explains how to export reimbursements and how to undo an export if you make a mistake.
### Understanding payment batches
Ramp groups all reimbursements that are paid on the same day into a Payment Batch.
When you export, you can export all items in a batch at once, or just a few at a time. The CSV file will look different depending on when you export.
- Partial Export: If you export only some items from a batch, your CSV file will only show the expense lines. It will not show the payment from your cash account yet.
- Final Export: When you export the last item from a batch, Ramp knows the batch is complete. Your CSV file will include the expense lines for that final item and the payment lines for the entire batch. This keeps your books clean and simple.
### How to export reimbursements
1. Go to Accounting → Reimbursements.
2. Click on the Ready to export tab.
3. Check the box next to the reimbursements you want to export.
4. Click the Export button.
5. In the pop-up window, review your items and click Export journal entries. A CSV file will download to your computer.
Once exported, the reimbursements will be marked as synced. If you have exported the entire payment batch, it will disappear from this tab.
### How to undo or reset an export
If you need to re-export a reimbursement, you can easily reset it.
1. On the Ready to export page, click the three-dots menu next to the Export button.
2. Select Export history.
3. Find the export you want to undo and click on it.
4. Click the Reset payments to unexported button.
The reimbursements from that export will reappear in your Ready to export tab, ready to be synced again. If resetting an export causes a payment batch to be incomplete, the entire batch will show up again.
**Standard reimbursement GL impact:**
A reimbursement will generally consist of 4 lines (two for the bill, and two for the payment):
- Bill Debit (Debit the expense account)
- Bill Credit (Credit the AP account)
- Payment Debit (Debit the AP account)
- Payment Credit (Credit the cash account)
## Export statement payments
With Ramp, you can export statement payments and upload them to your Accounting provider. This will appear in the Payments tab of the Accounting tab and only appears after it has cleared.
You will be getting a record of this transaction from two places - from your Checking Account's bank feed, which will have the credit side of the transaction, and from Ramp, which will have the debit side of the transaction.
Instead of independently classifying these transactions, e.g. allocating the checking account credit to a Ramp Card debit, and the Ramp Card debit to a checking account credit - we instead want to**match**the two sides and create a single transaction. This will prevent us from making two duplicate transactions.In the below example, you can see where to find the statement payments to export from within Ramp.
**I have already classified the Checking Account payment to the Ramp Card account, rather than doing a match. What should I do?** In this case, you can safely delete the statement payment in the Ramp Card account from your accounting provider, as you have already recorded the transfer from the Checking account. Classifying the Ramp Card transaction would create a duplicate, so keeping the transaction is not necessary.
## Bill Pay
Bill Pay for Universal CSV (all providers outside of QuickBooks Online, NetSuite, Sage Intacct, and Xero) is available. For more information, please reference this [article](/bill-pay-for-universal-csv-and-quickbooks-desktop-setup).
---
# Universal CSV integration: Custom accounting exports
> Official Ramp Help Center article. Topic: Integrations / Set up Accounting Integrations. [View the canonical page](https://support.ramp.com/custom-accounting-csv-exports).
## What are custom accounting CSV exports?
Customizable CSV exports for our universal CSV customers enhance the quality of CSV exports without leaving Ramp or making edits in Excel.
This article covers custom exports for:
- [Transactions](#transactions)
- [Bills (Expense)](/custom-accounting-csv-exports#:~:text=Bills%20and%20Bill%20Payments)
- [Bill Payments](/custom-accounting-csv-exports#:~:text=Bills%20and%20Bill%20Payments)
## How do I get started?
In order to use custom CSV, you will need to set up your initial export. Here are the steps to get to those settings:
1. Go to [**Accounting**](https://app.ramp.com/accounting/ramp-card) in the left-hand menu of the Ramp dashboard
2. Go to **Settings** in the top right of that page
3. Select **CSV Customization**
There are two ways to do this:
1. Upload a previous CSV with header names. This can be any previous CSV you have imported into your ERP.
2. Use the Ramp default template. This will give you a preset export with the required fields. Like any other custom CSV on Ramp, this template can be edited.
3.Check your Column names and their placement to make sure the format fits what your team needs.
4. To ensure that content is pulled for every "Column name", select a corresponding "Content type" option. "Leave blank" will leave that column blank when exporting the CSV file.
## Transactions
### Key features
1. Show or hide columns
2. Rename column headers
3. Re-arrange how columns appear in the export
4. Ability to show refunds in single-line journal entries as negative
5. Hardcoded fields (default value specified by user)
### Double line export requirements
Debit, Credit, Accounting Date, Account Name or Account ID
### Single line export requirements
With **Show refunds as negative** turned on: Amount, Accounting Date, Expense Account Name or Expense Account ID
With **Show refunds as negative** turned off: Expense Amount, Transaction Type, Accounting Date, Expense Account Name or Expense Account ID
## Bills and bill payments
### Key features
1. Show or hide columns
2. Rename column headers
3. Re-arrange how columns appear in the exports
4. Hardcoded fields (default value specified by user)
### Bill (expense) export requirements
### Single line:
Bill Amount, Invoice Number, Bill Date, Account Name or Account ID, Vendor or Vendor ID
### Double line:
Debit, Credit Invoice Number Bill Date, Account Name or Account ID, Vendor or Vendor ID
### Bill payment export requirements
### Single line:
Payment Amount, Invoice Number, Payment ID, Payment Date, Account Name or Account ID, Vendor or Vendor ID
### Double line:
Debit, Credit, Invoice Number, Payment ID, Payment Date, Account Name or Account ID, Vendor or Vendor ID
## International bills and bill payments
You can also export foreign-currency bills directly in Ramp—including separate bills and bill payments.
For the list of supported currencies, see[International wires on Ramp Bill Pay](/international-transfers-on-ramp-bill-pay#:~:text=Supported%20countries-,International%20payments%20in%20USD,-Bill%20payments%20made).
## Frequently asked questions
### What customization options are available for CSV column headers?
You can customize the CSV column headers by renaming them according to the terminology used in your accounting software or whatever is most accessible to your finance team.
### Is it possible to hide or display specific columns in the exported CSV file?
Yes, you can choose to show or hide specific columns in your CSV export. This feature allows you to export only the data relevant to your accounting needs, simplifying the import process.
### Does this apply to all expense types?
Customizable CSV is available for card transactions and Bill Pay. If you have Admin permission to manage accounting settings, open [**CSV customization**](https://app.ramp.com/s/accounting/csv-export/card-spend) and look for **Vendor credit** and **Vendor credit applications** to check whether your Universal CSV connection supports vendor credits. If you cannot open this page, ask your Ramp Admin to check it for you. Customizable CSV is not available for reimbursements.
### Can we add more customizations, i.e. for reimbursements?
We are always looking to iterate and improve the product. Please submit feedback for future customizations.
---
# Universal CSV integration: Tax support
> Official Ramp Help Center article. Topic: Integrations / Set up Accounting Integrations. [View the canonical page](https://support.ramp.com/tax-support-for-universal-csv).
## Overview
This feature is enabled by default for Canadian businesses and may be requested for non-Canadian businesses.
If your business uses Ramp's Universal CSV (UCSV) integration to sync accounting data, you can enable tax support to automatically break out tax amounts as separate line items in your card transaction exports. This ensures your exported CSV files include the correct tax postings mapped to the appropriate GL accounts in your accounting system.
---
## How it works
When tax support is enabled, Ramp takes any tax applied to a card transaction and generates additional rows in your CSV export — one for each tax component. Each tax line item is mapped to the GL account you specify during setup, so your accounting system receives properly categorized tax entries without manual adjustments.
**Example:** A $78.00 CAD transaction with 5% Canada GST applied would export as two line items:
| Line | Expense Account | Amount |
| --- | --- | --- |
| Original expense | Meals | $74.29 |
| GST tax line | GST Receivable | $3.71 |
For card transactions with multiple tax rates (e.g., GST + BC PST), Ramp generates a separate line item for each rate:
| Line | Expense Account | Amount |
| --- | --- | --- |
| Original expense | Meals | $11.05 |
| GST tax line | GST Receivable | $1.00 |
| PST tax line | PST BC Paid | $2.00 |
---
## Setup
Setting up tax support is done through a single workflow that covers both tax rates and tax codes. Navigate to **Accounting > Settings > Accounting fields**, then click **Add new field**.
### Step 1: Create a tax code field
1. In the **Accounting fields** panel, click **+ Add new field** .
2. Enter a name for the field (e.g., "Tax Code").
3. Under **Choose a field type** , select **Tax code** (this is a dedicated field type, distinct from "Single select" or "Text field").
4. Optionally toggle **Required for export** if you want to enforce tax code selection before transactions can be exported.
### Step 2: Upload tax rates
Tax rates define the individual tax percentages and their associated GL accounts. After selecting the Tax code field type, the drawer expands to show template download and upload sections.
1. Click **Download template** under "Download tax rate template" to get a pre-formatted CSV.
2. Open the downloaded CSV and fill in your tax rates with the following columns:
| Column | Description | Example |
| --- | --- | --- |
| Tax Rate Name | Display name for the tax rate | Canada GST |
| Percentage | The tax percentage (as a number) | 5 |
| GL Account ID | The ID of the GL account where the tax should be posted | 4 (maps to GST Receivable) |
**Example CSV:**
```
Tax Rate Name,Percentage,GL Account ID
Canada GST,5,4
Canada BC PST,7,5
```
1. Upload the completed CSV in the **Upload completed tax rate template** section.
2. After upload, Ramp displays a confirmation table showing your tax rates with their mapped GL accounts.
**Requirements:**
- Tax rate names must be unique within your organization.
- Percentages must be non-negative numbers.
- GL Account IDs must match existing, active GL accounts in your Ramp accounting settings.
### Step 3: Upload tax codes
Tax codes group one or more tax rates into a selectable option that users can assign to transactions. For example, a "Canada BC GST/PST" code might combine Canada GST and Canada BC PST.
After uploading tax rates, the drawer shows additional sections for tax codes.
1. Click **Download template** under "Download tax code template".
2. Fill in the CSV with the following columns:
| Column | Description | Example |
| --- | --- | --- |
| Segment ID | A unique identifier for the tax code | TAX-01 |
| Name | Display name shown to users when coding transactions | Canada GST |
| Tax Rate Names | Comma-separated list of tax rate names to include | Canada GST |
**Example CSV:**
```
Segment ID,Name,Tax Rate Names
TAX-01,Canada GST,Canada GST
TAX-002,Canada BC GST/PST,"Canada GST,Canada BC PST"
```
1. Upload the completed CSV in the **Upload completed tax code template** section.
2. Click **Save** to finalize the field setup.
**Requirements:**
- Segment IDs must be unique.
- Every tax rate name listed must exactly match a tax rate uploaded in Step 2 (including capitalization).
- Tax code names cannot use the reserved name "Category."
> ⚠️ **Important:** Tax rate names in your Tax Code CSV must exactly match the names from your Tax Rate upload. For example, if you uploaded "Canada GST" as a tax rate name but reference "GST" in your tax code CSV, the upload will fail with an error: *"Tax Rate GST not found for Tax Code Canada GST."*
---
## Verifying your setup
After saving, your tax codes appear in the **Accounting Tax Code options** panel. You can view all configured tax codes, their Segment IDs, and the tax rates they reference.
You can also add tax codes individually using the **Add new option** button, which provides a form to enter the Tax code name, ID, and comma-separated tax rate names.
---
## Using tax codes on transactions
Once tax codes are configured, they appear as a selectable field when coding transactions.
### From the transaction list
The **Accounting Tax Code** column appears alongside other accounting fields (like Accounting Category) in the Card transactions table. You can select a tax code directly from the dropdown in the list view.
### From the transaction detail
1. Open any transaction from the Transactions page.
2. In the **Accounting** section of the transaction detail panel, find the **Accounting Tax Code** field.
3. Select the appropriate tax code from the dropdown (e.g., "TAX-01 – Canada GST").
4. If the tax code includes a single tax rate, the computed tax amount appears below (e.g., "Canada GST paid (CAD): CA$3.71").
---
## Configuring the CSV export
Before exporting transactions, you may want to configure your CSV export settings to include tax-related columns.
1. Navigate to **Accounting > Settings** and open **CSV export settings** .
2. The export template includes mappable columns. Ensure the following columns are included:
- **Accounting Tax Code** — the tax code name
- **Accounting Tax Code ID** — the tax code Segment ID
- **Expense Amount** — the line item amount (including tax breakout rows)
- **Expense Account Name** — the GL account name for each line
- **Expense Account ID** — the GL account ID for each line
3. Click **Save** to apply your export configuration.
---
## Exporting card transactions with tax
When you export card transactions to CSV, Ramp automatically generates separate line items for each tax component:
1. Navigate to **Accounting** and select the transactions you want to export.
2. Click **Export all** (or select individual transactions and export).
3. Ramp generates additional rows in the CSV for each tax component, posted to the GL accounts you configured.
### Example: single tax rate (Canada GST only)
For a $78.00 CAD Lyft transaction with Canada GST (TAX-01):
| Accounting Tax Code | Tax Code ID | Expense Amount | Expense Account Name |
| --- | --- | --- | --- |
| Canada GST | TAX-01 | 74.29 | Meals |
| Canada GST | TAX-01 | 3.71 | GST Receivable |
### Example: multiple tax rates (Canada GST + BC PST)
For a $14.05 CAD Juice Press transaction with Canada BC GST/PST (TAX-002):
| Accounting Tax Code | Tax Code ID | Expense Amount | Expense Account Name |
| --- | --- | --- | --- |
| Canada BC GST/PST | TAX-002 | 11.05 | Meals |
| Canada BC GST/PST | TAX-002 | 1.00 | GST Receivable |
| Canada BC GST/PST | TAX-002 | 2.00 | PST BC Paid |
---
## Updating tax rates and codes
You can update your tax configuration at any time:
### Download existing configuration
1. Navigate to **Accounting > Settings > Accounting fields** .
2. Click the edit icon next to your Tax Code field to open the **Edit Tax Code options** panel.
3. Click **Update via CSV** to access the bulk edit screen.
4. Use the **Download** buttons to export your current tax rates and tax code options as CSV files.
### Upload updated configuration
1. Edit the downloaded CSVs with your changes.
2. Upload the updated tax rates CSV in the "Upload edited tax rates" section.
3. Upload the updated tax codes CSV in the "Upload edited list" section.
4. Review the changes and click **Confirm changes** .
> ⚠️ **Note:** Any Tax Code not included in the uploaded list will be removed from Ramp. Make sure your uploaded CSV contains all tax codes you want to keep.
---
## Troubleshooting
### "Tax Rate [name] not found for Tax Code [name]"
The tax rate names in your Tax Code CSV do not match any existing tax rates. Make sure your tax rates are uploaded first and that the names match exactly, including capitalization. For example, "GST" will not match "Canada GST".
### "Tax Rate MEJdf not found for option Bad Tax"
This error appears when adding a tax code (via UI or CSV) that references a tax rate name that doesn't exist. Verify the tax rate names are correct.
### Missing required fields in CSV
Your uploaded CSV is missing one or more required columns. Verify that your CSV includes all required headers exactly as specified:
- **Tax Rates:** Tax Rate Name, Percentage, GL Account ID
- **Tax Codes:** Segment ID, Name, Tax Rate Names
### GL account not showing during tax rate upload
GL accounts must be active (visible) in your Ramp accounting settings. Check that the account hasn't been hidden or deactivated, and that the GL Account ID in your CSV matches the remote ID exactly.
### Large file uploads
If your CSV contains a large number of rows, it may be processed asynchronously. You'll see an "Uploading..." indicator and will be notified when the upload is complete.
---
## Frequently asked questions
### Which accounting integrations support this feature?
Tax support with separate line items is available exclusively for the Universal CSV integration. Businesses using direct ERP integrations (e.g., NetSuite, QuickBooks Online, Xero) use their ERP's native tax handling instead.
### Do reimbursements get separate tax breakout rows?
Reimbursements can use accounting tax codes, but the separate tax breakout rows described in this article apply only to card transactions. For reimbursements, the tax code exports as a standard accounting field rather than separate tax line items.
### Can I update my tax rates after uploading?
Yes. Navigate to the Edit Tax Code options panel and upload a new Tax Rate CSV with the updated information. The new rates will apply to future exports.
### What happens if I don't assign a tax code to a card transaction?
The card transaction exports normally without any tax line items. Tax line items are only generated when a tax code is selected on the card transaction.
### How does Ramp handle rounding for tax amounts?
Ramp uses the largest remainder method to distribute amounts. This guarantees that the sum of all line items (expense + tax) exactly equals the original transaction amount, with no rounding discrepancies.
### Can I use multiple tax codes on a single transaction?
No. Each transaction can have one tax code assigned. If you need a combination of tax rates, create a tax code that groups all the relevant rates together (e.g., "Canada BC GST/PST" combining both Canada GST and Canada BC PST).
### What if my GL account isn't showing up during Tax Rate upload?
GL accounts must be active (visible) in your Ramp accounting settings. Check that the account hasn't been hidden or deactivated, and that the GL Account ID in your CSV matches the remote ID exactly.
### Can I add tax codes one at a time instead of via CSV?
Yes. In the Accounting Tax Code options panel, click **Add new option** to create tax codes individually through a form interface. Enter the tax code name, ID, and comma-separated tax rate names.
---
# Microsoft Dynamics Finance and Operations integration overview
> Official Ramp Help Center article. Topic: Integrations / Set up Accounting Integrations. [View the canonical page](https://support.ramp.com/microsoft-dynamics-finance-operations-integration-overview).
## Overview
> **Available on Ramp Enterprise.** See [Ramp Enterprise overview](/ramp-enterprise-overview) for plan details.
This article provides a detailed overview of how Ramp integrates with Microsoft Dynamics Finance & Operations, covering the syncing of various types of transactions. Additionally, it provides setup instructions and answers to common questions, ensuring effective financial management through seamless integration.
## Setup
To set up an integration between Ramp and Microsoft Dynamics F&O for accounting needs please reach out to your Ramp account manager.
## How will credit card transactions appear in Microsoft Dynamics f&O?
**Default configuration**
By default Ramp card transactions will show up as journal entries in Microsoft Dynamics F&O. These will be inserted into the Journal Batch specified on the accounting line in Ramp. Each expense will include the information from the fields you entered in Ramp and two journal lines:
- Debit Expense Accounts (\*Ledger Account / Project\*)
- Credit Ramp Card Liability Account (\*Ledger Account\*)
- Receipt attached to Credit Line
**Customization upon request**
Ramp has the ability to sync card transactions as vendor invoices and vendor payments in Microsoft Dynamics F&O. This functionality can be turned on by submitting a request to your account manager.
- Under Accounts Payable → Invoices → Invoice Journal
- Debit Expense Accounts ( *Ledger Account / Project* )
- Credit Vendor
- Under Accounts Payable → Payments → Vendor Payment Journal
- Debit Vendor
- Credit Ramp Card Account ( *Ledger Account* )
## How will reimbursements appear in Microsoft Dynamics f&O?
By default, Ramp reimbursements sync to Microsoft Dynamics F&O as **journal entries**. Entries post to the **Journal Batch** set on the accounting line in Ramp.
**Posting flow**
**Step 1: Post each reimbursement.**
For every reimbursement, Ramp creates two lines:
- **Debit**: Expense Account (*Ledger Account / Project*)
- **Credit**: **Reimbursement Payable Account** (required setup in Ramp)
**Step 2: Post the payment for the batch.**
When you sync the **Reimbursement Payment Batch**, Ramp creates **one payment entry** that **totals all reimbursements included in that batch**. It clears the payable and nets the batch to zero:
- **Debit**: Reimbursement Payable Account
- **Credit**: Cash Account (*Bank Account* or *Ledger Account*, based on your setup)
By default, Ramp syncs reimbursements as journal entries. If this does not fit your workflow, you can ask your Account Manager to sync them as accounts payable instead. In this setup, Ramp creates and posts an invoice journal when a reimbursement syncs, generating a vendor invoice. It also creates and posts a vendor payment journal, which will create settlement lines against the created vendor invoice and acts as the bill payment.
Under **Accounts Payable → Invoices → Invoice Journal**, an Invoice Journal Batch is created for the reimbursement (check the description). This batch is already posted, so ensure your filter is set to "posted." The journal debits expense accounts (Ledger Account or Project) and credits the employee's Bank Account if linked to the Ledger Account, or the Ledger Account otherwise. Under **Accounts Payable → Payments → Vendor Payment Journal**, a Vendor Payment Journal Batch is created for the reimbursement (check the description). This batch is also already posted, so confirm your filter is set to "posted."
## How will bills appear in Microsoft Dynamics f&O?
Ramp bills will show up as an vendor invoice journal in Microsoft Dynamics F&O. These will not be auto-posted after syncing from Ramp. You will need to post the vendor invoice in Microsoft Dynamics F&O.
- Debit Expense Lines ( *Ledger Account / Project* )
- Credit Vendor Line ( *Vendor* )
- Receipt attached to Credit Line
Bill payments synced from Ramp will show up as a vendor payment journal.
- Debit Vendor Line ( *Vendor)*
- Credit Cash Account ( *Bank Account* or *Ledger Account* depending on selection)
- Attach the “Settled Transactions”
- This would be the transaction which was created by the *Vendor Invoice* during the bill sync
## Accounting period handling
Ramp supports editable accounting periods on bills and respects Microsoft Dynamics F&O posting period rules. If a bill's date falls within a closed accounting period, Ramp allows you to adjust the accounting date before syncing.
## How will statement payments appear in Microsoft Dynamics f&O?
Ramp statement payments will create a GL journal batch and show up as a journal voucher in Microsoft Dynamics F&O.
- Debit Ramp Card liability account ( *Ledger Account* )
- Credit Cash Account ( *Bank Account* or *Ledger Account* depending on selection)
## How will cashback statements appear in Microsoft Dynamics f&O?
Ramp cashback statements will create a GL journal batch and show up as a journal voucher in Microsoft Dynamics F&O.
- Debit Ramp Card liability account ( *Ledger Account* )
- Credit Cashback Account
## How does Ramp support multi-entity with Microsoft Dynamics f&O?
Ramp does support multi entity Microsoft Dynamics F&O instances. Each Ramp Entity will connect to a Microsoft dynamics F&O "Company." All Ramp transactions, reimbursements, and bills will by default go into the appropriate Microsoft Dynamics F&O Company. We support overriding the "Company" information on a transaction and reimbursement level as well by using the “Override Company” and “Override Offset Company” accounting fields. This will allow you code transaction types to specific companies within your instance.
For more information on Multi-Entity support please review this [Help Center document](/ramp-support-for-multi-entity-businesses).
## Multi-Currency support
**Transaction**
- Debit Line Currency: sync currency here is configurable by the user (from Accounting > Settings > Sync settings > Sync currency). Customers can choose either the original currency or the issuing currency.
- Credit Line Currency: in the issuing currency
**Reimbursement**
- Debit Line Currency: original currency of reimbursement
- Credit Line Currency: currency of the payment
**Bill**
- Syncs in the original Currency (i.e. the currency that the bill is denominated in).
**Statement Payment & Cashback**
- Syncs in the currency of the statement payment / cashback
## Frequently asked questions
### When syncing a bill from Ramp will the vendor invoice journal be auto-posted?
The vendor invoice bill will not be auto-posted. You will need to post the vendor invoice in Microsoft Dynamics F&O.
### Will there be any issues with our custom service and Microsoft’s updates to Dynamics Finance?
No, we use only out-of-box tooling to build our custom service and we’ve carefully opted to only use the simplest F&O tools to avoid any issues.
### How are the vouchers generated for the F&O Journal Lines which we create?
We don't generate voucher numbers, F&O will still utilize your voucher setups when we sync over data.
### How to use `F&O Bank Account` rather than `F&O Ledger Account` when crediting for bills/reimbursements?
In Sync Settings, for your cash accounts, select an option with `Bank` in the option name. These are Bank Accounts and will be synced over correctly.
### Why are you syncing transactions *this* way?
We built the integration to best fit our existing F&O customers and alpha/beta testers in our initial release. The team is constantly building new features and improving the integration.
---
# Oracle Fusion integration overview
> Official Ramp Help Center article. Topic: Integrations / Set up Accounting Integrations. [View the canonical page](https://support.ramp.com/oracle-fusion-integration-overview).
## Overview
> **Available on Ramp Enterprise.** See [Ramp Enterprise overview](/ramp-enterprise-overview) for plan details.
This article explains how Ramp syncs card transactions, reimbursements, and statement payments to Oracle Fusion. It also covers setup, customization options, and common questions.
## Setup
To set up an integration between Ramp and Oracle Fusion for accounting needs please reach out to your Ramp account manager.
## How will Ramp support the account field in Oracle Fusion?
Ramp supports **short-hand account aliases**, a feature in Oracle Fusion that simplifies transaction coding. With short-hand account aliases, all necessary accounting fields are combined into a single field, making it easier to code transactions accurately.
When coding a transaction in Ramp, you can select a **short-hand account alias** instead of manually entering multiple accounting fields. This ensures that each transaction is coded correctly every time.
If you do not use **short-hand account aliases**, Ramp provides a **default state** for coding transactions. This default state acts as a blank template, allowing you to manually enter the necessary accounting details. Note: short-hand account aliases can be used as a default state. When using a short-hand alias you can still select an individual segment which will override the short-hand account alias.
1. **Default State Creation** – Ramp assigns a default state with blank accounting fields.
2. **Segment Entry** – Ramp pulls in your accounting segments, allowing you to enter values for each one.
3. **Override the Default** – The values you enter replace the default blank fields.
4. **Sync to Ramp** – When the transaction syncs, Ramp applies the segment codings you provided.
## Automating the process
To reduce manual entry, you can set up **accounting rules** in Ramp. These rules automatically apply the correct segment values based on predefined conditions, streamlining transaction coding.
## How will credit card transactions appear in Oracle Fusion?
Ramp card transactions will show up as journal batches in Oracle Fusion. Ramp will automatically start journal import tasks in Fusion, and delete residual data from any failed imports. Each expense will include the information from the fields you entered in Ramp and two journal lines:
- Debit Expense Accounts
- Credit Ramp Card Liability Account
- Receipt synced as an attachment
## How will reimbursements appear in Oracle Fusion?
Ramp reimbursements will show up as journal batches in Oracle Fusion. Ramp will automatically start journal import tasks in Fusion, and delete residual data from any failed imports. Each expense will include the information from the fields you entered in Ramp and two journal lines:
- Debit Expense Accounts
- Credit Cash Account
- Receipt synced as an attachment
## How will statement payments appear in Oracle Fusion?
Ramp statement payments show up as journal batches in Oracle Fusion. Each synced statement payment creates its own 2-line journal batch, and the Oracle Fusion external reference stores the Ramp transfer UUID so you can trace the synced payment.
- Debit the Ramp Card Liability Account
- Credit the mapped bank account
## Accounting period handling
Ramp supports editable accounting dates and respects Oracle Fusion period rules. If a transaction or reimbursement date falls within a closed accounting period, Ramp allows you to adjust the accounting date before syncing.
## How will Ramp support multi-entity in Oracle Fusion?
Ramp does support multi entity Oracle Fusion instances. Each Ramp Entity will connect to a Oracle Fusion "Legal Entity." All Ramp transactions and reimbursements will by default go into the PRIMARY ledger of the Oracle Fusion legal entity associated with the Ramp entity. This will allow you code transaction types to specific legal entities within your instance. Different chart of accounts structures for each legal entity are supported. Account segment options will be restricted to the chart of accounts structure of the ledger that the transaction will sync to.
All Ramp transactions and reimbursements will by default go into the appropriate Oracle Fusion subsidiary. This will allow you code transaction types to specific companies within your instance.
For more information on Multi-Entity support please review this [Help Center document](/ramp-support-for-multi-entity-businesses).
## How will Ramp support multi-currency in Oracle Fusion?
**Transaction**
- Debit Line Currency: sync currency here is configurable by the user (from Accounting > Settings > Sync settings > Sync currency). Customers can choose either the original currency or the issuing currency.
- Credit Line Currency: in the issuing currency
**Reimbursement**
- Debit Line Currency: original currency of reimbursement
- Credit Line Currency: currency of the payment
## Customization options for Oracle Fusion syncing in Ramp
Ramp provides several customization options for syncing transactions with Oracle Fusion. Below, we outline each **use case** and its **impact**, helping you choose the right settings for your accounting needs. Please reach out to your account manager and solutions engineer to assist you with these customizations.
### 1. Grouping transactions into a single journal batch
**Use Case**
- Affects syncing multiple expense and reimbursement transactions at once.
- Groups transactions into a single **journal batch** per sync, assuming the same batch-level details ( **Accounting Period and Journal Source** ).
- Each transaction remains a separate **journal entry** within the batch.
- The customer wants fewer journal batches in their GL and does not need **deep-linking** or **receipt uploads** into Oracle.
**Impact**
- Fewer journal batches created in Oracle, simplifying GL reconciliation.
- Removes **deep-linking** and **receipt uploads** into Oracle.
- Requires the customer to resolve **journal creation errors** directly in Oracle (instead of reviewing sync errors in Ramp and re-syncing).
### 2. Grouping transactions into a single journal entry
**Use Case**
- Affects syncing multiple expense and reimbursement transactions at once.
- Groups transactions into a single **journal entry** , assuming the same journal-header-level details ( **Accounting Date and Journal Category** ).
- Each transaction still includes **two lines** , regardless of expense and liability COA values.
- The customer wants fewer journal entries in their GL and does not need **deep-linking** or **receipt uploads** into Oracle.
**Impact**
- Reduces the number of journal entries in Oracle.
- Removes **deep-linking** and **receipt uploads** into Oracle.
### 3. Overriding the accounting date with the system date at sync
**Use Case**
- The customer’s process defaults to using the **creation date** as the **accounting date** and does not want to modify it manually.
**Impact**
- The system date at the time of sync overrides the accounting date in the journal entries.
- The override **does not update** the "Accounting Date" in Ramp.
- Ensures consistency and predictability for accounting dates, reducing confusion during **month-end close** .
### 4. Setting a specific Oracle journal source for all entries
### Use case
- The customer wants **all journal entries** created by Ramp to have the same **Journal Source** in Oracle.
- This setting is applied at the **Ramp entity level** .
### Impact
- Standardizes the **Journal Source** across all Ramp transactions.
- Should be used alongside hiding the **Journal Source** field in Ramp to enforce consistency.
### 5. Setting a specific Oracle journal category for all entries
**Use Case**
- The customer wants **all journal entries** created by Ramp to have the same **Journal Category** in Oracle.
- This setting is applied at the **Ramp entity level** .
**Impact**
- Standardizes the **Journal Category** across all Ramp transactions.
- Should be used alongside hiding the **Journal Category** field in Ramp to enforce consistency.
### 6. Manually setting a COA combination for Ramp CC liability account
**Use Case**
- The customer is **not using Short-Hand Aliases** or does not want to configure a Short-Hand Alias for their preferred **Ramp Credit Card (CC) Liability Account** .
**Impact**
- Allows manual selection of a **COA combination** for the Ramp CC Liability Account in **sync settings** .
### 7. Manually setting a COA combination for Ramp reimbursement liability account
**Use Case**
- The customer is **not using Short-Hand Aliases** or does not want to configure a Short-Hand Alias for their preferred **Ramp Reimbursement Liability Account** .
**Impact**
- Allows manual selection of a **COA combination** for the Ramp Reimbursement Liability Account in **sync settings** .
### 8. Skipping the short-hand alias request when syncing accounting data
### Use case
- The customer **does not use Short-Hand Aliases** in their Oracle environment.
### Impact
- Speeds up the sync process by **bypassing Short-Hand Alias requests** .
- Eliminates the need for the **Short-Hand Alias read access role** in Oracle.
## Frequently asked questions
### Where does Vendor information pertaining to a transaction populate?
Oracle Fusion does not offer the concept of a vendor field, so Ramp will sync the vendor information to the memo field.
### Are DeepLinks available in this integration?
DeepLinks are available for default configurations and allow direct journal linking, enhancing tracking efficiency.
### Why are you syncing transactions *this* way?
We built the integration to best fit our existing Oracle customers and alpha/early access testers in our initial release. The team is constantly building new features and improving the integration. We will take your feedback back to our Oracle integration team.
### Why did you build around Shorthand Aliases when my organization does not use that functionality in Oracle?
We identified this functionality as one that saves customers time in Oracle. We wanted to support this time-saving feature on the Ramp side as well. Customers are not forced to leverage this feature, but we recommend it.
---
# Workday Financial integration overview
> Official Ramp Help Center article. Topic: Integrations / Set up Accounting Integrations. [View the canonical page](https://support.ramp.com/workday-financial-accounting-integration-overview).
## Overview
> **Available on Ramp Enterprise.** See [Ramp Enterprise overview](/ramp-enterprise-overview) for plan details.
## Introduction
Our direct integration with Workday Financial allows you to easily transfer information from Ramp to Workday, ensuring your spend data is current and accurate.When Ramp is connected to Workday, it gathers all necessary data for classifying your transactions and this article covers all the basics.
- **Automatic Data Syncing:** Sync transactions directly from Ramp to Workday’s actuals ledger, improving accuracy and reducing manual work.
- **Multi-Entity Mapping:** Each Ramp entity can be associated with a specific Workday company, supporting complex multi-entity accounting structures.
- **Workday Work Tags:** The integration supports core work tags such as spend category, cost center, supplier, location, project, and custom tags, allowing full alignment with your Workday setup.
- **Real-Time Field Updates:** Any changes to accounting fields in Workday are reflected in Ramp within approximately 10 minutes.
- **Custom Journal Source Configuration:** Set a custom journal source in Ramp (e.g., “Ramp Journal”) to track Ramp transactions in Workday.
- **Direct Receipt Syncing:** Receipts from transactions are synced to Workday as attachments, making them directly accessible in Workday’s records.
- **Intercompany Transaction Support:** Separate the liability and expense sides of transactions across Workday companies as needed.
- **Multi-Currency and Exchange Rate Support:** Ramp supports multi-currency transactions, with functional currency settings in Workday providing accurate conversion for each transaction.
- **Vendor two-way sync:** Ramp can sync supported vendor profile fields between Ramp and your Workday suppliers. See [Two Way Vendor Information Sync](/two-way-vendor-information-sync) for supported fields, sync directions, and setup guidance.
## What does Ramp look like
Here's how the Workday Accounting page appears on Ramp. For detailed information about settings, rules, and additional automations provided by Ramp, please refer to the linked[article](/managing-accounting-rules).
## Setup
To set up an integration between Ramp and Workday for accounting needs please reach out to your Ramp account manager.
## How will transactions appear in Workday
Ramp card transactions will show up as journal entries in Workday. Each expense will include the information from the fields you entered in Ramp and two journal lines:
- Credit Ramp Card Liability Account
- Debit Expense Account
## Customizing expense report behavior (create new vs. append)
Ramp offers a customization option that controls how card transactions are grouped into expense reports in Workday.
### Default behavior
By default, Ramp creates a new expense report for each transaction.
### Optional customization: append
Expense reports will be batched by the accounting date.
### Optional customization: append by sync date
Expense reports will be batched by the sync date.
> **Note:** Override accounting date with Sync Date
When this setting is on:
- The **accounting date is ignored**
- Ramp matches by **Entity** and **Employee**
- All transactions synced on the same day append to one report (if those fields match)
This customization helps reduce the number of expense reports created, making reconciliation easier.
| **Setting** | **Matching Fields Required for Appending** |
| --- | --- |
| Default | Accounting Date, Entity, Employee |
| With override enabled | Sync Date, Entity, Employee |
> **Note:** 💡 Tip: Ask your Ramp account manager to enable this setting if you want to consolidate expense reports based on daily sync activity.
## How will reimbursements appear in Workday
Ramp reimbursements will show up as journal entries in Workday. Each expense will include the information from the fields you entered in Ramp and two journal lines:
- Credit Cash Suspense Account
- Debit Expense Account
## Frequently asked questions
### Does Ramp support vendor syncing with Workday?
Yes. Ramp can sync supported vendor profile fields between Ramp and your Workday suppliers. See [Two Way Vendor Information Sync](/two-way-vendor-information-sync) for supported fields, sync directions, and configuration guidance.
### What happens if Workday is down during sync?
Transactions will show a “sync failed” status in Ramp, allowing you to retry once Workday is back online.
### Can we set up rules by entity?
Ramp supports restricting work tag visibility by entity, though rule creation by entity for coding requirements is not yet available.
### What accounting date options are available?
The default accounting date options are transaction date or clearing date.
### How are intercompany transactions handled?
You can separate the liability and expense sides across different Workday companies, with the liability anchored in the entity’s designated Workday company.
### Is multi-currency supported?
Yes, Ramp’s multi-currency capabilities ensure transactions are recorded accurately, with currency conversions matching Workday’s functional currency. For setups where the functional currency in Workday differs from both the original transaction and issuing currency, there may be a foreign exchange (FX) impact. Currently, customers must manually account for this FX impact. Ramp is exploring options for automating this process in the future through journal syncing for statement payments.
---
# Odoo integration overview
> Official Ramp Help Center article. Topic: Integrations / Set up Accounting Integrations. [View the canonical page](https://support.ramp.com/odoo-integration-overview).
## Overview
Ramp integrates with **Odoo** through our partner, **Para Consulting**. This connection enables seamless expense data transfer, keeping your accounting records accurate and up to date.
All setup instructions, troubleshooting, and documentation are maintained by Para Consulting.
## Setup guide and feature support
Follow Para Consulting’s step-by-step instructions to connect Ramp with Odoo: [Ramp–Odoo Integration Setup Guide](https://www.paraconsulting.co/knowledge-base/integration-setup)
For additional feature support, visit: [https://www.paraconsulting.co/ramp-odoo-integration](https://www.paraconsulting.co/ramp-odoo-integration)
## Additional resources
- [Company Website](https://www.paraconsulting.co/ramp-odoo-integration/plans)
- [Privacy Policy](https://www.paraconsulting.co/ramp-odoo-integration/ramp-odoo-privacy-policy)
## Support
For help with setup or troubleshooting, please reach out to Para Consulting’s support team: [support@paraconsulting.co]()
---
# Sage 100 by AnyWare Apps integration overview
> Official Ramp Help Center article. Topic: Integrations / Set up Accounting Integrations. [View the canonical page](https://support.ramp.com/sage-100-by-anyware-apps-integration-overview).
## Overview
Ramp integrates with **Sage 100** through our partner, **Kerr Consulting**, using their **AnyWare Apps** platform. This integration automates syncing between Ramp and Sage 100, eliminating manual entry, reducing errors, and ensuring real-time financial visibility across both platforms. Kerr Consulting (via AnyWare Apps) provides end-to-end onboarding and support, including setup, configuration, and a tailored integration aligned with your accounting structure.
## Setup guide and feature support
Follow Kerr Consulting's step-by-step guide to connect Ramp with Sage 100:
[**Ramp + Sage 100 Integration Setup Guide**](https://ramp.anywareapps.com/sage-100-integration)
## Additional resources
- [**Company Website**](https://ramp.anywareapps.com/)
- [**Privacy Policy**](https://ramp.anywareapps.com/privacy-policy)
## Support
For help with setup or troubleshooting, reach out to Kerr Consulting's AnyWare Apps support team: [**rampsupport@anywareapps.com**](mailto:rampsupport@anywareapps.com)
---
# Sage 300 by AnyWare Apps integration overview
> Official Ramp Help Center article. Topic: Integrations / Set up Accounting Integrations. [View the canonical page](https://support.ramp.com/sage-300-by-anyware-apps-integration-overview).
## Overview
Ramp integrates with **Sage 300** through our partner, **Kerr Consulting**, using their **AnyWare Apps** platform. This integration automates syncing between Ramp and Sage 300—eliminating manual entry, reducing errors, and ensuring real-time financial visibility across both platforms. Kerr Consulting (via AnyWare Apps) provides end-to-end onboarding and support, including setup, configuration, and a tailored integration aligned with your accounting structure.
## Setup guide and feature support
Follow Kerr Consulting’s step-by-step guide to connect Ramp with Sage 300:
[Ramp + Sage 300 Integration Setup Guide](https://ramp.anywareapps.com/sage-300-documentation)
## Additional resources
- [Company Website](https://ramp.anywareapps.com/)
- [Privacy Policy](https://ramp.anywareapps.com/privacy-policy)
## Support
For help with setup or troubleshooting, reach out to Kerr Consulting’s AnyWare Apps support team: [rampsupport@anywareapps.com]()
---
# Trimble Spectrum integration overview
> Official Ramp Help Center article. Topic: Integrations / Set up Accounting Integrations. [View the canonical page](https://support.ramp.com/trimble-spectrum-integration-overview).
## Overview
Ramp integrates with Trimble Spectrum through our partner, ClearSync. This connection enables seamless expense data transfer, keeping your accounting records accurate and up to date. All setup instructions, troubleshooting, and documentation are maintained by ClearSync.
## Setup guide and feature support
Follow ClearSync's step-by-step instructions to connect Ramp with Trimble Spectrum: [Ramp–Trimble Spectrum Integration Setup Guide](https://clearsync.app/)
## Additional resources
- Company Website
- Privacy Policy: [https://clearsync.app/privacy](https://clearsync.app/privacy)
- Terms of Service: [https://clearsync.app/terms-of-service](https://clearsync.app/terms-of-service)
## Support
For help with setup or troubleshooting, please reach out to ClearSync's support team: [rampsupport@clearplanconsulting.com](mailto:rampsupport@clearplanconsulting.com)
---
# Trimble Vista integration overview
> Official Ramp Help Center article. Topic: Integrations / Set up Accounting Integrations. [View the canonical page](https://support.ramp.com/trimble-vista-integration-overview).
## Overview
Ramp integrates with Trimble Vista through our partner, ClearSync. This connection enables seamless expense data transfer, keeping your accounting records accurate and up to date. All setup instructions, troubleshooting, and documentation are maintained by ClearSync.
## Setup guide and feature support
Follow ClearSync's step-by-step instructions to connect Ramp with Trimble Vista: [Ramp–Trimble Vista Integration Setup Guide](https://clearsync.app/)
## Additional resources
- Company Website
- Privacy Policy: [https://clearsync.app/privacy](https://clearsync.app/privacy)
- Terms of Service: [https://clearsync.app/terms-of-service](https://clearsync.app/terms-of-service)
## Support
For help with setup or troubleshooting, please reach out to ClearSync's support team: [rampsupport@clearplanconsulting.com](mailto:rampsupport@clearplanconsulting.com)
---
# Blackbaud Financial Edge (Esgenio) integration overview
> Official Ramp Help Center article. Topic: Integrations / Set up Accounting Integrations. [View the canonical page](https://support.ramp.com/blackbaud-financial-edge-esgenio-integration-overview).
## Overview
Ramp integrates with **Blackbaud Financial Edge** through our partner, **Esgenio**. This connection enables seamless expense and transaction data transfer, ensuring your accounting records remain accurate and up to date.
All setup instructions, troubleshooting, and documentation are maintained by Esgenio.
## Setup guide and feature support
Follow Esgenio’s step-by-step instructions to connect Ramp with Financial Edge: [Ramp for FE Setup Guide](https://rampforfe.freshdesk.com/support/solutions/articles/156000202598-ramp-for-fe-setup-guide)
For additional feature support, visit: [https://rampforfe.com/](https://rampforfe.com/)
## Additional resources
- [Developer Website](https://rampforfe.com/)
- [Privacy Policy](https://rampforfe.com/privacy-policy/)
- [Terms & Conditions](https://rampforfe.com/terms-conditions/)
## Support
For help with setup or troubleshooting, please reach out to Esgenio’s support team: [**help@rampforfe.com**](mailto:help@rampforfe.com)
---
# Krumb (Yardi) integration overview
> Official Ramp Help Center article. Topic: Integrations / Set up Accounting Integrations. [View the canonical page](https://support.ramp.com/krumb-real-estate-erp-integration-yardi-integration-overview).
## Overview
Ramp connects with **Yardi Voyager** through our partner, **Relevant Quality Solutions**, via the **Krumb** integration. This connection enables automated, bi-directional transaction syncing, ensuring real estate accounting data remains accurate and up to date.
## Setup guide and feature support
Follow the step-by-step setup guide to connect Ramp with Yardi using Krumb: [Krumb Setup Guide](https://krumb.relevantqs.com/solution)
## Additional resources
- [Developer Website](https://krumb.relevantqs.com/solution)
- [Privacy Policy](https://krumb.relevantqs.com/privacy-policy)
- [Terms & Conditions](https://krumb.relevantqs.com/terms-of-service)
## Support
For setup assistance or troubleshooting, contact Relevant Quality Solutions support at [michael.aina@relevantqs.com](mailto:michael.aina@relevantqs.com)
---
# Campfire integration overview
> Official Ramp Help Center article. Topic: Integrations / Set up Accounting Integrations. [View the canonical page](https://support.ramp.com/campfire-integration-overview).
## Overview
Ramp integrates with **Campfire** to provide a seamless flow of financial data into your general ledger. This connection enables automated syncing of Ramp activity and helps you maintain accurate and up-to-date accounting records. All setup instructions, troubleshooting guidance, and documentation are provided by **Campfire**.
## Setup guide and feature support
To get started, visit [Campfire + Ramp](https://campfire.ai/integrations/ramp) and select **Book a demo** to contact Campfire about setup.
If you have access, open Ramp's [Integrations page](https://app.ramp.com/settings/integrations).
For additional feature information, visit the [Campfire website](https://campfire.ai).
## Additional resources
- [Company Website](https://meetcampfire.com/)
- [Privacy Policy](https://meetcampfire.com/privacy-policy/)
- [Terms of Service](https://meetcampfire.com/terms-and-conditions/)
## Support
For help with setup or troubleshooting, contact Campfire’s support team: [hello@meetcampfire.com](mailto:hello@meetcampfire.com)
---
# Digits integration overview
> Official Ramp Help Center article. Topic: Integrations / Set up Accounting Integrations. [View the canonical page](https://support.ramp.com/digits-integration-overview).
## Overview
Digits integrates with Ramp to automate financial workflows. It imports all fields and dimensions for complete transaction coding, supports real time data syncing, and allows teams to build automated coding, approval, and review rules within Ramp.
## Setup guide and feature support
Use the integration documentation at [https://help.digits.com/support/solutions/articles/151000214742-digits-connections-ramp](https://help.digits.com/support/solutions/articles/151000214742-digits-connections-ramp) to follow Digits’ setup steps.
For more details on Ramp’s Digits integration, visit the integration website at [https://digits.com/](https://digits.com/).
## Additional resources
- [Documentation](https://help.digits.com/support/solutions/articles/151000214742-digits-connections-ramp)
- [Website](https://digits.com/)
- [Privacy Policy](https://my.digits.com/legal/privacy-policy)
- [Terms of Service](https://my.digits.com/legal/terms-of-service)
## Support
For setup or troubleshooting help, contact Digits support at [support@digits.com]().
---
# Finaloop integration overview
> Official Ramp Help Center article. Topic: Integrations / Set up Accounting Integrations. [View the canonical page](https://support.ramp.com/finaloop-integration-overview).
## Overview
Finaloop integrates with Ramp to automate bookkeeping and centralize financial data. The integration supports real time syncing, automated reconciliation, transaction coding and approval workflows, and provides instant financial visibility through Finaloop's reporting tools.
## Setup guide and feature support
Use the integration documentation at [https://help.finaloop.com/en/?utm_source=Ramp&utm_medium=Partner&utm_campaign=Ramp_Partner_Page&utm_content=HelpCenter](https://help.finaloop.com/en/?utm_source=Ramp&utm_medium=Partner&utm_campaign=Ramp_Partner_Page&utm_content=HelpCenter) to follow Finaloop's setup steps.
For more details on Ramp's Finaloop integration, visit the integration website [here](https://www.finaloop.com/?utm_source=Ramp&utm_medium=Partner&utm_campaign=Ramp_Partner_Page&utm_content=Website_Visit.).
## Additional resources
- [Documentation](https://help.finaloop.com/en/?utm_source=Ramp&utm_medium=Partner&utm_campaign=Ramp_Partner_Page&utm_content=HelpCenter)
- [Website](https://www.finaloop.com/?utm_source=Ramp&utm_medium=Partner&utm_campaign=Ramp_Partner_Page&utm_content=Website_Visit)
- [Privacy Policy](https://www.finaloop.com/legal/terms-privacy?utm_source=Ramp&utm_medium=Partner&utm_campaign=Ramp_Partner_Page&utm_content=privacyterms)
- [Terms of Service](https://www.finaloop.com/legal/terms-privacy?utm_source=Ramp&utm_medium=Partner&utm_campaign=Ramp_Partner_Page&utm_content=privacyterms)
## Support
For setup or troubleshooting help, contact Finaloop support at [hello@finaloop.com]().
---
# Pilot integration overview
> Official Ramp Help Center article. Topic: Integrations / Set up Accounting Integrations. [View the canonical page](https://support.ramp.com/pilot-integration-overview).
## Overview
Pilot integrates with Ramp to automate accounting workflows. It supports real time syncing of transactions to your books, imports fields from Ramp for complete transaction coding, and allows teams to build automated coding, approval, and review rules.
## Setup guide and feature support
Use the integration documentation at [https://go.pilot.com/rs/754-NWB-621/images/Ramp-Credit-Card-Setup-Guide%2BFAQ.pdf?version=0](https://go.pilot.com/rs/754-NWB-621/images/Ramp-Credit-Card-Setup-Guide%2BFAQ.pdf?version=0) to follow Pilot's setup steps.
For more details on Ramp's Pilot integration, visit the integration website at [https://pilot.com/](https://pilot.com/).
## Additional resources
- [Documentation](https://go.pilot.com/rs/754-NWB-621/images/Ramp-Credit-Card-Setup-Guide%2BFAQ.pdf?version=0)
- [Website](https://pilot.com/)
- [Privacy Policy](https://pilot.com/terms/privacy)
- [Terms of Service](https://pilot.com/terms/subscription-agreement)
## Support
For setup or troubleshooting help, contact Pilot support at [info@pilot.com]().
---
# Puzzle integration overview
> Official Ramp Help Center article. Topic: Integrations / Set up Accounting Integrations. [View the canonical page](https://support.ramp.com/puzzle-integration-overview).
## Overview
Puzzle integrates with Ramp to streamline financial operations. It syncs expense and transaction data into Puzzle’s accounting platform, supporting real time financial visibility, automated categorization, revenue recognition, and enhanced reporting workflows for teams built on a modern financial stack.
## Setup guide and feature support
Use the integration documentation at [https://help.puzzle.io/en/](https://help.puzzle.io/en/) to follow Puzzle’s setup steps.
For more details on Ramp’s Puzzle integration, visit the integration website at [https://puzzle.io/](https://puzzle.io/).
## Additional resources
- [Documentation](https://help.puzzle.io/en/)
- [Website](https://puzzle.io/)
- [Privacy Policy](https://puzzle.io/legal/privacy)
- [Terms of Service](https://puzzle.io/legal/terms-of-service)
## Support
For setup or troubleshooting help, contact Puzzle support at [support@puzzle.io]().
---
# Rillet integration overview
> Official Ramp Help Center article. Topic: Integrations / Set up Accounting Integrations. [View the canonical page](https://support.ramp.com/ramp-with-rillet).
## Overview
Rillet integrates with Ramp to automate financial workflows. It syncs transactions, reimbursements, payments, and bills to Ramp, imports metadata and dimensions for accurate coding, and supports real time data sync and automated coding and approval rules.
## Setup guide and feature support
Use the documentation at [https://rillet.notion.site/ramp-rillet-integration](https://rillet.notion.site/ramp-rillet-integration) to follow Rillet’s setup steps.
For more details on Ramp’s Rillet integration, visit the integration website at [https://www.rillet.com/](https://www.rillet.com/).
## Additional resources
- [Documentation](https://rillet.notion.site/ramp-rillet-integration)
- [Website](https://www.rillet.com/)
- [Privacy Policy](https://www.rillet.com/privacy-policy)
- [Terms and Conditions](https://www.rillet.com/terms-and-conditions)
## Support
For setup or troubleshooting help, contact Rillet support at [support@rillet.com]()
---
# HR integration overview
> Official Ramp Help Center article. Topic: Integrations / Set up HR & Identity Integrations. [View the canonical page](https://support.ramp.com/hr-integration-overview).
## Overview
Ramp connects to your HRIS so you can add and manage employees in Ramp, with employee data refreshed daily.
Depending on your [employee invitation settings](#invite-employees), Ramp either automatically creates user profiles for your employees or prompts you to review and add them to your business. Ramp also prompts you to remove employees who are terminated in your HRIS.
If you enable automatic organizational changes, we will automatically update employee information (location and department) or reporting structure (manager relationship) on Ramp to match that on your HRIS provider on a daily basis.
Ramp will pull the following information from your HR System for each employee:
- Name, Email
- Role (if manager)
- Direct Manager (if the manager on HRIS is either already on Ramp or invited through the same bulk invite)
- Department
- Location
- Employment status
- Start date - Termination date (to flag when an employee has been terminated)
- Employee ID
- Company Name
> **Note:** We do not pull compensation information. Feel free not to give Ramp any compensation-related permissions. Additionally, if you've enabled custom fields, we may pull additional fields based on the configuration.
## Setup
To set up your HR software on Ramp:
1. Head to **Company** -> **Integrations** -> **User management**
2. Search for or select your HR provider.
3. You’ll then be prompted to enter your sign-in credentials for your HR provider. Enter your admin credentials and submit.
> **Note:** To ensure a successful connection, we suggest that the HR integration be performed by someone who has full admin access to the HR platform itself.
## Invite employees
Ramp can add employees from your HRIS automatically or let you review them before inviting them. For employees invited through HRIS, Ramp issues [Default Spend Programs](/spend-programs-creation-and-management) based on each Spend Program's settings.
> **Note:** Invited HRIS users will only have their manager auto-populated if the manager already has a Ramp profile or will be invited via HRIS.
### Automatically add new employees
When **Automatically add new employees** is on, Ramp automatically provisions new users from your HRIS. These users can either be invited or not invited. They will continue to receive organizational updates based on your [automatic organizational changes settings](#automatically-sync-organizational-changes).
**Invite immediately:** Ramp sends an invitation email to each automatically added user, allowing them to join your business.
**Create profile only:** Ramp creates and links a user profile without sending an invitation email to the user. The employee cannot sign in, spend, or receive Ramp communications until an Admin invites them.
### Manually add new employees
When **Automatically add new employees** is off, Ramp imports active HRIS records but does not provision users for them. Once the connection is established, you will receive a confirmation email. If you'd like more Admins to be notified, you can manage HRIS notifications [here↗](https://app.ramp.com/s/settings/hris-admin-notification-settings).
Admins can review employees individually before inviting them via **Company** > **To invite**. If you know a specific employee will not be invited to Ramp, select **Remove suggestion** next to their name. If you change your mind, this employee can still be invited at a later date.
## Manage terminations
When your HRIS reports that an employee is terminated, Ramp surfaces the employee in **Company** > **To terminate**, where Admins can terminate the Ramp user.
## Automatically sync organizational changes
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
If you have enabled automatic updates, we will update information on Ramp daily depending on what's on your HRIS provider. To enable, all you have to do is:
1. Go to [**Company** > **Integrations**](https://app.ramp.com/settings/apps/overview).
2. Open your connected HR system's settings and enable **Automatically sync organizational changes**.
When enabled, Ramp will update your employee records daily based on any changes made in your HR System. This includes changes to your Employee’s Manager, Location, and/or Department.
> **Note:** When enabled, this will override any manual adjustments you have made in Ramp regarding your Employee’s Card Manager, Department, and Location. This feature is available on a per-field basis, so if you want to maintain updates for Department and Location but set different Managers within Ramp vs. your HRIS provider, turn on Auto-sync and, in the next step, toggle off Manager updates.
## Supported providers
Providers include ADP, BambooHR, Freshteam, Gusto, Hibob, HR Cloud, HR Partner, Hummans.io, Justworks, Lano, Namely, Nmbrs, Paychex Flex, Paylocity, Personio, Proliant, Sage HR, SAP SuccessFactors, Sapling, Square Payroll, TriNet, UKG Pro, UKG Ready, Workday **(Plus)**, Ceridian Dayforce, Zenefits, and [more](https://app.ramp.com/s/integrations/hris).
## Common issues
**List of employees is not complete:**
This is usually the case when the person who is connected to the HRIS provider does not have full admin access to the HRIS provider
**Credentials are wrong when they are not:**
This may happen when someone has more than one company associated with that email. The solution is to create a dummy admin account that is connected to only one company and initiate the connection
**My email is connected to multiple companies:**
Same solution as above
---
# ADP integration: Set up HRIS
> Official Ramp Help Center article. Topic: Integrations / Set up HR & Identity Integrations. [View the canonical page](https://support.ramp.com/adp-integration-setup-hris).
## Overview
Please refer to this[article](/hr-integration-overview) for an overview of our HRIS integration. Then, [continue below](/hr-integration-overview) for set-up instructions regarding ADP.
## Instructions
### Step 1: Initiate the connection from Ramp
- Navigate to: **Settings > Integrations > [User management](https://app.ramp.com/s/integrations/hris)** .
- Select ADP. A popup window will inform you of the data Ramp will access through the ADP connection.
- Click **Continue** .
- Now, you'll see instructions and a token for you to use to set up the integration. Do not close this window.
- Click on the provided link to purchase the ADP Ramp application.
- The ADP Marketplace will open in a new tab.
### Step 2: Sign in to ADP to purchase the Ramp app and connect your accounts
- Sign in to your **ADP WorkForce Now account** **in the new tab,** and you will land on the ADP Marketplace page for the Ramp App.
- Once signed in to ADP, find the **Ramp app** and click **Buy Now** .
- From the checkout page, you'll see the message: **Ramp Business Corporation requires additional information.**
- Click EDIT to enter the Merge Token (see screenshot below)
- Enter the Merge Token provided to you from step 1. (You can go back to your Ramp tab to find the token.)
- Finish the ADP Marketplace Subscription flow, and return back to your Ramp account to complete the rest of the linking process.
### Step 3: Providing consent
- When you return to your Ramp account, click **Next Step** on the integration popup window.
- [Required] You will be prompted to provide consent for Ramp to access your ADP data (see below)
- **Click on the link provided to go to ADP's consent page**
- **Scroll to the bottom and click ALLOW**
- Return to your Ramp account and click "I have provided consent"
### Step 4: Finalize setup in Ramp
- The integration will automatically begin syncing your data from ADP to Ramp.
---
# Workday integration: Set up HRIS
> Official Ramp Help Center article. Topic: Integrations / Set up HR & Identity Integrations. [View the canonical page](https://support.ramp.com/workday-integration-setup).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
For an overview of our HRIS integration, please reference [this article](/hr-integration-overview). For set up instructions regarding Workday, continue below.
To set up the integration between Ramp and Workday, navigate to:
- Navigate to the [**Company**](https://app.ramp.com/people/all) tab
- Click on **Integrations**
- Select **User Management**
- Choose **Workday**
**Note:** Before linking Workday, please ensure the correct permissions are enabled. Since Workday permissions are configured at the field level, we'll need access to several fields to get everything set up. Below you will find steps to grant the necessary permissions.\
## Workday configuration
### Step one: Create an integration system user (ISU)
You'll need to create an Integration System User in Workday:
- In your Workday portal, sign in to the **Workday tenant**
- In the **Search** field, type **Create Integration System User**
- Select the **Create Integration System User** task
- On the **Create Integration System User** page, in the **Account Information** section, enter a user name, and enter and confirm a password.
- Click **OK** *Note:*
- *Ensure **Require New Password** **at Next Sign** **I****n** is **NOT** checked.*
- *You'll want to add this user to the System Users list to ensure the password doesn't expire.*
### Step two: Create a security group and assign an integration system user
Now, add the Integration System User to a Security Group:
1. In the **Search** field, type **Create Security Group**.
2. Select the **Create Security Group** task.
3. Click **OK**.
4. On the **Create Security Group** page, from the **Type of Tenanted Security Group** pull-down menu, select **Integration System Security Group (Unconstrained)**.
5. In the **Name** field, enter a name.
6. Click **OK**.
7. On the **Edit Integration System Security Group (Unconstrained)** page, in the **Integration System Users** field, enter the exact name you entered when creating the ISU in the first section.
### Step Three: Configure domain security policy permissions
1. In the **Search** field, type **Maintain Permissions for Security Group**.
2. Ensure the **Operation** is Maintain and the **Source Security Group**is the same as the security group assigned in Step 2.
3. Add the corresponding **Domain Security Policy**with GET operation. Required Domains:
**Worker Data: Public Worker Reports**(minimum required)
Person Data: Work Contact Information
Worker Data: Current Staffing Information
Worker Data: Organization Information
Worker Data: Workers
Worker Data: All Positions
### Step Four: Activate security policy changes
1. In the search bar, type **"Activate Pending Security Policy Changes"** to view a summary of the security policy changes that need approval.
2. Add any relevant comments on the window that pops up
3. **Confirm** the changes to accept them.
### Step Five: Validate authentication policy is sufficient
Check the **Manage Authentication Policies** section to ensure the ISU you created is added to a policy that can access the necessary domains. It should*not*be restricted to only the "SAML" Allowed Authentication Types – if this is the case, you can create a new Authentication Policy with a "User Name Password" Allowed Authentication Type.
1. Editing **Authentication Policies**
2. Create an Authentication Rule, and add the Security Group to the Rule.
3. Make sure the **Allowed Authentication Types** is set to a specific **User Name Password** or set to **Any**.
### Step Six: Activate all pending authentication policy changes
1. In the search bar type, **Activate All Pending Authentication Policy Changes**.
2. Proceed to the next screen, and **confirm** the changes. This will save the **Authentication Policy** that was just created.
### Step Seven: Obtain the web services endpoint for Workday tenant
We'll need access to your specific Workday web services endpoint:
1. Search in Workday for **Public Web Services.**
2. Open **Public Web Services Report.**
3. Hover over **Human Resources** and click the three dots to access the **menu.**
4. Click **Web Services** > **View WSDL.**
5. Navigate to the bottom of the page that opens and you'll find the **host.**
6. **Copy everything until you see /service**. This should look something like
[https://wd5-services1.myworkday.com/ccx](https://wd5-services1.myworkday.com/ccx).
### Step Eight: Enter credentials into Ramp
Return to Ramp and enter your Workday credentials into the popup window for the integration setup.
1. **Workday URL**: Enter the **Web Services Endpoint** you found from **Step 5**.
2. **User ID**: Enter the**Integration System User** **name** for the user created in **Step One.**
3. **Password**: Enter the **Integration System User password** for the user created in **Step One.**
4. **Workday Tenant Name**: Enter your Workday Tenant name. Example: If you sign in at "[https://wd5-services1.workday.com/acme](https://wd5-services1.workday.com/acme)", enter "**acme**".
---
# Okta integration: Set up SCIM provisioning
> Official Ramp Help Center article. Topic: Integrations / Set up HR & Identity Integrations. [View the canonical page](https://support.ramp.com/set-up-ramps-scim-integration-with-okta).
> **Note: This article primarily applies to Ramp Administrators.**
> Cardholders may find other articles in the [Ramp overview](/get-started-with-ramp/overview-of-ramp) section to be more applicable.
## Overview
System for Cross-domain Identity Management (SCIM) can be set up to connect your Identify Provider (IdP) with your Ramp account. SCIM allows you to invite and deactivate Ramp users directly from your IdP. For general information on using SCIM with Ramp, please review [this article](/setting-up-scim-and-managing-user-provisioning).
This article explains how to set up the Okta SCIM integration from your Ramp account. After finishing this setup, you can also optionally enable role syncing from Okta by following [this article](/setting-up-okta-role-assignments).
We've called out many suggestions and "things you should know" for using the integration so **we strongly recommend you read this before setting up your SCIM integration.**
> **Note:** Changes made via SCIM may take up to 5 minutes to be reflected in Ramp, and in rare cases, slightly longer. For urgent actions, such as terminating a compromised Ramp user, card, or funds, we recommend completing the action directly in Ramp.
## Set up the integration on Ramp
### Before you begin
- Determine which profile field you want to use for the user's **department** in Ramp. By default this is set to "department" but you can map to any profile field in Okta. Other common options are "cost center", "organization", or "division".
- Determine which profile field you want to use for the user's **location** in Ramp. By default this is set to "city" but you can map to any profile field in Okta. Other common options are "cost center", "locale", "state", and "country code".
- Audit your users in Okta to ensure there is a department AND location set for each user. Any user who does not have one of these values will not be provisioned in Ramp.
- "Groups" in Okta can make it easier to manage user assignments. **If you choose to use Okta groups, please fully review the** [**"inviting user groups" section below.**](#inviting-user-groups-in-okta)
- **If you already have users on your Ramp account:**
- Confirm that the employee profile information in Ramp matches the data in your IDP. When you provision a user via SCIM and they already exist in Ramp, **the IdP becomes the source of truth** and will override the user's Ramp profile if it doesn't match.
- If a user's email address doesn't match, SCIM will use the Okta email address to create a second account for the user
- **If you are disconnecting from HRIS to set up SCIM**
- Please ensure that the HRIS fields that you use for Department and Location are synced to your IDP (Okta). If you disconnect HRIS, and the data does not match your IDP, the SCIM integration will override the employee profile information on Ramp. (Reminder that you can map to any IdP field you'd like.)
- We recommend contacting your Ramp partner for support
- (Later) Once you have the integration set up, before you terminate anyone via SCIM, you’ll want to determine your preferred options for handling user deletion in regards to how Ramp will handle their cards and status in approval chains. (See Terminations section below)
- **Know the supported features**
- Create users (Invite to Ramp)
- Update user attributes (Name, Department, Location, Manager)
- Deactivate users
### Integration setup
1. Go to **Company** > [**Integrations**](https://app.ramp.com/settings/apps/overview)
2. Search and select Okta
- Note: You cannot integrate with both SCIM and HRIS at the same time. If you are connected to HRIS, you will need to disconnect the HRIS integration in order to set up SCIM.
3. Select your identity provider (currently supporting Okta only)
4. When you select your provider, you will be prompted with instructions on how to set up the integration with your IdP. These instructions vary by provider and will guide you through setup.
5. Install the Ramp app in your Okta tenant
6. Use the provided URL and API token from your Ramp dashboard to configure the app in Okta
7. After configuring your credentials, the "To App" and "To Okta" options will appear in the left side menu. Click on: "To App" to configure the activity from Okta to Ramp. (You will not need to configure the "To Okta" activity as this is a one-way integration).
8. Ensure that the following are checked and enabled:
- Create Users
- Update User Attributes
- Deactivate Users
### Setting the attribute mappings
> The following are the recommended attribute mappings. **Please note:** that you can assign any desired Okta value to the Ramp attributes. Ensure the attribute names match the capitalization below (e.g., in "userName" make sure the "N" is capitalized). Additionally, ensure that all attributes are configured to apply on "Create and Update".
Ramp's Okta SCIM integration comes with all attributes below except `mobilePhone` already available in the Profile Editor, so **there is no need to add or modify the preconfigured attributes** before configuring their mappings.
The optional `mobilePhone` attribute is not available in the Ramp app Profile Editor by default. To sync mobile phone numbers, manually add `mobilePhone` in the Profile Editor, configure it with the external name, value, and external namespace shown below, and set it to apply on "Create and Update". Any synced mobile phone number must use **E.164 format**.
| **Attribute Name** | **External Name** | **Value** | **Notes** |
| --- | --- | --- | --- |
| userName | | | This attribute cannot be configured. |
| givenName | name.givenName | user.firstName | |
| familyName | name.familyName | user.lastName | |
| email | emails.^[primary==true].value | user.email | |
| locality | addresses.^[primary==true].locality | user.city | This value will be used to set the user's location in Ramp. If the location does not exist in Ramp yet, it will be automatically created. If Ramp receives a request to create or update a user with no locality set, it will be rejected. |
| department | department | user.department | This value will be used to set the user's department in Ramp. If the department does not exist in Ramp yet, it will be automatically created. If Ramp receives a request to create or update a user with no department set, it will be rejected. |
| managerValue | manager.value | manager email | This should be the user's manager's email address. If Ramp receives no value, users will be provisioned with no manager. If Ramp receives an email address which isn't associated with a Ramp user, the user won't be created/updated until that manager is provisioned. Bulk provisioning of users alongside their managers **is** supported, as long as all specified emails point to a manager that is/will be provisioned. |
| mobilePhone | phoneNumbers.^[type=='mobile'].value | user.mobilePhone | Optional, but must use **E.164 format** if specified. Add this attribute manually in the Profile Editor, set its external namespace to `urn:ietf:params:scim:schemas:core:2.0:User`, and apply it on "Create and Update". |
> **Note:** Ramp uses the synced number to send texts about the user's invitation if invite texts are configured in [invite settings](https://app.ramp.com/people/all#/d/invites/issuance-settings).
### Attribute \<> Ramp user profile mapping
| **Attribute Name** | **Ramp User Profile** | **Required?** |
| --- | --- | --- |
| userName | Not shown on the Ramp user profile. We use this as a unique identifier on the back end. | Yes |
| givenName | First Name | Yes |
| familyName | Last Name | Yes |
| email | Email address | Yes |
| locality | Location | Yes (if none provided, integration default will be used) |
| department | Department | Yes (if none provided, integration default will be used) |
| managerValue | Manager | No |
| mobilePhone | Mobile phone (user confirmation required) | No |
The external namespaces for the preconfigured SCIM attributes will be populated in Ramp's Okta integration and should not require reconfiguration. The namespaces for the attributes above are:
- **urn:ietf:params:scim:schemas:core:2.0:User** (for all attributes except for department and managerValue, including the manually added mobilePhone attribute)
- **urn:ietf:params:scim:schemas:extension:enterprise:2.0:User** (for department and managerValue attributes)
Once you complete setup, you’ll land on the SCIM integration page where you can view and configure your SCIM settings. Read more about the SCIM settings page [here](/setting-up-scim-and-managing-user-provisioning#clear-integration-management).
### Troubleshooting
If you run into any issues configuring SCIM, go to your [Ramp dashboard](https://app.ramp.com/) and click the (?) icon at the bottom right of your screen. Ask Ramp to help troubleshoot the setup issue you are seeing in your SCIM configuration, and continue in the same help flow if you need a next step.
## Provisioning users
### Invites
When you connect to your IdP (Okta) via SCIM, you will be able to automatically invite users to Ramp from your IdP.
**Ramp requires the following information to send the invite:**
1. **First Name**
2. **Last Name**
3. **Email address**
4. **Department**
5. **Location**
6. **Manager**
**If a user has a manager assigned to them in your IdP, you can push that information to Ramp as well, and we recommend doing so.** (This is configurable from Okta)
*Note that if you invite a user with a manager who has not been invited to Ramp yet, we will not be able to provision the user in Ramp until the manager has been invited to Ramp as well.*
In order to successfully send a user invite via SCIM, the required fields must be populated in your IdP, otherwise the invite will not be sent. **If the user is missing any required fields, the request will fail.** You can track errors/unsent invites in Okta.
*Note that you can map any Okta field to the Ramp attributes. The recommended fields are pre-populated in Okta, but you can change them.*
Ramp invites are sent to users via email. The invite email “sender” is set to the user’s manager. If the user doesn’t have a manager, it falls back to the Ramp account owner. In other words, new users provisioned via SCIM will receive an invite email from their manager. If they don’t have a manager, it will come from the Ramp account owner.
If you also have SSO/SAML set up, your users can access Ramp using SSO and don't need to accept the invite via email.
### Inviting user groups in Okta
You have the option to invite users as individuals or as part of user groups from your Okta account.
It is common to have workflows in Okta that automatically add or remove a user to/from a group based on certain criteria. **If a user is (automatically or manually) moved from a group where they are assigned to Ramp, they will be immediately deactivated in Ramp unless they are still in draft, in which case Ramp deletes them.** This applies even if they are added to a new group that's also assigned to Ramp. For non-draft users, Okta treats this as two separate actions, which can result in the user being deactivated and then reactivated.
Due to this, we recommend you assign users to Ramp using a group that is manually managed rather than managed through automation and workflows. If you do need to move users between groups, we recommend adding the user to the new group BEFORE removing them from any other groups OR temporarily disabling "de-provisioning" from the SCIM settings while you make group changes. This will ensure they stay provisioned to Ramp.
When you assign the Ramp app to a group, Okta will prompt you to set a department for the entire group. **You can choose to assign the department at the group level, but if you prefer to use the department that's set on the individuals' profiles, you will need to update one of your configuration settings to do so.** To disable this in Okta:
1. Go to: Applications -> Applications -> Ramp -> Provisioning
2. Under "Ramp Attribute Mappings" click the "Go to Profile Editor" button
3. Click the pencil next to "Department" to edit this attribute
4. Uncheck the "Attribute required" checkbox and save
Now, when you assign a group, it will still ask you for a department for the entire group, but you can **leave it blank**. The users in the group will be invited to Ramp from the department value that's saved to their profile.
### Pushing groups from Okta to Ramp
Use Okta Group Push to create or update groups in Ramp. Pushing a group from Okta does not invite every user in that group to Ramp. Users must be assigned to the Ramp app separately; only users who are assigned to Ramp and are also in the pushed group will be included in the pushed group membership.
To push a group from Okta to Ramp:
1. In Ramp, open **SCIM Settings** and make sure **Group sync** is enabled.
2. In Okta, open the Ramp app and select the **Push Groups** tab.
3. Select **Push Groups**, then **Find groups by name**.
4. Search for and select the Okta group you want to push to Ramp.
5. In **Match result & push action**, confirm the result is set to **Create Group**.
6. Confirm the pushed group appears with **Push Status** set to **Active**.
### User setup in Ramp
You can optionally enable role syncing from Okta by following [this article](/setting-up-okta-role-assignments). If you don't choose to enable role syncing: if a user is assigned as someone’s manager in your IdP (Identity Provider) when they're invited, we will automatically assign them the Manager role on Ramp. Otherwise, all users invited via SCIM will be assigned the Employee role. User roles should be managed through your IdP. Any role changes made in your IdP will automatically sync to Ramp every 24 hours.
**IT Admin and Accounting roles on Ramp cannot act as Managers.** When you try to provision or update a user whose manager has the IT Admin or Accounting role, you will receive an error, and the attempt to provision or update will fail.
When a user is invited via SCIM, we will issue any default Spend Programs that you’ve configured for your business.
## Deactivations
When a user is no longer assigned to the Ramp app in their IdP, Ramp deactivates rather than deletes them; draft users are deleted instead. Read more [here](/setting-up-scim-and-managing-user-provisioning#secure-yet-flexible-user-termination-via-deactivation) for considerations of what this entails.
## Automatic updates
Any time a user’s information is updated in your IdP system, the SCIM integration will update the user’s information in Ramp. Your IdP will be the source of truth for all employee information.
- Name
- Department
- Location
- Manager
- Phone\*
- Role\*
Email changes are supported via SCIM. When an email is updated in your identity provider, the employee will receive a verification email and must confirm the change before it takes effect in Ramp. You can read more about handling user updates [here](/setting-up-scim-and-managing-user-provisioning#automatic-user-information-updates).
> **Note:** For Phone, Okta does not overwrite a user's confirmed Ramp phone number. Users can still change and confirm their phone number in Ramp.
> **Note:** For Roles, a user will only be assigned as a Manager on Ramp if they are assigned as someone's manager in Okta.
---
# Microsoft Entra integration: Set up SCIM provisioning
> Official Ramp Help Center article. Topic: Integrations / Set up HR & Identity Integrations. [View the canonical page](https://support.ramp.com/set-up-ramps-scim-integration-with-microsoft-entra).
## Overview
System for Cross-domain Identity Management (SCIM) can be set up to connect your Identify Provider (IdP) with your Ramp account. SCIM allows you to invite and deactivate Ramp users directly from your IDP. For general information on using SCIM with Ramp, please review [this article](/setting-up-scim-and-managing-user-provisioning).
This article explains how to set up the Microsoft Entra integration from your Ramp account. After finishing this setup, you can also optionally enable role syncing from Entra by following [this article](/setting-up-microsoft-entra-role-assignments).
We've called out many suggestions and "things you should know" for using the integration so **we strongly recommend you read this before setting up your SCIM integration.**
> **Note:** Changes made via SCIM may take up to 5 minutes to be reflected in Ramp, and in rare cases, slightly longer. For urgent actions, such as terminating a compromised Ramp user or card, we recommend completing the action directly in Ramp.
## Set up the integration on Ramp
### Before you begin
- Determine which profile field you want to use for the user's **department** in Ramp. By default this is set to "department" but you can map to any profile field in Microsoft Entra. Other common options are "cost center", "organization", or "division".
- Determine which profile field you want to use for the user's **location** in Ramp. By default this is set to "city" but you can map to any profile field in Microsoft Entra. Other common options are "cost center", "locale", "state", and "country code".
- Audit your users in Microsoft Entra to ensure there is a department AND location set for each user. Any user who does not have one of these values will not be provisioned in Ramp.
- "Groups" in Microsoft Entra can make it easier to manage user assignments. **If you choose to use Microsoft Entra groups, please fully review the** [**"inviting user groups" section below.**](#inviting-user-groups-in-microsoft-entra)
- **If you already have users on your Ramp account:**
- Confirm that the employee profile information in Ramp matches the data in your IDP. When you provision a user via SCIM and they already exist in Ramp, **the IdP becomes the source of truth** and will override the user's Ramp profile if it doesn't match.
- If a user's email address doesn't match, SCIM will use the Microsoft Entra email address to create a second account for the user.
- **If you are disconnecting from HRIS to set up SCIM**
- Please ensure that the HRIS fields that you use for Department and Location are synced to your IDP (Microsoft Entra). If you disconnect HRIS, and the data does not match your IDP, the SCIM integration will override the employee profile information on Ramp. (Reminder that you can map to any IdP field you'd like.)
- We recommend contacting your Ramp partner for support
- (Later) Once you have the integration set up, before you terminate anyone via SCIM, you’ll want to determine your preferred options for handling user deletion in regards to how Ramp will handle their cards and status in approval chains. (See Terminations section below)
- **Know the supported features**
- Create users (Invite to Ramp)
- Update user attributes (Name, Department, Location, Manager)
- Deactivate users
### Integration setup
1. Go to Settings > [Apps](https://app.ramp.com/settings/apps/overview)
2. Search and select Microsoft Entra
- Note: You cannot integrate with both SCIM and HRIS at the same time. If you are connected to HRIS, you will need to disconnect the HRIS integration in order to set up SCIM.
3. When you select your provider, you will be prompted with instructions on how to set up the integration with Microsoft Entra.
4. Install the Ramp app in your Microsoft Entra tenant.
5. Use the provided URL and API token from your Ramp dashboard to configure the app in Microsoft Entra.
6. Follow the directions in the setup flow to map the appropriate Microsoft Entra attributes to Ramp attributes.
7. Ensure that the following are checked and enabled in the "Provision Microsoft Entra ID Users" menu:
- Create
- Update
- Delete
### Setting the attribute mappings
> The following are the recommended attribute mappings. **Please note:** that you can assign any desired Microsoft Entra value to the Ramp attributes. Ensure the attribute names match the capitalization below (e.g., in "userName" make sure the "N" is capitalized).
The optional `mobile` attribute must use **E.164 format** when mapped.
| **customappsso Attribute** | **Value** | **Notes** |
| --- | --- | --- |
| userName | userPrincipalName | |
| active | Switch([IsSoftDeleted], , "False", "True", "True", "False") | |
| emails[type eq "work"].value | mail | |
| name.givenName | givenName | |
| name.familyName | surname | |
| addresses[type eq "work"].locality | city | This value will be used to set the user’s location in Ramp. If the location does not exist in Ramp yet, it will be automatically created. If Ramp receives a request to create or update a user with no locality set, it will be rejected unless you have set a default location. |
| externalId | mailNickname | |
| urn:ietf:params:scim:schemas: extension:enterprise:2.0:User: employeeNumber | employeeId | |
| urn:ietf:params:scim:schemas: extension:enterprise:2.0:User: department | department | This value will be used to set the user’s department in Ramp. If the department does not exist in Ramp yet, it will be automatically created. If Ramp receives a request to create or update a user with no department set, it will be rejected unless you have set a default department. |
| urn:ietf:params:scim:schemas: extension:enterprise:2.0:User: manager | manager | This value is the Ramp identifier for the user's manager. |
| phoneNumbers[type eq "mobile"].value | mobile | Optional, but must use **E.164 format** if specified. |
> **Note:** Ramp uses the synced number to send texts about the user's invitation if invite texts are configured in [invite settings](https://app.ramp.com/people/all#/d/invites/issuance-settings).
### Attribute \<> Ramp user profile mapping
| **Attribute Name** | **Ramp User Profile** | **Required?** |
| --- | --- | --- |
| userName | Not shown on the Ramp user profile. We use this as a unique identifier on the back end. | Yes |
| active | Activation/deactivation state for Ramp user. We do **not** handle full account deletion through SCIM (see below). | |
| emails[type eq "work"].value | Email address | |
| name.givenName | First name | |
| name.familyName | Last name | |
| addresses[type eq "work"].locality | Ramp location | |
| externalId | Alternate unique identifier provided by Microsoft Entra. Not shown in Ramp. | |
| urn:ietf:params:scim:schemas: extension:enterprise:2.0:User: employeeNumber | Employee ID, shown in some data exports. | |
| urn:ietf:params:scim:schemas: extension:enterprise:2.0:User: department | Ramp department | |
| urn:ietf:params:scim:schemas: extension:enterprise:2.0:User: manager | Ramp identifier for this user's manager. | |
| phoneNumbers[type eq "mobile"].value | Mobile phone (user confirmation required) | No |
Once you complete setup, you’ll land on the SCIM integration page where you can view and configure your SCIM settings. Read more about the SCIM settings page [here](#automatic-updates).
### Troubleshooting
If you run into any issues configuring SCIM, go to your [Ramp dashboard](https://app.ramp.com/) and click the (?) icon at the bottom right of your screen. Ask Ramp to help troubleshoot the setup issue you are seeing in your SCIM configuration, and continue in the same help flow if you need a next step.
## Provisioning users
### Invites
When you connect to your IdP (Microsoft Entra) via SCIM, you will be able to automatically invite users to Ramp from your IdP.
**Ramp requires the following information to send the invite:**
1. **First Name**
2. **Last Name**
3. **Email address**
4. **Department**
5. **Location**
6. **Manager**
**If a user has a manager assigned to them in your IdP, you can push that information to Ramp as well, and we recommend doing so.** (This is configurable from Microsoft Entra)
*Note that if you invite a user with a manager who has not been invited to Ramp yet, their manager will not be configured until they are provisioned to Ramp.*
In order to successfully send a user invite via SCIM, the required fields must be populated in your IdP, otherwise the invite will not be sent. **If the user is missing any required fields, the request will fail.** You can track errors/unsent invites in Microsoft Entra.
*Note that you can map any Microsoft Entra field to the Ramp attributes. The recommended fields are pre-populated in Microsoft Entra, but you can change them.*
Ramp invites are sent to users via email. The invite email “sender” is set to the user’s manager. If the user doesn’t have a manager, it falls back to the Ramp account owner. In other words, new users provisioned via SCIM will receive an invite email from their manager. If they don’t have a manager, it will come from the Ramp account owner.
If you also have SSO/SAML set up, your users can access Ramp using SSO and don't need to accept the invite via email.
### Inviting user groups in Microsoft Entra
You have the option to invite users as individuals or as part of user groups from your Microsoft Entra account.
It is common to have workflows in Microsoft Entra that automatically add or remove a user to/from a group based on certain criteria. **If a user is (automatically or manually) moved from a group where they are assigned to Ramp, they will be immediately deactivated from Ramp unless they are still in draft, in which case Ramp deletes them.**
### Pushing groups from Microsoft Entra to Ramp
Assign a Microsoft Entra group to the Ramp app to create the group in Ramp and provision its users.
To create a Ramp group from Microsoft Entra:
1. In Ramp, open **SCIM Settings** and make sure **Group sync** is enabled.
2. In the Microsoft Entra admin center, open the Ramp Enterprise Application.
3. Select **Users and groups**.
4. Select **Add user/group**.
5. Under **Users and groups**, assign the group you want to push to Ramp.
> **Note:** Group-based application assignment requires Microsoft Entra ID P1 or P2.
> **Note:** Assigned groups must contain users directly because Microsoft Entra assignments do not cascade to nested groups.
### User setup in Ramp
You can optionally enable role syncing from Entra by following [this article](/setting-up-microsoft-entra-role-assignments). If you don't choose to enable role syncing: if a user is assigned as someone’s manager in your IdP when they're invited, we will automatically assign them the Manager role on Ramp. Otherwise, all users invited via SCIM will be assigned the Employee role. You can update a user’s role from your Ramp account after they accept their invite.
**IT Admin and Accounting roles on Ramp cannot act as Managers.** When you try to provision or update a user whose manager has the IT Admin or Accounting role, you will receive an error, and the attempt to provision or update will fail.
When a user is invited via SCIM, we will issue any default Spend Programs that you’ve configured for your business.
## Deactivations
When a user is no longer assigned to the Ramp app in their IdP, Ramp deactivates rather than deletes them; draft users are deleted instead. Read more [here](/setting-up-scim-and-managing-user-provisioning#secure-yet-flexible-user-termination-via-deactivation) for considerations of what this entails.
## Automatic updates
Any time a user’s information is updated in your IdP system, the SCIM integration will update the user’s information in Ramp. Your IdP will be the source of truth for all employee information.
- Name
- Department
- Location
- Manager
- Phone\*
- Role
Email changes are supported via SCIM. When an email is updated in your identity provider, the employee will receive a verification email and must confirm the change before it takes effect in Ramp. You can read more about handling user updates [here](/setting-up-scim-and-managing-user-provisioning#automatic-user-information-updates).
> **Note:** For Phone, Microsoft Entra does not overwrite a user's confirmed Ramp phone number. Users can still change and confirm their phone number in Ramp.
---
# Rippling integration: Set up SCIM provisioning
> Official Ramp Help Center article. Topic: Integrations / Set up HR & Identity Integrations. [View the canonical page](https://support.ramp.com/set-up-ramps-scim-integration-with-rippling).
> **Note: This article primarily applies to Ramp Administrators.**
> Cardholders may find other articles in the [Ramp overview](/get-started-with-ramp/overview-of-ramp) section to be more applicable.
## Overview
System for Cross-domain Identity Management (SCIM) can be set up to connect your Identify Provider (IdP) with your Ramp account. SCIM allows you to invite and deactivate Ramp users directly from your IDP. For general information on using SCIM with Ramp, please review [this article](/setting-up-scim-and-managing-user-provisioning).
This article explains how to set up the Rippling SCIM integration from your Ramp account.
We've called out many suggestions and "things you should know" for using the integration so **we strongly recommend you read this before setting up your SCIM integration.**
> **Note:** Changes made via SCIM may take up to 5 minutes to be reflected in Ramp, and in rare cases, slightly longer. For urgent actions, such as terminating a compromised Ramp user, card, or funds, we recommend completing the action directly in Ramp.
## Set up the integration on Ramp
### Before you begin
- Determine which profile field you want to use for the user's **department** in Ramp. By default this is set to "department" but you can map to any profile field in Rippling. Other common options are "cost center", "organization", or "division".
- Determine which profile field you want to use for the user's **location** in Ramp. By default this is set to "city" but you can map to any profile field in Rippling. Other common options are "cost center", "locale", "state", and "country code".
- Audit your users in Rippling to ensure there is a department AND location set for each user. Any user who does not have one of these values will be provisioned with the defaults you set for your integration.
- "Groups" in Rippling can make it easier to manage user assignments. **If you choose to use Rippling groups, please fully review the** [**"inviting user groups" section below.**](#inviting-user-groups-in-rippling)
- **If you already have users on your Ramp account:**
- Confirm that the employee profile information in Ramp matches the data in Rippling. When you provision a user via SCIM and they already exist in Ramp, **Rippling becomes the source of truth** and will override the user's Ramp profile if it doesn't match.
- If a user's email address doesn't match, SCIM will use the Rippling email address to create a second account for the user
- **If you are disconnecting from HRIS to set up SCIM**
- Please ensure that the HRIS fields that you use for Department and Location are synced to your IDP (Rippling). If you disconnect HRIS, and the data does not match Rippling, the SCIM integration will override the employee profile information on Ramp. (Reminder that you can map to any IdP field you'd like).
- We recommend contacting your Ramp partner for support
- (Later) Once you have the integration set up, before you terminate anyone via SCIM, you’ll want to determine your preferred options for handling user deactivation in regards to how Ramp will handle their cards and status in approval chains. (See Terminations section below)
- **Know the supported features**
- Create users (Invite to Ramp)
- Update user attributes (Name, Department, Location, Manager)
- Deactivate users
### Integration setup
1. Go to Company > [Integrations](https://app.ramp.com/settings/apps/overview)
2. Search and select Rippling
- Note: You cannot integrate with both SCIM and HRIS at the same time. If you are connected to HRIS, you will need to disconnect the HRIS integration in order to set up SCIM.
3. When you select your provider, you will be prompted with instructions on how to set up the integration with your IdP. These instructions are specific to Rippling SCIM and will guide you through setup.
4. Install the Ramp integration in your Rippling tenant following the provided instructions
### Setting the attribute mappings
> The following are the recommended attribute mappings. **Please note:** that you can assign any desired Rippling value to the Ramp attributes. Ensure the attribute names match the capitalization below (e.g., in "userName" make sure the "N" is capitalized).
| Ramp Attribute | Rippling attribute | Cadence | Notes |
| --- | --- | --- | --- |
| department | User's Department name | On user creation and updates | Used to set the user’s department in Ramp. If the department does not exist in Ramp yet, it will be automatically created. If Ramp receives a request to create or update a user with no department set, it will be rejected. |
| externalId | User's ID | On user creation and updates | Not visible in Ramp. |
| name.familyName | User's Preferred last name | On user creation and updates | Used to set the user's last name in Ramp. |
| name.givenName | User's Preferred first name | On user creation and updates | Used to set the user's first name in Ramp. |
| manager.email | User's Manager email address | On user creation and updates | This should be the user's manager's email address. If Ramp receives no value, users will be provisioned with no manager. If Ramp receives an email address which isn't associated with a Ramp user, the user won't be created/updated until that manager is provisioned. Bulk provisioning of users alongside their managers is supported, as long as all specified emails point to a manager that is/will be provisioned. |
| phoneNumbers.mobile | User's Phone number | On user creation and updates | Optional, but must use **E.164 format** if specified. |
| emails.primary | User's email address | On user creation and updates | Used to set the user's Ramp account email address. |
| addresses.work.locality | User's work location city | On user creation and updates | Used to set the user’s location in Ramp. If the location does not exist in Ramp yet, it will be automatically created. If Ramp receives a request to create or update a user with no locality set, it will be rejected. |
> **Note:** Ramp uses the synced number to send texts about the user's invitation if invite texts are configured in [invite settings](https://app.ramp.com/people/all#/d/invites/issuance-settings).
Once you complete setup, you’ll land on the SCIM integration page where you can view and configure your SCIM settings. Read more about the SCIM settings page [here](/setting-up-scim-and-managing-user-provisioning#clear-integration-management).
### Troubleshooting
If you run into any issues configuring SCIM, go to your [Ramp dashboard](https://app.ramp.com/home/) and click the (?) icon in the top-right corner of your Ramp dashboard, near your profile. Ask Ramp to help troubleshoot the setup issue you are seeing in your SCIM configuration, and continue in the same help flow if you need a next step.
## Provisioning users
### Invites
When you connect to Rippling via SCIM, you will be able to automatically invite users to Ramp from Rippling.
**Ramp requires the following information to send the invite:**
1. **First Name**
2. **Last Name**
3. **Email address**
4. **Department**
5. **Location**
**If a user has a manager assigned to them in your IdP, you can push that information to Ramp as well, and we recommend doing so.** (This is configurable from Rippling)
*Note that if you invite a user with a manager who has not been invited to Ramp yet, we will not be able to provision the user in Ramp until the manager has been invited to Ramp as well.*
In order to successfully send a user invite via SCIM, the required fields must be populated in your IdP, otherwise the invite will not be sent. **If the user is missing any required fields, the request will fail.** You can track errors/unsent invites in Rippling.
*Note that you can map any Rippling field to the Ramp attributes. The recommended fields are pre-populated in Rippling, but you can change them.*
Ramp invites are sent to users via email. The invite email “sender” is set to the user’s manager. If the user doesn’t have a manager, it falls back to the Ramp account owner. In other words, new users provisioned via SCIM will receive an invite email from their manager. If they don’t have a manager, it will come from the Ramp account owner.
If you also have SSO/SAML set up, your users can access Ramp using SSO and don't need to accept the invite via email.
### Inviting user groups in Rippling
You have the option to invite users as individuals or as part of user groups from your Rippling account.
It is common to have workflows in Rippling that automatically add or remove a user to/from a group based on certain criteria. **If a user is (automatically or manually) moved from a group where they are assigned to Ramp, they will be immediately deactivated in Ramp unless they are still in draft, in which case Ramp deletes them.**
Due to this, we recommend you assign users to Ramp using a group that is manually managed rather than managed through automation and workflows. If you do need to move users between groups, we recommend adding the user to the new group BEFORE removing them from any other groups OR temporarily disabling "de-provisioning" from the SCIM settings while you make group changes. This will ensure they stay provisioned to Ramp.
### Pushing groups from Rippling to Ramp
Use Rippling third-party groups to create groups that sync to Ramp. After you create the group, assign members to it in Rippling.
To create a group for Ramp in Rippling:
1. In Ramp, open **SCIM Settings** and make sure **Group sync** is enabled.
2. In Rippling, open the Ramp app and select **Third-party groups**.
3. Select **Create a Group**.
4. Enter a group name.
5. Assign members to the group in Rippling.
### User setup in Ramp
If a user is assigned as someone’s manager in your IdP when they're invited, we will automatically assign them the Manager role on Ramp. Otherwise, all users invited via SCIM will be assigned the Employee role. You can update a user’s role from your Ramp account after they accept their invite.
**Accounting roles on Ramp cannot act as Managers.** When you try to provision or update a user whose manager has the Accounting role, you will receive an error, and the attempt to provision or update will fail.
When a user is invited via SCIM, we will issue any default Spend Programs that you’ve configured for your business.
## Deactivations
When a user is no longer assigned to the Ramp app in their IdP, Ramp deactivates rather than deletes them; draft users are deleted instead. Read more [here](/setting-up-scim-and-managing-user-provisioning#secure-yet-flexible-user-termination-via-deactivation) for considerations of what this entails.
## Automatic updates
Any time a user’s information is updated in your IdP system, the SCIM integration will update the user’s information in Ramp. Your IdP will be the source of truth for all employee information.
- Name
- Department
- Location
- Manager
- Phone\*
- Role\*
Email changes are supported via SCIM. When an email is updated in your identity provider, the employee will receive a verification email and must confirm the change before it takes effect in Ramp. You can read more about handling user updates [here](/setting-up-scim-and-managing-user-provisioning#automatic-user-information-updates).
> **Note:** For Phone, Rippling does not overwrite a user's confirmed Ramp phone number. Users can still change and confirm their phone number in Ramp.
> **Note:** For Roles, a user will only be assigned as a Manager on Ramp if they are assigned as someone's manager in Rippling.
---
# Okta integration: Set up role assignments
> Official Ramp Help Center article. Topic: Integrations / Set up HR & Identity Integrations. [View the canonical page](https://support.ramp.com/setting-up-okta-role-assignments).
## Overview
This document will walk through setting up a **roles** attribute on the Ramp user profile in Okta that will sync over to Ramp user roles via your existing SCIM integration. For help with initial SCIM setup, visit [this article](/set-up-ramps-scim-integration-with-okta).
> **Tip:** Looking to assign multiple roles or Custom Roles via SCIM? See [Assign roles by Ramp Role ID in Okta (Early Access)](#assign-roles-by-ramp-role-id-in-okta-early-access).
> **Note:** Role assignments from Okta are currently only supported for businesses with access to the full Ramp suite, including card issuing. Other Okta SCIM features are still fully available.
## Assign a system role in Okta (rampUserRole)
Roles will be applied to users upon creation or update and will behave similarly to those manually updated in the Ramp application. If a user’s role cannot be updated successfully, an error will be displayed in the Ramp **People** tab.
To begin, click into **Profile Editor** under **Directory** in the Okta sidebar menu.
Click into your Ramp application user profile (the name depends on your initial configuration of Ramp).
Click **Add Attribute** to create a new attribute for role assignments.
You'll need to configure the following settings (a screenshot is attached to the end of this document):
- Choose any display name and variable name that makes sense for your organization
- Set the **External name** to `roles.^[type=='rampUserRole'].value`
- Set the **External namespace** to `urn:ietf:params:scim:schemas:core:2.0:User`
- Add a description of your choice to help other administrators understand the attribute's purpose
In the **Attribute enum** section, configure the following roles:
| **Display name** | **Value** |
| --- | --- |
| Owner | BUSINESS_OWNER |
| Admin | BUSINESS_ADMIN |
| Cardholder | BUSINESS_USER |
| Accounting | BUSINESS_BOOKKEEPER |
| Guest | GUEST_USER |
| IT Admin | IT_ADMIN |
We recommend leaving the role attribute as optional. When no role value is specified, Ramp will either:
- Keep the user's existing role (for updates to existing users)
- Default to creating the user as a BUSINESS_USER (for new users)
To assign roles to users, navigate to the [**Profile Mappings**](https://help.okta.com/en-us/content/topics/users-groups-profiles/usgp-map-profile-attribute.htm) section of your application. Here you can create rules to automatically assign roles based on:
- Group membership
- Other profile attributes
- Any combination of conditions supported by Okta's expression language
Once configured, users provisioned to Ramp will receive their designated roles based on your mapping rules. Users should appear in Ramp's **People** with their updated roles within approximately 10 minutes of provisioning
[More documentation on setting up Custom Role attributes in Okta can be found at this link](https://support.okta.com/help/s/article/How-to-add-multivalue-roles-in-SCIM-Cloud-integration?language=en_US).
**Please note the following:**
1. Cardholder includes both users and managers. Manager users should be assigned the BUSINESS_USER role.
2. The GUEST_USER role can only be assigned during initial user creation. Consider using group-based assignments to ensure users who need the Guest role receive it during their initial provisioning.
*Recommended Okta Role attribute setup.*
## Assign roles by Ramp Role ID in Okta (Early Access)
> **Early Access.** Ramp Role ID assignment is currently in Early Access.
> **Important:** After you add the Ramp Role ID `roles` attribute to your Okta profile, use it when provisioning new users or updating roles for existing users.
The `roles` attribute assigns roles using stable Ramp Role IDs as a direct string array. This supports both built-in roles and Custom Roles, and allows assigning multiple roles at once. Custom Roles require [Ramp Plus](https://support.ramp.com/ramp-plus-overview). Include multiple Ramp Role ID strings to assign multiple roles to a single user.
Not all role combinations are valid — for example, Custom Roles can only be assigned to users with Employee, Accounting, or IT Admin as their base role. See [User roles overview](/user-roles-overview) for details.
### Update users from system roles to Ramp Role IDs
When you migrate an existing user from a system role to Ramp Role IDs, include every role the user needs in the new `roles` attribute. Before updating the user, confirm their base role, Manager role, and any Custom Role add-ons, then add the corresponding Ramp Role IDs to the user's `roles` value. This prevents a SCIM update from removing role access that was not included in the new attribute.
Example SCIM role entry:
```json
{
"roles": ["ramp-accounting", "custom-ai-token-spend-admin"]
}
```
### Find your Ramp Role IDs
Ramp Role IDs are stable identifiers that do not change when a role is renamed. To find a role's Ramp Role ID:
1. Go to [Roles and Permissions](https://app.ramp.com/settings/all/roles-and-permissions) in Ramp.
2. Select the role you want to assign.
3. Copy the **Ramp Role ID** shown beneath the role name in the drawer heading.
You will need the Ramp Role ID for each role you want to assign via SCIM. For example, the built-in Employee role has the Ramp Role ID `ramp-employee`, and the built-in Accounting role has the Ramp Role ID `ramp-accounting`. Custom Roles have Ramp Role IDs set when the role is created.
### Set up the attribute in Okta
1. In the Okta sidebar, go to **Directory** > **Profile Editor**.
2. Select your Ramp application user profile.
3. Click **Add Attribute** and configure the following:
- Set **Data type** to **string array**. Okta may show this as `array` after you save the attribute.
- Set **Display name** to `Ramp role IDs`.
- Set **Variable name** to `rampRoleId`.
- Set **External name** to `roles`
- Set **External namespace** to `urn:ietf:params:scim:schemas:core:2.0:User`
4. Enable the **Enum** checkbox (**Define enumerated list of values**). Add an entry for each role you want to make available for assignment. For each entry, set the **Display name** to a human-readable label and the **Value** to the Ramp Role ID you copied from Ramp.
For example:
| **Display name** | **Value** |
| --- | --- |
| Employee | `ramp-employee` |
| Accounting | `ramp-accounting` |
| AI Token Spend Admin | `custom-ai-token-spend-admin` |
These are examples — your enum values must match the Ramp Role IDs from your own business's [Roles and Permissions](https://app.ramp.com/settings/all/roles-and-permissions) in Ramp.
5. Confirm **Attribute type** is **Personal**, which Okta selects by default.
6. Navigate to **Profile Mappings** for your Ramp application. Under the **Okta User to Ramp** tab, map the attribute you created (for example, `user.rampRoleId`) to the `roles` target attribute on the Ramp User Profile.
7. Click **Save Mappings**.
Once configured, provisioned users should appear in Ramp with their updated roles within approximately 10 minutes.
For more information on setting up multi-value role attributes in Okta, see [Okta's guide on multi-value roles in SCIM](https://support.okta.com/help/s/article/How-to-add-multivalue-roles-in-SCIM-Cloud-integration?language=en_US).
---
# Microsoft Entra integration: Set up role assignments
> Official Ramp Help Center article. Topic: Integrations / Set up HR & Identity Integrations. [View the canonical page](https://support.ramp.com/setting-up-microsoft-entra-role-assignments).
## Overview
This document will walk through setting up a **roles** attribute on the Ramp user profile in Microsoft Entra that will sync over to Ramp user roles via your existing SCIM integration. For help with initial SCIM setup, visit [this article](/set-up-ramps-scim-integration-with-microsoft-entra).
> **Tip:** Looking to assign multiple roles or Custom Roles via SCIM? See [Assign roles by Ramp Role ID in Microsoft Entra (Early Access)](#assign-roles-by-ramp-role-id-in-microsoft-entra-early-access).
> **Note:** Role assignments from Entra are currently only supported for businesses with access to the full Ramp suite, including card issuing. Other Entra SCIM features are still fully available.
## Assign one system role in Microsoft Entra with legacy enum values
**Navigate to App registrations** in the far left sidebar.
Under the **All applications** tab, select your Ramp integration. This will take you to the application's registration overview page.
From here, navigate to **App roles** in the sidebar.
Create roles matching the desired Ramp roles by clicking **Create app role** and inputting information on each role you’re creating. Supported roles include:
| **Display name** | **Value** |
| --- | --- |
| Admin | BUSINESS_ADMIN |
| Cardholder | BUSINESS_USER |
| Accounting | BUSINESS_BOOKKEEPER |
| Guest | GUEST_USER |
| IT Admin | IT_ADMIN |
The completed setup for each role should mirror the image below. The description can be any desired description.
Other default roles can be removed from the application. Ramp will not recognize these other roles.
To apply these roles to users in the Ramp application, navigate **Enterprise applications** in the left sidebar and then click into your Ramp enterprise application.
In your Ramp application, click **Provisioning**, then **Attribute mapping (Preview)**, then **Provision Microsoft Entra ID Users** to reach the mappings for your application:
At the bottom of the screen, click **Show advanced options** and then **Edit attribute list for customappsso**.
Here, add “roles” as a new attribute with the “String” type. Leave the other columns unchecked.
Save this configuration at the top of the screen, and then navigate back to the **Attribute mapping** page using the link at the top of the page.
Now, click **Add New Mapping** below the table of existing attribute mappings:
Enter the following configuration for role assignments:
Ensure that the **Expression** value is correct:
AssertiveAppRoleAssignmentsComplex([appRoleAssignments])
Finish adding the mapping and save the new mapping in the attribute mapping menu.
Entra is now set to provision user roles to Ramp. Adding roles to new or existing users will result in those roles being applied in Ramp.
There are multiple ways to apply roles to users. When adding a user/group in the **Users and groups** menu under provisioning, you can select a role to assign to the newly-assigned users:
Similarly, existing users can have their roles updated by checking them and clicking **Edit assignment**, which will lead to the same menu.
**Note that some roles—in particular, Guest User—can only be assigned during user creation. To avoid issues, ensure that users who need this role are assigned to the correct role when they are initially provisioned.** One way to do this easily is to assign users through an Entra group and assign a role to the entire group at once.
Once users are provisioned, they should appear in Ramp's [**People** page](https://app.ramp.com/people/all) with their updated roles within approximately 10 minutes:
## Assign roles by Ramp Role ID in Microsoft Entra (Early Access)
> **Early Access.** Ramp Role ID assignment is currently in Early Access.
> **Important:** After you configure Ramp Role ID assignments, use them when provisioning new users or updating roles for existing users. Do not send both legacy enum values and Ramp Role IDs for the same user.
The `roles` attribute assigns roles using stable Ramp Role IDs. This supports both built-in roles and Custom Roles and allows assigning multiple roles at once. Custom Roles require [Ramp Plus](/ramp-plus-overview). In Microsoft Entra, create one app role for each Ramp role and use its Ramp Role ID as the app role's **Value**. Assign multiple app roles to the same user or group to assign multiple Ramp roles.
Not all role combinations are valid. For example, Custom Roles can only be assigned to users with Employee, Accounting, or IT Admin as their base role. See [User roles overview](/user-roles-overview) for details.
### Update users from system roles to Ramp Role IDs
Complete the migration before the next provisioning run. Do not create a second `roles` attribute or a second mapping to `roles`.
1. Inventory every role currently assigned to each user in Ramp. Include the base role and all add-on roles, such as Manager, Finance Admin, Accounts Payable, Assistant, and any Custom Roles.
2. Create replacement Microsoft Entra app roles whose values are the corresponding Ramp Role IDs, then move each user or group to every replacement app role they need.
3. Remove all user and group assignments to app roles that use legacy enum values such as `BUSINESS_USER` or `BUSINESS_ADMIN`, then disable or delete those legacy app roles.
4. Update the existing `roles` attribute and mapping by following the sections below.
Every role the user needs must be represented by a Ramp Role ID assignment before provisioning runs again. A SCIM update removes role access that is not included in the new assignments.
### Find your Ramp Role IDs
Ramp Role IDs are stable identifiers that do not change when a role is renamed. To find a role's Ramp Role ID:
1. Go to [Roles and Permissions](https://app.ramp.com/settings/all/roles-and-permissions) in Ramp.
2. Select the role you want to assign.
3. Copy the **Ramp Role ID** shown beneath the role name in the drawer heading.
You will need the Ramp Role ID for each role you want to assign via SCIM. For example, the built-in Employee role has the Ramp Role ID `ramp-employee`, and the built-in Accounting role has the Ramp Role ID `ramp-accounting`. Custom Roles have Ramp Role IDs set when the role is created.
### Create Ramp Role ID app roles in Microsoft Entra
1. In Microsoft Entra, open **App registrations**, select **All applications**, and select your Ramp application.
2. Select **App roles**, then select **Create app role**.
3. Enter a human-readable **Display name** and description.
4. Set **Allowed member types** to **Users/Groups**.
5. Set **Value** to the exact Ramp Role ID copied from Ramp, such as `ramp-employee`.
6. Enable the app role and save it.
7. Repeat these steps for every built-in or Custom Role you want to assign through Microsoft Entra. If you are migrating, replace the legacy enum app roles instead of keeping both versions.
### Configure Ramp Role ID attribute mapping in Microsoft Entra
1. Open **Enterprise applications**, select your Ramp application, then select **Provisioning** > **Attribute mapping (Preview)** > **Provision Microsoft Entra ID Users**.
2. Select **Show advanced options**, then **Edit attribute list for customappsso**.
3. Find the existing `roles` attribute, keep its type as **String**, select **Multi-Value**, and save the attribute list. If your configuration does not already have `roles`, add it instead. Do not create a second `roles` attribute.
4. Return to **Attribute mapping** and edit the existing mapping whose target is `roles`. If no such mapping exists, select **Add New Mapping**. Configure one mapping as follows:
- Set **Mapping type** to **Expression**.
- Set **Expression** to `AssertiveAppRoleAssignmentsComplex([appRoleAssignments])`.
- Set **Target attribute** to `roles`.
- Set **Apply this mapping** to **Always**.
5. Save the mapping.
### Assign multiple Ramp roles in Microsoft Entra
Microsoft Entra allows one app role per assignment. To assign multiple Ramp roles, create a separate assignment for each role:
1. In your Ramp enterprise application, select **Users and groups**, then **Add user/group**.
2. Select the user or group.
3. Select one app role and complete the assignment.
4. Repeat these steps for each additional Ramp role the user or group needs.
After provisioning runs, Ramp applies all valid assigned roles to the user. Users should appear in Ramp's [**People** page](https://app.ramp.com/people/all) with their updated roles within approximately 10 minutes.
---
# Okta integration: Set up SAML SSO
> Official Ramp Help Center article. Topic: Integrations / Set up HR & Identity Integrations. [View the canonical page](https://support.ramp.com/set-up-ramps-saml-sso-integration-with-okta).
## Overview
**Note: This article primarily applies to Ramp Administrators.**
Cardholders may find other articles in the [Ramp overview](/get-started-with-ramp/overview-of-ramp) section to be more applicable.
This article covers how to use Okta for SAML 2.0 Single Sign On (SSO). For System for Cross-domain Identity Management (SCIM) for your Ramp account, please refer [here](/set-up-ramps-scim-integration-with-okta).
SSO will allow your employees to access Ramp through Okta seamlessly and securely. SCIM will allow you to manage your Ramp users from the Okta platform. With SCIM you can invite users, update profile attributes, and terminate users automatically via Okta.
## Install the Ramp application in Okta
***Note:** Starting in Sept 2024, Ramp will be rolling out a new SAML configuration flow that will provide admins with step-by-step instructions to set up SAML within the application.*
In order to set up SAML authentication, you must first set up the Ramp application in Okta.
1. In a new browser tab, sign in to your Okta tenant
2. Navigate to **Applications** > **Applications:**
1. Click **Browse App Catalog,** search for **Ramp,** and click on the Ramp Application to view
2. Click **Add Integration**
3. Under **General Settings:**
- Enter the Application Label. You can change the application label but we recommend using “Ramp.” This is the name of the app that your employees will see when accessing Ramp via Okta.
Since Ramp does not support IdP-initiated sign-ins, you should check the box: **Do not display application icon to users**
## Supported SAML features
The Okta/Ramp SAML integration currently supports the following features:
- SP-initiated SSO
## Set up Okta SSO on Ramp
## Configuration steps
1. Sign in to the Ramp application and click the **Settings** tab on the lefthand side.
2. Navigate to **Company settings**, then **Security**.
3. Under the **Identity providers** tab, click **Begin setup**.
4. Click on **Okta**, which will trigger the step-by-step configuration instructions below.
5. In a new browser tab, sign in to your Okta tenant.
6. Navigate to **Applications** > **Applications.**
7. If the Ramp application is already installed in Okta, click **Done** and skip to step 10. Otherwise, click **Browse app catalog** , search for the Ramp app integration, and click **Add integration** .
8. Under **General settings** , find **Application visibility** , and check **Do not display application icon to users** , since Ramp does not support IdP-initiated flows. Then click **Done** .
9. On the Ramp tab, click **Continue** to go to the next page.
10. Switch to the **Sign On** tab in Okta.
11. Copy the "Metadata URL".
12. Navigate back to Ramp and paste it in the URL space. Then click **Continue** .
13. Switch to the **Assignments** tab in Okta, then use the **Assign** dropdown to add users to the application.
14. In Ramp, select the email domains to enable in Okta. Email domains already connected to another identity provider may be unavailable.
15. Click **Exit & test** to test the flow.
16. After successful test sign-in, you will return to **Company Security**.
17. Under **Account access**, click **Configure**, then toggle Okta on or off for each role.
## Configuring existing Okta SSO setup
To modify supported domains, click **Okta** under **Identity providers**.
### Note
Ensure you entered the correct value in the "Subdomain" field under the General tab. The wrong subdomain value prevents you from authenticating through SAML to Ramp.
Since only SP-initiated flow is supported, Okta recommends hiding the application icon for users.
The following SAML attributes are supported. Ensure you **preserve capitalization** for each of the names below. For example, in "firstName" make sure the 'N' is capitalized:
| Name | Value |
| --- | --- |
| email | user.email |
| givenName | user.firstName |
| familyName | user.lastName |
### SP-initiated SSO
1. Go to: [https://ramp.com/sign-in](https://ramp.com/sign-in)
2. Click **Sign in with Okta**.
3. Enter your email, then click **Continue to Okta**.
---
# Microsoft Entra integration: Set up SAML SSO
> Official Ramp Help Center article. Topic: Integrations / Set up HR & Identity Integrations. [View the canonical page](https://support.ramp.com/set-up-ramps-saml-sso-integration-with-microsoft-entra-id-fka-azure-ad).
> **Note: This article primarily applies to Ramp Administrators.**
> Cardholders may find other articles in the[Ramp overview](/get-started-with-ramp/overview-of-ramp)section to be more applicable.
## Overview
If your company uses [Microsoft Entra ID](https://www.microsoft.com/en-us/security/business/identity-access/microsoft-entra-id) (fka Azure Active Directory), you can set up the single sign-on feature for use with Ramp.
## Set up Microsoft Entra ID on Ramp
### Step 1
Begin the setup process in Ramp by clicking **Begin setup** under **Identity providers**. Select**Microsoft Entra ID** from the new page to see the step-by-step guide.
### Step 2
Setup Microsoft Entra ID SAML Application:
1. Sign in to Microsoft Entra ID and click on **Enterprise Applications** in the left sidebar.
2. Click on the **+New application** button.
3. Click on the **+Create your own application.**
4. Choose **Integrate any other application you don't find in the gallery (Non-gallery)"** and click **Create**.
5. Switch to the **Properties** tab and toggle off **Visible to users**.
6. At this point, go back to the Ramp application and click **Continue**.
### Step 3
Configure Microsoft Entra ID SAML Application:
1. Switch to the **Overview** tab in Microsoft.
2. Click on **Set up single sign on** and choose **SAML.**
3. In the **Basic SAML Configuration** section, click **Edit**.
4. Copy the following handler URL, paste it in for **Identifier (Entity ID)** and **Reply URL**, then click **Save**.
```
https://sso.ramp.com/__/auth/handler
```
### Step 4
Setup SAML claims in Entra:
1. Under the **Attributes & claims** section, click **Edit**.
2. Configure the **Required claim** section with the Unique Identifier ID with *user.mail* , *user.userprincipalname* , or equivalent. See **Important Notes** below for details.
3. Delete any existing **Additional Claims**, then add the following below:
- givenName: user.givenname
- familyName: user.surname
- email: user.mail
4. Under **SAML certificate**, copy the **App Federation Metadata Url** from the Entra ID page, navigate back to Ramp, and paste it into the App Federation Metadata URL field.
Here's where this appears in Entra ID:
### Important notes
Please make sure to **preserve capitalization** for the names above, for example, "givenName" (make sure the 'N' is capitalized). Also, claim values **can be different in** your system if they have been customized. The most important factor in a correct setup is that each of the claims listed above corresponds to the following user info, even if the mapped attribute source is different:
- Unique User Identifier (Name ID): *User's email address*
- givenName: *User's first name*
- familyName: *User's last name*
- email: *User's email address*
When configuring the claims, make sure to **set the "namespace" field for ALL attributes to empty**:
### Step 5
Complete setup:
1. In Microsoft Entra ID, switch to the **Users and groups** tab to assign users to the application.
2. In Ramp, select the email domains to enable Microsoft Entra ID. Email domains already connected to another identity provider may be unavailable.
3. Click **Exit & test** to test the flow.
4. After successful test sign-in, you will return to **Company Security**.
5. Under **Account access**, click **Configure**, then select Microsoft Entra ID as a sign-in method for each applicable role.
The image below uses the former labels **Microsoft Azure AD** and **Bookkeepers**. Ramp now displays **Microsoft Entra ID** and **Accounting**.
## Configure an existing Entra ID setup
To modify supported domains, click **Microsoft Entra ID** under **Identity providers**.
---
# JumpCloud integration: Set up SAML SSO
> Official Ramp Help Center article. Topic: Integrations / Set up HR & Identity Integrations. [View the canonical page](https://support.ramp.com/set-up-ramps-saml-sso-integration-with-jumpcloud).
> **Note: This article primarily applies to Ramp Administrators.**
> Cardholders may find other articles in the[Ramp overview](/get-started-with-ramp/overview-of-ramp)section to be more applicable.
## Overview
If your company uses JumpCloud, you can set up the single sign-on feature for use with Ramp.
## How to set up
### Step 1:How to set up JumpCloud SAML application
1. Sign-in to the JumpCloud Admin Portal and select SSO on the side nav.
2. Click Add New Application or Get Started if this is your first application.
3. Select Custom SAML App (SAML 2.0).
### Step 2: Setup JumpCloud basic SAML configuration
1. Enter General Info, including Display Label, as desired. Click the SSO section.
2. Copy the following URL and paste it in for IdP Entity ID, SP Entity ID, and ACS URL: [https://sso.ramp.com/__/auth/handler](https://sso.ramp.com/__/auth/handler)
3. Ensure that email is selected for SAML Subject NameID
4. Ensure that Declare Redirect Endpoint checkbox is checked.
5. Ensure that users are assigned to this application through User Groups.
### Step 3: Setup SAML claims
In the Attributes section, add the following claims:
- givenName: firstname
- familyName: lastname
- email: email
> **Please Note:** Ensure you preserve capitalization for claim names above, for example, **givenName**. Also, claim values may vary in your system if they were customized. What’s important is that the Name matches above and values correspond to those in your system:
- givenName: User’s first name
- familyName: User’s last name
- email: User’s email address
Click the **Activate** button after this is set up.
### Step 4: Setup metadata URL on Ramp
- Go back into the Application you just created, and go to the SSO section.
- Click on Copy Metadata URL and paste it in the JumpCloud Metadata URL section (as shown below)
---
# OneLogin integration: Set up SAML SSO
> Official Ramp Help Center article. Topic: Integrations / Set up HR & Identity Integrations. [View the canonical page](https://support.ramp.com/set-up-ramps-saml-sso-integration-with-onelogin).
> **Note: This article primarily applies to Ramp Administrators.**
> Cardholders may find other articles in the[Ramp overview](/get-started-with-ramp/overview-of-ramp)section to be more applicable.
## Overview
If your company uses OneLogin, you can set up the single sign-on feature for use with Ramp.
## How to set up
### Step 1: Setup OneLogin SAML application
1. Go to **Applications → Applications** and click on **Add App** on the top right corner.
2. Select **SAML Custom Connector (Advanced)** .
### Step 2: Setup OneLogin basic SAML configuration
1. Enter **Info,** including **Display Name** and Icons, as desired, and click **Save** .
2. Click on the **Configuration** tab.
3. Copy the following URL and paste it in for **Audience (EntityID)** and **Recipient** : `https://sso.ramp.com/__/auth/handler`
Copy "https://sso.ramp.com/__/auth/handler" to clipboard
4. Copy the following expression and paste it in for **ACS (Consumer) URL** and **ACS (Consumer) URL Validator** : `https:\/\/sso\.ramp\.com\/__\/auth\/handler`
Copy "https:\/\/sso\.ramp\.com\/__\/auth\/handler" to clipboard
5. Update the **SAML initiator** dropdown to **Service Provider** .
6. Click **Save** .
### Step 3: Setup SAML claims
In the **Parameters** section, add the following claims and make sure to check the **Include in SAML assertion** checkbox for each:
- `givenName: First Name`
- `familyName: Last Name`
- `email: Email`
> **Note:** Ensure you preserve capitalization for claim names above, for example, "givenName". Also, claim values may vary in your system if they were customized. What’s important is that the Name matches above and values correspond to those in your system:
- `givenName: User’s first name`
- `familyName: User’s last name`
- `email: User’s email address`
Click the **Activate button** after this is set up.
### Step 4: Setup metadata URL on Ramp
- Click on SSO.
- Copy the Issuer URL and paste it into the Ramp setup wizard in the OneLogin Metadata URL field (as shown below).
---
# MedPro integration overview
> Official Ramp Help Center article. Topic: Integrations / Set up Workflow & Productivity Integrations. [View the canonical page](https://support.ramp.com/medpro-systems-integration-with-ramp).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
The MedPro Systems integration helps life sciences organizations stay compliant and streamline the CMS Open Payments (“Sunshine Act”), state and local transparency requirements. The integration includes two components: **DirectID – Ramp** and **DirectID – Ramp Export**.
- **DirectID – Ramp** : Search and add healthcare professional (HCP) data from MedPro’s MedProID database directly within Ramp, so spend is tagged with complete, accurate HCP details.
- **DirectID – Ramp Export** (Coming in Q2 2026): Automatically export aggregate spend transactions from Ramp to MedPro’s Compliance Reporting ID (MCR) platform for both federal CMS Open Payments and state Aggregate Spend reporting requirements.
With this integration, you can expect:
- Smarter HCP lookup in Ramp. Real‑time access to MedPro’s comprehensive HCP data while adding attendees, including data elements required for transparency reporting. This removes manual data entry by field teams or back‑office operations.
- Cleaner reporting for life sciences. MedPro can automatically retrieve the Sunshine‑Act fields it needs from Ramp, so reporting runs through the MedPro platform you already use. MedPro helps companies comply with both federal and state regulations.
Only mutual customers of MedPro and Ramp can use this integration. Ramp Plus is required.
## Requirements
Customers need an active Ramp Plus account and MedPro’s **DirectID – Ramp** licenses to use the integration. For existing customers of MedPro, you need to sign a Change Order with MedPro to add **DirectID – Ramp** (and **DirectID – Ramp Export** if also using MedPro’s MCR) before getting access to the integration.
Once the customer obtains the **DirectID – Ramp** license, MedPro will issue customer credentials that can be used to turn on the integration.
## Set up
- Admins can set up the integration in Ramp. Once set up, the setting is applied to all users, and no separate configuration is required.
- **Sunshine Act Compliance Integration Setup**: Go to Company > Integrations > Sunshine Act Compliance.
- Note: Before turning on the MedPro integration, Sunshine Act Compliance must be enabled first.
- If it’s not enabled already, select **Enable** at the top of the integration page and follow the setup instructions.
- **MedPro Credentials:**
- Once Sunshine Act Compliance is enabled, click Settings at the top of the Sunshine Act Compliance page, then click the Settings tab
- Select Connect to turn on the MedPro integration
- Enter the *MedPro DirectID - Ramp* credentials: Client ID and Client secret
- Ramp validates the credentials and confirms the connection
- Once successfully connected, you should see “connected” under the Client ID
- **[** ***Coming in Q2 2026*** **] DirectID – Ramp Export Configuration:** Go to Company > Developer
- Create a new app by clicking ‘Start Building’
- Under “My apps,” click on your new app
- Add the following **transactions:read** and **reimbursements:read** scopes to your app. MedPro will need these in order to see your expense data.
- Provide the Client ID and Client Secret found on the page to MedPro so they can pull Sunshine‑Act‑related spend from Ramp
## Using the MedPro integration in Ramp
To add an attendee to a Sunshine Act-related expense in Ramp, search for and add HCPs using their NPI numbers, first name, and last name, or a combination of name plus the two-letter state code. Ramp stores the equivalent MedProID and required fields, so downstream reporting is complete and accurate.
## Data syncing
[*Coming in Q2 2026*] With **DirectID – Ramp Export** enabled, MedPro automatically pulls the relevant expense data required for Sunshine Act and state reporting from Ramp and generates reports in the MedPro MCR platform. Customers can choose the cadence of the data sync and set up for the data to pull at their preferred cadence in MedPro. This includes:
- **From MedPro to Ramp** : Every HCP in the US, including covered recipients for CMS Open Payments (“Sunshine Act”) and State Aggregate Spend reporting, is available in the MedPro database.
- **From Ramp to MedPro** : Aggregate Spend-tagged expense data (merchant/vendor, transaction dates, amounts, payment method, attendees with MedPro IDs and key HCP attributes, related products, and basic context).
Ramp and MedPro exchange data using secure, customer‑specific API credentials. Ramp securely stores your MedPro client ID and secret for HCP lookups. MedPro pulls only aggregate spend from Ramp’s API using credentials you authorize. After the one‑time setup, data flows automatically with no ongoing work needed.
## More about MedPro
MedPro Systems offers life sciences and healthcare companies an industry-leading compliance solution. With access to over 30 million HCP and 800,000+ healthcare organization (HCO) records, MedPro delivers the most accurate, comprehensive, and trusted data in the industry.
By connecting MedPro’s verified healthcare provider data directly to Ramp, companies can now validate every transaction as it happens. That means less time spent chasing NPI numbers, fewer errors at year-end, and complete confidence that reports meet Centers for Medicare & Medicaid Services (CMS), state, and local requirements.
MedPro Systems supports over 800 life sciences companies today, with a focus on HCP data and transparency reporting. To learn more about MedPro Systems and the DirectID - Ramp integrations, visit [MedProSystems.com](http://medprosystems.com).
If you are currently using the DirectID – Ramp integration and have support questions, contact MedPro’s Ramp Support team at [rampsupport@medprosystems.com](mailto:rampsupport@medprosystems.com).
## Frequently asked questions
### How long does setup take?
Once MedPro licensing is complete and you receive the credentials from MedPro, connecting within Ramp takes just a few minutes.
### Where can I find the DirectID - Ramp credentials?
Reach out to your MedPro representative to add this integration to your MedPro agreement. MedPro will share the credentials directly with you so you can turn on the integration in Ramp.
### Do I need both DirectID – Ramp and DirectID – Ramp Export?
No. Use **DirectID – Ramp** for HCP search and tagging within Ramp. Add **DirectID – Ramp Export** if you also use MedPro MCR for transparency reporting. **Direct ID – Ramp Export** will be available starting in Q2 2026.
---
# Ramp Developer API overview
> Official Ramp Help Center article. Topic: Integrations / Set up Workflow & Productivity Integrations. [View the canonical page](https://support.ramp.com/accessing-the-developer-api).
## Overview
Ramp’s Developer API allows teams to programmatically access Ramp data and build automations or integrations tailored to their workflows. It provides secure, scoped access to objects like transactions, cards, users, and more. This help article explains what the API is, how to get started within the Ramp app, and where to find full technical documentation and real-time assistance. Complete reference guides, endpoint schemas, and end-to-end examples live in the [Ramp Developer API documentation](https://docs.ramp.com/developer-api/v1/introduction).
## Setup guide and feature support
To begin using the Ramp Developer API, you must first create a developer app to obtain your API credentials. Admin access is required.
1. Open [Developer apps](https://app.ramp.com/settings/ramp-developer/apps) in Ramp.
2. For your first app, click **Start building**. If you already have an app, click **Create new app**.
3. Name your app (e.g., “API Quickstart”) and accept the Terms.
4. Under **Grant types**, turn on **Client credentials**.
5. Under **Scopes**, click **Configure allowed scopes** and select `transactions:read` (or additional scopes as needed for your use case).
6. Copy your Client ID and Client Secret. Store these securely—you’ll need them to generate your access token.
**Video walkthrough:** Generate Ramp Developer API credentials from the Ramp dashboard. Best when you're creating your first app and need client credentials and scopes. [Watch the video](https://www.loom.com/share/669e6a7155a940eb8c0c110f8c861b12).
Once credentials are created, follow the this guide on [how to generate an access token](https://docs.ramp.com/developer-api/v1/getting-started#2-get-an-access-token).
## Sandbox environment
Ramp provides a sandbox environment where you can build and test your API integration before connecting to production. The sandbox is a separate environment with its own base URL and credentials — it is not a mode within the production API.
- **Sandbox API base URL:** `https://demo-api.ramp.com`
- **Production API base URL:** `https://api.ramp.com`
The sandbox uses a separate API base URL and app credentials from production. It cannot process real money and includes demo-only simulation actions.
### Requesting sandbox access
Request access using the [sandbox access form](https://docs.ramp.com/developer-api/v1/sandbox-access). Your sandbox should be ready in about one minute. Check your inbox for an account access email. Ramp provisions a sandbox business pre-populated with sample data (such as transactions, cards, users, departments, and reimbursements) so you can test against realistic data without affecting your production account.
You will need to create a separate developer app in the sandbox environment to obtain sandbox-specific OAuth2 credentials (Client ID and Client Secret). Follow the same setup steps described in [Setup Guide and Feature Support](#setup-guide-and-feature-support) above, but within your sandbox account.
### Sandbox vs. production
- **Use the API for your own Ramp business:** Create a separate developer app in your production Ramp account and send production requests to `https://api.ramp.com`.
- **Build for other Ramp businesses:** Test your integration in sandbox. When you are ready, [apply for production access](https://docs.ramp.com/developer-api/v1/build-with-ramp). After Ramp approves your application, onboard production customers through OAuth.
## How to submit a developer API support ticket
1. Open [Developer apps](https://app.ramp.com/settings/ramp-developer/apps):
2. Click **Developer API Support**.
3. In Ask Ramp, describe your issue and ask to connect with the Developer Support team:
4. Review the pre-filled **Description**, enter a **Subject**, and add any other missing details:
5. Click **Submit Ticket** to send your request to the team:
## Developer assist
Developer Assist is an AI-powered helper built directly into the Ramp API documentation. It can answer questions about endpoints, parameters, errors, and implementation steps in real time.
To use it:
1. Navigate to the Ramp Developer API docs.
2. Click the chat icon in the bottom-right corner of the page.
3. Type your question into the chat window to get instant guidance.
**Video walkthrough:** Test Ramp Developer API calls and manage scopes for your integration. Best when validating your setup or refining permissions for an existing integration. [Watch the video](https://www.loom.com/share/9b3a64b1cf4a4f9b982da4a36bcf6e06).
For bug investigations or issues with API performance or unexpected behavior, [submit a Developer API support ticket](#how-to-submit-a-developer-api-support-ticket).
---
# Slack integration: Set up for admins
> Official Ramp Help Center article. Topic: Integrations / Set up Workflow & Productivity Integrations. [View the canonical page](https://support.ramp.com/set-up-ramps-slack-integration-for-admins).
> **Note: This article primarily applies to Ramp Administrators.**
## Overview
Ramp provides finance teams the ability to receive real-time finance alerts and handle common requests directly through Slack. In addition, your team can request funds and get approved without ever leaving your workspace.
## What the integration supports
The integration allows your company to receive the following alerts and take the following actions:
1. **Receiving business alerts** —> Admins can set up which channel (public or private) to receive business alerts within Ramp. Admins can also configure which alerts are sent.
2. **Viewing business activity** —> Admins can set up which channel (public or private) to receive the full list of Ramp transactions. It cannot be filtered by a specific manager or team.
3. **Requesting funds** —> By typing the command `/ramp new` anywhere in Slack, Employees can request funds to their Managers or Admins.
4. **Issuing new funds** —> Admins and Managers can also create funds instantly by using the `/ramp new` command.
5. **Approving, editing or rejecting requests** —> Any requests are routed to the right person based on your Ramp configuration: Admins can approve any request while Managers can only approve requests made by people they directly manage. Admins and Managers can now approve, edit, or reject the request directly in Slack. Don't worry - all funds created or requested on Slack will appear as usual on the Ramp dashboard, along with the full audit trail of requests and approvals.
6. **Approving, editing or rejecting reimbursement requests** —> Any reimbursement requests are routed to the right person based on your Ramp configuration
7. **Approving or rejecting bills** —> Any bills are routed to the right person based on your Ramp configuration
## Managing the Ramp Slack integration
Ramp Admins can set up the integration with Slack from the settings section of their Ramp dashboard in just a few clicks. Note: the steps should be completed by someone who has sufficient access to your Slack instance.
### Connecting to Slack
1. Navigate to the **Integrations** from within the **Company** page on your Ramp dashboard
2. Select [**Integrations**](https://app.ramp.com/settings/apps/overview) **> Slack**
3. You can read a little more about our Slack Integration before connecting, and when you are ready to connect your Slack workspace, click **Add to Slack**
4. You will be taken to Slack, where you can read about the permissions our integration asks for. Click “Allow” when you are ready to connect
5. That's it
### Configuring your channel preferences
Once connected, you can follow these steps to enable business activity alerts or all transaction notifications. You can set up two different channels for alerts in your Slack workspace: 1) Business Activity and 2) All Transactions
1. Select a channel in your workspace from a drop-down menu. The channel picker lists the public channels in your workspace.
2. To connect a private channel, go back to Slack and type “/invite @Ramp” inside your private channel. Then click “Refresh channel list” on Ramp.
3. Your business activity alerts are now connected.
4. Customize your notifications by using the toggles
Note: If a Slack channel is private, it may not show up on Ramp to complete the integration. You can follow these steps to fix this:
1. Make the channel public temporarily.
2. Add the channel from the dropdown.
3. Make the channel private afterward - the connection will still be maintained on our end.
### Sync Slack users to Ramp
Admins can enable **Sync Slack users to Ramp** to automatically import members of your Slack workspace into Ramp as draft users for admins to invite.
1. Go to [**Integrations**](https://app.ramp.com/settings/apps/overview) **> Slack**.
2. Open the Slack settings drawer.
3. Turn on **Sync Slack users to Ramp** under **User sync**.
> **Note:** If Ramp shows **Reauthorize Slack to sync users**, reauthorize Slack to grant the permissions needed to sync your workspace members. Slack User Sync requires `usergroups:read`, `users.profile:read`, `users:read`, and `users:read.email` Slack OAuth scopes.
### Disconnecting from Slack
If you decide after implementing the integration that you'd like to disable it, you have a few options:
1. You can keep the integration but unsubscribe from the business activity alerts or all transaction alerts.
2. You can also disconnect the entire integration by clicking “Disconnect Slack Integration”
## Frequently asked questions
1. Why can't the Ramp integration on Slack find my Ramp account?
- If you want to request funds or review requests on Slack, **Ramp needs to match your Slack account to your Ramp account using your email** . If the email you use on Slack doesn't match the email you use on Ramp, we won't allow you to take action on requesting or approving new funds for security purposes.
2. How can I control who sees our financial information on Slack?
- You can easily control who sees your finance notifications by setting up alerts in private channels rather than public ones. It's completely up to you to decide which team members you want to invite to your private channel once it's set up.
3. Which Slack notifications can I toggle off as an employee?
- An employee cannot toggle off individual Slack notifications that are not in their notification settings. For example, there is currently no way to toggle off reimbursement notifications.
4. Can I link multiple Slack instances to Ramp?
- We currently support one Slack instance per customer.
[Ramp Privacy Policy](https://ramp.com/legal/privacy-policy)
---
# Microsoft Teams integration: Set up for admins
> Official Ramp Help Center article. Topic: Integrations / Set up Workflow & Productivity Integrations. [View the canonical page](https://support.ramp.com/set-up-ramps-microsoft-teams-integration-for-admins).
> **Note: This article primarily applies to Ramp Administrators.**
> **Want to show employees how to use this integration?**
> See this article: [How to use Ramp’s Microsoft Teams integration for employees](/how-to-use-ramps-microsoft-teams-integration-for-employees)
## Overview
Admins on Ramp can get real-time alerts about their finances and handle employee requests using our Microsoft Teams integration. Employees can get alerts for missing items and ask questions about their expense policies which we'll generate responses to with AI. The following article provides more information about how to set up and use the integration.
## How to set up the Microsoft Teams integration as an Admin
**Connecting to Microsoft Teams**
1. Navigate to the " **Company** > **Integrations** "
tab on your Ramp dashboard.
2. Under " **Categories** ", select " **Productivity** ".
3. Microsoft Teams will be available as an option to select.
4. You can read a little more about our Microsoft Teams Integration before connecting.
When you are ready to connect your Microsoft Teams workspace, click “ **Connect** ”
5. You will be taken to the Microsoft Authentication Screen to grant access.
6. Once you are connected, you can set up two different channels for alerts
in your Microsoft Teams workspace: 1) Business activity and 2) All transactions
**Enabling business activity alerts or all transaction notifications**
1. Please add Ramp to a team from the Teams store (link [here](https://teams.microsoft.com/l/app/997ba2f0-dfc4-4a1a-bdf9-ee8f26e18ab8) ). Double-check that the selected team includes all employees since Ramp can only send direct messages to members of the selected team.
2. Select a channel in your workspace from a drop-down menu. The channel picker lists the available channels in your workspace. Please note that you may select a public channel in a private team but not a private channel.
- If you select a channel that Ramp is unable to send messages to, Ramp will initiate a private message in Teams to inform you a new channel needs to be selected.
3. Your business activity and/or transaction alerts are now connected.
4. Customize your business notifications by using the toggles. Options include:
- New requests
- Individual reimbursements
- Large transaction alert
- Statements for Ramp
- Business amount warnings
- Bill requests
- Monthly spending report
- Savings insights
- Weekly missing items
**Disconnecting from Microsoft Teams**
If you decide you want to turn off your integration, you can unsubscribe from the business activity alerts or all transaction alerts. You can also disconnect the entire integration by clicking “Disconnect”
## App permissions
Ramp requires several permissions to perform the tasks above. For example, we require permission to read your chat messages with the Ramp bot. Microsoft does not offer read-only permissions, only read and write. We also use these permissions to tie your team members back to their Ramp accounts
Additionally, individual employees cannot go through your company-wide spending. Non-admins / owners cannot see anything beyond their & their own reporting chain’s transactions.
1. Read the members of the teams and channels
2. Read your channel messages
3. Send channel messages
4. Read and write your channel messages
5. Read the members of chats
6. Read all groups
7. Read the names and descriptions of teams
8. Read the members of teams
9. Read all user's basic profiles
10. Maintain access to data you have given it access to
11. View your basic profile
Note:Currently, our integration does not support notifications for bills or for individual missing items.
## How to use the Microsoft Teams integration as an approver (manager or Admin)
Approvers will be able to approve or reject requests and transactions. Ramp will send a Teams message for requests at the time of submission. We do not send individual "reminders" for these messages beyond a weekly reminder message for reviewers if they have outstanding items that need review or have expenses with missing items. The Teams integration does not currently support approvals for bills or purchase orders.
## Video demo
Microsoft Teams for Admins on mobile
**Video walkthrough:** Set up Ramp's Microsoft Teams integration, including authentication, channel configuration, and notification routing. Best if your company runs on Teams and you want receipts, approvals, and alerts sent to the right channels from day one. [Watch the video](https://www.youtube.com/watch?v=54RtDjbDNGE).
---
# Microsoft Teams integration: Use as an employee
> Official Ramp Help Center article. Topic: Integrations / Set up Workflow & Productivity Integrations. [View the canonical page](https://support.ramp.com/how-to-use-ramps-microsoft-teams-integration-for-employees).
## Overview
Employees can get alerts for missing items and ask questions about their expense policies which we'll generate responses to with AI. The following article provides more information about how to use the integration.
## How to use the teams integration as an employee
Employees can then navigate to "Apps" on the left-hand side of the panel and to the team with the Ramp bot. From the app, cardholders can perform the following actions:
1. Receive a weekly message reminder about the expenses with missing items
2. Ask Ramp questions about the expense policy and have our AI generate a response. Examples below:
- Do I need a receipt if dinner was more than $75?
- What flights are allowed from New York to Miami?
- What hotels did our team stay at the most last year? (For admins)
If your Ramp email is different from your Teams email, please navigate to your Profile, click "Edit Profile" and enter the email associated with your Teams account in the "MS Teams Email" section to get set up.
## How to use the teams integration as an approver (manager or Admin)
Approvers will be able to approve or reject requests and transactions. Ramp will send a Teams message for requests at the time of submission. We do not send individual "reminders" for these messages beyond a weekly reminder message for reviewers if they have outstanding items that need review or have expenses with missing items. The Teams integration does not currently support approvals for bills or purchase orders.
## Video demos
Teams for employees on mobile
**Video walkthrough:** Submit receipts, approve requests, and act on Ramp notifications from inside Microsoft Teams. Best for employees and approvers who want to complete routine Ramp actions without leaving Teams. [Watch the video](https://www.youtube.com/watch?v=4eocg7gVmWI).
---
# Gmail integration: Set up for admins
> Official Ramp Help Center article. Topic: Integrations / Set up Workflow & Productivity Integrations. [View the canonical page](https://support.ramp.com/set-up-ramps-gmail-integration-for-admins).
> **Note: This article primarily applies to Ramp Administrators.**
> Cardholders may find other articles in the [Ramp overview](/get-started-with-ramp/overview-of-ramp) section to be more applicable.
## Save hours every week with automatic receipt capture
Manual receipt forwarding costs employees and finance teams like yours time they don’t have. Ramp’s Gmail integration eliminates the busywork—automatically capturing, verifying, and matching 3x more receipts to the right transactions than without it. Setup can be done by admins, takes just minutes, and every day you wait, employees waste time tracking down receipts and your team wastes time chasing them.
With Ramp’s Gmail integration:
- Employees stop forwarding receipts manually
- Finance teams cut follow-ups and exceptions
- Your company moves closer to a fully automated close with more time for strategic work
*For IT & Security teams:*[*read the full security brief, which explains how your data is protected→*](https://assets.ramp.com/resource_library/security/ramp-email-integrations-brief.pdf)
## How the integration works
Ramp connects directly to your company's Gmail environment through secure, first-party APIs. Once enabled, Ramp will:
- Scan inboxes tied to active Ramp accounts
- Identify receipts the moment they arrive
- Verify and match them to the correct transaction
- Discard irrelevant emails automatically
**Admins remain in full control**: you can exclude inboxes, block certain keywords, and ensure Ramp only processes receipts tied to valid transactions
## Set up in 4 easy steps
You’ll need Google Workspace superadmin privileges to enable it. If that isn’t you, feel free to use the email at the [bottom of this article](#email-for-it-admin-google-workspace-superadmin) to easily send them instructions.
**Step 1**: [Sign in](https://admin.google.com/ac/accountchooser?continue=https://admin.google.com/ac/owl/domainwidedelegation) to your Google Admin Console
**Step 2**: From the left-hand side, go to Security → API Controls → [Domain-wide Delegation](https://admin.google.com/ac/owl/domainwidedelegation).
**Step 3**: Click Add new next to “API clients,” copy in the details below, and click Authorize.
- **Client ID** : 109090279987290732904
- **Auth scope** : https://www.googleapis.com/auth/gmail.readonly
**Step 4**: Go back to the [Integration tab](https://app.ramp.com/settings/apps/01906ef3-4f29-76cf-bbfc-9068172416a5) (Company > Integrations > Gmail) and click **Initiate Connection**. We'll begin automatically capturing receipts on behalf of your employees—no further action is needed.
**Video walkthrough:** Set up Ramp's Gmail integration. Best if you want forwarded receipts and invoices to land on the right transactions without manual receipt matching. [Watch the video](https://www.youtube.com/watch?v=12Ny5H6HRAI).
## Security and controls
Ramp integrations are built with enterprise-grade security and are SOC II Type II compliant. We take your trust very seriously.
- We only scan subject lines to detect receipts. Less than 2% of cases require us to scan the body or attachment
- Only receipts tied to valid transactions are stored. Everything else is discarded
- All data is encrypted, access is restricted, and admins can [set custom exclusions](https://app.ramp.com/settings/apps/0191d365-1e7e-7071-8908-c0b4f329c075/receipts/gmail/settings) – exclude emails between employees, certain keywords (e.g., Confidential) or inboxes
Ramp does not show Admins a list of employees who connected individual work Gmail inboxes. For details, see [Employee mailbox integration: What Admins can see](/employee-mailbox-integration-admin-visibility).
*For reference: Read our full security brief*[*here*](https://assets.ramp.com/resource_library/security/ramp-email-integrations-brief.pdf)*.*
## Additional details
- A single Ramp instance supports one Gmail integration at a time. Multi-entity companies must link Gmail separately for each entity.
- Ramp automatically captures receipts from the past 7 days upon enablement.
- Gmail integration is not compatible with AWS GovCloud (US).
- To disable the integration: In your Google Admin Console, go to Domain-wide delegation, and remove the API client you added. Ramp will immediately lose access to Gmail inboxes, and you’ll see this reflected in the Ramp dashboard shortly thereafter.
## Email for IT Admin / Google Workspace superadmin
**Subject:** Request to set up Ramp’s Gmail Integration
Hi [Superadmin’s Name],
I’d love to enable Ramp’s Gmail integration, which allows Ramp to automatically capture and match receipts to transactions from inboxes. This will save employees from uploading receipts manually and reduce the time our team spends chasing missing or late submissions—making our expense management process faster and more productive.
Setup takes less than 5 minutes and requires superadmin access. You can review the 4 simple steps [here](/set-up-ramps-gmail-integration-for-admins), along with Ramp’s [full security brief](https://assets.ramp.com/resource_library/security/ramp-email-integrations-brief.pdf).
Thanks for your help in getting this set up. Please let me know if you have any questions.
Best,
[Your Name]
---
# Outlook integration: Set up for admins
> Official Ramp Help Center article. Topic: Integrations / Set up Workflow & Productivity Integrations. [View the canonical page](https://support.ramp.com/set-up-ramps-outlook-integration-for-admins).
> **Note: This article primarily applies to Ramp Administrators.**
## Overview
Introducing Ramp's Outlook integration. Simply set up the integration once, and Ramp will automatically fetch receipts and payment confirmation from all of your employees’ Outlook inboxes and use image recognition technology to match it to the correct transaction. Increase employee productivity and free up finance teams to focus on strategic work.
For IT & Security teams: [read the full security brief which explains how your data is protected→](https://assets.ramp.com/resource_library/security/ramp-email-integrations-brief.pdf)
Similar to our other integrations, Ramp’s Outlook integration is easy to install and secure. Our email processing is isolated from our core application:we
strictly limit access, avoid pulling data we don't need, and delete
data when it is no longer used.
## Important information:
- Admins need Outlook Admin permissions to set up this company-wide Outlook integration (employees don't set up the company-wide integration individually). If you are not an Outlook Admin, there is an option in the Ramp setup flow to contact your company's administrator for assistance.
- Employees can separately connect their own individual Outlook inbox without Admin setup — see [Employee mailbox integration overview](/employee-mailbox-integration).
- The integration is currently offered only to users based in the United States.
- The integration does not support Microsoft 365 Government Community Cloud High.
- The integration picks up PDFs, including invoice PDFs, and does not show itemized details.
- Once the integration is set up, it will attach receipts from the past 7 days and going forward.
- Internal emails, emails based on certain keywords in the email subject, and specific inboxes can be excluded from data access
## 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 integration (see the following section for setup):
- Exclude specific inboxes.
- Exclude all internal emails sent between employees
- Exclude emails based on certain keywords in the email subject
## Setup
[Interactive demo: Set up Outlook integration](https://demo.arcade.software/40J7liqhACOP2tLem7h1)
Ramp’s Outlook Integration requires global admin privileges on Azure. It takes just*4 clicks*to set up.
### Step 1:
In Ramp, navigate to Receipt Capture in your[Ramp Settings](https://app.ramp.com/settings/apps/overview?category=RECEIPTS)*(Company > Integrations > Receipt capture).*
### Step 2:
Select Outlook, 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:
Review the terms and conditions, then choose to set it up yourself or send your organization's IT team a magic link to complete the integration.
### Step 5:
Select your Microsoft account and proceed with the prompts on the screen to connect, and you're all set. Admins and Owners will receive an email letting them know the integration has been successful.
To view how the Outlook integration has been saving you time, navigate
back to Settings > Integrations >
Automatic receipt capture > Outlook. The drawer will show the number of receipts captured, hours saved, enrolled employees, and recent activity. The bottom of the drawer will also present the option to **disconnect your integration**, and you will need to disconnect from your [Azure dashboard](https://entra.microsoft.com/) as well.
## Security brief
By enabling this integration, you are trusting Ramp with access to your business’s emails. We take this trust extremely seriously and have additional measures in place to secure our Outlook integration. [Read the full security brief, which explains how your data is protected→](https://assets.ramp.com/resource_library/security/ramp-email-integrations-brief.pdf)
---
# Gmail and Outlook integrations: Opt out
> Official Ramp Help Center article. Topic: Integrations / Set up Workflow & Productivity Integrations. [View the canonical page](https://support.ramp.com/how-to-opt-out-of-ramps-gmail-and-outlook-integrations).
## Overview
Ramp integrates with [Gmail](/set-up-ramps-gmail-integration-for-admins)and [Outlook](/set-up-ramps-outlook-integration-for-admins), which can automatically upload receipts to your Ramp transactions.If you've set this up but want to skip specific users, you can opt them out of the integration with the following steps:
## Setup
**Step 1**: Visit[docs.ramp.com](https://docs.ramp.com)to get started with the Developer API
**Step 2**: Setup your app in the[Ramp developer dashboard](https://app.ramp.com/home/ramp-developer)– note you need to be an admin on Ramp to access this page.
**Step 3**: Follow the instructions listed[here](https://docs.ramp.com/developer-api/v1/authorization)for authorizing your request. We recommend setting up the app using the “client credentials” method since your company will be using this as an internal tool, and it’s easier not to have to worry about **refresh_tokens** in this scenario.
The only scopes required for opt-out list read/write are:
```
receipt_integrations:read
receipt_integrations:write
```
## Using the API
Follow the[Receipt integrations section](https://docs.ramp.com/developer-api/v1/reference/rest/receipt-integrations)to add, remove, or list the emails that are opted out of the Gmail or Outlook integrations
### 1. List users
```
GET https://api.ramp.com/developer/v1/receipt-integrations/opt-out
```
### 2. Opt out a new user
```
POST https://api.ramp.com/developer/v1/receipt-integrations/opt-out
```
Note: The **POST** requires an email and your business ID in the JSON payload. See the [API reference](https://docs.ramp.com/developer-api/v1/reference/rest/receipt-integrations) for the full request body. Example: **\{"email": "user@example.com", "business_id": 12345}**
### 3. Remove an opt-out (re-enable the Gmail integration for a given user)
```
DELETE https://api.ramp.com/developer/v1/receipt-integrations/opt-out/{mailbox_opted_out_email_uuid}
```
Note: For this to function properly, your company's internal tools will need to perform one of the two following functions:
- Store the **mailbox_opted_out_email_uuid** returned by the **POST** endpoint to later delete the opt-out entry
- Fetch all opted-out emails from the **GET**, filter it on the specific email you want removed from the opt-out list, and then delete the email from the opt-out list
Please feel free to reach out to [Ramp Support](/how-to-contact-ramps-support-team) and we will be happy to assist you with any questions you may have.
---
# Google Calendar integration: Set up for admins
> Official Ramp Help Center article. Topic: Integrations / Set up Workflow & Productivity Integrations. [View the canonical page](https://support.ramp.com/set-up-ramps-google-calendar-integration-for-admins).
> **Note: This article primarily applies to Ramp Administrators.**
> Cardholders may find other articles in the [Ramp overview](/get-started-with-ramp/overview-of-ramp) section to be more applicable.
## Overview
With Ramp’s Google Calendar integration, Ramp can get context on the events your employees attend when they make a specific transaction to better inform AI workflows, such as suggested memos and meal attendees. For example, if your employee pays for dinner with their Ramp funds and there is a meeting with a client on their calendar around the same time, Ramp can apply this context to the suggested memo and attendee list.
## Important information:
- Ramp Admins set up Google Calendar Integration at the company level (employees don't need to set it up individually). Contact your company's Ramp administrator for assistance.
- Ramp Admins must also be Google Workplace Admins or coordinate with their Google Workplace Admins to complete the integration.
## Security
Ramp’s Google Calendar integration is easy to set up and secure. We access limited data and use it temporarily to improve Ramp's AI workflows.The integration looks only at shared calendar events and does not view private calendar events. Calendar details may be stored temporarily for processing, and full event details are not stored long-term.
## How does it work?
Once the integration is set up, Ramp will leverage the calendar event context for two features:
1. **Suggested meal attendees**- Ramp pulls the calendar event attendees as suggestions to add to the "Who did you pay for" field.
2. **Suggested memos** - If the calendar event has an event description with relevant information, we will use this to inform a suggested memo for the transaction.
## Set up
**Step 1:** Find Ramp's integration on the App Marketplace [here](https://app.ramp.com/settings/apps/01922ef3-4c1c-7665-acb5-21a01b00b535).
**Step 2:** To activate Google Calendar, you will need access to your organization's Google Workspace Admin Console.
**Step 3:** Click "Connect App" on the Google Calendar app page
**Step 4:** Click "Continue"
**Step 5:** Open the "Domain-wide Delegation" page by navigating to: Security > API Controls > Domain-wide Delegation
**Step 6:** Under "API Clients", click "Add new" and enter the details for "Client ID" and "OAuth Scope"
**Step 7:** After creating the API Client, go back to the Ramp app page, click "Initiate connection," and wait a few minutes for the applications to connect.
---
# Employee mailbox integration overview
> Official Ramp Help Center article. Topic: Integrations / Set up Workflow & Productivity Integrations. [View the canonical page](https://support.ramp.com/employee-mailbox-integration).
## Overview
Connect your work email account — Gmail or Outlook — to Ramp to automatically capture and attach email receipts to your Ramp card transactions. Once connected, you no longer need to forward emails, upload files, or take photos of receipts from your mailbox. **See our security brief** [**here**](https://assets.ramp.com/resource_library/security/ramp-email-integrations-brief.pdf)**.**
The employee inbox connection is different from the company-wide email integration set up by your finance team. As long as your finance team has allowed employee mailbox access, you can directly set up Ramp to automatically pull receipts from your work Gmail or Outlook inbox and disconnect at any time. Your finance team can disable this feature across the business.
## What the integration does
When connected, Ramp:
- Scans your work email inbox (Gmail or Outlook) for receipt-like emails (order confirmations, purchase receipts, booking confirmations)
- Matches receipts to your Ramp card transactions
- Automatically attaches the matched receipt to the transaction
Ramp has **read-only** access, which means it cannot send, delete, or modify emails. If you have multiple work inboxes, you may connect all of them.
If your admin has already enabled the company-wide email integration, your inbox may already be connected (check in Personal Settings). Admins may also disable this feature, which means you won't see an option to connect in your settings.
## How to connect
1. Go to [Email connections](https://app.ramp.com/#/d/automations/email) in your Ramp settings
2. Select **Connect inbox**, then choose **Connect with Gmail** or **Connect with Outlook**
3. Sign in to your email provider and grant read-only access
Ramp will begin scanning for receipts and will look back approximately **7 days** upon first connection.
## How receipt matching works
Ramp:
1. Detects receipt emails
2. Extracts receipt details
3. Matches based on merchant, amount, and date
4. Automatically attaches the receipt
You’ll receive a notification the first time a receipt is successfully matched. After that, notifications are only sent if action is needed.
**Priority rules:**
- Merchant integrations (e.g., Amazon Business, Lyft) take priority
- Manually uploaded receipts override email matches
- If both company-wide and personal integrations are active, Ramp deduplicates receipts
## Security and data access
Ramp can:
- Read subject lines and, when necessary, email bodies and attachments to identify receipts
- Store receipt data matched to transactions
Ramp cannot:
- Send, delete, or edit emails
- Access or store non-receipt emails
- Share your email data with other users or admins
All data is encrypted and handled in compliance with SOC 2 Type II standards. See the [**Email Integration Security Brief**](https://assets.ramp.com/resource_library/security/ramp-email-integrations-brief.pdf) for more details.
You may see a disclosure for experimental features when connecting. You can opt out or disconnect at any time.
## How to disconnect
1. Go to **app.ramp.com**
2. Click on your **User icon** in the upper right-hand corner, then **Connectors**
3. Click the **Email Integration**> **Disconnect**
4. Confirm
Previously attached receipts will remain on transactions. Disconnecting in Ramp fully removes Ramp's access. For Gmail, you can also revoke access at **myaccount.google.com/permissions**; for Outlook, revoke access from the [Microsoft My Apps portal](https://myapps.microsoft.com).
## How to disable employee mailbox access (for Admins)
1. From **Company** > **Integrations**, open your **Gmail** or **Outlook** integration
2. Select the **Individual Inboxes** tab
3. Toggle off **Allow employee mailbox access**
Disabling this removes existing individual employee inbox connections. If a company-wide Gmail or Outlook integration is set up, it continues capturing receipts; if none is active, receipts from those inboxes will then need to be forwarded or uploaded manually. To keep individual access on but exclude specific people, use the per-employee exclusions on the same **Individual Inboxes** tab.
## Frequently asked questions
### Is this different from the company-wide email integration?
Yes. The company-wide integration applies to the whole organization. The personal connection applies only to your inbox. Both can run simultaneously.
### Will my admin know I connected my inbox?
Not within Ramp. However, IT Admins can still see third-party app connections in Google Workspace or Microsoft 365. See [Employee mailbox integration: What Admins can see](/employee-mailbox-integration-admin-visibility).
### What if a receipt doesn’t match?
It won’t be attached. You can upload it manually.
### Does this work with Outlook?
Yes. You can connect either a Gmail or Outlook inbox using the steps above. An Admin can also [set up the company-wide Outlook integration](/set-up-ramps-outlook-integration-for-admins).
---
# Employee mailbox integration: What Admins can see
> Official Ramp Help Center article. Topic: Integrations / Set up Workflow & Productivity Integrations. [View the canonical page](https://support.ramp.com/employee-mailbox-integration-admin-visibility).
## Overview
If your business allows employee mailbox access, employees can connect their own work Gmail or Outlook inboxes to Ramp for automatic receipt matching. Admins can manage that feature in Ramp, but Ramp does not show Admins a list of which employees connected individual work inboxes. This article explains which controls Admins do have in Ramp and what employee-level connection details stay private to the employee.
## What Admins can manage in Ramp
Admins manage employee mailbox access from the **Individual Inboxes** tab of the Gmail or Outlook integration under **Company** > **Integrations**. From that tab, Admins can toggle **Allow employee mailbox access** on or off for the whole business and exclude specific employees or departments. The company-wide integration separately offers domain-level exclusion controls for emails between employees and specific keywords. For company-wide setup steps, see [Gmail integration: Set up for admins](/set-up-ramps-gmail-integration-for-admins) or [Outlook integration: Set up for admins](/set-up-ramps-outlook-integration-for-admins).
## What Admins cannot see in Ramp
Ramp does not show a roster of employees who successfully connected individual work inboxes for employee mailbox access. The employee mailbox feature is separate from the company-wide email integration, so Admins can see business-level integration status and which employees were opted out, but not which employees connected their own work inbox. Employees can manage their own inbox connections from the employee mailbox flow described in [Employee mailbox integration overview](/employee-mailbox-integration).
## Frequently asked questions
Use these answers as a quick reference for common Admin questions about employee mailbox access.
### Can an Admin tell whether a specific employee connected an inbox?
No. Ramp does not provide an admin-facing list of employees who connected individual work inboxes. However, IT Admins can still see third-party app connections in Google Workspace or Microsoft 365.
### Can an Admin disable employee mailbox access?
Yes. From **Company** > **Integrations**, open the Gmail or Outlook integration, select the **Individual Inboxes** tab, and toggle off **Allow employee mailbox access**. Disabling it removes existing employee inbox connections.
---
# Ramp Chrome extension overview
> Official Ramp Help Center article. Topic: Integrations / Set up Workflow & Productivity Integrations. [View the canonical page](https://support.ramp.com/ramp-chrome-extension).
## Overview
With **Ramp for Chrome**, you'll be able to:
- Pay for purchases quickly, with your Ramp funds ready at checkout
- Submit receipts right away with a one-click submission. Screenshot your receipt on screen or upload a picture from your computer. Ramp will match them to your transaction automatically.
- Access your company's expense policy from any travel site to see requirements before you book
- Help [License Intelligence](/set-up-ramps-license-intelligence) track domain-level access for supported vendor sites when employees enable Chrome extension tracking
Ramp may also auto-capture your receipts for certain merchants like Amazon and Uber. [Download it here](https://chrome.google.com/webstore/detail/ramp-for-chrome/idefohglmnkliiadgfofeokcpjobdeik).
## How it works
1. Download the extension from the Chrome web store
2. Pin the Chrome extension for easy access
3. Launch the Chrome extension once you are on a payment page
4. Select the funds you'd like to use and copy over the details to the payment information prompts within the checkout page
5. Once you make the purchase, select the Upload receipt icon shown in the image below or select the Upload Receipt button below the funds details
Select Capture Page and then Submit Receipt, and you're done.
## Use cases and examples
- You're purchasing a flight for a business trip. With the Ramp Chrome Extension, you can quickly access your Ramp funds details and pay for the flight. After booking, you can immediately snap a screenshot of the receipt and upload it via the extension, ensuring it's matched to the correct transaction.
- When booking a hotel on a travel site, you can check your company's expense policy embedded in the extension. This ensures compliance with company rules and helps avoid reimbursement issues.
## Best practices and tips
- **Recommendations for optimal feature usage:** Always pin the Ramp Chrome Extension for quick access.
- **Tips and tricks to maximize the feature's potential:** Regularly check your company's expense policy embedded in the extension to stay compliant.
- **Common mistakes to avoid when using the feature:** Ensure the receipts are clear and legible when submitting through the extension to avoid matching errors.
## Frequently asked questions
- **Can I use Ramp for Chrome in browsers other than Google Chrome?** Yes. Ramp for Chrome works in any Chromium-based browser, such as Microsoft Edge, Brave, Opera, and Arc. Install it from the [Chrome web store](https://chrome.google.com/webstore/detail/ramp-for-chrome/idefohglmnkliiadgfofeokcpjobdeik) using that browser.
- **What should I do if the receipt doesn't match the transaction?** Ensure the receipt image is clear and correctly uploaded. If the problem persists, contact [Ramp Support](/how-to-contact-ramps-support-team) .
- **How can I access the company's expense policy on the extension?** The policy is embedded within the extension. Open the extension interface, and you'll see the policy section.
- **What happens if I encounter an error while uploading a receipt?** Try re-uploading the receipt. If the error persists, contact [Ramp Support](/how-to-contact-ramps-support-team) .
---
# Chrome extension integration: Install via Google Admin
> Official Ramp Help Center article. Topic: Integrations / Set up Workflow & Productivity Integrations. [View the canonical page](https://support.ramp.com/install-ramp-for-chrome-for-employees-in-google-admin).
> **This article applies to Ramp Administrators and IT admins who manage Chrome in the Google Admin console.**
> If your company does not manage Chrome through Google Admin, employees can install [Ramp for Chrome](https://chrome.google.com/webstore/detail/ramp-for-chrome/idefohglmnkliiadgfofeokcpjobdeik) individually.
## Overview
You can install **Ramp for Chrome** for employees from the Google Admin console instead of asking each employee to install it manually. This setup is useful when your company manages Chrome extensions centrally and wants employees to have the Ramp extension available automatically.
Companies often deploy the extension centrally for two reasons. First, employees can use Ramp for Chrome to autofill card details at checkout and submit or auto-capture receipts from supported merchants such as Amazon and Uber. Second, the extension can help [License Intelligence](/set-up-ramps-license-intelligence) identify browser-based activity for supported vendors such as Notion, Figma, and Salesforce.
Google applies this policy to users who sign in with a managed Google account under the selected group or organizational unit. For employee usage steps, see [Ramp Chrome extension](/ramp-chrome-extension).
## Why companies deploy Ramp for Chrome
- **Reduce receipt follow-up** - Ramp for Chrome can submit receipts at checkout and may auto-capture receipts from supported merchants such as Amazon and Uber, which helps finance teams spend less time chasing receipts later.
- **Make Ramp funds easier to use** - employees can open the extension while checking out online, access their Ramp funds, and complete purchases without switching between tabs or asking for card details.
- **Support software usage visibility** - for companies using [License Intelligence](/set-up-ramps-license-intelligence) , the extension can help identify browser-based activity for supported vendors such as Notion, Figma, and Salesforce.
> **Note:** License Intelligence tracking is enabled by default for employees when your company force-installs Ramp for Chrome. Employees can opt out in their extension settings.
## Before you begin
- You need access to the [Google Admin console](https://admin.google.com) as an administrator.
- If you want to install the extension only for part of your company, make sure the correct organizational unit or group is selected before you change the policy.
- Google notes that for Chrome users on Windows, Mac, or Linux, Chrome browser management must be turned on for the organizational unit before app and extension policies apply. See [Turn on Chrome browser management](https://support.google.com/a/answer/6304822) .
- If you choose **Force install** or **Force install + pin to browser toolbar** , Google does not let employees remove the extension themselves. See Google’s [Automatically install apps and extensions](https://support.google.com/chrome/a/answer/6306504?hl=en) article for more detail.
## Install Ramp for Chrome in Google Admin
1. Sign in to the [Google Admin console](https://admin.google.com) .
2. Go to **Chrome browser** > **Apps & extensions** , then open the **Users & browsers** tab.
3. Select the organizational unit or group you want to update. Then click the add button and choose **Add from Chrome Web Store** .
4. Search for **Ramp for Chrome** , then select the listing from **ramp.com** . If you need to confirm the correct listing, the extension ID is `idefohglmnkliiadgfofeokcpjobdeik` .
5. After Google adds the extension, confirm that **Ramp for Chrome** appears in your app list for the selected organizational unit or group.
6. Open the extension's **Installation policy** setting.
7. Choose **Force install** or **Force install + pin to browser toolbar** , then click **Save** .
8. Inform employees that Ramp for Chrome is installed and ask them to sign in to the extension to start using it.
> **Note:** **Force install + pin to browser toolbar** installs the extension and pins it in Chrome. **Force install** installs it without pinning it to the toolbar.
## What employees see
After Google applies the policy, employees in the selected group or organizational unit should see **Ramp for Chrome** installed automatically the next time they use Chrome with their managed Google account or on their managed browser.
Employees can then follow the steps in [Ramp Chrome extension](/ramp-chrome-extension) to pin the extension, use Ramp funds at checkout, and upload receipts.
## Frequently asked questions
### Can I roll this out to only one team first?
Yes. Google lets you apply the policy to a specific organizational unit or group. Select that organizational unit or group before you add the extension or change its installation policy.
### Which installation policy should I choose?
Use **Force install** if you want the extension installed automatically. Use **Force install + pin to browser toolbar** if you also want the extension pinned in Chrome by default.
### Can employees uninstall the extension themselves?
No. Google states that users can’t remove extensions that are force-installed by an admin.
---
# Chrome extension integration: Receipt fetching security
> Official Ramp Help Center article. Topic: Integrations / Set up Workflow & Productivity Integrations. [View the canonical page](https://support.ramp.com/ramp-chrome-extension-receipt-fetching-security-brief).
*Updated March 2026*
[Ramp's Chrome Extension](/ramp-chrome-extension) receipt fetching feature retrieves missing receipts from supported merchants directly from your browser. Customers with this feature enabled can complete missing receipts without manually downloading them from merchant sites and then re-uploading them to Ramp. This reduces manual work for employees and helps finance teams close the books faster.
Customer trust is foundational to our business. When you enable receipt fetching, you trust Ramp to act on your behalf inside your browser. This feature was designed with that trust in mind: we implemented a variety of measures to restrict what the extension can access, minimize the data we collect, and protect the data we do store.
## Product overview: Ramp Chrome extension receipt fetching
Receipt fetching is entirely automated. There is no human in the loop at your business or at Ramp on the receipt retrieval process.
To achieve this, the extension checks your Ramp account for transactions that are missing receipts. For each missing receipt, Ramp determines whether the merchant is supported. For supported merchants, the extension opens a background tab, executes a script to retrieve the receipt from the merchant's systems using your existing browser session, and uploads the receipt to Ramp where it is matched to the relevant transaction. If you are signed out of a merchant website, the extension prompts you to sign in before continuing.
The extension runs in your normal browser context. You can click into the background tab group at any time to see what is happening.
## Ramp's overall security posture
Ramp takes data protection and security seriously. Ramp maintains a SOC 2 Type II report which provides validation from an independent third-party auditor that our security program meets industry standards to keep your data protected. This report is updated on an annual basis-you can download the latest version and learn more about our security program at[trust.ramp.com](https://trust.ramp.com).
## Threat model: receipt fetching
Two notable potential attack vectors that we considered in implementing the Ramp Chrome Extension receipt fetching feature are:
- **Unintended extension behavior in merchant sessions:** The extension operates within your authenticated browser session on merchant sites. If an extension's script is poorly scoped, or if the communication channel controlling it is compromised, the extension could access data beyond what is needed to retrieve a receipt, navigate to sensitive areas of merchant sites, or transmit session credentials to Ramp.
- **Compromise of Ramp's storage and admin systems:** If Ramp's systems are compromised, an attacker could access information stored in Ramp's systems, specifically the retrieved receipts and the scrubbed action logs.
To help mitigate these attack vectors, receipt fetching uses deterministic scripts constrained by navigation allowlists to limit what the extension can do on merchant sites. Merchant session credentials stay in your browser. Ramp maintains measures designed to minimize the data collected during receipt fetching, avoid storing information we don't need, and protect the receipts and logs that we do store. The remainder of this document details these mitigations.
## Safeguards
## Access to merchant systems
Receipt fetching operates entirely within your browser. The extension uses deterministic scripts to make the same backend API calls your browser would make if you navigated to a merchant site and retrieved a receipt manually. There is no machine learning model involved in deciding where to navigate or what to access.
When the extension needs to retrieve a receipt, it relies on your existing browser session context, such as cookies and session tokens that Chrome automatically attaches to requests, to authenticate with the merchant. This is designed so that **Ramp never receives, transmits, or stores your merchant credentials or session tokens.** These stay entirely within your browser.
Each script includes an allowlist of permitted navigation targets and actions. The extension will not navigate to merchant account settings pages, billing management pages, or other areas unrelated to receipt retrieval. If a script encounters an unexpected state—for example, a merchant page that has changed—it will stop rather than attempt to recover by navigating to unintended areas.
Ramp maintains the ability to disable receipt fetching quickly if a security concern is identified, for example if a merchant makes a breaking change to their site or a vulnerability in the automation is discovered.
## User control and disabling
Receipt fetching can be disabled at any time by the individual user:
- Right-click the extension in the Chrome toolbar → click **Options** → click **Disable receipt fetching** .
- After disabling, the extension will no longer attempt to fetch receipts, and the list of recently fetched receipts will no longer appear in the extension popup's receipts tab.
## User visibility over automation
Receipt fetching is designed to be observable at all times:
- The extension opens a dedicated minimized window with background tabs for supported merchants. You can click into the window at any time to see what the extension is doing.
- The extension icon in the Chrome toolbar displays a progress indicator while receipts are being fetched. The extension popup's receipts tab also shows a live status.
- If a merchant requires authentication, the extension will surface a prompt asking you to sign in before it continues.
- For advanced inspection, network activity generated by the extension can be examined in Chrome's developer tools.
## Minimizing data processed
Receipt fetching is designed to minimize the data accessed at every point.
When a transaction is missing a receipt, the extension first checks whether the merchant is one Ramp supports. For unsupported merchants, the extension takes no further action—it does not open background tabs or attempt to access any merchant systems.
For supported merchants, the extension executes a deterministic script scoped specifically to that merchant's receipt retrieval flow. Scripts are designed to request the minimum data necessary: the extension navigates only to the pages needed to locate and download the receipt, constrained by an allowlist of permitted paths and actions. The extension does not access:
- Your merchant account password (you enter credentials directly on the merchant's sign-in page).
- Your browser's full history.
- Merchant settings pages or other areas of merchant sites unrelated to receipt retrieval.
- Screenshots, screen recordings, or session replays.
The only merchant data transmitted to Ramp is the retrieved receipt itself (for example, a PDF, image, or HTML receipt) and the metadata needed to match it to the correct transaction.
## Minimizing data stored
Receipt fetching avoids storing unnecessary data and is designed to store the minimum needed to attach the receipt to your transaction and support security monitoring.
For each receipt fetching attempt, Ramp stores three categories of information:
- **Retrieved Receipt (PDF/image/HTML):** When a receipt is successfully retrieved, it is uploaded to Ramp and stored as a receipt attachment associated with the relevant transaction. This is treated the same way as receipts manually forwarded by employees to receipts@ramp.com, submitted via SMS, or uploaded via the Ramp application.
- **Receipt Metadata:** Metadata extracted from the receipt (for example, merchant name, amount, and date) is used to match and attach the receipt to the correct Ramp transaction. This is stored as part of your standard Ramp transaction record.
- **Action Logs:** Ramp stores logs of actions taken during receipt fetching, including timestamps, merchant domain, transaction ID, script actions, and success or failure signals. These logs are used for security monitoring, debugging, and operational reliability. Logs pass through a scrubber designed to redact personal information before storage. Ramp does not store screenshots, session replays, or click recordings of the extension or merchant site.
Ramp does **not** store your merchant session context (such as cookies or session tokens). These remain in your browser and are never transmitted to Ramp.
## Protecting stored data
All information stored by Ramp as part of the receipt fetching feature is encrypted at rest in our database and file storage systems. Receipts stored in Ramp are treated the same way as receipts manually forwarded by employees to receipts@ramp.com, submitted via SMS, or uploaded via the Ramp application—they are encrypted at rest and subject to Ramp's standard access controls.
Action logs are also encrypted at rest. Access to receipt fetching logs and stored data is restricted following the principle of least privilege and incorporating role-based access controls.
All data transmitted between your browser and Ramp is sent over encrypted connections (HTTPS). Requests from the extension to merchant systems are also made over HTTPS.
Our platform, including where we process and store data for the receipt fetching feature, runs on Amazon Web Services. Learn more about Ramp's security program at[trust.ramp.com](https://trust.ramp.com).
---
# Ramp for Excel overview
> Official Ramp Help Center article. Topic: Integrations / Set up Workflow & Productivity Integrations. [View the canonical page](https://support.ramp.com/ramp-for-excel).
## Overview
Ramp for Excel is an Excel add-in that provides admins and owners access to a consolidated view of their funds, virtual cards, and users without having to sign in and download the CSV from Ramp.
## Where do I download it?
You can download Ramp for Excel from [Microsoft AppSource.](https://appsource.microsoft.com/en-us/product/office/WA200006734?tab=Overview)
## How it works
## Use cases and examples
- Ramp for Excel provides data at a line-item level, showing the most granular level of information for your finance team.
- All accounting sync and coding information is also available, making this a great tool for end-of-month reconciliation.
- Use Ramp for Excel Custom Formulas to build shareable, live, models with Ramp data.
## Frequently asked questions
### Who has access to the Add-In?
The Add-in is available to only Admins and Owners.
### What data is available via the Add-In?
1. Funds → view, which consolidates common fields between transactions, reimbursements, and bills.
2. Transactions → funds spent via virtual or physical cards.
3. Reimbursements.
4. Bills.
5. Funds.
6. Users.
### If I edit my data in Excel, will it modify the data in Ramp?
No, right now the Add-In is read-only, so the data only comes into Excel.
### How do custom formulas work?
This [sheet](https://docs.google.com/document/d/1DC7g4Xr061sIvfrSs70hBU2BbklNI3hEenBCcDBXkNQ/edit?tab=t.0#heading=h.72t9m6qicy4) walks through all the formulas and how they work. In addition to this, we recommend downloading [this](https://docs.google.com/spreadsheets/d/1GJYZDG3jHM0iCglA3vSsivlHg_n7P8zv/edit?usp=drive_link&ouid=109783513579261474985&rtpof=true&sd=true) Excel template which walks through a real example of how customers have used this.
### What is a saved view?
A saved view is a custom configuration of selected columns that you frequently use when importing data from a table. This allows you to quickly access and import your preferred subset of columns without having to select them each time.
### How do I create a saved view?
When importing from a table, you'll see many columns to choose from.
1. Select the columns you want to always see.
2. Click 'Import'.
3. Click 'Save View'.
4. Name your view and click 'Save'.
5. To access your saved view, go to the 'Saved Views' tab next to 'Import Data'. Select your saved view to always pull the same subset of columns you selected earlier.
### How can I cross-reference information I find through the add-in within Ramp?
There are ‘URL’ columns that can link you to the exact line item that you are viewing in the add-in within Ramp.
### What happens if I send a file that pulls data from the Excel Add-In to someone else?
All the data you have imported will remain in the spreadsheet, but the recipient will not be able to import additional data unless they also have access to the Excel Add-In.
---
# Export your data to CSV
> Official Ramp Help Center article. Topic: Integrations / Set up Workflow & Productivity Integrations. [View the canonical page](https://support.ramp.com/exporting-your-data-to-csv).
## Overview
Ramp supports many custom reporting setting for you and your business on Ramp to export. Here's a quick view of the reports you can export from Ramp and where you can access them.
In general, to download table data, click the **download** icon. This will kick off a CSV download in your browser or, depending on the file size, send it to you via email.
You must be an Owner or Admin to access reporting for your entire company. Manager reports will contain a CSV of data for their teams only.
Guest users cannot download or export transactions. If you have the Guest role and need a CSV of transactions, ask your Ramp Admin or your contact at the company. For the full list of Guest limitations, see [User role deep-dive: Guest](/user-role-deep-dive-guest).
> **Important:** The [**Expenses**](https://app.ramp.com/expenses/transactions/all) and [**Accounting**](https://app.ramp.com/accounting/ramp-card) pages both offer card transaction exports, but they serve different purposes. Expenses exports are **reporting only** — they download transaction data without affecting your Accounting queue. Accounting exports are part of the **sync workflow** — committed exports can mark transactions as synced and remove them from the queue. For details, see [Marking transactions as synced](/marking-transactions-as-synced).
## Available exports
## Transactions Tab
Go to [**Expenses > Transactions**](https://app.ramp.com/expenses/transactions/all). Admins and managers can customize the fields they want in their exports via "Export settings" from the download icon. The default export will only reflect the columns shown in the table view unless additional fields have been enabled. Split transactions **will** show up in this export.
> **Note:** This is a reporting export. It does not mark transactions as synced or remove them from the Accounting queue. To export transactions as part of your accounting workflow, use the export from [**Accounting**](https://app.ramp.com/accounting/ramp-card) instead.
Default fields:
- Merchant Name
- Ramp Category
- Transaction Date
- User
- Ramp Department
- Ramp Location
- Card Last 4
- Card Display Name
- Amount
- Original Currency Amount
- Original Currency Code
- Conversion Rate
Additional fields that can be configured:
- Transaction Time
- Accounting Date
- Clearing Time
- Clearing Date
- Amount Repaid
- Repayment Date
- User Email
- Merchant Description
- Merchant City
- Merchant State
- Card Present
- Memo
- Transaction Link
- Has Receipt
- Receipts Link
- External ID
- Header Memo
- Ramp Entity
- Accounting Sync Date
- Approved By
- MCC Code
- Statement Amount
- Statement Currency
- Limit Amount
- Limit Currency
- Declined Amount
- Decline Reason
- Attendees
- Flight Ticket Number
- Flight Confirmation Number
If your business has an accounting integration connected, additional accounting fields become available to enable in "Export settings" (like all additional fields, they are not included in the default export until you turn them on). Some are fixed columns:
- Account ID
- Account Name
- Line Memo
- Accounting Category
- Accounting Category Code
- Accounting Department
- Accounting Location
- Accounting Subsidiary
- Accounting Merchant
In addition, for each accounting dimension (tracking category) configured in your accounting integration — such as category, class, department, project, vendor, tax code, billable, client reference, or activity codes — three columns become available: the value (`Accounting `), its ID (`Accounting ID`), and its code (`Accounting Code`). These labels are generated from your accounting configuration, so the exact names vary by business. When a dimension's own name already ends in "ID" or "Code", the generated column repeats that word — for example, a dimension named "Project ID" produces `Accounting Project ID`, `Accounting Project ID ID`, and `Accounting Project ID Code`.
## Expenses > Travel
Go to **Expenses > Travel**. Admins can export information from the Travel tab via "Export settings" from the download icon.
- Trip Name
- Status
- Locations
- Start Date
- End Date
- Duration
- First Name
- Last Name
- Email
- Total Spend
- Flight Spend
- Hotel Spend
- Transit Spend
- Rail Spend
- Mixed Spend
- Per Diem Spend
- Other Spend
- Description
## Out of Policy
Go to [**Expenses > Out of Policy**](https://app.ramp.com/business-transactions/out-of-policy). Contains the same fields as the Transactions Tab export, filtered to out-of-policy transactions only.
## Declined Transactions
Go to [**Expenses > Declined Transactions**](https://app.ramp.com/business-transactions/declined).
- Transaction Time
- Transaction date
- Accounting Date
- Declined Amount
- User
- Merchant Description
- Merchant Name
- Merchant City
- Merchant State
- Ramp Category
- Ramp Department
- Ramp Location
- Card Last 4
- Card Present
- Card Display Name
- Decline Reason
- Ramp Entity
## Funds & cards
Go to **Funds & cards**. For security, card exports include only the last 4 digits of each card number. Full card numbers are not available in any CSV export. To view a full virtual card number, the card owner can reveal it from the [card detail page](https://app.ramp.com/funds).
- User Name
- User Email
- Card Name
- Current Balance
- Limit
- Frequency
- Auto Lock Date
- Payment Types
- User Department
- User Location
- User Role
- Approved By
- Last 4 Digits
- Utilization
- Spend Program Name
## Reimbursements
Go to [**Reimbursements > History**](https://app.ramp.com/reimbursements/history). Reimbursement CSV Exports can be customized via "Export settings" from the download favicon. The default export will only reflect the columns shown in the table view unless additional fields have been enabled in the settings. You can search for a specific field/column you need to toggle on or off in the export settings.
- Limit
- Reviewed Time
- Reviewed Date
- Submitted Time
- Submitted Date
- Transaction Date
- Requester Name
- Requester Email
- Type
- Cost Of Sending Reimbursement (USD)
- Amount Received By User
- Currency Received By User
- Status
- Payment Type
- Payment Cleared Date
- Merchant Name
- Distance (miles)
- Reimbursement Link
- Has Receipt
- Receipts Link
- Memo
- Original Amount On Receipt
- Original Currency On Receipt
- Ramp Entity
- Accounting Payment Date
- Synced Date
- Accounting Provider Specific info (QB category, class, etc)
- Approver
## Bill Pay
Go to [**Bill Pay > Paid**](https://app.ramp.com/bills/paid). Admins and Owners can customize the fields they want in their exports via "Export settings" from the download favicon. The default export will only reflect the columns shown in the table view unless additional fields have been enabled. The level of detail can also be configured (include line item accounting or not).
Default fields:
- Accounting Activity Codes
- Vendor
- Status
- Bill amount
- Payment scheduled date
- Due date
- Invoice date
- Invoice number
- Entity
- Accounting Category
- Accounting Project ID
- Accounting Billable
- Accounting Class
- Accounting Department
- Description
Additional fields that can be configured:
- Bill url
- Invoice received date
- Payment method
- Payment initiated date
- Payment received date
- Currency
- Bill sync status
- Bill payment sync status
- Vendor memo
- Trace ID
- Check number
- Banking partner ID
- Latest approver
- Approvers
## Accounting
Go to [**Accounting > Card Transactions**](https://app.ramp.com/accounting/ramp-card). Unlike the Expenses export, the Accounting export is part of the sync workflow — committed exports can mark transactions as synced and remove them from the Accounting queue.
How you export depends on your accounting integration:
| Your setup | How to export |
|---|---|
| **Direct ERP** (such as QuickBooks Online, NetSuite, Sage Intacct, or Xero) | From the **Ready to Sync** toolbar, open the sync-review flow. Choose **Just download** for a preview CSV, or **Mark as synced** to clear items from the queue without syncing to your ERP. |
| **QuickBooks Desktop** | Open the Review & Export flow and choose **Export IIF file**, a CSV export, or journal-entry CSV. Committed exports remove transactions from the Accounting queue. Statement payments are not supported in IIF. |
| **Universal CSV** | Click **Export all** and choose the committed export format your accounting system expects. Committed exports remove transactions from the Accounting queue. |
> **Note:** The **Needs Review** and **Waiting for Cardholder** tabs do not have an export option. Transactions must reach the **Ready to sync** or **Ready to export** state before they can be exported from the Accounting page. To download a report of all card transactions regardless of sync status, use the export from [**Expenses > Card Transactions**](https://app.ramp.com/expenses/transactions/all) instead.
For the complete accounting export workflow, see [Marking transactions as synced](/marking-transactions-as-synced).
Accounting exports include the following fields:
- Transaction Time
- Transaction Date
- Accounting Date
- Clearing Time
- Clearing Date
- User
- Merchant Description
- Merchant Name
- Merchant City
- Merchant State
- Ramp Category
- Card Last 4
- Card Present
- Card Display Name
- Line Memo
- Ramp Department
- Transaction Link
- Has Receipt
- Receipts Link
- Ramp Location
- Memo
- Header Memo
- External ID
- Ramp Entity
- Debit
- Credit
- Account Name
- Account ID
- Your accounting provider specific line items that you've enabled on Ramp
## People
Go to [**Company > People**](https://app.ramp.com/people/all).
- First Name
- Last Name
- Email
- Role
- Active
- Department
- Location
- Physical Card
- Manager
- Total Spend This Month
- User Invited By
- Date User Joined Ramp
## Vendors by Card
Go to [**Vendors**](https://app.ramp.com/vendors) and export the "By Card" view.
- Merchant Name
- Ramp Category
- Owner Name
- Total Spend
- First Transaction Date
- Total 30 Day Spend
- Percent Change 30 Day Spend
- New Vendor
- Status Alert
- Next Payment Date
- Next Payment Amount
- Next Payment Alert
- Billing Frequency
- Owner Department
- Owner Location
- Card Last Four
- Vendor Description
## Vendors via Bills
Go to [**Vendors**](https://app.ramp.com/vendors) and export the "Via Bills" view.
- Vendor
- Owner
- Total Spend
- Last 30 Days
- Vendor Type
- Contact Email
- Created At
## Vendors including Tax Details
Go to [**Vendors**](https://app.ramp.com/vendors) and export the "Including Tax Details" view.
- Vendor
- Owner
- Total Spend
- Last 30 Days
- Vendor Type
- Contact Email
- Created At
- Tax ID
- Tax Status
## AP Aging Report
Go to [**Vendors**](https://app.ramp.com/vendors) and export the AP Aging Report.
- Vendor name
- Current ($)
- Previous 30 day's of $ paid
- Total # Paid
---
# Fivetran integration: Export data to Snowflake, BigQuery, and more
> Official Ramp Help Center article. Topic: Integrations / Set up Workflow & Productivity Integrations. [View the canonical page](https://support.ramp.com/export-ramp-data-to-snowflake-bigquery-databricks-and-more-with-fivetran).
Looking to sync Ramp data with your data warehouse? Ramp integrates with over 20 destinations, including Snowflake, BigQuery, Databricks, and Redshift, through a ready-to-use connector built by Fivetran.
You can set it up in minutes, no engineering required.
## Overview
Fivetran makes it simple to move Ramp data like card transactions, reimbursements, and user profiles into your data stack. Whether you're automating reporting, fueling dashboards, or prepping for audits, the Ramp + Fivetran integration saves time and gives you data exactly where you need it.
**Supported destinations include**:
Snowflake, BigQuery, Redshift, Databricks, Azure Synapse, MySQL, PostgreSQL, SQL Server, S3, and more. [See full list.](https://fivetran.com/docs/destinations)
## Benefits
- **No-code setup**: Connect Ramp to your destination in just a few clicks.
- **Up-to-date data**: Near real-time syncs keep your warehouse current.
- **Prebuilt schemas**: Get clean, usable tables without manual formatting.
- **Secure by design**: Read-only access ensures data safety.
## Compatibility
- The Fivetran connector is supported for all Ramp business accounts.
## Prerequisites
Before you begin:
- You’ll need admin access to both your Ramp and Fivetran accounts.
- You’ll need access to your target destination (e.g., Snowflake, BigQuery).
---
## Integration steps
### Step 1: Sign in to Fivetran
Head to [Fivetran](https://fivetran.com/dashboard) and sign in to your account.
### Step 2: Add a new connector
In the Connections tab, search for **Ramp**, then click 'Set Up'
### Step 3: Choose your destination
Pick where you'd like your Ramp data to go—Snowflake, BigQuery, Redshift, etc.
### Step 4: Authenticate with Ramp
Click 'Authorize' and Fivetran will prompt you to sign in to your Ramp account and approve the connection. This enables read-only access to your Ramp data.
Once you provide the access, you will be redirected back to Fivetran.
### Step 5: Select your data
Choose which data you want to sync—such as card transactions, reimbursements, users, and memos.
### Step 6: Set your sync frequency
Decide how often Fivetran should pull new data. Options range from every few minutes to once a day.
### Step 7: Launch the connector
Click launch, and Fivetran will handle the rest. Your data will start flowing into your destination and stay up to date automatically.
---
## Troubleshooting
- **Connector won’t authenticate**: Double-check that your Ramp account has admin permissions.
- **No data appears in warehouse**: Confirm sync frequency is set, and check for destination-side errors.
- **Something else?** Fivetran owns and manages the Fivetran connector. For further assistance and troubleshooting, visit their [support center](https://support.fivetran.com/hc/en-us).
---
# Ramp MCP overview
> Official Ramp Help Center article. Topic: Integrations / Set up Workflow & Productivity Integrations. [View the canonical page](https://support.ramp.com/ramp-mcp).
## Overview
Ramp MCP lets you securely connect Ramp with AI tools like Claude, ChatGPT, and Notion. Whether it is analyzing spend trends, auditing transactions, completing expenses, or managing approvals, Ramp allows users to manage their finances from wherever they are already working.
> **Your Ramp permissions come with you.** The Ramp connection respects each user's role and access. The AI tool can only see data and take actions that the signed-in user can already perform in Ramp. Ramp attributes MCP calls to the signed-in user.
**Example prompts you can try:**
*If you're a finance admin or bookkeeper:*
- "Find transactions with missing receipts or memos in the last 14 days and draft reminder messages I can send to the team."
- "Show me our top software vendors by spend this quarter."
- "Pull pending reimbursements and requests for the CFO's weekly report."
- "Load this month's spend and flag anything that looks like an anomaly."
- "Get all treasury account balances for a cash snapshot."
- "Which transactions from last month are still waiting on GL coding?"
*If you're an employee:*
- "What Ramp cards do I have, and what are their balances?"
- "Add a memo to my most recent Amazon transaction saying it was for office supplies."
- "Find my draft lunch reimbursement from Tuesday and tell me what is missing."
- "Is my planned $300 client dinner within policy?"
- "Check my upcoming flight and hotel bookings for next month."
- "Lock my card — I can't find it."
## Set up Ramp MCP
Choose your AI tool below. You need a Ramp account and access to your chosen AI platform. Want to try it with sample data first? See the FAQ below.
### Claude
One-click installation from [Claude's MCP directory](https://claude.ai/directory/61bac03c-3f98-4b3c-affb-1b99533fa82c). Sign in to your Ramp account when prompted.
### ChatGPT
One-click installation from the [ChatGPT app directory](https://chatgpt.com/apps/ramp/asdk_app_69250fb6281c819195b52a1556b0060c). Requires a ChatGPT Plus or Pro subscription.
### Notion
Notion AI can connect to Ramp MCP as an external data source. You can install Ramp from Notion's [connector marketplace](https://www.notion.com/@ramp), or use a custom configuration in Notion's MCP connections settings with the server URL `https://mcp.ramp.com/mcp`. See Notion's documentation for configuring external MCP servers.
### Coding agents
For coding agents like Claude Code, Codex, and Cursor, we recommend using the [Ramp CLI](https://docs.ramp.com/developer-api/v1/cli).
### Other MCP-compatible tools
Any MCP-compatible AI client can connect using the server URL `https://mcp.ramp.com/mcp`. Check your tool's MCP documentation for the specific configuration format.
## Your first prompt
Once you're connected, the easiest way to confirm everything is working is to just ask something. Try one of these to start:
- *Employees:* "What Ramp cards do I have, and what are their balances?"
- *Admins:* "Show me our top five vendors by spend this month."
From there, experiment. Natural language works — you don't need to know the "right" phrasing. If something doesn't work the first time, try rewording it or asking the assistant what it can do with Ramp. For more ideas, see [What you can do with Ramp](#what-you-can-do-with-ramp) below.
*Using a coding agent?* Confirm Ramp appears in your connected MCP servers list before you start prompting.
## Managing employee access
Admins can review every connected AI tool. See [Manage connected AI tools](/managing-connected-ai-tools).
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
Admins can control Ramp MCP access through role permissions. See [Customizing roles and permissions](/customizing-roles-and-permissions).
## What you can do with Ramp
### For Finance Admins and Bookkeepers
**Close the books faster.** Find missing receipts and memos, apply GL coding to transactions and reimbursements, tag tracking categories, leave comments, and ping team members when something needs attention.
- "Which transactions from last month are still waiting on GL coding?"
- "Code all Uber rides over $50 this month to Travel and leave a comment asking for a business purpose."
**Stay on top of spend.** Pull top vendors, flag anomalies, analyze spend data, and check Ramp Banking and Ramp Checking Account balances for a cash snapshot.
- "Show me our top software vendors by spend this quarter, and flag anything that grew more than 20% QoQ."
- "Get all Ramp Banking account balances for today's cash snapshot."
**Review and approve.** See what's pending your review and take action on transactions, reimbursements, and unified requests (purchase orders and fund requests).
- "Summarize every reimbursement waiting on my approval and flag anything outside policy."
- "Approve all transactions under $100 that have a clear business memo."
*Note:* Bill approvals are not currently available through the AI connection. Use Ramp directly to approve bills.
**Query your data.** Ask questions across spending limits, Spend Programs, vendors, users, departments, entities, purchase orders, transactions, reimbursements, and bills.
- "Analyze bills and reimbursements from Q1 and find duplicate payments to the same vendor."
- "Which employees have spent above their monthly limit in the last 60 days?"
### For Employees
**Finish your expenses.** Add memos, split categories, assign to a trip, tag attendees, and submit or resubmit reimbursements — all in chat. Upload receipt files directly in Ramp because MCP connections do not currently support passing file uploads, such as receipt images or PDFs, to Ramp MCP.
- "Add a memo to my most recent Amazon transaction saying it was for office supplies."
- "Find my draft lunch reimbursement from Tuesday and tell me what is missing."
**Manage your cards.** See what you have, lock or unlock a card, activate a card by the last four digits, and generate agent card credentials for one-time payments.
- "What Ramp cards do I have, and what are their balances?"
- "Lock my card — I can't find it."
**Check balances and limits.** See your funds, budgets, and remaining limits before you spend.
- "What's left on my Q2 team events budget?"
**Plan and reconcile trips.** Create a trip, view your flight and hotel bookings, and connect transactions to the right trip.
- "Show me all upcoming flights and hotels for the team's offsite next month."
- "Create a new trip to SFO next week and tag my recent United flight to it."
**Get answers about Ramp and policy.** Ask how something works, whether a spend is within policy, or pull an answer from the Ramp Help Center.
- "Is my planned $300 client dinner within policy?"
- "How do I request funds for a team offsite?"
### Full capability reference
The detailed list of what's supported today. Tools are added regularly — if something you'd expect isn't here, let us know.
**Transactions**
- Search and retrieve card transactions by merchant, amount, date, state, or user
- View declined transactions and get decline explanations
- Edit transactions: memo, fund assignment, accounting categories, trip, and attendees
- Get missing items and suggestions for a transaction
- Approve or reject transactions (for approvers)
- Analyze spend data across transactions, reimbursements, and bills
**Reimbursements**
- View your recent reimbursements
- Search reimbursements with filters (status, date, user, merchant)
- Edit a reimbursement (memo, fund, accounting categories)
- Submit a draft reimbursement for approval
- Approve or reject reimbursements (for approvers)
**Bills**
- Search submitted and draft bills
- Get full bill details (submitted or draft)
- Retrieve invoice attachments for a bill
- Get bills pending your approval
**Cards and funds**
- List your cards and their activation and shipping status
- Lock or unlock a card
- Activate a card by last four digits
- View your funds, cards, and budgets (balances, restrictions, lock info)
- Get agent card credentials for one-time payment tokens
- List eligible funds for agent card payments
**Spending limits and programs**
- Load spending limits with filters (user, entity, status, Spend Program)
- Load Spend Programs
**Purchase orders and requests**
- Search purchase orders
- Get purchase order details
- Analyze purchase orders
- Search unified requests (POs, fund requests, procurement approvals)
- Get requests pending your review
- Approve or reject unified requests
**Trips**
- Create a new trip
- View your trips (with status filters)
- Get candidate trips relevant to a transaction
- Get bookings (flights and hotels)
**Ramp Banking and accounts**
- Get Ramp Checking Account balances
- Get daily balance history for a specific account
- List all business wallet accounts
- List all Ramp Banking accounts (Checking Account, investment, managed portfolio)
- List wallet transfers
- Get investment account and managed portfolio balances
**Organization and people**
- Get your user details
- Get org chart (reporting chain and direct reports)
- Search for users (for example, for attendee tagging)
- Analyze users, departments, entities, and locations
**Vendors and categories**
- Load vendors with filters (name, category, owner, active status)
- Get Ramp transaction categories
- Get tracking categories and their options
**Accounting**
- Get tracking categories for accounting coding
- Apply accounting coding to transactions and reimbursements
**Comments and communication**
- Post comments on transactions, bills, reimbursements, and other objects
- Mention specific users in comments
**Policy and help**
- Answer policy questions about expense rules and fund restrictions
- Ask Ramp's Help Center for answers to product and workflow questions
**Other**
- Get vendor document bulk upload status
> **Not seeing a tool you expected?** Try disconnecting and reconnecting Ramp in your AI tool — new tools are added regularly, and your session may need a fresh connection to pick them up. You can also submit feedback directly from any connected AI tool by asking it to "submit feedback to Ramp about [your feedback here]."
## Troubleshooting
### Authentication fails or connection drops
Try the fix for your specific tool first:
- **Claude:** Disconnect and reconnect Ramp in **Settings** > **Connectors** .
- **ChatGPT:** Disconnect and reconnect the Ramp app in **Settings** > **Apps** .
- **Notion:** Remove and re-add the Ramp connection in Notion's MCP settings.
- **Coding agents:** Remove and re-add the Ramp connection in your MCP client or CLI, then restart the agent session.
In every case, make sure you are signing in to the correct Ramp account (production vs. sandbox).
### Query result is truncated
Narrow your request, for example by adding a date range or filtering by vendor, and retry the query.
### Tools not appearing or not responding
- Restart your AI tool after connecting or changing settings.
- Confirm the server URL is exactly `https://mcp.ramp.com/mcp` with no trailing slash or extra characters.
- Disconnect and reconnect Ramp so the client picks up any newly released tools.
### For coding agents only
The following steps apply only to coding-agent setups. If you are using Claude, ChatGPT, or Notion, skip this section.
- **Clear cached credentials:** Run `rm -rf ~/.mcp-auth` in your terminal, then reconnect.
- **Restart your agent session:** After reconnecting Ramp, restart your editor or terminal session so the MCP client picks up the updated connection.
- **Local config errors:** If you are using a custom local MCP configuration instead of the Ramp CLI, verify the config syntax and then restart your agent.
### Permission errors
If a tool returns a permissions error, your Ramp role may not have access to that tool. Admin-only tools (such as company-wide data analysis and large-dataset queries) require Admin or Business Owner permissions.
If you believe you should have access, ask your Ramp Admin to check your access settings in **Company** > **Integrations** > **Ramp MCP** > **Manage access**.
## For developers and IT Admins
### What is the difference between Ramp MCP and the Ramp Developer API?
Ramp MCP is designed for use with AI assistants — it lets you interact with Ramp data using natural language through tools like Claude and ChatGPT. The [Ramp Developer API](https://docs.ramp.com/developer-api/v1) is a REST API for building custom integrations and applications programmatically. In many cases, Ramp MCP already supports actions (like editing transactions or approving reimbursements) that would otherwise require building a custom app against the API. If you are not sure which to use, start with Ramp MCP.
### Where can I find the Ramp CLI?
The Ramp CLI is a separate terminal tool for developers. Install it by running `curl -fsSL https://agents.ramp.com/install.sh | sh` in your terminal. Documentation is available at [docs.ramp.com](https://docs.ramp.com/developer-api/v1/cli).
### How do I get my redirect URI allowlisted for a custom MCP client?
If you are building a custom MCP client that connects to Ramp, your redirect URI must be allowlisted. [Submit a redirect URI allowlist request](https://docs.ramp.com/developer-api/v1/mcp-redirect-whitelist-request) with the exact redirect URI(s) you need added. Note the following requirements:
- A valid redirect URI must use `https://` , or be on `localhost` or `127.0.0.1` .
- Wildcard subdomains (for example, `https://\*.example.com/callback` ) are not supported. Each URI must specify an exact host.
### Can I connect Ramp MCP through a third-party MCP gateway or proxy?
Yes, but your gateway's redirect URI must be added to the allowlist by Ramp first. If you are using a service like Glean, MintMCP, GoSearch, or another MCP gateway, [submit a redirect URI allowlist request](https://docs.ramp.com/developer-api/v1/mcp-redirect-whitelist-request) with the redirect URI your gateway uses. If your organization builds and hosts MCP proxies, see the redirect URI FAQ above for requirements.
### Can I use Ramp MCP with Microsoft Copilot for 365?
Microsoft Copilot for 365 does not natively support remote MCP servers in the same way that Claude and ChatGPT do. To connect Ramp data to Copilot, you can use [Copilot Studio's MCP server integration](https://learn.microsoft.com/en-us/microsoft-copilot-studio/mcp-add-existing-server-to-agent) to add Ramp MCP as a tool for a Copilot agent. Alternatively, you can connect to the [Ramp Developer API](https://docs.ramp.com/developer-api/v1) using Copilot Studio's custom API connector or Power Automate.
## Frequently asked questions
### I only see a few tools (like "get current user" and "ask Help Center"). Where are the rest?
This usually means your Ramp account does not have Admin or Business Owner permissions. Most tools (company-wide transactions, bills, reimbursements, spend data) require admin-level access. Ask your Ramp Admin to check your role, or verify your access in **Company** > **Integrations** > **Ramp MCP** > **Manage access**.
### Can the AI assistant approve things on my behalf?
Yes. If you are an approver, the Ramp connection can approve or reject transactions, reimbursements, and unified requests (including purchase orders and fund requests) on your behalf. Bill approvals are not currently supported through the connection — use Ramp directly for those. All actions respect your existing Ramp permissions.
### Why doesn't Ramp MCP support receipt uploads?
Ramp MCP does not currently expose receipt upload as an MCP tool because current MCP connections do not provide a standard file-upload path for Ramp MCP to receive user-selected files from an AI chat. If your AI tool lets you attach a file to the conversation, that attachment is not automatically passed to Ramp MCP. This is a limitation of MCP file input support, not a limitation of Ramp's receipt upload feature. To upload receipts, use Ramp directly; see [Submitting receipts and expenses](/submitting-receipts-memos-and-accounting-for-your-ramp-transactions). Developers building a custom integration can also use the [Ramp Developer API receipt endpoint](https://docs.ramp.com/developer-api/v1/api-reference/receipt/create-receipt).
### Can I try Ramp MCP with a sandbox or demo account?
Yes. You can use a sandbox Ramp account with the same setup steps above — just sign in with your sandbox credentials.
To explore with sample data and no Ramp account at all, use the demo server `https://demo-mcp.ramp.com/mcp`:
- **Claude and ChatGPT:** The one-click links above connect to production. For demo data, skip the one-click and add Ramp as a custom MCP server (Claude: **Settings > Connectors > Add custom connector** ; ChatGPT: **Settings > Connectors > Add connector** ) using the demo URL.
- **Notion and other custom setups:** Use the manual configuration path and substitute the demo URL for `https://mcp.ramp.com/mcp` .
### Which AI tools are compatible?
Any tool that supports the Model Context Protocol (MCP) can connect to Ramp. The setup flows above cover Claude, ChatGPT, Notion, and coding agents like Claude Code, Codex, and Cursor via the [Ramp CLI](https://docs.ramp.com/developer-api/v1/cli). For the full setup instructions, see [Set up Ramp MCP](#set-up-ramp-mcp).
### How do I get help?
For questions or issues, see [How to contact Ramp's Support team](/how-to-contact-ramps-support-team). You can also submit feedback directly from your AI tool by asking it to "submit feedback to Ramp."
---
# Manage connected AI tools
> Official Ramp Help Center article. Topic: Integrations / Set up Workflow & Productivity Integrations. [View the canonical page](https://support.ramp.com/managing-connected-ai-tools).
## Overview
Connected AI tools are the AI assistants — such as Claude, ChatGPT, or Perplexity — that your employees connect to Ramp through the Ramp CLI and the official Ramp MCP server. This article is for Admins who oversee those connections: reviewing what's connected and controlling who can connect. If you're an employee looking to connect a tool, see [Ramp MCP](/ramp-mcp).
## How connected AI tools work
- **A connected tool uses the employee's permissions.** It can only access what that employee's Ramp role allows — it can never do more than they can.
- **Its actions are attributed to the employee.** Ramp attributes MCP calls to the employee who connected the tool. The [Ramp Audit Log](/ramp-audit-log) shows individual product changes only when that action normally creates an audit event.
- **Access refreshes automatically.** While a connection is in use it stays active and re-authenticates in the background. If a connection goes unused long enough to lapse, the employee reconnects from their AI tool to restore it.
## Review connected AI tools
Admins can review connected AI tools at [**Settings > Developer > Connected AI tools**](https://app.ramp.com/settings/ramp-developer/agents). They see every connected tool across the business.
This is a read-only overview of the AI tools connected to your company's Ramp data — showing who connected each one, its status, and when it was last used.
## Control who can connect
You can control who can connect AI tools at two levels:
- **Company-wide (all plans).** An Admin can turn AI-tool access on or off for the whole business, or limit it to specific users or teams, from the integration's **Manage access** settings. See [Ramp MCP](/ramp-mcp#managing-employee-access) for steps.
- **Per role (Ramp Plus).** On Ramp Plus, an Admin can control access at the role level by enabling the **Manage connections to Ramp via MCP, CLI and other AI connectors** permission (under **Personal Agents**) for a role at [**Settings > Roles and permissions**](https://app.ramp.com/settings/all/roles-and-permissions) — see [Customizing roles and permissions](/customizing-roles-and-permissions).
Employees with access connect their own tools — see [Ramp MCP](/ramp-mcp) for the setup steps.
## Frequently asked questions
### How do employees connect an AI tool?
From the AI tool itself (such as Claude, ChatGPT, or Perplexity) or from [**Connectors**](https://app.ramp.com/settings/all/automations) in Ramp. See [Ramp MCP](/ramp-mcp) for step-by-step setup.
### Can a connected AI tool do more than the employee who connected it?
No. A connected tool inherits that employee's Ramp permissions and can never do more than they can.
### Who can connect AI tools?
Employees can connect when AI-tool access is enabled for your company and their role allows it. Company-wide access is set from the integration's **Manage access** settings (all plans). Per-role control requires **Ramp Plus** (see [Ramp Plus overview](/ramp-plus-overview)) — on Ramp Plus, enable the **Manage connections to Ramp via MCP, CLI and other AI connectors** permission (under **Personal Agents**) at [**Settings > Roles and permissions**](https://app.ramp.com/settings/all/roles-and-permissions).
### Can I remove a tool an employee connected?
The Connected AI tools page is currently a read-only overview. Access lapses automatically when a connection goes unused. To change access going forward, turn AI-tool access off company-wide from the integration's **Manage access** settings, or adjust role permissions at [**Settings > Roles and permissions**](https://app.ramp.com/settings/all/roles-and-permissions) (Ramp Plus).
### What happens when a connection expires?
The tool stops working until the employee reconnects from their AI tool.
### Where can I learn more about Ramp CLI and MCP?
See [Ramp MCP](/ramp-mcp) for setup options and supported use cases.
---
# Docusign integration: Set up
> Official Ramp Help Center article. Topic: Integrations / Set up Workflow & Productivity Integrations. [View the canonical page](https://support.ramp.com/set-up-ramps-docusign-integration).
Ramp's Docusign integration enables businesses to connect their Docusign account to Ramp. After connection, add Docusign eSignature steps to workflows and send Docusign envelopes to vendor contacts and internal signers. Ramp will store executed agreements from completed Docusign envelopes onto the intake request and vendor record.
## Before you begin:
- You'll need both Ramp Admin and Docusign Admin permissions to set up the integration.
- Have your Docusign integration keys (Admin User ID, API Account ID, and Base URI) ready. These can be generated within your Docusign account under "Apps and Keys": [https://apps.docusign.com/admin/apps-and-keys](https://apps.docusign.com/admin/apps-and-keys)
- Docusign plan: No specific plan is required. All tiers are supported.
## Set up the Docusign integration
### Step 1: Connect Docusign to Ramp
- Sign in to your Ramp account.
- Go to Company > Integrations.
- Find Docusign and click Connect app.
### Step 2: Sign in and authorize Docusign
- Click the prompt to sign in to your Docusign account.
- You'll be redirected to a setup screen in Ramp to enter your Docusign credentials and integration keys.
### Step 3: Enter Docusign integration keys
- Go to your Docusign dashboard ( [Apps and Keys](https://apps.docusign.com/admin/apps-and-keys) ).
- Copy your Admin User ID, API Account ID, and Base URI.
- Paste these in the corresponding fields in Ramp’s setup screen.
- Click Submit.
### Step 4: Configure Docusign integration on Ramp
- Once connected, you'll see Docusign listed under Connected Integrations in the Integrations tab.
- If you don’t see Docusign immediately, refresh the page.
- (Optional) Configure preferences in Ramp, such as default signers and signing order, for your Docusign integration.
- You can assign the vendor contact and internal signers.
### Step 5: Add Docusign integration step to your procurement program
- Create a Spend Program or edit an existing program with the Docusign workflow as a step.
- Note that you’ll need to be on our latest workflow designer ( [contact Ramp Support](/how-to-contact-ramps-support-team) if you need access)
- Click the "+" icon, click into “View more” and then click on “Send Docusign envelope” as the action step
- Assign an owner for the task to review documents and send the Docusign envelope.
- You can override the default signer list if you want a unique signing order for this specific Docusign action node.
### Step 6: Send Docusign envelopes via Ramp
- Initiate a procurement request for the program.
- Once the request gets to the Docusign step, assigned user will be prompted to select documents to send for signature.
- User will be taken to Docusign interface to configure signatures or templates and then send it out to signers (automatically added from the Ramp side).
- Once Docusign envelope is sent out, updates will be automatically added to the Ramp request including who signed at what time.
- Once signatures are complete, the executed agreements will be automatically added to the Ramp request with "Synced from Docusign"
## Use Docusign templates from procurement workflows
- When you launch a Docusign envelope from a procurement workflow, you can select a Docusign template as Ramp creates the envelope.
- Templates work alongside your existing Ramp configuration, including default or overridden signers and dynamic signers pulled from the procurement request context.
- This makes one-click envelope launch easier because the envelope can open with your template and signer setup already in place.
## Map recipient fields and assign signer roles
Admins can assign Ramp recipients to signer roles and map Ramp fields to data-entry tabs on DocuSign steps. First, connect the DocuSign integration, sync templates into Ramp, and select them on the step.
### Assign Ramp recipients to DocuSign signer roles
Ramp reads signer roles from selected templates. Select a signer role for a Ramp recipient so fields route to the correct signer. Carbon copy roles and blank or duplicate role names do not appear. You can assign each signer role to one Ramp recipient and each recipient to one signer role.
### Map Ramp fields to DocuSign data-entry tabs
The field mapper groups fields by who owns them:
- **Sender prefill** contains document-level text fields that the sender fills before sending. Sender-prefill mapping supports text fields only.
- **Recipient: <role name>** contains data-entry tabs owned by that signer role. Fields without labels are not shown.
When the envelope is sent, Ramp prepopulates each mapped recipient value on the signer assigned to that role.
Ramp supports these recipient tab types:
| Type | Accepted value |
|---|---|
| **Text** | Free-form text |
| **Zip** | ZIP or postal code |
| **Checkbox** | Checked or unchecked |
| **Radio** | One value from the template's radio-button options |
| **List** | One value from the template's list options |
| **Date** | A date, sent as MM/DD/YYYY |
| **Email** | An email address |
| **Number** | A numeric value |
| **Numerical** | A numeric value |
Signature, formula, calculated, and other action tabs are not mappable. Mapping is optional even when DocuSign marks a field as required. Unmapped or empty fields remain blank for the signer to complete. Radio and list options without values are ignored.
## Troubleshoot DocuSign signer role and field mapping
If roles or fields do not appear, confirm that the integration is connected and that each selected template is still synced and available in Ramp. Select a DocuSign template before assigning one of its roles. Carbon copy roles cannot be assigned to Ramp recipients.
If Ramp reports an invalid recipient-tab value while validating the envelope, check that a mapped **Radio** or **List** value exactly matches an option defined on the template and that a **Date** value uses MM/DD/YYYY. Roles without names, duplicate role names, fields without labels, and radio or list options without values do not appear for configuration.
## Troubleshooting and support
- If you have any issues connecting or configuring, ensure that your Docusign integration keys are valid and that you have admin permissions in both platforms.
- For further support, [contact Ramp Support](/how-to-contact-ramps-support-team) .
You’re all set. Your Docusign account is now linked to Ramp, so contract approvals and e-signatures are centralized for your procurement team.
---
# Dropbox Sign integration: Set up with Ramp Programs
> Official Ramp Help Center article. Topic: Integrations / Set up Workflow & Productivity Integrations. [View the canonical page](https://support.ramp.com/set-up-and-use-the-dropbox-sign-integration-with-ramp-programs).
## Overview
The Dropbox Sign integration lets you add signature requests directly into your procurement workflows. Instead of managing contracts and purchase orders outside of Ramp, you can send documents for signature as a built-in step in your approval process — keeping everything in one place.
With this integration, you can:
- Send envelopes for signature from within a procurement request
- Attach purchase orders, intake form documents, or other files to signature requests
- Pre-configure default signers and CC recipients at the company or workflow level
- Track signature status (sent, viewed, signed) in real time from the request activity feed
- Automatically advance your procurement workflow once all signatures are complete
> **Note:** This integration is specifically for adding e-signature steps to procurement workflows. If you're looking for general document storage, this is not the right integration.
## Compatibility
This integration requires an active [Dropbox Sign](https://sign.dropbox.com/) account. Dropbox Sign was formerly known as HelloSign — if your organization still references HelloSign, this is the same product.
## Prerequisites
- An active Dropbox Sign account with permission to connect third-party apps
- Admin access in Ramp to connect integrations and configure procurement workflows
- At least one procurement program with an active workflow where you want to add signature requests
## Known issues
- There is a known issue at this time that when a customer submits a new Dropbox Sign request for a workflow, the owner of that envelope in Dropbox will be the person who initially linked the integration, not the person who initiated it. Until this is resolved with Dropbox, the workarounds Ramp implemented are:
- We set the person who initially linked the Dropbox integration as the value in the requester email address.
- We automatically add the person who initiated the request as a CC on the envelope. This way, they will get emails when any changes are made (and can also see an up to date list of signers on the blank canvas node).
## Integration steps
### Step 1 — Connect Dropbox Sign to Ramp
1. Go to **Company > Integrations** .
2. In the app store, find **Dropbox Sign** and select it.
3. Follow the prompts to authorize the connection between Ramp and your Dropbox Sign account.
Once connected, you'll see the integration listed with within **Connected Integrations** as well as **Settings**.
### Step 2 — Configure default signers and CC recipients
After connecting, configure your company-level defaults so signature requests are pre-filled with the right people.
1. From the Dropbox Sign integration page, select **Settings** .
2. Under **Default recipients** , choose who should be pre-assigned as signers when a Dropbox Sign step is triggered.
3. You can change the status of a recipient to **CC.** These are the people that should automatically receive a copy of every signature request.
4. Optionally, configure the **Enforce signing order** setting if signatures need to happen in a specific sequence.
5. Save your changes.
These defaults apply across all procurement workflows unless overridden at the workflow level (see Step 4).
### Step 3 — Add a Dropbox Sign node to your procurement workflow
1. Open a procurement program and navigate to its workflow.
2. Select the **+** button where you want to add the signature step.
3. From the list of available integrations, select **Dropbox signature request** .
You can add multiple Dropbox signature request nodes to a single workflow. This is useful when different conditions — such as request value or vendor type — require different signers or documents.
### Step 4 — Configure workflow-level signer overrides (optional)
If a specific workflow needs different signers than your company defaults, you can override them directly on the node.
1. Select the Dropbox signature request node in your workflow.
2. Turn on **Override company setting for default recipients**. Ramp copies the company default recipients into the node.
3. Remove copied recipients you don't need, and use the **Signer** or **CC** menu to change each remaining recipient's role.
4. Select **Add recipients** to assign other people as signers (e.g., your CFO for high-value requests).
5. Set the **Owner** — this is the person responsible for sending the envelope. You can assign this to any admin or use the "any admin" option.
6. Optionally, configure the **Enforce signing order** setting if signatures need to happen in a specific sequence.
If you leave the override off, Ramp uses the default recipients from your company-level settings. If you turn on the override, review the copied recipients and keep at least one recipient on the node.
### Step 5 — Send a signature request from a procurement request
When a procurement request reaches the Dropbox Sign step in the workflow, the assigned owner receives a task to send the envelope.
1. Open the procurement request. You'll see a task for **Dropbox signature request** in the workflow timeline.
2. Attach documents to the request. You can include:
- The purchase order (PO) generated automatically from the request details
- Documents collected from the intake form
- Files manually attached in the **Documentation** tab
3. Select **Review & send in Dropbox** .
### Step 6 — Place signature fields and send
After selecting **Review & send in Dropbox**, you'll enter the Dropbox signature flow.
1. Review the attached document. Ramp pre-fills the signer emails based on your configuration.
2. Place signature fields, date fields, and any other required form fields on the document.
3. Add or modify CC recipients if needed — Ramp pre-fills these based on your settings.
4. Select **Send for signature** to send the envelope for signature.
### Step 7 — Track signature status in the activity feed
Once the envelope is sent, Ramp tracks its status in real time on the request's activity feed. You'll see updates when:
- The envelope is sent
- A signer views the envelope
- A signer signs the envelope
When all required signatures are collected, the Dropbox Sign step is automatically marked as **completed** and the request advances to the next step in your workflow.
## Troubleshooting
### The Dropbox signature request option doesn't appear in my workflow
Make sure the Dropbox Sign integration is connected in **Company > Integrations**. The option only appears in the workflow editor after the integration is active.
### Signers are not pre-filled when I send an envelope
Check **Default recipients** on the Dropbox Sign integration page. If **Override company setting for default recipients** is on, make sure the node has at least one recipient. A node with overrides turned on and no recipients won't pre-fill any signers.
### I need to disconnect the integration
Go to the Dropbox Sign integration settings page and select **Disable Dropbox Sign integration**. This discards all stored credentials from your Ramp instance. You can reconnect at any time by going through the setup flow again.
## Best practices
- **Set company-level defaults first.** Configure your most common signers and CC recipients in the integration settings. Override at the workflow level only when a specific program requires different signers.
- **Use conditional signature nodes for complex workflows.** If different request values or vendor types require different signers, add multiple Dropbox signature request nodes with conditions rather than manually changing signers each time.
- **Attach documents before sending.** Make sure all relevant documents — POs, contracts, intake form attachments — are attached to the request before entering the Dropbox Sign flow to avoid re-sending envelopes.
- **Monitor the activity feed.** Use the real-time status updates on the request to track where a signature is blocked, so you know exactly which signer hasn't acted yet.
## Additional resources
- For help with procurement workflows, see [Configuring Procurement Workflows](/configuring-procurement-workflows) .
- For Dropbox Sign documentation, visit [Dropbox Sign resources](https://sign.dropbox.com/resources) .
- If you're experiencing issues not covered here, contact Ramp support through the in-app chat or at [support.ramp.com](https://support.ramp.com) .
---
# Dropbox Sign integration overview
> Official Ramp Help Center article. Topic: Integrations / Set up Workflow & Productivity Integrations. [View the canonical page](https://support.ramp.com/dropbox-signature-integration-guide).
Welcome to the Dropbox Sign integration guide for Ramp. This document is designed to help Ramp admins and finance teams set up and use the Dropbox Sign integration. Follow the steps below to ensure a smooth setup and usage process.
## What is Dropbox Sign?
Dropbox Sign is an e-signature tool that allows you to sign documents digitally. By integrating it with Ramp, you can streamline the process of approving and managing financial documents.
## How to set up Dropbox Sign integration
Follow these steps to set up the Dropbox Sign integration with Ramp:
### Step 1: Sign in to Ramp
- Open your web browser.
- Go to the Ramp sign-in page.
- Enter your credentials and click "Sign in."
### Step 2: Access integrations
- Once signed in, navigate to the dashboard.
- Under **Company**, select [**Integrations**](https://app.ramp.com/settings/integrations/overview).
### Step 3: Find Dropbox Sign
- In the Integrations page, look for **Dropbox Sign**.
- You can use the search bar to locate it quickly.
### Step 4: Connect Dropbox Sign
- Click **Dropbox Sign** to open the integration details.
- Click **Connect** to start the integration process.
### Step 5: Authorize the integration
- You will be redirected to the Dropbox Sign authorization page.
- Sign in to your Dropbox Sign account if prompted.
- Allow Ramp to access your Dropbox Sign account by clicking **Authorize**.
### Step 6: Configure integration settings
- Return to Ramp and configure the integration settings as needed.
- Configure default recipients and, if needed, enforce signing order.
## Using Dropbox Sign with Ramp
Once the integration is set up, you can start using Dropbox Sign with Ramp for document approvals:
- Upload financial documents to Ramp that require signatures.
- Send documents for signature through Dropbox Sign directly from Ramp.
- Track the status of documents and approvals within Ramp.
## Troubleshooting
If you encounter any issues during setup or use, consider the following steps:
- Ensure you have the correct permissions in both Ramp and Dropbox Sign.
- Check your internet connection.
- Verify that you are using the latest version of your web browser.
For further assistance, please contact Ramp Support.
By following this guide, you can efficiently integrate and use Dropbox Sign with Ramp, enhancing your document management and approval processes.
---
# Ironclad integration: Set up
> Official Ramp Help Center article. Topic: Integrations / Set up Workflow & Productivity Integrations. [View the canonical page](https://support.ramp.com/set-up-ramps-ironclad-integration).
> **Note: This article primarily applies to Ramp Administrators.**
> Cardholders may find other articles in the [Ramp Procurement](/procurement) section to be more applicable.
## Overview
Ramp's Ironclad integration enables businesses to connect their Ramp account to their Ironclad account. After connection, add Ironclad workflows to approval policies and automatically launch Ironclad workflows as a part of the purchase request review process. Ramp will store contracts and documents from completed Ironclad workflows with approved requests.
Before you begin:
- You'll need to have Ironclad API access to use this integration. Please check with Ironclad support team to make sure you have access.
- You'll need both Ramp Admin and Ironclad Admin permissions to set up the integration.
> **Note**: *If you’d like each requester to connect their individual Ironclad account when launching workflows, please*[*contact Ramp Support*](/how-to-contact-ramps-support-team)*.*
> **Note:** Ramp now supports opt-in requester ownership of Ironclad workflows. When enabled, the requester — rather than the admin who set up the integration — is listed as the workflow owner in Ironclad. To learn more or enable this, [contact Ramp Support](/how-to-contact-ramps-support-team).
[Youtube Video](https://www.youtube.com/watch?v=Z-FESuzqvKc)
## Connect Ramp to Ironclad
1. In Ramp, open [Integrations](https://app.ramp.com/settings/integrations/overview) and search for "Ironclad"
2. Click on Ironclad and click "Connect"
3. In the Ironclad consent screen, choose the Ironclad instance that you'd like to launch workflows in and click "Allow access."
4. You've successfully integrated Ramp with Ironclad.
**Import Ironclad contracts:** Businesses with access to Contracts & renewals can automatically import Ironclad contracts into Ramp and check daily for new ones. The user turning on contract import must be able to manage integrations and create contracts. [Learn how](/ironclad-integration-import-contracts).
> **Important:** Each Ironclad workflow you plan to launch from Ramp must include a text field whose **question name** is set to **Ramp ID**. In Ironclad's workflow designer, the question name is the display label shown in forms. Ramp detects the field by matching on the question name (case-insensitive), so if the question name is not set to "Ramp ID", Ramp won't find the field. Ramp uses this field to link the workflow back to the originating purchase request. It is auto-managed by Ramp, so you don't need to map or fill it manually. See [Ironclad's Help Center](https://support.ironcladapp.com/hc/en-us/articles/12251510292631-Lock-Fields-in-Workflow-Designer) for details on adding fields in the workflow designer.
## Add Ironclad workflow to your approval policy
Now that you've connected Ramp with Ironclad, you can add Ironclad workflow as a step in your approval policy. You can add Ironclad workflows to individual [Spend Programs](https://app.ramp.com/spend-programs) on Ramp.
1. In Ramp, go to Spend Programs tab and choose either an existing Spend Program or create a new Spend Program to add Ironclad workflow step.
2. Click "Edit approval policy"
3. In the approval policy editor, click **+** and select the Ironclad workflow step where you'd like to add it to your approval policy.
4. Choose the Ironclad workflow you'd like to use as a part of your Ramp approval.
5. Once you've selected the Ironclad workflow, click "Configure" to map over your Ramp request form questions to Ironclad workflow questions.
1. Required Ironclad questions are marked with an asterisk in Ramp. Map all required questions.
2. In the "Ramp fields" column, choose the corresponding question in your Ramp request form. If there isn't one, you can easily add the question for the specific question type (e.g. File upload).
3. If you have a dropdown question in Ironclad, include those options in the Ramp single-select or multi-select question. Ramp marks incompatible mappings as unavailable, so select a Ramp question whose options match.
4. Once you've mapped over all of your required questions, click "Save."
5. **Note:** Some Ironclad field types are not supported in the Ramp mapping. Before publishing, confirm that all required fields show as supported in the mapping UI. If you encounter an unsupported field type that blocks your workflow, [contact Ramp Support](/how-to-contact-ramps-support-team) .
6. Click the "Save" button
7. Click "Save workflow" in the top right corner. You'll now see the final approval policy that includes your Ironclad workflow step.
8. Click "Next" and either create the new Spend Program or update the existing Spend Program.
## Automatically launch Ironclad workflows on purchase requests
1. When an employee now goes to request your new Spend Program (in our case, Software Procurement), they'll see that the Ironclad workflow will be launched.
2. Once Elizabeth approves the request, the Ironclad workflow will be automatically launched. You'll be able to open the workflow that was launched directly in Ironclad. You'll also see the history in the "Activity" tab.
3. As the Ironclad workflow is reviewed by your legal team, Ramp will automatically sync back updates to the Activity tab to show:
1. Approvals in Ironclad
2. When Ironclad workflow moves steps from Review to Sign
3. Signature status updates
4. By default, Ramp advances the request when Ironclad moves the workflow from Sign to Archive. To wait until the Archive step is complete, turn on **Wait on Ironclad "Archive" step to move to next approver** in [Ironclad integration settings](https://app.ramp.com/settings/integrations/connected-apps/contract-lifecycle-management/ironclad).
5. Congrats, you've successfully launched your first Ironclad workflow automatically with Ramp.
## Sync contracts and documents from completed workflows
As shown above, after the contract or document is executed within Ironclad, Ramp will automatically fetch and sync the executed documents in the Ironclad. No more opening multiple tabs to find the contracts when invoices come in.
You can view the contracts and documents in the "Overview" tab of the approved PO in the "Contracts & documents" section. This will also show you a direct link to open the record in Ironclad.
## Manually launch workflows in case of an error
If there's an issue automatically launching the Ironclad workflow, Ramp notifies the requester so they can resolve the issue and resubmit. Depending on the error, Ramp may provide a draft workflow with pre-filled information that the requester can review and submit directly in Ironclad.
If automatic launch errors happen repeatedly, review your field mapping configuration to make sure all required Ironclad workflow fields are mapped to Ramp request form fields.
## Frequently asked questions
### Can a single Ramp PO launch multiple Ironclad workflows?
- Yes.
---
# Vanta integration: Set up security reviews for procurement
> Official Ramp Help Center article. Topic: Integrations / Set up Workflow & Productivity Integrations. [View the canonical page](https://support.ramp.com/connect-and-use-the-vanta-integration-for-security-reviews-in-ramp-procurement-workflows).
## Overview
The Vanta integration allows you to add a Vanta security review step to any Intake workflow in Ramp. This allows your security team to conduct their reviews in Vanta at whatever point in the workflow you choose. Vanta decisions and the comments attached to those decisions sync back to Ramp. Ramp uses the decision to advance or stop the request from being approved.
### What you can do
- Trigger a Vanta review during a purchase request.
- Assign an owner to complete the review in Vanta.
- Add instructions and a due date for the reviewer.
- Auto-advance if the vendor has a current Approved or Conditionally approved decision in Vanta.
- Auto-stop if the vendor has a current Not approved decision in Vanta.
- See Vanta decisions and decision comments in the Ramp request.
### Prerequisites
- Ramp: Permission to manage apps and edit Programs/Intake workflows.
- Vanta: Admin access to create a webhook and an OAuth application.
- At least one Program with an Intake workflow in Ramp.
## Set up the Vanta integration
### Step 1: Start the connection in Ramp
1. In Ramp, go to Company > Integrations > Productivity.
2. Select Vanta and click Connect.
### Step 2: Create and connect a webhook in Vanta
1. In Vanta, open the webhook settings.
2. Subscribe to the events required for the integration.
3. Paste the endpoint URL provided by Ramp.
4. Create the webhook.
5. Copy the signing secret from Vanta.
6. In Ramp, paste the signing secret into the Vanta connection page.
### Step 3: Create an OAuth application in Vanta
1. In Vanta, open the Developer Console.
2. Create a new application. Add a name and description, then save and click Manage.
3. Copy the OAuth client ID.
4. Generate and copy the client secret.
### Step 4: Complete the connection in Ramp
1. In Ramp, paste the client ID and client secret into the Vanta connection page.
2. Click Finish. The integration is now connected.
## Add Vanta to an intake workflow
### Step 1: Open your program
1. In Ramp, go to Manage Spend > Programs.
2. Open the program you use for software procurement (or any program).
### Step 2: Edit the workflow
1. Go to the Intake tab.
2. Edit the approval workflow.
3. Click the plus (+) on the canvas and add the Security review > Vanta step.
### Step 3: Configure the Vanta step
- Owner: Choose the person in Ramp who will start the review in Vanta.
- Instructions: Add any guidance the reviewer needs.
- Due date: Set a deadline for the review step.
## Reviewer experience
- The assigned owner gets an email and a task on the Ramp home screen.
- Open the task to view the request details, then click **Complete in Vanta**.
- Clicking the button opens Vanta to start the review, add evidence, and set a due date.
- The reviewer chooses a decision in Vanta: Approved, Conditionally approved, or Not approved.
- Comments attached to the decision in Vanta sync back to the Ramp request.
## How Ramp responds to the Vanta decision
- Approved or Conditionally approved: Ramp advances to the next step in the workflow.
- Not approved: Ramp rejects the request.
- Vendor has a current Approved or Conditionally approved decision in Vanta: Ramp skips the step and moves to the next step. Ramp records the prior decision in **Activity & comments**.
- Vendor has a current Not approved decision in Vanta: Ramp stops the workflow. Ramp records the prior decision in **Activity & comments**.
## Where to see status in Ramp
- Open the purchase request in Ramp.
- **Activity & comments** shows events from Vanta, including vendor creation, the decision, and any decision comments.
- The current step will be highlighted under ‘Approval workflow.’
## Tips and troubleshooting
- Webhook issues: If updates do not appear in Ramp, confirm the endpoint URL and signing secret in Vanta match the values shown in Ramp.
- OAuth issues: If connection fails, verify the client ID and secret are current and pasted exactly (no extra spaces).
- Permissions: Ensure you can manage apps and Programs in Ramp and have admin access in Vanta to create webhooks and apps.
- Testing: Create a test vendor and run a review to confirm end-to-end sync.
- Missing Vanta step: If a request does not wait at the Vanta step, the vendor may already have a current decision in Vanta. Check **Activity & comments**.
- Ensure the users you assign to Vanta steps have Vanta access, otherwise reviews could get delayed.
## Maintain or remove the integration
- To change the owner, instructions, or due date, edit the Vanta step in your Intake workflow.
- To disconnect, go to Company > Integrations > Vanta and click **Disable Vanta integration**.
## Support
- For setup help, contact Ramp Support.
- For webhook or OAuth configuration help, contact your Vanta admin or Vanta Support.
---
# Drata integration: Set up with Ramp Programs
> Official Ramp Help Center article. Topic: Integrations / Set up Workflow & Productivity Integrations. [View the canonical page](https://support.ramp.com/set-up-and-use-the-drata-integration-with-ramp-programs).
> **This article applies to Ramp Administrators.**
## Overview
The Drata integration lets you add a Drata security review step to any Ramp Program workflow. When a vendor request reaches the Drata step, Ramp uses a matching Drata vendor or creates one if no match exists, then starts a security review. Once the review is completed in Drata, results sync back to Ramp and the workflow advances or stops based on the outcome.
## What you can do
- Gate spend approval on a completed Drata security review.
- Reuse matching Drata vendors or automatically create new vendors from Ramp spend requests.
- Map custom fields from Ramp to Drata vendor fields.
- Choose the security review type (Security review, SOC report, or Upload report).
- Set a review deadline and assign an owner to manage the review.
- Track review progress from within the Ramp request.
## Prerequisites
- Ramp Admin access to configure integrations and edit Programs.
- A Drata account with admin access to create OAuth applications. You must be using Drata's **new experience** — Classic Drata does not support OAuth applications.
- At least one Ramp Program with a workflow you can edit and publish.
## Connect Drata in Ramp
### Step 1: Start the connection in Ramp
1. In Ramp, open [**Integrations**](https://app.ramp.com/settings/integrations/overview) .
2. Search for **Drata** and select **Connect** .
### Step 2: Create an OAuth application in Drata
1. Sign in to Drata using the **new experience** . Classic Drata does not support OAuth applications.
2. Go to **Settings** > **OAuth Applications** .
3. Select **Create OAuth Application** .
4. In **Basic details** , enter a name (for example, `Ramp` ) and set the expiration to **Never** .
5. Select **Next** .
6. In **Scopes** , enable the following:
- `read:event`
- `read:vendor`
- `create:vendor`
- `update:vendor`
- `create:vendor-security-review`
- `read:vendor-security-review`
7. Select **Save and finish** .
### Step 3: Complete the connection in Ramp
1. In Drata, copy the **cURL command** from the Client Secret modal that appears after creating the OAuth application.
2. In Ramp, paste the entire cURL command into the **Drata cURL command** field. Ramp automatically extracts the token URL, client ID, client secret, and audience from the command.
3. Select **Finish** . The integration shows as connected.
## Add Drata to a program workflow
1. In Ramp, go to **Manage Spend** > **Programs** .
2. Create a new Program or open an existing one.
3. Edit the approval workflow.
4. Select the **+** on the canvas and add the **Drata security review** step from the Integrations section.
5. Configure the Drata step:
- **Owner** : Assign someone to start the Drata security review. Make sure this person has access in Drata.
- **Instructions** : Add guidance for the reviewer (up to 1,000 characters).
- **Deadline** : Set a deadline for the review step.
- **Drata review type** : Choose the type of review to create in Drata. Options are **Security review** , **SOC report** , or **Upload report** .
- **Review deadline** : Set the number of days the reviewer has to complete the security review in Drata. Ramp calculates the deadline date from the day the review is created.
- **Field mappings** (optional): Map Ramp form fields to Drata vendor fields such as category, privacy URL, contact information, and compliance-related fields. This populates the Drata vendor record with data from the Ramp request when the vendor is created.
6. Save and publish the Program.
> **Note:** The Drata step becomes available in the workflow builder after you connect the Drata integration. If you do not see it, confirm the integration is connected under [**Connected integrations**](https://app.ramp.com/settings/integrations/connected-apps).
## How the workflow runs
When a spend request reaches the Drata step, Ramp handles the process in two stages:
1. **Vendor found or created** : Ramp uses a matching Drata vendor when one exists. Otherwise, Ramp creates the vendor using the vendor name and available URL from the spend request. If you configured custom field mappings, Ramp sends those values when it creates the vendor.
2. **Review completed** : Ramp waits for the security review to reach a final decision in Drata.
Ramp responds to the Drata decision as follows:
- **Approved** or **Approved with conditions** : Ramp advances the workflow to the next step.
- **Rejected** : Ramp rejects the request.
The assigned owner receives a task on the Ramp home screen to manage the review. Complete the security review in Drata (review, finalize, approve or reject), and the result syncs back to Ramp.
## How results sync back to Ramp
Drata review results sync back to Ramp in two ways:
- **Automatic sync** : Ramp polls Drata for updates every hour. Allow up to one hour for results to appear after completing a review in Drata.
- **Manual sync** : To refresh the status immediately, use the sync option on the in-progress Drata step in the workflow.
> **Note:** Drata does not currently support real-time webhook notifications. Results are retrieved through scheduled polling. If you need results reflected in Ramp immediately, use the manual sync option.
## Troubleshooting
**I cannot connect Drata**
Confirm you are signed in to Drata's **new experience**, not Classic Drata. Classic Drata does not support OAuth applications. If the connection fails after pasting the cURL command, verify that you copied the entire command (including the opening `curl` keyword and all parameters) and that the JSON payload is intact with no extra spaces or line breaks.
**The cURL command is not accepted**
Ramp extracts the token URL, client ID, client secret, and audience from the cURL command's JSON payload. If any of these values are missing, the command is rejected. Go back to Drata, generate new credentials, and copy the full cURL command again.
**Drata step is not available in the workflow builder**
The Drata step only appears after the integration is connected. Open [**Integrations**](https://app.ramp.com/settings/integrations/overview) and confirm Drata shows as connected.
**Review results are not syncing back to Ramp**
Ramp checks Drata for updates every hour. If you completed the review in Drata less than an hour ago, wait for the next sync cycle or use the manual sync option on the in-progress Drata step. If results still do not appear after an hour, verify that the OAuth application in Drata is still active and that the credentials have not been revoked.
**The request was rejected unexpectedly**
Check the review decision in Drata. If the security review was completed with a **Rejected** decision, Ramp rejects the request. **Approved** and **Approved with conditions** both advance the workflow.
**Vendor was not found or created in Drata**
If Ramp reused a matching vendor, no new vendor is expected. If Ramp neither found nor created a vendor, confirm the Drata OAuth application has the `create:vendor` scope and the Ramp request includes a vendor name.
## Frequently asked questions
### What scopes does the Drata OAuth application need?
Six scopes: `read:event`, `read:vendor`, `create:vendor`, `update:vendor`, `create:vendor-security-review`, and `read:vendor-security-review`.
### How quickly do Drata results appear in Ramp?
Automatic sync runs every hour. Use the manual sync option on the in-progress Drata step if you need results sooner.
### What security review types are supported?
Drata supports three security review types: Security review, SOC report, and Upload report.
### Can I map custom fields from Ramp to Drata?
Yes. You can map Ramp form fields to Drata vendor fields such as category, privacy URL, contact information, and compliance-related fields. Configure field mappings when setting up the Drata step in your workflow.
### Does the Drata integration work with Classic Drata?
No. The integration requires Drata's new experience, which supports OAuth applications. Classic Drata does not support the OAuth flow Ramp uses to connect.
### Can I disconnect the integration?
Yes. Open [**Connected integrations**](https://app.ramp.com/settings/integrations/connected-apps), select Drata, and select **Disable**. You can reconnect at any time by creating new OAuth credentials in Drata.
## Related articles
- [Configuring Procurement Workflows](/configuring-procurement-workflows)
- [Connect and use the Vanta integration for security reviews in Ramp procurement workflows](/connect-and-use-the-vanta-integration-for-security-reviews-in-ramp-procurement-workflows)
- [Set up and use the OneTrust integration with Ramp Programs](/set-up-and-use-the-onetrust-integration-with-ramp-programs)
- [Set up and use the LogicGate integration with Ramp Programs](/set-up-and-use-the-logicgate-integration-with-ramp-programs)
---
# OneTrust integration: Set up with Ramp Programs
> Official Ramp Help Center article. Topic: Integrations / Set up Workflow & Productivity Integrations. [View the canonical page](https://support.ramp.com/set-up-and-use-the-onetrust-integration-with-ramp-programs).
## Overview
Use the OneTrust integration to gate spend approval until a vendor risk assessment is complete. Ramp can create vendors and assessments in OneTrust, wait for results, and move your approval workflow forward in real time.
What this integration does
- Connects your OneTrust tenant to Ramp
- Adds a vendor to OneTrust if it does not exist
- Creates an assessment from a selected OneTrust template
- Listens for OneTrust webhook events to update Ramp within 30–60 seconds
- Reuses the latest completed assessment result for the same vendor name and template instead of creating a new assessment
## Prerequisites
- Ramp Admin access
- OneTrust admin access to create client credentials and activate webhooks
- A Program in Ramp that you can edit and publish
## Permissions and scopes required in OneTrust
Grant the client credentials these scopes:
- organization
- integrations
- inventory
- assessment
## Connect OneTrust in Ramp
Step 1: Sign in to Ramp as an Admin. Open the Integrations tab.
Step 2: Search for “OneTrust,” then click Connect.
Step 3: Paste any URL from your OneTrust tenant. We use this to detect your environment.
Step 4: Click the link to open the OneTrust Client Credentials page. Create new credentials (you can name them for Ramp). Do not change advanced options.
Step 5: Add these scopes: organization, integrations, inventory, assessment. Create the credentials.
Step 6: Copy the Client ID and Client Secret. Keep the secret secure. Do not share it outside Ramp setup.
Step 7: Return to Ramp. Paste the Client ID and Secret. Click Next. Ramp validates the credentials and creates three webhooks in OneTrust.
Step 8: In OneTrust, open Integrations. Find the three Ramp webhooks and activate each one (open the item and click Activate, or use the table menu).
Step 9: Return to Ramp and click Finish. The connection shows as Connected.
## Add OneTrust to a program approval workflow
Step 1: In Ramp, go to Manage spend > Programs. Create or open a Program (example: Purchase order intake).
Step 2: Edit the Approval policy. Remove any default steps you do not need.
Step 3: Click View more under Integrations. Add the OneTrust step.
Step 4: Assign who will own the step (example: Any admin). Add instructions and an optional deadline (for example, 7 days).
Step 5: Complete the required fields:
- OneTrust template: select the OneTrust assessment template.
- Organization: select the OneTrust organization for the assessment.
- OneTrust result: choose which OneTrust assessment results count as approval. Any other result is treated as a rejection and stops the workflow.
Step 6: Click Done, Save, and Publish the Program.
## Run a request with the OneTrust step
Step 1: Click Request on the Program. Enter request details (name, amount, vendor).
Step 2: After submit, Ramp:
- Adds the vendor to OneTrust if needed
- Creates an assessment from your selected template
- Shows a **View in OneTrust** link for the assessment
Step 3: The reviewer completes the assessment in OneTrust.
Step 4: OneTrust sends webhook updates to Ramp. Allow 30–60 seconds, then refresh.
Step 5: If the result matches an approved status you selected, Ramp advances the workflow. If not, Ramp rejects the request.
## Reuse existing OneTrust assessments
- Ramp reuses an existing OneTrust vendor record when the vendor name matches exactly. For the selected template, Ramp checks the latest non-archived assessment.
- If the assessment is complete, Ramp uses the existing result to advance or reject the request instead of creating a new assessment.
- If the assessment is still in progress or under review, the OneTrust step remains pending while the review flow continues.
## Troubleshooting
- Cannot connect credentials:
- Use a valid URL from your OneTrust tenant.
- Confirm Client ID and Secret are correct.
- Verify scopes include organization, integrations, inventory, assessment.
- Ramp is not updating after you submit/approve in OneTrust:
- Make sure all three Ramp webhooks are active in OneTrust.
- Confirm the webhooks were not deleted.
- Wait up to 60 seconds and refresh the page.
- Workflow was rejected:
- Check which OneTrust results you marked as “approval” in the OneTrust step. All other results are treated as rejection.
- Vendor not created in OneTrust:
- Confirm the credentials have the inventory scope.
- Check for typos or duplicates in the vendor name.
## Security notes
- Store the OneTrust Client Secret in a secure place. Only paste it into Ramp during setup.
- You can revoke the client in OneTrust at any time. To restore the connection, create new credentials and reconnect in Ramp.
- The OneTrust client credentials need the scopes listed above.
## Who can do what
- Ramp Admin: Connect the integration and edit/publish Programs.
- OneTrust Admin: Create client credentials and activate webhooks.
- Program reviewers/owners: Complete assessments in OneTrust.
## Frequently asked questions
- How many webhooks are required?
- Three, all must be active.
- How fast do updates appear in Ramp?
- Within 30–60 seconds after a OneTrust event.
- Can I select more than one approved result?
- Yes, choose one or more results that count as approval.
- Can different Programs use different templates?
- Yes. Each OneTrust step is configured with its own template and organization.
---
# LogicGate integration: Set up with Ramp Programs
> Official Ramp Help Center article. Topic: Integrations / Set up Workflow & Productivity Integrations. [View the canonical page](https://support.ramp.com/set-up-and-use-the-logicgate-integration-with-ramp-programs).
## Overview
The LogicGate integration lets you create a LogicGate record from a Ramp Program workflow and keep the request moving in Ramp once the right LogicGate end step is reached. Ramp automatically creates the LogicGate webhook when you connect the integration, so LogicGate status updates can sync back to Ramp.
Use this integration when your team wants LogicGate to handle part of a procurement, intake, or risk review workflow while Ramp continues to manage the overall approval path.
## Compatibility
This integration requires an active LogicGate environment URL in the format `https://your-subdomain.logicgate.com`. You also need a LogicGate Client and LogicGate Secret from your LogicGate profile.
> **Note:** LogicGate Secret is not the same as the access key value shown in LogicGate. If you no longer have the secret, reset the secret key in LogicGate before connecting Ramp.
## Prerequisites
- Admin access in Ramp
- Access to your LogicGate environment URL
- Access to **Person icon > Profile > Access Key** in LogicGate so you can generate credentials
- At least one Ramp Program workflow where you want to add the LogicGate step
- A LogicGate workflow that includes fields you can map from Ramp
## Integration steps
### Step 1 - Connect LogicGate to Ramp
1. Open [**Integrations**](https://app.ramp.com/settings/integrations/overview) , then search for **LogicGate** . If LogicGate is already connected, open [**LogicGate settings**](https://app.ramp.com/settings/integrations/connected-apps/risk-management/logicgate) instead.
2. Enter your **LogicGate URL** . Ramp expects your full LogicGate environment URL, such as `https://your-subdomain.logicgate.com` .
3. In LogicGate, go to **Person icon > Profile > Access Key** , then select **Generate Access Key** .
4. Copy the **LogicGate Client** and **LogicGate Secret** from LogicGate into Ramp.
5. Finish the setup flow. After the connection succeeds, Ramp creates the LogicGate webhook automatically.
### Step 2 - Add a LogicGate step to your program workflow
1. Open the Ramp Program workflow where you want to use LogicGate.
2. Add the **LogicGate workflow** step.
3. Under **Any of** , assign the person who should start the LogicGate workflow. Make sure this person has access in LogicGate.
4. Under **LogicGate workflow** , choose the LogicGate workflow Ramp should create records in.
5. Under **Select LogicGate origin step** , choose the LogicGate starting step where the new record should be created.
6. Under **Next approver in Ramp** , select the **LogicGate end step** or steps that should count as approved. When the LogicGate record reaches one of those steps, Ramp moves the request to the next approver in Ramp. LogicGate end steps you do not select are treated as rejected outcomes.
### Step 3 - Configure field mappings
1. Select **Configure** within **Configure your LogicGate workflow** .
2. Map Ramp fields to the fields in your LogicGate workflow.
3. Map every required LogicGate field before saving.
4. If you want LogicGate reviews to match cleanly back to the Ramp vendor, include a mapping from Ramp vendor name to a LogicGate field.
5. Make sure the selected LogicGate workflow has at least one field available to map. If it does not, choose a different LogicGate workflow.
Ramp requires at least one field mapping before you can save the LogicGate step.
### Step 4 - Submit and track the request
1. When a Ramp request reaches the LogicGate step, Ramp creates a LogicGate record in the selected workflow and origin step using your field mappings. If vendor matching finds an existing completed LogicGate record for the mapped vendor name, Ramp reuses that record's outcome instead of creating another record.
2. The Ramp request stays in progress while the LogicGate review is still open.
3. When the LogicGate record reaches one of the selected end steps, Ramp updates the request and moves it to the next approver automatically.
4. If you need to refresh the status immediately while the LogicGate step is still in progress, use **Sync LogicGate** on the in-progress LogicGate node.
5. If the LogicGate record reaches an end step that is not selected in **Next approver in Ramp** , Ramp treats that outcome as rejected.
## Troubleshooting
### I cannot connect LogicGate
Make sure you entered your full LogicGate environment URL in the format `https://your-subdomain.logicgate.com`. Then confirm you generated credentials from **Person icon > Profile > Access Key** in LogicGate and pasted the **LogicGate Client** and **LogicGate Secret** into Ramp. If you no longer have the secret, reset it in LogicGate and reconnect.
### I cannot save the LogicGate step
Ramp requires at least one field mapping, and all required LogicGate fields must be mapped before the step can be saved. If your selected LogicGate workflow has no fields to map, choose a different LogicGate workflow.
### My request did not move to the next Ramp approver
Check the **Next approver in Ramp** setting on the LogicGate step. Only the LogicGate end steps selected there count as approved outcomes that advance the Ramp request. Other end steps are treated as rejected outcomes.
### LogicGate updates are not syncing back to Ramp
LogicGate updates normally sync back to Ramp automatically. If you need an immediate refresh, use **Sync LogicGate** on the in-progress LogicGate node. If updates still do not return, reconnect the LogicGate integration in Ramp so Ramp can create a fresh webhook connection.
## Best practices
- **Choose the LogicGate workflow first.** If you switch to a different LogicGate workflow later, Ramp clears the LogicGate step selections and field mappings tied to the old workflow.
- **Select approval steps carefully.** Only choose LogicGate end steps that should send the request forward in Ramp.
- **Use a LogicGate workflow with the right fields.** Ramp can only map to fields that the selected LogicGate workflow exposes.
- **Map vendor name if vendor matching matters.** A Ramp vendor name to LogicGate field mapping is required for vendor matching behavior.
## Additional resources
- For more on building workflow logic in Ramp, see [Configuring Procurement Workflows](/configuring-procurement-workflows) .
---
# LinkSquares integration: Set up with Ramp Programs
> Official Ramp Help Center article. Topic: Integrations / Set up Workflow & Productivity Integrations. [View the canonical page](https://support.ramp.com/set-up-and-use-the-linksquares-integration-with-ramp-programs).
**Overview**
Use the LinkSquares integration to gate spend approval until a contract is created in LinkSquares. Ramp can create a contract and move your approval workflow forward in real time. **Note:** Because this integration is built and supported by LinkSquares, LinkSquares may charge an additional fee for access.
**Prerequisites**
- Ramp Admin access
- LinkSquares Finalize Admin access
**Documentation**
This integration is built and supported by LinkSquares. For detailed information on setup and configuration, visit the documentation[**here**](https://help.linksquares.com/hc/en-us/sections/38823345578263-LinkSquares-Ramp-Integration). You can also reach out to your Customer Success Manager at LinkSquares to learn more.
---
# Ticketing integrations: Set up for procurement (Asana, Jira, Linear)
> Official Ramp Help Center article. Topic: Integrations / Set up Workflow & Productivity Integrations. [View the canonical page](https://support.ramp.com/set-up-ticketing-integrations-for-procurement-programs-asana-jira-linear).
## Overview
Use Ramp’s ticketing integration to create and track procurement tasks in Asana, Jira, or Linear. Add a ticketing step to any procurement program so each request creates a ticket with key request details. You can choose whether the workflow waits for the ticket to be completed or continues right after creation.
### What you can do
- Connect Asana, Jira, or Linear from the Integrations tab
- Auto-create tickets from procurement requests
- Select the target project or team
- Add a title prefix, assignees, and tags
- Include request details and custom instructions in the ticket
- Control when the Ramp step is marked complete (on creation or on completion)
### Requirements
- Ramp admin or program editor permissions
- Admin or sufficient permissions in the target ticketing tool to connect the app and create tickets
- An existing project/team/board in Asana, Jira, or Linear
## Connect a ticketing app
Step 1: In Ramp, go to the Integrations tab
Step 2: Open the Productivity category.
Step 3: Select Asana, Jira, or Linear.
Step 4: Click Connect app and follow the on-screen instructions for that tool.
## Add a ticketing step to a procurement program
Step 1: In Ramp, go to [**Manage spend > Programs**](https://app.ramp.com/spend-programs).
Step 2: Create a new program or open an existing one (for example, a Purchase Order program).
Step 3: Add a new step (node) to the workflow.
Step 4: Choose the ticketing tool you connected (Asana, Jira, or Linear).
## Configure the ticket
Step 1: Select the project/team/board where the ticket should be created.
Step 2: Add an optional title prefix (for example, “Testing”).
Step 3: Add assignees from your Ramp instance.
Step 4: Add tags if you want them applied to the ticket.
Step 5: Write a description for the ticket. You can:
- Add custom instructions for your employees
- Attach details from the Ramp request so the ticket includes key request info
## Choose when the step completes in Ramp
Step 1: Set the approval behavior for the ticketing step:
- Open: Non-blocking. Ramp moves to the next step as soon as the ticket is created.
- Closed: Blocking. Ramp waits until the ticket is completed before moving to the next step.
## Save and test
Step 1: Click Save to update the program.
Step 2: Submit a test request using the program.
Step 3: After submission, open the ticket URL shown in the step to view the ticket in Asana, Jira, or Linear.
Step 4: If the step is set to Closed, complete the ticket in the tool to let the workflow proceed.
## Tips
- Use a clear title prefix (for example, request type or vendor) to make tickets easy to search.
- Include key request fields in the description so approvers and collaborators have full context.
- Assign the step to the right team to avoid delays.
## Troubleshooting
- I don’t see my project/team: Confirm you connected the correct workspace and have access in the ticketing tool.
- Ticket not advancing the workflow: If the step is set to Closed, make sure the ticket is marked complete in the tool. Recheck the status mapping if your tool uses custom states.
- Assignee not available: Assignees must be users in your Ramp instance. Make sure the user exists and has access.
- Duplicate tickets: The step creates one ticket per request run. Avoid retrying the entire request if the ticket already exists. Instead, open the linked ticket or re-run only the step if available.
## Notes
- Each ticketing tool may show slightly different fields during setup.
- You can connect more than one tool. When adding the step, pick which tool to use for that program.
---
# Perk integration: How it works
> Official Ramp Help Center article. Topic: Integrations / Set up Workflow & Productivity Integrations. [View the canonical page](https://support.ramp.com/how-ramps-integration-with-perk-works).
Ramp’s integration with Perk (formerly TravelPerk) helps streamline your travel-related expense management. This guide explains how the integration works, what information is synced, and where to find key data in your Ramp account.
### What the integration does
When you book a trip using Perk, the following happens automatically in Ramp:
### Step 1: Transaction data syncs automatically
Ramp automatically pulls in the transaction for the booking date. This includes:
- The total amount of the flight
- The cardholder who made the purchase
- Custom fields from your ERP (Enterprise Resource Planning) system
- You can choose up to two fields within Perk which will sync to Ramp
### Step 2: Custom fields are mapped
Custom fields selected during the Perk booking process (such as **Vendor**, **Customer**, and **Job**) sync correctly to Ramp. For example, if you selected **Amazon** as the vendor and **CoolCars** as the job, those values appear in the transaction record in Ramp.
Note: Fields that are not custom-mapped in the booking—such as a default category—may not sync automatically.
### Step 3: Receipt is automatically attached
Ramp attaches the Perk flight receipt to the transaction. You can view this by clicking into the specific transaction. The receipt appears on the right-hand side of the transaction detail page.
The transaction record also includes:
- QuickBooks Vendor
- QuickBooks Customer and Job
- Flight details from the receipt
### Step 4: Itinerary is synced
Ramp also pulls in itinerary details for upcoming trips booked via Perk—even if the trip was not booked directly through Ramp. You’ll be able to view:
- Departure and return dates
- Trip cost
- Destination details
To view the trip in Ramp, navigate to Travel → upcoming → scroll down until you see your trip.
## Frequently asked questions
### How long does it take for a trip booked in Perk to sync to Ramp?
The transaction will populate immediately upon purchase. The field information, the receipt and the trip itinerary itself will populate in Ramp after 4 hours.
### Why is a Perk transaction not getting coded by a rule I set up in Ramp?
Custom fields that are coded in Perk will take priority over rules set in Ramp. This will be denoted by the Perk icon next to the field option selected.
### What trip types are supported?
Today, Ramp only supports this functionality for flight bookings.
### Are one-way trips supported?
Yes, one-way trips are supported
---
# Perk integration overview
> Official Ramp Help Center article. Topic: Integrations / Set up Workflow & Productivity Integrations. [View the canonical page](https://support.ramp.com/perk-integration-overview-and-setup-guide).
The Ramp integration with Perk (formerly TravelPerk) offers a streamlined way to sync travel booking data and accounting fields, improving expense visibility and reducing manual entry. This guide explains the benefits, setup steps, and answers common questions.
## Benefits of Ramp integration
1. **Invoice Attachment Per Trip**
Each travel booking in Perk automatically generates an invoice. This PDF is attached directly to the matching expense line in Ramp for improved tracking.
2. **Sync Up to Two Ramp Accounting Fields**
You can select up to two Ramp Accounting Fields (e.g., Cost Center, Department) to sync with Perk. These fields show on the checkout page and are written back into Ramp automatically after booking.
## How to set up the Ramp integration
Follow these steps to complete the setup:
### Step 1: Enable integration from the Perk platform
Navigate to the integration section in your Perk account and enable Ramp.
### Step 2: Connect to Perk from Ramp
From your Ramp platform, initiate and approve the connection to Perk.
### Step 3: Grant read access to Ramp accounting fields
In Perk, allow read access to your Ramp accounting field data. This is required to map fields correctly.
### Step 4: Return to Perk to configure fields
Go back to Perk and configure:
- Up to **two** fields from Ramp to sync into Perk
- Whether each field is **mandatory** or **optional** for travelers at checkout.
### Step 5: Confirm integration
Check the "Custom Fields" section in Perk to confirm that your selections have synced correctly.
## Traveler experience
When travelers book a trip in Perk:
- They will be prompted to select values for the two synced fields (if marked mandatory).
- These values auto-populate into Ramp, appearing on the related expense line.
## Common questions
**Can we change the selected fields later?**
Yes. Go to **Account Settings > Integration > Ramp > Configure** in Perk to update your selections. You can only sync up to two fields.
**Can we rename fields in Perk?**
No. Field names must be updated in Ramp. Changes made in Ramp will sync automatically to Perk, or you can run a manual sync.
**Can we map Ramp fields to Perk’s Cost Center or Label?**
No. Fields will only map to **Perk Custom Fields**.
**What if a traveler selects the wrong field option?**
You can update the field value directly in Ramp after the trip is booked.
**What are common synced fields?**
Common synced fields include Cost Center, Client Name, Department, and Event. Data typically syncs within 4 hours.
**Is auto-categorization available?**
No. Auto-categorization is not currently supported in V2. Ramp is gathering feedback for future improvements.
## Need help?
For more details, visit [Perk’s Ramp Integration Guide](https://support.perk.com/hc/en-us/articles/21926007645212-Integrate-Ramp-with-Perk).
---
# Navan integration: Set up in Ramp
> Official Ramp Help Center article. Topic: Integrations / Set up Workflow & Productivity Integrations. [View the canonical page](https://support.ramp.com/navan-integration-set-up).
## Overview
> **Note:** This article primarily applies to Ramp Administrators. If you can't access the Navan integration settings or don't see **Connect integration**, ask a Ramp Admin to connect Navan for you.
Use the Navan integration to connect Navan to Ramp from your [Navan integration settings](https://app.ramp.com/settings/integrations/overview#/d/navan). During setup, Ramp asks for your Navan **Client ID** and **Secret Key**, and lets you choose the sync options you want to use.
## Connect the Navan integration
Before you start, confirm that you can access Ramp's Navan integration settings and use **Connect integration**. If you can't, ask a Ramp Admin to complete the setup in Ramp.
You also need your Navan **Client ID** and **Secret Key**. In Navan, go to **Admin** > **Travel admin** > **Settings** > **Integrations**. In the **Navan API Credentials** section, click **Create New** to generate your credentials, then copy the **Client ID** and **Secret Key**.
If Ramp cannot verify those credentials, re-enter them and try again.
1. Open your [Navan integration settings](https://app.ramp.com/settings/integrations/overview#/d/navan).
2. Click **Connect integration**.
3. Enter your **Client ID** and **Secret Key**.
4. Select **Attach receipts to matched transactions** if you want Ramp to pull Navan receipts and attach them to matched transactions without email forwarding.
5. Select **Create trips from TMC itineraries** if you want Ramp to create trips from Navan itinerary data.
6. Click **Connect**.
## Configure Navan mappings
After you connect Navan, return to your [Navan integration settings](https://app.ramp.com/settings/integrations/overview#/d/navan) and use the **Tracking Category Mappings** tab to configure accounting field mappings and the **Memo Mappings** tab to customize memos with data from Navan booking fields. The **Memo Mappings** tab concatenates fields in the order you add them.
You need an active Navan connection before you can configure either mapping tab.
## Manage your Navan connection
You can have only one active Navan integration at a time. If you need to connect a different Navan account, delete the active integration first, then reconnect from your [Navan integration settings](https://app.ramp.com/settings/integrations/overview#/d/navan).
Deleting the integration removes the connection and stops syncing travel data until you reconnect.
## Frequently asked questions
### Why can't I configure mappings yet?
Ramp shows the mapping tabs only after you have an active Navan connection. If you are not connected yet, connect Navan first from your [Navan integration settings](https://app.ramp.com/settings/integrations/overview#/d/navan).
### How do I know whether Ramp is receiving data from Navan?
On the connected **Navan Integration** pane, Ramp shows either **Last payload** with the most recent sync time or **No payloads received**.
---
# Conferma overview
> Official Ramp Help Center article. Topic: Integrations / Set up Workflow & Productivity Integrations. [View the canonical page](https://support.ramp.com/conferma-overview).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
Conferma is a payment technology company that connects with more than 500 travel management companies (TMCs), all major global distribution systems (GDS) and more than 100 corporate booking tools to digitally create and streamline virtual cards into a single platform.
Reach out to your Account Manager (AM) or [Ramp Support](/how-to-contact-ramps-support-team) to learn more and get started on the Conferma integration.
## Compatibility
### Synopsis
Ramp’s integration with Conferma enables your travel management company to programmatically provision Ramp virtual cards for your business travel spend. Your travelers, including those who may not have their own Ramp physical card, can book corporate travel trips (e.g., hotels, airlines) with virtual card payment. Card details and transaction history will be visible on Ramp as well as SNAP reporting provided by Conferma.
### Prerequisites
- You must be on or upgrade to Ramp Plus
- You must create a new user using a service account email and assign a business admin role (e.g., [travel@companyabc.com)](mailto:travel@companyabc.com))
- This will be used as a dedicated Ramp user for the Conferma integration
- With centralized card issuance, spend is associated with this shared Ramp user.
- With traveler card issuance, cards are issued to individual travelers who already exist in Ramp.
## Integration steps
## Configuration process
- Reach out to your AM or [Ramp Support](/how-to-contact-ramps-support-team) to discuss eligibility and use case approval. Your Ramp team will start the review process on your behalf.
- Once approved, you will receive a Conferma onboarding request form to kick off the implementation, including your consent to share your information with your TMC and Conferma.
- Once the form is returned to us, Ramp will create a Conferma account (“Card Pool”) on your behalf.
- *All virtual cards issued by the Conferma API are associated with a 'card pool'. A card pool is the account that is mapped to the funding or settlement account on the card issuing platform.*
- Once your Card Pool is created, we will alert your TMC and Conferma to complete the implementation.
## Frequently asked questions
### How long does the implementation take place?
While Ramp takes up to 5 business days to create a Card Pool to kick off the process, the overall end-to-end implementation can take up to a month due to additional setup and quality assurance steps by your TMC and Conferma.
### How do I reconcile bookings and transactions?
Card details and transaction history will be visible on Ramp. Conferma also provides SNAP reporting, which you can reference to reconcile the transactions posted on Ramp.
### How can I collect hotel receipts for reservations made via the Conferma integration?
Conferma collects hotel receipts which you can view within the Conferma portal. Reach out to your Conferma representative to learn more about the process.
---
# AAdvantage Business integration: Set up for admins
> Official Ramp Help Center article. Topic: Integrations / Set up Workflow & Productivity Integrations. [View the canonical page](https://support.ramp.com/set-up-ramps-aadvantage-business-integration).
> **Note: This article primarily applies to Ramp Administrators.**
> **Want to show employees how to use this integration?**
> See this article: [How to use Ramp’s AAdvantage Business™ integration for employees](/how-to-use-ramps-aadvantage-business-integration-for-employees)
## Overview
With Ramp’s and AAdvantage Business™ integration, your flight receipts for business travel are automatically sent to your Ramp account – where they are seamlessly collected, verified, and matched to corresponding expenses.
## How to set up Ramp’s AAdvantage business™ integration
[Interactive demo: Set up AAdvantage Business integration](https://demo.arcade.software/zVCvVObxcY6GXzsy8BiO)
1. Sign-in to your AAdvantage Business™ account using your personal AAdvantage® sign in (don’t have an account? [Register](https://aadvantagebusiness.aa.com/onboarding/company-registration) your business for free.)
2. Add your Ramp account’s email domain as a trusted email domain in the AAdvantage Business™ travel management portal (Settings > Email domains)
3. Once your email domain is verified, toggle Ramp integration in the AAdvantage Business™ travel management portal (Settings > Integrations)
4. Invite employees to register with your company’s AAdvantage Business™ account ( [guide](https://aadvantagebusiness.aa.com/content/documents/Managing-your-members-4.pdf) )
- Receipts will only sync for employees registered with your AAdvantage Business™ account with the same email as their Ramp profile
Congratulations, your integration is enabled.
## Book business travel with AAdvantage business™ program
When booking on aa.com or in the American app, Travel Managers and registered travelers should select ‘Business’ from the ‘Travel type’ dropdown before searching flights.
If booking through an agency, make sure they’ve included your business account number, necessary remarks, and registered traveler's AAdvantage® number before traveling (For step-by-step instructions on booking travel, you can also share the [Booking with an Agency](https://aadvantagebusiness.aa.com/content/documents/Booking-as-an-agency-1.pdf) guide with your agency partner). This ensures that your business travel receipts sync with your Ramp account.
## Frequently asked questions
### How do I disable the integration? What happens if I disable it?
To disable the integration, navigate to your AAdvantage Business™ travel management portal **Settings** > [**Integrations**](https://aadvantagebusiness.aa.com/app/settings/integrations) , and toggle off Ramp.
### Will receipts for non-ticket purchases, such as seat upgrades and in-flight meals, also get synced through to Ramp?
Currently, only AAdvantage Business™ ticket purchase receipts will be synced with your Ramp account.
### How soon after I book a flight should I expect to see the receipt?
Receipts are shared with Ramp at the time of ticketing, which is within a few seconds of the booking. There is occasionally a longer delay, but rarely.
### What happens if a booking from an employee or contractor in our AAdvantage Business™ account doesn’t map to an employee or contractor in our connected Ramp solution?
Receipts will sync only if the employee is registered with your company’s AAdvantage Business ™ account with the same email address as their Ramp profile. If Ramp is unable to match the receipt to an employee or contractor, the receipt will be discarded.
### Where can I learn more about the AAdvantage Business™ program?
Review the AAdvantage Business™ [program page](https://www.aa.com/web/i18n/aadvantage-business/how-it-works.html?c=PS||20250530|MKT|AADVB|LNK||US__AWRN_RMP_INTEGRATION) and [FAQs](https://www.aa.com/web/i18n/aadvantage-business/aadvantage-business-faq.html?c=PS||20250530|MKT|AADVB|LNK||US__FAQs_RMP_INTEGRATION) for the most up-to-date information.
---
# AAdvantage Business integration: Use as an employee
> Official Ramp Help Center article. Topic: Integrations / Set up Workflow & Productivity Integrations. [View the canonical page](https://support.ramp.com/how-to-use-ramps-aadvantage-business-integration-for-employees).
## Overview
With Ramp’s and AAdvantage Business™ integration, your business travel flight receipts are automatically sent to your company’s Ramp account, where they are seamlessly collected, verified, and matched to corresponding expenses.
## How do I sync my business travel with my company’s Ramp account?
1. Register as a traveler as soon as you receive the invitation from your company’s Travel Manager. You’ll need to be an AAdvantage® member to register
2. When booking on aa.com or in the American app, select ‘Business’ from the ‘Travel type’ dropdown before searching flights
Congratulations, your business travel receipts will now sync with your company’s Ramp account.
## Frequently asked questions
### How can I disable this integration?
You can ask your company’s Travel Manager to disable your business travel syncing with your company’s Ramp account. Alternatively, you can manage your membership from your AAdvantage® account. Visit the 'Communication preferences' section for access to the AAdvantage Business™ portal, then you can end your membership or change your program communication preferences.
### Where can I learn more about the AAdvantage Business™ program?
For the most up-to-date information, review the AAdvantage Business™ [program page](https://www.aa.com/web/i18n/aadvantage-business/how-it-works.html?c=PS||20250530|MKT|AADVB|LNK||US__AWRN_RMP_INTEGRATION) and [FAQs](https://www.aa.com/web/i18n/aadvantage-business/aadvantage-business-faq.html?c=PS||20250530|MKT|AADVB|LNK||US__FAQs_RMP_INTEGRATION) .
---
# Uber integration: Set up for admins
> Official Ramp Help Center article. Topic: Integrations / Set up Workflow & Productivity Integrations. [View the canonical page](https://support.ramp.com/set-up-ramps-uber-integration-for-admins).
> **Note: This article primarily applies to Ramp Administrators.**
> **Want to show employees how to use this integration?**
> See this article: [How to use Ramp’s Uber integration for employees](/how-to-use-ramps-uber-integration-for-employees)
## Overview
Automate expense reporting with Uber and Uber Eats. Employees will be able to ride with Uber or order from Uber Eats without having to manually submit their receipts. Ramp will automatically collect, verify, and match the expenses.
## What do I need to set up the Uber integration?
1. An Uber for Business organization for your company
- If you do not have an account, we recommend creating a decentralized account through Ramp. A decentralized account means employees pay with their own corporate card rather than all employees paying through a single, designated corporate card as a part of a centralized account
2. Sign-in information for your Uber for Business account
3. Admin permissions on Uber for Business and on Ramp
## How do I turn on the Uber integration as an Admin?
[Interactive demo: Set up Uber integration](https://demo.arcade.software/3M7njfD1S32j9xhWcVkg)
**Set up the integration**
1. Verify you have an Uber for Business account
- If you do not have an account, you will be able to create one through the Ramp setup flow
2. Create or link an existing Uber for Business organization
- If you do not have an Uber for Business organization, you can create one through the Ramp setup flow
- If you have an Uber for Business organization and are not the admin, you may request for the Uber admin to change your Uber role to admin so that you can manage the setup
3. Navigate to **Company** > **Integrations**
4. Click on **Receipt Capture** → **Uber**
5. Click “ **Connect app** "
6. Complete the linking or creation flow through Uber and authorize third-party access
**Invite employees to this integration**
1. Click “Invite” to add employees to the integration
2. You can add employees individually or in bulk through the roles dropdown
- If you’d like to automatically invite all new employees, you can click the settings gear and toggle the option on
- When you add an employee, they will receive an email with a QR code to link Uber for Business on their personal Uber profile. Their names will appear on the Ramp’s Uber Integration roster.
- You can remove employees from the integration from within the “Manage People” drawer of the organization
## What can I do or see on the Uber integration page?
- Invite and resend Uber integration invites to employees
- Remove employees from the Uber integration
- See how many receipts have been captured
- See which employees you’ve invited to use the Uber integration
- See which employees have activated the Uber integration
- Disconnect the connected Uber for Business organization
## Replace the connected Uber for Business organization
Each Ramp business can connect only one Uber for Business organization at a time. To connect a different organization, an Admin must disconnect the current organization first. Ramp displays **Link existing account** again only after the current organization is disconnected. The replacement organization must already exist before you disconnect the current organization.
To replace the connected Uber for Business organization:
1. Open **Uber** from [Receipt and invoice capture](https://app.ramp.com/settings/integrations#/d/integration-receipts).
2. Click the **settings** gear in the top-right of the integration page.
3. Select **Disable** to disconnect the current organization.
4. Reopen the **Uber** integration and select **Link existing account**.
5. Complete the Uber authorization flow for the replacement organization.
## Frequently asked questions
### Does this work with either a Decentralized or Centralized Uber for Business account?
- Yes, Ramp’s integration works with either account type. However, we recommend using a Decentralized account so that each user can purchase rides and Uber Eats with their own card or funds.
### How do I disable the integration? What happens if I disable it?
- Disabling the integration will stop the Uber for Business receipts from being synced to Ramp transactions
- Disabling the integration does not remove your employees from your Uber for Business account. If you would like to disconnect the employees, you may do so before you disable the integration in Ramp or in the Uber dashboard if you wish to continue to manage who is part of your Uber for Business organization.
- You may disconnect the integration by clicking into the Uber integration, selecting the gear icon, and clicking the “Disable” button.
- If you re-enable the integration after disconnecting, all your added employees will still be connected.
### My receipt is not being automatically ingested, what could be wrong?
- Check that you are booking from the Uber for Business organization connected to your Ramp business.
- At the time of booking, check which account and card or funds you are booking with to ensure its set to the correct business account and Ramp card
- If you have already taken the ride or placed the order, you can check whether you paid with the correct Ramp card by going into the Activity tab, clicking on the relevant order or ride, and viewing the last 4 digits of the card number in the receipt
4. Is there an email template I can use to communicate this rollout to my employees?
*Hello,*
*You will soon be receiving an invite, both via Email and Text, asking you to join the Ramp + Uber program. Below is a screenshot of what the email might look like. This is not spam.*
*Ramp and Uber have teamed up to integrate Uber into the Ramp platform to automate the process of filling out transaction details after taking an Uber ride or ordering via Uber Eats. As you know, you currently need to do a few things for each transaction on your corporate card. You need to attach a receipt and complete the memo. With this integration, **all**this information will automatically be filled in after taking an Uber ride or ordering from Uber Eats.*
*Please activate this integration and give us your feedback, as we are continuously trying to improve the corporate card experience.*
***\*Please remember to use the Business profile and connect your Ramp Card when you ride with Uber\****
*Thanks,*
*[Your name]*
---
# Uber integration: Use as an employee
> Official Ramp Help Center article. Topic: Integrations / Set up Workflow & Productivity Integrations. [View the canonical page](https://support.ramp.com/how-to-use-ramps-uber-integration-for-employees).
## Overview
Automate expense reporting with Uber and Uber Eats. Employees will be able to ride with Uber or order from Uber Eats without having to manually submit their receipts. Ramp will automatically collect, verify, and match the expenses.
## How do I turn on the Uber integration as a cardholder?
1. As an employee, when you are invited to Uber for Business, you will receive an email with a link and QR code. Follow the instructions in the email to create and link your Uber business profile to the Uber integration
2. Open your Uber app and go to Account. You can toggle between the Personal and the Business profile.
3. Depending on whether your company has a centralized or decentralized organization, you may or may not need to add your Ramp card.
- For centralized, you will not be able to select/change the payment method Add your Ramp card under the Business
- For decentralized, when you follow the Uber flow, you can add your Ramp card and edit it at any time in your profile select the payment method you want to use, but you can edit it in the app afterward
- Your card is then saved for future Uber rides on their Uber for Business profile. If you want to use a different Ramp card for their next ride, you can input a different card at a later time. (For example, switch offsite or travel cards).
4. Alternatively, if you request a ride, you can toggle between the Personal and Business profiles as well
5. Ramp will automatically capture receipts and memos when you switch to your Uber for Business profile for rides and Eats orders
## Frequently asked questions
### As an employee, I’ve linked my Uber for Business account. How do I switch between Personal and Business profiles?
- On their Uber screen, they can navigate to "Account", and they'll see that there's a toggle between "Business" and "Personal"
- Alternatively, when someone is booking a ride, there's a toggle on the payments screen for "Business" and "Personal"
- If "Business" is selected and the employee pays with a Ramp card, the receipt is automatically ingested by Ramp
### I have an existing Uber for Business account. How do I find out who my admin is?
- You may reach out to Uber via [email](https://www.uber.com/us/en/business/support/customer-service/)
### My receipt is not being automatically ingested, what could be wrong?
- Check that you are booking from the Uber for Business organization connected to your Ramp business.
- At the time of booking, check which account and card you are booking with to ensure its set to the correct business account and Ramp card
- If you have already taken the ride or placed the order, you can check whether you paid with the correct Ramp card by going into the Activity tab, clicking on the relevant order or ride, and viewing the last 4 digits of the card number in the receipt
---
# Lyft integration: Set up for admins
> Official Ramp Help Center article. Topic: Integrations / Set up Workflow & Productivity Integrations. [View the canonical page](https://support.ramp.com/set-up-ramps-lyft-integration-for-admins).
> **Note: This article primarily applies to Ramp Administrators.**
## Overview
Lyft offers two methods for enabling automatic receipt capture. Both options simplify the process of integrating Lyft receipts into expense management systems like Ramp, providing flexibility for both individual employees and larger business operations.
There are two ways to enable automatic receipt capture of Lyft receipts.
### Option 1: Manually set up receipt forwarding
This can be done by employees.
1. Open the Lyft app on your phone, tap the menu icon in the top left.
View profile
Payments
Business profiles
Receipt forwarding
Ramp
### Option 2: Invite employees to Lyft business with managed profiles
1. Set up
Lyft Business Portal
view guide
Ramp
## Automatic Lyft trip memos
When the Lyft integration is enabled, Ramp automatically generates a memo on each matched Lyft transaction with trip details — including rider name, pickup and drop-off locations, date, and amount. These memos appear on the transaction in your [Ramp transaction history](https://app.ramp.com/expenses) and help provide context for expense review without requiring employees to add notes manually.
To disable automatic Lyft memos for your business, contact [Ramp Support](https://support.ramp.com/how-to-contact-ramps-support-team).
---
# DoorDash integration: Set up for employees
> Official Ramp Help Center article. Topic: Integrations / Set up Workflow & Productivity Integrations. [View the canonical page](https://support.ramp.com/set-up-ramps-doordash-integration-for-employees).
## Overview
Connecting your Ramp and DoorDash accounts is a simple way to streamline your expenses. Once linked, your DoorDash receipts are automatically pulled into Ramp so that you no longer need to manually forward or upload receipts for your work-related DoorDash orders.
## How to set up Ramp’s DoorDash integration
Follow these steps to link your Ramp account to your DoorDash profile.
**Step 1: Sign in to your DoorDash account**
- Navigate to the DoorDash website and sign in to your account.
**Step 2: Navigate to your Account settings**
- Once signed in, click on the **Account** menu item on the left-hand side of the page.
**Step 3: Add Ramp as your expense provider**
- Under the **Business profile** section, click either the **Create profile** or the **Edit profile** button.
- When editing your profile, a pop-up window titled "Edit your business profile" will appear. Find the **Expense provider** section and click the **Link** button.
- From the list of available expense providers, select **Ramp** and click **Link** . If you do not see Ramp as an option, try updating your app.
- Settings -> Select Business Profile -> Select Payment Method -> Add work email associated with your Ramp account -> Link your expense provider (Ramp) -> Verify email
**Step 4: Verify your work email**
- In the "Link Ramp" pop-up, enter the work email address that is associated with your Ramp account. The email must have a permitted domain in the business Uber for Business dashboard. Domains can be whitelisted by going to the Uber for Business Dashboard → Settings → Invitations → Permitted Domains → Add Domain.
- Click **Send Code** . A verification code will be sent to this email address and will expire in five minutes.
- Check your email for the code, enter it into the **Verification code** field, and click **Verify code** .
**Step 5: Confirm the integration is working**
- After successfully verifying your email, you will see a confirmation message indicating that Ramp has been linked to your business profile.
- You can also confirm the connection on your **Account** page, where **Ramp** will now be listed under the **Expense provider** field in your Business profile.
## How to use the DoorDash integration
To ensure your receipts automatically send over to Ramp, you must select your business profile during the checkout process on DoorDash via the web or the mobile app. On the mobile app, there is a toggle in the upper right-hand corner.
After your order has been processed, DoorDash will show "Receipt will be sent to Ramp." If you add a tip and need to resend a receipt, there will be a button in the same section to resend the receipt with the tip.
## Frequently asked questions
### How do I disable the integration?
To disable the integration, go to your **Account** settings in DoorDash. In the **Business profile** section, click **Edit profile** . Next to the linked Ramp expense provider, you should see an option to unlink or remove the integration.
### How soon will the receipt get pulled in Ramp?
Your receipt data should appear in your Ramp account shortly after your DoorDash order is completed and processed. This typically happens within a few minutes to an hour.
### What types of data are synced?
The primary data synced is your order receipt information. This includes details such as the merchant name, date of the transaction, items purchased, and the total amount.
### What happens if there’s a mismatch between DoorDash and Ramp user profiles?
For the integration to work, the email address used for your DoorDash business profile must be the same as the one associated with your Ramp account. If there is a mismatch, the receipt will not sync. You must use your verified Ramp email address in your DoorDash business profile settings.
---
# Amazon Business integration: Set up for admins
> Official Ramp Help Center article. Topic: Integrations / Set up Workflow & Productivity Integrations. [View the canonical page](https://support.ramp.com/set-up-ramps-amazon-business-integration-for-admins).
## Overview
With Ramp’s Amazon Business integration, automatically generate receipts. When your employees use their Ramp card within Amazon Business (not their consumer Amazon account), receipts are automatically forwarded to Ramp. Learn more in our[launch announcement→](https://ramp.com/blog/ramp-and-amazon-business).
> **Note:** This feature is only available to Ramp Admins. Before setting up, ensure you have an Amazon Business account — not a consumer Amazon.com account. Ramp will not auto-generate receipts for consumer Amazon purchases. You can disconnect by going to your settings again at any time and select **Disconnect** to remove the integration. To reconnect, repeat the setup steps to authorize your Amazon Business account.
## Set up Ramp's Amazon Business integration
[Interactive demo: Set up Amazon Business integration](https://demo.arcade.software/MUj9LzznyRu2fc2Gwjpj)
Ramp’s Amazon Business Integration takes only a few clicks to set up.
### Step 1
Navigate to Receipt Capture in your[Ramp Settings](https://app.ramp.com/settings/apps/overview?category=RECEIPTS)*(Settings > Apps > Receipt Capture)*
### Step 2
Click “Amazon Business”
### Step 3
Sign in to your Amazon Business account to authorize the integration.
That’s it. After successfully connecting, Ramp will automatically generate receipts for cleared (pending transactions won't have a receipt yet) Amazon purchases made via Amazon Business with Ramp cards. Because Amazon authorizes the transaction upon package shipment, the receipt can take a few days to show up on Ramp. We’ll look back 30 days and automatically generate receipts for future purchases.
If you don’t have an Amazon Business account, you can create a[free account today](https://business.amazon.com/).
## Employee experience
## Frequently asked questions
### Can I connect an Amazon Business UK account?
Amazon Business UK accounts are currently not supported.
### How does Ramp handle Amazon Business refunds?
When an Amazon Business purchase is refunded, Ramp generates a separate receipt for the refund transaction labeled "Refunded." Both the original purchase receipt and the refund receipt appear in your [Ramp transaction history](https://app.ramp.com/expenses).
---
# 1Password integration: Add Ramp cards
> Official Ramp Help Center article. Topic: Integrations / Set up Workflow & Productivity Integrations. [View the canonical page](https://support.ramp.com/adding-ramp-cards-to-1-password).
## Overview
Ramp cards can be added to the 1Password browser extension to make online purchases easier than ever.
## How to add Ramp cards to 1Password
1. Ensure that you have the [latest version of 1Password](https://chrome.google.com/webstore/detail/1password-%E2%80%93-password-mana/aeblfdkhhhdcdjpifhhbdiojplfjncoa)installed on your browser
2. Visit your [Ramp dashboard](https://app.ramp.com/home), select the card you'd like to add, then select the card preview to reveal its details
3. Click **Save in 1Password**.
4. You'll be prompted by 1Password to save the card information under a specific folder (this choice is up to you).
You'll now be able to find your card information by clicking on the 1Password browser extension. Going forward, you'll be able to autofill your card details during online checkout.
---
# AngelList Stack integration overview
> Official Ramp Help Center article. Topic: Integrations / Set up Workflow & Productivity Integrations. [View the canonical page](https://support.ramp.com/angellist-stack-integration).
## Overview
AngelList Stack lets you effortlessly manage your company's cap table, fundraising, employee offer letters, and more—in one place. Ramp integrates with AngelList Stack to allow AngelList Stack customers to issue cards, as well as view, manage, and control their Ramp spend directly from the AngelList Stack dashboard.
## What can Ramp and AngelList Stack customers do from the Stack dashboard?
From the Stack dashboard, Ramp customers can Instantly issue unlimited funds and virtual cards. The integration also preserves all of the other features of Ramp card creation, including spend restrictions and tailor-made rules and policies for categories like SaaS, Per Diem, and Travel & Expenses.
Additionally, Stack customers can access real-time details of every business expense with spend visibility tools that can help manage runway and show spend by employee, department, and location.
## Why should I use this integration?
AngelList Stack and Ramp customers can manage and control spend on whichever platform they find most convenient for a given task.
Ramp customers also get [20% off of their first year of AngelList Stack](https://ramp.com/rewards/angellist).
---
# TxnID Cannot Be Linked | TxnID Cannot Be Linked : {id}
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/txnid-cannot-be-linked-txnid-cannot-be-linked-id).
1. In QuickBooks, confirm the transaction linked to the reimbursement still exists.
2. Make sure the transaction details (vendor, amount, and date) match what is shown in Ramp.
3. Retry the sync in Ramp.
---
# A business validation error has occurred while processing your request | Business Validation Error: Negative amounts on your purchase order will not automatically carry over to any linked transactions.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/a-business-validation-error-has-occurred-while-processing-your-request-business-validation-error-negative-amounts-on-your-purchase-order-will-not-automatically-carry-over-to-any-linked-transactions).
## What’s happening
QuickBooks is flagging the purchase order (PO) because it detects a **negative amount or credit line** on the PO itself — not necessarily on the bill you entered in Ramp. Even if you only entered positive amounts on the bill, if the linked PO in QuickBooks has any negative lines (such as returns, discounts, or credits), QuickBooks requires you to **manually add those negative amounts to the bill** after syncing.
## What you can do next
### 1. Check the linked PO in QuickBooks
1. Open QuickBooks and locate **PO# 753-6246861LONGO** .
2. Review the line items to see if there are any **negative amounts, credits, or returns** listed.
### 2. If you find negative lines on the PO
1. After syncing the bill from Ramp, open the synced bill in QuickBooks.
2. Manually **add any negative amounts or credits** from the PO to the bill in QuickBooks.
3. Save the updated bill.
### 3. If there are no negative lines on the PO
1. Double-check that the PO in QuickBooks matches what you expect (sometimes a previous return or adjustment may have been added).
2. If everything looks correct and you still see the error, try **removing and re-linking the PO** to the bill in Ramp, then retry the sync.
### 4. Mark as synced in Ramp
Once you’ve updated the bill in QuickBooks, you can **mark the bill as synced** in Ramp to clear the error.
## Expected timeline
This process usually takes just a few minutes per bill. Once the bill is updated in QuickBooks and marked as synced in Ramp, you shouldn’t see this error again for this bill.
---
# AccountingSyncAmountInfo.currency_ref is required to sync transaction in original currency (Transaction ID: {transaction_id} )
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/accountingsyncamountinfocurrency-ref-is-required-to-sync-transaction-in-original-currency-transaction-id-transaction-id).
**Option A — Provide a valid Intacct currency on the transaction**
- Ensure the **Web Services** user can read currencies in Intacct.
- In Intacct: **Company > Admin > Roles > [Ramp W.S. role] > Permissions**
- Grant **Company → Currencies (view)** and **Company → Exchange rates (view)** .
- Confirm the WS user has that role and is **Active** and **Web Services only** .
- Make sure **USD** (and any other used currencies) are active in Intacct:
- **Company > Setup > Currencies:** USD should be Active.
- Refresh accounting fields in Ramp:
- **Ramp > Accounting > Settings > Accounting Fields > Refresh**
- (This pulls the latest currencies and exchange-rate metadata needed.)
- Retry the sync from the failed transaction in **Ramp** .
- After this, Ramp will populate **currency_ref** (for example, "USD") so the transaction posts in its original currency cleanly.
**Option B — Switch to “Issuing currency”**
- In **Ramp** , go to **Accounting → Settings → Sync settings** and set **Sync currency for card transactions** to **Issuing currency** .
- Then omit **currency_ref** and retry the sync.
**Option C — Keep “Original currency” syncing**
- Include **amount_info.currency_ref** with the ISO code of the charge’s currency, for example:
- **"currency_ref": "USD"** for a USD charge
- **"currency_ref": "EUR"** for a Euro charge
- If the original currency isn’t USD, confirm that currency is enabled and available for the **Sage entity** you’re syncing to.
- Retry the sync.
**Why this is required**
For **Sage**, card transactions can carry both the functional (GL) currency and the original transaction currency. If you choose to sync in original currency, the transaction’s currency must be explicit and supported in Sage for that entity. Otherwise, Ramp will block it with a validation error.
---
# Acumatica | Ramp customization troubleshooting
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/acumatica-ramp-customization-troubleshooting).
If the Ramp customization causes any other issues with other customizations in Acumatica, then lower its priority level in Acumatica. Note: Lowering the priority level actually means increasing the level in Acumatica. In other words, Level 25 is higher priority than Level 50.
Steps:
1. Navigate to Menu
2. More items
3. Customization
4. Customization Projects
5. Click on the Project Name
6. File -> Edit Project XML -> Add the priority. (higher priority means lower level)
7. Click save to database
8. Exit out of editor
9. Reload projects
---
# Acumatica Sync Error | '{field_name}' cannot be empty.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/acumatica-sync-error-field-name-cannot-be-empty).
This error may be occurring because the default Ramp vendor does not have a default \{field_name} configured in Acumatica.
**How to resolve:**
- Sign in to Acumatica.
- Locate the vendor named "Ramp card".
- Go to the Locations tab for this vendor.
- Ensure that a default location is set.
- Return to Ramp and retry the sync.
---
# Acumatica Sync Error | 422 Client Error: Unprocessable Entity for url: {url}
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/acumatica-sync-error-422-client-error-unprocessable-entity-for-url-url).
1. **Payment Method & Cash Account:** In **Acumatica**, go to **Configuration > Banking > Payment Methods**. Confirm that the **RAMP** payment method is active and mapped to your Cash Account.
2. **Vendor Setup:** On the **Vendors** screen in **Acumatica**, verify that the Vendor (and any other vendors being paid) is active and properly configured.
3. **Batch Payments in Ramp:** In **Ramp**, make sure batch payments are disabled so that invoices sync individually. If batch payment is enabled, ensure **"Pay by Line"** is not enabled.
4. **Test Payment:** After making the necessary changes, retry the sync.
---
# Acumatica Sync Error | A payment cannot be created for this bill in Acumatica because the bill has not been released. Release the bill with reference number {reference_number} in Acumatica, then retry the sync.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/acumatica-sync-error-a-payment-cannot-be-created-for-this-bill-in-acumatica-because-the-bill-has-not-been-released-release-the-bill-with-reference-number-reference-number-in-acumatica-then-retry-the-sync).
1. In **Acumatica** , confirm that the bill status is **"Released/Open"** .
2. If the status is **"Balanced"** , update it to **"Released/Open"** .
3. Navigate back to **Ramp** and retry the sync.
---
# Acumatica Sync Error | Document cannot be saved
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/acumatica-sync-error-document-cannot-be-saved).
Ramp has received the following error message from your Accounting Provider Acumatica:
**Document cannot be saved. Document number ( \) equals to the New Number Symbol of a Numbering Sequence. Please change document number.**
How to resolve:
This error means that the numbering sequence for the document type (in this case, likely AP Bills) is set to manual instead of automatic, which is preventing Ramp from syncing the document correctly.
To fix this:
1. Sign in to your **Acumatica** instance.
2. In the main menu, search for and open **Numbering Sequences**.
3. In the list, locate the sequence with **Numbering ID = APBILL**.
4. Open that record.
5. **Ensure the “Manual Numbering” checkbox is NOT checked.**
- If it is checked, **uncheck it** to enable automatic numbering.
6. Save the changes.
---
# Acumatica Sync Error | Inter-Branch Transactions feature is disabled
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/acumatica-sync-error-inter-branch-transactions-feature-is-disabled).
## Overview
This error occurs when Ramp attempts to sync a transaction that involves multiple branches, but the Inter-Branch Transactions feature is not enabled in your Acumatica instance.
## How to resolve
1. Sign in to Acumatica as an administrator.
2. Navigate to **Finance > General Ledger > Preferences**.
3. Locate the **Inter-Branch Transactions** setting and enable it.
4. Save the changes.
5. Return to Ramp and retry the sync.
Enabling this setting should allow the transaction to sync successfully.
---
# Acumatica Sync Error | Subaccount {subaccount} not found in the system
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/acumatica-sync-error-subaccount-subaccount-not-found-in-the-system).
**How to resolve:**
- Sign in to Acumatica.
- Navigate to Configuration > Segmented Keys (Screen ID: CS202000).
- In the Segmented Key ID field, select **SUBACCOUNT \{subaccount}** .
- In the Lookup Mode dropdown, choose **By Segment: All Avail. Segmented Values** .
- Click **Save** .
- Return to Ramp and retry the sync.
---
# Acumatica Sync Error | The system failed to commit the Document row.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/acumatica-sync-error-the-system-failed-to-commit-the-document-row).
The error you're seeing—“The system failed to commit the Document row”—is coming directly from Acumatica when Ramp attempts to sync a bill. This typically means Acumatica received the bill data, but couldn’t save it due to a validation issue on their side.
This kind of error usually happens when:
- A required field like vendor, branch, currency, account, or terms is missing or invalid.
- One of the bill’s line items violates a rule in Acumatica, such as an invalid account or subaccount.
- The bill references inactive or restricted data, like a closed vendor location or project.
- There are custom workflow rules or business logic in Acumatica that are silently rejecting the entry.
**How to resolve:**
- Open the bill in Ramp and review all fields such as vendor, account, currency, and terms to ensure they are valid.
- Try manually entering the same bill directly in Acumatica. If Acumatica throws an error there as well, that confirms it’s a validation or system rule issue.
- Check for any custom approval workflows, required fields, or validation rules in Acumatica that could be blocking the bill.
- Correct any invalid or missing data as needed.
- Return to Ramp and retry the sync.
---
# Acumatica Sync Error | This bill has already been released in Acumatica and can no longer be modified.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/acumatica-sync-error-this-bill-has-already-been-released-in-acumatica-and-can-no-longer-be-modified).
The bill is no longer in **draft** state and is now **released**, so edits cannot be made in Ramp.
Please navigate back to **Acumatica** to make the necessary changes.
If the bill did not change and the bill payment has already been posted to Acumatica, click the button **"Mark as Synced"** in Ramp.
---
# Acumatica Sync Error | Vendor {vendor_id} does not have payment terms set up in Acumatica. To create Cash Purchases using this vendor, set up payment terms for this vendor in Acumatica.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/acumatica-sync-error-vendor-vendor-id-does-not-have-payment-terms-set-up-in-acumatica-to-create-cash-purchases-using-this-vendor-set-up-payment-terms-for-this-vendor-in-acumatica).
This error indicates that the vendor record in Acumatica is missing required information—specifically, the Payment Terms field has not been set.
**How to resolve:**
- Sign in to Acumatica.
- Navigate to Payables > Vendors.
- Search for the vendor \{vendor_id}.
- Open the vendor record.
- In the Payment Terms field, select an appropriate value (such as Net 0 or Immediate).
- Save your changes.
- Return to Ramp and retry the sync.
---
# Acumatica Sync Error | You must assign an Acumatica branch to this Ramp entity prior to syncing bills
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/acumatica-sync-error-you-must-assign-an-acumatica-branch-to-this-ramp-entity-prior-to-syncing-bills).
This error means that **Ramp** doesn't know which **Acumatica branch** to sync the bill to. Even if you're a single-entity Ramp customer, Acumatica uses a branch structure, and Ramp needs to know which specific branch to map to the Ramp entity before bills can sync.
**How to Resolve**
1. In **Ramp** , go to **Company → Entities** .
2. Find the entity mapping section:
- Click into the relevant entity.
- Click the **Edit** button in the top-right corner.
- Under the **Danger Zone** , click **Change Subsidiary** and make sure the mapping is correct.
3. **Assign the Acumatica branch:** Select the Acumatica branch that corresponds to the Ramp entity.
4. **Save** and retry the sync.
---
# Integration monitoring dashboard
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/integration-monitoring-dashboard).
## Overview
> **Note:** Integration monitoring is rolling out to select workspaces. If you don't see it, it isn't enabled for your account yet.
The integration monitoring dashboard lets you monitor the health of your procurement integrations, triage failures, and inspect what Ramp sent to and received from connected systems — all in one place. It covers accounting and ERP syncs, contract and third-party-risk management (TPRM) connectors, and eSign connectors.
The dashboard is available to workspace Admins who have the manage integrations permission. It isn't available to standalone AI spend users. The dashboard monitors integrations only — to connect an integration, map fields, or manage credentials, use App Center as you do today.
## Where to find the dashboard
You can open the dashboard from two places:
- Go to the [integration monitoring dashboard](https://app.ramp.com/settings/integrations/monitoring) in your integration settings.
- From the **Workflows** home page, select **Integration monitoring** in the top right — it opens the same dashboard.
## Supported integrations and actions
Each integration can run **multiple actions**, and the dashboard tracks each action separately. Support is by action across every connector that offers it, so the actions you see depend on which integrations you've set up and what each one supports — not every ERP or connector exposes every action.
Procurement coverage includes Ironclad for launching contract lifecycle management (CLM) workflows; DocuSign and Dropbox Sign for sending eSign envelopes; Vanta, LogicGate, OneTrust, and Drata for initiating third-party risk management (TPRM) vendor reviews; and Jira, Asana, Linear, and Zendesk for creating tickets.
| Category | Action name | Providers |
|---|---|---|
| CLM | Launch CLM workflow | Ironclad |
| eSign | Send eSign envelope | DocuSign, Dropbox Sign |
| TPRM | Initiate vendor review | Vanta, LogicGate, OneTrust, Drata |
| Ticketing | Create ticket | Jira, Asana, Linear, Zendesk |
For ERP and accounting integrations, vendor sync is available for QuickBooks Online, Xero, Sage Intacct, NetSuite, Acumatica, and Oracle Fusion Cloud Financials. Purchase order sync is available for QuickBooks Online, NetSuite, Microsoft Dynamics 365 Business Central, Sage Intacct, and Oracle Fusion Cloud Financials.
| Sync type | Providers |
|---|---|
| Vendor sync | QuickBooks Online, Xero, Sage Intacct, NetSuite, Acumatica, Oracle Fusion Cloud Financials |
| Purchase order sync | QuickBooks Online, NetSuite, Microsoft Dynamics 365 Business Central, Sage Intacct, Oracle Fusion Cloud Financials |
For setup instructions for DocuSign and Vanta, see [Set up Ramp's DocuSign integration](/set-up-ramps-docusign-integration) and [Connect and use the Vanta integration for security reviews](/connect-and-use-the-vanta-integration-for-security-reviews-in-ramp-procurement-workflows).
## What the dashboard shows
The dashboard summarizes integration health for the selected time range. This section is explanatory — you don't need to navigate anywhere to read it.
- **Health strip** — three cards show your **success rate**, **failure rate**, and **failed run count**.
- **Needs attention** — highlights the integration actions with the most failures so you know where to look first.
- **Actions table** — every integration action, with the columns below. You can sort it by success rate, run count, or action name.
| Column | What it shows |
|---|---|
| Integration | Connector name and icon (such as Agiloft, Aravo, or Vanta) |
| Action | The action performed (such as create purchase order or initiate vendor review) |
| Success rate | Percentage of successful runs in the selected range |
| Runs | Total runs, broken down into failed, succeeded, and running |
| Recent runs | The last 10 runs as colored status squares |
| Last run | When the action last ran |
## Triage a failed run
1. **Open an action.** From the [integration monitoring dashboard](https://app.ramp.com/settings/integrations/monitoring), select any action (or one of its recent-run squares) to open its **run list** — every individual run with its timestamp, status, failure message, error category, and duration.
2. **Open a run.** Select a run to open the **run detail** panel, which shows the run's status, duration, start time, and a human-readable failure message when the run failed.
3. **Read the payloads, step by step.** For each underlying request, the panel shows the method, URL, response status code, and expandable request and response bodies. The first failed step opens automatically.
When a run fails, the panel shows the error message and a **View last successful run** action so you can compare the failed run against the most recent success of the same action and spot what changed.
4. **Route to the source.** From a run, select **View spend request** to open the originating spend request, **View workflow** to open the workflow editor focused on the relevant node, or **View vendor** to open the vendor record.
> **Note:** Payloads pass through a redaction layer before they're displayed. Authentication headers, tokens, API keys, and other secrets are stripped at the source and never shown.
## Filter runs
Use filters to narrow what the dashboard shows:
- **Time range** — last 15 minutes, 1 hour, 4 hours, 24 hours (the default), 7 days, 30 days, or 90 days. You can also set a custom date range.
- **Status** — failed, succeeded, or in progress.
- **Error category** — group runs by the type of failure.
- **Provider** — limit results to a specific integration.
---
# Microsoft Dynamic Business Central Sync Error | There is no Currency Exchange Rate within the filter. Filters: Currency Code: {currency}
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/microsoft-dynamic-business-central-sync-error-there-is-no-currency-exchange-rate-within-the-filter-filters-currency-code-currency).
**How to Resolve:**
1. Go to **Business Central > Currencies** .
2. Select **EUR (Euro)** .
3. Under **Exchange Rates** , ensure there’s a valid rate configured for EUR to your local currency (for example, USD) that includes **07/23/2025** .
4. Confirm that exchange rates cover all relevant dates for your transactions.
**Alternatives if you need help:**
- Contact your **Business Central administrator** .
- Use an **automated currency exchange rate service** (if supported).
- Manually input exchange rates for the necessary dates.
> **Please note:** This error appears directly in **Business Central** due to how it handles posting validations and cannot be surfaced within **Ramp’s** interface.
---
# Microsoft Dynamics Business Central Sync Error | Journal Template Name = {journal_template}, Journal Batch Name {journal_batch}, Line No {line_number}
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/microsoft-dynamics-business-central-sync-error-journal-line-already-exists).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
**Business Central** blocked this sync because a journal line with the same line number already exists in the specified **Journal Template Name** and **Journal Batch Name**. This article explains why the error happens and how to resolve it.
## Why this Business Central sync error happens
When Ramp syncs a card transaction, it writes it as lines in the Business Central journal named by the error's **Journal Template Name** and **Journal Batch Name** (typically the `GENERAL` template and the `RAMP` batch). Business Central — not Ramp — assigns the line number for each new line, so Ramp cannot change or renumber it.
Business Central rejects the sync when the line number it selects is already taken by another line in that batch. Ramp automatically retries this sync several times, so when the error still reaches you, a line is persistently occupying that number — commonly unposted journal lines left in the Ramp batch from an earlier sync.
## Resolve the error in Business Central
Have someone who manages your accounting review the journal batch in Business Central and clear the conflict before re-syncing.
1. In Business Central, open the journal identified by the error's **Journal Template Name** and **Journal Batch Name**.
2. Review the lines currently in that batch and clear the conflicting one:
- **Post** the pending journal lines that are valid and ready. Posting moves them out of the batch and frees the line number.
- **Delete** a line only if you confirm it is a stale or duplicate entry that should not be there. Do not remove a line you don't recognize — it may be a valid entry unrelated to this sync.
3. Once the conflicting line is cleared from the batch, re-sync the transaction from Ramp.
After the sync succeeds, confirm the transaction appears only once in Business Central. If it still fails to sync after the batch is cleared, [contact Ramp Support](/how-to-contact-ramps-support-team).
---
# Microsoft Dynamics Business Central Sync Issue | Your accounting provider does not have {currency} as a currency. Please add the currency and try again.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/microsoft-dynamics-business-central-sync-issue-your-accounting-provider-does-not-have-currency-as-a-currency-please-add-the-currency-and-try-again).
**Dynamics BC** requires multi-currency to be enabled at the company and vendor level to post **foreign-currency** bills. If BC isn’t configured for that vendor’s currency, BC will usually reject or coerce values on import.
At this time, the **Dynamics \<> Ramp** integration does not support paying a bill in **foreign currency** and then syncing it in USD.
**Company-level setup**
- **Add the currency**
- BC uses ISO codes for foreign currencies.
- Search **“Currencies”** and ensure your foreign currency exists. If not, create it and set:
- **Code:** (e.g., EUR, GBP)
- **Description:** Name of the currency
- **Decimal places:** Typically 2
- **Maintain exchange rates**
- Open **“Currency Exchange Rates”** for your foreign currency.
- Add an exchange-rate line with a valid **Starting Date** and **Relational Exch. Rate Amt / Exchange Rate Amt** .
- If posting across multiple dates, add rates covering those dates or enable your exchange-rate service.
- **Configure FX posting accounts**
- Search **“Adjust Exchange Rates”** and ensure:
- **Realized and Unrealized Gains and Losses** accounts are set in **General Posting Setup** or in the Currency card.
- Schedule periodic **“Adjust Exchange Rates”** runs if you keep foreign-currency AP/Bank open.
- **Bank accounts**
- If you will pay from a foreign-currency-denominated bank:
- Go to **Bank Accounts** , choose the paying account, and set **Currency Code = foreign currency** .
- If you will pay from a USD (or other) bank:
- You can still post foreign-currency bills. BC will convert on payment date using your rates.
- **Posting dates**
- Confirm **General Ledger Setup** and your **User Setup** allow posting dates for both the bill date and the payment date coming from Ramp.
**Vendor-level setup**
- **Set the vendor’s currency**
- Open the vendor card for the bill’s supplier.
- Set **Currency Code = foreign currency** . This drives the bill’s transaction currency.
- **Check posting groups**
- **Vendor Posting Group** and **General Business Posting Group** should map correctly in **General Posting Setup** so purchases and payables post without errors.
**What you should see after sync**
- Bills created in Ramp in foreign currency will post in that currency on the vendor ledger in BC when the vendor has **Currency Code = foreign currency** and the currency is configured with current rates.
- Payments posted from a non-foreign currency bank will use your exchange rate on the payment date and recognize any realized FX differences to your configured accounts.
- Payments from a foreign currency bank account will keep the bank and payment in that currency.
---
# NetSuite Sync Error | Please enter value(s) for: Class, Location
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-please-enter-values-for-class-location).
**Steps to resolve the Write Checks sync issue in NetSuite:**
1. In NetSuite, navigate to Transaction → Bank → Write Checks.
2. At the top right, click Customize → Customize Form.
3. Go to "Screen Fields" → Main.
4. Locate the Class and Location fields.
5. Uncheck both Mandatory and Show for the Class and Location fields.
6. This is temporary to allow the transaction to go through. You can go back after the sync and recheck the settings to restore the original format.
7. Click Save on the top left.
8. Go back to Ramp and reattempt the sync. Reload pages if needed to ensure it works.
9. Return to NetSuite to reset the original settings if preferred (step 5).
---
# NetSuite Sync Error | Please enter value(s) for: Item
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-please-enter-values-for-item).
1. In **NetSuite** , locate and open the item record.
2. Navigate to the **System Information** tab and ensure **Inactive** is not checked.
---
# NetSuite Sync Error | Please enter value(s) for: Location
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-please-enter-values-for-location-2).
**Steps to resolve the sync issue in NetSuite:**
1. In NetSuite, navigate to Transactions → Payables → Enter Vendor Credits.
2. At the top right, click Customize → Customize Form.
3. Go to "Screen Fields" → Main.
4. Locate the Location field.
5. Uncheck both Mandatory and Show for the Location field.
6. Click Save on the top left.
7. Return to Ramp and reattempt the sync.
---
# NetSuite Sync Error | The field tranid contained more than the maximum number (45) of characters allowed.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-the-field-tranid-contained-more-than-the-maximum-number-45-of-characters-allowed).
1. Edit the reference number of the transaction to be shorter than 45 characters.
2. Save the transaction and attempt a resync.
---
# NetSuite Sync Error | The G/L impact of a transaction in a closed period cannot be changed.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-the-gl-impact-of-a-transaction-in-a-closed-period-cannot-be-changed).
## Overview
This bill has already been accounted for in a **locked accounting period** in **NetSuite**. Deleting or modifying the bill would change the **General Ledger (GL)** impact for the period in which it was originally posted. To preserve the integrity of the closed period, these changes cannot be synced from **Ramp** to NetSuite.
## Resolve the NetSuite closed-period sync error
Please make any necessary updates directly in **NetSuite**. Once the changes have been completed, click **Mark as Synced** in **Ramp** to remove the transaction from the **Sync Failed** list.
---
# NetSuite Sync Error | You cannot add a closed purchase order line to a Vendor Bill.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-you-cannot-add-a-closed-purchase-order-line-to-a-vendor-bill).
**1. Confirm PO Line Status in NetSuite:**
1. Open the Purchase Order in NetSuite.
2. Review the Related Records tab to see if prior vendor bills have already used the full PO amount.
3. Check whether any individual line items may be marked as fully billed.
4. If a PO line is closed in error, you may need to reopen or adjust it in NetSuite.
**2. Split PO Lines for Partial Billing:**
1. Edit the PO in NetSuite.
2. Update the existing line item to reflect the amount already billed.
3. Add additional line items for remaining or future payments.
4. Save changes and retry the sync from Ramp.
5. Since this PO was not created in Ramp, any changes must be made directly in NetSuite.
**3. Optional: Enable “Bill in Advance of Receipt”:**
1. Go to Setup > Accounting > Accounting Preferences > Order Management > Receiving.
2. Enable “Bill in advance of receipt.”
3. Save and retry the sync.
---
# NetSuite Sync Error | You cannot make changes to this period. You need the Allow Non-G/L Changes permission and must set the Allow Non-G/L Changes preference in the period record.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-you-cannot-make-changes-to-this-period-you-need-the-allow-non-gl-changes-permission-and-must-set-the-allow-non-gl-changes-preference-in-the-period-record).
**To resolve this, please enable Allow Non-GL Impacting Changes in NetSuite by following these two steps:**
1. **Via Accounting Preferences:** Navigate to Setup > Accounting > Accounting Preferences > General Ledger. Ensure that Allow Non-GL Changes is enabled.
2. **Via Manage Accounting Periods:** Navigate to Setup > Accounting > Manage Accounting Periods. Enable Allow Non-GL Changes.
After enabling this, please retry the sync.
---
# NetSuite Sync Error | An nlobjSearchFilter contains an invalid operator, or is not in proper syntax: name
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-an-nlobjsearchfilter-contains-an-invalid-operator-or-is-not-in-proper-syntax-name).
## Overview
Ramp has received the following error message from your Accounting Provider NetSuite:
An nlobjSearchFilter contains an invalid operator, or is not in proper syntax: name
## How do I resolve this error?
Please follow these steps to resolve this error from NetSuite:
1. Determine if there is a workflow running in NetSuite that is causing issues.
1. You can navigate to Customization > Workflow > Workflows to find workflows and what contexts they are running in. Need restlet to NOT be selected.
2. See if you can avoid running the workflow in a restlet context in NetSuite. The customer should have a NetSuite admin or consultant that knows what this means. This will only work if they are not using other restlets that need this workflow.
3. Try to resync transactions and see if everything is fixed.
4. Navigate to Customization → Workflow → Workflows to find workflows and what contexts they are running in. Need restlet to NOT be selected.
Raw error message: *An nlobjSearchFilter contains an invalid operator, or is not in proper syntax: name* for your technical team.
---
# NetSuite Sync Error | Bill has no Entity or Subsidiary
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-bill-has-no-entity-or-subsidiary).
**Steps to connect a NetSuite subsidiary to a Ramp entity:**
1. In Ramp, go to Company → Entities.
2. Click on the specific entity in question.
3. Select Edit → Connect a Subsidiary.
4. Choose the NetSuite subsidiary you want tied to this Ramp entity.
5. Save your changes.
6. Retry syncing the transaction in the Bill Pay tab.
---
# NetSuite Sync Error | BillHasNoEntityOrSubsidiary
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-billhasnoentityorsubsidiary).
1. Go to the Company tab in your Ramp dashboard.
2. Locate the section for Entities.
3. Click on the entity associated with your bill.
4. Click the Edit button at the top right.
5. Under "Connect to a subsidiary," click Connect.
6. Select the appropriate subsidiary.
7. Save your changes.
---
# NetSuite Sync Error | Cashback Requires Additional Info
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-cashback-requires-additional-info).
## Overview
Ramp has received the following error message from your Accounting Provider NetSuite:
We weren't able to sync across the following statement payments, as it appears that NetSuite requires additional information (Department, Project) for these statement payments to be submitted.
## How do I resolve this error?
Please follow these steps to resolve this error from NetSuite:
1. This is temporary to allow the transaction to go through (you can go back after the sync and re-check the settings to get the original format back)
1. Click **Save** on the top left
2. Go back to Ramp
3. Reload page and reattempt the sync
---
# NetSuite Sync Error | Changing the tax details for Tax Deduction at Source is not allowed.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-changing-the-tax-details-for-tax-deduction-at-source-is-not-allowed).
The error is coming from the **India SuiteTax SuiteApp**. **Ramp** currently does not support **NetSuite's India SuiteTax bundle**, but a product enhancement request is in progress to add support.
The issue is due to a form change in the backend of **NetSuite**. When Ramp sends information to NetSuite with the **Vendor** and **Subsidiary** specified, NetSuite triggers a form change to expose the appropriate fields based on the subsidiary selection. As a result, NetSuite believes there's an update to the **TDS field**, which leads to the error.
**Suggested workaround:**
1. Create the bill directly in **NetSuite** to allow for **TDS calculation** and any required configurations.
2. In **Ramp** , enable **Import Bills from NetSuite** in **USD** .
3. Navigate to **Bill Pay > Settings > Importing** tab.
4. Allow the bill to import into Ramp.
5. Proceed to pay the bill through **Ramp** .
---
# NetSuite Sync Error | Could not determine the correct NetSuite Subsidiary for this bill. Ensure this entity is associated with a NetSuite subsidiary within your Ramp Accounting Settings.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-could-not-determine-the-correct-netsuite-subsidiary-for-this-bill-ensure-this-entity-is-associated-with-a-netsuite-subsidiary-within-your-ramp-accounting-settings).
1. Click on the **Company** tab in **Ramp** .
2. Click on **Entities** .
3. Click on the **Entity** for the bill in question.
4. Click the **Edit** button in the top right corner.
5. Click the **Connect** button under **Connect to a Subsidiary** .
6. Click **Save Changes** .
7. Head back to the bill and click **Retry Sync** .
---
# NetSuite Sync Error | Discount item was not found
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-discount-item-was-not-found).
The error message "Discount item was not found" typically occurs when discount terms are set on the vendor or bills in NetSuite. Ramp does not support syncing bills with discount terms.
**How to resolve:**
- In NetSuite, check if the vendor has discount terms applied.
- Use the search bar to locate Terms.
- Click on Field: Terms to view the vendor’s terms.
- If the terms include a discount, remove the discount term from the bill.
- Save the bill in NetSuite.
- Return to Ramp and retry the sync.
---
# NetSuite Sync Error | Error in vendor replication. RequestId: {request_id}, Error: {error_message}, Original Error: {original_error}
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-error-in-vendor-replication-requestid-request-id-error-error-message-original-error-original-error).
## What’s happening
This error is occurring due to a **custom script** you have deployed in NetSuite.
## How to resolve
You have two options to resolve the issue:
### Option 1
- Change the **Context** on the script deployment (remove **RESTlet** ) so that this script doesn’t run from the **Ramp → NetSuite** sync.
- **Note:** This option can create duplicate records.
### Option 2
- **Undeploy** the script temporarily so you can sync successfully, then **re-deploy** it after the sync is completed.
- **Note:** This option can create duplicate vendors or vendors without email information.
---
# NetSuite Sync Error | Invalid account reference key {account_key}
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-invalid-account-reference-key-account-key).
1. In **NetSuite** , locate the **GL account** and confirm that it is **active** and available for the transaction's **subsidiary** .
2. In NetSuite, navigate to the **Vendor** record for that transaction.
- Click on the **Financial** tab and locate the field: **Default Expense Account** .
- Ensure this field is **blank** .
- Save the Vendor record.
3. **Retry** the sync.
---
# NetSuite Sync Error | Invalid account reference key {account_key} for subsidiary {subsidiary}
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-invalid-account-reference-key-account-key-for-subsidiary-subsidiary).
## Check accounts and subsidiaries
1. Go to **Lists > Accounting > Accounts** .
2. Locate the account and **View** the account.
3. In the **Subsidiary** section, confirm the appropriate subsidiary or subsidiaries are selected.
## Clear default expense account in accounting preferences
1. Go to **Setup > Accounting > Accounting Preferences** .
2. Open the **Item/Transactions** tab.
3. Remove the value for **Default Expense Account** .
## Clear vendor-level default expense account
1. Go to **Lists > Relationships > Vendors** .
2. Locate and **View** the Vendor record.
3. Open the **Financial** tab.
4. Remove the value for **Default Expense Account** .
---
# NetSuite Sync Error | Invalid account reference: Default expense account cannot be a liability account
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-invalid-account-reference-default-expense-account-cannot-be-a-liability-account).
## Overview
Ramp has received the following error message from your Accounting Provider NetSuite:
*Invalid account reference: Default expense account cannot be a liability account*
## How do I resolve this error?
Please follow these steps to resolve this error from NetSuite:
1. Sign in to your NetSuite account with administrative privileges.
2. Navigate to **Accounting Preferences**.
3. Locate the **Default Expense Account** setting for the relevant vendor or subsidiary.
4. Ensure the account is not set to a liability account.
5. Select an appropriate expense account.
6. Save your changes.
Raw error message: *Invalid account reference key 1639 for subsidiary \{name}* for your technical team.
---
# NetSuite Sync Error | Invalid date value must be M/D/YYYY
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-invalid-date-value-must-be-mdyyyy).
## Overview
Ramp has received the following error message from your Accounting Provider NetSuite:
Invalid date value (must be M/D/YYYY)
OR
Reimbursement Sync Error "Invalid date value (must be M/D/YYYY)
## What does this mean?
This means that ramp_restlet.js file in customer environment is not up to date. This file needs to be updated to sync successfully.
## How do I resolve this error?
Please follow these steps to resolve this error from NetSuite:
**FOR THE MULTI-SUBSIDIARY RESET (ONE WORLD)**
1. Navigate to Customization > SuiteCloud Development > Installed SuiteApp List and take the **Uninstall** action on the Ramp Integration
2. Navigate to Customization > Scripting > Script Deployments, Edit the customdeploy_ramp_restlet and do the Delete action from the Edit screen if it wasn't removed with the SuiteApp.
3. Navigate to Customization > Scripting > Scripts, check if the Ramp API restlet was cleaned up by Step 1 (if it still exists, try to delete it) if it wasn't removed with the SuiteApp.
4. At this point, it should be in a fresh state to re-do the setup instructions.
**FOR THE SINGLE SUBSIDIARY RESET**
To locate delete all records they created as part of the manual setup, or rename them and/or mark them as inactive where it is not possible to delete them:
1. 1. Get rid of the ramp_receipt_url
1. Head to Customization -> lists -> transaction body fields
2. Locate ramp receipt url
3. Change ID and name
2. Rename Ramp Accountant Role (and set it as inactive if possible)
1. Go to Setup → Users/Roles → Manage Users
2. Locate "Ramp Accountant Role"
3. Click Edit role
4. Rename the role and set as inactive if possible
3. Rename restlet script
1. Navigate to Customization → Scripting → Scripts
2. Find the ramp restlet script and click on it
3. Rename the script
Raw error message: *Invalid date value (must be M/D/YYYY)* for your technical team.
---
# NetSuite Sync Error | Invalid Field Value
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-invalid-field-value).
## Overview
Ramp has received the following error message from your Accounting Provider NetSuite:
We weren't able to sync across the following transaction, as it appears the account (x) you chose is not a valid selection in NetSuite.
OR
We weren't able to sync across the following statement payment, as it appears the account (x) you chose is not a valid selection in NetSuite.
## What does this mean?
The number (x) in the error message is the NetSuite`Internal ID`associated with the Account, Entity, or other Accounting Field Option (like a Merchant (Vendor), Location, etc).The error message is relaying that the ID in question is not a valid selection for this sync.
Most commonly, this means you have made a selection in Ramp that violates a configuration in your NetSuite Account. For example, the default account may have been deleted in NetSuite, or the Vendor may have been set to Inactive.
## How do I resolve this error?
Please follow these steps to resolve this error from NetSuite:
- Reselect the default accounts ( **NOTE:** click the dropdowns and ensure the account you want to use can be reselected. You should do this even if the old value is still populated on the front end). You should also confirm these accounts have the correct type (a credit card liability account should NOT be a cash account )
- Once everything is confirmed to be correct, save and retry the sync
- If you are a multi entity customer, you will have to configure all your entities here
- The account is active within NetSuite (note that `SHOW INACTIVES` should be toggled on here)
- That it is configured properly for the subsidiary/entity in question (if applicable). The `SUBSIDIARIES` section they see when they click **Edit** on that account must include the subsidiary for your Ramp entity (section is multi-select in NetSuite).
- If it is inactive, uncheck `INACTIVE` , wait a few minutes and try again. If it's not the right account for this entity, select a different account or make changes in NetSuite.
**If you see an Accounts Receivable (AR) Account selected as a default account:**
- You need to select a different type of account (Accounts Payable (AP) Account for reimbursements + Bill Pay, Credit card liability for transactions).
- Why? This is a NetSuite limitation, NetSuite does not allow transactions, reimbursements, or bills to be posted to an AR account.
**Summary Accounts**
- If the customer coded a transaction or reimbursement to a Summary Account, then have them select another General Ledger account because Summary Accounts cannot have individual transactions posted to them.
- If the vendor is inactive in NetSuite, make the vendor active and refresh Ramp after a few minutes and try to sync the transaction or reimbursement again.
- Why does this happen? Typically, the cause is an approval flow in NetSuite for a new vendor. Therefore, when Ramp attempts to create a vendor, we are unable to because the vendor has not been approved + is inactive.
- We name vendors like this for **NetSuite:** entity / vendor ID: \{\{firstname lastname}} Ramp
- **Please note: The example used here is when Accounting Field = Vendor, but this should also be the solution for any other Accounting Fields.**
Raw error message:
*We weren't able to sync across the following transaction, as it appears the account (x) you chose is not a valid selection in NetSuite.*
OR
*We weren't able to sync across the following statement payment, as it appears the account (x) you chose is not a valid selection in NetSuite.*
for your technical team.
---
# NetSuite Sync Error | Invalid Field Value {field_value} for the following field: {field_name}
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-invalid-field-value-field-value-for-the-following-field-field-name).
**What's Happening**
- **Ramp** is detecting an issue with the **Item** selected.
**How to Resolve**
1. In **NetSuite** as an **Admin** , locate your Item record.
2. View the Item profile.
3. In the **System Information** tab, confirm that **Inactive** is not selected.
4. In the **Subsidiaries** section, confirm that all subsidiaries are added to the item record.
5. If the item is **Non-Inventory** or **Other Charge** type, ensure you select **ALL** the subsidiaries. (Selecting **Parent Company + Include Children** will not work.)
6. Go back to **Ramp** and retry the sync in **Ramp** .
---
# NetSuite Sync Error | Invalid Field Value {field_value} for the following field: {field_name}
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-invalid-field-value-field-value-for-the-following-field-field-name-2).
**Option 1: Update in Ramp (recommended)**
1. Edit the accounting date (or the invoice date) of the bill to be in an open period in your accounting provider.
2. Retry the sync.
**Option 2: Update in your accounting provider**
1. Open the period that includes the date of the bill and sync again.
**Option 3: Update in NetSuite**
1. There is a preference in NetSuite that determines how the system handles transactions with date and accounting period discrepancies: Allow transaction date outside posting period.
---
# NetSuite Sync Error | Invalid Reference Id
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-invalid-reference-id).
## Overview
Ramp has received the following error message from your Accounting Provider NetSuite:
Invalid Reference Id | Invalid Reference Id : Accounts element id [xyz].
## How do I resolve this error?
Please follow these steps to resolve this error:
**If there is a number in the error message:**
1. Select an active Default Account in Ramp
2. Find default accounts under your settings by navigating to **Accounting** → **Settings** → **Sync Settings**.
**If there is NOT a number in the error message:**
1. Find the field (GL Account, Vendor, Location, etc.) that is invalid.
2. Adjust this field to a valid option to allow Ramp to sync to their ERP successfully.
**Note**: It's crucial to ensure you are selecting active and valid accounts within settings to prevent sync errors in the future.
Raw error message: *Invalid Reference Id | Invalid Reference Id : Accounts element id [xyz].* for your technical team.
---
# NetSuite Sync Error | Invalid Tax Code {tax_code} - Tax Accounts Not Defined
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-invalid-tax-code-tax-code-tax-accounts-not-defined).
1. Ensure the **tax code** is available for the **subsidiary** used in this transaction.
2. Specify the **Tax Code** to use by populating the **NetSuite Tax Code** field.
- If this field is not visible, enable it by navigating to **Accounting → Settings → Accounting Fields** .
3. If the **subsidiary** is US-based and the **Vendor's Address** in NetSuite is not set to **United States** :
- Add a new address with the **Vendor Name** and set **Country = United States** .
- Set this new address as **Default Shipping** .
- Save and **retry the sync** .
---
# NetSuite Sync Error | INVALID_LOGIN_ATTEMPT
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-invalid-login-attempt).
**The most likely root causes are:**
- **Token** or **application password** expired or revoked
- **Integration user** got locked or deactivated
- **Role permissions** changed
**To Resolve:**
- In **Ramp** , navigate to **Accounting > Settings > Danger Zone** and click **Disconnect NetSuite** .
- Reconnect back to **NetSuite** .
- For **OneWorld / multi-subsidiary** setup:
- [How to set up NetSuite with Ramp](/how-to-set-up-netsuite-with-ramp)
- For **NetSuite Standard / no multi-subsidiary** setup:
- [How to set up NetSuite with Ramp (standard, no subsidiaries)](/how-to-set-up-netsuite-with-ramp-standard-no-subsidiaries)
---
# NetSuite Sync Error | Location Must Match Across Line Items
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-location-must-match-across-line-items).
## Overview
Ramp has received the following error message from your Accounting Provider NetSuite:
The values for \{\{Location or other relevant fields}} must be consistent across all line items for synchronization. This data is used in both Payment and Expense journal entries. To modify these values post-sync, do so within NetSuite.
## How do I resolve this error?
Please follow these steps to resolve this error from [Accounting Provider name]
1. If there are no splits:
1. Set the location field to the same value for all line items.
2. If splits are needed:
1. make the appropriate splits in Ramp and perform the sync.
Raw error message: *The values for \{\{Location or other relevant fields}} must be consistent across all line items for synchronization. This data is used in both Payment and Expense journal entries. To modify these values post-sync, do so within NetSuite.* for your technical team.
---
# NetSuite Sync Error | Missing Attachment : You cannot Create or Edit this Vendor Bill without an attachment, please attach a vendor invoice
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-missing-attachment-you-cannot-create-or-edit-this-vendor-bill-without-an-attachment-please-attach-a-vendor-invoice).
## What's happening
- When a **Credit Card** transaction associates an **amortization schedule** , it creates a **Bill** and **Bill Payment** in NetSuite.
- There is potentially a field or requirement in NetSuite that is requiring an **attachment** .
## How to resolve
1. In **NetSuite** , navigate to **Transaction > Payable > Enter Bill** .
2. In the top right corner, click on **Customize > Customize Form** .
3. Locate the **Attachment** field.
4. Make the field **non-mandatory** .
5. Save the changes.
6. Navigate back to **Ramp** and retry the sync.
---
# NetSuite Sync Error | Needs permission Lists > Tax Details
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-needs-permission-lists-tax-details).
## Overview
Ramp has received the following error message from your Accounting Provider NetSuite:
Needs permission Lists > Tax Details
## How do I resolve this error?
Please follow these steps to resolve this error from NetSuite:
1. Sign-in to an administrator role in NetSuite
2. Navigate to Setup → Users → Roles → Manage Roles
3. Find the Ramp Accountant Role
4. Click Customize
5. Name the role "\<\>: Ramp Accountant Role"
6. Under Lists add "Tax Details Tab" with Full Permission
7. Save the role and assign this new role to the user/employee who connected Ramp + NetSuite
8. Disconnect NetSuite integration in Ramp
9. Reconnect the Ramp integration by reentering script ID and account ID and select Oneworld
10. Ensure you select the new Ramp Accountant role when you click allow
Raw error message: *Needs permission Lists > Tax Details*for your technical team.
---
# NetSuite Sync Error | NetSuite requires a Posting Period for this Vendor Credit to be submitted
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-netsuite-requires-a-posting-period-for-this-vendor-credit-to-be-submitted).
This error occurs because the Posting Period field is set as mandatory in NetSuite. Ramp’s integration does not send this field for vendor credits, so it must be optional for the sync to succeed.
Please ensure you are editing the preferred Vendor Credit form used by the Ramp Accountant role set up during your integration.
**How to resolve:**
- In NetSuite, go to Transactions > Payables > Enter Vendor Credits > List.
- Click Customize > Customize Form on the preferred Vendor Credit form.
- Navigate to Screen Fields and locate the Posting Period field.
- Uncheck both Mandatory and Show for this field.
- Save your changes.
- Return to Ramp and retry the sync.
---
# NetSuite Sync Error | NetSuiteResourceException ('Lines with partially recognized rev rec or amortization schedules can not be deleted.')
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-netsuiteresourceexception-lines-with-partially-recognized-rev-rec-or-amortization-schedules-can-not-be-deleted).
## Overview
Ramp has received the following error message from your Accounting Provider NetSuite:
NetSuiteResourceException ('Lines with partially recognized rev rec or amortization schedules can not be deleted.'
## How do I resolve this error?
Please follow these steps to resolve this error from NetSuite:
1. Delete the revenue recognition journal entries created from the revenue recognition schedule attached to the transaction, then resync the bill payments to NetSuite.
OR
1. Create a manual journal entry to make the adjustment within NetSuite.
Raw error message: "*NetSuiteResourceException ('Lines with partially recognized rev rec or amortization schedules can not be deleted.')"*for your technical team.
---
# NetSuite Sync Error | NetSuiteResourceException('You have attempted an invalid sublist or line item operation. You are either trying to access a field on a non-existent line or you are trying to add or remove lines from a static sublist.')
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-netsuiteresourceexceptionyou-have-attempted-an-invalid-sublist-or-line-item-operation-you-are-either-trying-to-access-a-field-on-a-non-existent-line-or-you-are-trying-to-add-or-remove-lines-from-a-static-sublist).
This error may occur if a bill in NetSuite is not in OPEN status and is currently marked as Pending Approval. Ramp does not control the NetSuite approval workflow, so syncing requires the bill to be in an approved state.
**How to resolve:**
- Check if the bill in NetSuite is in OPEN status.
- If the bill is in Pending Approval:
- Verify if there is a vendor bill approval workflow in place.
- If you want to continue using the NetSuite approval workflow, make sure all necessary fields are filled out to allow routing for approval.
- If you do not want to use the existing workflow, create a new one that marks bills as APPROVED or OPEN.
- To check your NetSuite settings:
- Navigate to Setup > Accounting > Accounting Preferences.
- Click the Order Management tab.
- Scroll down to the Vendor Bills section and review the Default Vendor Bill Status:
- If set to Pending Approval, a vendor bill approval workflow is required.
- If set to Approved, bills can sync without additional workflow steps.
- To create a new approval workflow:
- Go to Customization > Workflow > Workflow > New.
- Set the following values:
- Name: Ramp - Vendor Bill Approved
- Record Type: Transaction
- Subtype: Vendor Bill
- Execute as Admin: Check
- Release Status: Released
- On View: Check
- On Create or Update: Check
- Context: RESTlet (only)
- Save the workflow.
- Double click in State 1 and create a new action.
- Select: Set Field Value.
- Field: Approval Status.
- Select: Static > Approved.
- Return to Ramp and retry the sync.
---
# NetSuite Sync Error | Permission Violation: You need a higher level of the 'Transactions -> Pay Bills' permission to access this page. Please contact your account administrator.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-permission-violation-you-need-a-higher-level-of-the-transactions-pay-bills-permission-to-access-this-page-please-contact-your-account-administrator).
**Steps to resolve the NetSuite permission sync issue:**
1. **Edit Role Permissions in NetSuite:** Navigate to Edit Role > Permissions SubTab > Transactions > Pay Bills > Give Edit Permissions.
2. **Retry Sync in Ramp:** Once these permissions are added, return to the bill in Ramp and click the Retry Sync button.
3. **Reconnect the NetSuite Integration (if error persists):** If the syncing error continues after updating the user’s permissions, go to Accounting > Ramp Card in Ramp. Click the Settings button in the top right corner, then click Disconnect NetSuite in the Danger zone.
4. **Reconnect NetSuite:** Follow one of the provided guides to reconnect the NetSuite integration.
---
# NetSuite Sync Error | Permission Violation: You need a higher level of the Transactions > Credit Card permission to access this page. Please contact your account administrator.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-permission-violation-you-need-a-higher-level-of-the-transactions-credit-card-permission-to-access-this-page).
## Overview
This error occurs when the NetSuite role used for the Ramp integration does not have sufficient permissions for the **Credit Card** transaction type.
## Step 1: Update the role in NetSuite
1. In NetSuite, navigate to **Setup > Users/Roles > Manage Roles**.
2. Locate the role used for the integration.
3. Click **Edit** on that role.
4. Click the **Permissions** tab, then the **Transactions** subtab.
5. Locate **Credit Card** in the list and set the permission level to **Edit**.
6. Save the role.
## Step 2: Retry the sync in Ramp
1. In Ramp, navigate to **Accounting > Card Transactions**.
2. Locate the affected transaction.
3. Retry the sync.
---
# NetSuite Sync Error | Permission Violation: You need a higher permission for custom record type Vendor Prepayment Preference to access this page. Please contact your account administrator.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-permission-violation-you-need-a-higher-permission-for-custom-record-type-vendor-prepayment-preference-to-access-this-page-please-contact-your-account-administrator).
**How to resolve it in NetSuite:**
- Identify the NetSuite role Ramp is using. This is typically the Web Services user set up for the Ramp integration.
- Update the role’s permissions:
- In NetSuite, go to Setup > Users/Roles > Manage Roles.
- Select the role assigned to the Ramp integration.
- Under Permissions > Custom Record, add: **Vendor Prepayment Preference** .
- Set the permission level to **Full** or at least **Edit** .
- Save the role.
- Retry the sync in Ramp.
---
# NetSuite Sync Error | Please choose a child matrix item.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-please-choose-a-child-matrix-item).
**How to Fix It in NetSuite and Ramp**
1. **Check the Purchase Order:**
- In **NetSuite** , open the PO under **Transactions > Purchases > Enter Purchase Orders > List** .
- Look at the **Items** sublist and confirm which child matrix item is tied to this PO.
- If you see the parent item instead, replace it with the correct child.
2. **Find the Correct Child Item ID:**
- On the parent item record, scroll to the **Matrix Items** sublist to see all possible children.
- Match the one from your PO.
- Copy its internal ID.
3. **Update Ramp’s Item Mapping:**
- In **Ramp** , go to **Ramp > Accounting > Settings > Accounting Fields** .
- Map your bill line item to the correct child item ID instead of the parent.
- If the child items don’t appear, re-sync your **NetSuite** item list into **Ramp** .
4. **Retry the Sync:**
- Once the child ID is mapped, retry the sync from **Ramp** .
- The bill should now post successfully to **NetSuite** without the matrix error.
---
# NetSuite Sync Error | Please configure the inventory detail for this line.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-please-configure-the-inventory-detail-for-this-line).
1. In **NetSuite** as an **Admin** , navigate to **Transactions > Payable > Enter Bill** .
2. In the top right corner, hover on **Customize** and click **Customize Form** .
3. Go to the **Sublist Fields** tab.
4. Uncheck the **Inventory Detail** field.
5. Click **Save** .
---
# NetSuite Sync Error | Please enter a value(s) for: Department
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-please-enter-a-values-for-department).
**To resolve this issue:**
1. On NetSuite, go to **Transaction → Bank → Write Checks** .
2. In the top right, click **Customize → Customize Form** . Then go to **Screen Fields → Main** .
3. Locate the error field (in this case, it's the **Department** field).
4. Uncheck both **Mandatory** and **Show** for that field.
5. Navigate to the **Expenses** subtab
6. Uncheck **Department** under "Show" column
7. Click **Save** in the top left.
8. Return to Ramp and re-attempt the sync.
9. Optionally, go back to NetSuite and re-enable the original field settings.
---
# NetSuite Sync Error | Please enter value(s) for: {missing_fields}
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-please-enter-values-for-missing-fields).
This error occurs because the field is currently required on statement payment entry forms in NetSuite. Ramp does not support syncing this additional field(s) for these transactions.
**How to resolve:**
- Sign in to NetSuite.
- Go to Transaction > Bank > Write Checks.
- Click Customize > Customize Form in the top right.
- Go to Screen Fields > Main. If the field is not found here, check other sections within Screen Fields.
- Locate the field.
- Uncheck both Mandatory and Show for that field.
- Click Save.
- Return to Ramp and retry the sync.
---
# NetSuite Sync Error | Please enter value(s) for: Class, Location
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-please-enter-values-for-class-location-2).
**Steps to resolve the Write Checks sync issue in NetSuite:**
1. On NetSuite, navigate to Transaction → Bank → Write Checks.
2. At the top right, click Customize → Customize Form.
3. Go to "Screen Fields" → Main.
4. Locate the Class and Location fields.
5. Uncheck both Mandatory and Show for those fields.
6. Click Save on the top left.
7. Go back to Ramp and reattempt the sync. Reload pages if needed to ensure it works.
8. Return to NetSuite and reset the original settings if preferred.
---
# NetSuite Sync Error | Please enter value(s) for: Department
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-please-enter-values-for-department).
Confirm if the transaction is **Cashback Redemption** or **Statement Payment**.
- **If Cashback Redemption → Journal Entry**
1. Navigate to **Setup > Accounting > Accounting Preferences** .
2. If **Make Departments Mandatory** is checked, then ensure **Allow Empty Classification on Journals** is also checked.
- **If Statement Payment → Check**
1. Navigate to **Transactions > Bank > Write Checks** .
2. As an **Admin** role, click on **Customize > Custom Form** in the top right corner.
3. Go to the **Screen Fields** tab and select **Main** .
4. Confirm that **Department** is not mandatory.
5. If **Department** is mandatory at the line level, proceed to the next steps:
6. Go to the **Screen Fields** tab and open the **Expenses** subtab.
7. Uncheck **Department** .
8. Save the changes.
---
# NetSuite Sync Error | Please enter value(s) for: Department
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-please-enter-values-for-department-2).
**How to Fix It (Pick One Path)**
**Option A — Make Department not required on the Vendor Bill form**
1. In **NetSuite** , go to **Transactions → Payables → Enter Bill** .
2. In the top right, click **Customize → Customize Form** .
3. Go to the **Screen Fields** tab:
- Under the **Main** subtab: locate **Department** and uncheck **Mandatory** . If **Show** is enabled and causes enforcement, uncheck **Show** as well.
4. Go to the **Sublist Fields** tab:
- Under the **Expenses** subtab: uncheck **Department** .
- Under the **Items** subtab (if used): uncheck **Department** .
5. Click **Save** , then retry the sync in **Ramp** .
6. If desired, re-enable the settings after the sync completes.
**Option B — If your organization intentionally requires Department globally**
1. Confirm if **“Make Departments Mandatory”** is enabled under **Setup → Accounting → Accounting Preferences** .
2. If it's required globally:
- Ensure the Bill form is not also enforcing Department at the header/body or sublist columns.
- Keep the global rule, but remove form-level mandatory flags so Ramp’s line-level Departments are accepted.
**Notes and Checks**
- Some accounts rename **Department** (for example, to **Business Unit** ). Validate naming in your environment when locating the field.
- If the bill is tied to a PO and you want a header Department in NetSuite:
- Ensure your NetSuite PO/Bill forms surface **Department** at the header.
- Ensure your NetSuite flow copies header Department from PO to Bill. This is a NetSuite-side behavior, independent of Ramp’s line-level coding.
**If It Still Fails**
- Re-check that the exact **Bill Form** Ramp uses (the preferred form for the **Ramp Accountant role** or **role used for Ramp - NetSuite Integration** is the one you modified.
- Confirm there isn’t a workflow or script re-enforcing **Department** for **RESTlet/API** context.
- Share the exact NetSuite error message and the **Bill Form Name** , and we can help narrow it down further.
---
# NetSuite Sync Error | Please enter value(s) for: Department, Line of Business
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-please-enter-values-for-department-line-of-business).
**Steps to resolve the error in NetSuite:**
1. In NetSuite, go to Transaction > Payables > Pay Single Vendor.
2. On the top right of the form, click Customize > Customize Form.
3. Go to Screen Fields > Main and locate the error fields such as Department and Line of Business.
4. Uncheck both Mandatory and Show for those fields.
5. Click Save on the top left.
6. Return to Ramp and reattempt the sync.
---
# NetSuite Sync Error | Please enter value(s) for: Entity Allocation
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-please-enter-values-for-entity-allocation).
NetSuite is blocking the sync because it’s expecting additional details for the statement payment, specifically an Entity Allocation value. This usually means the Entity Allocation field is marked as mandatory or visible on the Check form.
**How to resolve:**
- Sign in to NetSuite.
- Navigate to Transactions > Bank > Write Checks.
- Click **Customize** > **Customize Form** .
- Under **Screen Fields** > **Main** , locate the **Entity Allocation** field.
- Uncheck both **Show** and **Mandatory** .
- Click **Save** .
- Return to Ramp and retry the sync.
---
# NetSuite Sync Error | Please enter value(s) for: Location
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-please-enter-values-for-location).
**Steps to resolve the sync issue in NetSuite:**
1. In NetSuite, navigate to Transactions → Payables → Enter Bills.
2. At the top right, click Customize → Customize Form.
3. Go to "Screen Fields" → Main.
4. Locate the Location field.
5. Uncheck both Mandatory and Show for the Location field.
6. Click Save on the top left.
7. Return to Ramp and reattempt the sync.
---
# NetSuite Sync Error | Please enter value(s) for: Location
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-please-enter-values-for-location-3).
1. In **NetSuite** , navigate to the transaction type that is failing to sync.
- For amortized bills, go to **Transactions > Payables > Enter Bills** .
2. Open the impacted transaction or form.
3. In the top right, click **Customize > Customize Form** .
4. Go to **Screen Fields > Main** (or the relevant section where the field appears).
5. Locate the field mentioned in the error (e.g., **Department** , **Location** , **Account** , etc.).
6. Uncheck both **Mandatory** and **Show** for that field.
- *Note:* Even if a field is not set as mandatory, just showing it can sometimes make it required for sync.
7. Click **Save** .
8. Return to **Ramp** and re-attempt the sync. Refresh the Ramp page if needed.
---
# NetSuite Sync Error | Please enter value(s) for: Primary Subsidiary
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-please-enter-values-for-primary-subsidiary).
## Overview
Ramp has received the following error message from your Accounting Provider NetSuite:
Please enter value(s) for: Primary Subsidiary
## How do I resolve this error?
Please follow these steps to resolve this error from NetSuite:
This means that the incorrect Setup Instructions were followed. The Ramp account was linked with a Standard NetSuite set up, instead of using the OneWorld setup.
1. Please follow the full reset steps in this article: [How to do a full reset when Linking Ramp to NetSuite?](/how-to-do-a-full-reset-when-linking-ramp-to-netsuite)
Raw error message: *Please enter value(s) for: Primary Subsidiary* for your technical team.
---
# NetSuite Sync Error | Please enter value(s) for: Tax Code
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-please-enter-values-for-tax-code).
**What's Happening**
**Tax Code** is a mandatory field for entities outside of the US. When a **Purchase Order** is matched to a bill, **Ramp** creates the bill directly from the PO record, which triggers an update and results in this error.
**How to Resolve**
- If the bill and bill payment are able to sync to **NetSuite** , navigate back to the bill in **Ramp** and click **"Mark as Synced"** .
---
# NetSuite Sync Error | Purchase Order #{{po_number}} has already been processed in another browser instance or by another user.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-purchase-order-po-number-has-already-been-processed-in-another-browser-instance-or-by-another-user).
**What's Happening:**
- Ramp is not able to bill against the **same Expense GL line** that was already previously billed against, even though the Purchase Order is still **Pending Billing** and not yet **Closed** .
**Steps to Resolve:**
**If the Purchase Order was created in NetSuite first, follow these steps:**
1. Edit the PO in **NetSuite** .
2. Copy the top line and change the first line amount to the already billed amount.
3. Add a second line for the next billing amount.
4. Proceed to add as many lines as needed.
5. Save.
6. Wait for the **Ramp \<> NetSuite** sync to run (30–60 minutes).
7. Edit the bill and update the PO item to the new line(s).
8. Retry sync.
**If the Purchase Order was created in Ramp first, follow these steps:**
1. Create a new Purchase Order with the remaining amount.
2. If using **Expense accounts** , create as many lines as needed for billing frequency.
3. Save.
4. Sync the PO to **NetSuite** .
5. Create a new bill using this Purchase Order.
**Alternatively, to prevent this error:**
- **Items** can be utilized instead of Expense Accounts.
1. Create new item(s) in **NetSuite** as either **Non-Inventory** , **Service** , or **Other Charge** type item for Purchase.
2. **Name:** Use the GL Account name.
3. **Subsidiaries:** Manually select **ALL** subsidiaries. (Parent Company + Include Children will not work.)
4. Under the **Accounting** tab, set the **Expense Account** to the correct GL account.
5. Specify the **Tax Schedule** if applicable.
6. Save.
7. Wait for the **Ramp \<> NetSuite** sync to run (30–60 minutes).
8. Create Purchase Orders using Items.
- **Quantity** will be used as the billing frequency. For example, for 12-month billing, set **Quantity = 12** . Each bill will utilize **Quantity = 1** .
---
# NetSuite Sync Error | Record {record_name} was not found.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-record-record-name-was-not-found).
**To resolve this:**
1. Identify the role used by Ramp's integration.
2. In NetSuite, go to Setup > Users/Roles > Access Tokens.
3. Find the token associated with Ramp and note the role it uses (often named Ramp Accountant or similar).
4. Create a customized version of that role if it is locked.
5. Go to Setup > Users/Roles > Manage Roles.
6. If the existing role is locked, click Customize to create a copy (for example, Ramp Accountant Custom).
7. Add the following permissions with access level set to Full.
8. Custom Record: Distribution Template (CUSTOMRECORD_VID_TEMPLATE).
9. Custom Record: Distribution Template Line.
10. Custom Record: TD MR Queue.
11. Also confirm that the role includes permissions for Custom Record Types, SuiteScript, and SuiteScript Scheduling.
12. Save your changes and allow 15 to 30 minutes for them to take effect, then retry the Ramp sync.
---
# NetSuite Sync Error | Reimbursements funded in GBP can only be synced if a Default Reimbursement Vendor has been set up within your Ramp Accounting Settings
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-reimbursements-funded-in-gbp-can-only-be-synced-if-a-default-reimbursement-vendor-has-been-set-up-within-your-ramp-accounting-settings).
**How to resolve:**
- Navigate to the Accounting tab in Ramp.
- Click on Settings.
- Click on Sync settings.
- Click "Default to a specific NetSuite vendor".
- Return to Ramp and retry the sync.
---
# NetSuite Sync Error | Requires additional information for fields such as Account, Reference No., Location
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-requires-additional-information-for-fields-such-as-account-reference-no-location).
## Overview
Ramp has received the following error message from your Accounting Provider NetSuite:
*We weren’t able to sync across certain entities, as NetSuite requires additional information of fields such as Account, Reference No., Location*
## How do I resolve this error?
Please follow these steps to resolve this error from NetSuite REST:
1. Navigate to the Accounting tab on Ramp, then go to **Settings > Default Accounts**.
2. Select a specific AP Account from the dropdown instead of the default.
3. Ensure the field mentioned in the error message (e.g. Location) is not blank in Ramp. If it is, fill it in.
4. On NetSuite, navigate to **Transaction > Payables > Enter Bills**.
5. Click **Customize > Customize Form** at the top right.
6. Navigate to **Screen Fields > Main** (if the field is not in Main, search other locations).
7. Locate the field mentioned in the error (e.g., Location) and uncheck **Mandatory**. Also, uncheck **Show** if it was previously unchecked (this is necessary due to NetSuite's quirks).
8. Click **Save**.
9. Go back to Ramp, re-attempt the sync, and refresh the Ramp page.
Raw error message: *Please enter value(s) for: [ ... ]* for your technical team.
---
# NetSuite Sync Error | Search error occurred: Record 'customrecord_td_mr_queue' was not found.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-search-error-occurred-record-customrecord-td-mr-queue-was-not-found).
## What it means
NetSuite can’t see the Transaction Line Distribution SuiteApp custom records behind your sync. Specifically, the Ramp-connected role doesn’t have permission to the custom records it needs, so searches for **customrecord_td_mr_queue** fail.
## How to fix
**Give the Ramp-connected NetSuite role Full access** to the Transaction Line Distribution custom records and related Lists/Setup/Transactions permissions, then retry. Temporarily using *Administrator* to validate is the fastest unblock.
## Where to update the role
In NetSuite, go to **Setup → Users/Roles → Manage Roles** and edit the role used by Ramp integration.
## Permissions to add or confirm
1. **Lists**
- Subsidiary (Full)
- Currency (Full)
- Accounts (Full)
- Customers (Full)
- Expense Categories (Full)
2. **Setup**
- Custom Lists (Full)
- Custom Segments (Full)
- Custom Record Types (Full)
- SuiteScript (Full)
- SuiteScript Scheduling (Full)
3. **Transactions**
- Make Journal Entry (Full)
- Checks (Full)
- Credit Card (Full)
4. **Custom Record**
- TD MR Queue (Full)
- Distribution Template (Full)
- Distribution Template Line (Full)
---
# NetSuite Sync Error | Skipping the syncing of this payment due to unsynced reimbursements in the payment batch.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-skipping-the-syncing-of-this-payment-due-to-unsynced-reimbursements-in-the-payment-batch).
This error occurs when one or more bills in the reimbursement batch are either **not synced** or **not approved** in **NetSuite**.
**To resolve:**
1. Confirm that all **Reimbursements** in the batch are synced to **NetSuite** .
2. Open each transaction in NetSuite and verify the **status** of the bill:
- If the bill is in **Pending Approval** , ensure it is **Approved** .
- Repeat this check for **all bills** in the batch.
3. Once all bills have synced successfully to NetSuite and their status is **Open** or **Approved** , go back to **Ramp** and click **Sync All** .
**If the issue persists:**
1. Manually record the **batch payment** in NetSuite.
2. Return to **Ramp** and click **Sync All** .
- Ensure there are no **unsynced reimbursements** under **Ready to Sync** .
3. Click **Download CSV** , then click **Mark as Synced** to finalize the process.
---
# NetSuite Sync Error | SSS_REQUEST_LIMIT_EXCEEDED
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-sss-request-limit-exceeded).
Option 1: Try Smaller Batch Syncs
1. This error often occurs when a large sync is attempted.
2. Use Ramp’s bulk select features to choose a smaller number of items to sync at one time.
3. Attempt the sync again with a reduced batch size.
4. If the sync completes successfully, continue syncing in smaller batches to avoid hitting NetSuite’s rate limits.
Option 2: Check for Concurrency or Bandwidth Limits
1. If the error happens frequently, it may be caused by other integrations syncing at the same time.
2. Review your integration settings by navigating to Setup > Integration > Integration Management > Integration Governance in NetSuite.
3. Check for any concurrency or bandwidth limits applied to the Ramp integration.
4. Increase the allocated bandwidth or concurrency if possible.
5. Retry the sync after making these adjustments.
---
# NetSuite Sync Error | Statement Payment Requires Additional Info
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-statement-payment-requires-additional-info).
## Overview
Ramp has received the following error message from your Accounting Provider NetSuite:
"We weren't able to sync across the following statement payments, as it appears that NetSuite requires additional information (Department, Project) for these statement payments to be submitted."
## How do I resolve this error?
Please follow these steps to resolve this error from NetSuite:
**For "department, location, class":**
1. This is temporary to allow the transaction to go through (you can go back after the sync and re-check the settings to get the original format back)
1. Click **Save** on the top left
2. Go back to Ramp and **re-attempt the sync** (reload pages also to make sure it works)
3. Go back to the NS page to re-set the original settings if preferred (step 3a
Raw error message: "*We weren't able to sync across the following statement payments, as it appears that NetSuite requires additional information (Department, Project) for these statement payments to be submitted."* for your technical team.
---
# NetSuite Sync Error | Subsidiary is not a valid selection
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-subsidiary-is-not-a-valid-selection).
## Overview
Ramp has received the following error message from your Accounting Provider NetSuite:
"We weren’t able to sync across the following \{entity}, as it appears that NetSuite account named \{account name} is not available in the chosen default subsidiary named \{subsidiary name}"
## How do I resolve this error?
This error can happen for multiple reasons:
1. The vendor coded in the reimbursement is not mapped in NetSuite to this Subsidiary.
2. The customer has an approval layer in place for vendors or bills within NetSuite.
## Please follow these steps to resolve this error:
1. If you have permission to customize record types, use the Vendor-Subsidiary Relationship record type to customize the Subsidiaries subtab on the vendor record.
2. This record type is not visible in the user interface. However, the fields on this record are available through the Other Record Fields page.
1. Go to Customization > Lists, Records, & Fields > Other Record Fields > New.
3. On the Other Record Fields page, select the Vendor-Subsidiary Relationship record type. Define the fields to be added to the Subsidiaries subtab.
1. When the vendor record is in Edit mode, you can modify the values in those fields.
4. The Custom Records and Custom Segments features must be enabled to customize the Subsidiaries subtab. If you use the Multiple Currencies feature, you can add currency-specific fields to the Subsidiaries subtab.
Raw message: *We weren’t able to sync across the following \{entity}, as it appears that NetSuite account named \{account name} is not available in the chosen default subsidiary named \{subsidiary name}* for your technical team.
---
# NetSuite Sync Error | Tax Calculation Plugin error: The tax registrations setup for the subsidiary associated with the transaction is incomplete.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-tax-calculation-plugin-error-the-tax-registrations-setup-for-the-subsidiary-associated-with-the-transaction-is-incomplete).
Based on the error, it looks like **NetSuite** requires all tax registration fields to be completed before you can continue, even if marking the subsidiary as tax exempt. Here’s what you’ll want to do:
1. Navigate to **Setup > Company > Subsidiaries** .
2. Select your **subsidiary** .
3. Under the **Tax Registrations** tab, fill out the following fields:
- **Country**
- **Nexus**
- **Tax Agency**
- **Tax Registration Number**
- **Tax Engine**
- **Effective From Date**
4. If the subsidiary is **tax exempt** , check the tax exempt option and still fill in the fields above as required.
5. After completing all of these fields, save the subsidiary record.
---
# NetSuite Sync Error | The accounting period is closed in your accounting provider. Please open the period or change the accounting date to fall within an open period.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-the-accounting-period-is-closed-in-your-accounting-provider-please-open-the-period-or-change-the-accounting-date-to-fall-within-an-open-period).
## Overview
This guidance applies when Ramp is updating a bill that has already synced to NetSuite. For an initial bill sync or other accounting-period errors, see [Sync error: Accounting period closed](/sync-error-accounting-period-closed).
The bill is associated with a **locked posting period** in **NetSuite**. To prevent changes to the **General Ledger (GL)** impact, any edits made in **Ramp** cannot be synced to NetSuite while the posting period remains locked.
Changing the **Accounting Date** in Ramp does **not** update the transaction's **Posting Period** in NetSuite. Because the original posting period is locked, the transaction cannot be updated until that period is reopened.
---
# NetSuite Sync Error | The currency on the transaction, {txn_currency} is different from {entity_currency}, the currency of the entity, {entity_name} on this transaction.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-the-currency-on-the-transaction-txn-currency-is-different-from-entity-currency-the-currency-of-the-entity-entity-name-on-this-transaction).
## What's happening
- The **currency** on the transaction does not match the **Primary Currency** on the Vendor record.
## How to resolve
1. In **NetSuite** , locate and edit the Vendor record.
2. Go to the **Financial** tab and set the **Primary Currency** to match the currency of the transaction.
3. If the desired currency is not available in **Primary Currency** , go to the **Currencies** subtab, add the missing currency, and then set it as the Primary Currency.
4. Save the Vendor record.
5. Navigate back to **Ramp** and retry the sync.
---
# NetSuite Sync Error | The field reversaldate contained more than the maximum number ( 10 ) of characters allowed.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-the-field-reversaldate-contained-more-than-the-maximum-number-10-of-characters-allowed).
**How to resolve:**
1. In **NetSuite** , remove the **ramp_receipt_url** :
- Go to **Customization → Lists → Transaction Body Fields** .
- Locate **Ramp receipt url** .
- Change the **ID** and **Name** .
2. Rename the **Ramp Accountant Role** and set it to inactive if possible:
- Go to **Setup → Users/Roles → Manage Users** .
- Locate the **Ramp Accountant Role** .
- Click **Edit** on the role.
- Rename the role and set it as **inactive** if possible.
3. Rename the **Restlet script** :
- Navigate to **Customization → Scripting → Scripts** .
- Find the **Ramp Restlet script** and click on it.
- Rename the script.
At this point, you will be in a fresh state to re-do setup instructions.
---
# NetSuite Sync Error | The G/L impact of a transaction in a closed period cannot be changed.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-the-g-l-impact-of-a-transaction-in-a-closed-period-cannot-be-changed).
## Overview
This bill is associated with a **closed accounting period** in **NetSuite**. Because modifying the bill would affect the **General Ledger (GL)** impact of a closed period, **Ramp** cannot sync these changes to NetSuite.
## Resolve the NetSuite closed-period sync error
Follow the [closed accounting period resolution options](/sync-error-accounting-period-closed#resolve-errors-after-the-bill-has-already-synced) to reopen the period and retry the sync or make the correction directly in NetSuite.
---
# NetSuite Sync Error | The G/L impact of a transaction in a closed period cannot be changed. Summary of impact changes
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-gl-impact-closed-period-cannot-be-changed).
## Overview
This bill has already been accounted for in a **locked accounting period** in **NetSuite**. Deleting or modifying the bill would change the **General Ledger (GL)** impact for the period in which it was originally posted. To preserve the integrity of the closed period, these changes cannot be synced from **Ramp** to NetSuite.
## Resolve the closed-period sync error
Please make any necessary updates directly in **NetSuite**. Before clearing the error, [account for the bill payment manually in NetSuite](/sync-error-accounting-period-closed#resolve-bill-payment-sync-errors). Once the changes have been completed, click **Mark as Synced** in **Ramp** to remove the transaction from the **Sync Failed** list.
---
# NetSuite Sync Error | The total inventory detail quantity must be {required_quantity}
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-the-total-inventory-detail-quantity-must-be-required-quantity).
**Issue:** Ramp does not currently support configuration of **Inventory Detail** on Bills. This occurs when items using Lots or Bins require Inventory Detail configuration.
**How to Resolve:**
- Navigate to **Setup > Accounting > Accounting Preferences** .
- Go to the **Order Management** tab.
- Enable **Bill in Advance of Receipt** .
- If you do not want to enable this feature:
- Ensure there is an **Item Receipt** made against the **Purchase Order** .
- Ensure the Item Receipt has **Inventory Detail** configured.
- In **Ramp** , match your bill line to a PO line and then sync.
- If you do **not** have an associated **Purchase Order** or **Item Receipt** :
- In **NetSuite** , create the bill manually.
- In **Ramp** , enable **Import Bills from NetSuite** under **Bill Pay > Settings > Importing** tab.
- Allow the bill to import from **NetSuite** to **Ramp** and then make payment in Ramp.
---
# NetSuite Sync Error | There is already a vendor using that entity name. All vendors must have a unique entity name.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-there-is-already-a-vendor-using-that-entity-name-all-vendors-must-have-a-unique-entity-name-2).
## What's happening
- **Ramp** is detecting a **duplicate vendor** in **NetSuite** with the same Name/ID or Company Name.
## How to resolve
1. In **NetSuite** as an **Admin** , locate your Vendor in the Global Search using **Ven: Vendor Name+** (the **+** searches for inactives).
2. The dropdown may contain multiple Vendors or an existing Vendor.
3. View the Vendor profile.
4. In the **System Information** tab, confirm that **Inactive** is not selected.
5. In the **Subsidiaries** tab, confirm that all subsidiaries are added to this Vendor record.
6. Ensure the **Name/ID** and **Company Name** are not duplicates of the Vendor record being created in Ramp.
7. Go back to **Ramp** and refresh your accounting settings. The vendor should now appear for selection.
8. If the vendor still doesn’t appear, manually link the Ramp merchant to the existing NetSuite vendor.
9. Retry the sync in **Ramp** .
**OR**
1. In **NetSuite** as an **Admin** , navigate to **List > Relationships > Vendors** .
2. Enable the **Show Inactives** checkbox.
3. Locate and view the Vendor record.
4. In the **System Information** tab, confirm that **Inactive** is not selected.
5. In the **Subsidiaries** tab, confirm that all subsidiaries are added to this Vendor record.
6. Ensure the **Name/ID** and **Company Name** are not duplicates of the Vendor record being created in Ramp.
7. Go back to **Ramp** and refresh your accounting settings. The vendor should now appear for selection.
8. If the vendor still doesn’t appear, manually link the Ramp merchant to the existing NetSuite vendor.
9. Retry the sync in **Ramp** .
**OR**
For multi-subsidiary Vendors:
1. In NetSute, locate the Vendor record.
2. Navigate to the Subsidiaries tab
3. Confirm all the subsidiaries are added to the Vendor record. If not, proceed to add the subsidiaries.
4. Save.
5. Navigate back to Ramp and retry sync.
---
# NetSuite Sync Error | There is already a vendor using that entity name. All vendors must have a unique entity name.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-there-is-already-a-vendor-using-that-entity-name-all-vendors-must-have-a-unique-entity-name).
This error occurs because NetSuite requires all vendors to have unique entity names. If a vendor with the same name already exists in NetSuite, even if it's inactive, Ramp cannot create a new vendor with that name, resulting in a sync error.
**How to resolve:**
- Sign in to NetSuite and search for vendors.
- Check the "Include inactive" box to view all vendors.
- If you find an inactive vendor with the same name, activate it.
- Refresh your Ramp instance. The vendor should now appear and be available for selection.
- If the vendor still does not appear, manually link the Ramp merchant to the existing NetSuite vendor.
- Return to Ramp and retry the sync.
---
# NetSuite Sync Error | This bill is matched to purchase order lines that have already been fully billed: {po_lines}
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-this-bill-is-matched-to-purchase-order-lines-that-have-already-been-fully-billed-po-lines).
## Overview
Use these steps when a NetSuite bill fails to sync because its matched purchase order lines have already been fully billed.
## Resolve fully billed purchase order lines
1. Locate the bill line(s) highlighted in **yellow** with the message **"Line item quantity exceeds PO"**.
2. This indicates that the matched **Purchase Order** line item has already been fully billed and has **0 remaining quantity**.
3. Edit the bill and update the **Purchase Order Item** by selecting the correct **PO Item** that has remaining quantity available to bill. Do not select an unrelated PO item.
4. If no correct PO item has remaining quantity, correct the quantities based on where the PO was created:
- **PO imported from NetSuite:** Use **View PO** to open the source PO and update the correct PO line in NetSuite. [ERP-imported POs](/importing-and-matching-purchase-orders-pos-on-ramp-bill-pay) are bill-matching-only records in Ramp.
- **PO created in Ramp:** Reduce the bill line quantity or update the matched PO line quantity in Ramp so the bill no longer exceeds the PO. See [Overbilling protection](/overbilling-protection) for more information about bill-to-PO mismatch checks.
5. Click **Update bill**.
6. Retry the sync.
---
# NetSuite Sync Error | This record has been locked by a user defined workflow
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-this-record-has-been-locked-by-a-user-defined-workflow).
## Overview
Ramp has received the following error message from your Accounting Provider NetSuite:
We weren't able to sync across to this bill due to an error.
NetSuite This record has been locked by a user defined workflow
## How do I resolve this error?
Please follow these steps to resolve this error from NetSuite:
- Navigate to the relevant workflow in NetSuite
1. for this example, navigate to the purchase order approval workflow
- Under Contexts: Disable all REST associated contexts within every lock record action within the workflow.
- Retest error - if still occurring, go back into workflow(s)
---
# NetSuite Sync Error | Too many vendors with name [X] at realm [Y]
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-too-many-vendors-with-name-x-at-realm-y).
## Overview
Ramp has received the following error message from your Accounting Provider NetSuite:
Too many vendors with name [X] at realm [Y].
OR
"There is already a vendor using that entity name. All vendors must have a unique entity name.
Go \back\, change the entity name and resubmit."
## How do I resolve this error?
Please follow these steps to resolve this error from NetSuite:
To resolve the error, remove any duplicate vendors of the same name, including inactive vendors.
1. Sign into **NetSuite** .
2. Search for vendors with the same listed in the error. Be sure you have checked the **Include in-actives** box.
3. Ensure there are no duplicates of this vendor ***including*** inactive vendors by deleting or renaming the duplicates.
4. Refresh Ramp and **Retry** your sync.
Raw error message: *Too many vendors with name [X] at realm [Y].*for your technical team.
---
# NetSuite Sync Error | Too many vendors with name {vendor_name} at realm {realm_id}
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-too-many-vendors-with-name-vendor-name-at-realm-realm-id).
**What's Happening**
- **Ramp** is detecting a **duplicate vendor** in **NetSuite** with the same Name/ID or Company Name.
- If multi-subsidiary, the Vendor may not have all associated subsidiaries added to their record.
**How to Resolve**
1. In **NetSuite** as an **Admin** , locate your Vendor in the Global Search using **Ven: Vendor Name+** (the **+** searches for inactives).
2. The dropdown may contain multiple Vendors or an existing Vendor.
3. View the Vendor profile.
4. In the **System Information** tab, confirm that **Inactive** is not selected.
5. In the **Subsidiaries** tab, confirm that all subsidiaries are added to this Vendor record.
6. Ensure the **Name/ID** and **Company Name** are not duplicates of the Vendor record being created in **Ramp** .
7. Go back to **Ramp** and refresh your accounting settings. The vendor should now appear for selection.
8. If the vendor still doesn’t appear, manually link the Ramp merchant to the existing NetSuite vendor.
9. Retry the sync in **Ramp** .
**OR**
1. In **NetSuite** as an **Admin** , navigate to **List > Relationships > Vendors** .
2. Enable the **Show Inactives** checkbox.
3. Locate and view the Vendor record.
4. In the **System Information** tab, confirm that **Inactive** is not selected.
5. In the **Subsidiaries** tab, confirm that all subsidiaries are added to this Vendor record.
6. Ensure the **Name/ID** and **Company Name** are not duplicates of the Vendor record being created in **Ramp** .
7. Go back to **Ramp** and refresh your accounting settings. The vendor should now appear for selection.
8. If the vendor still doesn’t appear, manually link the Ramp merchant to the existing NetSuite vendor.
9. Retry the sync in **Ramp** .
**OR**
**For multi-subsidiary Vendors:**
1. In **NetSuite** , locate the Vendor record.
2. Navigate to the **Subsidiaries** tab.
3. Confirm all subsidiaries are added to the Vendor record. If not, proceed to add the subsidiaries.
4. Save the changes.
5. Navigate back to **Ramp** and retry the sync.
---
# NetSuite Sync Error | Too many vendors with the same name in NetSuite
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-too-many-vendors-with-the-same-name-in-netsuite).
## Overview
Ramp has received the following error message from your Accounting Provider NetSuite:
*Too many vendors with the same name in NetSuite*
*We encountered an error due to multiple vendors with the same name in your NetSuite account.*
## How do I resolve this error?
Please follow these steps to resolve this error from NetSuite:
1. Sign in to NetSuite.
2. Search for Vendors.
3. Check the box for "Include in-actives" during your search.
4. Remove duplicate vendors, including inactive vendors
5. Refresh your Ramp instance.
6. The vendor should now appear.
Raw error message: *we weren't able to process your sync due to this error. there is already a vendor using that entity name. all vendors must have a unique entity name. Go >ahref=\*javascript.history....etc* for your technical team.
---
# NetSuite Sync Error | Unable to save the transaction due to an error being reported by the tax calculation engine: Error calculating sales tax: "Processing invoice: Sales tax calculation failed: Missing line items"
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-unable-to-save-the-transaction-due-to-an-error-being-reported-by-the-tax-calculation-engine-error-calculating-sales-tax-processing-invoice-sales-tax-calculation-failed-missing-line-items).
**How to resolve:**
- Sign in to your NetSuite account.
- Go to Setup > Accounting > Setup Taxes.
- Select the Records Subsidiary > Default Tax Code.
- Set the Tax Code to 0%.
- Click Save.
- Go to Setup > Company > Subsidiaries.
- Edit the relevant subsidiaries and go to the Nexus subtab.
- Ensure all nexuses or states being used are added for these subsidiaries.
- Sign out of NetSuite.
- Return to Ramp and retry the sync.
---
# NetSuite Sync Error | Unable to save the transaction due to an error being reported by the tax calculation engine: Tax Calculation Plugin error: NetSuite was not able to estimate the correct Nexus for this transaction.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-unable-to-save-the-transaction-due-to-an-error-being-reported-by-the-tax-calculation-engine-tax-calculation-plugin-error-netsuite-was-not-able-to-estimate-the-correct-nexus-for-this-transaction).
1. Navigate to **Setup > Company** and select the transaction’s **subsidiary** .
2. Under **Tax Registrations** , fill out the following fields:
- **Country**
- **Nexus**
- **Tax Agency**
- **Tax Registration Number**
- **Tax Engine**
- **Effective From Date**
- **If tax exempt:** Select **Tax Exempt** and still complete the fields listed above.
3. Once all required fields are completed, **save** the record.
---
# NetSuite Sync Error | Unable to save transaction due to an error being reported by the tax calculation engine: Tax Calculation plugin error:
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-unable-to-save-transaction-due-to-an-error-being-reported-by-the-tax-calculation-engine-tax-calculation-plugin-error).
## Overview
Ramp has received the following error message from your Accounting Provider NetSuite:
NetSuite Sync Error | Unable to save transaction due to an error being reported by the tax calculation engine: Tax Calculation plugin error: Tax regulations setup for the subsidiary associated with the transaction are incomplete. If you want taxes to be calculated for the relevant nexus, you must select a tax engine, otherwise mark the nexus as tax exempt.
## How do I resolve this error?
Please follow these steps to resolve this error from NetSuite:
1. Sign in to NetSuite (Note only an admin can make this change)
2. Go to the subsidiary page
3. Mark the Nexus Tax Exempt by checking the box
4. Click Save
---
# NetSuite Sync Error | Unauthorized User
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-unauthorized-user).
## Overview
Ramp has received the following error message from your Accounting Provider NetSuite:
Unauthorized user
There's a few reasons that could cause this error:
1. Employee who connected NetSuite leaves the company
2. Employee who connected NetSuite no longer has the Ramp Accountant role
3. Ramp Integration record is set to Blocked
## How do I resolve this error?
Please follow these steps to resolve this error from NetSuite:
1. Check if the Ramp SuiteApp is installed. Navigate to **NetSuite** > **SuiteApps** > **check if Ramp app exist**
If it does exist, then proceed to Step: "Employee who connected NetSuite no longer has the Ramp Accountant role."
If it doesn't exist:
Do you know your integration Client ID and Client Secret?
If yes: have it handy for when you may need to re-connect NetSuite.
If no: if you need to re-connect NetSuite, come back to this step:
Go to**Setup** >**Integration**>**Manage Integrations**> **Ramp Integration**>**Edit**
Click "Reset Credentials"
Copy these credentials down and use them to re-connect Ramp, following[these instructions](/how-to-set-up-netsuite-with-ramp-standard-no-subsidiaries) Check if the employee who connected NetSuite has left the company
If they have left the company:
Assign the Ramp Accountant role to your employee record in NetSuite.
**Lists**>**Employees**>**find your employee record > Access > Roles > add "Ramp Accountant"**>**Click Add**>**Click Save**
Disconnect NetSuite on Ramp (**Ramp** > **Accounting**>**Settings** >**Disconnect NetSuite**)
If you have the SuiteApp installed, follow[these instructions](/how-to-set-up-netsuite-with-ramp-standard-no-subsidiaries)
If you do not have the SuiteApp installed, go back to Step 1: "Employee who connected NetSuite leaves the company"
If they have not left the company, proceed to b: "Check the employee record of the employee who connected NetSuite"
Check the employee record of the employee who connected NetSuite
Navigate to**Lists**>**Employees**>**find employee that connected ramp**>**Access**>**History**
If there's a "Change": "Removed Ramp Accountant",**add the Ramp Accountant role back to the employee**.
“Edit”, navigate to**Access**>**Roles and add "Ramp Accountant"**and click**“Add”**
If there's no change, then proceed to Step 3: "Ramp Integration record is set to Blocked"
This is what that would look like
If the employee has the role, go to **Ramp Integration - Setup** >**Integration** > **Manage Integrations** > “**Ramp Integration**”
If the "State" says anything but "Enabled", please change it to "Enabled".
- ***Employee who connected NetSuite leaves the company***
- ***Employee who connected NetSuite no longer has the Ramp Accountant role***
- ***Ramp Integration record is set to Blocked***
Raw error message: *Unauthorized User* for your technical team.
---
# NetSuite Sync Error | Vendor Unapproved for NetSuite Sync
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-vendor-unapproved-for-netsuite-sync).
## Overview
Ramp has received the following error message from your Accounting Provider NetSuite:
Vendor Unapproved for NetSuite Sync
## How do I resolve this error?
Please follow these steps to resolve this error from NetSuite
1. Sign in to your Ramp account.
2. Navigate to: Accounting > Settings > Sync Settings.
3. Select the Reimbursements tab.
4. Under Default Vendor, choose "Default to a specific NetSuite Vendor."
5. Select an active vendor from your NetSuite account.
Raw error message: *The Vendor is Unapproved, please contact Render to Approve*for your technical team.
---
# NetSuite Sync Error | We weren't able to sync across the following statement payment, as it appears that NetSuite requires additional information (Location) for this statement payment to be submitted.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-we-werent-able-to-sync-across-the-following-statement-payment-as-it-appears-that-netsuite-requires-additional-information-location-for-this-statement-payment-to-be-submitted).
**How to resolve:**
### 1. Sign in as an administrator
- You’ll need **Administrator access** in NetSuite to make the required changes.
### 2. Identify the transaction type
- Determine which type of transaction is causing the sync error, then navigate to it using the table below:
- Ramp Transaction Type
NetSuite Navigation Path
**Credit Card**
Transactions → Bank → Use Credit Card
**Bill / Invoice**
Transactions → Payables → Enter Bill
**Bill Pay**
Transactions → Payables → Pay Single Vendor
**Reimbursement**
Transactions → Payables → Enter Bill
**Reimbursement Payment**
Transactions → Payables → Pay Single Vendor
**Statement Payment**
Transactions → Bank → Write Check
**Cashback**
Transactions → Financial → Make Journal Entry 3. Customize the NetSuite form 4. Adjust field settings 5. Retry the sync
- Open the impacted transaction.
- In the top-right corner, click **Customize → Customize Form**.
- Go to **Screen Fields → Main** (or the relevant section where the field appears).
- Find the field causing the error (for example, **Location** or **Department**).
- Uncheck the boxes for:
- **Mandatory**
- **Show**
- Click **Save**.
- Return to Ramp and retry the NetSuite sync. The transaction should now sync successfully.
| Ramp Transaction Type | NetSuite Navigation Path |
| --- | --- |
| Credit Card | Transactions → Bank → Use Credit Card |
| Bill / Invoice | Transactions → Payables → Enter Bill |
| Bill Pay | Transactions → Payables → Pay Single Vendor |
| Reimbursement | Transactions → Payables → Enter Bill |
| Reimbursement Payment | Transactions → Payables → Pay Single Vendor |
| Statement Payment | Transactions → Bank → Write Check |
| Cashback | Transactions → Financial → Make Journal Entry |
---
# NetSuite Sync Error | You cannot add a closed purchase order line to a Vendor Bill.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-you-cannot-add-a-closed-purchase-order-line-to-a-vendor-bill-2).
This error typically indicates that the **purchase order (PO)** you're trying to bill against in **NetSuite** is marked as fully billed or closed. NetSuite restricts adding additional lines to such POs once they’ve been fully processed.
**Here are some options to resolve this:**
**Option 1: Check the PO Status in NetSuite**
1. Locate the PO in **NetSuite** .
2. Confirm if its status is marked as **Fully Billed** .
3. Review existing bills linked to the PO to see if the total billed amount matches the PO total.
**Option 2: Split the Purchase Order (Recommended)**
1. If you need to process additional payments against a previously billed PO:
2. Edit the Purchase Order in **NetSuite** :
- Adjust the original line items to reflect what has already been billed.
- Add new line items for the remaining or upcoming payments (for example, split a $12,000 PO into $4,000 increments).
3. Re-sync from **Ramp** :
- Save the updated PO in **NetSuite** .
- Then, re-sync the bill from **Ramp** .
**Option 3: Alternative Solutions**
- Recreate the PO in **NetSuite** to reset its billing status.
- Create a new standalone bill in **Ramp** that doesn’t reference the closed PO.
- Process this bill manually in **NetSuite** if it’s a one-off case.
**Option 4: Preventive Setting in NetSuite (Optional)**
1. For future flexibility, you can enable the following NetSuite setting:
2. Go to **Setup → Accounting → Accounting Preferences** .
3. Under the **Order Management** tab, find the **Receiving** section.
4. Enable **“Bill in advance of receipt”** .
5. This setting allows bills to be created before goods are fully received, which may help avoid similar issues down the line.
---
# NetSuite Sync Error | You cannot add an item and purchase order combination that does not exist to a Vendor Bill.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-you-cannot-add-an-item-and-purchase-order-combination-that-does-not-exist-to-a-vendor-bill).
1. Open the **Purchase Order** in **NetSuite** and confirm that all items from the PO match the items on the bill.
2. If all items match, confirm that all items are **active** .
3. In NetSuite, click **"Bill"** from the Purchase Order.
- If an item does not appear on the bill, open the item record and confirm the item is **active** .
---
# NetSuite Sync Error | You cannot make changes to this period without the Allow Non-G/L Changes permission.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-you-cannot-make-changes-to-this-period-without-the-allow-non-gl-changes-permission).
If you are paying with a **Vendor Credit**, confirm whether the credit is in a **locked period**. If it is, that is the reason for the error.
**To resolve:**
- **Option 1 (Recommended):**
1. Manually record the payment in **NetSuite** .
2. Click the **"Open in NetSuite"** hyperlink and then click **"Make Payment"** .
3. Copy the **Ramp Bill URL** and paste it into the **ramp_receipt_url** field in NetSuite.
4. Select the **Bill** and associated **Vendor Credit(s)** .
5. Click **Save** .
- **Option 2:**
1. Navigate to **NetSuite > Setup > Accounting > Manage Accounting Period** .
2. Locate the locked period and temporarily unlock it.
3. Navigate back to **Ramp** and retry the sync.
4. Once synced, return to NetSuite and lock the period again.
This is a current limitation. The **Ramp** team is working on a solution to prevent this error in the future.
---
# NetSuite Sync Error | You have attempted an invalid sublist or line item operation. You are either trying to access a field on a non-existent line or you are trying to add or remove lines from a static sublist.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-you-have-attempted-an-invalid-sublist-or-line-item-operation-you-are-either-trying-to-access-a-field-on-a-non-existent-line-or-you-are-trying-to-add-or-remove-lines-from-a-static-sublist).
**Steps to resolve the bill approval status error in NetSuite:**
**Check the bill status in NetSuite:**
1. Verify that the bill is in OPEN status.
2. If the bill is in Pending Approval, confirm whether a vendor bill approval workflow is in place.
**Review your approval workflow setup:**
1. If you want to continue using the existing NetSuite approval workflow, make sure all required fields are completed so the bill can route for approval.
2. If you do not want to use the existing workflow, create a new one that marks bills as APPROVED or OPEN.
**Check your NetSuite settings:**
1. Go to Setup > Accounting > Preferences.
2. Select the Order Management tab.
3. Scroll to the Vendor Bills section and review the Default Vendor Bill Status.
4. If set to Pending Approval, a vendor bill approval workflow is required.
5. If set to Approved, bills can sync without additional workflow steps.
**Create a new approval workflow (if needed):**
1. Go to Customization > Workflow > Workflows > New.
2. Set these values: Name: Ramp - Vendor Bill Approved; Record Type: Transaction; Subtype: Vendor Bill; Execute as Admin: Checked; Release Status: Released; On View: Checked; On Create or Update: Checked; Context: RESTlet (only).
3. Save the workflow.
4. In State 1, create a new action and select Set Field Value.
5. For Field, choose Approval Status, then select Static > Approved.
**Check the vendor’s currency setup:**
1. Go to Lists Relationship Vendor.
2. Locate the vendor and click View.
3. Alternatively, use Global Search and type VEN: [Vendor Name].
4. Go to the Financial tab and review the Primary Currency.
5. If the vendor’s currency does not match the bill currency, update the vendor record to match.
**Check Bill Transaction Sync from Ramp to NetSuite:**
1. Bill payments are paid out in batches: getting sync error
2. Check if all the bills in the Ramp batch payment are visible in NetSuite:
1. Navigate to one of the bill in Ramp > Open in NetSuite
1. Click "Make Payment" -- do you see all the Bills from the Ramp batch?
2. NO --> check all the bills in NetSuite (from the batch)
1. Check:
1. Are the AP Accounts the same?
2. Are the currencies the same?
3. Are the subsidiaries the same?
2. If no to any of the answers above, that is causing issue.
1. Edit the bills and change the AP Account / Currency / or Subsidiary.
3. Navigate back to the Make Payment page and check if all bills are on that page.
1. If so, navigate back to Ramp and retry sync
2. Check NetSuite --> Bill Payment should sync and Bills' status is Paid in Full
- \*Note: If the bill and bill payment are in NetSuite (System Information shows: Script(RESTlet) and Ramp_Receipt_URL is filled in, then this transaction synced from Ramp) but error still exists in Ramp, click "Mark as Synced".
**After completing these steps:**
1. Return to Ramp and retry the sync.
---
# NetSuite Sync Error | You have entered an Invalid Field Value {field_value} for the following field: account
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-you-have-entered-an-invalid-field-value-field-value-for-the-following-field-account).
1. In **NetSuite** , confirm that the selected account is available for the correct **subsidiary** .
2. In **Ramp** , navigate to **Accounting > Settings > Sync Settings** .
3. Under **Statement Payment's NetSuite Cash Account** , confirm that the selected **GL account** is a **Bank/Cash** account.
4. If the account is a **Credit Card** type, update it to a valid **Bank/Cash** account.
---
# NetSuite Sync Error | You have entered an Invalid Field Value {field_value} for the following field: currency
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-you-have-entered-an-invalid-field-value-field-value-for-the-following-field-currency).
1. **Vendor Currency**
- Open the vendor in **NetSuite** and check the **Financial / Currencies** tab.
- Confirm **USD** is listed as an allowed currency.
- If **multi-currency** is enabled, add **USD** and set it as primary where applicable.
2. **Subsidiary Currency**
- Verify the **subsidiary** on the bill uses **USD** as its base currency, or that **USD** is an allowed currency.
- If you’re using **OneWorld** , ensure the **bank account** used for payment belongs to the same subsidiary and matches its currency.
3. **Cash / Bank GL Account**
- Go to **Lists → Accounting → Accounts** , and open the **bank/cash account** used for payment.
- Confirm the account is in **USD** and available to the same subsidiary as the bill and vendor.
4. **Workflows, Approvals, and Scripts**
- Review any **approval rules** or **SuiteScripts** that validate currency or require all entities to share the same currency.
- Temporarily disable or bypass these checks and try again.
- If the sync then succeeds, the rule or script likely needs an exception for these payments.
---
# NetSuite Sync Error | You have entered an Invalid Field Value {field_value} for the following field: Item
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-you-have-entered-an-invalid-field-value-field-value-for-the-following-field-item).
## Overview
This error indicates that the selected **item** cannot be associated with this bill.
## Resolve an invalid item field value
In **NetSuite**, locate the item record and verify the following:
- The item is associated with the same **subsidiary** as the bill.
- The item is **active**. To verify this:
1. Open the item record.
2. Navigate to the **System Information** tab.
3. Confirm that the **Inactive** checkbox is **not** selected.
After making any necessary changes in **NetSuite**, retry the sync from **Ramp**.
---
# NetSuite Sync Error | You have entered an Invalid Field Value {invalid_value} for the following field: subsidiary
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-you-have-entered-an-invalid-field-value-invalid-value-for-the-following-field-subsidiary).
**How to resolve:**
- **Check the subsidiary’s status in NetSuite:**
- Go to Setup > Company > Subsidiaries.
- Look for the internal ID \{invalid_value}.
- Make sure the subsidiary is active.
- **Confirm vendor access to the subsidiary:**
- Open the vendor record in NetSuite.
- In the Subsidiaries subtab, confirm the vendor is assigned to subsidiary \{invalid_value}.
- **Review Ramp's subsidiary mapping:**
- Check your Ramp-to-NetSuite mapping to ensure it aligns with your active subsidiaries.
- If you're using custom fields or integrations, confirm that the value Ramp is passing is valid in NetSuite.
- Return to Ramp and retry the sync.
---
# NetSuite Sync Error | You have entered an Invalid Field Value {value} for the following field: account
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-you-have-entered-an-invalid-field-value-value-for-the-following-field-account).
**To ensure the account is active and available for the subsidiary selected on the transaction in NetSuite:**
1. In NetSuite, go to **\*\*Lists → Accounting → Accounts\*\***.
2. Find and open the account you need.
3. Confirm the account is **active.**
4. Make sure the account is **NOT** a summary (parent) account.
5. In the **Subsidiaries** field, confirm the subsidiary used on the transaction is included.
6. Check that there are no department, location, or class restrictions that would block this transaction.
7. If everything looks correct, verify that **Expand Account List** is enabled under **\*\*Setup → Accounting → Accounting Preferences\*\*.**
---
# NetSuite Sync Error | You must create a credit card account in your NetSuite instance to perform this operation.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-you-must-create-a-credit-card-account-in-your-netsuite-instance-to-perform-this-operation).
**How to resolve:**
- Sign in to NetSuite.
- Create a credit card account if one does not already exist.
- In Ramp, go to your Bill Pay settings and ensure the new credit card account is enabled.
- Return to Ramp and retry syncing the bill.
---
# NetSuite Sync Error | Your bill payment couldn't be synced because the bill is already marked as paid in NetSuite
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-your-bill-payment-couldnt-be-synced-because-the-bill-is-already-marked-as-paid-in-netsuite).
**Steps to resolve the payment sync issue:**
1. **Option 1:** To sync the Ramp payment, void the existing bill payment in NetSuite, then go to Ramp → Bill Pay → and sync the transaction.
2. **Option 2:** If the existing NetSuite payment should remain, do not void it. Instead, in Ramp, click Mark as Synced to keep records aligned.
---
# NetSuite Sync Error | Your bill payment couldn't be synced because the bill is pending approval in NetSuite. Bill payments for bills pending approval cannot be created in NetSuite.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-your-bill-payment-couldnt-be-synced-because-the-bill-is-pending-approval-in-netsuite-bill-payments-for-bills-pending-approval-cannot-be-created-in-netsuite).
The bill associated with this payment is currently in a **Pending Approval** status in **NetSuite**.
**To resolve:**
- Navigate to the bill in **NetSuite** and **approve** the bill.
- Once approved, return to **Ramp** and click **"Retry Sync"** .
*Note: There may be a workflow in place causing the bill to sync to Ramp as Pending Approval.*
---
# NetSuite Sync Error | Your transaction does not balance. Please Adjust Expenses/Items
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-your-transaction-does-not-balance-please-adjust-expensesitems).
The sync failed because the transaction does not balance. To resolve this, ensure a **0% Tax Code** is set as the default.
**How to resolve:**
1. Go to **Setup > Accounting > Tax Codes** .
2. Locate the **0% Tax Code** .
3. **Update the Subsidiary's Default Tax Code:**
- Go to **Setup > Accounting > Set Up Taxes** .
- Select the **0% Tax Code** as the default.
4. **Update the Vendor's Subsidiary Default Tax Code:**
- Go to **List > Relationships > Vendor** .
- Edit the Vendor record.
- Go to the **Subsidiary** tab.
- Update the **Tax Code** .
5. On the Vendor record, confirm the **Address** does NOT have **Country = United States** .
- If it does, navigate to the **Address** tab and add an address for the **bill's subsidiary's country** .
---
# NetSuite Sync Error: The field memo contained more than the maximum number ( 999 ) of characters allowed.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-the-field-memo-contained-more-than-the-maximum-number-999-of-characters-allowed).
**Please try these steps in NetSuite:**
1. **Open the Bill:** Go to the bill that’s showing the error in Ramp.
2. **Click "Edit":** Scroll to the bottom of the bill and click the Edit button.
3. **Clean Up the Affected Line:** Locate the line with the long memo text and clean it up by removing or shortening unnecessary details.
4. **Shorten the Memo:** Reduce the memo text until it’s under the 999-character limit.
5. **Save the Changes:** Once you’ve shortened the memo, click Save to update the bill.
6. **Resync to NetSuite:** After saving, click the three dots (⋯) at the bottom of the bill and select Resync to NetSuite.
---
# NetSuite Sync Error: | You have entered an Invalid Field Value {field_value} for the following field: {field_name}
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-you-have-entered-an-invalid-field-value-field-value-for-the-following-field-field-name).
**Error summary**
The error relates to the statement payment being linked to a bank account and cash account in a different currency.
**How to confirm**
1. Go to Accounting → Settings → Sync Settings.
2. At the top of the page, switch to the relevant entity.
3. In the Statement Payments section, click the Edit icon next to the bank account.
From there, you will see that the selected accounts use a different currency than the one used for syncing. Because of this mismatch, the system throws an error during the sync.
**How to resolve**
1. Adjust the bank or cash account so both use the same currency.
2. Re-save your Sync Settings.
3. Retry the sync in Ramp.
---
# NetSuite Sync Error: Your bill payment couldn't be synced because the bill is already marked as paid in NetSuite. Bill payments for fully paid bills cannot be created in NetSuite.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-sync-error-your-bill-payment-couldnt-be-synced-because-the-bill-is-already-marked-as-paid-in-netsuite-bill-payments-for-fully-paid-bills-cannot-be-created-in-netsuite).
## Overview
This error means Ramp tried to sync a bill payment, but the bill is already marked as paid in NetSuite. NetSuite cannot apply another bill payment to a fully paid bill.
## Resolve the NetSuite paid bill sync error
- If the existing NetSuite payment should remain, go to Ramp and click **Mark as synced**. This keeps the Ramp bill aligned without creating another bill payment.
- If Ramp should create the bill payment instead, remove or void the existing NetSuite payment first, then retry the sync in Ramp.
---
# Quickbook Desktop Sync Issue | The name {name} already exists in the 'Other Names' list.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/quickbook-desktop-sync-issue-the-name-name-already-exists-in-the-other-names-list).
## What it means
Conflicts occur when the same name exists in multiple lists or when a needed vendor is inactive. These issues can disrupt syncs and workflows until they’re resolved.
## How to fix
1. Ensure all required **Vendors** are **Active** .
2. Move duplicates from **Other Names** to **Vendor** :
1. Go to **Lists** → **Other Names List** .
2. Select the name and choose **Edit Name** .
3. Click **Change Type** and select **Vendor** .
4. Save.
3. If you don’t need to convert, **rename** entries in **Other Names** to ensure every name is unique across Vendor, Customer, and Other Names lists.
**Result:** Ensuring vendors are active and resolving duplicates in the “Other Names” list should clear the errors.
---
# QuickBooks Desktop Sync Error | {error_count} validation errors for QuickBooksDesktopLegacyGetResponse
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/quickbooks-desktop-sync-error-error-count-validation-errors-for-quickbooksdesktoplegacygetresponse).
Confirm that the **QuickBooks Web Connector** is open, active, and connected to **Ramp**.
Once active and connected, retry the sync.
---
# QuickBooks Desktop Sync Error | 502 Server Error: Bad Gateway for url
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/quickbooks-desktop-sync-error-502-server-error-bad-gateway-for-url).
**What's Happening:**
Ramp attempted to create the bill in **QuickBooks Desktop**, but received a **502 (Bad Gateway)** response. This is a server or connection error, meaning Ramp didn’t receive a confirmation of success from QuickBooks at that moment.
However, in cases like this, the bill may still have been successfully created in QuickBooks Desktop even though Ramp shows the attempt as failed.
**What to do next:**
- Confirm if the bill has already been created in **QuickBooks Desktop** .
1. Open the bill in **Ramp** .
2. Click **Mark as Synced** .
This tells Ramp that the bill has already been recorded in QuickBooks Desktop. It will clear the error state, keep both systems aligned, and prevent duplicate creation attempts.
---
# QuickBooks Desktop Sync Error | The value selected for Account was not found. Please select an active value.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/quickbooks-desktop-sync-error-the-value-selected-for-account-was-not-found-please-select-an-active-value).
## Overview
This error occurs when the account used for Ramp in QuickBooks Desktop is not set to the correct account type.
## How to resolve
1. In QuickBooks Desktop, go to **Lists > Chart of Accounts**.
2. Find the account you're using for Ramp (often named "Ramp Card") and select **Edit Account**.
3. Confirm that the **Account Type** is set to **Credit Card**. If it is not, update it to **Credit Card**.
---
# QuickBooks Desktop Sync Error | The value selected for Vendor was not found. Please select an active value.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/quickbooks-desktop-sync-error-the-value-selected-for-vendor-was-not-found-please-select-an-active-value).
**How to resolve:**
- Navigate to Vendors > Vendor Center in QuickBooks Desktop.
- Change the filter from "Active Vendors" to "All Vendors".
- Locate the vendor that is currently inactive.
- Right-click on the vendor name and select "Make Active".
- Go to the Bill Pay tab in Ramp.
- In the Search bar, type "Sync failed" and apply the filter.
- Click on one of the affected payments and click Edit on the bottom left corner.
- In the red box, reselect the correct vendor from the drop-down.
- Click the yellow Review Changes button.
- Click Save changes.
- Retry the sync.
---
# QuickBooks Desktop Sync Error | This bill has been deleted in QuickBooksDesktop, so we are unable to sync a bill payment. Retrying the sync will create a new bill in QuickBooksDesktop along with the bill payment.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/quickbooks-desktop-sync-error-this-bill-has-been-deleted-in-quickbooksdesktop-so-we-are-unable-to-sync-a-bill-payment-retrying-the-sync-will-create-a-new-bill-in-quickbooksdesktop-along-with-the-bill-payment-2).
If the original invoices were **deleted or voided** in **QuickBooks**, Ramp will not be able to sync the associated payments, even if you manually re-enter the invoices.
This happens because Ramp’s bill payments are linked to the original QuickBooks **internal record ID**. Once that record is deleted, QuickBooks no longer has anything for Ramp to match the payment to, so the sync cannot succeed.
**The only solution for these specific items is to:**
- **Manually record** the payments directly in **QuickBooks** .
- **Mark** the corresponding payment entries as **synced** in **Ramp** .
This will keep both systems accurate, but note that the payments themselves will **not sync automatically** from Ramp because the original bill IDs no longer exist in QuickBooks.
---
# QuickBooks Desktop Sync Error | This bill has been deleted in QuickBooksDesktop, so we are unable to sync your changes.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/quickbooks-desktop-sync-error-this-bill-has-been-deleted-in-quickbooksdesktop-so-we-are-unable-to-sync-your-changes).
**How to resolve:**
- In Ramp, navigate to the bill causing the sync error.
- Click retry bill and bill payment sync.
---
# QuickBooks Desktop Sync Error | Your QuickBooks Desktop connection is not active.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/quickbooks-desktop-sync-error-your-quickbooks-desktop-connection-is-not-active).
1. **Ensure your computer is on** – The Web Connector requires your computer to be powered on and connected to the internet.
2. **Launch the Web Connector** – Open **QuickBooks Desktop** with your company file, then go to **"File" > "App Management" > "Update Web Services"** to launch the QuickBooks Web Connector.
3. **Confirm Auto-Run is enabled** – In the Web Connector, make sure the **Auto-Run** box is checked for your connection.
4. **Verify Every-Min is blank** – Ensure the **Every-Min** field is empty for your connection.
---
# QuickBooks Desktop sync error: An attempt was made to modify a Bill with a date that is on or before the closing date of the company
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/quickbooks-desktop-sync-error-an-attempt-was-made-to-modify-a-bill-with-a-date-that-is-on-or-before-the-closing-date-of-the-company).
## Overview
QuickBooks Desktop returns this error when Ramp tries to sync a bill whose date falls on or before your company's closing date:
*An error occurred while communicating with QuickBooks Desktop: An attempt was made to modify a Bill with a date that is on or before the closing date of the company.*
QuickBooks Desktop protects transactions dated on or before the closing date, which prevents Ramp from writing the bill to that period.
## How to resolve
1. Open **QuickBooks Desktop** and go to **Edit > Preferences**.
2. Select **Accounting** from the left menu.
3. Click the **Company Preferences** tab.
4. In the **Closing Date** section, click **Set Date/Password**.
5. Choose one of the following options:
- Update the **bill date** in **Ramp** so it falls after the current closing date. This keeps your closed period protected and does not require any change in QuickBooks Desktop.
- Move the **closing date** to an earlier date so the bill's date is no longer within the protected period.
- Temporarily remove the **closing date password** (leave the password field blank), sync the bill, then set the password again. Removing the password lifts closed-period protection for your entire company, so any user can modify closed-period transactions until you restore it.
6. Click **OK** to save your changes.
7. Return to **Ramp** and retry syncing the bill.
> **Important:** Removing the closing date password affects your whole company, not just this bill — it allows changes to any transaction dated on or before the closing date. Prefer updating the bill date in Ramp or moving the closing date, and if you do remove the password, restore it once the sync succeeds.
---
# QuickBooks Desktop Sync Error: The name {name} already exists in the Other Names list
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/quickbooks-desktop-sync-error-the-name-name-already-exists-in-the-other-names-list).
**Steps to resolve the duplicate name conflict in QuickBooks Desktop (QBD):**
1. Identify the conflicting duplicate name within Lists > Vendors, Customers, Employees, and Other Names in QBD.
2. Rename the conflicting record or make the record inactive.
3. Attempt to rerun the Ramp import again.
---
# QuickBooks Desktop Sync Error: This bill has been deleted in QuickBooksDesktop, so we are unable to sync a bill payment. Retrying the sync will create a new bill in QuickBooksDesktop along with the bill payment.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/quickbooks-desktop-sync-error-this-bill-has-been-deleted-in-quickbooksdesktop-so-we-are-unable-to-sync-a-bill-payment-retrying-the-sync-will-create-a-new-bill-in-quickbooksdesktop-along-with-the-bill-payment).
**To resolve this issue:**
1. If the refund in Ramp is still linked to the deleted bill, go ahead and unlink it.
2. Retry the sync.
3. If this fails, try deleting and re-creating the transaction in Ramp using a slightly different memo or accounting date. This forces a fresh sync attempt of the transaction.
4. Alternatively, if that bill is still needed in your records, you can manually re-create the original bill in QuickBooks Desktop. This step is optional unless the association is important to your workflow.
---
# QuickBooks Online Error | Split Transactions: Unable to select "Field" as an option
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/quickbooks-online-error-split-transactions-unable-to-select-field-as-an-option).
## Overview
Ramp has received the following error message from your Accounting Provider QuickBooks Online:
## Why is this happening?
Your QuickBooks Online instance may have been set up incorrectly and a field is not pulling in as splittable.
## How do I resolve this error?
1. Within QuickBooks Online, click the settings cogwheel in the top right
2. Go to **Account and settings** > **Advanced** > **Categories** . Track Classes should be set to “One to each row in transaction” and not “One to entire transaction”. We read that setting when we pull the tracking categories from QBO.
3. Once you change that and refresh the accounting page once or twice, they should be fixed.
---
# QuickBooks Online Sync Error | Account Period Closed
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/quickbooks-online-sync-error-account-period-closed).
- Reopen the relevant **accounting period** in **QuickBooks** , or
- Update the **bill/accounting date** to a date within an **open period** .
Then retry the sync in **Ramp**.
---
# QuickBooks Online Sync Error | “The account(s) you chose no longer exist in QuickBooks” (Applies to Reimbursements and Bill Pay)
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/quickbooks-online-sync-error-the-accounts-you-chose-no-longer-exist-in-quickbooks-applies-to-reimbursements-and-bill-pay).
## Overview
Ramp has received the following error message from your Accounting Provider, QuickBooks Online:
We weren’t able to sync across the following reimbursement, as it appears that the accounts () you chose no longer exists in QuickBooks.
**Please note:** This error can occur when syncing either **reimbursements or bill payments** if the selected Accounts Payable (A/P) account in Ramp no longer exists in QuickBooks.
## Why am I seeing a sync error about a missing account in QuickBooks for a reimbursement or bill?
This error occurs when the **Accounts Payable (A/P) account selected in Ramp no longer exists in your QuickBooks Online account**. It affects **both reimbursements and bill payments**, even though the error message may be vague or unsanitized.
To resolve:
- For **Reimbursements**:
Go to **Accounting → Reimbursements** **→** **Settings → Export Settings,** and re-select a valid A/P account from the dropdown.
- For **Bill Pay**:
Go to **Accounting → Bill Pay → Settings → Export Settings**, and re-select a valid A/P account there as well.
After updating the appropriate A/P setting, retry syncing the affected item.
---
# QuickBooks Online Sync Error | A business validation error has occurred while processing your request | Business Validation Error: Change this transaction currency to match what you use for your accounts receivable and accounts payable.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/quickbooks-online-sync-error-a-business-validation-error-has-occurred-while-processing-your-request-business-validation-error-change-this-transaction-currency-to-match-what-you-use-for-your-accounts-receivable-and-accounts-payable).
The **Vendor** used for this transaction does not have a base currency of **USD**.
**To Resolve:**
- Create a new **Vendor** in **QuickBooks** with currency set to **USD** .
- In **Ramp** , locate the Vendor record and edit the **Vendor Details** .
- Update the **QuickBooks Vendor** field to the newly created USD vendor.
- Click **Save** .
Navigate back to the bill and retry the sync.
---
# QuickBooks Online Sync Error | A business validation error has occurred while processing your request | Business Validation Error: Please choose a credit card to pay.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/quickbooks-online-sync-error-a-business-validation-error-has-occurred-while-processing-your-request-business-validation-error-please-choose-a-credit-card-to-pay).
## Overview
Ramp has received the following error message from your Accounting Provider QuickBooks Online:
*A business validation error has occurred while processing your request*
*Business Validation Error: Please choose a credit card to pay.*
## Why is this happening?
You need to change your Ramp Credit Card in QuickBooks to a Credit Card Account.
## How do I resolve this error?
To resolve this error, the Ramp Credit Card account in your instance of QuickBooks needs to be a “Credit Card” account. You can make this adjustment by following the steps below in your QuickBooks Account:
In QuickBooks navigate to **Bookkeeping** -> **Chart of Accounts** -> **Ramp Card** -> **Edit** (you will need to click the down arrow in “Action”). Once you complete this step, please reattempt the sync.
---
# QuickBooks Online Sync Error | A business validation error has occurred while processing your request | Business Validation Error: Select a customer for each billable split line.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/quickbooks-online-sync-error-a-business-validation-error-has-occurred-while-processing-your-request-business-validation-error-select-a-customer-for-each-billable-split-line).
The error "Select a customer for each billable split line" occurs in QuickBooks Online when billable tracking is on and a billable line is missing its Customer/Job mapping. To clear it, make sure Billable tracking is set up correctly in QBO and that any billable expense account has an income account assigned.
**Please try these steps in QuickBooks Online:**
1. **Check your billable settings:** Gear icon > Company Settings > Expenses > Bills and expenses. Confirm "Track billable expenses and items as income" is configured as desired.
2. **If you use "multiple accounts," edit each expense account used for billable lines:** Gear icon > Chart of Accounts > select the expense account > Edit > enable "Use for billable expenses" and choose an Income Account > Save.
3. **In Ramp:** Ensure the Customer/Job field is enabled and populate a Customer on each billable split of the transaction.
4. **Reattempt the sync:** Go to Accounting > Ready to sync and retry.
These steps address the QuickBooks validation that is blocking the sync.
---
# QuickBooks Online Sync Error | Account is required to sync
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/quickbooks-online-sync-error-account-is-required-to-sync).
Please ensure there is an appropriate **QuickBooks Category** mapped to each of the bill line items.
Click **Save Changes** and proceed to **Retry Sync**.
---
# QuickBooks Online Sync Error | Account Period Closed, Cannot Update Through Services API
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/quickbooks-online-sync-error-account-period-closed-cannot-update-through-services-api).
## What's happening
The Accounting Date selected is not open in QBO.
## How to resolve
1. Reopen the accounting period in QBO, or
2. Update the **bill/accounting date** to a date within an **open period** .
Then navigate back to Ramp and retry the sync.
---
# QuickBooks Online Sync Error | An application error has occurred while processing your request | System Failure Error: java.lang.RuntimeException: Error creating IntuitResponse
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/quickbooks-online-sync-error-an-application-error-has-occurred-while-processing-your-request-system-failure-error-javalangruntimeexception-error-creating-intuitresponse).
**What's Happening:**
This error comes from **QuickBooks’** servers, not **Ramp**. It means QuickBooks had a temporary issue processing the sync request.
**Here’s what to do next:**
- Wait **30–60 minutes** , then try the sync again in **Ramp** .
- If the error repeats, check the **QuickBooks status page** to see if they’re reporting an outage.
- If everything looks normal but the sync still fails, please contact Support with the exact **timestamp** and the affected item (for example, a bill or card payment), and we’ll take a closer look.
---
# QuickBooks Online Sync Error | An inventory item is missing an expense account. Add it in QuickBooks.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/quickbooks-online-sync-error-an-inventory-item-is-missing-an-expense-account-add-it-in-quickbooks).
## Overview
Ramp has received the following error message from your Accounting Provider QuickBooks Online:
An inventory item is missing an expense account. Add it in QuickBooks.
## Why is this happening?
This error only occurs if inventory tracking is enabled in QBO. When you acquire inventory, the inventory is an asset. The cost of acquiring the asset is coded to the operating account. When inventory is lost, damaged, or stolen, the cost of the item is posted to an expense account. Why an expense account? You no longer have the item or the item has no value, so it lowers the value of the company's inventory and is counted as an expense.
This sync error means Ramp either:
- Cannot locate the expense account for an inventory item in QBO, or
- Cannot locate the inventory item (and therefore cannot locate the expense account).
## How do I resolve this error?
1. Ask for a screenshot of the inventory item screen in QBO. Ensure there is a valid and active expense account listed in the **Expense account** field.
2. Make sure the inventory item is linked to an expense account in QBO.
3. On the screenshot of the inventory item screen you asked for in step 1, ensure either:
- The **item type** is an inventory item (not a service or other non-inventory type) **OR**
- Code the purchase directly to the expense account.
---
# QuickBooks Online Sync Error | Application authentication failed
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/quickbooks-online-sync-error-application-authentication-failed).
## What's happening
This is a **QuickBooks Online (QBO)** authentication failure coming back from **Intuit**:
**QBO reply:** 401 "Authorization Failure" / code 120 → "Access Denied"
Your payload looks fine for a bill. If it were malformed, you would see a 400 with field-level errors instead of a 401.
## What this usually means
- The **QBO connection** was disconnected or revoked (for example, an admin removed the app, changed permissions, or connected a different company file).
- The **OAuth refresh token** expired (after 120–180 days of no successful refresh) or was invalidated by Intuit.
- The sync attempted to reach QBO with a stale **realm/company ID** (for example, if the customer switched companies and didn't re-link).
- Less common: an Intuit **service/account lock** or **permission scope mismatch** on the QBO side.
## How to resolve
1. Disconnect and reconnect **QBO** to **Ramp**:
- Go to **Accounting > Settings**.
- Under the **Danger Zone** tab, click **Disconnect QuickBooks**.
2. Then, from the **Accounting** page, reconnect your ERP:
- Follow the setup flow and, during the Intuit popup, confirm the **company file name** is the correct one.
- Complete the connection.
3. If needed, refer to the [QuickBooks Online Overview](/quickbooks-online-overview) page for the setup guide.
4. Once reconnected, go back to the failed transactions and click **Retry Sync** (for card transactions, go to the **Card Transactions** tab; for bills, go to **Bill Pay**).
---
# QuickBooks Online Sync Error | Business Validation Error: This transaction is matched to a downloaded transaction. If you want to change the account, you need to unmatch the transaction first.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/quickbooks-online-sync-error-business-validation-error-this-transaction-is-matched-to-a-downloaded-transaction-if-you-want-to-change-the-account-you-need-to-unmatch-the-transaction-first).
**Ramp** syncs bill data to **QuickBooks Online (QBO)** in two separate stages:
- The **bill invoice** is synced when the bill is created or approved in Ramp, depending on your sync settings.
- The **bill payment** is synced only after Ramp successfully debits your bank to fund that payment.
When a payment is canceled, Ramp issues a refund and then re-debits your account once the payment is reinitiated. In your case, it appears the original **bank feed items** from the first debit were already linked to the bill in QBO. This prevents Ramp from syncing the new debit associated with the reinitiated payment, which is why these bills are now failing to sync.
**Recommended Next Steps**
Here is how to resolve the errors based on the state of the bill:
**For Archived Bills**
- Archived bills represent canceled or deleted bills.
- If you see a sync error for an archived bill, you can safely **mark it as synced** in Ramp.
- Before doing so, we recommend **double-checking** that the bill does not already exist in QBO to avoid duplicates.
**For Bills in the Paid State**
- You have two options:
- **Option 1:** Locate the initial bank feed item in QBO that is currently linked to the bill and unlink it. Then **retry the sync** from Ramp so the correct bank payment entry can be posted.
- **Option 2:** Create a **manual payment** in QBO, link it to the bill, and then manually **mark the bill as synced** in Ramp.
**For Bills in Other States**
- Confirm that the original **bank feed** (from the canceled payment) is not linked to the bill in QBO.
- Once removed, **retry the sync** in Ramp.
---
# QuickBooks Online Sync Error | Business Validation Error: To link lines between a purchase order and a transaction, you’ll need the lines to have the same account and item details.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/quickbooks-online-sync-error-business-validation-error-to-link-lines-between-a-purchase-order-and-a-transaction-youll-need-the-lines-to-have-the-same-account-and-item-details).
## How to resolve
1. In **Ramp**, navigate to **Bill Pay > Settings > Importing** tab.
2. Enable **Overprotection Billing**.
3. Specify the **percentage** or **dollar amount threshold**.
4. Retry the sync.
---
# QuickBooks Online Sync Error | Business Validation Error: To link lines between a purchase order and a transaction, you’ll need the lines to have the same account and item details. Please ensure that they have the same details, or delete the line.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/quickbooks-online-sync-error-business-validation-error-to-link-lines-between-a-purchase-order-and-a-transaction-youll-need-the-lines-to-have-the-same-account-and-item-details-please-ensure-that-they-have-the-same-details-or-delete-the-line).
## How to resolve
1. In **Ramp**, navigate to **Bill Pay > Settings > Importing** tab.
2. Enable **Overprotection Billing**.
3. Specify the **percentage** or **dollar amount threshold**.
4. Retry the sync.
---
# QuickBooks Online Sync Error | Cannot add link to existing line
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/quickbooks-online-sync-error-cannot-add-link-to-existing-line).
**What’s happening**
**QuickBooks Online** does not allow a **Purchase Order** to be attached to a **Bill** after the Bill has already been created. In this case, the Bill was created first and the PO was added afterward. When **Ramp** attempts to sync that update, QBO rejects it with the error:
*“Cannot add link to existing line”*
In QBO, the PO must be linked at the time the Bill is created.
**How to resolve the issue**
- To successfully sync the Bill with the PO, the Bill needs to be **recreated** with the PO attached from the start.
---
# QuickBooks Online Sync Error | Duplicate Document Number Error | Duplicate Document Number Error : You must specify a different number.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/quickbooks-online-sync-error-duplicate-document-number-error-duplicate-document-number-error-you-must-specify-a-different-number).
**Why is this happening?**
This error occurs when a specific setting within **QuickBooks** is enabled that causes a conflict with Ramp’s integration. The solution below outlines what the setting is and how to turn it off.
**How do I resolve this error?**
1. Navigate to **QuickBooks Online Settings > Account and Settings > Advanced** .
2. Check if **‘Warn if duplicate check/bill number is used’** is turned **OFF** . If it is not, please turn it off and then attempt to sync again.
If you prefer to keep your QuickBooks Online preferences, update the bill’s **Invoice Number** and then retry the sync.
---
# QuickBooks Online Sync Error | Duplicate Document Number Error: You must specify a different number. This number has already been used.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/quickbooks-online-sync-error-duplicate-document-number-error-you-must-specify-a-different-number-this-number-has-already-been-used).
## Overview
Ramp has received the following error message from your Accounting Provider QuickBooks Online:
Duplicate Document Number Error: You must specify a different number. This number has already been used. DocNumber =1 is assigned to TxnType=\<\{id}> with Txnid= \{id}
## Why is this happening?
This error occurs when a specific setting within QuickBooks is enabled that causes an error with our integration. The solution provides what the setting is and how to turn it off.
## How do I resolve this error?
1. Navigate to QuickBooks Online **Settings** > **Account and Settings** > **Advanced**
2. Check if ‘Warn if duplicate check/bill number is used’ is turned OFF. If it is not, please try turning it off and then attempt to sync again.
---
# QuickBooks Online Sync Error | Duplicate Name Exists Error | The name supplied already exists. : Id={id}
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/quickbooks-online-sync-error-duplicate-name-exists-error-the-name-supplied-already-exists-idid).
**Option A — Update vendor mapping and retry sync (recommended):**
1. Note the vendor name shown on the error banner in **Ramp** .
2. In **QuickBooks Online** , go to **Expenses → Vendors** and search for this name.
3. Ensure there is only one **active vendor record** and resolve any duplicates or inactive ones.
4. In **Ramp** , go to **Vendors** , open the affected vendor, and click **Edit QuickBooks vendor mapping** .
5. Select the correct, active **QBO vendor** .
6. Save, return to the reimbursement, and click **Retry sync** .
7. If there's still an error, please let us know the exact banner text you see.
This resolves the duplicate name conflict since QBO requires **unique vendor names** across vendor, employee, and customer lists.
**Option B — Manually clear and post in QBO if you're on a deadline:**
1. Open the reimbursement from the **Accounting → Reimbursements** tab in **Ramp** .
2. Select it and click **Sync** . In the dialog, choose **Download as CSV** .
3. In that same dialog, click **Mark Synced** to remove it from the Ramp queue (this doesn't post to QBO).
4. Use the CSV details to manually create the bill or expense in QBO.
**A few quick checks:**
- Ensure your vendor in QBO is marked **Active** .
- Ensure the **Ramp vendor name** matches exactly what needs to be mapped.
- If you want Ramp to create a new vendor, please adjust the name to avoid any conflicts.
---
# QuickBooks Online Sync Error | Error parsing query | QueryParserError: Encountered '{token_value}' at line {column}
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/quickbooks-online-sync-error-error-parsing-query-queryparsererror-encountered-token-value-at-line-column).
1. **Open the failed bill in Ramp**
- Click into the bill that failed to sync.
- Review the memo, description, and any custom fields.
2. **Remove unsupported characters**
- Delete symbols like quotes (“ ”), angle brackets (\< >), colons in odd placements, or long copied strings.
- If there is a reference number or note copied from another system, clear it and retype a simple value.
3. **Check line-level descriptions**
- Open each bill line.
- Shorten descriptions and remove special characters or pasted text.
4. **Save and retry the sync**
- Click **Retry sync** on the bill.
---
# QuickBooks Online Sync Error | Feature Not Supported Error | Feature Not Supported Error : We're sorry. This feature is not included in your QuickBooks Online Essentials subscription.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/quickbooks-online-sync-error-feature-not-supported-error-feature-not-supported-error-were-sorry-this-feature-is-not-included-in-your-quickbooks-online-essentials-subscription).
If the **Billable** field is being used on the item or expense lines, please note that this feature is only supported for **QuickBooks Online Plus** or **Advanced** plans.
On your current plan (**Essentials**), QuickBooks does not support the **Billable** field for synced bills, which is why the sync is failing.
---
# QuickBooks Online Sync Error | Invalid account type used | Invalid account type: You need to select a different type of account for this transaction.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/quickbooks-online-sync-error-invalid-account-type-used-invalid-account-type-you-need-to-select-a-different-type-of-account-for-this-transaction).
## Overview
Ramp has received the following error message from your Accounting Provider QuickBooks Online:
Invalid account type used | Invalid account type: You need to select a different type of account for this transaction
## Why is this happening?
The default account that the Ramp transactions will sync as has to be the account type **Credit Card**.
NOTE: If you select **Other Current Liabilities**, this is incorrect and causes the error.
## How do I resolve this error?
Please follow these steps to resolve this error from QuickBooks Online:
How to Change an Account Type in QuickBooks Online
Step 1: Sign In to QuickBooks Online
- **Access QuickBooks Online** by entering your credentials to sign in.
Step 2: Navigate to the Chart of Accounts
- Click on **Accounting** in the left menu.
- Choose **Chart of Accounts** from the submenu.
Step 3: Locate Your Existing Account
- Find the account you wish to change by scrolling through the list or using the search function.
- Ensure you have selected the correct account that needs to be updated.
Step 4: Edit Account Details
- Click on the **dropdown arrow** next to the **View register** button on the right side of the account you wish to change, and select **Edit**.
Step 5: Change the Account Type
- In the Account window, click on the **Account Type** dropdown menu.
- To change the account to a credit card liability account, select **Credit Card** from the list of available types.
## Step 6: Save changes
- After selecting the new account type, review the other details to ensure they are still appropriate (e.g., Name, Description).
- Click **Save and Close** to update the account details.
Raw error message: *Invalid account type used | Invalid account type: You need to select a different type of account for this transaction* for your technical team.
---
# QuickBooks Online Sync Error | Invalid Reference Id | {element_type} element id {element_id} not found
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/quickbooks-online-sync-error-invalid-reference-id-element-type-element-id-element-id-not-found).
1. Navigate to **Accounting → Settings → Sync Settings** .
2. In the **QuickBooks Online Credit Card Liability Account** field, select an option from the drop-down menu.
3. Even if the correct account is already selected, reselect it to reset the configuration.
4. Save your changes and retry the sync.
---
# QuickBooks Online Sync Error | Invalid Reference IDs {element_type} {element_id}
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/quickbooks-online-sync-error-invalid-reference-ids-element-type-element-id).
**If the customer is active, try these steps to resolve the sync issue:**
1. Go to Accounting → Ready to Sync.
2. Mark the affected items as Not Ready so you can edit the transactions.
3. In the QuickBooks Customer field, select an option from the dropdown, even if it is the same customer.
4. Mark the items as Ready for Sync again and retry the sync.
---
# QuickBooks Online Sync Error | QuickBooks Online Business Validation Error: An account you chose for a billable expense doesn't have an income account associated with it.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/quickbooks-online-sync-error-quickbooks-online-business-validation-error-an-account-you-chose-for-a-billable-expense-doesnt-have-an-income-account-associated-with-it).
## Overview
Ramp has received the following error message from your Accounting Provider QuickBooks Online:
*A business validation error has occurred while processing your request | Business Validation Error: An account you chose for a billable expense doesn't have an income account associated with it. Before you save this transaction, you need to make that association, or the income won't be reported correctly. Tip: Open a new browser window, edit the account and make the association, and then Save in this window.*
## Why is this happening?
In QuickBooks Online, when you turn on the setting for "Track Expenses and items by customer" and select to "Make expenses and items billable", you'll have a section to choose one of two options for the billable expense income account. You can choose to track in a single account or in multiple accounts.
The error occurs if you've chosen the second option for multiple accounts and it wasn't set up properly.
## How do I resolve this error?
In QuickBooks Online, to complete the setup properly for tracking in multiple accounts, all expense accounts used for billable expenses need to be edited. In the*In multiple accounts*sections, select**Use for billable expenses**and assign an income account. If this step isn't completed, this error will occur when marking an expense transaction billable.
To view and update what option you have selected, in QuickBooks Online:
1. Select the **gear icon** and select **Company Settings**
2. On the menu to the left, select **Expenses**
3. Select the **Bills and expenses** section
4. View your selection under **Track billable expenses and items as income**
5. Make any necessary changes
If continuing with tracking in multiple accounts, assign the desired billable expense account(s) to an income account to clear the error. The following must be completed by a QuickBooks Online Primary Administrator. Other users in the company file won't see Step 3:
1. Select the **gear icon**
2. Choose **Chart of Accounts**
3. Select once to highlight the desired expense account
4. Select **Edit**
5. On the **Account** screen, select **Use for billable expenses** and select an **Income Account** from the dropdown menu
6. Select **Save**
---
# QuickBooks Online Sync Error | Required param missing, need to supply the required value for the API | Required parameter Line. AccountBasedExpenseLineDetail.AccountRef is missing in the request.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/quickbooks-online-sync-error-required-param-missing-need-to-supply-the-required-value-for-the-api-required-parameter-line-accountbasedexpenselinedetailaccountref-is-missing-in-the-request).
## Overview
Ramp has received the following error message from your Accounting Provider QuickBooks Online:
Required param missing, need to supply the required value for the API | Required parameter Line.AccountBasedExpenseLineDetail.AccountRef is missing in the request.
## Why is this happening?
There is a missing QuickBooks General Ledger account set for this bill
## How do I resolve this error?
1. Go to the Bill Pay tab and locate the bill in question.
2. Click the **Edit bill** button.
3. Scroll down to the **Invoice total** section and select a QuickBooks category for that field.
4. Click the **Save changes** button to finalize.
5. You should be able to sync this bill payment to your account now.
Raw error message: *Invalid account type used | Invalid account type: You need to select a different type of account for this transaction* for your technical team.
---
# QuickBooks Online Sync Error | The Bill Pay Cash Account you have selected has been made inactive or has been deleted. Select a different account and try again.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/quickbooks-online-sync-error-the-bill-pay-cash-account-you-have-selected-has-been-made-inactive-or-has-been-deleted-select-a-different-account-and-try-again).
1. In **QuickBooks Online (QBO)** , navigate to your **Chart of Accounts** .
2. Locate the **bank/cash account** you were using as the Bill Pay cash account.
3. Either:
- **Reactivate** that account if you still want to use it, or
- Choose a different **active bank/cash account** to use for Bill Pay going forward.
---
# QuickBooks Online Sync Error | The ERP vendor associated with this Ramp vendor has been deleted. Edit the Ramp vendor and assign it a new ERP vendor
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/quickbooks-online-sync-error-the-erp-vendor-associated-with-this-ramp-vendor-has-been-deleted-edit-the-ramp-vendor-and-assign-it-a-new-erp-vendor).
**To resolve the QuickBooks Vendor mapping issue:**
1. In Ramp, go to the Vendors section.
2. Open the affected Ramp Vendor.
3. Click Edit QuickBooks Vendor mapping.
4. Select a valid, existing QuickBooks Vendor. If the intended QuickBooks Vendor was deleted, recreate it in QuickBooks first, then return to Ramp and reselect it.
**If the original QuickBooks Vendor is no longer available:**
1. Recreate the same vendor in QuickBooks with the correct details and remap it in Ramp.
2. Map the Ramp Vendor to another appropriate QuickBooks Vendor, ensuring it matches your intended payee for accounting and reporting.
3. Save your changes and reattempt the bill sync.
---
# QuickBooks Online Sync Error | This Bill has been deleted in your accounting provider so we were unable to sync the Bill Payment.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/quickbooks-online-sync-error-this-bill-has-been-deleted-in-your-accounting-provider-so-we-were-unable-to-sync-the-bill-payment).
If the original invoices were **deleted or voided** in **QuickBooks**, Ramp will not be able to sync the associated payments, even if you manually re-enter the invoices.
This happens because Ramp’s bill payments are linked to the original QuickBooks **internal record ID**. Once that record is deleted, QuickBooks no longer has anything for Ramp to match the payment to, so the sync cannot succeed.
**The only solution for these specific items is to:**
- **Manually record** the payments directly in **QuickBooks** .
- **Mark** the corresponding payment entries as **synced** in **Ramp** .
This will keep both systems accurate, but note that the payments themselves will **not sync automatically** from Ramp because the original bill IDs no longer exist in QuickBooks.
---
# QuickBooks Online Sync Error | We weren't able to sync across this bill as the QuickBooks account used to pay this bill has been deleted.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/quickbooks-online-sync-error-we-werent-able-to-sync-across-this-bill-as-the-quickbooks-account-used-to-pay-this-bill-has-been-deleted).
## Overview
Ramp has received the following error message from your Accounting Provider QuickBooks Online:
*The QuickBooks account used to pay this bill has been deleted. If paid through check/ACH, go to your Bill Pay settings and make sure you’ve set a cash account. If paid by card, go into the accounting page and make sure Ramp's liability account is a credit card account.*
*Retry sync*
## How do I resolve this error?
To resolve this sync issue for this bill, you can do one of the following:
- Delete the bill from your QuickBooks and then re-sync the bill from Ramp, or
- Manually reconcile directly within your QuickBooks
Please note if the steps above does not resolve the issue, it's likely the connection between Ramp and your QuickBooks has gone stale.
The next step is unlinking your QBO account and then reconnecting it to reestablish the connection.
To do so, go to **Accounting** > **Settings** > click **Disconnect QuickBooks**. After you disconnect it you will then be able to reconnect it.
---
# QuickBooks Online Sync Error | We weren’t able to sync, as it appears that the depts (XYZ) you chose no longer exists in QuickBooks.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/quickbooks-online-sync-error-we-werent-able-to-sync-as-it-appears-that-the-depts-xyz-you-chose-no-longer-exists-in-quickbooks).
How to resolve:
1. Change the department or class coding to an option that is active in QuickBooks Online.
2. OR go into QuickBooks Online and restore the department or class that is inactive.
---
# QuickBooks Online Sync Error | You are using a version of QuickBooks that does not support this feature. Feature not supported error : We're sorry. This feature is not included in your [QuickBooks plan]
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/quickbooks-online-sync-error-you-are-using-a-version-of-quickbooks-that-does-not-support-this-feature-feature-not-supported-error-were-sorry-this-feature-is-not-included-in-your-quickbooks-plan).
## Overview
Ramp has received the following error message from your Accounting Provider QuickBooks Online:
*We weren't able to sync across the following transactions, as you are using a version of QuickBooks that does not support this feature.*
Or
*Feature Not Supported Error : We're sorry. This feature is not included in your [QuickBooks Online Essentials or QuickBooks Simple Start]*
## Why is this happening?
This error means either:
The Ramp user is using Quicken Simple Start (discontinued) or Quicken Essentials (discontinued) , which Ramp does not support.
or
The Ramp user is attempting to sync the following fields from a unsupported version of QuickBooks (Simple Start or Essentials, both discontinued):
- Billable
- QuickBooks Customer/Job
## How do I resolve this error?
You must either remove the Billable and/or QuickBooks Customer/Job field(s) from Ramp. If they use QuickBooks Simple Start, you cannot use Ramp Bill Pay or reimbursements.
**What are the available QuickBooks subscriptions?**
As of July 30, 2024, the following QuickBooks versions are available for purchase:
- QuickBooks Solopreneur (functionality with Ramp unknown)
- QuickBooks Online
- QuickBooks Enterprise
- QuickBooks for Mac Plus
**What happened to QuickBooks Essentials and QuickBooks Desktop?**
**QuickBooks Desktop 2024**is discontinued but still supported through May 2027. Users who own the product (as well as QB Desktop 2024 +Enhanced Payroll + QB Payment) can continue using it through May 2027. After May 2027, any features requiring internet access are unavailable.
All versions of**QuickBooks Desktop 2021**are discontinued.
- No live technical support
- No security patches or updates.
- Access to QuickBooks Desktop Payroll, Desktop Payments, Online Backup, and Online Banking, are discontinued.
---
# QuickBooks Online Sync Error: | A business validation error has occurred while processing your request | Business Validation Error: Select a customer for each billable split line.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/quickbooks-online-sync-error-a-business-validation-error-has-occurred-while-processing-your-request-business-validation-error-select-a-customer-for-each-billable-split-line-2).
**Steps to Resolve the Billable Line Error in QuickBooks Online (QBO):**
1. **Check Your Company Settings:** Go to Settings → Account and Settings → Expenses → Bills and expenses. Look for the "Make expenses and items billable" option. If it’s turned on and you don’t use billable workflows, turn it off and try syncing again.
2. **Review Expense Accounts:** Go to Settings → Chart of Accounts. Edit the expense account used on the bill. If it’s linked to billable tracking or defaults to "Billable," disable that option or use a non-billable account.
3. **Review Products and Services:** Go to Sales → Products and Services. Edit each item used on the bill and make sure it’s not marked as billable by default.
4. **If You Must Keep Billable Enabled:** On each bill in QBO, add a Customer/Project to any billable line item, or mark those lines as non-billable. Save your changes and then retry the sync.
---
# QuickBooks Online Sync Error: A business validation error has occurred while processing your request | Business Validation Error: This transaction is matched to a downloaded transaction.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/quickbooks-online-sync-error-a-business-validation-error-has-occurred-while-processing-your-request-business-validation-error-this-transaction-is-matched-to-a-downloaded-transaction).
**Steps to Resolve:**
1. In QuickBooks, open Banking → Bank Feed or Transactions → Bank Transactions and locate the matched bill payment.
2. Click Undo Match or Unmatch to remove the bank-feed match.
3. Edit or update the bill payment as needed.
4. If applicable, resync the bill payment from Ramp.
5. Verify status alignment: if the bill is marked as Paid in QuickBooks but not in Ramp, proceed to the next step.
6. In Ramp, mark the transaction as Synced to clear the error when QuickBooks already reflects the correct state.
---
# QuickBooks Online sync error: A different GL account is required for each side of the transfer
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/quickbooks-online-sync-error-a-different-gl-account-is-required-for-each-side-of-the-transfer).
## Overview
QuickBooks Online returns this error when Ramp tries to sync an internal transfer whose **From** and **To** sides are mapped to the same QuickBooks GL account:
*A different GL account is required for each side of the transfer.*
QuickBooks Online requires the two sides of a transfer to post to different GL accounts, so the sync is blocked until the mapping points each side to a distinct account.
## How to resolve
Ensure the **From** and **To** **QuickBooks GL accounts** are different, then retry the sync.
To check or update the mapping, go to the **Accounting** page in Ramp, open **Settings > Sync Settings**, and select the **Banking** tab. Map each Ramp account involved in the transfer to a different QuickBooks account so no two sides share the same account. Once the accounts are distinct, return to Ramp and retry the sync.
---
# QuickBooks Online sync error: BillAlreadyMarkedAsPaid
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/quickbooks-online-sync-error-billalreadymarkedaspaid).
## Overview
This error means Ramp tried to sync a bill payment, but the bill is already marked as paid in QuickBooks Online. A QuickBooks Online bill cannot receive a second bill payment for the same balance.
## Resolve the QuickBooks Online paid bill sync error
Navigate to **QuickBooks Online** and determine whether the bill should stay paid there.
- If the QuickBooks Online payment should remain, go to Ramp and click **Mark as synced**. This keeps the Ramp bill aligned without creating another bill payment.
- If Ramp should create the bill payment instead, remove or void the existing QuickBooks Online payment first, then retry the sync in Ramp.
## Bills paid outside Ramp
If a bill needs to be paid with a payment method outside Ramp, select **"I won't pay this with Ramp."** The bill still routes through the approval chain. Once payment is completed, return to Ramp and manually mark the bill as paid.
For QuickBooks Online and NetSuite, Ramp can sync the bill payment after you mark the bill as paid in Ramp and provide the required payment details. If you already recorded the payment directly in QuickBooks Online or NetSuite, use **Mark as synced** instead of retrying payment sync.
---
# QuickBooks Online Sync Error: Invalid Reference Id : Name(s) element not found
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/quickbooks-online-sync-error-invalid-reference-id-names-element-not-found).
**Steps to update and retry the sync in Ramp:**
1. Go to Accounting → Ready to Sync.
2. Mark the affected items as Not Ready so you can edit them.
3. In the QuickBooks Customer field, select an option from the dropdown, even if it is the same customer.
4. Mark the items as Ready for Sync again and retry the sync.
---
# QuickBooks Online sync error: This bill's accounting date is in a closed accounting period in QuickBooks.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/quickbooks-online-sync-error-this-bills-accounting-date-is-in-a-closed-accounting-period-in-quickbooks).
## Overview
QuickBooks Online may return this error when a bill or bill payment attempts to sync to a closed accounting period. Ramp checks the bill's accounting date during draft creation and again on either bill creation or final approval, depending on your sync settings; if the accounting date falls in a closed period, Ramp automatically updates it to the first day of the next open period before syncing.
If the bill already has this sync error, Ramp has already attempted to sync it and will not automatically update the accounting date on retry. For the full closed-period workflow, see [Sync error: Accounting period closed](/sync-error-accounting-period-closed).
## Resolve a QuickBooks Online payment sync error
1. Manually create a **bill payment entry** in **QuickBooks Online**.
2. Link the payment to the existing bill record.
3. Return to **Ramp** and [mark the bill as synced](/bill-pay-accounting#identifying-and-resolving-sync-errors) to clear the error.
This approach avoids reopening your closed period or deleting synced data.
---
# QuickBooks Sync Error | Business Validation Error: For billable expenses, you must use an account of one of the following account types: expense, other expense, other current liabilities, other current assets, other assets, fixed assets, or COGS.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/quickbooks-sync-error-business-validation-error-for-billable-expenses-you-must-use-an-account-of-one-of-the-following-account-types-expense-other-expense-other-current-liabilities-other-current-assets-other-assets-fixed-assets-or-cogs).
This QuickBooks Online error can appear when a billable expense uses an account type that is not permitted. For billable expenses, QuickBooks only accepts the following account types:
1. Expense
2. Other Expense
3. Other Current Liabilities
4. Other Current Assets
5. Other Assets
6. Fixed Assets
7. Cost of Goods Sold (COGS)
8. Ensure the account selected uses one of these account types.
---
# QuickBooks Sync Error | Duplicate From and To Accounts | FromAccount and ToAccount cannot be the same
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/quickbooks-sync-error-duplicate-from-and-to-accounts-fromaccount-and-toaccount-cannot-be-the-same).
**How to resolve:**
- **Option 1: Mark the transaction as synced** (to bypass the sync attempt)
- Select the transaction from the Accounting tab in Ramp.
- Click the Sync button.
- Click Download as CSV.
- Click Mark Synced.
- This will remove the transaction from your sync queue without posting it to QuickBooks.
- **Option 2: Update your accounting mapping to avoid conflicts**
- Go to the Accounting page in Ramp.
- Navigate to Settings > Sync Settings.
- Select the Banking tab.
- Update the mappings so that both the Ramp Checking Account and the internal transfer account are mapped to different QuickBooks accounts.
- Ensure no two Ramp accounts involved in the transfer are mapped to the same QuickBooks account.
- Once updated, internal transfers will sync as expected.
- Return to Ramp and retry the sync.
---
# QuickBooks Sync Error | System Failure Error: java.lang.RuntimeException: Error creating IntuitResponse
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/quickbooks-sync-error-system-failure-error-javalangruntimeexception-error-creating-intuitresponse).
1. Wait 30–60 minutes, then try the sync again in Ramp.
2. If the error repeats, check the QuickBooks status page to review server status.
3. If the issue persists, please pass along any impacted transactions for further inspection.
---
# Sage Intacct reported: Project '{project}' specified is not valid. | Error Code: BL01001973
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/sage-intacct-reported-project-project-specified-is-not-valid-error-code-bl-01001973).
This message indicates there’s a conflict between the **Project** and the entity or location associated with the transaction. Confirm whether the Project is available for the entity in **Sage Intacct**.
If the project isn’t currently available for that entity, you may need to either:
- Adjust the project settings in **Sage Intacct** to make the project available for that entity, or
- Select a different project code that’s valid for the entity.
Once that adjustment is made, please try re-syncing the transaction.
---
# Sage Intacct reported: Select an authorized bank account for this location transaction
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/sage-intacct-reported-select-an-authorized-bank-account-for-this-location-transaction).
**How to resolve:**
This error occurs when the **bank (cash) account used for a Ramp reimbursement is not available to the entity or location** specified in Sage Intacct for this transaction.
- **Sign in to Sage Intacct.**
- **Identify the bank account** used in the Ramp reimbursement. You can find this in Ramp under the reimbursement’s accounting details.
- **Check where this bank account is available** in Sage Intacct:
- Navigate to Cash Management: Checking.
- Open the bank account (e.g., “Capital Bank x1234”).
- **Ensure the bank account is available to the correct entity or location** :
- The specific entity/location referenced in the error (e.g., “E50” or “ExampleCo West Region”), or
- The Top Level entity, which allows access to all sub-entities.
- If the account is not visible at the required level, **edit the account settings** :
- Adjust the "Entities" or "Available Locations" setting so that the correct entity/location has access to the bank account.
- **Save your changes.**
- Return to Ramp and **retry the sync** for the failed transaction.
If you’re unsure which entity or location the account should be available to, please consult your internal finance team or Sage Intacct administrator.
---
# Sage Intacct Sync Error | A transaction with the number 'XXXXX' already exists for the vendor 'XXXXX.' | Error code: BL03002185
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/sage-intacct-sync-error-a-transaction-with-the-number-xxxxx-already-exists-for-the-vendor-xxxxx-error-code-bl-03002185).
## Overview
Ramp has received the following error message from your Accounting Provider Sage:
'A transaction with the number 'XXXXX' already exists for the vendor 'XXXXX.'
## What does this mean?
Ramp is trying to create a transaction in Sage that duplicates the transaction number (or vendor invoice number) as an existing transaction.
## How to resolve
Please follow these steps to resolve this error from Sage:
1. Search Sage for the invoice number listed in the error message.
2a. If you find the invoice and it is the same as the invoice in Ramp, delete the copy in Sage and then resync so Ramp can create it.
2b. If it is not the same invoice as the one in Ramp and you find a different invoice with the same vendor transaction/invoice number in Sage, assign the Ramp bill a different invoice number and resync.
Raw error message:*'A transaction with the number 'XXXXX' already exists for the vendor 'XXXXX.'* for your technical team.
---
# Sage Intacct Sync Error | Adjustment key [adjustment key] is not valid. | Error Code: [error code]
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/sage-intacct-sync-error-adjustment-key-is-not-valid).
## Overview
The sync failures are caused by vendor credits or adjustments that were reversed in **Sage Intacct**, making the credits invalid for Ramp's sync attempt.
## How to resolve
1. Confirm whether the reversals were intentional and whether valid replacement credits exist in Sage Intacct.
2. If the reversals were not intentional, update the affected credits, then return to Ramp and retry the sync.
3. If replacement credits were created, manually apply the credit in Sage Intacct, then return to Ramp and click **"Mark as Synced"**.
---
# Sage Intacct Sync Error | BL03002182, Description: Your company is configured to prohibit top-level subledger transactions.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/sage-intacct-sync-error-bl-03002182-description-your-company-is-configured-to-prohibit-top-level-subledger-transactions).
> **Please note:** This issue should be directed to Sage Support for assistance, as it falls outside the scope of Ramp Support services. Thank you for your understanding.
## Overview
Ramp has received the following error message from your Accounting Provider Sage:
BL03002182, Description: Your company is configured to prohibit top-level subledger transactions. [Support ID: rMd_LEB033%7EZXhFoP0r2Xf-WDXWt5I_ywAAAAI
## Why does this happen?
This is due to configuration settings in Sage Intacct. The error occurs because:
1. On the Sage side, you have configured multiple entities.
2. On the Ramp side, you have configured a single entity that maps to the top-level entity in Sage Intacct.
3. You were trying to sync bills from Ramp to the top-level entity and failing because:
The top level is not an operating entity in Sage Intacct. So, even though we were trying to pass to the top level, Ramp still had to be connected to 1 of the entities.
Raw error message: *BL03002182, Description: Your company is configured to prohibit top-level subledger transactions. [Support ID: rMd_LEB033%7EZXhFoP0r2Xf-WDXWt5I_ywAAAAI* for your technical team.
---
# Sage Intacct Sync Error | Cannot update Vendor txn summary
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/sage-intacct-sync-error-cannot-update-vendor-txn-summary).
To resolve this issue, please follow these steps:
1. Sign in to Sage Intacct.
2. Navigate to your Accounts Payable settings.
3. Locate the “Bill Approval” option and toggle it off.
4. Return to Ramp, refresh the page, and retry the sync.
---
# Sage Intacct Sync Error | Credit card Ramp role does not exist. | Error Code: BL03000113
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/sage-intacct-sync-error-credit-card-ramp-role-does-not-exist-error-code-bl-03000113).
This error occurs when Sage Intacct is unable to find the liability account labeled “Ramp role” that is referenced for the credit card transaction.
This typically happens when:
- The Ramp liability account hasn’t been created in Sage Intacct.
- The account exists but isn’t configured as a Credit Card type.
- The account isn’t accessible to the entity or location tied to the transaction.
**How to resolve:**
- In Sage Intacct, confirm that the account “Ramp role” exists and is marked as a Credit Card type.
- Ensure the account is accessible to the relevant entity or location.
- If needed, update your Ramp accounting settings to point to the correct GL liability account.
- Return to Ramp and retry the sync.
**Additional Step in Ramp:**
1. Go to **Accounting → Settings → Sync Settings**.
2. Under **Sage Intacct Credit Card Liability Account**, open the dropdown.
3. Select an account from the dropdown menu.
- Even if it’s already showing the correct account, please **re-select** it from the dropdown.
- This forces Ramp to re-bind to the account record in Intacct.
4. Click **Save Changes**.
5. Retry the sync.
---
# Sage Intacct Sync Error | Document creation location not specified
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/sage-intacct-sync-error-document-creation-location-not-specified).
## Overview
Ramp has received the following error message from your Accounting Provider Sage Intacct:
*The document you are trying to create has no location specified. Specify a location either in the Line Item or in the Financial Account.*
## How to resolve
Please follow these steps to resolve this error from Sage Intacct:
1. Sign in to Sage Intacct as an Administrator user
2. Select the **Applications** drop down and select **Cash Management**
3. On the **Setup** tab, select **Checking**
4. Select **Edit** next to the checking account
5. In the **Location ID** field, select the correct location/entity from the drop-down list
6. Select **Save**
7. Sync again
8. Follow steps 3-5 for all Checking Accounts.
Raw error message: *The document you are trying to create has no location specified. Specify a location either in the Line Item or in the Financial Account.* for your technical team.
---
# Sage Intacct Sync Error | Enter Tracking Information For Item {item_code} on Line {line_number}, then try again. | Error Code: {error_code}
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/sage-intacct-sync-error-enter-tracking-information-for-item-item-code-on-line-line-number-then-try-again-error-code-error-code).
## Issue
The issue is occurring because items that are treated as **inventory items** can also be tagged with a **bin** for tracking purposes. This field is required when activated. (Not all companies use Intacct this way.)
## Background
**Ramp** has built the purchasing integration, but has not yet built **lot tracking**. Therefore, Ramp does not currently support purchasing transactions on inventory items that require lot or bin information.
## How to resolve
To resolve this issue with the way the integration is currently built, handle the **PO Matching** completely in Intacct for this type of use case. You can do the following:
1. Use the **Import Bills** feature in Intacct.
2. Match the **PO** to a bill directly in Intacct.
3. Sync the bill over to **Ramp** .
4. Make the payment in Ramp.
5. Sync the payment back to **Intacct** .
---
# Sage Intacct Sync Error | Enter tracking information for item {item_code} on Line {line_number}, then try again. | Error Code: BL03001974
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/sage-intacct-sync-error-enter-tracking-information-for-item-item-code-on-line-line-number-then-try-again-error-code-bl-03001974).
## What's happening
The message about **"Enter tracking information for..."** appears because, on the **Intacct** side, items treated as **inventory items** can also be tagged with a **bin** for tracking purposes. This field becomes required when bin tracking is activated. (Not all companies use Intacct this way.)
## Background
**Ramp** has built the purchasing integration but has not yet built **lot tracking**. As a result, Ramp does not currently support purchasing transactions on inventory items that require lot or bin information. There are plans to build this functionality in the future, but there is no confirmed timeline yet.
## How to resolve
To resolve this issue with the way the integration is currently built, handle the **PO Matching** completely in **Intacct** for this type of use case:
1. Use the **Import Bills** feature in Intacct.
2. Match the **PO** to a bill directly in Intacct.
3. Sync that bill over to **Ramp** .
4. Make the payment in Ramp.
5. Sync the payment back to **Intacct** .
---
# Sage Intacct Sync Error | Entity access or console setup issue in Sage sync
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/sage-intacct-sync-error-entity-access-or-console-setup-issue-in-sage-sync).
**Error related to entity access or entity configuration between Ramp and Sage Intacct.**
1. The User ID used for API authentication does not have access to the entity you are attempting to slide into.
- Confirm the client has granted entity access to this user.
2. The client may be using a Console ID structure. In Sage Intacct, the hierarchy is:
- Console ID → Company ID → Entity
- Ensure you are using the correct Company ID and Entity in your authentication.
- If your XML includes a Console ID and Company ID, update the credentials when reconnecting Ramp to Sage Intacct.
3. The bill may contain items assigned to an incorrect Entity or mapped to the wrong Sage Intacct location.
- Confirm all line items on the bill are associated with the correct entity and location.
**To fix this:**
- In Sage Intacct, confirm you are using the correct Company ID (not a Console ID) for the integration.
- Ensure Web Services is enabled and the RampFinancialMPP Sender ID is authorized.
- Go to Company → Admin → Subscriptions and confirm Web Services is active.
- Go to Company → Setup → Company → Security and verify RampFinancialMPP is listed and active.
- Verify the Ramp Web Services user.
- Go to Company → Admin → Web Services users.
- Confirm the user is active, has full module permissions, and has access to the operating entity.
- In Ramp, go to Accounting → Settings → Danger zone, click Disconnect Sage Intacct, then reconnect using the same Company ID and credentials.
- Retry syncing one of the failed invoices.
**Recommendation (Ramp entity configuration):**
- Adjust the entity settings in Ramp so the entity is set at the Top Level instead of the Entity Level. This avoids entity slide-in errors when posting bills.
---
# Sage Intacct Sync Error | Entity does not exist | Error Code: XL03000006
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/sage-intacct-sync-error-entity-does-not-exist-error-code-xl-03000006).
## Overview
This error occurs when Ramp attempts to sync to a **Sage Intacct** entity that does not exist or is not accessible to the integration user.
## How to resolve if all entities report in the same primary currency
If all entities in Sage Intacct report in the same primary currency (for example, USD):
1. In Sage Intacct, navigate to **Company > Admin > Subscriptions**.
2. Click **Configure** next to **Multi-Entity Management**.
3. Uncheck the **Enable Multiple Currencies** checkbox.
4. Save your changes.
This allows transactions to sync at the Top Level.
## How to resolve if entities have different currencies
If entities have different currencies:
1. In Sage Intacct, navigate to **Company > Users**.
2. Locate the Web Services User.
3. Open the **User Entities** tab.
4. Confirm that all required entities are listed and available to the user.
---
# Sage Intacct Sync Error | Error converting Purchase Order | The Document {document_name} is already converted. | Invalid Operation | Error Code: BL01001973
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/sage-intacct-sync-error-error-converting-purchase-order-the-document-document-name-is-already-converted-invalid-operation-error-code-bl-01001973).
**How to resolve:**
- Sign in to Sage Intacct.
- Navigate to your Accounts Payable settings.
- Locate the **Bill Approval** option and toggle it off.
- Return to Ramp and retry the sync.
---
# Sage Intacct Sync Error | Line items cannot be added or removed to the partially editable transaction {transaction_id} | Restore the transaction to include only editable fields, then try again {error_code}
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/sage-intacct-sync-error-line-items-cannot-be-added-or-removed-to-the-partially-editable-transaction-transaction-id-restore-the-transaction-to-include-only-editable-fields-then-try-again-error-code).
## Overview
The bill is already paid (fully or partially), fully synced, or you're attempting to make updates to a bill that is in a locked accounting period.
## How to resolve
1. Check the bill status in **Sage Intacct** and confirm whether the bill has already been paid or fully synced. A bill that is fully or partially paid is locked from further line-item changes.
2. If the bill has been paid, either fully or partially:
- If the payment was synced from Ramp, return to Ramp and click **"Mark as Synced"**.
- If the payment was recorded manually in Sage Intacct and is correct, make any required line-item updates in Sage Intacct, then return to Ramp and click **"Mark as Synced"**.
- Only re-record the payment through Ramp if the manually recorded Sage Intacct payment is incorrect. First confirm whether Ramp has already synced a payment for this bill so you don't create a duplicate. If a correction is needed, void the incorrect payment in Sage Intacct and re-process the payment through Ramp, which syncs it to Sage Intacct; payments made outside Ramp must be recorded or matched in Sage Intacct manually. Then return to Ramp and click **"Mark as Synced"**.
3. If the bill is not yet paid and is in **Posted** status:
- Confirm whether the bill was posted to a locked accounting period.
- Review Ramp's **Activity Log** to determine what changes are needed.
- Make the necessary updates directly in Sage Intacct rather than through Ramp.
- Return to Ramp and click **"Mark as Synced"** to clear the sync error.
---
# Sage Intacct Sync Error | Login information is incorrect
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/sage-intacct-sync-error-login-information-is-incorrect).
## Overview
Ramp has received the following error message from your Accounting Provider Sage:
There was an issue with your sync. We weren't able to process your sync due to this error. Errorno: XL30000006, Description: Login information is incorrect [Support ID: HYJREB037Y7E25_caP042Pz-6uRMWuPSOAaAAAjW]
## How to resolve
Please follow these steps to resolve this error from Sage:
1. Go to the Accounting tab and click on Settings
2. Scroll down and click Disconnect Sage Intacct
3. Once disconnected, please click on Sage Intacct to reconnect
4. Follow the prompts to complete (consult this [setup guide](/how-to-set-up-ramp-to-sync-with-sage-intacct) if needed)
Raw error message: *There was an issue with your sync. We weren't able to process your sync due to this error. Errorno: XL30000006, Description: Login information is incorrect [Support ID: HYJREB037Y7E25_caP042Pz-6uRMWuPSOAaAAAjW]* for your technical team.
---
# Sage Intacct Sync Error | Missing Permissions
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/sage-intacct-sync-error-missing-permissions).
## Overview
Please complete all setup steps on Sage before entering your Web Services User credentials into Ramp. Also, you'll need full admin privileges before you begin. Lastly, please ensure Sage is set to the Production environment. Ramp does not support the development environment.
## How to resolve
### Step 1
- Begin in Ramp and open up the Accounting tab - click “Get Started Now”.
- Click on “Sage Intacct” on the next page
### Step 2
- Sign into your Sage Intacct, or utilize the hyperlink on the page in Ramp, and navigate to Company->Admin->Subscriptions.
- Look for Web Services and turn that setting on if it is not already.
- Click Continue back in Ramp when complete.
### Step 3
- Go back into your Intacct and navigate to Company->Admin-> Roles and create a new role.
- Enter the following information:
- Role Name: Ramp Role
- Description: Ramp Web Services User
- Click Save
- Now open the Permissions section
- Select ALL for each permission listed - also scroll to the bottom of each permission page to review and make sure none of them are missing.
- Click Save
- Click Continue back in Ramp when complete
### Step 4
- In Intacct, navigate to Company->Admin->Web Services users and create a new user.
- Enter the following information:
- User ID: Ramp
- Username: Ramp
- Account Email Address: *email you want to receive sign-in credentials for connection*
- Contact Name: *enter in a new contact not already associated with a Web Services User*
- User Type: Business
- Admin Privileges: Off
- After adding this information, navigate to the Roles Information tab and add the Ramp Role we added in the previous step.
- Click Save & Click Continue in Ramp when complete.
### Step 5
- In Intacct, navigate to Company -> Setup -> Company and click edit on the top right.
- Click Security and scroll down to the Web Services Authorizations section and click Add to create a new Web Services Authorization.
- Enter the following information:
- Sender ID: RampFinancialMPP
- Description: Ramp Integration
- Status: Active
- Click Sage & Click Continue in Ramp when complete.
### Step 6
- Answer the question on the Ramp Screen that says, “Do you have entities in Sage Intacct with different base currencies?”
- If not, you only need to complete the following steps *once* .
- If yes, the next steps need to be completed for each entity.
- If syncing to entity level
- Create one credit card account per entity
- Create one credit card GL offset account per credit card
- If syncing to top-level
- Create one credit card account
- Create one credit card GL offset account
- Depending on your approach above, navigate to Cash Management->Setup->Credit Card at either the top level or per entity.
- Add a new credit card and enter the following information:
- ID: Ramp Role - *Entity Name*
- Type: Visa
- Payment Method: Credit
- Expiration: *Set as far into the future as possible*
- Go to the Credit Card Offset Account field in the Accounting Information section and create a new account for this.
- Note: Sage does not let customers use the same offset account for multiple credit cards so they will have to be unique per card.
- Click Save and then click Continue in Ramp when complete.
### Step 7
- Find the email that was sent to the email entered for the Account Email Address in Step 4.
- Enter the Sage Intacct Credentials from the email into Ramp and click Connect to Sage Intacct.
[Learn more about advanced configuration recommendations for Sage Intacct to take full advantage of Ramp and reduce sync errors.](https://view-su2.highspot.com/viewer/668eb3ea15edeadd8097abc9)
---
# Sage Intacct Sync Error | None Release bill RMP_1 for payment
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/sage-intacct-sync-error-none-release-bill-rmp-1-for-payment).
## Overview
Ramp has received the following error message from your Accounting Provider Sage Intacct:
None Release bill RMP_1 for payment
## How to resolve
Please follow these steps to resolve this error from Sage Intacct:
1. Disable approval workflows within Sage at top level and entity level
2. In Sage, go to **Accounts Payable** > **Setup** > **Configuration**
3. Under Release To Pay, make sure **Don't Enable** is checked (see picture below)
4. Once this is modified at the top and lower entity levels, retry the sync on Ramp.
Raw error message: *None Release bill RMP_1 for payment* for your technical team.
---
# Sage Intacct Sync Error | Sage Intacct reported: Could not confirm {record_type} record with ID {record_id} | Unable to confirm payment | Check for other errors {error_code}
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/sage-intacct-sync-error-sage-intacct-reported-could-not-confirm-record-type-record-with-id-record-id-unable-to-confirm-payment-check-for-other-errors-error-code).
**Steps to resolve the Intacct reimbursement sync issue:**
1. In Intacct, confirm whether the appymtdetail records listed in the error message still exist and are fully processed.
2. Double-check that the vendors tied to these reimbursements are active and have the necessary AP configurations set up.
3. If any of the transactions were manually edited in Intacct, try removing those and then re-syncing from Ramp.
---
# Sage Intacct Sync Error | Sage Intacct reported: Credit card {card_name} does not exist. | Error Code: BL03000113
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/sage-intacct-sync-error-sage-intacct-reported-credit-card-card-name-does-not-exist-error-code-bl-03000113).
**How to fix this**
You have two options to fix this, depending on how you want to manage your setup:
**Option 1: Sync Everything at the Top Level**
1. In Ramp, go to **Company → Entity** .
2. Select the entity in question.
3. Click **Edit → Change Subsidiary** .
4. Set it to **Top Level** .
5. Repeat for each entity as needed.
6. Once all entities are adjusted, retry the sync.
**Option 2: Keep Entity-Level Syncing**
1. In Sage, create a dedicated Ramp credit card account for each entity you want to track.
2. In Ramp, go to **Accounting → Settings → Accounting Fields** .
3. Click the **Refresh** icon to pull in the new accounts from Sage.
4. Go to **Accounting → Settings → Sync Settings** .
5. Under **Sage Intacct Credit Card Liability Account** , select the new credit card account you created in Sage.
6. Click **Save Changes** .
7. Repeat steps 4–6 for each entity as needed.
---
# Sage Intacct Sync Error | Sage Intacct reported: Invalid transaction key {transaction_key}, No line items found | Error Code: BL01001973
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/sage-intacct-sync-error-sage-intacct-reported-invalid-transaction-key-transaction-key-no-line-items-found-error-code-bl-01001973).
**Steps to resolve the Intacct bill payment sync issue:**
1. Check if the bill has a bill payment in Intacct.
2. If the bill has a bill payment in Intacct, note that this will block the sync from Ramp to Sage.
3. Mark the bill payment as synced from Ramp by clicking the Sync Error, downloading the CSV, and selecting Mark as Paid.
---
# Sage Intacct Sync Error | Sage Intacct reported: Line items cannot be added to or removed from this partially editable transaction.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/sage-intacct-sync-error-sage-intacct-reported-line-items-cannot-be-added-to-or-removed-from-this-partially-editable-transaction).
## Overview
The bill is already paid (fully or partially), fully synced, or you're attempting to make updates to a bill that is in a locked accounting period.
## How to resolve
1. Check the bill status in **Sage Intacct** and confirm whether the bill has already been paid or fully synced. A bill that is fully or partially paid is locked from further line-item changes.
2. If the bill has been paid, either fully or partially:
- If the payment was synced from Ramp, return to Ramp and click **"Mark as Synced"**.
- If the payment was recorded manually in Sage Intacct and is correct, make any required line-item updates in Sage Intacct, then return to Ramp and click **"Mark as Synced"**.
- Only re-record the payment through Ramp if the manually recorded Sage Intacct payment is incorrect. First confirm whether Ramp has already synced a payment for this bill so you don't create a duplicate. If a correction is needed, void the incorrect payment in Sage Intacct and re-process the payment through Ramp, which syncs it to Sage Intacct; payments made outside Ramp must be recorded or matched in Sage Intacct manually. Then return to Ramp and click **"Mark as Synced"**.
3. If the bill is not yet paid and is in **Posted** status:
- Confirm whether the bill was posted to a locked accounting period.
- Review Ramp's **Activity Log** to determine what changes are needed.
- Make the necessary updates directly in Sage Intacct rather than through Ramp.
- Return to Ramp and click **"Mark as Synced"** to clear the sync error.
---
# Sage Intacct Sync Error | Sage Intacct reported: Line items cannot be added to or removed from this partially editable transaction.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/sage-intacct-sync-error-sage-intacct-reported-line-items-cannot-be-added-to-or-removed-from-this-partially-editable-transaction-2).
- Please apply the credits against the bills directly in **Sage** .
- Once applied, process the payment as normal.
**OR**
- Manually record the credit and bill payment in **Sage** .
- Then, in **Ramp** , click **"Mark as Synced"** or **"Mark as Paid"** on the bill and vendor credit.
---
# Sage Intacct Sync Error | Sage Intacct reported: Oops, we can't find this transaction
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/sage-intacct-sync-error-sage-intacct-reported-oops-we-cant-find-this-transaction).
To resolve this issue, please follow these steps:
- **Issue:** The bill is not synced to the ERP. The bill is in “Pending Approval” status.
- **Resolution:**
- **If the bill is not synced to the ERP:**
1. Go to the bill in Ramp.
2. Click the three dots on the bill and select **“Resync to Sage Intacct.”**
- **If the bill is in “Pending Approval”:**
1. Go to Sage Intacct and approve the bill.
2. Return to Ramp and try syncing again.
---
# Sage Intacct Sync Error | Sage Intacct reported: Periods are closed. | Your transaction date {transaction_date} is within a period that's been closed.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/sage-intacct-sync-error-sage-intacct-reported-periods-are-closed-your-transaction-date-transaction-date-is-within-a-period-thats-been-closed).
1. Ensure that the entity’s **Cash Management books** are open.
2. In **Sage** , navigate to **Cash Management > All > Open** .
3. Select the appropriate **entity** .
4. Confirm that the **subledger** is open for the transaction’s date.
---
# Sage Intacct Sync Error | Sage Intacct reported: prrecordhistory: Required field 'Contact' is missing. | Error Code: BL03000018
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/sage-intacct-sync-error-sage-intacct-reported-prrecordhistory-required-field-contact-is-missing-error-code-bl-03000018).
This error indicates that the related vendor record and/or bill in **Sage Intacct** is missing a required **Contact** field. This is a precondition check from Intacct that must be satisfied before the sync can complete.
**To resolve this, please follow these steps:**
1. In **Sage Intacct** , go to **Accounts Payable → Vendors** and open the vendor associated with the bill.
2. Under the **Contacts** section, ensure the following fields are filled out:
- **Primary Contact**
- **Pay To Contact** (sometimes labeled as **Remit-To Contact** )
3. Save the vendor record.
4. If your configuration uses bill-level remit-to contacts:
- Open the bill in Intacct and confirm that a **Contact** or **Remit-To Contact** is filled in.
- Save the bill.
5. Return to **Ramp** and click **Retry Sync** on the bill payment.
> **Note:** If you're using a **multi-entity setup**, make sure the contact exists and is available in the same entity as the bill. Also, if your **AP Configuration** or **Smart Rules** require additional contact fields (such as email or address), ensure those are completed before retrying the sync.
---
# Sage Intacct Sync Error | Sage Intacct reported: Record key is not valid: {record_key} | Error Code: SL-1278
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/sage-intacct-sync-error-sage-intacct-reported-record-key-is-not-valid-record-key-error-code-sl-1278).
**What's Happening:**
- **Entity mismatch:** The bill is not mapped to the correct entity.
- **AP Bill isn’t posted:** Confirm that the bill exists in **Ramp** and has already synced to **Sage** .
- **Bill is not approved:** The bill is in **Pending Approval** status.
- **Record doesn’t exist or is archived/deleted.**
**How to Resolve:**
- **Entity Mismatch:** Ensure the correct **Connect Subsidiary** is selected in **Ramp** for the Ramp entity.
- **AP Bill isn't posted:** Proceed to sync the bill from **Ramp** to **Sage** .
- **Bill Not Approved:** Proceed to **Sage** , approve the bill, and retry the sync.
- **Record Doesn't Exist:** Record the bill and bill payment manually in **Ramp** , or proceed to Ramp and retry the sync to **Sage** .
---
# Sage Intacct Sync Error | Sage Intacct reported: Select a payment date that occurs after the bill creation date, then try again. | Error Code: BL03000113
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/sage-intacct-sync-error-sage-intacct-reported-select-a-payment-date-that-occurs-after-the-bill-creation-date-then-try-again-error-code-bl-03000113).
## Overview
Ramp received the following error from your accounting provider, Sage Intacct:
*Select a payment date that occurs after the bill creation date, then try again.* (Error Code: BL03000113)
This occurs when the bill's **Invoice Date** is later than the **Payment Date**. The **Bill Invoice Date** needs to be before the **Payment Date**.
## Resolve the Sage Intacct payment-date sync error
First, update the bill date in **Sage Intacct** so the **Bill Invoice Date** is before the **Payment Date**. Then complete the rest of the workflow from your [Ramp Accounting page](https://app.ramp.com/accounting). These steps require accounting admin permissions and a connected Sage Intacct integration. If you don't have accounting admin access, ask your Ramp Admin to grant you a role with accounting permissions — see [User roles overview](/user-roles-overview).
1. On your [Ramp Accounting page](https://app.ramp.com/accounting), locate the transaction and **unready** it.
2. **Unmatch** the bill.
3. Ensure the most up-to-date bill is available by clicking **Refresh Bill**, or refresh all fields from Sage Intacct by opening **Settings > Accounting fields** on the Accounting page and clicking **Refresh**.
4. Match the transaction to the bill again.
5. Mark the transaction as **Ready**.
6. Proceed to **Sync**.
---
# Sage Intacct Sync Error | Sage Intacct reported: Select a payment date that occurs after the bill creation date, then try again. | Error Code: BL03000113
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/sage-intacct-sync-error-sage-intacct-reported-select-a-payment-date-that-occurs-after-the-bill-creation-date-then-try-again-error-code-bl-03000113-2).
When the **Accounting Date** of a transaction is dated **after** the **payment date**, this will cause payment sync issues. Typically, the payment date should be after the bill date. In this case, the accounting date was recorded after the payment date.
Since the **Accounting Date** cannot be changed, the recommended solution is to manually record these payments in **Sage**.
**Steps to complete in Ramp:**
1. Go to **Accounting > Reimbursements > Ready to Sync** .
2. Click **"Sync All"** .
3. Click **"Download CSV"** .
4. Click **"Mark Synced"** .
A **CSV file** will be provided. Use this file to navigate to **Sage** and manually record the payment.
---
# Sage Intacct Sync Error | Sage Intacct reported: Select a valid credit card account, then try again. | Error Code: PL03000113
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/sage-intacct-sync-error-sage-intacct-reported-select-a-valid-credit-card-account-then-try-again-error-code-pl-03000113).
1. In **Ramp** , navigate to **Accounting > Settings > Sync Settings** .
2. Click the **Sage Intacct Credit Card Account** dropdown and scroll to locate the GL account.
- If there is a **checkmark** next to it, the account is active and valid.
- If you do not see a checkmark or the account is missing, proceed to the next step.
3. In **Sage Intacct** , confirm that the credit card account is **active** and mapped to the appropriate **Entity** .
4. Return to **Ramp** and update the **Credit Card Sync Settings** .
5. Save your changes and retry the sync.
---
# Sage Intacct Sync Error | Sage Intacct reported: Smart rule CUSTOMER_SUCCESS_GL_LIMIT_CC was violated
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/sage-intacct-sync-error-sage-intacct-reported-smart-rule-customer-success-gl-limit-cc-was-violated).
Based on the error you’re seeing, **Sage Intacct** is blocking the sync because it expects all transactions coded to **GL accounts** to use a specific **Department** based on the Smart Rule/Event setup.
**To resolve this, please follow these steps:**
1. In **Ramp** , review the affected transaction(s) in the **Accounting** tab.
2. For each transaction with this error, update the **Department** field and save.
3. Retry the sync in **Ramp** .
---
# Sage Intacct Sync Error | Sage Intacct reported: There is no inter-entity relationship defined between {entity_1} and {entity_2} | Error Code: BL03001994
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/sage-intacct-sync-error-sage-intacct-reported-there-is-no-inter-entity-relationship-defined-between-entity-1-and-entity-2-error-code-bl-03001994).
1. Navigate to **Sage Intacct** and open the **Company Console** .
2. Locate the **Inter-Entity Transactions** section.
3. Ensure that the inter-entity relationship between the entities in question is correctly defined.
4. Consult the Sage Intacct support article for detailed configuration steps: [**Inter-Entity Configuration Guide**](https://developer.intacct.com/api/company-console/iet-configuration/) .
5. If further assistance is needed, contact **Sage Support** for help with configuration.
---
# Sage Intacct Sync Error | Sage Intacct reported: You do not have permission for API operation CREATE on objects of type vendor | Error Code: PL04000005
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/sage-intacct-sync-error-sage-intacct-reported-you-do-not-have-permission-for-api-operation-create-on-objects-of-type-vendor-error-code-pl-04000005).
1. In **Sage Intacct** , go to **Company → Admin → Web Services Users** and confirm the Ramp user is:
- **Active**
- Assigned to a **Role**
2. Go to **Company → Admin → Roles** .
3. Locate and update the role used by the Web Services user to grant **Vendor permissions** (at minimum, the ability to create vendors).
4. Save your changes.
5. Retry the sync.
---
# Sage Intacct Sync Error | SageException('Sage Intacct reported: Enter a Bill number, and try again. | Error Code: BL03002128 | Additional Message: failed at top entity level')
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/sage-intacct-sync-error-sageexceptionsage-intacct-reported-enter-a-bill-number-and-try-again-error-code-bl-03002128-additional-message-failed-at-top-entity-level).
## Overview
Ramp has received the following error message from your Accounting Provider Sage Intacct:
*SageException('Sage Intacct reported: Enter a Bill number, and try again. | Error Code: BL03002128 | Additional Message: failed at top entity level')"*
## Why is this happening?
There is no number associated with the Bill to be synced over when syncing to Sage and Sage requires a Bill ID to sync over (this is the same as an Invoice ID in Ramp).
## How do I resolve this error?
"This error occurs because a Bill number is required to sync to Sage. In Ramp, this correlates to the invoice number, which is currently blank. To resolve this please follow the steps below:
1. Click the "edit" icon in the Bill
2. Under the second header "What for" enter a numerical value into the box**"Invoice Number."**
3. **Save**
4. Reattempt the sync
---
# Sage Intacct Sync Error | Smart rule {smart_rule} was violated | Vendor invoice attachment is required | Error Code: {error_code}
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/sage-intacct-sync-error-smart-rule-smart-rule-was-violated-vendor-invoice-attachment-is-required-error-code-error-code).
## What’s happening
The rule **VENDOR_INVOICE_ATTACHMENT** is a customer-defined **Smart Rule** on the **AP Bill** object.
This rule prevents Intacct from saving or accepting any new bills unless an attachment is already present.
**Ramp** can create the bill record, but Intacct rejects it if the rule enforces an attachment at creation.
## How to resolve
In **Sage Intacct**, we recommend adjusting the Smart Rule on the **AP Bill** object so that it:
- Triggers as a **warning** instead of an error
- Excludes the **Web Services user** or role that Ramp uses
- Runs only on **final approval/posting** instead of at initial creation
---
# Sage Intacct Sync Error | Smart rule credit card transaction creation violated
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/sage-intacct-sync-error-smart-rule-credit-card-transaction-creation-violated).
## Overview
Ramp has received the following error message from your Accounting Provider Sage Intacct:
*Smart rule CREDIT_CARD_TRANSACTION_CREATION violated. This record needs to be created at the Entity Level please navigate to the correct level and recreate the record*
## How to resolve
Please follow these steps to resolve this error from Sage Intacct:
1. Navigate to the top level in Sage
2. Go to **Cash Management** and then **Credit Card Accounts**
3. Check the box **Include Private**
4. Locate the Ramp Credit Card
5. If there is an edit button next to the card, it means it is at the top level entity
6. If there is no edit button, it is at a lower-level entity. Additionally, there should be a column that mentions the entity.
7. Once one of these is done, retry the sync.
8. **Note**: You may also remove the rule within Sage under Platform Services Smart Rules.
Raw error message: *CREDIT_CARD_TRANSACTION_CREATION violated. This record needs to be created at the Entity Level please navigate to the correct level and recreate the record* for your technical team.
---
# Sage Intacct Sync Error | Smart rule VENDOR-TYPE-REQ was violated. Vendor Type is a required field. | Error Code: BL04002055
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/sage-intacct-sync-error-smart-rule-vendor-type-req-was-violated-vendor-type-is-a-required-field-error-code-bl-04002055).
## Overview
This error occurs when Ramp attempts to create or update a vendor in **Sage Intacct**, but a smart rule requires the **Vendor Type** field to be populated.
## Option 1: Update the VENDOR_TYPE_REQ smart rule
In Sage Intacct, adjust the VENDOR_TYPE_REQ smart rule so it works with the Ramp sync. Choose one of the following:
- Trigger the rule as a warning instead of a hard error.
- Exclude the Web Services user or role that Ramp uses to sync.
- Run the rule only on final approval or posting, rather than during initial vendor creation.
## Option 2: Pre-create the vendor
1. Manually create the vendor record for the reimbursed employee in Sage Intacct.
2. Populate the **Vendor Type** field before retrying the sync.
3. Once the vendor already exists with a valid Vendor Type, Ramp will not attempt to create a new vendor.
4. Retry the sync.
---
# Sage Intacct Sync Error | The credit card 'card name' is invalid.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/sage-intacct-sync-error-the-credit-card-card-name-is-invalid).
## Overview
Ramp has received the following error message from your Accounting Provider Sage:
\{ "message": "Errorno: BL03000113, Description: The credit card 'Ramp Card' is not valid. [Support ID: UGPuVEB032%7EZLBU-P0S7fP-S1GW-cfh4QAAAAc]", "error_code": null }
## How to resolve
Please follow these steps to resolve this error from Sage:
1. Ensure that you have the access permissions necessary to edit charge cards in Sage Intacct and then sign in to your account
2. Navigate to Applications > Cash Management > Set up > Credit Card
3. Click Edit next to the charge card ID that is producing the error in Ramp (Ramp Card in this case)
4. Under Credit Card details you will see the field Expiration. Update this field with a date in the future and then Save
5. Retry the sync in Ramp
Raw error message: *\{ "message": "Errorno: BL03000113, Description: The credit card 'Ramp Card' is not valid. [Support ID: UGPuVEB032%7EZLBU-P0S7fP-S1GW-cfh4QAAAAc]", "error_code": null }* for your technical team.
---
# Sage Intacct Sync Error | The credit card 'Ramp Card' is not valid
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/sage-intacct-sync-error-the-credit-card-ramp-card-is-not-valid).
## Overview
Ramp has received the following error message from your Accounting Provider Sage Intacct:
*The credit card 'Ramp Card' is not valid*
## How to resolve
Please follow these steps to resolve this error from Sage Intacct:
1. Ensure that you have the access permissions necessary to edit charge cards in Sage Intacct and then sign in to your account
2. Navigate to **Applications > Cash Management > Set up > Credit Card**
3. Click **Edit** next to the charge card ID that is producing the error in Ramp (Ramp Card in this case)
4. Under Credit Card details you will see the field **Expiration**. Update this field with a date in the future and then **Save**
5. Retry the sync in Ramp
Raw error message: *\{ "message": "Errorno: BL03000113, Description: The credit card 'Ramp Card' is not valid. [Support ID: UGPuVEB032%7EZLBU-P0S7fP-S1GW-cfh4QAAAAc]", "error_code": null }* for your technical team.
---
# Sage Intacct Sync Error | The credit card is not a valid payment method for paying top-level bills in an Intacct Global Consolidation company. Use a different payment method, such as Check. | Error Code: BL03000069
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/sage-intacct-sync-error-the-credit-card-is-not-a-valid-payment-method-for-paying-top-level-bills-in-an-intacct-global-consolidation-company-use-a-different-payment-method-such-as-check-error-code-bl-03000069).
1. You will need to create a new **credit card account** at the lower entity level (instead of top-level). **What to do with the top-level credit card?**
- You can delete it (recommended if there are no transactions tied to it).
- Or leave it as is (however, it will not be used, and it’s recommended to rename it to indicate it’s inactive).
2. Reference the external Help Center article about **Sage setup** to see how to create a card.
3. **Very Important:** Once the new credit card is created, go to **Ramp > Accounting > Settings > Default Accounts** and select the new credit card.
- This may take a couple of minutes — refresh the page until it appears.
- You must do this even if the credit card name did not change.
4. For confirmation, follow step 1 in the first section to verify whether the first card was created at the top level or entity level.
5. Once complete, retry the sync.
---
# Sage Intacct Sync Error | The Document State is not valid. Cannot update a document that's paid. | Error Code: BL03000215
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/sage-intacct-sync-error-the-document-state-is-not-valid-cannot-update-a-document-thats-paid-error-code-bl-03000215).
**What this means**
This error occurs when **Ramp** attempts to update a bill in **Sage Intacct** that is in a "Paid" state.
Once a bill is marked as paid in **Sage Intacct**, it becomes locked from most edits to prevent accounting inconsistencies.
**Why this happens**
- The bill was already paid in **Sage Intacct** (either manually or through a previous sync).
- A payment was processed that changed the bill's status to "Paid".
- Someone made a partial payment on the bill, which locks it from further line item changes.
**How to resolve**
You have two main options:
- **Option 1: Delete and resync** — Delete the bill in **Sage Intacct** and then resync it from **Ramp** .
- **Option 2: Manual handling** — Manually update the bill in **Sage Intacct** to match what’s needed, then click **"Mark as Synced"** in **Ramp** to prevent future sync conflicts.
The key thing to remember is that **Sage Intacct** has strict rules about editing paid documents to maintain audit trails and financial integrity. Once a bill shows as paid, most modifications are blocked by the system.
---
# Sage Intacct Sync Error | The following field does not reference an existing record: {field_name}
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/sage-intacct-sync-error-the-following-field-does-not-reference-an-existing-record-field-name).
This error is being generated by Sage Intacct, and it typically indicates that a vendor record is missing, inactive, or not properly linked—not just a mismatch in merchant names.
Please verify in your Sage Intacct account that the relevant vendors are created and active. Below are a few possible scenarios that could be causing this error:
**Possible causes:**
- **Vendor does not exist in Intacct:** If Ramp matched the transaction to a merchant like “Uber,” but “Uber” hasn’t been created as a vendor in Sage Intacct, the sync will fail.
- **Vendor mapping is missing or broken:** If “Uber” is intended to map to a vendor like “Uber Technologies Inc.” in Intacct, but the mapping is missing, outdated, or broken, that will result in a sync error.
- **Vendor is inactive:** If the vendor exists in Sage Intacct but is marked as inactive or archived, Sage will prevent the transaction from syncing.
- **Incorrect dimension reference:** The sync may be referencing the wrong object type or vendor ID format (such as the wrong dimension key), which would also trigger this error.
**How to resolve:**
- Sign in to Sage Intacct.
- Confirm the vendor exists and is active.
- If using vendor mappings in Ramp, ensure the merchant is correctly mapped to the vendor in Intacct.
- Verify the dimension reference is pointing to the correct object type or vendor ID format.
- Return to Ramp and retry the sync.
---
# Sage Intacct Sync Error | The injection parameter ‘APBILL.Rap__bill__manager’ is not valid. A custom field has probably been removed. Error Code: INVALID_PATH.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/sage-intacct-sync-error-the-injection-parameter-apbillrap-bill-manager-is-not-valid-a-custom-field-has-probably-been-removed-error-code-invalid-path).
## What it means
This error is likely related to a **custom field in Sage Intacct** that is still being referenced by a **Smart Event** or **Smart Rule**, even though the field itself may have been deleted or renamed.
## How to fix
We recommend having your **Intacct administrator** review your Smart Events and Smart Rules to see if any of them reference the field **APBILL.Rap_bill_manager**, and remove or update those references if found. This should resolve the sync error.
---
# Sage Intacct Sync Error | The record {record_type} {record_no} was not found
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/sage-intacct-sync-error-the-record-record-type-record-no-was-not-found).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
This error occurs when Ramp attempts to sync a transaction to a bill record in **Sage Intacct** that cannot be found. This usually happens when the bill is posted at a different **entity level** than Ramp expects, or when the matched bill is out of date and needs to be refreshed and re-matched.
## Resolve the Sage Intacct "record not found" sync error
Confirm the bill is posted at the appropriate **entity level** (Top Level vs. Entity Level) and matches **Ramp's Entity Subsidiary Mapping**.
**If the entity mapping does not match:**
- Update the bill so it is posted at the entity level that matches Ramp's Entity Subsidiary Mapping, and confirm the correct subsidiary is mapped to the Ramp entity — see [Ramp support for multi-entity businesses](/ramp-support-for-multi-entity-businesses).
- For multi-currency Sage Intacct, bills cannot be matched at the top credit card level and must be created and opened at the entity level.
- Re-match the transaction to the corrected bill, then retry the **Sync**.
**If the entity mapping matches:**
1. **Unready** the credit card transaction.
2. **Unmatch** the bill. If **Remove transaction** is unavailable for the matched accounting-provider bill, [contact Ramp Support](/how-to-contact-ramps-support-team) to unmatch it (see [Match transactions to open bills](/match-transactions-to-open-bills)).
3. Ensure the most up-to-date bill is available by refreshing the bill or completing an **Accounting Field refresh**.
4. Match the transaction to the bill again.
5. Mark the transaction as **Ready**.
6. Proceed to **Sync**.
---
# Sage Intacct Sync Error | There was an error processing the request. | Error Code: PL01000112
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/sage-intacct-sync-error-there-was-an-error-processing-the-request-error-code-pl-01000112).
**Steps to resolve the Sage Intacct reimbursement sync error:**
1. **Retry the sync:** Go to Accounting → Sync History, open each failed reimbursement, and try syncing again. Provider-level errors like this are often resolved with a retry.
2. **Reconnect Sage Intacct:** Disconnect and reconnect your Sage Intacct integration in Ramp to refresh your session credentials.
3. **Check permissions and authorization:** Make sure your Web Services user in Sage Intacct has the correct Ramp role, access to relevant entities, and the correct sender ID authorization.
4. **Review any Smart Rules on AP Bills or Payments:** If you have Smart Rules, such as required attachments or approval steps, consider adjusting them to ensure they are not blocking web service creation for Ramp data.
5. **Verify reimbursement setup:** Confirm that the cash or bank account used for reimbursements is active and available for the correct entity or location in Sage Intacct, and that your approval settings are not preventing the sync.
---
# Sage Intacct Sync Error | Unable to complete transaction: inter-entity relationship not defined
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/sage-intacct-sync-error-unable-to-complete-transaction-inter-entity-relationship-not-defined).
## Overview
Ramp has received the following error message from your Accounting Provider Sage Intacct:
*Unable to complete transaction. There is no inter-entity relationship defined between X and Y.*
## How to resolve
Please follow these steps to resolve this error from Sage Intacct:
1. Navigate to Sage Intacct and open the Company Console.
2. Locate the Inter-Entity Transactions section.
3. Ensure that the inter-entity relationship between the entities in question is correctly defined.
4. Consult the Sage Intacct support article for detailed configuration steps: [Inter-Entity Configuration Guide](https://developer.intacct.com/api/company-console/iet-configuration/).
5. If further assistance is needed, contact Sage Support for help with configuration.
Raw error message: *Unable to complete transaction. There is no inter-entity relationship defined between X and Y.* for your technical team.
---
# Sage Intacct Sync Error | Unable to determine correct checking account: no accounts returned
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/sage-intacct-sync-error-unable-to-determine-correct-checking-account-no-accounts-returned).
## Overview
Ramp has received the following error message from your Accounting Provider Sage:
*Unable to determine correct checking account: No accounts returned*
## How to resolve
Please follow these steps to resolve this error from Sage:
1. Create a checking account at the top-level entity in Sage.
2. Select the General Ledger (GL) account in Ramp that belongs to the newly created checking account.
3. Ensure that the correct cash account is linked to one checking account.
4. Verify that the selected default account in Ramp is a checking account.
5. Confirm that the Sage GL code is mapped to exactly one bank account.
6. Adjust any additional GL settings as necessary.
7. Save and re-sync your accounts in Ramp.
8. Test the configuration to ensure the issue is resolved.
9. Reach out to Ramp Support if further assistance is needed.
Raw error message: *Unable to determine correct checking account. No accounts returned* for your technical team.
---
# Sage Intacct Sync Error | Value is not valid for RECORDNO - invoice:{invoice_number} | Error Code: XL03000010
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/sage-intacct-sync-error-value-is-not-valid-for-recordno-invoiceinvoice-number-error-code-xl-03000010).
This error means that Ramp tried to reference an invoice in Sage Intacct using RECORDNO - invoice:\{invoice_number}, but that record number isn’t recognized. This usually points to a mismatch between what Ramp is referencing and what actually exists in Intacct.
**How to resolve:**
- Sign in to Sage Intacct and go to Accounts Payable > Invoices.
- Search for the RECORDNO or the external invoice number.
- If no invoice is found, it may have been deleted or was never synced.
- Check your Ramp to Intacct mapping to confirm the invoice is linked to the correct RECORDNO.
- If the reference is invalid, remove or unlink the invoice from the Ramp record.
- Return to Ramp and retry the sync with only valid records.
---
# Sage Intacct Sync Error | Vendor credit sync error: adjustment number required
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/sage-intacct-sync-error-vendor-credit-sync-error-adjustment-number-required).
## Overview
Ramp has received the following error message from your Accounting Provider Sage Intacct:
*Vendor credit sync error: adjustment number required*
*OR*
*Unable to sync this vendor credit to sage | enter an adjustment number and try again*
## How to resolve
Please follow these steps to resolve this error from Sage Intacct:
1. Navigate to Accounts Payable, Configuration
2. Scroll down to Document Sequence and select the dropdown for AP Credit Adjustments.
3. Click Add to add a new document sequence.
4. Name it AP Adjustments and choose the sequence length (typically 4)
5. Enter a fixed prefix of APADJ and a separator of "-" (optional)
6. Click Save
7. Click the dropdown for AP Debit Adjustments and select the same sequence (AP Adjustments)
8. Click Save to save the AP configuration settings.
Raw error message: *Unable to sync this vendor credit to sage | enter an adjustment number and try again* for your technical team.
---
# Sage Intacct Sync Error | Your accounting provider does not have {currency} as a currency. Add the currency and try again.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/sage-intacct-sync-error-your-accounting-provider-does-not-have-currency-as-a-currency-add-the-currency-and-try-again).
1. Review the **original currency** of the transaction and the currency referenced in the error message.
2. Confirm that the currency or currencies exist in **Sage Intacct** .
3. If the currency does not exist in Sage Intacct, add the required currency in **Sage** .
4. Allow **Ramp's Accounting Fields** to refresh to **100%** .
5. Once completed, retry the sync.
---
# Sage Intacct Sync Error | Your configuration limits credits to the entity owners. You cannot apply negative line items in transactions with line items for multiple entities. | Error Code: BL03002073
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/sage-intacct-sync-error-your-configuration-limits-credits-to-the-entity-owners-you-cannot-apply-negative-line-items-in-transactions-with-line-items-for-multiple-entities-error-code-bl-03002073).
The error you're seeing occurs because **Sage Intacct** currently restricts credits (negative lines) when a bill spans multiple entities.
Here are three ways you can resolve this issue — choose whichever approach best fits your accounting controls:
- **Recommended: Post credits as AP Credit Memos**
1. Remove the negative line from the bill in **Ramp** .
2. Create an **AP Credit Memo** in **Sage Intacct** for the appropriate entity and apply it to the bill.
3. Re-sync the bill in **Ramp** .
- **Keep all lines in one entity**
1. Ensure every line on the bill in **Ramp** (including any credits) is coded to the same entity.
2. If you need to split the bill, create separate bills per entity and put the credit line on the correct one.
3. Re-sync.
- **Adjust Intacct settings to allow credits across entities**
1. Your **Sage admin** can enable **“Allow negative line item amounts”** in the **Vendor Invoice** transaction definition (Lines tab).
2. They may also need to adjust inter-entity account settings to permit credits across entities.
After making any changes, try syncing again in **Ramp**.
---
# Sage Intacct Sync Error Oops, we can't find this transaction; enter a valid {transaction_key} key, then try again. | Error Code: BL01001973
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/sage-intacct-sync-error-oops-we-cant-find-this-transaction-enter-a-valid-transaction-key-key-then-try-again-error-code-bl-01001973).
The error you are seeing—Error Code BL01001973 with the message “enter a valid number key”—typically indicates that **Bill Approval is enabled in Sage Intacct**. When this setting is turned on, it conflicts with Ramp’s built-in approval workflow and can prevent reimbursements from syncing properly, especially when reimbursements are processed as batch payments.
Because Ramp manages approvals directly within the platform, having Bill Approval enabled in Sage Intacct creates a conflict during the sync process. Disabling this setting allows Ramp to handle approvals and ensures reimbursements sync successfully to Intacct.
**How to resolve the issue:**
1. Sign in to Sage Intacct.
2. Navigate to your Accounts Payable settings.
3. Locate the “Bill Approval” option and toggle it off.
4. Return to Ramp and retry the reimbursement sync once the setting has been disabled.
---
# Sage Intacct Sync Error: BillHasNoEntityOrSubsidiary('This bill has no entity or subsidiary. Please add an entity or subsidiary to this bill and try again.')
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/sage-intacct-sync-error-billhasnoentityorsubsidiarythis-bill-has-no-entity-or-subsidiary-please-add-an-entity-or-subsidiary-to-this-bill-and-try-again).
## Overview
Ramp has received the following error message from your Accounting Provider Sage:
BillHasNoEntityOrSubsidiary('This bill has no entity or subsidiary. Please add an entity or subsidiary to this bill and try again.')
## How to resolve
Please follow these steps to resolve this error from Sage:
1. Confirm that the Entity is not connected. This can be done by going to Company Settings > Entities.
2. Go to Settings > Entities
3. Click the Edit icon next to "INSERT ENTITY NAME HERE
4. Under the heading "Connect to a Subsidiary" select connect
5. Retry the sync
Raw error message: *"BillHasNoEntityOrSubsidiary('This bill has no entity or subsidiary. Please add an entity or subsidiary to this bill and try again.')"* for your technical team.
---
# Sage Intacct sync error: Journal GJ is not valid
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/sage-intacct-sync-error-journal-gj-is-not-valid-error-code-bl-01001973).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
Sage Intacct may return `Journal GJ is not valid | Select a valid active Journal. | Error Code: BL01001973` when Ramp syncs a repayment or certain Ramp Treasury transactions. Ramp posts those entries to Sage Intacct's General Journal (`GJ`), so the sync fails when the `GJ` journal is inactive, unavailable, or not available to the entity used by the transaction.
## Resolve the Journal GJ error in Sage Intacct
1. In Sage Intacct, navigate to **General Ledger** > **Setup** > **Journals**.
2. Find the journal with the symbol `GJ`.
3. Edit the journal and set **Status** to **Active**.
4. Make sure **Disallow direct posting** is not enabled.
5. If your company uses multiple entities, confirm the journal is available to the relevant entity for the Ramp transaction.
6. Save the change, then retry the sync in Ramp.
---
# Sync Error | This expense line cannot be billable
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/sync-error-this-expense-line-cannot-be-billable).
## Overview
Ramp has received the following error message from your Accounting Provider Sage:
This expense line cannot be billable.
## How do I resolve this error?
**What does this mean?**
This error indicates that the user has toggled "billable" to Yes, but did not select a Customer/Job.
Keep in mind that "billable" is an accounting term and is basically a question of, "can I charge a customer for this expense/associate it with this specific job for them to pay later?"
**How to resolve:**
You will need to either select a Customer/Job, or toggle "Billable" to No.
Raw error message: "*This affected reimbursement will appear back on your accounting tab.*" for your technical team.
---
# Sync Error | Transaction has mismatch split amounts (amount has changed)
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/sync-error-transaction-has-mismatch-split-amounts-amount-has-changed).
## Overview
Error message:
Transaction [xyz] has a mismatch in split amounts. Expected to have $[amount 1]; current splits add up to $[amount 2]
## Split transaction errors
Generally, split transaction errors occur when the total amount of the original transaction has changed. Therefore, the split transaction amounts no longer add up to the original transaction causing an error.
## Example
A Ramp card is used at a restaurant. The initial charge to Ramp card is $100 and the transaction was split in half ~ $50 / $50. However, when the charge cleared the tip amount was added to the Ramp card, so the transaction is now $120, not $100. Therefore, the split transaction amounts add up to $100, but the transaction is $120. The split amounts need to be changed to $60 / $60 for the transaction to sync.
To resolve this issue, go to the original transaction, and re-enter the correct split amounts with the new total.
---
# Sync error: Accounting period closed
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/sync-error-accounting-period-closed).
## Overview
Ramp may receive this error when a bill or bill payment attempts to sync to a closed accounting period in your accounting provider:
*We weren't able to sync this bill to \{Accounting Provider}.*
*This bill's accounting date is in a closed accounting period in \{Accounting Provider}. Please update the accounting date or open the accounting period and try again.*
For NetSuite, QuickBooks Online, Sage Intacct, Acumatica, and Xero, Ramp automatically checks the bill's accounting date during draft creation and again on either bill creation or final approval, depending on your sync settings. If the accounting date falls in a closed period, Ramp updates it to the first day of the next open period before syncing.
When Ramp automatically updates the accounting date, the bill activity history records the change. This error can still appear if the bill already has a sync error, because the failed sync means Ramp has already attempted to sync the bill and will not automatically update the accounting date afterward.
## Resolve an initial bill sync error
Ramp only performs the automatic closed-period check before a sync attempt: during draft creation and again on either bill creation or final approval, depending on your sync settings. If the bill already has this sync error, Ramp has already attempted to sync it and will not automatically update the accounting date on retry.
To resolve the error, use one of these options:
1. Edit the accounting date of the bill to be in an open period in your accounting provider.
2. Open the period that includes the accounting date in your accounting provider, then retry the sync in Ramp.
## Resolve errors after the bill has already synced
If the bill already synced to your accounting provider, later edits may not sync unless the accounting period is reopened or the changes are made directly in your accounting provider. The right resolution depends on which field changed and what your provider allows in a closed period.
If you updated the bill in Ramp and the sync failed, either reopen the accounting period and retry the sync, or make the needed correction directly in your accounting provider. If you resolve the accounting outside Ramp and do not want Ramp to retry the bill or payment sync, you can use [**Mark as synced** from the bill](/bill-pay-accounting#identifying-and-resolving-sync-errors) to clear the sync error.
## Resolve bill payment sync errors
If this error appears during the bill payment sync, use one of these options:
1. Open the period that includes the payment date in your accounting provider, then retry the sync in Ramp.
2. Account for the bill payment manually in your accounting provider, then use [**Mark as synced** in Ramp](/bill-pay-accounting#identifying-and-resolving-sync-errors) if the bill should no longer retry automatic sync.
Most accounting providers do not allow Ramp to update paid bills in closed periods, so payment sync errors may require manual reconciliation in the accounting provider.
## NetSuite locked periods and closed periods
NetSuite distinguishes between locked periods and closed periods. A locked period may still allow posting if a NetSuite user has **Override Period Restrictions** permission or if your NetSuite workflows allow the transaction; NetSuite may also move the posting period to the next open period or current period based on your NetSuite configuration.
A closed period cannot be changed in a way that impacts the general ledger. If NetSuite returns this closed-period sync error, update the accounting date to an open period, reopen the period in NetSuite, or make the correction directly in NetSuite.
NetSuite also has a preference called **Allow transaction date outside posting period**. If this preference is set to Disallow, NetSuite may return an error when the bill date is outside the selected posting period, such as when the accounting period date is January 31 but the posting period is February.
Raw error message: *accounting_period_closed* for your technical team.
---
# Sync Error: Statement payment sync error: We weren't able to sync across the following statement payment due to this error: the frombankaccount with the details provided could not be located
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/sync-error-statement-payment-sync-error-we-werent-able-to-sync-across-the-following-statement-payment-due-to-this-error-the-frombankaccount-with-the-details-provided-could-not-be-located).
## Overview
Ramp has received the following error message from your Accounting Provider:
Statement payment sync error: We weren't able to sync across the following statement payment due to this error: the frombankaccount with the details provided could not be located
## How do I resolve this error?
The bank account selected in **Accounting** > **Settings** > **Default Accounts** for Statement Payments is inactive within your accounting software.
You will need to either select an active account as the default or make the current account active in your accounting provider and retry the sync.
---
# Sync Intacct Sync Error | HTTPSConnectionPool(host='api.intacct.com', port=443): Read timed out. (read timeout=0.4)
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/sync-intacct-sync-error-httpsconnectionpoolhostapiintacctcom-port-443-read-timed-out-read-timeout-04).
Based on the error message shown, it appears that **approval workflows** are currently enabled in your **Sage Intacct** account, which is preventing the bill payment from syncing.
**To resolve this, please follow these steps:**
1. In **Sage Intacct** , go to **Accounts Payable > Setup > Configuration** .
2. Under **Release To Pay** , ensure that **Don't Enable** is checked at both the top level and for each relevant entity.
3. Once you have made these changes, retry the sync in **Ramp** .
---
# Troubleshooting: Transaction Not Appearing for Bill Match
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/troubleshooting-transaction-not-appearing-for-bill-match).
## Overview
Use this article when a cleared transaction made with an existing Ramp card does not appear for manual bill matching. Single-use Ramp card transactions match automatically after clearing — see [Pay Bill Pay invoices via Ramp card](/pay-bill-pay-invoices-via-ramp-card).
## Check whether an existing-card transaction is eligible
An existing-card transaction must be cleared, not already synced to your accounting provider as a card transaction, and equal the selected bill or bills in the bill's original currency.
If the transaction has already synced to your accounting provider as a card transaction, it won't appear for matching. This sync is permanent and can't be reversed from Ramp, so make any needed corrections directly in your accounting software. See [Marking transactions as synced](/marking-transactions-as-synced).
If the bill amount is correct but the card transaction amount differs, do not change the bill solely to force a match. [Contact Ramp Support](/how-to-contact-ramps-support-team) before changing accounting records.
## Find an eligible existing-card transaction
1. Open the bill and select **Search Transactions**.
2. Change the cardholder filter to **All cards**.
3. Select the eligible transaction and complete the match.
---
# UCSV Export Error | Failed to format row for reimbursement
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/ucsv-export-error-failed-to-format-row-for-reimbursement).
1. Navigate to the reimbursements you are attempting to export.
2. Confirm that all necessary accounting categories are filled out on the reimbursements.
3. Enter an accounting category for any reimbursement missing an accounting category.
4. Save any changes made to the accounting categories.
5. Retry the export process.
---
# When connecting to Xero, a blank screen pops up after I connect on Ramp
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/when-connecting-to-xero-a-blank-screen-pops-up-after-i-connect-on-ramp).
When a blank screen pops up after connecting to Ramp, it is typically due to a set up issue. When a user connects Xero, then disconnects on Ramp and tries to reconnect, this happens because Xero was still connected to Ramp.
Steps:
1. Go to Ramp and make sure you are disconnected from Xero
2. Go to Xero Click into the drop down menu
Select Settings
1. Under General, select **Connected Apps**
2. Disconnect the Ramp Integration.
3. Retry setting up your Xero connection on Ramp.
---
# Xero Sync Error | (invalid_grant)
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/xero-sync-error-invalid-grant).
**To reconnect your Xero account to Ramp:**
1. In Ramp, navigate to Accounting → Settings.
2. Click Disconnect.
3. Reconnect your Xero account. Follow the prompts to reauthorize Ramp with your Xero account credentials.
4. **Note:** You need to be an admin in Xero to complete the authorization.
---
# Xero Sync Error | Cannot delete a VendorCredit that has not been synced to the accounting provider.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/xero-sync-error-cannot-delete-a-vendorcredit-that-has-not-been-synced-to-the-accounting-provider).
**Issue:**
The **vendor credit** did not sync to your ERP yet.
**Resolution:**
- Sync the **Vendor Credit** to your ERP.
---
# Xero Sync Error | "We weren’t able to sync across the following statement payment due to this error. Cannot transfer between the same bank account"
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/xero-sync-error-we-werent-able-to-sync-across-the-following-statement-payment-due-to-this-error-cannot-transfer-between-the-same-bank-account).
## Overview
Ramp has received the following error message from your Accounting Provider Xero:
*We weren’t able to sync across the following statement payment due to this error. Cannot transfer between the same bank account.*
## Why is this happening?
You have set the Cash account and the Credit Card Liability account as the same account, which is why this error message was triggered.
## How do I resolve this error?
Change the default accounts so that the Cash account and the Credit Card Liability account are not set to the same account.
1. Go to **Accounting** -> **Settings** -> **Export Settings**
2. Ensure the Cash account and the Credit Card Liability account are not set to the same account.
---
# Xero Sync Error | (invalid_grant)
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/xero-sync-error-invalid-grant-2).
**Steps to reconnect Xero in Ramp:**
1. Go to Settings > Accounting > Manage > Xero in Ramp.
2. Select Disconnect, then reconnect by signing in with your Xero admin credentials.
3. Return to the bill in Ramp and select Retry sync.
---
# Xero Sync Error | Invoice not of valid status for modification This document cannot be edited as it has a payment or credit note allocated to it.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/xero-sync-error-invoice-not-of-valid-status-for-modification-this-document-cannot-be-edited-as-it-has-a-payment-or-credit-note-allocated-to-it).
This error occurs when a bill has already been **fully paid** or has a **payment or credit applied**. In this state, **Xero** does not allow any further modifications to the bill, which is why the updated version is not syncing in from **Ramp**.
To give more context, here is a resource that walks through this specific error and why it appears:
- [**Xero Invoice Not of Valid Status for Modification – How to Resolve**](https://support.databuzz.com.au/article/39-i-m-getting-this-error-when-uploading-an-invoice-to-xero-invoice-not-of-valid-status-for-modification-how-i-can-resolve-this)
Since Xero blocks changes once a bill has payments or credits allocated, any updates you intend to make to a reconciled bill typically need to be handled **directly within Xero** rather than via a re-sync from Ramp.
---
# Xero Sync Error | Skipping the syncing of this payment due to unsynced reimbursements in the payment batch.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/xero-sync-error-skipping-the-syncing-of-this-payment-due-to-unsynced-reimbursements-in-the-payment-batch).
The reason that these **reimbursement payment records** are failing to sync is because you are not going through the **Native Sync flow** to get these from Ramp to Xero.
Some reimbursements are being synced from the **Accounting > Reimbursement > Ready to Sync > Sync All** flow in Ramp, while others are being synced through the **Developer API** (making API calls to Ramp to mark reimbursements as synced). This API method causes sync issues every time it is used.
The recommended flow to sync your reimbursements and reimbursement payment records from **Ramp** to **Xero** is as follows:
1. Click on **Accounting** .
2. Click on **Reimbursements** .
3. Click on the **Needs Review** tab and use the **Mark Ready** button to move them to **Ready to Sync** .
4. From the **Ready to Sync** tab in Ramp, checkmark the reimbursements.
5. Click **Sync All** and then select **Sync to Xero** .
---
# Xero Sync Error | Unable to sync this bill across due to authentication issues with Xero
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/xero-sync-error-unable-to-sync-this-bill-across-due-to-authentication-issues-with-xero).
1. In **Ramp** , navigate to **Accounting → Settings → Danger Zone** and click **Disconnect Xero** .
2. Proceed to the following link and follow the steps to complete the **Xero ↔ Ramp Integration** :
- [/xero-overview](/xero-overview)
1. Once authenticated, navigate back to the bill in **Ramp** and retry the sync.
---
# Xero Sync Error | We weren't able to sync across the following reimbursement(s), as it appears you've chosen an account of an invalid type
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/xero-sync-error-we-werent-able-to-sync-across-the-following-reimbursements-as-it-appears-youve-chosen-an-account-of-an-invalid-type).
**Steps to Resolve the Issue**
1. **Check the Reimbursement Payment Account in Xero**
- Go to *Xero → Accounting → Bank Accounts*
- Ensure the account you're using:
- ✅ Appears under "Bank Accounts"
- ✅ Has a type of “Bank” or “Cash”
- ❌ Is not just a “Current Asset” from the chart of accounts
2. **If Needed, Create or Convert a Valid Bank Account**
- In Xero, create a new Bank or Cash account under *Accounting → Bank Accounts*
- Avoid using standard asset accounts not recognized as cash/bank
3. **Update the Mapping in Ramp**
- Go to *Ramp Accounting → Settings → Sync Settings → Reimbursements*
- Under the "Payment Account" or "Bank Account" field, select the newly created or valid Xero bank/cash account
4. **Retry the Sync**
- Go to *Ramp → Accounting → Reimbursements*
- Select the failed reimbursements and try syncing again
---
# Microsoft Dynamics BC Sync Error | Vendor Posting Group must have a value in {vendor} It cannot be zero or empty.
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/microsoft-dynamics-bc-sync-error-vendor-posting-group-must-have-a-value-in-vendor-it-cannot-be-zero-or-empty).
**Steps to resolve the Vendor Posting Group error in Business Central:**
**1. Set the Vendor Posting Group directly on the vendor:**
1. In Business Central, open the vendor record.
2. Assign a valid Vendor Posting Group code from your company’s list.
3. Save and retry the sync in Ramp.
**2. Update the Vendor Template defaults in Business Central:**
1. Go to Vendor Templates and open the template used for API-created vendors.
2. Set the Vendor Posting Group to an existing code.
3. In Purchases and Payables Setup, confirm the Default Vendor Template Code points to this template.
4. Retry the vendor creation or failed sync.
**3. If creating vendors via API:**
1. Ensure you include valid posting group fields such as vendorPostingGroup: "VEND" and genBusPostingGroup: "GENERAL".
2. Retry the sync.
---
# Troubleshooting | Acumatica approval error
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/troubleshooting-acumatica-approval-error).
If you run into an approvals related error, then please follow these steps to resolve:
1. Sign in to Acumatica.
2. Navigate to **Assignment and Approval Maps** .
3. Find the row with "Map Type = Approval Map" and "Entity Type = Cash Purchases".
4. Open this rule by clicking it.
5. Create a rule that matches the one below with the Ramp card account(s) you use for your cash accounts.
---
# How to fix: "QBWC1085: There was a problem with the log file"
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/how-to-fix-qbwc-1085-there-was-a-problem-with-the-log-file).
[Link to Conductor partner](https://docs.conductor.is/help/connection-errors/there-was-a-problem-with-the-log-file)
*This guide is provided by Conductor, the service that powers the QuickBooks Desktop integration for many business tools, including the one that sent you here.*
When connecting to QuickBooks Desktop with Conductor, you might encounter the error shown below, which prevents syncing your QuickBooks Desktop data with Conductor. Follow the steps below to resolve this issue.
## Delete the Web Connector log file
A corrupted QuickBooks Web Connector log file can cause this error. Typically, this file was already in this corrupted state even before setting up the connection. Deleting the log file will force the Web Connector to generate a new one. To do so, follow these steps:
**Step 1 | Close QuickBooks Desktop**
- Close QuickBooks Desktop
- Ensure QuickBooks Desktop is completely closed
**Step 2 | Terminate the QuickBooks Web Connector**
Terminate the QuickBooks Web Connector process to ensure it is not running in the background:
- Open the Windows Task Manager by searching for “Task Manager” in the Windows search bar (usually located in the bottom-left corner of your screen).
- In the Task Manager, find “QuickBooks Web Connector”, right-click it, and select “End Task”. You may need to click “More details” at the bottom of the Task Manager window to see all running processes.
- Close the Task Manager.
**Step 3 | Navigate to the QuickBooks Web Connector log directory**
- Open File Explorer and navigate to the QuickBooks Web Connector log directory by copying and pasting the following path into the address bar:
- C:\ProgramData\Intuit\QBWebConnector\log
**Step 4 | Delete the log file**
- In the log directory, locate the file named QWCLog.txt, right-click on it, and select “Delete”.
**Step 5 | Restart QuickBooks Desktop and the Web Connector**
Restart QuickBooks Desktop and the QuickBooks Web Connector to generate a new log file:
- Open QuickBooks Desktop with the company file you want to sync.
- In the top menu bar, click “File” > “App Management” > “Update Web Services” to launch the QuickBooks Web Connector.
- In the window that appears, click “Hide” in the bottom-right corner to keep the Web Connector running in the background.
After completing these steps, attempt to sync your QuickBooks Desktop data again. If you continue to encounter the error, please email us at [support@conductor.is]() for further assistance.
---
# Microsoft Dynamics Business Central | Troubleshooting "Missing Permissions" error on the enable Entra Card page
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/microsoft-dynamics-business-central-troubleshooting-missing-permissions-error-on-the-enable-entra-card-page).
## Overview
A common error you may receive during our Microsoft Dynamics BC setup flow is the **Missing Permissions error** on the Enable Entra Card step. This typically means you have deleted the Ramp entra card, which is necessary for the integration.
## How do I fix this?
Please follow the instructions below to create a new entra card and proceed with the setup flow.
**Step 1:** Navigate to the Entra Card page in Business Central.
**Step 2:** Click **New**to create an Entra card.
**Step 3**: Copy & Past this Client ID: 4c3742b7-e7c0-4876-8c7b-2743b2e073c1
**Step 4:** Enter "Ramp Connector" into the Description
**Step 5:** Select the 3 dots next to App ID field
**Step 6:** Search for "Ramp for Business Central" in the list and select it
**Step 7:** Change the state from Disabled to Enabled
**Step 8:** In the Permission set field type "RAMP CONNECTOR" and ensure the Company field is left blank
Step 9: Return to Ramp and complete the setup flow.
---
# How to fix: "Your QuickBooks Desktop connection is not active"
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/how-to-fix-your-quickbooks-desktop-connection-is-not-active).
[Link to Conductor partner](https://docs.conductor.is/help/connection-errors/connection-not-active)
If Conductor is unable to sync your QuickBooks Desktop data, you may see the following error:
**"Your QuickBooks Desktop connection is not active. It was last active..."**
This error indicates that Conductor cannot establish a connection with the QuickBooks Web Connector on your computer. The Web Connector is an essential component that comes pre-installed with QuickBooks Desktop. It runs silently in the background, facilitating secure synchronization of your QuickBooks Desktop data with Conductor.
Follow these troubleshooting steps to resolve the issue:
## Troubleshooting steps
### 1 ensure your computer is on
The Web Connector requires your computer to be powered on and connected to the internet.
- If your computer is off, turn it on and ensure it has an active internet connection.
- Attempt to sync your QuickBooks Desktop data.
If the error persists, proceed to the next step.
### 2 ensure the Web Connector is running
The Web Connector should always be running in the background on your computer. If it’s not, launch the program by following these steps:
- Open QuickBooks Desktop with the company file you want to sync.
- In the top menu bar, click **“File” > “App Management” > “Update Web Services”** to launch the QuickBooks Web Connector.
- Attempt to sync your QuickBooks Desktop data again.
- If the sync is successful, this issue is resolved and you should click “Hide” in the bottom-right corner to keep the Web Connector running in the background. If the error persists, continue to the next step.
If the Web Connector doesn’t start automatically with your computer, Conductor may face difficulties in reliably syncing your QuickBooks Desktop data. To ensure automatic startup, [follow this guide](https://docs.conductor.is/help/guides/ensure-web-connector-opens-at-startup).
### 3 confirm auto-run is enabled in the Web Connector
Still in the Web Connector:
- Confirm the box for **Auto-Run is enabled** for your connection. If not, tick it.
- Attempt to sync your QuickBooks Desktop data again.
- If the sync is successful: This issue is resolved and you should click “Hide” in the bottom-right corner to keep the Web Connector running in the background.
- If the sync fails: Continue to the next step.
**Never disable the Auto-Run setting. This is required to for a stable connection to your QuickBooks Desktop.**
### 4 confirm every-min is blank in the Web Connector
Still in the Web Connector: Confirm **Every-Min is blank** for your connection.
**If Every-Min is not blank, complete the steps below to reset it.** (These steps are the only way to reset the Every-Min value. You cannot directly clear it manually.)
- Click **“Remove”** to the right of the connection in the Web Connector. Click “Yes” to confirm.
- **Return to the QuickBooks Desktop integration setup guide** that you initially used to create this connection. If you do not know where this is, contact the support team of the product that sent you this guide.
- **Complete the setup guide** to add the connection again. But, do not enter a value in the Every-Min field.
- Continue to final page of the setup guide to test your connection:
- If the sync is successful: This issue is resolved and you should click “Hide” in the bottom-right corner to keep the Web Connector running in the background.
- If the sync fails: Continue to the next step.
**Never change the Every-Min setting. This is required to for a stable connection to your QuickBooks Desktop.**
### 5 confirm the password is saved in the Web Connector
Still in the Web Connector: Confirm the Password box is not empty and looks like ”\*\*\*\*\*\*\*\*”.
**If the Password box is empty, complete the steps below to re-enter it:**
- **Return to the QuickBooks Desktop integration setup guide** that you initially used to create this connection. If you do not know where this is, contact the support team of the product that sent you this guide.
- Skip to the page for **“Step 5”** and find the section for **“Copy the unique password below”.**
- When you paste the password into the **Password** box, be sure to hit “Enter” on your keyboard and click **“Yes”** on the dialog box that appears to save the password.
- Continue to final page of the setup guide to test your connection:
- **If the sync is successful:** This issue is resolved and you should click “Hide” in the bottom-right corner to keep the Web Connector running in the background.
- **If the sync fails:** Continue to the next step.
### 6 delete the Web Connector log file
This is a common solution for various QuickBooks Desktop sync issues.
If you’re still experiencing connection issues, there might be a problem with the QuickBooks Web Connector log file. Please follow this [quick guide](https://docs.conductor.is/help/connection-errors/there-was-a-problem-with-the-log-file#solution-delete-the-web-connector-log-file) to delete and auto-regenerate the log file.
If you continue to receive the “Your QuickBooks Desktop connection is not active” error after completing this guide, please contact our support team at **support@conductor.is.**
---
# Microsoft Dynamics Business Central sync error: MISSING_PERMISSIONS Continia Document Capture
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/microsoft-dynamics-business-central-sync-error-missing-permissions-continia-document-capture).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
Microsoft Dynamics Business Central returns this error when Ramp tries to read a Continia Document Capture table that the Ramp Connector Entra application does not have permission to access:
*MISSING_PERMISSIONS: Sorry, the current permissions prevented the action.*
The message also includes a `TableData` reference — for example, `TableData 6085590 CDC Document Document Read: Continia Document Capture` — that names the specific Continia table Ramp could not read, along with a `CorrelationId` unique to your error. The table number and `CorrelationId` vary between occurrences, so the sync fails whenever the Ramp Connector lacks read access to the Continia table named in your message.
## How to resolve
Grant the Ramp Connector Entra application read access to the Continia Document Capture tables. Because the specific table can differ between errors, add the Continia Document Capture permission set that covers all of the Continia tables rather than a single table.
1. In Business Central, search for and open **Microsoft Entra Applications**.
2. Open the **Ramp Connector** Entra application card.
3. In the **User Permission Sets** section, add the Continia Document Capture permission set that grants read access to the Continia tables.
4. On that permission line, leave the **Company** field blank so the permission applies across all of your companies.
5. Save your changes.
6. Return to **Ramp** and retry the sync.
---
# NetSuite integration: Set up bill payment trace IDs
> Official Ramp Help Center article. Topic: Integrations / Troubleshoot Integrations. [View the canonical page](https://support.ramp.com/netsuite-check-numbering-sequence-deployment-guide).
## Overview
When a Ramp bill payment syncs to NetSuite, you can automatically write the payment identifier — such as an ACH trace ID or a check number — to the NetSuite vendor payment record. This is handled by a NetSuite SuiteBundle script (Bundle ID: `552760`) that calls the Ramp Developer API to retrieve the identifier and set it on a vendor payment field.
This guide covers how to install the bundle, connect it to Ramp's API, and configure the script deployment.
> **Note:** You need Administrator access in both NetSuite and Ramp to complete this setup.
## Install the bundle in NetSuite
1. Sign in to NetSuite with the **Administrator** role.
2. Go to **Customization > SuiteBundler > Search & Install Bundles**.
3. In the **Keywords** field, search for Bundle ID `552760`.
4. Open the bundle and click **Install**.
## Create a Ramp Developer API app
The bundle authenticates with the Ramp Developer API to retrieve payment identifiers. You need to create an API app in Ramp and configure its credentials.
1. Sign in to Ramp as an Admin.
2. From your [Developer settings](https://app.ramp.com/settings/developer), create a new app:
- **App Name**: `NS - Ramp Bill API`
- **App Description**: `This enables NetSuite to pull Bill Payment Check Number or ACH for Invoices.`
3. Click **Save**, then open the app you just created.
4. Under **Grant types**, add both of the following (they may already exist):
- **Authorization Code**
- **Client Credentials**
5. Under **Scopes**, click **Configure allowed scopes**, check `bills:read`, and click **Set**.
6. Copy the **Client ID** and **Client secret** — you need them in the next step.
For more on the Ramp Developer API, see [Ramp Developer API overview](/accessing-the-developer-api) and the [Ramp Developer API documentation](https://docs.ramp.com/developer-api/v1/introduction).
## Configure the script deployment in NetSuite
1. Sign in to NetSuite with the **Administrator** role.
2. Go to **Customization > Scripting > Scripts**.
3. Click **Filters** and set **From Bundle** to `552760`.
4. Click **View** on the script **Ramp - Pull Bill Trace ID**.
5. Go to the **Deployments** tab and verify:
- There is a deployment on **Vendor Payment**.
- The deployment status is **Deployed** and **Released**.
6. Open the deployment and click **Edit**.
7. Verify the following settings:
- **Available to**: All Roles and All Employees
- **Execute as Role**: Administrator
8. Go to the **Parameters** tab and set:
- **Ramp Client ID**: paste the Client ID from your Ramp API app.
- **Ramp Client Secret**: paste the Client secret from your Ramp API app.
- **Ramp API Base**: set based on your environment:
- Production: `https://api.ramp.com/developer/v1/`
- Demo (testing only): `https://demo-api.ramp.com/developer/v1/`
- **Payment Field to Set**: choose the vendor payment field where the identifier should appear. The default value is `tranid`, which is the **Check #** field.
9. Click **Save**.
## Set up automatic retries for missing identifiers
If a trace ID is not yet available when a bill payment syncs, the script sets the **TRACE ID NOT FOUND** flag to `True` on that vendor payment. You can retrigger the script manually by editing and saving the vendor payment record, or deploy the included Map/Reduce retrigger script to retry automatically on a schedule.
### Deploy the retrigger script
1. Go to **Customization > Scripting > Scripts**.
2. Click **Filters** and set **From Bundle** to `552760`.
3. Click **View** on **Ramp - Retrigger Pull Bill Trace ID**.
4. Go to the **Deployments** tab and click the deployment **Ramp - Retrigger Pull Bill Trace ID**.
5. Click **Edit**.
6. Under **Schedule**, choose your preferred frequency (the default is **Hourly**).
7. Set **Status** to **Scheduled**.
8. Click **Save**.
The retrigger script searches for vendor payments where all of the following are true:
- **TRACE ID NOT FOUND** is `True`
- `ramp_receipt_url` contains `bill`
- Transaction type is **Vendor Payment**
- **Mainline** is `True`
> **Tip:** Set the **Created After Date** script parameter to limit the search to payments created after a specific date. If left empty, the script queries all matching vendor payments.
### Troubleshoot the retrigger script
If the retrigger script runs but does not update the payment identifier:
1. Go to **Customization > Scripting > Script Deployment**.
2. Click **Filters** and set **From Bundle** to `552760`.
3. Click **Edit** on the deployment for **Ramp - Pull Bill Trace ID**.
4. Go to the **Context Filtering** tab.
5. Select **Map/Reduce** (keep all other existing options selected).
6. Click **Save**.
7. Retrigger the **Ramp - Retrigger Pull Bill Trace ID** script.
## Test the deployment
1. Open a bill payment in NetSuite that has already synced from Ramp.
2. Click **Edit**, then click **Save** (no changes needed — saving retriggers the script).
3. Verify that the selected payment field was updated with the trace ID or check number.
> **Note:** If the identifier does not appear, it may not be associated with the payment yet in Ramp. Check the script execution logs to confirm whether a trace ID was returned. If not, try editing and resaving the payment again later.
If you continue to have issues with the deployment, contact [Ramp Support](/how-to-contact-ramps-support-team). Include screenshots of your script deployment, parameters, and any error logs.
---
# Ramp corporate cards
> Official Ramp Help Center article. Topic: Cards / Issue Cards. [View the canonical page](https://support.ramp.com/ramp-corporate-cards).
## Overview
Ramp is a corporate charge card powered by the Visa network. Unlike credit cards, charge cards require you to pay your monthly balance in full by each statement period. There is no ability to carry over balances, and therefore, Ramp does not charge interest. If you’re interested in learning more about the [difference between charge cards and credit cards](https://ramp.com/blog/charge-cards-vs-credit-cards), check out our article.
With Ramp, administrators can issue unlimited cards and funds, each with their own amount and embedded controls. For more information on Ramp funds, continue reading [here](/setting-up-controls-on-ramp-cards-and-funds).
## Frequently asked questions
### Does using a Ramp card build my personal credit?
No. Ramp does not report Ramp card activity to personal credit bureaus, so using a Ramp card does not build a cardholder's personal credit.
---
# How to use Ramp funds, physical cards, and virtual cards
> Official Ramp Help Center article. Topic: Cards / Issue Cards. [View the canonical page](https://support.ramp.com/how-to-use-ramp-funds-physical-cards-and-virtual-cards).
## Overview
Ramp employees can use their physical cards, virtual cards, and funds with any of the millions of vendors that accept Visa worldwide, both in person and online. Funds represent money the cardholder can spend. However, these are issued virtually and can only be added to a digital wallet or spent from with a physical card. On the web, users can see their funds and cards on the right side of **Home**. In the mobile app, eligible users can access them from **Wallet**. Admins and other power users have access to the Funds tab, not employee role users. Ramp cards cannot be used for cash advances, ATM withdrawals, or balance transfers.
## How spending works
Once you're invited to Ramp, you can start spending immediately if your account already has a card or funds available. If it does not, check with your manager or finance team to see if you will be issued one. There are many ways you can use or access your card and funds information:
- If you have been invited to Ramp with a physical card, it will arrive in 7–10 business days after you create your account. While you wait for your physical card to arrive, you'll have access to the virtual version of your physical card. This virtual card has a separate card number from your physical card number and can be used for online purchases immediately. On the [web](https://app.ramp.com), select your card, then **Use virtual card**. In the mobile app, select your physical card, then **Show card number** to view details before delivery.
- Before transacting with your physical card, please ensure that you have sufficient funds available to spend from your physical card.
- If you have a physical card and multiple funds, we encourage you to use your physical card and auto-match to have Ramp automatically match your transactions to the correct funds.
- Funds will not have a virtual card number by default unless you do not have a physical card.
- Ramp physical and virtual cards work with [Apple Pay](https://support.apple.com/en-us/HT204506) and [Google Pay](https://support.google.com/pay/answer/7625139?co=GENIE.Platform%3DAndroid&hl=en). You can add either card type to your mobile wallet through the Ramp mobile app.
- If you want to use your funds with a mobile wallet, we encourage you to use your physical card in the mobile wallet and have Ramp auto-match to your funds.
- If you manage multiple online subscriptions for your team, we recommend having separate virtual cards for each subscription.
- Monitor your funds to know how much you have left to spend.
## How to access your funds and cards in Ramp
To view your physical card, virtual card, or funds details, open [Home](https://app.ramp.com/home) on the web or **Wallet** in the mobile app, then select the card or fund.
- In the Cards section, you can lock your funds, view your card details, terminate or replace your card, and more.
- In the Funds section, you can view your funds and generate a virtual card number if you need one.
## How do I use Ramp funds in stores?
As shown in this [article](/difference-between-funds-virtual-cards-and-physical-cards), you can spend your funds with physical point-of-sale (POS) systems using your physical card or a virtual card on your mobile wallet. You can also make purchases online or over the phone using your physical card number. Funds do not have a card number by default. However, transactions from your physical card will route to funds.
## How do I use Ramp virtual cards?
Virtual cards are meant to be used when making online-only purchases, such as subscriptions. They can also be used to make in person purchases with a mobile wallet. On the web, open [**Funds**](https://app.ramp.com/funds/issued). In the mobile app, open **Wallet**. Select the card to reveal:
- The full payment card number (PAN)
- CVV
- Expiration
## How to create or request Ramp funds and virtual cards
You can learn how to create Ramp virtual cards in this
[article](/ordering-or-requesting-physical-cards-virtual-cards-and-funds#requesting-a-virtual-card-or-funds).
Once issued, you can use your new virtual card for online purchases immediately.
## How to replace Ramp funds or virtual cards
If you have access to create new funds or virtual cards, replacing
them involves canceling the existing ones and creating new ones.
You can learn about creating funds and virtual cards in this
[article](/ordering-or-requesting-physical-cards-virtual-cards-and-funds).
## Tips for using Ramp virtual cards
We recommend using one virtual card per vendor.
1. **Security** : If the vendor's website security is
compromised, your card information with other vendors stays safe.
You may simply lock the card for the specific vendor and not
have any additional recurring spend blocked.
2. **Accounting** : You can create merchant rules and
card rules to easily code transactions from specific vendors.
One card per vendor helps with financial organization.
- To create a rule, open [Cards](https://app.ramp.com/cards), select the card, and select **Edit**. If **Transaction coding rules** is available, select **Add** and create the accounting rule.
3. **Flexibility** : Ability to easily reassign cards
to different owners as you hire and scale your team.
- Virtual cards can easily be transferred from teammate
to teammate.
- This can be done by heading to [Cards](https://app.ramp.com/cards) --> click on the card you want --> click on edit.
Choose a new owner, then click save.
In the mobile app, open **Wallet** and select **View all** to search virtual
cards and funds. On the web, search physical and virtual cards from
**Cards** and funds from **Funds**. Search results will not include deleted
cards or funds or individual reimbursements. Wallet search can include
pending spend requests.
## Frequently asked questions
### Can I use my Ramp card for cash advances or ATM withdrawals?
No. Ramp cards cannot be used for cash advances, ATM withdrawals, or balance transfers. These are cash-equivalent transactions that Ramp does not support, and any attempt will be declined.
### Do Ramp cards have a PIN?
USD Ramp cards generally do not have a PIN, but some card programs issue PIN-enabled USD cards. Physical cards issued in other currencies — including CAD, EUR, GBP, AUD, JPY, MXN, and BRL — typically have an auto-generated PIN for in-store transactions. Not every non-USD card uses a PIN — for example, SGD-denominated cards do not. Virtual cards generally do not have PINs, but some virtual cards issued in Mexico can have one. Learn more in [Physical card PINs](/physical-card-pins).
### Will my Ramp card work for money transfer services?
No. Ramp cards do not support transactions on money transfer services such as Zelle, CashApp, Venmo, or Wise. These transactions are blocked because they are classified as cash-equivalent transactions.
### Will my Ramp card work internationally?
Yes, Ramp cards work in most countries outside of the United States, including Canada, Mexico, and countries in Europe. Please take a look at [this article](/will-my-ramp-card-work-internationally) for more information.
### Can I run a test transaction to verify my Ramp card works?
No. Ramp does not offer a separate test mode or synthetic test purchase for Ramp cards. To verify that your card works, you need to make a real purchase attempt. That purchase is processed with the same activation status, Spend Limits, merchant and category restrictions, and fraud checks as any other transaction. For physical cards, make sure you have [activated your card](/activating-a-physical-card) first. Some online purchases may also require [3DS verification](/ramp-cards-and-3ds-enrollment) at checkout. If the purchase stays pending or is declined, see [Pending charges - FAQs](/pending-charges-faqs) or [Transaction declines](/transaction-declines).
### What's the difference between funds, virtual cards, and physical cards?
A physical card is a card you can carry in your wallet in person. Funds are allocations of money that you can spend on behalf of your company. Virtual cards are a type of funds that can only be accessed digitally. Once a virtual card is approved, it is already activated and ready for use. Both virtual and physical cards have card numbers you can use online or in a digital wallet like Apple or Google Pay. Funds do not have card numbers by default since they're meant to be spent from your physical card. For a physical card to function, you must have funds. The physical card itself doesn't have any money. Without funds, transactions on a physical card will be declined due to a lack of spend ability. Please take a look at[this article](/difference-between-funds-virtual-cards-and-physical-cards)for more information.
### How do I remove my Ramp card from Apple Wallet or Google Wallet?
To remove a Ramp card from your mobile wallet while keeping the card active, remove it directly in the wallet app instead of in Ramp:
- **Apple Wallet:** Follow Apple's [Change or remove the payment cards that you use with Apple Pay](https://support.apple.com/en-us/118219) instructions.
- **Google Wallet:** Open the Google Wallet app, select the card, tap **More**, then tap **Remove payment method**. For more detail, see Google's [Manage payment methods added to the Google Wallet app](https://support.google.com/wallet/answer/12059601?hl=en).
Ramp does not currently offer a wallet-only removal flow for Apple Pay or Google Pay. If you terminate a physical card in Ramp, Ramp deprovisions its wallet tokens, but the physical card is permanently terminated.
### Where do I find transactions from my physical card on Ramp?
Physical card charges may appear under your funds if the physical card was set to spend from a specific virtual card or funds at the time of the transaction. These transactions will count toward the associated funds limit and may block new transactions if that limit is reached. To review or change the funds or card a physical card is spending from as a manager or admin, go to Cards or Funds tab in the web app, select the relevant card or funds, and review the current fund or virtual card associated with it. To review or change the funds or card a physical card is spending from as an employee, open **Home** on the web or **Wallet** in the mobile app, select the physical card, and select auto-match funds or choose other funds.
### Why are the last four digits on my receipt different from the last four digits displayed in Ramp?
This is likely tied to these charges paid using Mobile Pay (e.g. Apple Pay, Google Wallet, etc.). With Apple Pay, for example, the last 4 digits listed for Apple Pay transactions are the last four digits of the device-specific Device Account Number in place of the credit card number. This is a known security feature for this wallet.
### Can I spend before my physical card arrives?
Yes. While your physical card is in transit, you have a virtual card number you can use for online purchases right away. On the [web](https://app.ramp.com), select your card and then select **Use virtual card**. In the mobile app, select your physical card and then select **Show card number** to view its details before delivery. The virtual card number shown on the web is separate from your physical card number.
If you have additional funds, you can [generate a virtual card number](/ordering-or-requesting-physical-cards-virtual-cards-and-funds#requesting-a-virtual-card-or-funds) for them and use it for online purchases regardless of your physical card's delivery status.
If Ramp does not offer wallet setup while your physical card is in transit, [activate the card](/activating-a-physical-card) after it arrives to access its full details and add it to a mobile wallet.
### Which digital wallets does Ramp support?
Ramp supports Apple Pay, Google Pay, and Samsung Pay. You can add physical or virtual cards to Apple Pay or Google Pay. Eligible physical cards can be added while they are in transit; Ramp completes the required activation during wallet setup.
- **Apple Pay or Google Pay:** Download the Ramp app from the [App Store](https://apps.apple.com/us/app/ramp/id1628197245) or [Google Play](https://play.google.com/store/apps/details?id=com.ramp.android.app) and follow the prompts to add your card.
- **Samsung Pay:** In the Ramp app, select **Add to Samsung Pay**, then follow the prompts to add the card manually in Samsung Pay.
While waiting for your physical card, you can still make purchases using your [virtual card number](/ordering-or-requesting-physical-cards-virtual-cards-and-funds#requesting-a-virtual-card-or-funds).
> **Important:** You can start Apple Pay setup from the Ramp mobile app or Apple Wallet. For Google Pay, use the Ramp mobile app.
### Can I pay with a QR code using my Ramp card?
No. Ramp cards do not support initiating a card payment by scanning a merchant QR code.
For in-store mobile wallet payments, you can [add your activated physical Ramp card to a supported digital wallet](#which-digital-wallets-does-ramp-support) instead. If the merchant does not accept mobile wallet payments, use your physical card.
### I've already activated my card. Why did my physical card get declined?
If your physical card doesn't have any funds to spend from, it will immediately decline because it doesn't have any money on its own.
---
# Reordering physical cards
> Official Ramp Help Center article. Topic: Cards / Issue Cards. [View the canonical page](https://support.ramp.com/reordering-physical-cards).
## Overview
Ramp offers robust controls over corporate credit cards, including the ability to easily replace physical cards when needed. This article covers when and how to reorder a card and what happens when you do.
For security reasons, each reorder creates a new Ramp card with different details. The original card is automatically terminated if a second physical card is issued and activated. For guidance on what to do with the old card, see [Dispose of an old physical card](/card-and-funds-expiration#dispose-of-an-old-physical-card).
All card reorders are **free**.
## How to reorder physical cards
Reordering physical cards differs from virtual cards. As each Ramp user can only have one physical card, ordering and activating a new one will terminate the previous card. Users may only be reissued a physical card once through their account. For additional physical cards, please contact our [support team](/how-to-contact-ramps-support-team).
> **Please note:** Once a card is created, we cannot update the shipping address. If you need to send the card to a new address, you can just reissue a new card.
For more detailed steps regarding the delivery status of shipped physical cards, please review this [article](/ordering-or-requesting-physical-cards-virtual-cards-and-funds#physical-card-shipping).
### I never received my card
1. Sign in to [Ramp](https://app.ramp.com/home) and click on your physical Ramp card
2. Select **Replace card**
3. Select " **Card was never received or has incorrect shipping address** "
4. Enter the shipping address to re-order
*We recommend that you double-check your shipping address before placing another order and that you order it to a place where you know you can receive this package.*
5. Click on **Request New Card**
> **Please note:** This action is only available using Ramp on the web (desktop and mobile) and is not available on the mobile app.
### If your employee never received their card
1. Sign in on the web and go to [Manage spend > Cards > **Physical cards**](https://app.ramp.com/funds/cards/physical-cards)
2. Click on the card you wish to replace and select **Replace card**
3. Select " **Card was never received or has incorrect shipping address** "
4. Enter the shipping address to re-order
*We recommend that you double-check your shipping address before placing another order and that you order it to a place where you know you can receive this package.*
5. Click on **Request New Card**
### How can I reorder an activated card?
1. On the web, select the physical card you want to replace.
2. At the bottom of the card details page, click **Replace card** . Choose the appropriate reason for replacement: " **card was lost or stolen** " or " **card is damaged** ."
3. Enter your address details and click **terminate & replace card/request a new card** to finalize the order.
We'll process your order (1-3 days) and ship your new card with tracking and 2-day shipping. Tracking information will be available on your Ramp dashboard. More info regarding delivery status can be found [here](/ordering-or-requesting-physical-cards-virtual-cards-and-funds#physical-card-shipping).
### I don't have the option to "Replace card" what should I do?
If you don't have the option to "**Replace card,** " it's likely because the physical card has already been terminated or was never activated. In cases like this, you should [order a new one instead.](/ordering-or-requesting-physical-cards-virtual-cards-and-funds#ordering-a-physical-card)
## Possible reasons to reorder
This section covers reorder options and common scenarios for each.
### What to do if my card is lost/stolen
- Immediately terminate the current card
- Best for replacing compromised or lost/stolen cards
### What to do if my card is damaged
- Current card remains active until the new card is activated
- Best for worn or defective cards that are still usable
- Not recommended for compromised cards
### What to do if my card was never received
- Immediately terminates previously ordered card
- Use only when a (re)ordered card didn't arrive
- Verify shipping address before reordering
### What to do if my card is defective or has incorrect information
- **Name change:** If your legal name has changed and you need a replacement card with the updated name:
1. Update your name in your Ramp [Personal Settings](https://app.ramp.com/settings/personal-settings/profile) page. See [Updating user information in Ramp](/updating-user-information-in-ramp) for instructions.
2. After your name is updated, [reorder your physical card](#how-can-i-reorder-an-activated-card). There is no dedicated "name change" reorder option — select **"Card is damaged"** to keep your current card active until the new card is activated, or **"Card was lost/stolen"** to terminate your current card immediately.
3. The replacement card will print with your updated name. Virtual cards and funds update automatically when your name changes and do not need to be reissued.
- If contactless payments are not working, check for card damage and try different vendors before replacing the card. All physical cards are contactless-enabled by default.
- Contact Ramp Support to resolve other underlying issues, as reordering may repeat the problem.
### Other reasons not specified
- Select "Card was lost/stolen" for immediate termination
- Select "Card is damaged" to keep the current card active until the new card activation
## How to reorder funds (fka virtual cards)
Because you can create or request funds at your convenience, "reordering" funds is the same process as just creating one.
To learn how to create or request funds, you can read this [article.](/ordering-or-requesting-physical-cards-virtual-cards-and-funds)
---
# Activating a physical card
> Official Ramp Help Center article. Topic: Cards / Issue Cards. [View the canonical page](https://support.ramp.com/activating-a-physical-card).
## Overview
We understand that activating your card is an important step in getting started with Ramp. We want to make this process as easy as possible. Below are three easy methods to activate your card and start using it for your business expenses.
## Finish before activating your card
You must complete the following to successfully activate your card:
1. **Finish onboarding to** **Ramp** : you must complete creating your Ramp account and any additional verifications needed
2. **Phone number added to Ramp account** : to activate a card via SMS, your Ramp account must be set up with a phone number, and you must use that phone number for the SMS activation
3. **Confirm delivery to activate your physical card:** after your card has been delivered, navigate to your physical card on your Ramp homepage and click **Confirm delivery** . Physical card transactions may be declined until you confirm delivery in your Ramp dashboard.
## How to activate your physical card
**Method 1: Activation through Ramp.com**
1. Once you receive your physical card in the mail, sign in to your Ramp account at [Ramp.com](https://www.ramp.com/) .
2. In your dashboard, locate the physical card icon and click on it to begin the activation process.
3. You'll be prompted to enter the last 4 digits of your new card.
4. After entering the last 4 digits, click "Activate" to complete the process.
5. If the activation is successful, you'll see a **Card activated** confirmation in Ramp.
6. The card will be marked as "Active" in your dashboard, and your card will be ready to use right away.
**Method 2: Activation via SMS**
1. If you have already added your phone number to your Ramp account, you can activate your card through SMS.
2. Text the last 4 digits of your card number to 447267 if you are in the US or (844) 331-1023 if you are international.
3. Make sure to use the phone number registered to your Ramp account for this activation.
4. If the activation is successful, you'll receive a confirmation text.
5. The card will be marked as "Active" in your dashboard, and your card will be ready to use right away.
**Method 3: Activation via mobile app**
1. Download Ramp's iOS app from the [App Store](https://apps.apple.com/us/app/ramp/id1628197245) or Android app from the [Google Play store](https://play.google.com/store/apps/details?id=com.ramp.android.app) .
2. Select your physical card from **Wallet** or from the wallet card tile on **Home**, then select **Confirm delivery** or **Activate card**, whichever appears.
3. You'll be prompted to enter the last 4 digits of your new card to complete the activation.
4. Pull down the screen to see a refreshed page with your activated card.
5. Your card is now ready for use.
We hope this guide helps you activate your card with ease. If you have any further questions or need assistance, please don't hesitate to reach out to our dedicated [support team](/how-to-contact-ramps-support-team).
## Frequently asked questions
### How long do I have to activate my Ramp card?
- Ramp automatically terminates physical cards that remain unactivated 180 days after creation. [Activate your card](https://app.ramp.com/home/primary-card/activate) before the deadline.
### Can I (Admin / Business owner / Card manager / Delegate) activate a card on someone's behalf?
- No, only the owner of the card can activate the card
- This is due to security reasons to prevent fraud
### What if I switched companies and my phone number is attached to my old Ramp account?
- Please [contact support](/how-to-contact-ramps-support-team) , we'll help you remove your phone number from your old account and add it to your new account
### Do I need to sign the back of my Ramp card?
- Signing the back of your Ramp card is not required for activation. Activation is completed entirely through digital channels by entering the last 4 digits of your card number via the [Ramp dashboard](https://app.ramp.com) , mobile app, or SMS.
### Why are the global merchant and category restrictions I set for physical cards applying to virtual cards too?
- Virtual cards may also be declined if restricted by category or merchant settings.
---
# Physical Card PINs
> Official Ramp Help Center article. Topic: Cards / Issue Cards. [View the canonical page](https://support.ramp.com/physical-card-pins).
## Overview
> **Available on Ramp Enterprise.** See [Ramp Enterprise overview](/ramp-enterprise-overview) for plan details.
PINs are used on physical cards to verify transactions in many countries around the world. Ramp cards issued in USD generally do not have a PIN, but some card programs issue PIN-enabled USD cards. Physical cards issued in many other currencies do, including CAD, EUR, GBP, AUD, JPY, MXN, BRL, CHF, ILS, KRW, NZD, PHP, PLN, SEK, and DKK. Not every non-USD card uses a PIN — for example, SGD-denominated cards do not. The PIN is a 4-digit code that cardholders enter when making an in-person transaction, which adds an extra layer of security. Virtual cards generally do not have PINs, but some virtual cards issued in Mexico can have one.
## View your PIN
Your PIN is available in your Ramp account on both web and mobile. To view your PIN:
1. Sign in to [Ramp](https://app.ramp.com) and open your physical card details from **My Wallet**
2. Click the card to reveal the card number, expiration date, and CVV
3. The PIN is located next to CVV — click **Show** to reveal it
> **Note:** Only the cardholder can view their own PIN. Ramp does not store PINs directly — your card issuer manages them securely.
## Frequently asked questions
### Can I change or reset the PIN of my card?
- You can reveal your current PIN from your card details. Some physical cards in PIN-enabled regions may also support an issuer-hosted flow to set or change the PIN, but Ramp does not currently show one general web setting that lets every cardholder choose a new PIN.
- If Ramp shows a **Reset your PIN** task on your [Home page](https://app.ramp.com/home), select it to open My Wallet and follow the prompt. Ramp uses this flow for blocked PIN recovery and may show statuses such as **PIN blocked**, **PIN update in progress**, or **PIN setup required**.
### What happens if I enter the wrong PIN?
- If the PIN is entered incorrectly 3 times, Ramp may block the PIN and show a **Reset your PIN** task on your [Home page](https://app.ramp.com/home).
- If Ramp instead shows **Get a new card**, the card's chip is locked and you need to request a replacement card.
### Why do these cards have PINs?
- PINs are common for non-USD-denominated cards. It adds an extra layer of protection.
### Do virtual cards have PINs?
- Most virtual cards do not have PINs. Some virtual cards issued in Mexico can have a PIN.
### What if my physical card does not have a PIN?
- In rare instances, Ramp may fail to auto-generate the PIN for the card
- You can set the PIN at the POS system at the first swipe of the physical card
- The POS will prompt you to set a PIN
- Our issuing partner will receive this PIN from the network and share it with Ramp moving forward
---
# Requesting and issuing spend for the Accounting role
> Official Ramp Help Center article. Topic: Cards / Issue Cards. [View the canonical page](https://support.ramp.com/requesting-and-issuing-spend-for-the-accounting-role).
The Accounting role can have virtual cards and allocated funds on the Ramp platform.
Users with the Accounting role can request spend on their Ramp dashboard. Admins and Business Owners can also issue spend to those with the Accounting role.
The Accounting role retains all standard abilities, including the ability to:
1. Integrate accounting software with Ramp
2. Sync Ramp financial data to the linked accounting software
3. Customize Ramp to match the company's existing accounting structure
4. View and download the company's Ramp financial data and statements
---
# Migrate your card vendors
> Official Ramp Help Center article. Topic: Cards / Issue Cards. [View the canonical page](https://support.ramp.com/migrate-your-card-vendors).
## Overview
By uploading your past credit card transaction data, we can identify large and recurring vendors from your old credit card provider for you to seamlessly switch that spend over to Ramp. This will make the transition process much easier by **listing out all the vendors**, giving you the **option to assign tasks** to your employees to switch that spend, **providing the payment URL** of the merchant, and earning cashback for these vendors.
## Migration steps
## Uploading your previous credit card transactions
**Uploading a CSV or XLSX file (est. 1-2mins):** The process to upload transactions from your previous credit card provider is very simple:
1. Download your transaction history for the last 90 days, submit it to Ramp, and wait for it to process (normally takes 1-2mins). We'll also send an email once it's ready.
2. We can support multiple files at once and from distinct credit card providers, so feel free to download multiple and upload them all at once.
To start, head to the Setup Guide on the top of the left panel and select[Move your spend on Ramp](https://app.ramp.com/vendors/migrate-payments/start-migration).
## Transitioning spend
Once you connect your previous credit card, we will generate the report and email you when it's ready.
### Assigning cardholders
- If we detect the cardholder and they are on Ramp, we will automatically fill in the row with the said cardholder. If the cardholder is not on Ramp, we will suggest the user to invite.
- By clicking the drop-down, you can select anyone else on Ramp if you'd like to assign the task of switching to someone else (including yourself)
- Additionally, you can invite a team member you'd like to assign the task to who isn't on Ramp yet (for more information on inviting a user during the flow, scroll to the invite a user section below)
### Assigning cards
- Once you've selected someone, you can either create a card for this specific vendor or select a pre-existing card for the employee
- Note: We recommend creating a virtual card per vendor for security (for more info on why we recommend this, please reference this [article](/how-to-use-ramp-funds-physical-cards-and-virtual-cards) ).
- Below is the drop-down once you click into the Payment Card column
- If you select to create a card, we will automatically fill in the merchant and category restrictions to make sure the card is only used for the intended purpose (you can always edit this + the limit amount once you click on "Create: card name"
### Assigning tasks
Once you assign the task by selecting the "Assign" button, we will:
- Mark task as assigned
- Move the task to the bottom of the report to consolidate all completed tasks
- Send a message to the cardholder
- Flag the item on the landing page of Ramp
- **Send payment URL to easily switch card details**
### Inviting cardholders
Lastly, there is the possibility that we identify a cardholder. However, we don't recognize them as users on Ramp. If this is the case, you can invite the employee, and we will also include a virtual card with the invite for the user to migrate the payment.
### Dismissing vendors
Lastly, you can delete a vendor from the vendor tab by selecting the "trash" icon if the vendor is not relevant.
---
# Issuing virtual cards and funds for different entities
> Official Ramp Help Center article. Topic: Cards / Issue Cards. [View the canonical page](https://support.ramp.com/issuing-virtual-cards-and-funds-for-different-entities).
## Overview
At Ramp, we understand that your employees may often need to make purchases on behalf of a different entity within your business setup. Given that users are typically associated with one entity on the Ramp platform, we have built a solution to enable users to spend across multiple entities to make running your business easier.
## How do I issue a virtual card or funds to a different entity?
The below steps highlight how to issue cards or funds to users across entities and update the corresponding currency if needed.
1. Open [Issue card or funds](https://app.ramp.com/home#/d/request?option=issue).
2. Select **General expenses** to issue funds, or select **Virtual card** to issue funds with a unique virtual card number.
3. Select the user, then select the desired entity in the **Entity** field.
4. Ramp selects the entity's default issuing currency. For example, selecting a Canadian entity with CAD as its default issuing currency selects CAD.
5. If the entity supports more than one issuing currency, select the currency you want to use.
Please reach out to your Account Manager or [submit a support request](https://app.ramp.com/support/submit-ticket) if you have any feedback or need help.
---
# Simplifying expense management with funds | Update FAQ
> Official Ramp Help Center article. Topic: Cards / Issue Cards. [View the canonical page](https://support.ramp.com/simplifying-expense-management-with-funds-update-faq).
## Overview
Ramp has updated the design of the cards and funds interface to make it cleaner, simpler, and easier to use. As part of this update, we’ve also simplified key terms for a more intuitive experience. While everything still works the same, the refreshed look and terminology are designed to enhance how you use Ramp. Learn more in the following sections:
## What are the key term changes?
What was previously known as virtual cards are now called funds. Virtual cards are now online-only funds, intended to be spent online for items like subscriptions. Employees can spend in-person or online using their physical card unless the funds are restricted to virtual cards only.
- **Funds** : Money that can be spent using your physical,a virtual card, or reimbursements. (Previously known as a virtual card with physical linking turned on.)
- **Physical Card (no change)** : Spend anywhere in-person or online as long as you have funds allocated.
- **Virtual Card** : A payment method ideal for online-only spending like subscriptions when funds are restricted to the virtual card option. (Previously known as a virtual card with physical linking turned off.)
**Other details to note:**
- Physical cards need to have funds added before use (previously known as linking a virtual card). Virtual cards do not link to physical cards
- Auto-matching (previously smart routing) works the same as before
- Employees still have the option to keep auto-matching on or spend from their physical card using specific funds
- Funds for your physical card can be converted to virtual card-only funds and vice versa
**Mapping previous terms to new terms**
- Spend Limit, limit, virtual card → **funds**
- Exception : **virtual cards** will still exist as a restricted spend vehicle for funds
- Linked to → **spend & spent from**
- Swap → **switch**
- Reassign → **change**
- Auto-routing & automatic card matching → **auto-matched**
- Card request & spend request → **request**
**Some example sentences**
- "I can use my physical card to spend the funds I've been issued."
- "I've been issued funds that I spend for different purposes. I can spend eligible funds from my physical card."
- "My physical card is one way I can spend my funds. I can also request a reimbursement for them.”
- "The funds for my team's Figma subscription are restricted to a virtual card."
**Why are we making these updates?**
Using natural language instead of the terms that are specific to Ramp will simplify your experience on Ramp. It is more natural to say, “I can only use my physical card when I have funds.,” than to say, “I can only use my physical card when it’s linked to a virtual card.” The interface changes are designed to aid the term changes.
## What are the interface changes?
**Changes to your Ramp homepage**
Your homepage interface will reflect how you can spend your funds. If you have a physical Ramp card, this will be displayed at the top right-hand corner of your Home page. Funds for your physical card will be displayed underneath, followed by funds you can only spend with virtual cards and reimbursements.
**Changes to the interface when you click into funds**
- **Funds for your physical card**
- Newly issued funds do not display a card number by default because they are intended for use with your physical card. Swipe your physical card, and we'll match your transaction to the right funds.
- If you need to use the card number, you can go to “Options” > “Generate unique card number” to display it. Once displayed, this card number will not change and will remain on the screen when you click back into the funds.
- If you have used the virtual card number on funds prior to this change, we will show the card number.
- **Funds that are virtual card-only**
- All existing and new funds in this category will show the card number by default and will not be eligible to be spent with your physical card.
- If you need to spend with your physical card towards these funds, you can go to "Edit" > "Payment Options" > toggle on "Physical card"
| Action | Step-by-step instructions |
| --- | --- |
| **Requesting funds (employee)** | Go to the [Request page](https://app.ramp.com/request), Select "Virtual Card" or "General expenses" **"Virtual Cards"**are for online-only spend, e.g. subscriptions like Figma, OnePassword By default, the payment option for submitting reimbursements against these funds is off **"General Expenses"**are funds for your physical card that can be spent in-person and online By default, the payment option for submitting reimbursements against these funds is on, Fill in the required fields, Click "request" when ready |
| **Issuing funds (manager + admin)** | Navigate to "Funds & cards" > "Issue funds", Select the person or people these funds are for, Select "Virtual Card" or "General expenses" **"Virtual Cards"**are ideal for online-only spend, e.g. subscriptions like Figma, OnePassword. By default, the payment option for submitting reimbursements against this card is off **"General Expenses"**are funds for your physical card in-person and online By default, the payment option for submitting reimbursements against these funds is on Fill in the required field. Click "Issue" when ready |
| **Funds drawer (no payment method restrictions)** | The funds drawer doesn't show a virtual card number by default. If you need to use a card number: Click "Options", Click "Generate unique card number", Now the card number will stay on this page and cannot be hidden again If you want to disable physical card spend: Click "Options", Click "Edit", Navigate to "Payment options", Toggle off "Physical card" Other actions under "Options" include: Edit: This also allows you to edit the amount of money in these funds and any other field, including payment options., Submit reimbursement (if the company has reimbursements enabled and the funds allow payment with reimbursements), Lock: To lock spend on the funds and decline card transactions, Terminate: To terminate the funds from the UI (the previous transactions will remain on any tables) |
| **Funds drawer (Physical card spend restricted; 'virtual card')** | If physical card spend is not allowed, the funds drawer shows a virtual card number by default. If you need to use a card number: If you want to spend these funds using a physical card: Click "Options", Click "Edit", Navigate to "Payment options", Toggle on "Physical card" Other actions under "Options" include: Edit: This also allows you to edit the amount of money in these funds and any other field, including payment options., Submit reimbursement (if the company has reimbursements enabled and the funds allow spending with reimbursements), Lock: to lock spend on these funds and decline card transactions, Terminate: to terminate these funds, the UI (the previous transactions will remain on any tables) |
| **Issuing a physical card when inviting employees** | Open [**Invite**](https://app.ramp.com/people/all/invites/roles), select a role, and turn on **Issue a physical Ramp Card**. |
## Frequently asked questions
### Employee questions
- **When should I request “General expenses” vs ”Virtual card?”**
- Generally you'll be requesting ”General expenses” (can be used in-person and online) unless you're only planning to spend online. For example, if you’re requesting funds for an online subscription, you can request a virtual card.
- **Why isn’t there a card number when I click into my funds?**
- Funds for your physical card will not display a virtual card number by default because they're intended to be spent using your physical card. Spend with your physical card and we’ll automatically match that charge against the appropriate funds. You swipe, and we'll handle the rest.
- [For employees who onboarded before mid-December] If you have previously used the card number with your funds, you will continue to see that card number. However, when new funds (general expenses) are issued or requested, they will not show card numbers by default because they’re intended to be spent from your physical card.
- If you need to use the card number, you can go to “Edit” > “Generate unique card number” to display it. Once displayed, this card number will not change and will remain on the screen when you click back into the funds.
- **I have funds for X, but I'm still getting declined when I spend on my physical card. Why don’t I have the ability to spend from specific funds with my physical card?**
- One thing to confirm is that the funds you are trying to spend allow physical card transactions. If your funds are restricted to virtual card only, you cannot spend them with your Ramp card. If you want to spend them using your Ramp card, you can click into the funds, click “Edit,” scroll to "Payment options," and toggle on the physical card option.
- **What is the difference between requesting, issuing, or getting issued “General expenses” and a “Virtual card?”**
- When you're issued funds for “General expenses,” you can use your Ramp card to spend them. When you're issued funds restricted to virtual card spend, you spend them using a virtual card.
- **Where can I find my Ramp card and funds?**
- Your Ramp card is displayed on the right hand side of your Ramp homepage, with the funds it can spend directly underneath. Funds that cannot be spent with a physical card are displayed at the bottom.
- **What do these changes mean for me if I don’t have a physical card?**
- If you don’t have a physical Ramp card, all your funds appear beneath the “Funds” section on your Home page. These funds can only be spent using a virtual card. All of these funds will have the card number shown by default. If you later get a Ramp card, then funds with physical card spending enabled will automatically be eligible to be spent from your physical card.
- **What do these changes mean for me if I don’t have cards at all and only use reimbursements?**
- No change at all.
### Admin questions
- **How does this affect Spend Programs, onboarding and bulk CSV invites?**
- Spend Programs, employee onboarding workflows, and bulk CSV invites have stayed the same.
- **What do my employees see?**
- For current customers (onboarded before these changes went live), they'll see the badges "New" and "Updated" next to "General expenses” and “Virtual card"
- **Can I turn this change off for my company and revert to the previous UI and terms?**
- The team at Ramp has made a thoughtful and researched decision to change the terms and UI, and these will not be reverted. However, we are happy to take feedback to better understand how to improve the current experience.
---
# Cards for Canadian Businesses
> Official Ramp Help Center article. Topic: Cards / Issue Cards. [View the canonical page](https://support.ramp.com/cards-for-canadian-businesses).
## Overview
Ramp issues CAD and USD Visa cards to Canadian businesses at no additional cost. CAD cards are available as both physical and virtual cards. USD cards are virtual only.
Cards in other currencies (GBP, EUR, etc.) are not available through our Canadian offering. Multi-currency card issuing requires businesses to onboard to Ramp Enterprise through our U.S. Ramp offering.
## Card features
All Ramp cards for Canadian businesses include:
- Unlimited virtual cards at no additional cost, plus physical cards for CAD
- Per-card spend controls (monthly limits, category restrictions, merchant-level restrictions)
- Real-time transaction notifications
- 1% cashback on all eligible spend, no minimums
- Automatic receipt capture via the Ramp mobile app, SMS, email forwarding
- GST, HST, and PST tax code assignment at the point of coding (supported for QuickBooks Online, Xero, NetSuite OneWorld, and Sage Intacct). You can apply tax codes manually, set up merchant-based tax code rules, or enable automated tax coding from receipts.
- Integration with QuickBooks Online, Xero, NetSuite OneWorld, Sage Intacct, and uCSV
## Choosing between CAD and USD cards
Having both card types available gives your team the flexibility to minimize foreign exchange fees.
**Use your CAD card for:**
- Purchases from Canadian vendors
- Subscriptions and software billed in CAD
- Any transaction where the vendor charges in Canadian dollars
**Use your USD card for:**
- US vendors and SaaS tools billed in USD
- Cross-border purchases in US dollars
- Travel booked through US platforms (most airlines and hotels charge in USD)
**Foreign exchange fees:** If you use a CAD card for a USD transaction (or vice versa), a foreign exchange fee applies. Issuing the right currency card for the right spend avoids this.
## Physical cards
Physical cards are available for CAD cards only and are shipped to Canadian addresses only. USD cards are virtual only. If your team includes employees outside Canada, issue them virtual cards — these work anywhere Visa is accepted and can be added to Apple Pay or Google Pay.
Physical CAD cards typically arrive within 7–10 business days of issuance. Rush shipping is not available at this time.
## Cashback
Canadian cardholders earn **1% cashback** on all eligible spend, on both CAD and USD cards. This rate is fixed and is not subject to adjustment.
Cashback accrues monthly and is applied as a statement credit. Cashback earned on USD cards is credited in USD. Cashback on CAD cards is credited in CAD.
## Statement payments
CAD and USD card statements are generated and settled separately. Each statement is debited from the bank account you connect for that currency.
**CAD card statements**
CAD statement payments are collected via **PAD (Pre-Authorized Debit)**. During setup, you'll be asked to authorize a PAD agreement, which permits Ramp to debit your Canadian bank account for outstanding CAD statement balances. Allow approximately **5–7 business days** for CAD statement payments to process.
**USD card statements**
USD statement payments are debited from the USD bank account you connect for your Canadian entity. Canadian-domiciled USD bank accounts are supported — a US-domiciled account is not required.
- If your USD bank account is domiciled in **Canada**, Ramp collects the payment through the applicable Canadian payment rail. Allow approximately **3–5 business days** for processing.
- If your USD bank account is domiciled in the **United States**, Ramp collects payment via **ACH**. Allow approximately **2–3 business days** for processing.
Statement payment dates are set monthly and can be reviewed in your account settings.
## Frequently asked questions
### Can I ship physical cards to a US address?
No. Physical cards can only be shipped to Canadian addresses. For employees outside Canada, issue virtual cards instead.
### Can I issue cards in currencies other than CAD and USD?
Not on the standard Canada plan. Multi-currency cards in GBP, EUR, and other currencies are available through Ramp Enterprise available for businesses with at least 1 U.S. entity.
### How do I set spend controls on a card?
An admin can set spend controls per card under **Cards** in your Ramp account. You can configure a monthly spending limit, restrict spending to specific merchant categories, or limit the card to specific merchants.
### How does cashback work if I have both CAD and USD cards?
You earn 1% cashback on eligible spend on both card types. Cashback is tracked and credited separately by currency.
### Are there any restrictions on virtual cards?
Virtual cards have the same spend control options as physical cards. They can be single-use or recurring and can be used anywhere Visa is accepted online or added to a mobile wallet. USD cards for Canadian businesses are issued as virtual cards only.
### What happens if a card is lost or stolen?
You can lock or cancel a card immediately from the Ramp app or web dashboard. A replacement physical card can be issued and will ship within 7–10 business days.
---
# Australian Dollar (AUD) Denominated Cards Overview
> Official Ramp Help Center article. Topic: Cards / Issue Cards. [View the canonical page](https://support.ramp.com/australian-dollar-aud-denominated-cards-overview).
> **Note:** This article primarily applies to Ramp Administrators. Cardholders may find other articles in the Ramp overview section more applicable.
## Overview
> **Available on Ramp Enterprise.** See [Ramp Enterprise overview](/ramp-enterprise-overview) for plan details.
This article answers some frequently asked questions regarding Australian dollar–denominated cards.
Issuing Australian dollar funds to employees in your Australian entity allows you to manage expenses in the currency of that entity.
## Frequently asked questions
### What are the requirements for issuing Australian dollar–denominated funds?
- You must have an Australian legal entity
- You must be multi-entity business and use Ramp for Multi-Entity Companies
### What are the benefits of using locally denominated funds?
- Transact at local vendors with higher acceptance rates (some vendors may decline foreign cards due to fraud/risk rules).
- No foreign transaction fees for any transactions made with vendors in the same denomination.
### What do I need to do to ensure the cardholder’s physical card is AUD-denominated?
Once your business has completed KYB and your Australian entity has been added to Ramp, selecting AUD as the issuing currency will ensure that all users tied to a location under that entity are automatically issued AUD-denominated cards.
Example:
- An admin creates a location called “Sydney” in Ramp and assigns it to the Australian entity.
- Jane Doe is invited to Ramp under the “Sydney” location.
- Any funds or virtual cards issued to Jane will automatically be AUD-denominated.
### Are virtual and physical AUD cards available?
Yes, both physical and virtual AUD cards can be issued.
### Is there anything different about AUD physical cards and USD physical cards that cardholders should be aware of?
AUD physical cards may require PIN use for in-person transactions, in line with common security practices in Australia.
### Is it possible for a cardholder to have cards of different denominations?
- In general, funds and virtual cards issued to a given user will be in the currency the entity has configured as its issuing currency.
- However, a cardholder can have funds and virtual cards of different denominations if they are associated with multiple entities.
### If a cardholder is using an international card, what billing address would they use?
- For non-USD cards, Ramp uses the card display address configured for the entity when available. Otherwise, Ramp typically uses the office address provided during KYB for the business that issued the card.
### How are statements paid?
You pay the Australian entity's statement from your AUD bank account. Because AUD bank accounts can't be automatically debited, the entity's statement payment method must be set to manual payment (wire transfer) rather than automatic debit. You initiate a wire transfer to Ramp to pay each statement. See [Wire transfers for card statement payments](/wire-transfers-for-card-statement-payments) for the steps.
---
# Canadian dollar denominated cards overview
> Official Ramp Help Center article. Topic: Cards / Issue Cards. [View the canonical page](https://support.ramp.com/canadian-dollar-denominated-cards-overview).
> **Note: This article primarily applies to Ramp Administrators.**
> Cardholders may find other articles in the [Ramp overview](/get-started-with-ramp/overview-of-ramp) section to be more applicable.
## Overview
This article answers some frequently asked questions regarding Canadian dollar-denominated cards.
Issuing Canadian Dollar funds to employees in your Canadian entity will allow you to manage your expenses in the currency of the entity.
## Frequently asked questions
### What are the requirements for issuing Canadian dollar-denominated funds?
- You must have a Canadian legal entity
- The entity's Canadian office address must be outside Quebec and Saskatchewan
- Ramp must approve the Canadian issuing setup through a KYB check. Ramp may apply an existing approval to additional Canadian entities. See [Canadian entity KYB/KYC check](/canadian-entity-kybkyc-check) for details.
### What are the benefits of using locally-denominated funds?
- Transact at local vendors with higher acceptance rates. Some vendors may have fraud/risk rules that do not allow cards of a different denomination.
- No foreign transaction fees for any transactions made with vendors in the same denomination.
### What do I need to do to ensure the cardholder's physical card is CAD-denominated?
- Assign the cardholder to a location under the Canadian entity. When inviting the cardholder, turn on **Issue a physical Ramp Card**. Assigning a location does not automatically issue a card.
- Example:
- Admin creates a location called "Toronto" in Ramp and adds it under the Canadian Entity within Ramp
- Then, John Smith is invited to Ramp under the "Toronto" location and issued a physical card. The physical card is CAD-denominated.
### Are virtual and physical CAD cards available?
- Virtual cards can be issued in CAD and used online or through a mobile wallet.
- A CAD physical card can spend CAD funds that have physical-card spending enabled.
- You can read more about [Funds, cards, and Spend Programs here](/funds-cards-and-spend-programs).
### Is there anything different about CAD physical cards and USD physical cards that cardholders should be aware of?
- CAD physical cards have PINs. This is a standard security measure in Canada. See more [here.](/physical-card-pins)
### Is it possible for a cardholder to have cards of different denominations?
- In general, funds and virtual cards issued to a given user will be the currency that the entity has configured as its issuing currency.
- However , a cardholder can have funds and virtual cards of different denominations associated with other entities.
### If a cardholder is using an international card, what billing address would they use?
- For non-USD cards, Ramp uses the card display address configured for the entity when available. Otherwise, Ramp typically uses the office address provided during KYB for the business that issued the card.
### How are statements paid?
- You will be able to pay for the CAD entity's statement with your Canadian bank.
---
# Japanese Yen (JPY) Denominated Cards Overview
> Official Ramp Help Center article. Topic: Cards / Issue Cards. [View the canonical page](https://support.ramp.com/japanese-yen-jpy-denominated-cards-overview).
> **Note:** This article primarily applies to Ramp Administrators. Cardholders may find other articles in the Ramp overview section more applicable.
## Overview
> **Available on Ramp Enterprise.** See [Ramp Enterprise overview](/ramp-enterprise-overview) for plan details.
This article answers some frequently asked questions regarding Japanese yen denominated cards.
Issuing ten funds to employees in your Japanese entity allows you to manage expenses in the currency of that entity.
## Frequently asked questions
### What are the requirements for issuing Japanese yen denominated funds?
- You must have a legal Japanese entity
- You must be multi-entity business and use Ramp for Multi-Entity companies
### What are the benefits of using locally denominated funds?
- Transact at local vendors with higher acceptance rates (some vendors may decline foreign cards due to fraud/risk rules).
- No foreign transaction fees for any transactions made with vendors in the same denomination.
### What do I need to do to ensure the cardholder’s physical card is JPY-denominated?
Once your business has completed KYB and your Japanese entity has been added to Ramp, selecting JPY as the issuing currency will ensure that all users tied to a location under that entity are automatically issued JPY-denominated cards.
Example:
- An admin creates a location called “Tokyo” in Ramp and assigns it to the Japanese entity.
- Jane Doe is invited to Ramp under the “Tokyo” location.
- Any funds or virtual cards issued to Jane will automatically be JPY-denominated.
### Are virtual and physical JPY cards available?
Yes, both physical and virtual JPY cards can be issued.
### Is there anything different about JPY physical cards and USD physical cards that cardholders should be aware of?
JPY physical cards may require PIN use for in-person transactions, in line with common security practices in Japan.
### Is it possible for a cardholder to have cards of different denominations?
- In general, funds and virtual cards issued to a given user will be in the currency the entity has configured as its issuing currency.
- However, a cardholder can have funds and virtual cards of different denominations if they are associated with multiple entities.
### If a cardholder is using an international card, what billing address would they use?
- For non-USD cards, Ramp uses the card display address configured for the entity when available. Otherwise, Ramp typically uses the office address provided during KYB for the business that issued the card.
### How are statements paid?
You pay the Japanese entity's statement from your JPY bank account. Because JPY bank accounts can't be automatically debited, the entity's statement payment method must be set to manual payment (wire transfer) rather than automatic debit. You initiate a wire transfer to Ramp to pay each statement. See [Wire transfers for card statement payments](/wire-transfers-for-card-statement-payments) for the steps.
---
# Singapore Dollar (SGD) Denominated Cards Overview
> Official Ramp Help Center article. Topic: Cards / Issue Cards. [View the canonical page](https://support.ramp.com/singapore-dollar-sgd-denominated-cards-overview).
> **Note:** This article primarily applies to Ramp Administrators. Cardholders may find other articles in the Ramp overview section more applicable.
## Overview
> **Available on Ramp Enterprise.** See [Ramp Enterprise overview](/ramp-enterprise-overview) for plan details.
This article answers some frequently asked questions regarding Singapore dollar–denominated cards.
Issuing Singapore dollar funds to employees in your Singapore entity allows you to manage expenses in the currency of that entity.
## Frequently asked questions
### What are the requirements for issuing Singapore dollar–denominated funds?
- You must have an Singapore legal entity
- You must be multi-entity business and use Ramp for Multi-Entity Companies
### What are the benefits of using locally denominated funds?
- Transact at local vendors with higher acceptance rates (some vendors may decline foreign cards due to fraud/risk rules).
- No foreign transaction fees for any transactions made with vendors in the same denomination.
### What do I need to do to ensure the cardholder’s physical card is SGD-denominated?
Once your business has completed KYB and your Singapore entity has been added to Ramp, selecting SGD as the issuing currency will ensure that all users tied to a location under that entity are automatically issued SGD-denominated cards.
Example:
- An admin creates a location called “Singapore City” in Ramp and assigns it to the Singapore entity.
- Jane Doe is invited to Ramp under the “Singapore City” location.
- Any funds or virtual cards issued to Jane will automatically be SGD-denominated.
### Are virtual and physical SGD cards available?
Yes, both physical and virtual SGD cards can be issued.
### Is it possible for a cardholder to have cards of different denominations?
- In general, funds and virtual cards issued to a given user will be in the currency the entity has configured as its issuing currency.
- However, a cardholder can have funds and virtual cards of different denominations if they are associated with multiple entities.
### If a cardholder is using an international card, what billing address would they use?
- For non-USD cards, Ramp uses the card display address configured for the entity when available. Otherwise, Ramp typically uses the office address provided during KYB for the business that issued the card.
### How are statements paid?
You pay the Singapore entity's statement from your SGD bank account. Because SGD bank accounts can't be automatically debited, the entity's statement payment method must be set to manual payment (wire transfer) rather than automatic debit. You initiate a wire transfer to Ramp to pay each statement. See [Wire transfers for card statement payments](/wire-transfers-for-card-statement-payments) for the steps.
---
# Mexican Peso (MXN) Denominated Cards Overview
> Official Ramp Help Center article. Topic: Cards / Issue Cards. [View the canonical page](https://support.ramp.com/mexican-peso-denominated-cards-overview).
> **Note:** This article primarily applies to Ramp Administrators. Cardholders may find other articles in the Ramp overview section more applicable.
## Overview
> **Available on Ramp Enterprise.** See [Ramp Enterprise overview](/ramp-enterprise-overview) for plan details.
This article answers some frequently asked questions regarding Mexican peso–denominated cards.
Issuing Mexican peso funds to employees in your Mexican entity allows you to manage expenses in the currency of that entity.
## Frequently asked questions
### What are the requirements for issuing Mexican peso–denominated funds?
- You must have a Mexican legal entity
- You must be a multi-entity business and use [Ramp for Multi-Entity Companies](/ramp-support-for-multi-entity-businesses)
### What are the benefits of using locally denominated funds?
- Transact at local vendors with higher acceptance rates (some vendors may decline foreign cards due to fraud/risk rules).
- No foreign transaction fees for any transactions made with vendors in the same denomination.
### What do I need to do to ensure the cardholder's physical card is MXN-denominated?
Select MXN as the issuing currency when you add your Mexican entity to Ramp — the issuing currency is chosen during entity setup. Once your Mexican entity is set up with MXN as its issuing currency and has completed KYB, all users tied to a location under that entity are automatically issued MXN-denominated cards. For how to add an entity, see [Ramp for Multi-Entity Companies](/ramp-support-for-multi-entity-businesses).
Example:
- An admin creates a location called "Mexico City" in Ramp and assigns it to the Mexican entity.
- Jane Doe is invited to Ramp under the "Mexico City" location.
- Any funds or virtual cards issued to Jane will automatically be MXN-denominated.
### Are virtual and physical MXN cards available?
Yes, both physical and virtual MXN cards can be issued.
### Is there anything different about MXN physical cards and USD physical cards that cardholders should be aware of?
MXN physical cards may require PIN use for in-person transactions, in line with common security practices in Mexico.
### Is it possible for a cardholder to have cards of different denominations?
- In general, funds and virtual cards issued to a given user will be in the currency the entity has configured as its issuing currency.
- However, a cardholder can have funds and virtual cards of different denominations if they are associated with multiple entities.
### If a cardholder is using an international card, what billing address would they use?
- For MXN cards, the billing address is your Mexican entity's business address on file with Ramp, not the individual cardholder's home address.
### How are statements paid?
MXN entity statements must be funded manually by wire transfer — both domestic and international wires are supported. Automatic direct debit is not supported for MXN statements.
Send the wire in MXN to match your MXN statement currency — do not send USD, as a wire in the wrong currency cannot be credited to your MXN statement. See [Wire transfers for card statement payments](/wire-transfers-for-card-statement-payments) for how to initiate a wire; the "Send USD" note in that guide applies only to USD statements, not MXN statements.
---
# Pending charges - FAQs
> Official Ramp Help Center article. Topic: Cards / Use Cards. [View the canonical page](https://support.ramp.com/pending-charges-faqs).
## Overview
A pending charge, or pending transaction, is a charge that has been authorized, but has not yet cleared. This can happen when a vendor is waiting to finalize the charge amount, when a payment is made outside of business hours, or when a travel vendor is putting an authorization hold (like a security deposit) on your funds. Ramp does not offer a general way to cancel or void a pending card transaction, so in most cases you will need to contact the merchant to ask them to reverse or release the authorization.
## Frequently asked questions
### How long do pending charges take to clear?
Most pending charges will take a maximum of 9 days to be finalized, although it will often happen sooner. Pending charges from travel vendors can take up to 30 days to be finalized, especially in the case of a hotel or car rental authorization.
### Can I cancel, stop, or void a pending card transaction?
Ramp does not offer a general way to cancel or void a pending card transaction. In most cases, the merchant needs to reverse or release the authorization before it clears. The fastest way to try to resolve a pending charge is to contact the vendor who made the charge and ask them to reverse or release it. In some specific cases for pending hotel charges (such as incidentals or other hotel holds), Ramp may be able to expedite removing the hold after checkout. If the charge is fraudulent, you may be able to dispute it from the web app while it is still pending. For other disputes, you may need to wait until the transaction has cleared.
### Can I delete or remove a posted (cleared) transaction?
No. Once a card transaction has cleared, it cannot be deleted, removed, or voided. If the charge was incorrect, you can [dispute the transaction](/disputes-at-ramp) . If the purchase was accidental or personal, you can [repay the transaction](/accidental-or-personal-charges-on-ramp) . Refunds from the merchant appear as a separate credit transaction rather than removing the original charge.
### Can I repay a pending transaction?
Yes. If you initiate repayment for a pending transaction, Ramp queues the repayment and processes it after the transaction settles. If the final settled amount changes, the queued repayment is canceled and you'll receive an email notification.
### What do I do when I have a pending hotel charge?
Employees do not get notification reminders for transaction missing items if it’s a pending hotel charge/transaction until the charge is cleared. If the funds have an auto-locking policy, there will be an exemption for missing items on pending hotel transactions so that the funds will not lock. Additionally, the pending transaction will not be displayed on the main homepage and will only be displayed in the transaction tab after clicking on the transaction.
### What do I do when I have a pending gas charge?
If the gas hold amount is $100, $151, $250, $300, or $500, you will not get any notification reminders until the charge is cleared. If the funds have an auto-locking policy, there will be an exemption for missing items on pending gas transactions so that the funds will not lock.
### What do I do when I have a pending car rental charge?
Employees will continue to receive notification reminders for transaction missing items on car rentals, and the auto-locking policy will continue to apply.
### Do pending transactions impact card limits?
Yes. Pending transactions count against your card limit.
### How do they affect card balance?
They eat up your remaining balance. For example, if you have a $1,000 limit and have a hold of $200, then you only have $800 spending power.
---
# Transaction declines
> Official Ramp Help Center article. Topic: Cards / Use Cards. [View the canonical page](https://support.ramp.com/transaction-declines).
## Overview
Receiving a message that your transaction has been declined can be frustrating and inconvenient. Below are some common reasons for transaction declines and steps you can take to address them.
## How to view declined transactions
To view your declined transactions:
### As a cardholder
Open **[Home](https://app.ramp.com/home)** and click on the funds for which you wish to view declines. At the bottom of the panel, click the **Declined Transactions** tab.
### As a manager or Admin
You can view all declined transactions at the company (admin) or team level (admin and manager) in the [**Expenses & travel** > **Card transactions** > **Declined**](https://app.ramp.com/expenses/transactions/declined)subsection.
## Common decline scenarios and how to resolve them
The first step is to check your SMS notifications on your mobile device to see why your card was declined. See the list below to understand why transactions are often declined and what you can do next:
### Card or funds locked or terminated
For a physical card to be used for transactions, it must be spending from funds. If your linked funds are locked or terminated, any transactions attempted with the physical card will be declined.
**How to resolve:**
- We suggest checking your funds' Activity feed to see who locked it and when. Then, you can contact your manager to unlock it.
- You may also link your physical card to other funds or request a new funds before attempting the charge again.
### Transaction amount limit
If the transaction amount exceeds the remaining balance on your funds, the transaction will be declined.
**How to resolve:**
- As a Cardholder, if you have the Ramp mobile app downloaded and push notifications turned on, you will receive a push notification with instructions to contact your Admin or Manager to request an increase in the funds limit if needed or you'll receive an SMS notification. Once approved, you may attempt the charge again.
- If you have not received a message, sign in to your Ramp account, select the funds in question, then choose **More actions** (⋯) > **Request a temporary increase** (recurring limits) or **Request an increase** (one-time/total limits). Enter the **Additional amount** you need and a reason, then click **Request increase**. See [Spend requests and spending limit increases](/spend-requests-and-spending-limit-increases).
- As an Admin, you will receive an SMS notification with the option to increase your funds limit if you have added a phone number to your Ramp account.
### Company balance limit
Your transaction will be declined if it exceeds your company's remaining balance.
**How to resolve:**
- Your company's Admins or Owners can [manually pay down](/ramp-card-statements-and-payments-overview#making-manual-payments) the company's balance to allow new transactions to go through. Once the balance is freed up, you may attempt the charge again.
- You may contact your Manager or Finance Team directly for more information.
> **Please note:**More information regarding the differences between individual card limits vs. business limits can be found [here](/monitoring-card-and-business-limits).
### Physical card linking
If your virtual card funds do not have "Enable Physical Card Linking" turned on, you cannot spend them with your physical card.
**How to resolve:**
- You will need to "Enable Physical Card Linking" by following the steps outlined below
1. Click on the virtual card from your Ramp Dashboard
2. Click "Actions" and "Edit"
3. Click payment options
4. Toggle on the physical card linking
### Fraudulent activity
If Ramp's systems flag a transaction as fraudulent, it will be declined. Ramp may also lock the card to protect against future unauthorized activity.
**How to resolve:**
The cardholder, a Manager, or an Admin with permission can clear the fraud flag by confirming the transaction is legitimate and unlocking the card. Ramp Support cannot take this action on the cardholder's behalf.
If the cardholder believes the transaction is legitimate, they can clear the fraud flag by:
- **Replying 'Yes' to the SMS** they receive from Ramp, confirming the transaction is legitimate, or
- **Signing in to their Ramp account** and manually unlocking their card.
Once the card is unlocked, the transaction can be retried. Encourage your team to respond quickly to fraud alerts to avoid disruption.
> **Note:** If a transaction continues to be declined for fraud even after the cardholder responds to the fraud alert and/or manually unlocks the card, please [contact Ramp Support](/how-to-contact-ramps-support-team).
### Merchant restriction
If your Finance Team has added a Merchant Restriction to your funds, it can only be used to transact with specific vendors or merchants. If you attempt to spend under a Merchant that isn't authorized, your funds will be declined.
**How to Resolve:**
- You will receive an SMS notification and can request an exception from your Admin or Manager. Once approved, you may attempt the charge again.
- Please note that sometimes Ramp incorrectly labels a vendor. In these cases, please **Report Incorrect Info** directly from the transaction.
2. 
### Forbidden category
If your Finance Team has added a Category Restriction to your funds, it can only be used to transact under specific categories. If you attempt to spend under a Category that isn't authorized, your funds will be declined.
**How to resolve:**
- You will receive an SMS notification and can request an exception from your Admin or Manager. Once approved, you may attempt the charge again.
- Please note that sometimes, Ramp may incorrectly categorize a vendor. In these cases, please **Report Incorrect Info** directly from the transaction.
### Merchant decline
If you continue to experience multiple declines despite having enough funds and you're not receiving notifications from Ramp, it is likely a vendor-specific issue. If you do not see the decline in Ramp, the transaction didn't reach our system for authorization, and the vendor is declining the transaction. This is more common for certain high-risk categories, such as gift cards.
**How to resolve:**
- Please contact the vendor directly to resolve the issue.
### Transaction declined by network
If you see this message in Ramp, it means the vendor has declined the transaction.
**How to resolve:**
- Reach out to the vendor to request a retry of the transaction, or get more information about why it was declined.
### Card or funds information entered incorrectly
We recommend always ensuring you enter the correct expiration date and CVV for any online purchases.
**How to resolve:**
- If you can confirm the card details are entered correctly, we suggest creating a new virtual card or funds to attempt to resolve the problem.
### No active user profile on Ramp
You should always check to make sure you have an active user sign-in on the Ramp app, especially if you are either a new user or if your business uses a provisioning method like SCIM.
**How to resolve:**
- Try signing in to the Ramp website or mobile app.
- Check with your admin or manager to make sure that your account is still active.
### Temporary authorization holds
When a transaction appears as 'Pending' or 'On Hold' despite a failed or declined online payment, this doesn't mean the amount has been charged. A pending transaction simply means that it has been authorized, but hasn't been fully processed yet. Most pending charges resolve within 9 days, often sooner. However, travel-related charges (especially for hotels and car rentals) may take up to 30 days to finalize. You can find more information on this article: [Pending charges - FAQs](/pending-charges-faqs)
**How to resolve:**
**The only way to speed up the finalization of a pending or on hold charge is to reach out to the vendor who made the charge, and request that it be cleared or reversed.**
**You can dispute the charge by following the steps here: [Disputes at Ramp](/disputes-at-ramp)**
### Understanding card and fund statuses
Ramp cards are tied directly to funds, and the status of each affects your ability to make transactions:
**Locked fund or card**: Transactions will fail. Check in the Ramp dashboard to see if the **card** or **associated fund** is locked.
**Terminated fund**: Future transactions will decline. If needed, switch the card to a different active fund or request new funds.
**Multiple cards linked to one fund**: All cards linked to a fund will be affected if the fund is locked or terminated.
For more information on locking or terminating cards and funds, see [Manually lock or terminate Ramp funds and cards](/how-to-lock-or-terminate-ramp-funds-and-cards).
## Frequently asked questions
### How can I request a change to a specific card or fund amount or frequency?
To request more spending, select the card or fund from your [wallet](https://app.ramp.com/#/d/my-wallet), open the **More actions** (⋯) menu, and choose **Request a temporary increase** (recurring limits) or **Request an increase** (one-time/total limits). Enter the **Additional amount** and a reason, then click **Request increase**. To change other settings such as the reset frequency, open the fund's **Actions** menu and select **Edit**. Requested changes go through your approval flow.
### What should I do if an employee's transaction is declined because it has reached the spending limit?
As an Admin or Manager, you can increase the spending limit or review the transaction to ensure it complies with your company's policies.
### What should I do if a blocked or declined transaction is not visible on Ramp?
If a transaction is not appearing on Ramp, it could be due to the following reasons:
**Merchant decline**: The vendor may have blocked or declined the transaction.
**Pre-authorization failure**: The transaction might have failed during the initial authorization process.
To resolve the issue, please contact the vendor directly, as they can provide more insight into why the transaction may not have gone through.
---
# Disputes at Ramp
> Official Ramp Help Center article. Topic: Cards / Use Cards. [View the canonical page](https://support.ramp.com/disputes-at-ramp).
## Overview
At Ramp, we make it easy to monitor spend and flag any charges due to a vendor issue or fraud within the dashboard.
## Before you dispute: check for refunds or more info
Before disputing a charge, consider these steps to avoid unnecessary disputes:
- **Check for vendor refunds**: Some vendors may issue a refund directly. These can take up to **7–10 business days** to appear on your card.
- **Look for a credit**: Refunds will appear as a new credit transaction rather than being tied to the original charge.
- **Review vendor contact or receipts**: Use the available details in the transaction view (vendor name, date, etc.) to contact the vendor directly and request a refund if appropriate.
- **Check if the transaction is still pending:** If a charge has not yet cleared, dispute options are limited. On desktop, you can select **Unrecognized charge** (fraud) while the transaction is still pending, but **I was charged incorrectly** and **I didn't get what I paid for** are not available until the transaction clears. On mobile, all dispute options require the transaction to clear first. If you need to dispute for one of these reasons, contact the merchant directly to resolve the issue or wait for the charge to clear.
- **Check if the transaction occurred more than 60 days ago:** You cannot dispute a transaction after 60 days from when it was listed on the statement.
- **Ask your admin for help**: If you're unsure whether the charge is valid or who made it, your admin can view additional card and transaction details in the Ramp dashboard.
## How it works
### Disputing a transaction
All cardholders can dispute transactions directly from their Ramp Dashboard or the mobile app.***Please note: at this time you can only cancel a dispute in progress via web.***
To dispute a transaction on Ramp, you can follow the steps outlined below:
1. **Locate the transaction**
Go to your [My expenses](https://app.ramp.com/home/personal-expenses/all) page under **Home**, or navigate to **Expenses → Card transactions**. Use the available filters to locate the specific transaction.
2. **Review the transaction details**
Click on the transaction to see full details. You can:
- Review past transactions with the vendor
- Visit the vendor's website
- Search your Gmail for related receipts or communication
This can help determine whether the charge is legitimate, fraudulent, or a vendor error.
3. **Dispute the transaction**
- On desktop: Click the **Options** dropdown at the top of the transaction page and select **Dispute transaction**.
- On mobile: Tap into the transaction, then tap **Actions → Dispute**.
**Please note:** You must have the most up-to-date version of the Ramp app and IOS/Android.
4. **Select a dispute reason.**Under**What's wrong?**, select the reason that best matches your dispute.If the exact reason isn’t listed, choose the closest option and provide additional context. **Note:** If the transaction is still pending, dispute options are limited. On desktop, only **I suspect fraud** is available for pending charges. On mobile, disputes are not available until the transaction clears. If you need to dispute for **I was charged incorrectly** or **I didn’t get what I paid for**, contact the merchant directly to resolve the issue or wait for the charge to clear before filing a dispute.
1. Example: For duplicate charges, select **I was charged incorrectly** > **Duplicate Charge** in the dispute form. Then, include a short explanation of what happened. The Disputes Team will contact you if more details are required.
You will not be able to submit a dispute without showing evidence that you've attempted to resolve the dispute directly with the vendor before filing the dispute.
- Contacting the vendor directly with your claim will always be the fastest way to resolve your dispute.
You'll be required to answer a series of questions about your reason for filing a dispute. The more detailed and accurate your responses, the stronger the case we can present to the card network on your behalf.
### Unrecognized charge
Cardholders can submit a dispute as an Unrecognized Charge if they suspect the transaction is fraudulent. Reasons may include, but are not limited to:
- Your card details were stolen and used fraudulently
- Your physical card was not in your possession and was wrongly used
You'll be asked to describe what happened and why you believe the transaction was fraudulent. Please be as accurate and descriptive as possible—the more information you provide, the greater the likelihood we can win the dispute on your behalf.
We highly recommend locking, terminating, and reissuing the compromised card to prevent further fraud when you file a dispute. You may do so from your [Home](https://app.ramp.com/home) dashboard by clicking on the compromised card.
**Please note:** that after filing a dispute as a fraudulent transaction, Ramp Customer Support**must terminate your card to prevent future fraudulent activity if our team considers the transaction**fraudulent.
## Lifecycle of a dispute
### Providing evidence
When filing a Merchant Issue, you'll be asked questions that will provide context and information to help us understand the nature of the dispute and present the strongest case to the network. Please be as thorough as possible.
You may be asked:
- A description of what went wrong, the product, and attempts to resolve the issue directly with the vendor
- Attempts to return the goods or cancel the services and descriptions of why and how you returned or canceled the order
- How the goods were not as described or defective
- If a cancellation policy was provided
- The expected and actual delivery date of a physical good or the expected date of a service
- Whether or not a refund, credit, or similar voucher was promised and/or not provided and if it was dated
When filing an **Unrecognized charge**, you'll be asked to explain what happened. The more information you provide, the better understanding we have of how the fraud occurred and how we can win the dispute with the network.
- A description of what went wrong, the product, and attempts to resolve the issue directly with the vendor
- Any information we would need to prove the transaction was fraudulent, such as how you could not have made the transaction, if the card was lost or stolen, etc.
### Viewing a disputed transaction
You can see which transactions are disputed in the [**Transactions > Overview page**](https://app.ramp.com/business-overview/) by clicking directly on the transaction or noticing the **Disputed** flag below the merchant name.
A banner will appear on the disputed transaction, letting you know when it was disputed and allowing you to lock the card or mark it as resolved (if it wasn't fraudulent or you resolved the issue with the vendor directly). **We highly recommend you lock your card or funds to prevent further issues.**
### Disputed flag
A disputed transaction still being processed (meaning it is pending action by Ramp or the network) will say **Dispute** below the merchant name. **Note:** when the dispute has been processed, the flag will disappear, and you can see the outcome of the dispute in the transaction's Event History.
### Resolving a dispute
Our Support team reviews each dispute filed by our cardholders. We may request more information from you directly. Based on the evidence provided, we will decide whether to file the dispute with our network, Visa.
Remember that a dispute filed with Visa may take up to 90 days to be resolved. We'll keep you informed every step of the way so you know when the dispute has been reviewed and filed with the network and when an outcome has been reached.
In some cases, Ramp may issue a provisional credit to your account while a dispute is under review. This temporary credit offsets the disputed amount during the investigation. If the dispute is resolved in your favor, the provisional credit becomes permanent. If the dispute is not resolved in your favor, the provisional credit is reversed.
If no provisional credit was issued and the dispute is resolved in your favor, Ramp will issue a credit for the disputed amount to offset the original charge. Credits appear as a **negative transaction** in your dashboard and should not be disputed.
> **Note:** We do not remove the original, disputed transaction, so you have full visibility of all transactions on your cards and funds.
## How to cancel or reverse a dispute
If you accidentally disputed a transaction or no longer wish to proceed, you can cancel the dispute within Ramp:
1. Navigate to the "**Expenses** > **Card** **transactions**" tab.
2. Add the filter " **Charge status - Dispute in progress** " to view all disputed transactions.
3. Click on the transaction to view the details.
4. Select "**Cancel dispute**" to stop the process.
You may not be able to cancel a dispute once it's in the final stages of review or has already been resolved. If you see an error message or are unable to reverse a dispute, [reach out to Ramp Support](/how-to-contact-ramps-support-team) for assistance.
## Troubleshooting: can’t see the “Dispute Transaction” option?
If you’re unable to see or click the **Dispute transaction** button, here are some common reasons and how to resolve them:
- **The transaction is still pending**: On desktop, only the **I suspect fraud** option is available for pending transactions. On mobile, disputes are not available until the transaction clears. If you need to dispute for another reason, contact the merchant directly or wait for the charge to clear first (most pending charges clear within 9 days).
- **More than 60 days have passed**: Transactions must be disputed within 60 days of the settlement date.
- **The transaction has already been disputed**: You can’t dispute a charge twice. Check the dispute status for more information.
- **You don’t have the right permissions.** Only users with appropriate card or admin access can initiate disputes. If you're unsure, contact your Ramp admin.
**Still not seeing the option?** Try refreshing the page or signing out and back into your Ramp account. If the issue persists, [contact Ramp Support](/how-to-contact-ramps-support-team) for help.
## Policy
Please note that more information regarding our dispute terms and conditions can be found on our[Payment Card Addendum](https://ramp.com/legal/payment-card-addendum) or our card partners' terms:[Celtic](https://ramp.com/legal/celtic-bank-accountholder-terms)and[Sutton Bank](https://ramp.com/legal/sutton-bank-cardholder-terms).
---
# Correcting Transaction Merchant and Date Information on Ramp
> Official Ramp Help Center article. Topic: Cards / Use Cards. [View the canonical page](https://support.ramp.com/correcting-transaction-merchant-and-date-information-on-ramp).
When you view a transaction on Ramp, several fields describe the merchant and purchase details. These fields come from different sources — the card network, the merchant's payment terminal, and Ramp's own enrichment — which is why they may not always match your expectations. This article explains what each field means, where it comes from, and how to correct inaccurate merchant information.
## Understanding merchant fields on a transaction
Each card transaction carries merchant information from the card network. Ramp processes and enriches this data to make it more readable. The key fields are:
| **Field** | **What it is** | **Where it comes from** |
| --- | --- | --- |
| **Merchant Name** | The clean, readable name displayed on the transaction (such as "Amazon" or "Hilton Hotels"). | Ramp enriches and normalizes the raw network data into a recognizable name. |
| **Merchant Description** | The raw descriptor string from the card network (such as "AMZN MKTP US\*2B3C4D5E6"). This often includes abbreviations, location codes, or reference numbers. | Set by the merchant's payment terminal and passed through the card network (Visa, Mastercard). |
| **Ramp Category** | The spending category assigned to the transaction (such as "SaaS / Software" or "Restaurants"). | Determined by the transaction's MCC code and other factors. See [Setting up category and merchant restrictions](/setting-up-category-and-merchant-restrictions) for the full list of categories. |
| **MCC Code** | A 4-digit Merchant Category Code that classifies the type of business (such as 7011 for "Lodging" or 5812 for "Eating Places, Restaurants"). Ramp uses this code to assign the Ramp Category. | Configured by the merchant in their point-of-sale or payment terminal settings. Ramp cannot change a merchant's MCC code. |
| **Merchant Location** | The city, state, and postal code associated with the transaction. | Reported by the merchant's payment terminal through the card network. |
> **Note:** Because the merchant description, MCC code, and location all originate from the merchant's payment terminal and card network, they may not always match your expectations. For example, an online purchase might show a different city than where the merchant is headquartered, or a restaurant might appear under an unexpected spending category if its MCC code does not match.
## Viewing transaction details
To view the details of a transaction, open [**My spend > Expenses**](https://app.ramp.com/home/personal-expenses/all) and select any transaction to open its detail page.
On the transaction detail page:
- **Merchant Name** and **Ramp Category** are displayed in the header.
- Click the **merchant name** to open a dropdown menu that shows:
- The merchant's category, website, and location (city, state, postal code)
- **Copy merchant description** — copies the raw merchant descriptor to your clipboard
- **Report incorrect merchant info** — opens a form to suggest corrections
## Correcting merchant information
If the merchant name, category, or website shown on a transaction is incorrect, you can report it directly from the Ramp dashboard.
### On desktop
1. Open the transaction detail page and click the **merchant name** in the header.
2. Select **Report incorrect merchant info** .
3. Update the merchant **name** , **category** , or **website** as needed. When you type a name, Ramp suggests matching merchants — selecting one auto-fills the other fields.
4. Submit your suggestion. Ramp reviews the change automatically.
You can also access this option from the transaction's **Options** menu (…) > **Report incorrect merchant info**.
> **Note:** Merchant corrections apply to future transactions from the same merchant. Changes may not appear until the transaction has fully settled.
### On mobile
The Ramp mobile app may offer fewer options for reporting incorrect merchant information. If you do not see the option on mobile, sign in from a web browser and check the same transaction there.
## When to dispute vs. correct a transaction
**Correct** the merchant information when the transaction itself is legitimate but the merchant name, category, or website shown on Ramp is wrong. Use **Report incorrect merchant info** as described [above](#correcting-merchant-information). This does not involve the card network or affect the charge.
**Dispute** the transaction when there is a problem with the charge itself, such as:
- You do not recognize the transaction (potential fraud)
- You were charged the wrong amount or charged multiple times
- You did not receive the item or service you paid for
- You were charged after canceling a subscription
- The item arrived damaged or was not as described
- You did not receive a refund the merchant promised
Before filing a dispute, try to resolve the issue directly with the merchant. Disputes must be filed within 60 days of the transaction settling on your account. To file a dispute, go to the transaction detail page and select **Options** (…) > **Dispute transaction**. For the full dispute process, see [Disputes at Ramp](/disputes-at-ramp).
## Frequently asked questions
### Why does the merchant name on my transaction look different from the actual business name?
The raw merchant descriptor comes from the merchant's payment terminal and card network, which often uses abbreviations or internal codes (such as "AMZN MKTP US" for Amazon). Ramp enriches this into a readable merchant name, but the original descriptor is still available — click the merchant name on the transaction detail page and select **Copy merchant description** to view it.
### Why is my transaction in the wrong spending category?
Ramp assigns categories based on the merchant's MCC code and other factors. The MCC code is configured by the merchant in their payment terminal settings — Ramp cannot change it. If the category looks wrong, you can report it via **Report incorrect merchant info** on the transaction detail page. For more about how categories work with spend controls, see [Setting up category and merchant restrictions](/setting-up-category-and-merchant-restrictions).
### What is the difference between Merchant Name and Merchant Description in my CSV export?
**Merchant Name** is the clean, enriched name that Ramp displays on the transaction (such as "Amazon"). **Merchant Description** is the raw descriptor from the card network (such as "AMZN MKTP US\*2B3C4D5E6"). Both are included in CSV exports. See [Exporting your data to CSV](/exporting-your-data-to-csv) for all available export fields.
## Related articles
- [Exporting your data to CSV](/exporting-your-data-to-csv)
- [Disputes at Ramp](/disputes-at-ramp)
- [Setting up category and merchant restrictions](/setting-up-category-and-merchant-restrictions)
---
# Transaction refund linking
> Official Ramp Help Center article. Topic: Cards / Use Cards. [View the canonical page](https://support.ramp.com/transaction-refund-linking).
## Overview
Refund linking is a feature that automatically connects refund transactions to their original purchases. When a vendor issues a refund to your Ramp card, Ramp identifies the original transaction and links the two together. This keeps your transaction records organized, ensures accurate accounting, and reduces manual work for your finance team.
Refund linking works automatically in most cases, but you can also manually link, re-link, or unlink refunds when needed.
---
## How it works
### Automatic linking
When a refund posts to your Ramp card, Ramp automatically attempts to match it to the original transaction using the following criteria:
- **Same card:** The refund must appear on the same card as the original charge.
- **Same merchant:** The refund must come from the same merchant.
- **Same cardholder:** The refund must be associated with the same user.
- **Same currency:** The refund and original transaction must be in the same currency.
- **Amount:** The original transaction amount must be greater than or equal to the refund amount (to support partial refunds).
- **Timing:** The original transaction must have occurred within 60 days before the refund.
When multiple candidates match, Ramp prioritizes exact amount matches and more recent transactions.
### What happens when a refund is linked
Once a refund is linked to its original transaction:
1. **Memo is copied:** The original transaction's memo is carried over to the refund, prefixed with "Refund for..." so it's easy to identify. If you've already written your own memo on the refund, Ramp will not overwrite it.
2. **Accounting categories are copied:** Tracking categories (e.g., department, cost center, GL code) from the original transaction are applied to the refund, ensuring your books stay balanced. If you've already set categories on the refund manually, Ramp will not overwrite them.
### Partial refunds
Ramp fully supports partial refunds. If a vendor refunds only a portion of the original charge, the refund is still linked to the original transaction. Multiple partial refunds can be linked to the same original transaction.
---
## Using refund linking in the Ramp dashboard
### Viewing a linked refund
When you open a refund transaction, you'll see a banner at the top of the transaction detail page that reads: *"This is a refund for the following transaction:"* along with:
- The original transaction's merchant name, amount, and date.
- A **"View transaction"** button to navigate directly to the original transaction.
### Viewing an original transaction with refunds
When you open a transaction that has been refunded, a banner at the top reads: *"This transaction has been refunded for [amount] by the following transaction(s):"* along with:
- A list of all linked refund transactions.
- **"View transaction"** buttons to navigate to each refund.
### Manually linking a refund
If Ramp couldn't automatically match a refund, you'll see a banner that reads: *"This appears to be a refund without a linked transaction."* Below the banner, a **"Link to transaction"** selector displays a list of candidate original transactions.
From there:
1. Select the correct original transaction from the list.
2. The refund is now linked, and memo/accounting info will be carried over.
If no eligible transactions are found, the selector will display *"No relevant transactions found."*
### Changing or removing a link
If a refund was linked to the wrong transaction:
1. Open the refund transaction.
2. Click **"Change"** on the linked transaction banner.
3. Select a different original transaction from the list, or click **"None of these transactions"** at the bottom to unlink the refund entirely.
> **Note:** If a transaction has already been synced to your accounting provider (e.g., QuickBooks, NetSuite, Xero), you will not be able to change or remove the refund link. The "Change" button will be disabled with a tooltip explaining the transaction is synced. This safeguard prevents discrepancies in your synced accounting data.
### Copying receipts
If the original transaction has receipts attached and the refund does not yet have any receipts, you can copy them to the refund:
1. Open the linked refund transaction.
2. In the receipts section, click **"Use receipt from original transaction"** (or **"Use receipts from original transaction"** if there are multiple).
3. The receipts from the original are duplicated onto the refund.
This option only appears when the linked original transaction has receipts and the refund does not yet have any.
---
## Frequently asked questions
### Why wasn't my refund automatically linked?
Ramp's automatic matching requires the refund to come from the same merchant, same card, same user, and same currency as the original, and the original must have occurred within the last 60 days. If any of these criteria aren't met, the refund won't be auto-linked. You can always link it manually from the transaction detail page.
### Can I link a refund to any transaction?
The candidate list is filtered to transactions that match the refund's card, merchant, user, and currency. You can choose from any of those candidates, but you cannot link a refund to an arbitrary unrelated transaction.
### What happens with partial refunds?
Partial refunds are fully supported. The refund amount doesn't need to equal the original amount -- it just needs to be less than or equal to it. Multiple partial refunds can be linked to the same original transaction.
### Will linking a refund affect my accounting sync?
Yes, in a positive way. When a refund is linked, Ramp copies the accounting categories from the original transaction to the refund. This ensures your refund is categorized correctly in your accounting system without manual effort.
### Can I change a refund link after it's been synced?
No. Once a refund transaction has been synced to your accounting provider, the link is locked to prevent discrepancies. The "Change" button will be disabled with a message indicating the transaction is synced. If you need to change it, you'll need to make the adjustment directly in your accounting system.
### What does "Refund for..." mean in my memo field?
When a refund is linked, Ramp automatically copies the original transaction's memo to the refund and adds a "Refund for..." prefix. This makes it clear in your records that this transaction is a refund of a specific purchase. If you've already written your own memo on the refund, Ramp will not overwrite it.
### Why don't I see a refund banner on my transaction?
The refund linking banner only appears on the transaction detail page. If you're looking at the transaction list, refunds appear as negative-amount transactions without a special indicator. Open the transaction to see its linking status. Additionally, if a refund has already been synced to your accounting provider and has no linked original transaction, the banner may not appear since no linking actions are available.
### Are dispute credits the same as refunds?
No. Dispute credits (chargebacks) are tracked separately from merchant refunds. While both are negative-amount transactions, dispute credits have their own linking type and do not show the standard refund linking banner.
### What if no candidate transactions appear when I try to link a refund?
If the selector shows "No relevant transactions found," it means no transactions in the last 60 days match the refund's card, merchant, user, and currency. This can happen if the original transaction was made more than 60 days ago, or if the merchant processed the refund under a different merchant name or on a different card than the original charge.
### Does refund linking work with Amazon business transactions?
Yes. If your business uses the Ramp Amazon Business integration, Ramp uses Amazon's order data to match refunds to original purchases with higher precision than the standard heuristic matching.
---
# Auto-Match Receipts from Your Camera Roll
> Official Ramp Help Center article. Topic: Cards / Use Cards. [View the canonical page](https://support.ramp.com/auto-match-receipts-from-your-camera-roll).
Save time on expense management by connecting your iOS device's camera roll to Ramp. Using Apple Intelligence, Ramp can automatically find and match receipt photos to your transactions — no manual searching or uploading required.
## How it works
When you connect your camera roll, Ramp retrieves your open transactions and searches your device's photos for matching receipts. Ramp looks only at three data points per transaction:
- Merchant name
- Date
- Amount
No receipt image or photo content ever leaves your device until you review and confirm a match. Ramp and your employer cannot access any detected receipts unless you explicitly approve them.
## Setting it up
1. Open the **Ramp iOS app** on your device
2. Click on your **profile icon** in the upper left-hand corner
3. Scroll to **Receipt matching**
4. Tap **Find receipts in my photo library**, then tap **Allow full photo access** and grant Ramp permission to access your photos when prompted.
5. Ramp will begin scanning your camera roll locally for receipt matches.
> **Note:** This feature requires an iPhone with Apple Intelligence support (iPhone 15 Pro or later, running iOS 26 or higher).
## Reviewing and confirming matches
When Ramp finds a potential receipt match, the next time you open the app, you'll see a message pop up that says “Ramp matched a receipt." From there:
1. Review the detected receipt and the transaction it's been matched to.
2. Tap **Attach** to attach the receipt, or **Dismiss** to skip it.
Only confirmed receipts are uploaded to Ramp and shared with your finance team.
## Privacy and security
Your privacy is a priority. Here's what you should know:
- **All matching happens on your device.** Ramp does not send your photos or camera roll data to any server during the matching process.
- **Ramp uses only the details needed for matching.** The app compares the receipt's merchant name, date, and amount with your transaction list to suggest a match.
- **You're always in control.** No receipt is uploaded or shared until you review and confirm it. Neither Ramp nor your employer can see a receipt unless you approve the match.
- **You can disconnect at any time** by going to your **profile icon > Receipt matching** and toggling off **“Find receipts in my photo library”**
## Frequently asked questions
### Does Ramp scan all of my photos?
The app only looks at photos taken near the time of a transaction that requires a receipt. Ramp asks the device's Apple Intelligence model to determine whether they contain the expected amount, date, and merchant name. If it finds any matches, Ramp notes them and asks for your confirmation the next time you open the app. Nothing is uploaded to the server until you confirm.
### Can my employer see my photos?
No. Your employer and Ramp only gain access to a receipt after you personally confirm a match. Unmatched or dismissed photos are never visible to anyone but you.
### What if a receipt is matched incorrectly?
Simply tap **Dismiss** on the suggested match. The photo will not be uploaded, and you can manually upload the correct receipt if needed.
### Does this work on Android?
Currently, automatic camera roll matching is available on iPhone only, as it relies on Apple Intelligence. Android support may be available in the future.
### Do I need to keep the app open for it to find receipts?
No. Ramp can continue matching in the background. You'll be asked to review matches when you return to the app.
### Will a receipt be matched to a transaction that already has one?
No, Ramp only matches to transactions that require a receipt and currently don't have one attached.
---
# Fuel purchases on Ramp
> Official Ramp Help Center article. Topic: Cards / Use Cards. [View the canonical page](https://support.ramp.com/fuel-purchases-on-ramp).
## Overview
Fuel charges are made at a gas pump. Customers typically swipe or tap their cards to get as much gas as they need. Ramp uses the Visa network, which processes fuel charges in a very specific way. Ramp then automatically generates a receipt for fuel purchases under $75.
## How it works
The final purchase amount is uncertain when the card is swiped because the swipe occurs before the gas fill-up. This means that an authorization hold (a pending charge) is temporarily put on your card, which is later changed to the amount actually spent on the gas purchase (note that if the temporary authorization exceeds the amount on your funds, your transaction will be declined).
Here's an example of how a fuel transaction works:
1. I swipe my card at the gas pump
2. A pending charge between $100-$300 is immediately put onto my card
3. I fill up my tank with $35 worth of gas and leave the gas station
4. The pending charge is later changed to $35 and clears
5. Ramp then automatically generates a receipt for transactions under $75
## Best practices
1. Set up a [category restriction](/blocking-or-restricting-merchants-on-ramp) to only allow fuel purchases
2. Give fuel cards or funds a [high limit](/spend-requests-and-spending-limit-increases) to account for the temporary authorization holds that will be added by the gas station
3. Create a specific [submission policy](/submission-policies) for fuel funds
## Frequently asked questions
### What are the limitations of using a Ramp card for fuel purchases?
The maximum authorized authorization amount may vary by gas station. Different stations may have lower caps for the maximum amount you can spend on fuel. You may pay for gas at the pump or the store. If you are paying at the store, then you may add items that'll still be categorized as a gas purchase as long as they are below $100.
- **Note** : Cards or funds restricted to gas stations will also work for in-store purchases.
### How can I get more than the vendor is authorizing per swipe?
We understand that this limitation is frustrating, and we're working on a solution for our customers. In the meantime, there are two things you can do to get more gas per swipe:
1. **Pay inside** . When you pay at the cash register, you are not limited to their authorization amount.
2. **Pay multiple times** . Although a single charge can only provide a certain amount of gas, you can immediately rerun the card and fill it up with more gas.
---
# Ramp cards and 3DS enrollment
> Official Ramp Help Center article. Topic: Cards / Use Cards. [View the canonical page](https://support.ramp.com/ramp-cards-and-3-ds-enrollment).
## Overview
This article covers the following topics:[Overview](#overview)[What is 3DS?](#what-is-3ds)[Are virtual cards and funds enrolled in 3DS?](#are-virtual-cards-and-funds-enrolled-in-3ds)[Why am I asked to verify transactions?](#why-am-i-asked-to-verify-transactions)[Frequently asked questions](#faq)
## What is 3DS?
3DS stands for 3-D Secure, which is a protocol created by Visa, MasterCard, and other credit card networks to help prevent fraud when customers make online purchases.
3DS uses additional verification measures beyond the standard card number, expiration date, and CVV. It requires customers to authenticate their identity by providing extra information, such as a password or a one-time code sent to their phone. This helps to verify that the customer is a legitimate cardholder and is not someone attempting to make a fraudulent transaction.
By using 3DS, online vendors can reduce the risk of fraudulent purchases and confidently accept payments from their customers. It also helps customers feel secure when making online purchases, knowing that they don't have to worry about their card details being stolen.
## Are virtual cards and funds enrolled in 3DS?
Yes, most virtual cards and funds are enrolled in 3DS, which means you should not expect any issues when making purchases with an online vendor that requires 3DS. Remember that Ramp still performs its normal fraud and funds restriction checks and will decline the payment if it is suspicious or violates any of your company's card rules. In this case, you will receive a notification with the decline reason.
## Why am I asked to verify transactions?
When shopping online, vendors may request additional information to confirm the transaction is legitimate. This process is known as 3DS or Verified by Visa.
When a vendor requests this information, Ramp sends an SMS to your account asking you to confirm this activity. Once confirmed, the checkout will proceed, and your funds will be charged. If your phone does not receive the SMS, we will send an email as a secondary verification method.
Transactions may still be declined due to category restrictions, merchant restrictions, or spending amounts. Confirming this activity will not override these rules.
> **Please note:**If you're having trouble receiving the email or encounter any other issues, contact us -- we're here to help.
## Frequently asked questions
### Can I disable or turn off 3DS (Visa Secure) verification?
No. 3DS is a mandatory security feature that protects your account from unauthorized transactions. It cannot be disabled by cardholders or business admins. 3DS verification is initiated by the merchant, not by Ramp, so it only appears when the merchant's payment system requires it.
---
# Visa card benefits
> Official Ramp Help Center article. Topic: Cards / Use Cards. [View the canonical page](https://support.ramp.com/visa-card-benefits).
## Overview
Your Ramp funds and physical cards are Visa Signature® Business Cards, which come with some nifty benefits, including:
> **Please note:** These benefits are only available for USD-denominated cards, and we don't support them for international-issued cards.
### Travel and emergency assistance services
Emergencies can escalate quickly when you are traveling away from home. Even something relatively straightforward when you are not traveling, like replacing prescription medication, can be difficult when you are dealing with local laws or language barriers.
Travel and emergency assistance services are made available to help you in case of an emergency while you are traveling away from home. The benefit administrator can connect you with the appropriate local emergency and assistance resources available 24 hours a day, 365 days a year.
To use the services, simply call the toll-free, 24-hour Benefit Administrator line at **1-800-992-6029. If you are outside the United States, call collect at 1-804-673-1675**.
### Auto rental collision damage waiver
No cardholder wants to incur the expense of repairing or replacing a rented car. But accidents do happen, and vehicles do get stolen. No matter what happens to your rental car, you can be covered with auto rental collision damage waiver.
The auto rental collision damage waiver reimburses you for damages caused by theft or collision up to the actual cash value of most rented cars. It covers no other type of loss. For example, in the event of a collision involving your rented vehicle, damage to any other driver's car or the injury of anyone or anything is not covered. Rental periods of thirty-one (31) consecutive days are covered. (Longer rental periods, however, are ***not*** covered.)
**How to use Auto Rental Collision Damage Waiver**
1. Use your card to initiate and complete your entire car rental transaction.
2. Review the auto rental agreement and decline the rental company's collision damage waiver (CDW/LDW) option, or a similar provision, as accepting this coverage will cancel out your benefit. If the rental company insists that you purchase their insurance or collision damage waiver, call the Benefit Administrator for assistance at **1-800-992-6029. If you are outside the United States, call collect at 1-804-673-1675** .
### Purchase security
Life is full of surprises...some good surprises, and some, not so good.
For instance, your son's brand-new iPad got soaked, in a sudden rainstorm at summer camp. But, you bought the item with your card so, you may be covered. Purchase security protects new retail purchases made with your eligible account and/or rewards programs associated with your covered account within the first ninety (90) days from the date of purchase. To be eligible for this coverage, you need to purchase either a portion or the entire cost of the item using your Account and/or the rewards program associated with your covered account.
At the benefit administrator's discretion, this benefit replaces, repairs, or reimburses you, up to the total purchase price of your item for a maximum of ten thousand dollars ($10,000.00) per claim and fifty thousand dollars ($50,000.00), per cardholder, in the event of theft or damage.
To use purchase security, call the benefit administrator at **1-800-992-6029**, within sixty (60) days of the damage or theft (if you wait longer, coverage may be denied). **If you are outside the United States, call collect at 1-804-673-1675**. The benefits administrator will ask for some preliminary claim information, answer your questions, and send you a claim form. When you submit your claim, be sure to include all information regarding your claim, including the time, place, cause, and the amount to either replace or repair the item.
### Extended protection
Product warranties can be inconvenient and cumbersome to use.
Let's say you purchased a great gadget about a year ago, but it just stopped working, and you can't find your sales receipt and warranty information. For all too common situations like these, extended warranty protection can help.
Extended warranty protection provides you with valuable features that help you manage, use, and extend the warranties for eligible items purchased on your covered account and/or rewards programs associated with your covered account. Services include warranty registration and extended protection.
When you purchase an eligible item that carries a manufacturer's warranty, you can register your purchase by calling **1-800-992-6029. If you are outside the United States, call collect at 1-804-673-1675**.. You can also register your purchase online at [www.cardbenefitservices.com](https://www.cardbenefitservices.com/).
## Frequently asked questions
### Does my Ramp card include airport lounge access?
No. Airport lounge access programs (such as Priority Pass or LoungeKey) are not included with Ramp's Visa Signature® Business Cards. The card benefits are limited to those listed in this article: travel and emergency assistance services, auto rental collision damage waiver, purchase security, and extended warranty protection. For the complete list of benefits, see our [Guide to Benefits](https://ramp.com/legal/visa-card-benefits).
## Additional resources and support
For full details on these benefits, please review our complete [Guide to Benefits.](https://ramp.com/legal/visa-card-benefits)
---
# Travel notices for Ramp cards
> Official Ramp Help Center article. Topic: Cards / Use Cards. [View the canonical page](https://support.ramp.com/travel-notices-for-ramp-cards).
## Overview
Ramp cards do not require a travel notice. Your card works in most countries without any advance notification to Ramp.
Ramp does not have a travel notification feature and none is needed. You can use your Ramp card internationally without contacting Ramp or changing any settings before you travel.
## How international transactions work
Ramp uses real-time fraud monitoring instead of travel notices. If a transaction is flagged as potentially fraudulent, Ramp temporarily locks the card and sends an SMS to the phone number linked to your account. You can clear the fraud flag by replying "Yes" to the SMS or by signing in to your Ramp account and manually unlocking your card. Once unlocked, retry the purchase.
Some international transactions may still be declined because the transaction country is restricted by the card network or issuer. If that happens, you may see a decline reason such as `Blocked country` or `Transaction country not supported`, or an SMS that says the transaction took place in a flagged country. A travel notice cannot override those restrictions.
For more details on international card usage, including currency conversion and the globe icon on transactions, see [Will my Ramp card work internationally?](/will-my-ramp-card-work-internationally).
## Frequently asked questions
### What should I do if my card is declined while traveling?
If the decline was caused by a fraud flag, you can clear it by replying "Yes" to the SMS from Ramp or by signing in to your Ramp account and manually unlocking your card. Once unlocked, retry the transaction. If the decline was for a different reason, see [Transaction declines](/transaction-declines) for troubleshooting steps.
### Will I be charged fees for international transactions?
International transactions that clear in a currency other than USD may be subject to a currency conversion markup. See [Foreign transaction fees](/foreign-transaction-fees) for details.
---
# Will my Ramp card work internationally?
> Official Ramp Help Center article. Topic: Cards / Use Cards. [View the canonical page](https://support.ramp.com/will-my-ramp-card-work-internationally).
## Overview
Ramp cards work in most countries outside the United States, including Canada, Mexico, and countries in Europe. To protect you from fraudulent international charges, Ramp has real-time monitoring in place. This monitoring will alert you if any transactions are not expected so you can easily review them. Our system may still send an SMS to your phone to confirm legitimate charges, but you only need to respond accordingly to verify.
## How it works
The globe icon on the Reimbursements and Transaction page next to each line item indicates whether it was an international transaction. Hovering over the icon will indicate the amount of international currency used. Clicking on the reimbursement or transaction will display the currency conversion across the top.
Some international transactions may still be declined because the transaction country is restricted by the card network or issuer. If that happens, you may see a decline reason such as `Blocked country` or `Transaction country not supported`, and you may receive a message that the transaction took place in a flagged country.
## Frequently asked questions
### Do I need to set a travel notice before using my Ramp card abroad?
No. Ramp does not have a travel notification feature, and none is required. Your card works internationally without any advance notice. See [Travel notices for Ramp cards](/travel-notices-for-ramp-cards) for details.
### Can I review a full list of blocked countries?
Ramp does not publish a full Help Center list of unsupported countries. If a transaction is declined because of country restrictions, check the decline reason in Ramp or any SMS from Ramp for messaging such as `Blocked country`, `Transaction country not supported`, or that the transaction took place in a flagged country. These restrictions come from the card network or issuer and cannot be overridden in Ramp with a travel notice or another card setting.
### What should I do if my card is declined while traveling?
Check your SMS messages for a notification from Ramp. If the decline was caused by a fraud flag, reply to the SMS to confirm the transaction is legitimate, then retry. If the decline was for a different reason, see [Transaction declines](/transaction-declines) for troubleshooting steps.
### Will I be charged fees for international transactions?
International transactions that clear in a currency other than USD may be subject to a currency conversion markup. See [Foreign transaction fees](/foreign-transaction-fees) for details.
---
# Audit history
> Official Ramp Help Center article. Topic: Cards / Controls & Limits. [View the canonical page](https://support.ramp.com/audit-history).
> **Note: This article primarily applies to Ramp Administrators.**
> Cardholders may find other articles in the [cards and transactions](/cards) section to be more applicable.
## Overview
We understand the importance of audit readiness and the accessibility of your data. In this article, we'll guide you through the process of exporting data from different sections of our platform and explain the timestamps you may encounter. All your transaction data and receipts are securely stored as long as you remain an active customer.
## Data export options
There are several places to export data:
1. Insights dashboard
2. Transactions
3. Funds & cards
4. Bill Pay
Upon navigating to each section, clicking on the download icon on the right-hand side of the page will export the data in a CSV file. Depending on which tab you are exporting your data from, we'll likely email you this CSV.Admins may also download transactions/reimbursement receipts in bulk, whereas managers can download receipts individually.
> **Note:** If you filter the Insights, Card transactions, Bill Pay, or Cards page, the CSV only contains the filtered items.
## Step-by-step to downloading transaction data
1. Open [Card transactions](https://app.ramp.com/expenses/transactions/all).
2. Optionally, apply any filters to the data (transactions for a particular user or department, within a specific timeframe, or over a certain amount, to name a few options).
3. Click **Download transactions** and choose the desired file type. To select columns that are not shown in the table, choose **Export settings**.
4. Depending on the volume and data type, your export will either be downloaded directly or sent to your email.
## Timestamps in exports
Why does Ramp show different timestamps for the same transaction in different dashboards and in CSV exports? When you see a transaction date posted on Ramp, this will always be in the context of the timezone that you are located in. However, any accounting sync or export will show the transaction posting time in UTC.
Let's consider an example:
- An employee on the East Coast makes a transaction at 1:00 am ET on April 1st.
- If you are on the West Coast, this transaction will show as 10:00 pm PT on March 31st for you.
- However, when exported in a CSV or synced to your accounting provider, the timestamp will appear as occurring at 6:00 am UTC on April 1st.
Ramp posts transactions in UTC to ensure the transaction time is consistent across all time zones.
**FAQ**
- ***Event Names*** are a canonical list of tracked actions (e.g., “User login,” “Request revision,” “Reimbursement paid”) with clear definitions and linked objects the event references.
- ***Additional Details*** describe the event-specific metadata shown in the column (e.g., memo text for a reimbursement, IDs/links to the underlying object) and how it’s used in context (actor vs. affected object, with click-through to the source page). This helps admins reliably interpret activity and investigate scenarios like self-approval.
---
# Monitoring card and business limits
> Official Ramp Help Center article. Topic: Cards / Controls & Limits. [View the canonical page](https://support.ramp.com/monitoring-card-and-business-limits).
> **Note: This article primarily applies to Ramp administrators. Cardholders may find this**[**article**](/requesting-a-change-to-or-editing-your-cards-or-funds)**more applicable.**
## Overview
Ramp has two distinct types of limits: individual card limits and an overall business limit. Both can be easily monitored within your Ramp account. There is no maximum number of card #s you can via physical and virtual card per business.
## How it works
**Individual Card Limits**
To view individual card limits:
- Navigate to [Manage Spend](https://app.ramp.com/funds) > Funds or Cards
- Here you'll see all funds, virtual cards, and physical cards issued to users, including the " **Amount issued** " and " **Amount used** ".
To adjust the limit on a fund, virtual card, or physical card:
1. Click on " **Funds & cards** ".
2. Select the fund, virtual card, or physical card.
3. Click on the " **Actions** " drop-down, and select " **Edit** ".
4. Type in the new limit **Amount** , and select the **Frequency** .
5. **Save changes** .
**Business Limit**
To view your overall business limit, navigate to **Company > Statements & payments**.
Here you can see the current balance used, the total business limit, the next payment date, and your available cashback.
Ramp sends Admins and Owners emails when the business reaches 75%, 90%, and 100% of the business amount via email. Admins have the option to schedule payments automatically when their business hits a percentage of the threshold. You can find more information on automatic payments here: [How do I make a payment to Ramp?](/making-card-statement-payments-to-ramp)
---
# Ramp business limits & business limit increases
> Official Ramp Help Center article. Topic: Cards / Controls & Limits. [View the canonical page](https://support.ramp.com/ramp-business-limits-business-limit-increases).
> **Note: This article primarily applies to Ramp Administrators.**
> Cardholders may find other articles in the [Payments, limits, and statements](/cards/statements-and-payments) section to be more applicable.
## Overview
Signing up for Ramp is easy, and once you are onboard, you’ll receive a limit that determines how much you can spend on our platform. Here’s how to understand what a limit means at Ramp.
## Business limit
Ramp establishes your **business limit**using various factors, including the cash balance in your linked bank account(s), your industry, credit bureau data, and more. It determines the *maximum statement balance you can have outstanding* on any of your company’s Ramp funds and virtual cards during a statement period. To learn more about Ramp statements, read the following: [Ramp statements and statement payments overview.](/ramp-card-statements-and-payments-overview)
## How Ramp sets your limit
During the application process, we review your company’s liquid assets, debt liabilities, spending patterns, annual revenue, and monthly needs in areas like SaaS, Advertising, and T&E. We also use banking and accounting platform integrations. By linking up as many data sources as possible, you help us evaluate you for the most accurate limit for your business.
## How to view your business limit
To view your business limit, navigate to the **Company > Statement & Payments** page, where you can see your current statement balance across all products and your total Ramp Business Limit.
## When does your limit change and how often?
As a Ramp customer, your limit might increase as your assets and connected data sources improve your standing, but it can also be lowered if your standing lowers. We regularly review and adjust business limits based on your company's overall financial profile and performance.
## Requesting a credit limit increase on Ramp
There are two ways to increase your Ramp business limit.
**Self-serve option:**[**Reserve Account**](/ramp-reserve-account-overview)
You can increase your limit by opening a **Reserve Account**, which lets you deposit funds into a locked Ramp Business Account. Once the deposit settles, your 30-day card limit increases on a **1:1 basis**. Funds in the Reserve Account remain locked and cannot be used for spending, but this provides a predictable way to increase your limit without waiting for a credit review. Each entity can have one Reserve Account, and this option is available to customers on **monthly card only**. Go to **Company → Statements & Payments** and clicking **Manage limit** **→ Deposit funds for limit increase**to get started.
**Request a limit review**
You can also request a limit increase by navigating to **Company → Statements & Payments** and clicking **Manage limit**. If additional review is needed, you may be asked to submit a help form to our Assurance team (select the **Business Limit & Balance** category).
If you need additional support, you can let us know by submitting a [help form](https://app.ramp.com/support/get-help?category=business_limit&subcategory=credit_limit_increase_request) to our Assurance team (select “Business Limit & Balance” category). For all contact options, see [How to contact Ramp’s Support team](/how-to-contact-ramps-support-team).
## Uploading financial statements for a limit change review
As part of a limit change review, our Risk team may reach out and request your company’s financial statements. By providing extra financial documentation, the Risk team can better understand your company’s growth trends and cash flow position, in hopes of providing a limit best suited for your needs.
Typically, the following documents are requested, but an operator may share specific requirements as needed:
- Profit and loss statement (income statement) for 2025 YTD (Year to date) broken down quarterly
- Profit and loss statement (income statement) for 2024 broken down quarterly
- Balance sheet for the past two quarters
- Cash flow statement for the past two quarters
To access, review, and complete any outstanding document requests, navigate to[Company Settings → Documents](https://app.ramp.com/settings/company-settings/documents) and upload the respective files.
> **Please note:** Uploading additional statements should only be taken upon request from the Risk team.
## Viewing your current balance
The **current statement balance** represents the amount you’ve already spent out of your business limit. It must *still be paid down in full at the end of each statement period*, indicated by the Next Payment date. You can view your statement balance at any time by navigating to **Company > Statement & Payments**, where you can see the total sum of your balance across all products, your total ramp limit, and the amount available to you to spend.
At any point, you can pay this balance down manually by navigating to the **Company > Statement & Payments** and clicking on Payments before your statement period ends. Find out more about your Ramp Statements and Statements Payments [here](/ramp-card-statements-and-payments-overview).
## Unlocking your full limit
If your business limit is locked pending bank verification, verifying the required bank account may unlock it. Learn more about [verifying bank accounts](/verifying-bank-accounts).
---
# Ramp card statements and payments overview
> Official Ramp Help Center article. Topic: Cards / Statements & Payments. [View the canonical page](https://support.ramp.com/ramp-card-statements-and-payments-overview).
> **Note: This article primarily applies to Ramp Administrators.** Cardholders may find other articles in the [Payments, limits, and statements](/cards/statements-and-payments) section to be more applicable.
## Overview
Card statements are a key part of the Ramp experience - they tell you where and how much your employees are spending and what you owe Ramp. Because Ramp is a charge card (not a credit card), a full statement payment is required at the end of each statement period. Find out how to read your statement and set your statement payments up for success.
## Card statement basics
### Your Ramp Card statement
Your business will receive a statement at the end of your statement period for all of the card transactions made during that period. It does not include Reimbursements, Repayments, or Bill Pay payments.
You are expected to pay off the entirety of the statement balance - we do not offer the ability to carry over balances for card transactions (nor do we charge interest). If you need help paying off your statement, please get in touch with our team by signing in to your account and clicking the "Help" button on the bottom left of the sidebar. If we don’t receive complete payment by your statement date, our Risk team will contact you.
### How to view your Ramp Card statements
You can view your current or any historical statements by navigating to **Company > Statements & payments >**[**Statements tab**](https://app.ramp.com/billing/statements)
Our statement formats:
- **PDF:** provide a summary of your card transactions, card statement payments, and cashback for the statement period.
- **CSV:** Provide transaction and payment level details for the statement period.
**Single Entity:** download both the PDF and CSV statement from the desired period
**Multi-Entity:**
- To download an aggregate for all your entities (PDF), download directly from the statement period.
- To download entity-level statements (PDF), click on the specific statement period and then select the entity.
### Understanding when your Ramp Card statement is due
Because Ramp is a charge card, a customer is expected to pay the entirety of its balance when its statement is due. A statement is due in 30-day statement cycles, with the first day of the cycle set by the first day you make your first Ramp transaction, and based on Ramp's internal designation. The first cycle may be less than 30 days due to potential timing issues, but subsequent statements will be due in 30-day statement cycles.
You can see your current statement start and end dates by navigating to [**Company > Statements & payments**](https://app.ramp.com/billing/statements)
### How to change your Ramp Card statement date
Owners or Admins can request to change your statement date by [reaching out to our support team](/how-to-contact-ramps-support-team). Our team will assess your request and either approve or reject it, with a good reason either way.
### How to read your Ramp Card statement
When you download your statement, you’ll see all transactions made during the statement period, including:
- Your previous balance
- Any settled payments you made during the statement period (see [Making manual payments](#setting-up-early-autopay) for more information)
- This means no pending payments will be in the statement
- The amount spent on your Ramp card(s) during the statement period (cleared transactions only)
- Any statement credit applied
You’ll also see the cashback earned during your statement period listed. If you redeem cashback to lower your balance, it won’t appear on your statement as a separate line item or distinct transaction. We recommend accounting teams account for this during the reconciliation process.
## Card statement payments
### How to set up Ramp Card statement payments for success
### Connecting a bank account
When you sign up for Ramp, you will be asked to connect a bank account directly or manually. The bank account you select as your **Card** payment source on the [Linked accounts](https://app.ramp.com/s/company-settings/financial-accounts) page (in the sidebar under **Banking**) will be *automatically debited for the total balance amount* at the end of your statement period. Read more about connecting bank accounts here: [directly or manually](/ramp-bank-connections-overview).
### Performing a debit check
Ramp may perform a debit check as you onboard to confirm that the selected payment account can transact with Ramp. Learn more in [Verifying bank accounts](/verifying-bank-accounts).
### Whitelisting Ramp’s originator IDs
We’ll also require you to whitelist our Originator IDs to remove any debit blocks your checking account may have. To ensure your bank lets us debit to your bank account, please contact your banking representative and request to whitelist Ramps Originator IDs (also called ACH IDs). Please reference this Help Center article for the full list of Ramp's Originator IDs: [How do I lift a debit block on my bank account?](/lifting-a-debit-block-on-a-bank-account)
### How to change your autopay source
You can change the bank account Ramp auto-debits for your card statement payments at any time. This is the account debited for your full statement balance at the end of each statement period.
1. Go to the [Linked accounts](https://app.ramp.com/s/company-settings/financial-accounts) page, found in the sidebar under **Banking**.
2. Click **Payment sources**.
3. In the **Card** section, select the bank account you want Ramp to debit.
4. Click **Save changes**.
### Paying your statement automatically
Because you have successfully linked and verified your bank account(s) and whitelisted our Originator IDs, Ramp can debit your full statement amount from your preferred banking account at the end of each statement period. All you have to do is ensure the bank account selected as your **Card** payment source is accurate (you can check it on the [Linked accounts](https://app.ramp.com/s/company-settings/financial-accounts) page under **Payment sources**).
### Making manual payments
At any point, you can make a manual payment to pay down your Ramp balance. This is a great way to reduce your balance before a large transaction(s) you want to make when you are close to your limit. Your limit may be made immediately available after you initiate a manual payment, but in some cases, payments can take up to 5 days to be reflected in your available balance.
Follow the following steps to make a manual payment:
### Direct debit
1. Navigate to **Company > Statements & payments**
2. Select **Make a payment** and enter the payment amount and the bank account you wish to pay from
3. Click **Review Payment** .
4. Confirm everything looks good, select **Make Payment** , and let Ramp do the work debiting your account to pay down your balance.
### Wire transfer
Ramp cannot accept ACH transfers to the Domestic Wire account
1. Navigate to **Company > Statements & payments**
2. Select **Make a payment** and select **Wire transfer**
1. We provide our wire transfer account details
- Be sure to include the correct wire transfer information and the transaction Reference ID in the memo/description field.
2. You manually initiate a wire transfer to Ramp’s bank account
3. When Ramp receives your wire transfer, we credit your account
Please note that if you do not include the assigned reference number in the memo or description field of your domestic wire transfer, [reach out to our support team](/how-to-contact-ramps-support-team). Locating and reconciling your payment may be delayed by up to 10 business days.
### Setting up early autopay
Setting up early automatic payments can prevent your balance from reaching 100%. Learn more in [Enable early automatic payments for your card statements](/enable-early-automatic-payments-for-your-card-statements).
> **Note:** If you enable this feature after your balance is at the selected percentage, the payment will trigger.
## Frequently asked questions
### Will I get my statement in the mail?
Ramp statement payments are paperless. We do not send statements via physical mail. These statements are emailed and will appear in your Ramp account under **Company > Statements & payments >**[**Statements tab**](https://app.ramp.com/billing/statements)
### I made a payment, but I don't see a change in my available balance. Why not?
Payments made to Ramp may take up to 5 business days to affect your available balance. The amount of time it will take for a payment to affect your balance can be affected by previous failed payments and a variety of other factors.
---
# Making card statement payments to Ramp
> Official Ramp Help Center article. Topic: Cards / Statements & Payments. [View the canonical page](https://support.ramp.com/making-card-statement-payments-to-ramp).
> **Note: This article primarily applies to Ramp Administrators.** Cardholders may find other articles in the [Payments, limits, and statements](/cards/statements-and-payments) section to be more applicable.
## Overview
Ramp requires all businesses to opt into auto-pay, which will automatically debit your account at the end of the card statement period for the full balance on your Ramp cards. You can find out your current balance on **Company >**[**Statements & payments**](https://app.ramp.com/billing/statements/)**tab**.
## Card statement payments
This is the default Ramp requirement which automatically debits your account at the end of the card statement period for the full balance on your Ramp cards.
Manual payments
If your company reaches the limit of the entire business, you can make a manual payment by navigating to **Company >**[**Statements & payments**](https://app.ramp.com/billing/statements/)**tab** and clicking **Make a payment**. Here, you'll choose the amount you wish to make a payment for, the linked bank account you will be drawing from, whether you'd like Ramp to initiate a direct debit or, if available for your business, whether you'd like to send a [wire transfer](/wire-transfers-for-card-statement-payments), and whether or not you'd like to use your available cashback.
Ramp card statement payments do not support PayPal or debit cards.
Payments made to Ramp may take up to 5 business days to affect your available balance. The amount of time it will take for a payment to affect your balance can be affected by previous failed payments, as well as a variety of other factors. You can have at most two payments pending at the same time.
Early auto-pay
You can enable your business to pay off your balance once you reach a percentage of your total spend to help ensure you'll never get a decline due to reaching your business limit. Learn how to [enable early automatic payments for your card statements here.](/enable-early-automatic-payments-for-your-card-statements)
*Important note: automatic payments will still be initiated even if pending payments are in flight.*
Wire transfers
You can also pay your card statements using wire transfers. This [article](/wire-transfers-for-card-statement-payments) provides more information about this[.](/wire-transfers-for-card-statement-payments)
Additional resources and support
- [Enable early automatic payments for your card statements](/enable-early-automatic-payments-for-your-card-statements)
- [Payments, limits, and statements](/cards/statements-and-payments)
If you need additional assistance, please [contact support](/how-to-contact-ramps-support-team).
---
# 1-day payment terms
> Official Ramp Help Center article. Topic: Cards / Statements & Payments. [View the canonical page](https://support.ramp.com/1-day-payment-terms).
> **Note: This article primarily applies to Ramp Administrators.**Cardholders may find other articles in the [Payments, limits, and statements](/cards/statements-and-payments) section to be more applicable.
## Overview
1-day terms* (or daily payments) are a payment configuration on the Ramp Card. The key components of 1-day terms are:
1. Payment frequency: payments are pulled automatically each day from your Ramp Checking Account to cover transactions that clear before 4 p.m. ET that day.
2. Limit: Your limit is generally equal to 100% of the available balance in your Ramp Checking Account.
---
## Frequently asked questions
- **Can my business have some Cards on 1-day terms and some on 30-day terms?** No – a business is only able to have one payment configuration for its entire business at any given time.
- **How do I make payments?** Payments are automatically pulled from your Ramp Checking Account at 4 p.m. ET each day to cover charges that clear before then. There is no option to make additional manual payments, however, you can deposit additional funds into your Ramp Checking Account to increase your spending power.
- **When will I receive the statements?** On the daily payment configuration, you will receive one statement on the first of each month showing all transactions from the previous month.
- **Can multi-entity companies be on 1-day terms?** No – multi-entity companies are currently unable to be on 1-day terms.
- **Do daily payments get reported to the bureaus?** Yes – payments on 1-day terms will be reported to the bureaus and can contribute to your business’ credit history.
- **Can I switch between payment configurations?** If you are eligible for both Card payment configurations, you can switch between them by [submitting a ticket to Ramp Support](/how-to-contact-ramps-support-team) . We will then follow up with pertinent information relating to the terms of switching and confirm your intention to make the switch.
- **What is the Ramp Checking Account?** The Ramp Checking Account *‡* is an account where you can store funds that can be used to pay Card statements, for Bill Payments and Reimbursements.
The Ramp Checking Account can receive external payments and supports outbound ACH and domestic wire payments to linked accounts and eligible unlinked payees. Eligible unlinked individual payees can receive ACH payments, but domestic wires to consumer bank accounts are not supported. It can also be debited by external accounts and used to make payments within Ramp through Bill Pay, card statement payments, and reimbursements. See [Ramp Banking payments overview](/ramp-banking-payments-overview) for current transfer options.
The Ramp Checking Account is a deposit account offered through First Internet Bank of Indiana, Member FDIC (FIB). Ramp is not a bank, and all bank services are provided by FIB.
- **Does the Ramp Checking Account offer FDIC Insurance?**
Yes – the Ramp Checking Account offers multimillion-dollar FDIC coverage provided through First Internet Bank of Indiana, Member FDIC *‡* . Ramp Checking Account customers with a deposit account provided by FIB can use the ICS service provided by IntraFi Network LLC to have funds placed into FDIC-insured bank accounts across a network of FDIC-insured banks. Deposits are insured by the FDIC up to the maximum allowed by law.
- **Does the Ramp Checking Account have any fees or minimums associated with maintaining it?** No – there is no minimum balance requirement and no fees required to maintain the Ramp Checking Account.
- **How do I make transfers into the Ramp Checking Account?** You can fund the account several ways, such as one-time ACH deposits, inbound ACH credits, wire transfers, real-time payments, and cashback redemptions, or set up automated Target Balance and recurring transfers. See [Ramp Checking Account overview](/ramp-checking-account-overview) for the complete list of deposit options, including availability conditions, and [Ramp Banking automations](/ramp-banking-automations) for automated transfers.
- **How long do deposits take to become available in the Ramp Checking Account?**
- **For ACH:** ACH deposit settlement time depends on a number of factors including previous usage to date and information from your connected bank accounts *§* . They can settle as quickly as same-day for eligible deposits or as long as 5 business days. Each time you initiate a transfer, you will be able to see the estimated settlement date before confirming the transfer.
- **For Wire Transfers:** Inbound wire transfers will become available in the Ramp Checking Account as soon as they are received at FIB. FIB has a daily cut-off time of 5 pm ET, so any wire transfers sent after that time will not be recognized until the following business day. The cut-off time at the bank where the wire transfer is being initiated may be different, so please confirm with your bank when the wire transfer will be sent before initiating.
*\*Ramp cards with 1-day terms are issued by Sutton Bank, Member FDIC (subject to its [terms and conditions](https://ramp.com/legal/sutton-bank-cardholder-terms)), Celtic Bank (subject to its [terms and conditions](https://ramp.com/legal/celtic-bank-accountholder-terms)), and Lead Bank, Member FDIC (subject to its [terms and conditions](https://ramp.com/legal/lead-bank-accountholder-terms)).*
*Ramp Checking Account is an online banking product offered through First Internet Bank of Indiana, Member FDIC. By using Ramp Checking Account, you acknowledge and agree to the [terms and](https://ramp.com/legal/first-internet-bank-account-terms)**[conditions](https://ramp.com/legal/first-internet-bank-account-terms) set forth by First Internet Bank of Indiana.**See the [Ramp Checking Account Addendum](https://ramp.com/legal/business-account-addendum) for more information.*
*‡ Ramp is not a bank, all bank services are provided by First Internet Bank of Indiana, Member FDIC. Customers with a Ramp Checking Account provided by First Internet Bank of Indiana can use the ICS**service provided by IntraFi Network LLC to have funds placed into FDIC-insured bank accounts across a network of FDIC-insured banks. Deposits are insured by the FDIC up to the maximum allowed by**law.*
*§ Deposits and withdrawal times to and from linked accounts are subject to change.*
*† Bill payments are subject to their terms and conditions [here](https://ramp.com/legal/payments-addendum).*
---
# Enable early automatic payments for your card statements
> Official Ramp Help Center article. Topic: Cards / Statements & Payments. [View the canonical page](https://support.ramp.com/enable-early-automatic-payments-for-your-card-statements).
> **Note: This article primarily applies to Ramp Administrators.**
> Cardholders may find other articles in the [Payments, limits, and statements](/cards/statements-and-payments) section to be more applicable.
Set up early automatic payments to ensure you will always have an available balance for your expenses. Ramp will automatically debit your linked account when your cleared and pending card balance reaches a percentage of your available card capacity. Ramp checks the threshold when you save the setting, after qualifying card balance changes, and periodically.
> **Note:** If you enable this feature after your balance reaches or exceeds the set threshold, Ramp checks the threshold immediately. A new transaction is not required.
## How to set up
- [Company > Statements & payments](https://app.ramp.com/billing/history) > **Early autopay**
**Step 1:** Determine what percentage of your available card capacity you want to trigger an automatic payment. Ramp offers four percentages:
- 50%
- 60%
- 70%
- 80%
**Step 2:** Determine your payment preference. Ramp offers two payment preferences:
1. **Pay cleared balance (default)**
2. **Pay cleared + pending balance**
## Payment preference
Ramp has two payment preferences, allowing you to determine the payment preference best for your business operations.
### Pay cleared balance
Ramp will automatically debit only the ***cleared*** balance:
**Benefits:**
- Statement payments always reconcile to statement amount because early auto-payments only debit cleared transactions, and statements similarly only include cleared transactions
- Card balance will never be negative
**Drawbacks:**
- The maximum number of pending payments is based on the linked bank account's payment history and number of business entities. Reaching that maximum could prevent additional payments. If this happens, [contact Ramp Support](/how-to-contact-ramps-support-team).
This payment preference may be best if your business has a high volume/dollar amount of:
- pending transactions that ultimately are reversed (e.g. hotel holds) or
- returns of goods and services
If you select this payment method, Ramp suggests setting the trigger at 80% to ensure you have a large number of cleared transactions to prevent you from reaching the maximum number of payments.
### Pay cleared + pending balance
Ramp will automatically debit the ***cleared and pending*** balance, reducing your balance to $0.00:
**Benefits:**
- Card balance is reduced to $0.00, completely freeing up your available balance
**Drawbacks:**
- Statement payments may not reconcile to statement amount, as statements only include cleared transactions, and payment could be made for a transaction that is ultimately reversed
- Card balance could be negative, as a pending transaction could later be reversed (e.g., return, hotel hold)
This payment preference may be best if your business:
- does not have many reversed transactions or returns
- has a lower business limit but a high spend, allowing you to free up your card balance completely
If you select this payment method, you may be unable to reconcile your statement payments to your statement, as pending transactions can change.
## Use cases and examples
### Example 1: Single entity with Pay cleared balance
Early autopay setup:
- Available card capacity: USD 50,000
- Early autopay trigger: 80% of available card capacity (triggers at USD 40,000 in cleared + pending balance)
- Early autopay payment preference: Pay cleared balance
The business currently has $35,000 in cleared transaction and $4,000 in pending transactions
- Total cleared ($35,000) + pending ($4,000) is $39,000, which does NOT trigger early autopay threshold
$2,000 of the $4,000 pending transactions move from pending > cleared
- Total cleared ($37,000) + pending ($2,000) transaction is still just $39,000. Early autopay is still not triggered
Business makes a transaction of $3,000, which adds to their balance as a pending transactions
- Total cleared ($37,000) + pending ($5,000) transaction is now $42,000
Early autopay threshold for the business is triggered, Ramp automatically debits $37,000 (cleared transactions only) from the linked bank account
- Your card balance is $5,000, which is the total pending transactions
### Example 2: Single entity with Pay cleared + pending balance
Early autopay setup:
- Available card capacity: USD 50,000
- Early autopay trigger: 80% of available card capacity (triggers at USD 40,000 in cleared + pending balance)
- Early autopay payment preference: Pay cleared + pending balance
The business currently has $35,000 in cleared transaction and $4,000 in pending transactions
- Total cleared ($35,000) + pending ($4,000) is $39,000, which does NOT trigger early autopay threshold
$2,000 of the $4,000 pending transactions move from pending > cleared
- Total cleared ($37,000) + pending ($2,000) transaction is still just $39,000. Early autopay is still not triggered
Business makes a transaction of $3,000, which adds to their balance as a pending transaction
- Total cleared ($37,000) + pending ($5,000) transaction is now $42,000
Early autopay threshold for the business is triggered, Ramp automatically debits $42,000 (cleared and pending transactions) from the linked bank account
- Your card balance is $0.00
### Example 3: Multi-entity with Pay cleared balance
Early autopay setup:
- Available card capacity: USD 100,000
- Early autopay trigger: 50% of available card capacity (triggers at USD 50,000 in cleared + pending balance across all entities)
- Early autopay payment preference: Pay cleared balance
The business has 3 entities with the following in cleared and pending:
- Entity A has $15,000 in cleared transactions and $5,000 in pending transactions ($20,000 total)
- Entity B has $10,000 in cleared transactions and $10,000 in pending transactions ($20,000 total)
- Entity C has $8,000 in cleared transactions ($8,000 total)
- The total cleared and pending transactions across all 3 entities in $48,000, which does not yet trigger the early-auto pay threshold
Entity C then makes a $5,000 transaction, which adds to its balance as a pending transaction
- Total cleared + pending transactions across the entire business at $53,000
Early autopay threshold for the business is triggered. Ramp automatically debits only the cleared amount from each entity's linked bank account:
- Entity A: debit $15,000
- Entity B: debit $10,000
- Entity C: debit $8,000
The total balance for the business is now only the pending transactions:
- Entity A: $5,000
- Entity B: $10,000
- Entity C: USD 5,000
- Total: USD 20,000
### Example 4: Multi-entity with Pay cleared + pending balance
Early autopay setup:
- Available card capacity: USD 100,000
- Early autopay trigger: 50% of available card capacity (triggers at USD 50,000 in cleared + pending balance across all entities)
- Early autopay payment preference: Pay cleared + pending balance
The business has 3 entities with the following in cleared and pending:
- Entity A has $15,000 in cleared transactions and $5,000 in pending transactions ($20,000 total)
- Entity B has $10,000 in cleared transactions and $10,000 in pending transactions ($20,000 total)
- Entity C has $8,000 in cleared transactions ($8,000 total)
- The total cleared and pending transactions across all 3 entities in $48,000, which does not yet trigger the early-auto pay threshold
Entity C then makes a $5,000 transaction, which adds to its balance as a pending transaction
- Total cleared + pending transactions across the entire business at $53,000
Early autopay threshold for the business is triggered. Ramp automatically debits each entity's cleared and pending balance from its linked bank account:
- Entity A: debit $20,000
- Entity B: debit $20,000
- Entity C: debit $13,000
The total balance for the business is now $0.00
---
# Wire transfers for card statement payments
> Official Ramp Help Center article. Topic: Cards / Statements & Payments. [View the canonical page](https://support.ramp.com/wire-transfers-for-card-statement-payments).
> **Note: This article primarily applies to Ramp Administrators.**
> Cardholders may find other articles in the [Payments, funds, and statements](/cards/statements-and-payments) section to be more applicable.
## Overview
Ramp now supports wire transfers to pay off your statement. Similar to making a manual payment, you can initiate a wire transfer at any time. Wires may be great for you if you desire to pay off your statements and free up balance access faster than ACH.
## Special instructions/memo
**You must include the special instructions/memo in your outgoing wire transfer. This code is how Ramp maps a received wire to the business that sent it. Ramp will not be able to attribute your payment to your account if you don't include it.**
**Each bank has slightly different input fields when originating a wire transfer. You should use the "memo," "description," or similar field for your bank. If you're unsure about which field to use, include it on multiple inputs just to be safe.**
**Pro Tip:** use the copy button  to prevent any typos
## Executing wire transfers
1. Go to **Company > Statements & payments > Make a payment > Manual payment**
2. If you're using Ramp's multi-entity feature, select the entity you want to make a payment for
3. Select Wire Transfer
4. Select Domestic Wire Transfer if your bank is located within the US, or International Wire Transfer if you’re sending funds from outside the US
5. In another tab, go to your bank account portal and look for the 'Send Money' or 'Wire Transfer' option in your bank's menu
6. Switch back to your Ramp tab and copy  Ramp's account information. ***Each instruction has a copy button*** beside it for ease - we recommend using the copy button to prevent typos
7. **REQUIRED:** You ***must*** include the special instruction/memo in the memo/description of the wire
8. **REQUIRED:** Your wire ***must*** match your statement currency
9. Review all information entered in your bank portal to ensure accuracy and then initiate the wire transfer
## Frequently asked questions
### Can I pay in a different currency than my statement currency?
- No, the currency of the wire must match your statement currency. If you store non-USD in your bank account, ensure that you select ***Send USD*** on the outgoing wire transfer.
### Where should I input my special instruction/memo?
- Each bank has slightly different input fields when originating a wire transfer. You should use the "memo," "description," or similar field for your bank. (If you're unsure about which field to use, include it on multiple inputs just to be safe).
### Are wires reversible?
- No, wires are not reversible. Please ensure you fill out all the correct information and confirm before initiating the wire.
### When will the payment leave my bank account?
- Domestic wires typically hit same-day, but may take up to 1 business day depending on the time of day you initiated the wire
- International wires vary and may take up to 5 business days
### When will my business card balance be updated to reflect the wire transfer?
- Your business card balance will update within 1 hour of when the wire is received and reconciled by Ramp - see above for when wires are typically completed.
### Will a wire show on my statement?
- Yes, wire transfers will be on both the PDF and CSV statements.
### What statement period will a wire be in?
- The wire will be included in the statement period that covers the date Ramp received the funds.
### Will a wire sync to my accounting provider?
- Currently, wire transfers will not sync to your accounting provider from Ramp.
- If you have a bank feed set up in your accounting provider, the payment will show up on that end and then you can create a journal to correctly debit the Ramp Card account and Credit the Bank Account.
### What if I forgot to include the special instruction/memo in the memo/description?
- Please [contact Ramp Support](/how-to-contact-ramps-support-team) for help.
### What if I entered the account number / routing number wrong?
- Wires are irreversible in most cases. As it was initiated with your bank, contact your bank immediately to see if they can still help you make an adjustment or process a cancellation.
### Can I use wires regularly for my statement payment?
- If you have configured your account with a business entity that pays its monthly statement solely with wires, you must send your monthly statement payment for the full statement amount within 1 day of the statement date.
- We send statement payment reminders 3 days before your statement date, as well as the day of your statement date if you are using wires for your monthly payment.
- You will also receive an overdue reminder 2 days after your statement date if we have not yet received your wire.
---
# Locally-funded statement payments
> Official Ramp Help Center article. Topic: Cards / Statements & Payments. [View the canonical page](https://support.ramp.com/locally-funded-statement-payments).
## Overview
> **Available on Ramp Enterprise.** See [Ramp Enterprise overview](/ramp-enterprise-overview) for plan details.
Locally-funded statement payments enable customers to make payments using their local CAD, EUR, or GBP bank accounts. This means you can settle your monthly card statements in your local currency, streamlining your financial operations - saving your business time and money.
## What are the benefits?
### Eliminate inter-company transfers
By processing payments directly from your local bank accounts, you can avoid the complexities and challenges associated with inter-company transfers. This simplifies your accounting allowing you to operate more efficiently.
### International bank linking
Connecting your account using our partners bank connections software makes monthly payments easy. Once you’ve connected your bank account - we’ll do the rest, automatically scheduling your payments each month.
## How does it work?
Locally-funded statement payments are available to customers on the **(Enterprise)** plan who use Sage, NetSuite, or UCSV. Ramp provides entity-specific statements, allowing each business entity to link its own local bank account and manage its card payments in its operating currency.
> **Please note:** This is only available for multi-entity organizations with an international entity.
### Locally denominated cards (Enterprise only)
Locally denominated cards are currently available in CAD, GBP and EUR for customers on the Enterprise plan.
Mexican peso (MXN) cards are also available on Enterprise, but MXN statements are **not** eligible for the locally-funded (bank-linked) payments described in this article. MXN statements are paid by wire transfer only — see [Mexican Peso (MXN) Denominated Cards Overview](/mexican-peso-denominated-cards-overview).
### USD denominated cards
Enterprise customers can pay USD card statements from linked bank accounts in CAD, GBP, or EUR. When paying USD card statements from non-USD bank accounts, Ramp calculates an exchange rate at the time of statement payment to settle the statement.
---
# Routine Credit Account Review Overview
> Official Ramp Help Center article. Topic: Cards / Statements & Payments. [View the canonical page](https://support.ramp.com/routine-credit-account-review-overview).
### What is a routine account review?
We may conduct routine reviews on customer accounts from time to time, using a variety of information to properly underwrite and maintain credit limits for our customers and ensure we are providing a limit commensurate with the customer’s overall financial health and performance. This review takes multiple factors into consideration, including, but not limited to, your payment history, connected cash balances, spending history, and financial statements.
### Why is my business being asked to complete this review?
There are multiple reasons that your business may be undergoing a review. The most common reason is that we want to ensure that your business limit continues to reflect your latest financials. We also use this information if you request a change in your credit limit, helping us give you an answer more quickly.
### What documentation will my business need to provide?
Financial reviews will generally require the following documentation:
- Income Statements
- Balance Sheets
- Cash Flow Statements
We may also request additional supporting financial documentation after reviewing the documents above. These documents do not need to be audited.
### We upload our bank statements monthly. Do we also have to complete this request for financials?
Yes, this review is a separate process from your bank statement uploads. Your financial statements generally provide a more detailed view of the business, which is important in allowing Ramp to better support your business spending limit.
### How long do I have to provide the requested financial documentation?
Your business will generally have 4 weeks to upload the requested documentation. If an extension is required for any reason, please reach out to your Account Manager to let them know how much longer you will need. While extensions may not be guaranteed, we will do our best to accommodate these on a case-by-case basis.
### How often will my business be required to complete these reviews?
Reviews will be conducted at least annually, but the overall frequency may change based on your business spending limit at Ramp and individual circumstances.
### What happens if I do not provide the requested documentation?
Ramp will attempt to complete the review with data available to us, and reserves the right to action your account as needed, including potential adjustments to your business spending limit.
### What if there are nuances with my business, or extenuating circumstances I need to inform Ramp about?
This review process is to help us understand these nuances and be a better partner to your business. If you have any additional questions or context on your business, please reach out to your Account Manager or [contact Ramp Support](/how-to-contact-ramps-support-team).
---
# How to use cashback rewards
> Official Ramp Help Center article. Topic: Cards / Statements & Payments. [View the canonical page](https://support.ramp.com/how-to-use-cashback-rewards).
> **Note: This article primarily applies to Ramp Administrators.**
> Cardholders may find other articles in the [Reports & Insights](/expense-management/reports-and-insights) section to be more applicable.
## Overview
Cashback can be redeemed by Admins or Business Owners in Ramp for:
- Card statement payments
- Cash in Ramp Checking Account
- Payment toward subscription and fees (Ramp Plus, Bill Pay Fees, etc.)
- Airline and hotel loyalty points
- Gift cards
- Charities
Your cashback will continue to accrue over time and will not expire. You can view your company's earned and redeemed cashback activity in the **Company** **>** **Rewards >** **Rewards activity**.
## Applying cashback to reduce or pay a card statement payment
You can redeem cashback to reduce your card statement balance at anytime in the **Rewards** or **Company** **>** **Statement & payments**tab. Any cashback redeemed for card statement payments will be applied immediately to reduce your current statement balance and reflected in the upcoming statement.
From **Company** **>** [**Rewards**](https://app.ramp.com/insights/rewards) tab:
1. Click **Reduce card balance**
2. Type in the amount you want to redeem for your card statement
From the **Company** **>** **Statement & payments**tab :
1. Click **Make a payment**
2. In **Redeem cashback**, type in the amount you want to redeem for your card statement
Cashback can be applied to your card statement through manual redemption. At this time, we don’t offer automatic redemptions.
## Redeeming cashback directly into Ramp Checking Account
You can redeem cashback **directly into your Ramp Checking Account**, turning points into usable operating funds.
From **Company** **>** [**Rewards**](https://app.ramp.com/insights/rewards) tab:
1. Click **Transfer cashback** under **Deposit cashback**
2. Enter the amount to redeem
3. Choose your destination Ramp Checking Account (if you have more than one)
4. Click **Transfer funds**
5. After the transfer is complete, your cashback will appear in the selected Ramp Checking Account
If you don’t have a Ramp Checking Account yet, you can open one during the redemption flow.
**Callouts:**
- **USD only:** Cashback can be redeemed into Ramp Checking Account in USD only.
- **Entity pooling:** The Rewards page shows the redeemable USD cashback available for transfer. The transfer pools that amount across your entities and deposits it into the selected Ramp Checking Account.
- **Accounting:** Cashback redemptions appear in Accounting > Banking as incoming transfers and can be categorized as needed.
- **Partial points:** Points are redeemed in whole-point increments. Fractional points carry forward until they accumulate into whole points.
- **Ramp Checking Account only:** Cashback can only be redeemed into a Ramp Checking Account. Cashback cannot be redeemed into a bank account.
- **Refunds:** Completed cashback redemptions to your Ramp Checking Account are final. Once cashback has been redeemed and deposited into a Ramp Checking Account, the redemption cannot be reversed or undone.
## Applying cashback toward subscription and fees (Ramp Plus, Bill Pay fees, etc.)
You can apply cashback toward [Ramp Plus](/ramp-plus-overview) subscription fees, [Bill Pay fees](/bill-pay-fees), and other charges. Activate automatic deduction of available cashback to pay for your billing statement. Here's how it works:
**Example 1:**
- You have $500 in cashback
- Your Plus monthly plan is $120/month and Bill Pay fees accumulate to $20.
- Ramp automatically deducts $140 in cashback to pay for your Plus plan
- You then have $360 available in cashback
**Example 2:**
- You have $500 in cashback
- Your Plus monthly plan is $1100/month
- Ramp automatically deducts $500 in cashback and debits $600 from your linked bank account to pay for your Plus plan
- You then have $0 available in cashback
From the **Company > Statements & payments** tab:
1. Click **Settings**
2. Toggle on **Automatically redeem cashback** to deduct available cashback for your next Ramp Service payment
## Applying cashback toward airline and hotel loyalty points
You must have the member ID of the recipient of the loyalty points, and their name in Ramp must match their name in their loyalty account.
Example: for a person named Robert Smith, their Ramp account and loyalty program account must both be under the same name. The redemption will fail if one account is under “Bob Smith” and the other is “Robert Smith.”
1. Go to **Company →** [**Rewards**](https://app.ramp.com/insights/rewards)
2. Find the loyalty program you want to redeem for
3. Select who the recipient is
4. Type in the member ID of the loyalty program for the recipient
5. Type in the number of loyalty points the recipient should receive
- **Note:** There is a minimum of 100 loyalty program points
6. The recipient should see the points reflected in their loyalty program account in two business days once the credit has been processed by the loyalty program
> **Note:** All loyalty point transfers are final. Once a transfer has been initiated, it cannot be canceled or reversed.
## Applying cashback toward gift cards
The digital gift card will be sent to the email they sign into Ramp with. Recipients should receive the email within 24 hours after the redemption is completed. Please be sure to check your Spam or junk folders.
1. Go to **Company** **→** [**Rewards**](https://app.ramp.com/insights/rewards)
2. Find the gift card you want to redeem for
3. Select who the recipient(s) is
- You may bulk send gift cards to recipients (i.e., send $50 gift cards to 5 different recipients) but cannot bulk send to a single recipient (i.e., send 20 $50 gift cards to a single recipient)
4. Select the amount for the gift card
5. (Optional) Add a note that will be included in the email the recipient(s) receives
6. Recipient(s) will receive an email with a code and link to redeem the digital gift card within 24 hours after the redemption is completed. The gift card will also appear on the recipient's homepage in the **Redeem rewards** section. If needed, you can resend the gift card from the [**Rewards activity**](https://app.ramp.com/insights/rewards) page.
Gift cards are issued in USD and can only be used in USD.
## Donating cashback toward charities
The confirmation will be sent to the email of the initiator. Initiator should receive the email within 24 hours after the redemption is completed. Please be sure to check your Spam or junk folders.
1. Go to **Company** **→** [**Rewards**](https://app.ramp.com/insights/rewards)
2. Find the charity you want to redeem for
3. Select the amount to donate
4. Initiator will receive an email with the confirmation within 24 hours after the redemption is completed
## General FAQs
**How can I use my cashback?**
- Card statement payments
- Ramp Plus payment - our optional, paid plan
- Airline and hotel loyalty points
- Gift cards
- Charities
**What happens to any cashback accrued for a refunded transaction?**
- Ramp will negate cashback for a refunded transaction where cashback was accrued. For example, a $1,000 transaction earned $15 in cashback. Later, $500 of the transaction was refunded. Ramp would then negate $7.50 of your overall accrued cashback.
**What will sync to my accounting provider?**
- Accounting sync support for cashback redemptions and Ramp Checking transfers varies by provider. See your provider's integration article in the [Ramp accounting integrations directory](/ramp-accounting-integrations-directory)
- Please use your Activity tab on the Rewards page to see your full redemption activity across cashback, gift cards, and airlines and hotel loyalty programs
**Can I cancel or reverse a cashback redemption?**
- Cashback redemptions are final and cannot be canceled or reversed once initiated. This applies to all redemption types, including card statement payments, Ramp Checking Account deposits, loyalty point transfers, gift cards, and charity donations. If you need assistance with a redemption, please [contact Ramp's Support team](/how-to-contact-ramps-support-team) .
**Can I combine my cashback between entities?**
- [Ramp Checking redemptions](#redeeming-cashback-directly-into-ramp-checking-account) pool the redeemable USD cashback shown on the Rewards page across your entities. Cashback cannot otherwise be transferred or combined between entities.
## Loyalty program FAQs
**Which airline and hotel loyalty programs are available?**
- Several global airlines and hotel loyalty programs are supported
- The **Company > Rewards** tab lists all programs available
**Who can I redeem airline and hotel loyalty program points for?**
- Admins and business owners can redeem for themselves or on behalf of their employees
- You need the member number of the receiving person, and their name in Ramp must match their name in the loyalty program
**How long will it take to receive the points to the loyalty program account?**
- Loyalty transfers typically take up to 7 business days to be reflected in the member’s loyalty account
- If you do not see the points are 7 business days, please reach out to [Ramp support](/how-to-contact-ramps-support-team)
## Gift card FAQs
**How many gift cards are available?**
- Over 200 brands are available
- The **Company >** **Rewards** tab lists all gift cards available
**Who can I redeem gift cards for?**
- Admins and business owners can redeem gift cards for themselves or on behalf of their employees
**How long will it take to receive the gift card?**
- Recipients will receive an email to the account used to sign-in to their Ramp account with a code and link to redeem the digital gift card
- The email should be received within 24 hours of the redemption completion
- If the recipient does not receive the email within 24 hours, check Spam or junk folders first. You can also resend the email from [**Rewards activity**](https://app.ramp.com/insights/rewards) by finding the gift card and clicking **Re-send email** .
**Can I cancel or return a gift card?**
- We are unable to process any cancellation or return of a gift card.
**Do unused gift card rewards expire?**
- No, gift cards do not expire.
**How do I resend a gift card email?**
- Go to **Company** **>** [**Rewards**](https://app.ramp.com/insights/rewards) and click **Rewards activity** . Find the gift card in the activity list and click **Re-send email** . The recipient will receive a new email with the gift card code and redemption link.
**What should I do if I accidentally deleted the gift card reward email?**
- Go to **Company** **>** [**Rewards**](https://app.ramp.com/insights/rewards) , click **Rewards activity** , find the gift card, and click **Re-send email** to receive a new copy of the gift card email.
---
# Limitations for international Bill Pay
> Official Ramp Help Center article. Topic: Bill Pay / Set up Bill Pay. [View the canonical page](https://support.ramp.com/limitations-for-international-bill-pay).
## Overview
Some businesses may not be able to use international Bill Pay on Ramp. These limitations are based on where your business is based and the industry your business operates in.
This guidance applies to [international transfers on Ramp Bill Pay](/international-transfers-on-ramp-bill-pay). For international reimbursement limitations, see [Limitations for international reimbursements](/limitations-for-international-reimbursements).
## When these limitations apply
### USD-funded Bill Pay
For USD-funded Bill Pay, these limitations apply when the payment is being sent internationally. Your business may still be able to use domestic payment methods, such as ACH or domestic wire, when those methods are available on Ramp.
### Bill Pay funded in CAD, EUR, or GBP
Bill Pay funded in CAD, EUR, or GBP is treated as an international payment on Ramp. The limitations in this article apply.
## When international Bill Pay isn't available
### Businesses based in Nevada
Businesses based in Nevada can't use international Bill Pay on Ramp at this time, and exceptions aren't available.
### Not currently supported industries
Businesses in the following industries can't use international Bill Pay on Ramp at this time:
- Cryptocurrency companies
- Money service businesses
- Tobacco
- Adult content
- Gambling and online gaming
- Weapons and military goods
- Cannabis-related businesses
## When enhanced due diligence (EDD) is required
## Enhanced review industries
Businesses in the following industries require Enhanced Due Diligence (EDD) before international Bill Pay can be enabled:
- Company establishment services
- Freelance platforms
- Crowdfunding
- Charities and non-profits
- Financial services businesses
- Holding companies
- Insurance companies
- Investment companies
- Alcohol
- Pharmaceuticals
- Pharmacies
- Government services
- Automotive sales
- Chemicals
- Precious stones and metals
- Marketplaces and auction sites
- Ride-sharing services
If your business is in one of these industries, contact Ramp Support to start Enhanced Due Diligence (EDD). See [How to contact Ramp's Support team](/how-to-contact-ramps-support-team).
## Frequently asked questions
### If my business is USD-funded, can I still use ACH or domestic wire?
Yes. These limitations apply only when the payment is being sent internationally. If domestic payment methods are available on Ramp, you may still be able to use them.
### Do these limitations apply to Bill Pay funded in CAD, EUR, or GBP?
Yes. Bill Pay funded in CAD, EUR, or GBP is treated as an international payment on Ramp, so the limitations in this article apply.
### Can I request an exception if my business is based in Nevada?
No. Businesses based in Nevada can't use international Bill Pay on Ramp at this time.
### Can I request an exception if my business is in an industry that is not currently supported?
No. Businesses in industries that are not currently supported can't use international Bill Pay on Ramp at this time.
### What happens if my business is in an enhanced review industry?
Businesses in enhanced review industries require Enhanced Due Diligence (EDD) before international Bill Pay can be enabled. Contact Ramp Support to start EDD.
---
# Bill Pay overview
> Official Ramp Help Center article. Topic: Bill Pay / Set up Bill Pay. [View the canonical page](https://support.ramp.com/bill-pay-overview).
## Overview
With Ramp, you can handle your company's spending in a single place. With Bill Pay, you can email or upload your invoices and create, approve, and pay your bills in under 60 seconds. We sync every bill and every payment to your accounting software. It's the fastest bill payment product on the market.
## Bill Pay setup
Follow our [Bill Pay setup guide](/bill-pay-set-up) for setting up Bill Pay, which includes accounting, creating approval layers, and automatic invoice forwarding. This guide will have you paying bills in less than 60 seconds.
## Bill lifecycle
Walk through the process of paying a bill, from uploading an invoice to viewing payment history. You’ll see how our product emphasizes speed and process controls so your vendors are paid fast and you can have peace of mind.
- [Upload an invoice](/bill-lifecycle#uploading-an-invoice)
- [Draft and create a bill](/bill-lifecycle#bill-drafts)
- [Approve a bill](/bill-lifecycle#bill-approvals)
- [Pay a bill](/bill-lifecycle#bill-payments)
- [View your paid bills](/bill-lifecycle#viewing-your-paid-bills)
## Bill Pay accounting
We sync directly with your connected accounting provider so you can focus on the most important business needs. When you are integrated with an accounting provider we support, bills are synced automatically when they are created, updated, and paid. Read about which providers we support and how the syncing process works.
- [Supported integrations](/bill-pay-accounting#supported-integrations)
- [When bills sync](/bill-pay-accounting#when-and-how-do-bills-sync)
- [Accounting notifications](/bill-pay-accounting)
## Bill payment methods
Lightning-fast payments with multiple ways to pay. For each bill payment, Ramp initiates two payments. The first is to withdraw the funds (called a debit) from your selected bank account, and the second is to push the funds (called a credit) to your vendor using the payment details you provided. See how we pay your vendors on time.
- [Paying by card](/bill-payment-methods-and-timelines#paying-by-card)
- [Paying by ACH](/bill-payment-methods-and-timelines#paying-by-ach)
- [Paying by check](/bill-payment-methods-and-timelines#paying-by-check)
- [Paying by wire](/bill-payment-methods-and-timelines#paying-by-swift-transfer-usd)
- [Paying by stablecoin](/bill-payment-methods-and-timelines#paying-by-stablecoin)
- [Paying internationally](/international-transfers-on-ramp-bill-pay)
- [Payment notifications](/bill-payment-methods-and-timelines#payment-notifications)
## Bill Pay approvals and accounts payable
With approval Layers and Accounts Payable roles, you can upload and create bills with streamlined approval processes. The guide explains how to set them up here.
- [Approval Layers](/bill-pay-approvals)
- [Accounts Payable](/bill-pay-approvals)
- [Vendor Owners](/bill-pay-approvals)
- [Approval notifications](/bill-pay-approvals#approval-notifications)
## Reporting
We have added bill payments to the Accounting and Insights tabs. You can view all of your bills on the Bills page.
## Tax support
Ramp Bill Pay has begun providing vendor tax support. Bill Pay users can add and store their vendors' W9 information directly in Ramp and export it for easier 1099 processing.
Please read more about Bill Pay Tax Support [here](/manage-vendor-tax-details).
## Frequently asked questions
### Can I use Ramp to issue invoices and collect payments from my customers?
Bill Pay is Ramp's Accounts Payable (AP) product, designed for paying your vendors and managing outgoing payments. It does not support issuing invoices to your own customers or collecting incoming payments from them.
### What is the difference between Bill Pay and the Vendor Portal?
Bill Pay and the [Vendor Portal](/ramp-vendor-portal) serve opposite sides of the same transaction:
- **Bill Pay** is for Ramp customers (payers) who need to pay their vendors. It includes features like the [AP email forwarding inbox](/bill-pay-ap-email-forwarding) ( *@ap.ramp.com* ), bill creation, approvals, and payment scheduling.
- The **Vendor Portal** is for vendors who receive payments from Ramp customers. Vendors sign up using the email address provided by the Ramp customer who invited them, manage their payment and tax details, and track receivables — incoming payments owed to them.
If you are a business that uses Ramp to pay your bills, you are using **Bill Pay**. If one of your customers uses Ramp and you received a payment or invitation from them, you are a **vendor** — see the [Ramp Vendor Portal](/ramp-vendor-portal) article. It is possible to have both a Bill Pay account and a Vendor Portal account — for example, if your business uses Ramp to pay bills and also receives payments from other Ramp customers. You can switch between them using the account switcher in Ramp.
### What is the AP inbox, and is it the same as a Vendor Network profile?
No. The [AP email forwarding inbox](/bill-pay-ap-email-forwarding) (*@ap.ramp.com*) is a Bill Pay feature for Ramp customers. You forward vendor invoices to your unique *@ap.ramp.com* address and Ramp creates draft bills from them. It is a payer-side tool for getting invoices into Bill Pay.
A [Vendor Network](/ramp-vendor-network) profile is vendor-side. Vendors create a profile using the email address their Ramp customer entered for them to receive payment and tax detail requests, share information securely with Ramp customers, and track payments owed to them. The Vendor Network does not use *@ap.ramp.com* addresses.
---
# Bill Pay set up
> Official Ramp Help Center article. Topic: Bill Pay / Set up Bill Pay. [View the canonical page](https://support.ramp.com/bill-pay-set-up).
## Overview
Paying bills with Ramp Bill Pay is fast. Setting it up is even faster. In this guide we'll go over the basics, and provide some helpful recommendations on configuring Ramp to best meet your needs.
**Video walkthrough:** Get started with Bill Pay on Ramp: setup, approvals, payments, and accounting sync. Best before paying your first bill so your AP workflow is ready end-to-end. [Watch the playlist](https://fast.wistia.com/embed/channel/be1aiavl3i).
## Setting up accounting
An important prerequisite step to using Ramp Bill Pay for all your accounts payable needs is to get through accounting set up. If you haven't already integrated with your accounting provider, you'll be prompted to configure this when you get started under the Bill Pay tab in Ramp.
If you want to test out Bill Pay without linking an accounting provider, we can do that, too. Just select **Set up later** and proceed to the next step.
That said, we strongly recommend establishing a direct connection with your accounting provider by following the steps [here](/overview-of-ramp-accounting#connect-ramp-to-your-accounting-provider), and you can see more about how Bill Pay Accounting works in our[Bill Pay Accounting](/bill-pay-accounting) article.
**Also recommended at this stage:**
If you're switching from Bill.com onto Ramp Bill Pay, you should turn off 2-Way AP Payment Sync and enable 1-Way Transactions Sync in Bill.com's settings. Since both products use your accounting software as a system of record, Bill.com will generate duplicate bills of the ones you create in Ramp. Disabling this will let you delete bills in Bill.com without losing the original bill in your accounting software.
## Choosing a bank account for payments
Next, let's choose the bank account from which you want us to withdraw (debit) funds for your bill payments.
First you'll need to ensure that any account you wish to use for payments is linked and verified to prevent payment issues. We've written more on this in our [Ramp bank connections overview](/ramp-bank-connections-overview) article.
Once you're ready to select an account (or accounts), head to the **Payments** section your [Bill Pay settings](https://app.ramp.com/bills/overview/settings) to see all the bank accounts currently eligible. Use the toggle to enable or hide the account in Bill Pay, and then specify the cash account in your accounting provider that corresponds to that bank account.
> **Note:** If you remove and re-add a bank account, it may no longer be selected as your default payment account. Verify your default in [**Bill Pay**](https://app.ramp.com/bills) **> Settings** to avoid unexpected payment routing — see [Setting a default payment account](#setting-a-default-payment-account-for-bill-pay) below.
> **Note**: For customers using [Ramp's Multi-Entity support](/ramp-support-for-multi-entity-businesses), you can configure these settings differently for each entity.
Use the dropdown to toggle between the entities you've created in Ramp and review the article above if you need help getting set up.
## Pay bills for free with your Ramp Checking Account
Select your [Ramp Checking Account](/ramp-checking-account-overview) to pay bills without fees while holding your cash for longer. Enjoy unlimited, free same-day ACH payments with the confidence that your vendors receive funds the day you send them. Plus, send free domestic and international wires with no fees.
To pay with your Ramp Checking Account, simply navigate to the **Banking** tab and click “**Open a free account**”.If you don’t have a Ramp Checking Account yet, you can sign up [here](http://app.ramp.com/treasury).
## Setting a default payment account for Bill Pay
Admins can optionally set a default payment account for Bill Pay. This helps streamline the bill payment process when paying vendors for the first time.
**If a default payment account is set:**
- For vendors that have **not** been paid before, Ramp will use the **default payment account**.
- For vendors that have been paid before, Ramp will default to the **last bank account used** for that vendor.
**If a default payment account is not set:**
- For vendors that have **not** been paid before, Ramp will default to the **bank account used on the last bill period**.
To set a default payment account, navigate to**Ramp → Bill Pay → Settings**, then select your preferred source account under**Default payment account**.
## Add controls and approval logic
If you've already completed the steps above, you are free to upload invoices, edit drafts, and pay bills to your vendors, but you may also want to implement controls and policies to make sure AP spend is handled properly.
Ramp allows you to set your bill approval logic directly from [**Bill Pay settings** > **Approvals**](https://app.ramp.com/s/bill-pay/settings/approvals):
We've written more about this in detail in our [Bill Pay Approvals](/bill-pay-approvals) article.
## Configure additional permissions
By default, only your business owner and admins can access Bill Pay.
You can allow additional users to use Bill Pay by assigning them Accounts Payable access. Accounts Payable roles can view, create, and edit bills for any vendor.
We commonly see Accounting roles granted Accounts Payable permissions, but you can enable this for any user in the **Permissions** section of your Bill Pay settings:
Read more about Approval Layers and Accounts Payable roles in our [Bill Pay Approvals and Accounts Payable roles](/bill-pay-approvals) article.
## Set up automatic invoice forwarding
Once Ramp has access to your vendors and accounting info, payments have been configured, and your roles and policies have been set up, you're ready to take full advantage of Ramp Bill Pay's time-saving capabilities.
Check out our guide on [AP Email forwarding](/uploading-invoices-and-bills-on-ramp-bill-pay) to automatically create draft bills based on vendor invoices you receive.
---
# Bill lifecycle
> Official Ramp Help Center article. Topic: Bill Pay / Set up Bill Pay. [View the canonical page](https://support.ramp.com/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 efficiently as possible. Use this guide to understand how we make it happen.
## Uploading an invoice
The first step toward paying most bills is to add an invoice from your vendor to Bill Pay. We provide several options to get started.
**Email your invoice:**
Most invoices end up in your email inbox, so we've created a specific AP email address for you to forward these invoices to. There are a few requirements, but if done correctly, Ramp will automatically create a draft bill for you based on the invoice you've sent over:
1. Make sure you forward invoices from a company email address (e.g. for Ramp, the email would be forwarded from an "@ramp.com" email), from an address associated with any internal user profile on your account, or from an email domain associated with a vendor that's been added to your Ramp instance. Emails sent from external domains not associated with a vendor will not be processed.
2. Supported file types include PNG, JPG, JPEG, Excel, CSV, and Word documents, in addition to PDFs.
The inbox we create for you 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](mailto:faststuffinc@ap.ramp.com) (to customize your AP email, contact our Support team).
You can also view the email address in your Bill Pay Settings.
We will send an email notification when you send documents into your AP forwarding address to let the sender know what Ramp created and whether any forwarded files could not be processed.
Review advanced configurations in our article on [AP Forwarding](/uploading-invoices-and-bills-on-ramp-bill-pay#ap-email-forwarding)
**Manually create a bill**
You can add any invoice file into the [Bills Drafts](https://app.ramp.com/bills/drafts) page by clicking **New bill** in the upper right section of Bill Pay. Drag and drop invoices, or select the specific invoice in your file browser.
For the file types supported by each upload method, see [Uploading invoices and bills on Ramp Bill Pay](/uploading-invoices-and-bills-on-ramp-bill-pay).
XML file(s) can be uploaded to the Documents section only, not as the invoice or PO.XML support was added to comply with specific international electronic invoice requirements.
**Bulk upload invoices:**
Ramp also allows you to upload bills in bulk using the import via spreadsheet option:
## Bill drafts
Once an invoice has been submitted, we use OCR (computer vision) to extract the invoice number, vendor name, contact information, payment details, and line items for the bill. This information pre-fills into the bill fields lightning fast.
After uploading the invoice and letting OCR work its magic, you can select the drafted bill in the [Bills Draft](https://app.ramp.com/bills/drafts) page and verify we gathered the right information. Once you've confirmed the information is accurate, select your preferred payment method and then click **Continue**. More information about Bill payment methods can be found in our article on [Bill payment methods.](/bill-payment-methods-and-timelines)
Note that you can optionally add a vendor memo to your bill at this stage. Vendor memos are communicated by email to your vendor.
## Bill approvals
Bills waiting for approval live in the [For approval](https://app.ramp.com/bill-pay/bills/approvals) section. You can see who is the next approver, send them a reminder once a day, approve bills that require your own review, and if you're an Admin or a Business Owner, skip approvals and pay now.
Bills can also be rejected at this stage. If a bill was rejected by mistake and remains in **Rejected** status, a user with bill modification permissions can open it from **For approval**, click **Edit bill**, make any needed changes, and click **Continue** to submit it back through the approval chain. Bill modification permissions are included in the Admin and Owner roles and can be granted through Custom Roles — being the bill creator alone is not sufficient. For details, see [Employee Roles and Permissions on Bill Pay](/employee-roles-and-permissions-on-bill-pay). If the bill was archived instead, you will need to re-upload it.
Find more information about approvals in our article on [Bill Pay: Approvals and Accounts Payable roles](/bill-pay-approvals)
## Bill payments
Once a bill is approved, it will move to the [For payment](https://app.ramp.com/bills/scheduled) section where you can see its current status, when it is due, and when the payment will be released. Actions you'll need to take here vary by payment method, but for scheduled bills, you're all set at this stage.
Find information about bill payment methods in our article on [Bill payment methods](/bill-payment-methods-and-timelines)
## Viewing your paid bills:
All your paid bills are available in the History section.Search them, download them in a .csv, view an invoice, or review details as needed.
With a few easy steps bills move from invoiced to paid.
For info about how to set up recurring bills, please see our article on [Creating and managing recurring bill payments on Ramp's Bill Pay](/creating-and-managing-recurring-bill-payments-on-ramps-bill-pay)
## Cancel a bill
Users with permission to modify bills can cancel eligible bill payments. In-flight card payments require Admin access to cancel.
- From the **For payment** section of Bill Pay, click the three vertical dots (in the Actions column) on the Bill for which you want to cancel the payment.
- Click **Cancel payment**
If you're an Admin, you can cancel a bill payment while **Cancel payment** is still available for that bill in Ramp. Depending on the payment method and its current stage, Ramp may still be able to stop a payment after it is initiated. If you don't have Admin access, ask an Admin to check the bill for you. Once **Cancel payment** is no longer available to an Admin, the payment can no longer be canceled in Ramp.
If a payment was sent in error (for example, to the wrong or an unknown account, a duplicate, or the wrong amount), see the recall and reversal options under [Reverting, recalling, or reversing a bill](#reverting-recalling-or-reversing-a-bill).
If you cancel a payment after funds have already been debited from your bank account, Ramp will return the debited funds to your bank account within approximately 5 business days. Your bill will return to an unscheduled state, and the payment will show as canceled.
> **Note:** Do not reinitiate the payment until the refund has posted to your bank account. Reinitiating before the refund arrives may result in a second debit from your account.
If you no longer need the bill after canceling the payment, you can archive it — see [Archiving bills](#archiving-bills) below. Archiving moves the bill to History with an **Archived** status. If a Ramp-created bill has already synced to your accounting provider, Ramp asks the provider to remove or reverse the corresponding record. The provider may reject the request, so check the bill's sync status after archiving. A bill imported from your accounting provider must be archived there instead.
## Failed payments
If a bill payment does not go through, the bill's status changes to **Payment failed**. Open the bill from [**Bill Pay**](https://app.ramp.com/bills) to see the specific failure reason and available next steps.
Common reasons a payment may fail include insufficient funds in the source bank account, an outstanding balance owed to Ramp, an invalid or closed vendor bank account, or an issue with check delivery. The failure reason determines what action is needed before you can retry.
### Retry a failed payment
To retry a single failed payment, open the bill and click **Retry payment** in the failure notice. To retry multiple failed payments at once, select the bills in [**Bill Pay**](https://app.ramp.com/bills) and use the **Retry payments** bulk action.
Some failure reasons require resolving the underlying issue before retrying:
- **Outstanding balance owed to Ramp** — pay your outstanding Ramp statement balance first, then retry the bill payment.
- **Source bank account issue** (insufficient funds, debit block, or closed account) — resolve the issue with your bank or update the payment source. If the account was removed, re-add and verify it first — see [Ramp bank connections overview](/ramp-bank-connections-overview). If you see the error "Cannot retry payment without replacing invalid source bank account details!", see the [troubleshooting steps](/bill-payment-methods-and-timelines#i-see-the-error-cannot-retry-payment-without-replacing-invalid-source-bank-account-details--what-do-i-do).
- **Vendor bank account issue** (closed, not found, or rejected) — update the vendor's bank details on their vendor profile before retrying.
- **Check delivery failure** (undeliverable address) — update the vendor's mailing address on their vendor profile, then retry.
> **Note:** A sync failure is different from a payment failure. If a bill failed to sync to your accounting provider, the payment may still have succeeded — check the bill's payment status separately from its sync status. For details on resolving sync errors, see [Bill Pay accounting](/bill-pay-accounting#identifying-and-resolving-sync-errors).
## Editing bills
You can edit most bill fields at any point by selecting the bill, then clicking **Edit bill**.
> **Note:** The invoice currency cannot be changed after a bill is created. To pay in a different currency, create a new bill with the correct currency and handle the original bill based on its current stage — see [Reverting, recalling, or reversing a bill](#reverting-recalling-or-reversing-a-bill) for options. If the original bill has already been paid, contact your vendor directly to arrange a refund or credit. For details on supported currencies, see [International transfers on Ramp Bill Pay](/international-transfers-on-ramp-bill-pay).
After a bill has been paid, you can still edit most fields — including descriptions, dates, accounting fields, line items (as long as the total amount stays the same), and the purchase order (PO) number. The **vendor**, **entity**, **total amount**, and **payment method** are locked once payment is completed.
When enabled by an admin, **approvers** can also edit most bill fields during the approval process — including descriptions, dates, line items, and accounting fields. Approvers cannot edit the bill total amount, payment details, or vendor. For the full details on approver editing capabilities, see [Employee Roles and Permissions on Bill Pay](/employee-roles-and-permissions-on-bill-pay).
If you edit a bill after it has been approved and synced to your accounting provider, we will update the tracking categories within your accounting provider **as long as the month is still open** in your accounting provider. If your month has been closed, we cannot update the accounting fields.
Please note that some accounting providers have additional limitations on bills that can be edited (for example, Sage Intacct does not allow editing paid bills).
## Reverting, recalling, or reversing a bill
Ramp does not provide a way to revert a bill to draft, recall a bill, or unapprove a bill once it has been submitted for approval. After a bill leaves draft, you cannot return it to the Drafts tab.
Instead, use one of the following approaches depending on the bill's current stage:
**If the bill is pending approval**
Ask an approver or Admin to **reject** the bill from [**Bill Pay** > **For approval**](https://app.ramp.com/bill-pay/bills/approvals). After rejection, a user with bill modification permissions (such as an Admin or Owner) can open the bill, make corrections, and click **Edit & re-submit** to send it through the approval workflow again. For details on rejecting and re-submitting bills, see [Rejecting bills](/bill-pay-approvals#rejecting-bills).
**If the bill has been approved but not yet paid**
You can still [edit the bill](#editing-bills) after approval — edits to certain fields will restart the approval chain. See [what changes restart the approval chain](/bill-pay-approvals#frequently-asked-questions) for the full list. If you no longer need the bill, [archive it](#archiving-bills) instead.
**If the bill has a scheduled or in-flight payment**
If you no longer need the bill, [archive it](#archiving-bills). Archiving cancels a scheduled or in-flight payment that is still eligible for cancellation. If you want to edit or reschedule the bill instead, ask an Admin to [cancel the payment](#cancel-a-bill) first. After the payment is canceled, the bill returns to an unscheduled state. You can then edit it, reschedule a payment, or archive it. If **Cancel payment** is no longer available to an Admin, the payment can no longer be canceled in Ramp and the bill cannot be archived.
**If the bill has been paid**
The available action depends on how the bill was paid:
- **Paid outside Ramp:** Use **Mark as unpaid** to remove the manual payment details and reopen the bill. See [Mark a paid-outside-Ramp bill as unpaid](/bill-payment-methods-and-timelines#mark-a-paid-outside-ramp-bill-as-unpaid).
- **Matched to an existing Ramp card transaction:** Use **Remove transaction** to unlink the transaction and reopen the bill. See [Remove a matched card transaction from a bill](/pay-bill-pay-invoices-via-ramp-card#remove-a-matched-card-transaction-from-a-bill).
These actions update the bill and its payment record; they do not recall or reverse funds. Ramp does not offer a self-service way to recall or reverse a payment after funds have been sent. What to do next depends on why you want the funds back:
- **The payment reached your intended vendor** — for example, you want a refund, or you overpaid or sent the wrong amount to the correct vendor — contact your vendor directly to arrange a refund or credit. See [Vendor credits and credit memos on Ramp Bill Pay](/vendor-credits-credit-memos-on-ramp-bill-pay) for how to record it.
- **The payment was misdirected or erroneous** — for example, sent to the wrong or an unknown bank account, or a duplicate payment — [contact Ramp Support](/how-to-contact-ramps-support-team) as soon as you notice. Ramp may be able to attempt a recall or reversal on your behalf, but this is **time-sensitive and recovery is not guaranteed**. Reporting it immediately gives the best chance of recovery.
## Archiving bills
Archiving closes a bill without payment and moves it to the **History** tab of [**Bill Pay**](https://app.ramp.com/bills) with an **Archived** status. This action is permanent — archived bills cannot be restored to an active state. If you archived a bill by mistake, re-upload the original invoice to [**Bill Pay**](https://app.ramp.com/bills/drafts) to create a new bill.
For step-by-step instructions, restrictions on when archiving is blocked, accounting provider effects, and answers to common questions, see [Archive a bill on Bill Pay](/archive-a-bill-on-bill-pay).
## Frequently asked questions
### Can I edit a bill after it has been paid?
Yes, if you have bill modification permissions (included in the Admin and Owner roles, and available through Custom Roles). Open the paid bill from [**Bill Pay** > **History**](https://app.ramp.com/bills/history) and click **Edit bill**. You can update descriptions, dates, accounting fields, line items (as long as the total amount stays the same), and the purchase order (PO) number. The **vendor**, **entity**, **total amount**, and **payment method** are locked after payment is completed. For the full list of who can edit bills, see [Employee Roles and Permissions on Bill Pay](/employee-roles-and-permissions-on-bill-pay).
If you edit accounting fields on a paid bill that has already synced, the update will only sync if the accounting period is still open in your accounting provider. Some providers (such as Sage Intacct) may reject updates to paid bills entirely — see the relevant [sync error article](/sage-intacct-sync-error-the-document-state-is-not-valid-cannot-update-a-document-thats-paid-error-code-bl03000215) for resolution steps.
To correct the vendor, entity, or total amount on a paid bill, contact your vendor to arrange a refund or credit, then create a new bill. See [Vendor credits and credit memos on Ramp Bill Pay](/vendor-credits-credit-memos-on-ramp-bill-pay) for how to record vendor credits.
### Can I view a bill's version history or restore a previous version?
- No. Ramp's **Activity** tab shows bill history such as approval actions, comments, and edits, but it does not provide a restorable version history or a way to return a bill to an earlier saved version. To correct a bill based on its current stage, see [Reverting, recalling, or reversing a bill](#reverting-recalling-or-reversing-a-bill).
### Can I change the PO number on a paid bill?
Yes. Open the paid bill, click **Edit bill**, and update the purchase order field. This does not require canceling or reversing the payment. For details on PO matching, see [Importing and matching Purchase Orders (POs) on Ramp Bill Pay](/importing-and-matching-purchase-orders-pos-on-ramp-bill-pay).
---
# International Debiting on Ramp Bill Pay Overview
> Official Ramp Help Center article. Topic: Bill Pay / Set up Bill Pay. [View the canonical page](https://support.ramp.com/international-debiting-on-ramp-bill-pay-overview).
## Overview
> **Available on Ramp Enterprise.** See [Ramp Enterprise overview](/ramp-enterprise-overview) for plan details.
International debiting in Ramp Bill Pay allows you to fund vendor payments directly from your international (non-USD) bank accounts. This is especially useful for:
- U.S.-based companies with international subsidiaries
- Global businesses operating outside the U.S.
Ramp currently supports debiting from accounts in:
- Canadian Dollar (CAD)
- Pound sterling (GBP)
- Euro (EUR)
This article explains how to set up and use international debiting in Bill Pay and provides answers to common questions.
## Complete KYB/KYC verification for your international entity
Before you can make payments using an international bank account, your international entity must complete Ramp’s KYB/KYC verification process.
- You may still **link an international bank account and draft bills** before verification is finished.
- However, **you cannot pay bills** until the entity is fully verified.
If verification is pending, drafted bills will show as **Queued**, the **Pay** button will be disabled, and you’ll see a banner in Bill Pay settings indicating that verification is still in progress.
## Enable international debiting in Bill Pay settings
Once your entity is verified, you can enable international debiting:
1. Go to **Bill Pay Settings**.
2. In the top dropdown, switch from your primary entity to your **International Entity** (e.g., “Canadian Entity”).
3. Toggle **ON** the international bank account you want to use.
4. If you don’t see the account listed, click **Manage bank accounts** at the bottom to add a new one.
## Create vendors for international payments
Vendor creation works the same way as with U.S. entities, but make sure to select the correct entity:
1. From the **Vendors** page, select **New vendor**.
2. Set the **Default Entity** to your international entity.
3. Add the vendor’s address and contact details.
4. Under **Payment Details**, select **International** if the vendor will be paid to a non-USD account.
This ensures payments route correctly and accounting is applied to the right entity. Ramp automatically selects the appropriate transfer type based on:
- The **source currency** (your bank account), and
- The **destination currency** (your vendor’s payout currency)
| Source Currency | Destination Currency | Transfer Type | How It Works |
| --- | --- | --- | --- |
| A (e.g., CAD) | A (e.g., CAD) | Local Bank Transfer | Uses local rails such as EFT. Faster and lower cost. |
| A (e.g., CAD) | B (e.g., USD) | International Transfer | Includes a foreign exchange (FX) conversion. |
| A (e.g., CAD) | C (e.g., ARS) | International Transfer | Includes a foreign exchange (FX) conversion. |
## Frequently asked questions
### Can I draft bills before my international entity is verified?
Yes. You can link the international account and draft bills at any time. Payments will process only after verification is complete.
### Why is the “Pay” button disabled for my bill?
This usually means the international entity hasn’t completed KYB/KYC verification. Visit Bill Pay Settings to check the status.
### Can I pay a U.S. vendor from my international account?
Yes. Ramp will process this as an **International Transfer**. Your account is debited in its local currency, and the vendor receives USD.
### Can I pay international vendors using my Ramp Card?
Yes. International entities can use Ramp Cards just like U.S. entities.
---
# Accounts Payable Role on Ramp
> Official Ramp Help Center article. Topic: Bill Pay / Set up Bill Pay. [View the canonical page](https://support.ramp.com/accounts-payable-role-on-ramp).
## Overview
Accounts Payable is a permission set on Ramp designed for team members who need to manage your business's accounts payable (AP) process within Ramp Bill Pay. This role gives users the ability to draft, create, edit, view, and initiate the approval process for bills, as well as manage vendor information.
The Accounts Payable role is not a standalone role but rather a set of permissions that can be added to a user's existing base role (e.g., Employee, Manager). This allows for flexible and secure delegation of your AP tasks.
## How to assign the Accounts Payable role
An administrator can assign the Accounts Payable role through the Bill Pay settings by following the steps below:
1. Navigate to the **Bill Pay** tab on the left-hand menu.
2. Click the three vertical dots ( **⋮** ) on the top right of the page and select **Settings** .
3. Go to the **Permissions** tab.
4. Under the "Accounts Payable permissions" section, use the dropdown menu to search for and select the user(s) you want to assign.
5. Click the **Add** button. The user will now have Accounts Payable permissions.
## Managing multi-entity access
> **Beta.** This feature is currently in Beta.
If your business uses Ramp's multi-entity functionality, you can restrict access for the Accounts Payable role to specific entities. This ensures they can only view and manage bills for the entities they are responsible for.
To configure entity access for the Accounts Payable role:
1. Navigate to **Bill Pay** > **Settings** > **Permissions** .
2. Find the user in the "Accounts Payable" list.
3. To the right of their name, click the dropdown menu that defaults to **All entities** .
4. Select the specific entity or entities you want to grant them access to.
5. The changes are saved automatically. The user will now only see bills and vendors associated with their assigned entities.
---
## Customizing permissions for the Accounts Payable role
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
> **Beta.** This feature is currently in Beta.
Ramp allows administrators to customize the specific permissions granted to the Accounts Payable role to fit your company's internal controls.
To customize the role:
1. Navigate to the **Company** tab and click on **Settings** .
2. Select the **User Roles** tab.
3. Click on the **Accounts Payable** role to open the permissions editor.
From here, you can view the default permissions for Accounts Payable as well as enable/disable specific capabilities:
**Default Permissions:** By default, all users with the Accounts Payable role can:
- View, create, edit, and delete *draft* bills
- *Note, if multi-entity restrictions are toggled on, then they would be limited to bills tied to the entity they are assigned*
- View all submitted bills and recurring bills
- *Note, if multi-entity restrictions are toggled on, then they would be limited to bills tied to the entity they are assigned*
- View and edit details on all vendors.
- View Price Intelligence for all vendors
**Customizable permissions:** You can grant the following additional permissions to the Accounts Payable role:
- Create and submit new bills and recurring bills (kicking off the approval workflow)
- Edit and archive existing (submitted) bills and payments.
- View payment details (like payment scheduling, payment method, bank account details, etc.)
- This permission is dependent on the "edit and archive existing bills and payments being" on
- Sync bills to your integrated ERP
- Edit Bill Pay settings.
- Edit the approval chain on draft bills and submitted bills
Learn more about customizing roles and permissions on Ramp [here](/customizing-roles-and-permissions).
---
## Frequently asked questions
- **Who can be designated with the Accounts Payable role?**
- An administrator can designate any Ramp user (Employee, Manager, etc.) with the Accounts Payable role.
- **Can I assign Accounts Payable permissions from the Company tab?**
- Yes. While you can manage existing users with the Accounts Payable role from the Bill Pay settings, you can also assign the Accounts Payable role to a new user directly from the **Company** > **People** tab when you invite them to Ramp.
- **What specific capabilities can the Accounts Payable role have?**
- The Accounts Payable role is primarily focused on Bill Pay and Vendor management. Permissions can be customized, but this role can be granted the ability to:
- **Manage Bills:** Create, view, edit, and delete draft bills. They can also optionally be permitted to submit bills for approval, edit/archive already submitted bills, and edit and view payment details on bills
- **Modify Approval Workflows:** Adjust the approval chain for bills that require different routing.
- **Manage Vendors:** Access, create, and maintain all vendor information, including payment and tax details.
- **Sync Data:** Sync bills to your connected ERP (optional permission).
- **Can I limit the Accounts Payable role's access to bills from specific business entities?**
- Yes. If your company has multiple entities on Ramp, you can configure permissions for the Accounts Payable role to grant access to all entities or restrict to one or more specific entities. This is managed in the Bill Pay settings.
---
**The following tags apply to this article:**
- Admin
- Accounting
- Accounts Payable
- Bill Pay
---
# Employee Roles and Permissions on Bill Pay
> Official Ramp Help Center article. Topic: Bill Pay / Set up Bill Pay. [View the canonical page](https://support.ramp.com/employee-roles-and-permissions-on-bill-pay).
## Overview
Involving your employees in the Accounts Payable (AP) process can significantly streamline your operations by removing bottlenecks and empowering the people closest to the vendors. Allow employees to submit, code, and prepare their own bills for final review and payment by the AP team.
This guide outlines the different ways employees can gain access to Bill Pay and how you, as an admin, can customize their permissions to fit your company's workflow.
---
## How employees can access and use Bill Pay
There are four primary ways an employee can gain visibility and take action on bills within Ramp. An employee's access and editing capabilities depend on how they are associated with a bill.
**Access Type**
**View Access**
**Edit Access**
**(1) As an Approver**
Can view bill details including invoice, line items, and approval history
Cannot view payment details associated with the bill
When enabled by an admin, approvers can edit most bill fields during the approval process, including descriptions, dates, line items, accounting fields, and [line item splits](/bill-pay-line-item-splits-and-allocation-templates). Approvers can also use the "Apply to all" option on accounting fields.
Approvers **cannot** edit the following:
- Bill total amount
- Payment details
- Vendor
Approvers can edit the purchase order (PO) field, but only to POs they own or that have been pre-matched to a bill they are approving. Approvers can apply line item splits but cannot save new split templates.
Admins and owners can enable or disable approver editing from **Bill Pay settings** > **Permissions**.
**(2) As a Vendor Owner or Vendor Owner Manager**
View all bills from any vendor they own. Also gain access to the **Vendors** tab in the main navigation, filtered to show only their assigned vendors.
By default, being a Vendor Owner grants **view-only** access to bills. Cannot edit bill details unless they are also an approver or have been granted specific custom permissions ([see below](#customizing-employee-permissions-for-bill-pay))
**(3) As a tagged employee in the bill activity history**
Can view bill details if tagged by Admin / Accounts Payable roles in the bill activity history
Cannot view payment details
Can edit bill details if, and only if, custom permissions have been granted to the employee role ([see below](#customizing-employee-permissions-for-bill-pay)).
**(3) As a bill submitter via email forwarding**
Can see bills they forwarded to the Ramp AP inbox and view bill details, including the invoice, line items, and approval history.
Cannot view payment details associated with the bill
By default, forwarding to AP inbox grants **view-only** access to bills. Cannot edit bill details unless they are also an approver or have been granted specific custom permissions ([see below](#customizing-employee-permissions-for-bill-pay)).
**(4) As a bill submitter via invoice upload**
**(Plus only)** Requires employee custom permissions. Admins can expand employee's ability to submit invoices by granting specific permissions to create and edit bills directly within Ramp.
[see below](#customizing-employee-permissions-for-bill-pay)
Requires employee custom permissions. Admins can expand employee's ability to edit invoices by granting specific permissions to edit bills directly within Ramp.
[see below](#customizing-employee-permissions-for-bill-pay)
---
| Access Type | View Access | Edit Access |
| --- | --- | --- |
| (1) As an Approver | Can view bill details including invoice, line items, and approval history Cannot view payment details associated with the bill | When enabled by an admin, approvers can edit most bill fields during the approval process, including descriptions, dates, line items, accounting fields, and line item splits. Approvers can also use the "Apply to all" option on accounting fields. Approvers cannot edit the following: Bill total amount Payment details Vendor Approvers can edit the purchase order (PO) field, but only to POs they own or that have been pre-matched to a bill they are approving. Approvers can apply line item splits but cannot save new split templates. Admins and owners can enable or disable approver editing from Bill Pay settings > Permissions. |
| (2) As a Vendor Owner or Vendor Owner Manager | View all bills from any vendor they own. Also gain access to the Vendors tab in the main navigation, filtered to show only their assigned vendors. | By default, being a Vendor Owner grants view-only access to bills. Cannot edit bill details unless they are also an approver or have been granted specific custom permissions (see below) |
| (3) As a tagged employee in the bill activity history | Can view bill details if tagged by Admin / Accounts Payable roles in the bill activity history Cannot view payment details | Can edit bill details if, and only if, custom permissions have been granted to the employee role (see below). |
| (3) As a bill submitter via email forwarding | Can see bills they forwarded to the Ramp AP inbox and view bill details, including the invoice, line items, and approval history. Cannot view payment details associated with the bill | By default, forwarding to AP inbox grants view-only access to bills. Cannot edit bill details unless they are also an approver or have been granted specific custom permissions (see below). |
| (4) As a bill submitter via invoice upload | Requires employee custom permissions. Admins can expand employee's ability to submit invoices by granting specific permissions to create and edit bills directly within Ramp. see below | Requires employee custom permissions. Admins can expand employee's ability to edit invoices by granting specific permissions to edit bills directly within Ramp. see below |
## Customizing employee permissions for Bill Pay
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
As an admin, you can define what a standard employee can do within Bill Pay, allowing you to give them the ability to fully prepare a bill before submitting it for approval.
**To customize Employee role permissions:**
1. Navigate to **Company** > **Settings** .
2. Click on the **User Roles** tab.
3. Find the **Employee** role and click on it to open the permissions editor.
From this screen, you can toggle the following permissions for the Bill Pay section:
- **Create draft bills:** Allow employees to upload an invoice PDF and create a new draft.
- **Edit and delete draft bills:** Allow employees to edit all fields on a draft bill they have created, including vendor, amounts, dates, and accounting coding.
- **Create bills and recurring bills:** Allow employees to fully prepare a bill and submit it into the approval workflow.
Once these permissions are enabled, an employee can create a new bill by either
1. clicking the **Request** button on their home page and selecting "Bill Pay" or
2. the **Upload invoice** button from the Bill Pay tab.
They will be able to fill out all necessary information, code the bill, and submit it for review, removing the need for the finance team to handle initial data entry
---
## Frequently asked questions
### What is the difference between an Approver's edit rights and an Employee's with "Edit draft bills" permission?
When approver editing is enabled by an admin, an **Approver** can edit most fields on a bill that is in approvals — including descriptions, dates, line items, and accounting fields — but cannot change the bill total amount, payment details, or vendor. An **Employee** with Edit and delete draft bills permission can edit *all fields* (amount, date, vendor, etc.) but only on a draft bill they have created themselves, before it has been submitted for approval.
### Can employees change the approval workflow for a bill they submit?
No. When an employee creates and submits a bill, the approval workflow is automatically determined by the rules set up by an admin. The employee cannot add, remove, or change the approvers.
### If I give employees permission to create bills, where can they do it?
An employee with the "Create draft bills" permission can initiate a new bill from two places:
1. The **Request** button on the **Home** page.
2. The **Upload invoice** button on the **Bill Pay** page.
---
# AP Agents available in Ramp Bill Pay
> Official Ramp Help Center article. Topic: Bill Pay / Set up Bill Pay. [View the canonical page](https://support.ramp.com/ap-agents-available-in-ramp-bill-pay).
## Overview
Ramp Bill Pay includes AI-powered capabilities that understand the context behind invoices. These capabilities code line items, check for fraud, recommend approvals, and optimize payment workflows.
Most available capabilities require no additional setup and automatically start working as you process invoices in Bill Pay. AP inbox automation requires you to connect an inbox or use AP email forwarding.
## Connect Gmail for AP inbox automation
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
> **Beta.** This feature is currently in Beta.
Connect one Gmail inbox from [Bill Pay importing and forwarding settings](https://app.ramp.com/s/bill-pay/settings/importing) to let Ramp process incoming AP emails automatically. Ramp reviews emails against your business's AP policy, filters duplicates and emails that do not meet the policy, creates draft bills from eligible invoices, and attaches relevant supporting documents. Processing notifications explain which attachments created drafts and why other attachments were skipped.
If Ramp creates a draft bill but cannot match an existing vendor, it also creates a draft vendor and links it to the draft. Draft vendors do not appear in the vendor table. You can review the email, invoice, and attachments before creating the vendor; your vendor control policies apply when the vendor is created. Ramp does not automatically update payment or tax details for existing vendors.
For a connected Gmail inbox, Ramp can also prepare draft replies to supported vendor questions using information from Ramp, such as bill and payment status. You review and send these replies; Ramp does not make payment commitments or approve bills through a reply.
If your business does not connect Gmail, use [Bill Pay AP email forwarding](/bill-pay-ap-email-forwarding). Forwarded emails are also reviewed against your AP policy, but Ramp does not prepare vendor reply drafts for forwarded messages. If Gmail is connected, Ramp does not also process emails sent through AP forwarding.
## Auto-coding
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
**AP Agent** automatically assigns the correct accounting codes and categories to your invoice line items based on vendor historical patterns and provided invoice context.
Simply upload an invoice, Ramp's advanced OCR will automatically extract all the invoice details into a draft bill, and the AP agent will code each line item.
For more detailed information about OCR capabilities and the auto-coding agent, visit our [Ramp Bill Pay OCR](/ramp-bill-pay-ocr) Help Center article.
## Fraud detection
Ramp's AI-powered fraud detection works around the clock to safeguard your business from payment fraud. Our intelligent systems analyze eligible bills and automatically flag suspicious activity before payments are processed. From verifying vendor legitimacy and detecting anomalies in payment amounts to monitoring for duplicate invoices, Ramp's AI acts as your first line of defense against common fraud schemes.
Learn more about the specific fraud patterns Ramp detects and how to protect your business in our comprehensive [Bill Pay Fraud](/bill-pay-fraud) Help Center article.
## Approval intelligence
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
Ramp's approval workflows automatically route bills to the appropriate approvers based on custom conditions. Approval intelligence reviews bills according to your business's AP policy and provides intelligent insights to support that review.
When approvers review their queue, they see AI-generated summaries that highlight key details and provide contextual recommendations. The system flags potential anomalies, suggests appropriate actions, and surfaces relevant information from historical spending patterns—helping approvers make informed decisions quickly and confidently.
Approval intelligence provides recommendations only. It does not approve bills, skip approvers, or bypass your configured approval workflow.
For more information on configuring approval workflows and using AI-powered approval features, see our [Bill Pay approvals](/bill-pay-approvals) Help Center article.
## Automatic bill creation from drafts
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
> **Beta.** This feature is currently in Beta.
For eligible drafts, Ramp reviews the bill details against your business's AP policy and required checks. If all checks pass, Ramp automatically creates the bill from the draft. If any item needs attention, the bill remains a draft so your team can review and correct it.
Automatically created bills continue through your configured [Bill Pay approval workflow](/bill-pay-approvals). Automatic creation does not approve a bill or bypass any approvers.
## Automatic card payments
Ramp Bill Pay provides multiple pathways to pay vendors via credit card, allowing you to capitalize on valuable cashback rewards while maintaining full visibility into your payment process.
Now, AI-powered automatic card payments take this a step further by eliminating the manual work associated with card payments. For eligible invoices, the system automatically creates a virtual card with the exact invoice amount, enters the payment details in the vendor's portal on the due date, and matches the transaction to your bill once it clears—no manual intervention required. You'll receive confirmation when payment is complete, and your accounting records update automatically, allowing you to earn rewards while eliminating manual payment work.
Learn more about all available card payment options and how automatic payments work in our detailed guide: [Pay Bill Pay invoices via Ramp card](/pay-bill-pay-invoices-via-ramp-card).
## Getting started
AI features in Bill Pay are automatically enabled for customers. Note that some advanced features, such as auto-coding and approval intelligence, are exclusively available to Ramp Plus customers.
The system learns from your actions and becomes more accurate over time, continuously adapting to your business needs.
---
# Set up construction lien waiver and COI checks
> Official Ramp Help Center article. Topic: Bill Pay / Set up Bill Pay. [View the canonical page](https://support.ramp.com/set-up-construction-lien-waiver-and-coi-checks).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
Use Ramp's automated bill review to check lien waivers and certificates of insurance (COIs) while your team reviews subcontractor bills. Add the checks to your accounts payable (AP) policy to tell approvers what compliance information to review. A failed check does not automatically block the bill or payment.
## Add lien waiver and COI checks to your AP policy
Open [Lien waiver and COIs](https://app.ramp.com/verticals/construction/guide#/d/ap-policy) in the Ramp for Construction setup guide and add the checks to your AP policy. You need permission to modify Bill Pay settings and access to **Policy** > **Bill Pay**. If you cannot open it, ask someone with permission to manage Bill Pay settings to add the requirements.
**Require lien waivers** and **Require COIs** are selected by default.
## Customize automated bill review instructions
Open [Bill Pay policies](https://app.ramp.com/settings/expense-policy/bill-pay-policy) and edit **AP Review Policy** to change the automated review instructions for bills. Ramp uses this policy document rather than a separate prompt.
Write each instruction as a complete rule. Specify when the check applies, the exact document or threshold to verify, any exceptions, and what an approver should do when the check fails. For example, identify which bills require a signed lien waiver or the minimum remaining validity and coverage limits required for a COI. Avoid vague terms such as “normally” or “when appropriate” that do not tell Ramp when to apply the rule.
If a draft bill was reviewed before you updated the policy, run the review again so the findings reflect the new instructions.
## Understand construction lien waiver checks
The default lien waiver policy asks Ramp to check whether a waiver is attached, signed, matches the bill amount, and covers the relevant work through date. Ramp reports the evidence and reasoning available for each check so the approver can decide whether the bill is ready.
The checks do not collect a waiver from the vendor, approve the document on your behalf, or impose a payment hold by themselves. Use your AP policy and approval process to determine what reviewers should do when a waiver is missing or does not match.
## Understand construction COI checks
The default COI policy asks Ramp to check whether the certificate has more than 30 days of validity remaining, matches the vendor name, includes required policy details, and has coverage exceeding the invoice payment. Each result reflects the document and bill information available during review.
A COI finding does not create a vendor-wide hold or block payment by itself. If the document needs to be replaced, update it through [Vendor documents](/vendor-documents), then assess the bill again under your business's AP process.
## Interpret document check results
Ramp can show a check as passed, needing input, not applicable, or pending. A result that needs input means an approver should review the supporting evidence or missing information; it is not an automatic rejection. A pending result means Ramp has not completed the check yet.
The AP policy review can summarize multiple checks as passed, failed, or not applicable. Approvers remain responsible for the final bill decision, including whether company policy requires the issue to be resolved before approval.
## Troubleshoot missing document reviews
If checks are missing from a draft bill, make sure the bill has a vendor and wait for Ramp to finish reading the invoice. Ramp does not automatically add these checks to bills created through bulk import; review the bill and its documents directly instead.
Ramp can ask follow-up questions only while a bill remains in draft. Submit the requested information before the bill leaves draft, or have an authorized reviewer inspect the bill and documents directly during approval.
---
# Bill Pay approvals
> Official Ramp Help Center article. Topic: Bill Pay / Set up Bill Pay. [View the canonical page](https://support.ramp.com/bill-pay-approvals).
## Overview
Ramp Bill Pay is designed for speed, precision, and security. With our innovative approval and permissions features, you can automate payment workflows, enhance control, and ensure every dollar goes to the right vendor. Here's why you'll love it:
- **Swift approvals:** Say goodbye to bottlenecks with our streamlined approval processes—quickly route bills through customizable approval chains to keep your operations moving swiftly.
- **Complete control:** Empower your team with permissions that match your organizational structure. Assign roles that precisely dictate who can approve, pay, and manage bills.
- **Enhanced security:** Protect your transactions with multi-layered approval requirements. Ensure that every payment is vetted and authorized, reducing the risk of errors or fraud.
- **Detailed tracking:** Track every step in the approval process. With comprehensive audit trails, you can monitor who approved what and when.
## How to configure bill approval policy
## Where to set up Bill Pay approvals
Admins can create and edit the Bill Pay approval policy from [**Bill Pay settings** > **Approvals**](https://app.ramp.com/s/bill-pay/settings/approvals). This page shows a preview of your existing Bill Pay approval flow.
To view or edit the full approval flow, click the**Edit**button. This action redirects you to the approvals workflow builder, where you can configure complex and flexible approval chains using conditions and outcomes. You can also test the workflow and view or revert to past workflows.
When you click any **Add** button, a drop-down menu appears with the following options to begin configuring your approval chain:
- **Condition** : Add conditions to check bill fields (such as amount, business entity, vendor name, accounting categories, etc.) to help determine the correct approver.
- **Approval** : Select approvers or groups of approvers.
- **Notify** : Specify a specific role type or individual to notify about the bill.
- **Approve bill** : A terminal action that ends the workflow early if added to the chain.
Use the approval workflow builder to layer and nest conditions and approvers to create your ideal approval routing.
## Setting conditions
There are multiple bill fields on which you can route your approvals. While amount-based routing is available to all customers, the conditions listed below are only available to customers on Ramp Plus.
- Amount
- Business Entity **Plus**
- Direct Ramp Manager **Plus**
- Submitters Department **Plus**
- Ramp Department **Plus**
- Ramp Location **Plus**
- Matched to Purchase Order **Plus**
- Vendor Name **Plus**
- Vendor Owner **Plus**
- Vendor Owner Manager **Plus**
- Payment Type **Plus**
- GL Fields **Plus**
Once a condition has been entered, check the options to fulfill the condition. For example, if the condition is vendor, you would check the vendor names to determine where the approval is routed. Next, add your approvers.
## Adding approvers
When adding approvers, you can select either predetermined roles/groups or specific individuals at your company.
**Approval roles / groups**
- **Any admin:** a group of individuals that have admin permissions within Ramp
- **Department Owner:** for Bill Pay approvals, Ramp will determine the correct department owner by identifying the department owner of the assigned vendor owner. Learn more about configuring department owners in [Setting up spend request approvals](/setting-up-spend-request-approvals#adding-approvers)
- **Location Owner:** for Bill Pay approvals, Ramp will determine the correct location owner by identifying the location of the assigned vendor owner. Learn more about configuring location owners in [Setting up spend request approvals](/setting-up-spend-request-approvals#adding-approvers)
- **PO Owner:** the owner of the Ramp purchase order matched to the bill
- **Vendor Owner:** each vendor on Ramp has a designated vendor owner. The vendor owner is a designated employee who manages the vendor relationship. Learn more about vendor owners in [Vendor management on Ramp](/vendor-management-on-ramp)
- **Vendor Owner Manager:** the manager for the designated vendor owner. Learn more about vendor owner managers in [Vendor management on Ramp](/vendor-management-on-ramp)
- **Any custom approval groups:** custom approval groups can be configured within the people tab. Learn more about custom approval groups in [Setting up spend request approvals](/setting-up-spend-request-approvals#adding-approvers)
**Specific individuals**
- **Any specific employee** - you can add any employee by name within Ramp to the approval flow
## require all vs. require any
If multiple approvers are within a step, you need to specify how Ramp should handle their approvals before moving to the next step.
- **Require all:** each individual is required to get approval before proceeding to the next approval step. This translates to “Person X AND Person Y”
- **Require any:** only 1 person from the group is required to approve before proceeding to the next approval step. This translates to “Person X OR Person Y”
## Approval templates
If you need help getting started with Bill Pay approvals - you can take advantage of our pre-configured approval templates based on common approval flows. At this time, we offer the following two templates:
- **Bill Pay Vendor owner and Department owner approval** - this template is available to all Ramp customers. Allows you to require the vendor owner, the department owner, and then an amount trigger that will require an admin to approve
- **Bill Pay approvals by department** **(Plus):** This template is only available to Ramp Plus customers, as it routes approvals using the Ramp Department condition.
Note the template will not be applied to your approvals until you click “Use this Template.”
## Separation of duties
Toggle **Separation of Duties** in the Bill Pay Approval if bill creators should not approve their own bills.
- **When toggled on:** A Ramp account holder cannot approve their own bill that they create. If the bill creator appears on the approval chain - whether that be as vendor owner, department head, custom group, etc) they will be either be removed from the group or replaced by "any admin" group
- **When toggled off:** A ramp account holder can approve their own bills.
> **Note:** Only business owners can toggle this setting.
## Payment release
Payment Release adds a second gate after bill approval — a designated payer must explicitly release each payment before funds are sent. To configure, go to [**Bill Pay settings** > **Approvals**](https://app.ramp.com/s/bill-pay/settings/approvals) and enable **Require additional approval to release payment**. You will be prompted to assign which users can release payments.
For full details, see [Bill Pay Payment Release](/bill-pay-payment-release).
## Reviewing and approving bills
## Approval notifications:
Ramp Bill Pay sends bill approval notifications and reminders. Please be mindful that each user has options to configure their personal notification preferences.
**Email:**
- **Approval needed:** Sent to the designated vendor owner, designated approver, and admin approver.
- **Approval outcome:** The bill was sent to the designated vendor owner and designated approver, indicating whether it was rejected or accepted (the bill creator is also notified if it is rejected).
- **Fully approved or rejected:** Sent to the designated vendor owner and designated approver.
> **Please note**: Bill Pay approvers can view the bill's accounting coding in the email sent notifying them of approvals.
**Slack:**
- **Bill created/approval process started:** Posted in the business alerts channel.
- **Approval needed:** Sent via DM to the designated vendor owner, designated approver, and admin approver.
- **2-day reminder:** DM sent to the designated vendor owner and designated approver if no action has been taken.
- **2-day reminder (unactioned bill):** If they are the bill creators, Accounts Payable and Admin roles will receive a direct message.
- **3-day reminder:** DM sent to the designated vendor owner and designated approver if no action has been taken.
- **Fully approved:** Posted in the business alerts channel.
- **Bill rejected:** DMs and business alerts channel notifications sent to all approvers or bill creators.
**Reminders:**
Auto-reminders for bill approvals are sent every day based on these criteria (Reminders are sent only Monday through Friday):
1. Initial reminder + 1 day
2. The second reminder two days later
3. The next reminder three days later
## Where to find items for your approval
Items that require your approval can be found both in the Bill Pay and Inbox tabs.
**Bill Pay**
Navigate to the **For** **approval** tab and add the filter **Next** **approver** for yourself to view all bills that require your approval
**Inbox**
Navigate to the Bills tab within the Inbox view to see all bills that require your approval. This inbox view is also accessible via the Ramp mobile app.
> **Note:**Admins, Business Owners, and Accounts Payable roles can see all bills that need approval on the [Approvals](https://app.ramp.com/bill-pay/bills/approvals) page.
## Editing bills during approval
When enabled by an admin, approvers can edit most bill fields directly during the approval process. This allows approvers to correct details, update descriptions, adjust dates, modify line items, apply [line item splits](/bill-pay-line-item-splits-and-allocation-templates), and update accounting fields — including using the "Apply to all" option — without needing to reject and resubmit the bill.
Users added to a **Notify** step have the same editing capability as approvers while a bill is pending approval: they can edit the same fields, are subject to the same restrictions listed below, and are governed by the same admin setting. Being on a Notify step adds this editing capability alongside the notification — it does not grant approval or rejection rights.
Approvers **cannot** edit the following fields:
- Bill total amount
- Payment details
- Vendor
Users who can edit the bill can also edit the purchase order (PO) field, but only to POs they own or the PO already pre-matched to the bill. This applies the same way to approvers and Notify-step users.
Admins and owners can enable or disable this capability from **Bill Pay settings** > **Permissions**.
## Rejecting bills
If you decide not to approve a bill and want to reject it instead, you have two options:
You can reject the bill and provide a reason. The bill will remain in **Rejected** status so a user with bill modification permissions (such as an Admin or Owner) can open it, make updates, and submit it again. For details on which roles include this permission, see [Employee Roles and Permissions on Bill Pay](/employee-roles-and-permissions-on-bill-pay).
Or, you can skip straight to archiving the bill (more on archived bills in [Bill lifecycle](/bill-lifecycle#archiving-bills)). If the bill is archived, you will need to re-upload it if it still needs to be paid.
## AP approval agent
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
Ramp provides intelligent bill recommendations to help approvers review and act on bills more confidently.
When viewing a bill, Ramp analyzes key details such as vendor history, PO matching, billing patterns, and accounting consistency to surface real-time insights. These insights help approvers identify issues earlier and reduce back-and-forth during reviews.
Depending on your role and the bill’s status, Ramp may show different types of guidance:
- **If you’re on the approval chain:** Ramp will display a recommendation to **approve** or **review** the bill based on detected signals.
- **Approval recommended:** No issues detected.
- **Review recommended:** Ramp identified one or more areas that may need attention (for example, a pricing change or misalignment with the matched PO).
- **If you’re not on the approval chain:** You’ll see **contextual insights** (background information such as vendor history, billing frequency, or past approvals) to help you understand the bill’s context.
Insights are tailored by role. For example, users who don’t have visibility into vendor payment or tax information will not see flags related to those fields.
These recommendations and insights appear directly on the **bill approval page**. They do not approve bills, skip approvers, or bypass your configured approval workflow. All final approval decisions remain with approvers.
## Frequently asked questions
### How do I view a bill's approval history?
- Every bill has an approval history, regardless of the number of steps it went through. You can view a bill’s approval history by navigating to the bill and clicking on the activity tab.
### What happens if you change an approval process after a bill is paid?
- The bill remains paid, and the approval history will show the previous approval process.
### How does the amount-based routing work for international bills in local currency?
- For approvals, the bill amount will be converted to USD.
### What changes will restart the approval chain?
- Customers can configure what type of changes will restart the approval chain by navigating to approval settings. Customers can toggle whether the following fields restart bill approvals: There are also a few conditions that will **always** restart the approval chain and **cannot be disabled**, regardless of admin configuration. These are enforced to prevent potential fraudulent activity:
- **Vendor** – if the associated vendor on the bill is changed
- **Payment amount** – if the total amount on the bill is changed
- **Payment details** – if the payment method, the source account, or the destination account is changed
- **Payment schedule** – if the payment date is changed
- If the **payment method is changed to or from Ramp card delivery** **and** the **vendor contact email is changed** — both conditions must be true to trigger reapproval
- If the **current approval instance is rejected**
- If the **pre-matched transaction on the bill is changed**
### Can I approve bills in the mobile app?
- Yes. Ramp supports reviewing and approve bills right from your phone. Any bills that are currently pending your approval will appear in the mobile inbox manager (supported on iOS and Android).
### Can I approve bills in bulk?
- Yes, you can approve multiple bills at once by selecting the check box to the left of the bills on the **Bill Pay** > **For approval** tab.
### Can I revert a bill to draft, recall, or unapprove it?
- No. Ramp does not provide a way to revert a bill to draft, recall a bill, or unapprove a bill once it has been submitted for approval. If a bill needs corrections while it is pending approval, an approver can **reject** it, and a user with bill modification permissions can then edit and re-submit it. If the bill has already been approved, you can still [edit the bill](/bill-lifecycle#editing-bills) — certain edits will restart the approval chain. For the full set of options at each stage, see [Reverting, recalling, or reversing a bill](/bill-lifecycle#reverting-recalling-or-reversing-a-bill) .
### Do approval policies apply to recurring bill series?
The first bill in a recurring series always goes through your approval workflow. For subsequent bills, the series creator chooses whether to require individual approval via the **Require approvals for each recurring bill** toggle. When the toggle is off, subsequent bills are auto-approved by Ramp and your approval policy is not applied, though [Payment Release](/bill-pay-payment-release) still applies when enabled, and changing certain series details (such as payment method or amount) will force the next bill through approval as a one-time exception. For details, see [Creating and managing recurring bill payments on Ramp's Bill Pay](/creating-and-managing-recurring-bill-payments-on-ramps-bill-pay#how-do-approvals-work-for-recurring-bill-series).
### Will approval flows apply retroactively if an approver is added after bills are created?
- No. Approval flows do not apply retroactively. For example, if your approval workflow requires Any Admin's approval, and an Admin is added after three bills have already been created, that Admin will not be looped into the approval process for those previously created bills.
### A bill was mistakenly rejected after it was already approved. How do I resolve this?
- If the bill is still in **Rejected** status, open it from [**Bill Pay**](https://app.ramp.com/bill-pay/bills/approvals), make any needed corrections, and submit it again. It will re-enter the approval workflow from the beginning. If the bill was archived instead, you will need to re-upload it. Archiving requires permission to modify bills. Admins and Owners have this permission. AP Clerks and Custom Roles can be granted it. If you do not have permission, ask your Ramp Admin to archive the bill on your behalf.
1. Navigate to [**Bill Pay**](https://app.ramp.com/bills) and locate the rejected bill. You can filter by **Status > Rejected** from the Overview tab.
2. Click the three-dot menu to the right of the bill and select **Archive** .
3. Re-upload the original invoice as a new bill via [**Bill Pay**](https://app.ramp.com/bills) **> Drafts > New bill** .
4. Verify the bill details and submit for approval.
---
# Bill Pay payment release
> Official Ramp Help Center article. Topic: Bill Pay / Set up Bill Pay. [View the canonical page](https://support.ramp.com/bill-pay-payment-release).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
The Payment Step Approvals feature allows you to add an extra layer of control over the release of funds for bill payments. This feature is designed for companies that need to maintain clear separation of duties between the person approving bills and the person authorizing payments. By enabling this feature, you can ensure that no payment will be released until it is explicitly approved by a designated "Payer."
Note, this feature is only available to customers on Ramp Plus
## Step 1: Turn on payment release setting
1. Navigate to Bill Pay settings > Approvals
2. Add payers who can review and release bills for payment. Any user can be added as a payer if they have permission to edit bills and edit payments. By default, this includes all AP Clerks and Admins.
Note, once payment release is turned on, any non-card bills that have not yet been initiated for payment will now be routed through payment release. Card payments are not included by default — to require payment release for card payments, enable the separate **Require additional approvals to release card payments** toggle just below the main payment release setting.
## Step 2: Review bills for payment release
If payment release is turned on, after bill approvals are complete, the bill will go through payment release review and have a status of **Ready for release**. Individuals with payer permissions will be able to review bills and release them for payment from the Payments tab or from their Ramp inbox.
> **Note:** If your company has access to the Payments dashboard, you will release payments from the **Payments** tab instead of the Bills table. From the Bills table, use the **View payment** or **View payments** action to navigate to the Payments dashboard, where you can review and release payments.
You can select to release the payment for today or on a desired schedule date
## Frequently asked questions
### Will all bills go through payment step approvals?
Most payment methods are subject to payment release approvals, including ACH, check, wire, and international payments. The following payment methods are not routed through payment release approvals:
- Bills paid off of Ramp
- Bills that are fully paid by a vendor credit
Ramp card payments are not included in payment step approvals by default. To include card payments, enable the **Require additional approvals to release card payments** setting in **Bill Pay settings** > **Approvals**. When this setting is off, card payments won't require payment step approvals even if it is enabled for other payment methods.
### Can I add multiple layers of approval within payment step approvals?
While you can add multiple releasers, you cannot layer their approvals at this time.
### How do I turn off payment step release approvals?
To turn off payment step approvals, navigate to **Bill Pay settings** > **Approvals** and turn the toggle off.
Please note, turning off the payment step approvals toggle will immediately release all bills that were pending review. If any of those bills have a scheduled date of the current day or in the past, those bills will immediately be initiated.
---
# Bill Pay AP email forwarding
> Official Ramp Help Center article. Topic: Bill Pay / Set up Bill Pay. [View the canonical page](https://support.ramp.com/bill-pay-ap-email-forwarding).
## Overview
Ramp AP email forwarding gives your team a dedicated *@ap.ramp.com* inbox for vendor emails. By default, Ramp processes emails from recognized employees and vendors, reviews supported attachments, creates draft bills from invoices and vendor credit memos, attaches relevant supporting documents, and filters out other files, decorative assets, exact duplicates, and files that cannot be processed. Forwarded vendor credit memos are created as draft bills, not vendor credits; you can convert a draft bill to a vendor credit after review.
Use AP forwarding when you want to turn vendor invoice emails into draft bills without re-uploading files by hand. Looking for other ways to add invoices? See [Uploading invoices and bills on Ramp Bill Pay](/uploading-invoices-and-bills-on-ramp-bill-pay).
## Set up AP email forwarding
> **Important:** Your *@ap.ramp.com* address is unique to your business and is for Bill Pay invoices only; contracts and renewal documents sent there won't reach contract management. Send those documents to [contracts@ramp.com](mailto:contracts@ramp.com) instead, or see [Forward contract documents by email](/forward-contract-documents-by-email).
### Find your Ramp AP email address
Ramp creates a dedicated AP forwarding address for your business. The format is *\@ap.ramp.com*. For example, if your business is called Super Fast Inc, your AP email address would be [superfastinc@ap.ramp.com](mailto:superfastinc@ap.ramp.com).
Go to [Bill Pay > Bills](https://app.ramp.com/bill-pay/bills/overview), select **New bill**, then select **Forward invoices to pre-fill drafts**.
### Multi-entity inboxes
If you use Ramp Multi-Entity, you will have an AP inbox for each entity plus a shared cross-entity inbox.
- **Entity-specific address:** Emails sent to an entity-specific inbox create draft bills with that entity preselected.
- **Cross-entity address:** Emails sent to the shared inbox use the vendor's default entity when one is set. If no default entity is set, Ramp uses the most recent entity used for that vendor, then falls back to your primary entity.
### Manual forwarding and auto-forwarding
You can manually forward individual vendor emails to Ramp or set up automatic forwarding from a shared AP inbox. Auto-forwarding works best for teams that receive invoices and vendor documents in a centralized mailbox.
If your business [connects Gmail for AP inbox automation](/ap-agents-available-in-ramp-bill-pay#connect-gmail-for-ap-inbox-automation), Ramp does not also process emails sent through AP forwarding. Use one ingestion method for the connected inbox.
Ramp automatically verifies forwarding requests, so you no longer need to contact Ramp Support to finish setup.
### Set up auto-forwarding with Google Workspace
1. From the inbox you want to forward from, follow Google's [instructions for email forwarding](https://support.google.com/mail/answer/10957?hl=en) .
2. Add your Ramp AP email address as the forwarding destination.
3. Ramp automatically approves the forwarding verification email.
4. Send a test invoice to confirm it creates a draft bill in Ramp.
### Set up auto-forwarding with Microsoft 365 or Outlook
1. Follow Microsoft's [instructions for automatic forwarding](https://support.microsoft.com/en-us/office/turn-on-or-off-automatic-forwarding-in-outlook-com-6246987c-6c8f-4144-b255-14fc07007dad) .
2. Add your Ramp AP email address as the forwarding destination.
3. Send a test invoice to confirm it creates a draft bill in Ramp.
## Choose which forwarded emails create draft bills
Users who can manage Bill Pay settings can choose which senders' emails Ramp processes and which attachments become draft bills. If you cannot access Bill Pay settings, ask an Admin who can manage them for your business.
1. Open [Bill Pay importing and forwarding settings](https://app.ramp.com/s/bill-pay/settings/importing).
2. Under **Automatic draft creation**, configure the two settings below.
### Choose which senders Ramp processes
**Process emails** controls which senders' emails Ramp processes. Choose one option:
- **Only if sent by employees or my vendors:** This default option processes emails when Ramp recognizes the sender, someone in the forwarding chain, or someone in the **To** field as an employee, a company-domain user, or a vendor contact.
- **Only if sent by employees:** Ramp processes emails sent directly by registered employees at your company.
- **Always, regardless of sender:** Ramp processes emails without checking whether the sender matches an employee or vendor.
If an email does not match the selected **Process emails** option, Ramp does not process its attachments or create draft bills.
### Choose which attachments become draft bills
After an email passes the **Process emails** setting, **Create drafts from attachments** controls which attachments become drafts. Choose one option:
- **Only if they appear to be invoices:** This default option classifies attachments before creating drafts. Ramp creates draft bills from invoices and vendor credit memos, attaches supporting files to drafts created from the same email, and filters out other documents and decorative assets.
- **Always, regardless of attachment:** Ramp creates a draft bill from each supported, processable, nonduplicate attachment. Image files still receive a loose check so decorative image assets do not create drafts.
Neither setting changes which file types Ramp supports or how Ramp handles duplicate and unprocessed files.
## Supported AP forwarding attachments
Ramp supports PDF, PNG, JPG, JPEG, WebP, GIF, HEIC, CSV, Word, and Excel attachments. Word files include DOC and DOCX, and Excel files include XLS and XLSX.
Ramp cannot process unsupported, password-protected, encrypted, empty, or unreadable files. These files do not create drafts under either **Create drafts from attachments** option. You do not need to convert supported files before forwarding them.
## What Ramp creates from forwarded emails
An email must first match the selected **Process emails** option. Ramp then applies **Create drafts from attachments**: with **Only if they appear to be invoices**, Ramp creates draft bills only from attachments it identifies as invoices or vendor credit memos. With **Always, regardless of attachment**, each supported, processable, nonduplicate attachment creates a draft bill unless it is a decorative image asset.
### Draft bills and vendor credit memos
If Ramp detects a bill and the forwarded email meets the criteria above, Ramp creates a draft bill in Bill Pay and uses OCR to pre-fill invoice number, due date, total, line items, vendor details, and payment details when possible. Ramp also attaches the forwarded email itself to the draft bill for context. Learn how to review and edit draft bills in [Creating draft bills on Bill Pay](/creating-draft-bills-on-bill-pay).
If an email includes multiple invoices, Ramp creates a separate draft bill for each invoice it detects. If one attachment contains multiple invoices, add **[Split]** to the email subject line to ask Ramp to separate them into draft bills.
If Ramp detects a vendor credit memo, Ramp creates a **draft bill** for it in the **Drafts** tab — not a vendor credit. To record it as a vendor credit, open the draft bill from [**Bill Pay > Drafts**](https://app.ramp.com/bills/drafts) and select **Create vendor credit**; Ramp asks you to confirm (**Convert to vendor credit?**), then deletes the draft and creates the vendor credit on the vendor. This requires an [accounting provider that supports vendor credits](/vendor-credits-credit-memos-on-ramp-bill-pay#vendor-credit-accounting). Learn more in [Vendor credits / Credit memos on Ramp Bill Pay](/vendor-credits-credit-memos-on-ramp-bill-pay).
With **Only if they appear to be invoices**, Ramp attaches supporting files to every draft created from the same email. If the email does not create a draft, Ramp cannot attach its supporting files.
## Why a forwarded attachment did not create a draft
First, confirm that the sender meets the selected **Process emails** option. If the sender does not match that option, Ramp does not process the email's attachments.
If the sender matches, review **Create drafts from attachments**. With **Only if they appear to be invoices**, Ramp filters out attachments that are neither invoices nor vendor credit memos and supporting files that cannot be attached to a draft. With **Always, regardless of attachment**, Ramp still filters out decorative image assets. Ramp filters out exact duplicates and unprocessed files with either option.
If you expected a file to create a draft bill, confirm that the file is supported, processable, and not an exact duplicate. With **Only if they appear to be invoices**, also confirm that the file contains an invoice or vendor credit memo. You can upload the file manually from [Bill Pay Drafts](https://app.ramp.com/bills/drafts).
If you expected a forwarded credit memo to appear in **Drafts**, confirm that the file is a vendor credit memo and meets the forwarding requirements above. Forwarded credit memos appear as draft bills; convert one to a vendor credit with **Create vendor credit**, or create a vendor credit manually. See [Draft bills and vendor credit memos](#draft-bills-and-vendor-credit-memos).
If you receive a confirmation that says **No invoice found in your attachment**, Ramp did not create a draft from that attachment. Review the checks above or upload the file manually from [Bill Pay Drafts](https://app.ramp.com/bills/drafts).
Ramp filters out exact duplicate files automatically by checking the file hash. If a vendor sends an updated file, the hash can differ and the file may still create a draft. In that case, Bill Pay can still flag a potential duplicate invoice when the vendor name and invoice number match an existing bill.
## Email notifications
- **Documents received confirmation:** Ramp replies to the forwarded email with a summary of draft bills created, relevant supporting documents attached, and files that were not processed.
- **Files not processed:** The summary can include files Ramp did not process because they were not identified as invoices or vendor credit memos under **Only if they appear to be invoices**, were not relevant to draft bills, were exact duplicates, were password-protected or encrypted, or were not supported file types.
- **Notification preferences:** You can turn these emails off from [personal notification settings](https://app.ramp.com/settings/personal-settings/notifications) under **Bill Pay**.
## Frequently asked questions
### Can vendors send documents directly to my Ramp AP email address?
Yes, if the vendor's email matches your selected **Process emails** option. The default **Only if sent by employees or my vendors** option processes email from vendor contacts Ramp recognizes. Many teams still prefer auto-forwarding from a shared AP inbox so they can review vendor emails before Ramp creates draft bills.
### What happens if I forward a mix of invoices, vendor credits, and other documents?
Ramp creates draft bills for both invoices and vendor credit memos. Related vendor documents can be attached to the bill for reference, and other unrelated documents are filtered out automatically. To record a forwarded credit memo as a vendor credit, see [Draft bills and vendor credit memos](#draft-bills-and-vendor-credit-memos).
### What happens if a forwarded file is not a bill?
If Ramp identifies it as a vendor credit memo, Ramp creates a draft bill for it, which you can convert to a vendor credit (see [Draft bills and vendor credit memos](#draft-bills-and-vendor-credit-memos)). Otherwise, Ramp filters it out unless the file appears relevant to an invoice in the same email and can be attached to that draft bill for reference. Spam and duplicate files are filtered out automatically.
### Can I change my Ramp AP email address?
Your AP email address is automatically generated by Ramp when your business is set up. You cannot change it yourself in the Ramp product. To request a custom AP email address, [contact Ramp Support](/how-to-contact-ramps-support-team).
### Do I still need Ramp Support to approve forwarding verification emails?
No. Ramp automatically verifies forwarding requests when auto-forwarding is enabled.
---
# Bill Pay submission policies
> Official Ramp Help Center article. Topic: Bill Pay / Set up Bill Pay. [View the canonical page](https://support.ramp.com/bill-pay-submission-policies).
> **This article applies to Ramp Administrators and Owners.**
## Overview
> **Beta.** This feature is currently in Beta. Contact your Account Manager or email sales@ramp.com to request access.
Bill Pay submission policies let admins define which fields employees must fill out before a bill can be submitted. This ensures that bills have the required information — such as a purchase order, invoice number, description, or accounting codes — before they enter the approval workflow.
Submission policies are separate from [Bill Pay approval policies](/bill-pay-approvals). Approval policies control who approves a bill; submission policies control what information the bill must contain before it can be submitted.
Each business has one Bill Pay submission policy. Within that policy, you can use conditions to apply different required fields based on bill attributes such as amount, business entity, or accounting field values.
## How to create a Bill Pay submission policy
1. Go to [**Policy** > **Bill Pay**](https://app.ramp.com/settings/expense-policy/bill-pay-policy).
2. Select **Bill submission policy** to open the **Bill Pay submission policy** drawer.
3. Click **Create a Bill Pay submission policy** to open the workflow builder. If a policy already exists, click **Edit** instead.
4. In the workflow builder, add conditions and required fields to define your policy. You can layer and nest conditions using AND / OR statements.
5. Click **Save** when you are satisfied with the policy.
> **Note:** Each business can have one Bill Pay submission policy. Creating a new policy replaces the existing one.
## Setting conditions
Conditions determine when specific required fields apply to a bill. For example, you can require a purchase order only when the bill amount exceeds a certain threshold, or require additional accounting fields for a specific business entity.
The following conditions are available:
| **Condition** | **Description** |
| --- | --- |
| Amount **(Plus)** | Bill amount in USD. Supports operators such as less than, greater than, equal to, and between. |
| Business entity | The business entity associated with the bill. Supports "is" and "is not" matching. |
| Matched to purchase order **(Plus)** | Whether the bill is matched to a purchase order, and the match status. |
| Accounting field values **(Plus)** | Values from your connected accounting system's tracking categories (such as class, location, or department). Available when an accounting integration is connected. |
Conditions marked with **(Plus)** require [Ramp Plus](/ramp-plus-overview). The business entity condition is available to all customers.
## Setting required fields
After setting conditions (or without conditions, to apply requirements to all bills), add the fields that employees must fill out before submitting a bill.
The following fields can be set as required:
| **Field** | **Description** |
| --- | --- |
| Purchase order | Requires the bill to be matched to a purchase order. |
| Invoice number | Requires an invoice number on the bill. |
| Description | Requires a description on the bill. |
| Line item description | Requires a description on each line item of the bill. |
| Bill owner | Requires a bill owner to be assigned. |
| Accounting tracking categories | Any tracking category from your connected accounting system (such as category, class, location, or department). Available categories are pulled automatically from your accounting integration. |
> **Note:** Accounting tracking categories that are not splittable across line items (such as location) are required at the bill header level. Splittable tracking categories (such as category or class) are required on each individual line item.
## How bills are validated against the submission policy
When an employee submits a bill, Ramp checks it against the submission policy. If the bill is missing any required fields, the employee sees an inline error on each missing field with the message **Required by submission policy**. The bill cannot be submitted until all required fields are filled in or the policy is overridden.
Submission policy validation applies to bills created and submitted through Ramp. Bills imported via remote integrations (such as accounting system imports) are not subject to submission policy validation.
When a submission policy is created or updated, Ramp asynchronously re-evaluates existing draft bills and flags any that do not meet the updated requirements.
## Overriding submission policy requirements
Users with permission to modify Bill Pay settings can override submission policy requirements for a specific bill. When a bill shows a **Required by submission policy** error, an **Override?** link appears next to the error. Clicking it opens a dialog where you must provide a reason for the override.
After overriding, the override reason is shown on the bill and recorded in the audit log. You can remove the override by clicking **Remove policy override** on the bill.
> **Note:** Only users with the permission to modify Bill Pay settings (such as Admins and Owners) can override submission policy requirements.
## Frequently asked questions
### How many submission policies can I have?
Each business has one Bill Pay submission policy. Within that policy, you can use conditions to create different requirements for different types of bills.
### What happens when I update the submission policy?
Changes apply to future bill submissions. Existing draft bills are re-evaluated asynchronously, and any that do not meet the updated requirements are flagged. Bills that have already been submitted or approved are not affected.
### Are remotely imported bills subject to submission policy validation?
No. Bills imported via remote integrations (such as accounting system imports) skip submission policy validation because they may not have all Ramp-specific fields available at import time.
### Do I need an accounting integration to use submission policies?
No. You can require non-accounting fields (such as purchase order, invoice number, or description) without an accounting integration. Accounting tracking category requirements are only available when an accounting integration is connected. To set up an integration, see [How does Ramp integrate with accounting software?](/overview-of-ramp-accounting)
### How is this different from Bill Pay approval policies?
[Bill Pay approval policies](/bill-pay-approvals) control who must approve a bill and in what order. Bill Pay submission policies control what information must be on the bill before it can be submitted for approval. The two policies work together: submission policies ensure data completeness, and approval policies ensure proper authorization.
### How is this different from expense submission policies?
[Expense submission policies](/submission-policies) apply to card transactions and reimbursements. Bill Pay submission policies apply specifically to bills. The two features use similar workflow builder interfaces but are configured separately and apply to different spend types.
## Related articles
- [Bill Pay approvals](/bill-pay-approvals)
- [Creating draft bills on Bill Pay](/creating-draft-bills-on-bill-pay)
- [Bill lifecycle](/bill-lifecycle)
- [Submission policies](/submission-policies) (for card transactions and reimbursements)
- [How does Ramp integrate with accounting software?](/overview-of-ramp-accounting)
---
# Bill Pay for Canadian businesses
> Official Ramp Help Center article. Topic: Bill Pay / Set up Bill Pay. [View the canonical page](https://support.ramp.com/bill-pay-for-canadian-businesses).
## Overview
Ramp Bill Pay is available for eligible Canadian businesses, allowing finance teams to upload vendor invoices, route them for approval, and pay directly from a connected CAD bank account — all within Ramp.
For information on other Canadian Ramp products, see [**Cards for Canadian Businesses**](/cards-for-canadian-businesses) and [**Employee reimbursements for Canadian businesses**](/employee-reimbursements-for-canadian-businesses).
## How Bill Pay works
1. Upload an invoice to Ramp Bill Pay as a PDF, or enter the details manually.
2. Ramp's automated extraction reads the vendor name, invoice amount, due date, tax, and other key details.
3. A finance admin reviews the invoice, applies the appropriate expense codes and tax treatment, and routes it for approval.
4. Once approved, Ramp initiates payment from your connected CAD bank account.
5. The vendor receives payment via EFT.
## Eligibility
Your business must meet all of the following requirements to use CAD Bill Pay:
- **Accounting setup:** QuickBooks Online, Xero, NetSuite OneWorld, Sage Intacct, or Universal CSV.
- **Canadian KYB:** Completed Canadian Know Your Business verification. If you have already completed KYB for cards or reimbursements, no additional verification is needed.
- **Supported province:** Your business must be registered in a supported province. Quebec and Saskatchewan are not eligible at this time.
- **Third-party payments:** Paying vendors on behalf of another entity is not supported.
## Supported payment methods
### CAD EFT (electronic funds transfer)
The primary payment method for domestic vendors. Funds are sent directly to the vendor's Canadian bank account. No additional fee.
### International and multi-currency payments
You can also pay vendors in USD, EUR, GBP, and other supported currencies directly from your CAD bank account. Ramp handles the currency conversion automatically at the time of payment.
*Note: Bill Pay must be funded from a CAD bank account. Canadian-domiciled USD bank accounts cannot be used as a funding source for Bill Pay at this time.*
## Setting up Bill Pay
1. Confirm your entity has completed Canadian KYB. If you have already set up a Ramp card program or reimbursements, this step is done.
2. Connect QuickBooks Online, Xero, NetSuite OneWorld, or Sage Intacct under **Settings** > **Accounting**. If you use Universal CSV, follow [Setup for Universal CSV](/bill-pay-for-universal-csv-and-quickbooks-desktop-setup#setup-for-universal-csv-non-quickbooks-desktop-software).
3. Navigate to **Bill Pay** in your Ramp account.
4. Connect your CAD bank account as the payment funding source under **Settings** > **Bank accounts** .
5. Begin uploading invoices or invite vendors to submit their payment details through Ramp's Vendor Portal.
## Adding and managing vendors
Domestic vendors must provide their Canadian bank details to receive EFT payments::
- Transit number (5 digits)
- Institution number (3 digits)
- Account number
International vendors will be prompted to provide the bank details required for their region during setup.
Vendors can enter their payment details directly through Ramp's Vendor Portal, or an admin can add vendor details manually under **Bill Pay** > **Vendors**.
First-time payments to a new vendor may take additional time while their details are verified. Subsequent payments to verified vendors typically clear within 2-3 business days.
## Accounting sync and tax coding
Bill Pay transactions sync automatically to your connected accounting software. During the review step, your team can apply GST, HST, or PST codes as applicable — Ramp carries these tax codes through to the accounting sync so your books reflect the correct tax treatment.
Tax coding on bills uses the manual workflow — your team applies the applicable code during invoice review before approving payment. Before processing your first Bill Pay payment, confirm that your chart of accounts and tax settings are configured correctly in **Settings** > **Accounting**.
*Note: Tax code syncing is supported for QuickBooks Online, Xero, NetSuite OneWorld, and Sage Intacct. It is not currently supported for uCSV exports.*
## Approvals and controls
Ramp's approval workflows apply to Bill Pay in the same way they do for card transactions and reimbursements. You can:
- Set dollar thresholds that trigger multi-level approval
- Require approvals from specific team members or roles
- Configure department- or vendor-specific rules
All approval actions are logged with a timestamp and approver name for audit purposes.
## Frequently asked questions
### Can I pay US vendors using Canadian Bill Pay?
Yes. You can pay USD-invoiced bills to US vendors directly from your connected CAD bank account. Ramp handles the currency conversion automatically — no separate USD account is needed. Payment timelines follow the standard Bill Pay processing window.
> **Note:** Bill Pay must be funded from a CAD bank account. Canadian-domiciled USD bank accounts cannot be used as a funding source for Bill Pay at this time.
### Why is my bill payment taking longer than expected?
CAD EFT payments typically take 2-3 business days to clear. If a payment appears significantly overdue beyond this window, check the payment status in [**Bill Pay**](https://app.ramp.com/bills) or [contact Ramp Support](/how-to-contact-ramps-support-team).
### Can I use Bill Pay without completing KYB?
No. Canadian KYB is required to use Bill Pay. If you have already completed KYB for your card program or reimbursements, no additional verification is needed.
### My company uses NetSuite — can I still use Bill Pay?
Yes. NetSuite OneWorld is supported for CAD Bill Pay.
### Can I pay vendors in currencies other than CAD?
Yes. You can pay vendors in USD, EUR, GBP, and other supported currencies directly from your CAD bank account. Ramp handles the currency conversion automatically at the time of payment.
### Can I schedule bill payments in advance?
Yes. Once an invoice is approved, you can schedule the payment for a future date. Payments will typically take 2-3 business days to clear.
---
# Bill Pay for Universal CSV and QuickBooks Desktop setup
> Official Ramp Help Center article. Topic: Bill Pay / Set up Bill Pay. [View the canonical page](https://support.ramp.com/bill-pay-for-universal-csv-and-quickbooks-desktop-setup).
## Overview
The following user guide will walk you through setting up your chart of accounts, transaction fields, vendor list, etc., within Ramp and exporting your bill payments to your accounting provider. If you would like more information on setting up Ramp Accounting for Universal CSV and QuickBooks Desktop, you can read the following: [Universal CSV Overview](/universal-csv-overview) and [QuickBooks Desktop Overview](/quickbooks-desktop-file-export-overview). More details on the Bill Pay product can be found on this page: [Bill Pay Overview](/bill-pay-overview)
## Setup for QuickBooks Desktop (using IIF file format)
### Export your required files from QuickBooks Desktop
1. Create a liability account to track Card expenses in your accounting platform. Most clients call the account “Ramp Card.”
2. Download an IIF file (File > Utilities > Export > Lists to IIF files) containing your chart of accounts, customer list, vendor list, and class list.
3. [Check out these instructions for how you can export IFF files](https://support.passare.com/how-to-export-quickbooks-coa)
### Import your required files into Ramp
1. Navigate to [Accounting](https://app.ramp.com/accounting/) > Bill Pay. You’ll see the screenshot below.
1. Import the IIF file containing your chart of accounts, vendors, and lists. Link your liability account and the Bill Pay AP account you use. Now, you’ve fully set up the QuickBooks Desktop accounting integration for both the Ramp card and Bill Pay products.
2. Navigate to [Bills](https://app.ramp.com/bills) and begin uploading bills.
## Setup for Universal CSV (non-QuickBooks desktop software)
### Export your required files from your accounting provider
1. Download a .csv file for your Chart of Accounts
2. Download a .csv file for each additional transaction field you use for coding bills
- Example: if you want to code transactions by Department, Location, Class and Customer, you will have four different .csv files
3. Identify the cash account in your accounting platform that corresponds to the bank account that you plan to use to pay bills and has been connected to Ramp.
- Write down the account name and GL code number
4. Download a .csv file with all the vendors you pay
- the name of the vendor (make sure the second column, Column B, that has the vendor names has the header: ‘Vendor’)
- Segment ID (make sure the first column, Column A, that has the Segment IDs has the header: ‘Segment ID’)
- Optional column: the unique ID that your accounting provider assigns to the vendor
### Import your chart of accounts into Ramp
1. Sign in to Ramp as an Administrator or Business Owner
2. Navigate to [Accounting](https://app.ramp.com/accounting/) > Bill Payments > All Other Providers
3. Add the account name and GL code number (ID) for the cash account you use to pay bills
4. Click on “Import Chart of Accounts”
5. Using the template downloaded from inside Ramp, format your Chart of Accounts downloaded from the Accounting Provider in step 2 above.
7. Import the newly formatted Chart of Accounts
### Import your vendor list into Ramp
1. Download the “Vendor template” CSV. Using your downloaded list of vendors, format your vendors to match this format.
2. Upload this reformatted list of vendors on this page,
3. Navigate to [Bills](https://app.ramp.com/bills/) and begin uploading bills.
## Exporting bills from Ramp to upload into your accounting provider
With our UCSV and QuickBooks Desktop integrations, bills can be exported from the[Accounting](https://app.ramp.com/accounting/)> Bill Payments page. We've written more about which bills can be exported [here](/exporting-bills-via-csv).
If this is the first time you've paid a vendor, you'll create a new vendor when you pay the bill. On the next screen, you'll see all the bills and vendors to be exported.
This will download two CSV files: one with any new vendors you've created and another with journal entries for the bills you've paid. In the bills file, we create two journal entries per bill: a) the bill itself and b) the bill payment.
*If you're using QuickBooks Desktop:*you'll have the ability to export a single IIF file containing bills, payments, and vendors. You can then import this in one step and you're done.
## Import your bills and vendors into your accounting software
This process depends on your accounting system.[If you're using QuickBooks Desktop, here's a helpful guide.](https://quickbooks.intuit.com/learn-support/en-us/help-article/import-export-data-files/import-export-data-quickbooks-desktop/L9KS42UxP_US_en_US)
## (Optional) add your accounting system's IDs to your vendors and re-import them into Ramp
So you've exported your vendors once. How can you ensure that future bills you pay to those same vendors you've already exported are synced to the correct vendors on your accounting system?
Some accounting providers will require you to upload bills matched to vendors by their ID. If you're uploading bills for vendors you've paid before and the import fails, this may be the problem.
To solve this:
1. Export new vendors from Ramp and import them into your accounting software
2. Then, export those vendors from your accounting software with their unique ID
3. Go to Accounting > Bill Payments > Settings and download the vendor CSV template. Format the vendor list you just exported with the unique ID in the same format as the vendor CSV template, then upload this to Ramp.
---
# Ramp Accounts Payable Product Bundle (AP-only experience)
> Official Ramp Help Center article. Topic: Bill Pay / Set up Bill Pay. [View the canonical page](https://support.ramp.com/ramp-accounts-payable-product-bundle-ap-only-experience).
## Overview
Ramp Bill Pay is now available on its own for Advisor Console clients, giving firms and businesses the flexibility to manage accounts payable without signing up for a Ramp corporate card. Whether you’re looking to modernize your Bill Pay process or scale your AP team, Ramp Bill Pay makes it easy to process hundreds of bills, keep approvals moving, and manage business cash flow.
## Submitting Ramp application for AP-only
Applying for the Bill Pay-only experience on Ramp follows the same process and flow as applying for Ramp today. The key difference is that when making the product selection, make sure to select the “Accounts Payable” product bundle.
Learn more about the Ramp application process in [Qualifications to apply for Ramp (U.S. based)](/applying-and-signing-up-for-ramp-us-based).
## Referring clients from the Advisor Console
If you are an external firm on the Ramp Advisor Console, you can continue to refer clients through the Advisor Console by following the steps outlined in [Clients: add, invite, and connect](/adding-clients-to-ramp).
If you are referring a client for Ramp Bill Pay only, you can pre-select the desired product bundle through the normal referral flow.
## What the AP-only experience includes
Ramp Bill Pay only product bundle gives customers access to the necessary tools and modules to process their AP on Ramp without the added credit card and expense management functions. Specifically, customers on the “Accounts Payable” bundle, will have access to the following tabs on Ramp:
- **Inbox** - manage any required approvals for Bill Pay, Vendors, or Procurement (if Plus)
- **Company** - manage company policies and accounts
- **Bill** **Pay** - manage invoices and bill payments to vendors. Learn more in [Bill Pay overview](/bill-pay-overview)
- Please note that Accounting settings live underneath Bill Pay settings for AP-Only customers
- **Vendors** - manage vendor information and payment details. Learn more in [Vendor management on Ramp](/vendor-management-on-ramp)
- **Ramp Banking** - store operating funds in a deposit account on Ramp. Learn more in [Ramp Checking Account overview](/ramp-checking-account-overview)
- **Procurement (if Plus)** - capture purchase request on Ramp. Learn more in [Get started with Procurement](/get-started-with-procurement)
With the Accounts Payable product bundle, customers can take advantage of key AP features like [invoice OCR](/creating-draft-bills-on-bill-pay#scanning-and-parsing-invoices-via-ocr), [automatic accounting syncing](/bill-pay-accounting), [multi-payment method support](/bill-payment-methods-and-timelines), [vendor contract management](/vendor-documents), and much more.
However, it's important to note, features involving the Ramp credit card like paying bills via card are not supported on the Accounts Payable product bundle and require upgrade to the full Ramp product suite.
## Upgrading product suite
As your company needs evolve and expand, so too can your Ramp product experience. Ramp offers seamless ways to upgrade the Accounts Payable product bundle to include our Procurement module or advanced AP features like batch payments and payment approvals. Similarly, if desired, customers can later choose to include the full Ramp product suite which includes corporate cards and our other expense management tools.
## Procurement and advanced Bill Pay features
To upgrade your Accounts Payable product bundle to include the Procurement module and other advanced Bill Pay features, please follow the steps below:
1. Navigate to **Settings**
2. Click **Ramp Plus**
3. If your business is eligible, click **Start your free trial**; otherwise, click **Request a meeting**
4. Fill out the requested information
## Full Ramp suite
To gain access to the full Ramp suite including corporate cards, reimbursements, and other expense management features, please follow the steps below:
1. Click the **Upgrade to Ramp suite** banner in the navigation bar and select **Get started**
2. Review and acknowledge terms and conditions to upgrade
3. Refresh and use the full Ramp product.
---
# Uploading invoices and bills on Ramp Bill Pay
> Official Ramp Help Center article. Topic: Bill Pay / Manage Bills. [View the canonical page](https://support.ramp.com/uploading-invoices-and-bills-on-ramp-bill-pay).
Ramp Bill Pay offers customers multiple ways to add and upload invoices and bills within Ramp.
Note that only Admin, Business Owner, and Accounts Payable roles have the ability to view, create, or edit bills.
## AP email forwarding
Customers who receive invoices and vendor credits in a managed AP inbox can auto-forward those emails to a Ramp AP address. Ramp reviews supported attachments, creates draft bills for documents classified as invoices or vendor credit memos, attaches relevant supporting documents to draft bills, and filters out files that are neither invoices nor vendor credits, are not relevant to a draft bill, are exact duplicate files, or cannot be processed. Forwarded credit memos are created as draft bills, not vendor credits, and can be converted to vendor credits after review. Supported file types include PNG, JPG, JPEG, Excel, CSV, and Word documents, in addition to PDFs. [**Learn more about Ramp AP forwarding**](/bill-pay-ap-email-forwarding).
If a file you forward to the Ramp AP inbox does not appear in **Drafts**, review the email summary for the reason Ramp did not process it. You can also upload invoice files manually from [**Bill Pay > Drafts**](https://app.ramp.com/bills/drafts). For more detail, see [**Bill Pay AP Email Forwarding**](/bill-pay-ap-email-forwarding).
## CSV / spreadsheet upload
Customers who receive or process invoices via spreadsheets can upload a CSV or XLSX file to Ramp and create draft bills in bulk. When automatic bill submission is enabled, Ramp automatically submits eligible drafts from CSV uploads that include all required bill fields. [Learn more about uploading bills via spreadsheet](/bill-pay-spreadsheet-upload-of-bills-via-csv).
## Drag and drop invoices
Customers can upload invoices into Ramp by dragging and dropping documents into any tab within Ramp Bill Pay. The invoice will be added to the Drafts tab for review and processing. Supported file types include PDF, PNG, JPG, DOC, DOCX, XLS, XLSX, and CSV.
Ramp Bill Pay supports the bulk upload of up to 10 documents at a time. Each file can be up to 50 MB in size.
## Uploading XML files to invoices
You can upload XML files directly to the documents section of an invoice (or purchase order) via drag and drop or by clicking the drag and drop area of the bill when you create it. An XML file can only be uploaded to the Documents section. XML cannot be used as the invoice or PO portion of a bill payment or purchase order.
This was added to Bill Pay to comply with Mexican government regulations, which require a structured XML document to be attached to electronic bill payments.
## Internal invoice on Vendor Network
Vendors can send an invoice to connected Ramp Bill Pay customers 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. Read more [here](/internal-invoice-send-an-invoice-on-vendor-network).
If you want to disable vendors from sending you invoices via the Vendor Network, you can disable this by going to **Bill Pay settings > Permissions > toggle off Vendor Network invoices.**
## Frequently asked questions
### What file types can I upload for bills?
Supported file types depend on the upload method — see [AP email forwarding](/bill-pay-ap-email-forwarding#supported-ap-forwarding-attachments), [drag and drop invoices](#drag-and-drop-invoices), [CSV / spreadsheet upload](/bill-pay-spreadsheet-upload-of-bills-via-csv), and [uploading XML files to invoices](#uploading-xml-files-to-invoices) for the exact types each accepts.
---
# Ramp Bill Pay OCR
> Official Ramp Help Center article. Topic: Bill Pay / Manage Bills. [View the canonical page](https://support.ramp.com/ramp-bill-pay-ocr).
Ramp uses Optical Character Recognition (OCR) to scan and parse invoices, extracting key details and automatically populating draft bills. For Ramp Plus customers, Smart OCR uses AI and historical billing patterns to extract invoice details with greater accuracy, and the auto-coding agent automatically sets accounting fields on each line item.
## Bill Pay OCR overview
Once a PDF document is added to drafts - either via AP forwarding or via drag & drop, Ramp will begin scanning the document to pull relevant fields found on the invoice. OCR can typically take 30-60 seconds and will extract invoice, vendor, and payment details like vendor name, invoice number, due date, payment account numbers/routing numbers, and much more.
Note that Ramp will only OCR the document that's set as the “Invoice” document for the bill. Ramp won't run the OCR on the additional attachments — i.e. the email or the additional files. Also, Ramp won't re-run the OCR if a file is changed and set as the invoice as OCR is only run once per bill.
## Smart OCR
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
Smart OCR is Ramp's AI-powered invoice processing. It identifies the vendor on your invoice, references historical invoices from that vendor, and applies any saved custom instructions to extract data more accurately. The system learns from your corrections and improves over time as you process more invoices from each vendor.
Smart OCR extracts and auto-fills bill details (invoice number, date, due date, description), amounts (bill total, invoice currency), and line items (description, amount, quantity, unit price, type, tax rate). Accounting coding fields like GL category, department, and location are handled separately by the [auto-coding agent](#bill-pay-accounting-auto-coding-agent).
### Custom instructions
You can teach Smart OCR how to handle invoices from a specific vendor by saving custom instructions in plain language. For example, you can instruct the system to group shipping and handling into a single line item, or to extract a project code from the invoice description.
To add an instruction, click **Add instructions** at the bottom of the bill form, type your instruction, and save. The instruction applies automatically to future invoices from that vendor. You can also add field-specific instructions by clicking into a bill field and selecting **Add instructions**.
To review saved instructions, click **View instructions** in the bill header. In that panel, you can choose whether an instruction applies to **this vendor** or **all vendors**.
### Field source tooltips
To see how Smart OCR determined a field value, hover over any auto-filled field on the bill. A tooltip shows the source, such as whether the value was extracted from the invoice, learned from past bills, or applied from a saved instruction.
> **Note:** Tooltips appear only on fields that have an uploaded invoice backing the bill. If you manually entered a value, the tooltip displays "Manually edited" instead of a source attribution.
## Bill Pay accounting auto-coding agent
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
Using AI and historical data, Ramp's Bill Pay auto-coding agent will automatically set the accounting fields like GL category, location, department, etc. on the bill and its line items, further streamlining and simplifying drafting a bill. The auto-coding agent will assess the line item memo and amount and associate patterns from previous bills to predict coding for the bill at present with high accuracy.
Note, Ramp will only attempt auto-coding on accounting fields that don't have a vendor default preset. To identify how the accounting field was set, simply hover over the field.
## Custom instructions
The auto-coding agent uses the same custom instructions flow as Smart OCR. To guide how a specific accounting field is coded, click into that field (e.g. location) and select **Add instructions**. Instructions can be set per vendor and per accounting field — for example, separate instructions for Location and Department on the same vendor. See [Custom instructions](#custom-instructions) above for the full workflow.
---
# Importing bills from your accounting provider
> Official Ramp Help Center article. Topic: Bill Pay / Manage Bills. [View the canonical page](https://support.ramp.com/importing-bills-from-your-accounting-provider).
## Overview
Ramp gives customers the ability to pull bills directly from their accounting provider and pay them on Ramp Bill Pay. This feature is supported for accounting provider integrations with Sage, QuickBooks, NetSuite, Xero, QuickBooks Desktop, Acumatica and Zoho Books.
## How to set up bill import from accounting provider
### First-time guided setup
When you enable bill importing for the first time, Ramp walks you through a guided setup to configure your payment defaults before any bills are imported.
> **Note:** Vendor importing must be enabled before you can import bills. If you have not already enabled vendor importing, Ramp will prompt you to turn it on during setup. Learn more in [Two-Way Vendor Sync](/import-erp-vendors-into-ramp).
1. Go to **Bill Pay** > **Settings** > [**Importing & forwarding**](https://app.ramp.com/s/bill-pay/settings/importing) .
2. Click **Enable** on the import bills card.
3. On the **Set up importing bills** page, review your payment defaults:
- **Review default funding account** — Select the bank account Ramp will use to pay imported bills. For multi-entity businesses, use the entity switcher to set a default account for each entity.
- **Set default vendor payment method** — Download the vendor payment details template, fill in the default payment method for each vendor with open bills, and upload the completed template. You can skip this step and update vendor payment methods later.
4. Choose which vendors to import bills from:
- **All bills** — Imports bills from all vendors in your accounting provider.
- **Only bills from certain vendors** — Select specific vendors to include or exclude from bill importing.
5. Configure whether imported bills require approval. See [Bill approvals for imported bills](#bill-approvals-for-imported-bills) for details.
6. Click **Finish & import bills** to begin importing.
> **Note:** Ramp imports all open bills from your accounting provider that are less than 1 year old. The initial import may take 30 minutes to 2 hours depending on volume.
### Import settings
To adjust your import settings after the initial setup, or to enable importing without the guided setup:
1. Go to **Bill Pay**
2. Select **Settings** from the three-dot menu in the upper right corner
3. Click the **Importing** tab
4. Toggle the *Import bills* option **ON. *Note that we will only import bills less than 1 year old in your accounting system.***
5. If you don't already have vendor importing turned on, we will ask you to enable it here. Select if you would like Ramp to automatically import vendors from your accounting software. Learn more about importing vendors **[here](/import-erp-vendors-into-ramp).**
- We recommend selecting the **importing vendors with bills** option, which will only import vendors associated with AP in your accounting system, rather than all your vendors.
- You can specify which vendors to exclude from bill imports from your accounting provider. When you choose to import only AP vendors (vendors with bills), these vendors are automatically added to the exclusion list.
- **We do not support automated vendor importing for users on Acumatica, QBD and Zoho Books** . If you are on this integration, you can bulk upload your vendors via CSV from the **Vendors** page by selecting **New vendor**. Bills will not import unless the vendor exists in Ramp.
6. If there are vendors that you *do not intend* to pay bills for in Ramp, you can add them to an exclusion list. In Settings under Importing, click **Configure** and then add the vendors to the list you do not want bills to import for.
7. The initial vendor and bill import may take anywhere from **30 minutes to 2 hours** to populate, depending on the volume of vendors and bills. However, they should begin to populate after that time in your Vendor table and Bills table.
8. Moving forward, any updates from your accounting provider will take ~10 minutes to refresh in Ramp as long as you sign in to Ramp, which will automatically initiate the refresh. Learn more about how Ramp syncs with your accounting provider below.
## Setting up defaults for imported bills
Before importing bills, configure your default funding account and vendor payment methods to ensure imported bills have the correct payment details. You can set these during the [first-time guided setup](#first-time-guided-setup) or adjust them at any time in Bill Pay settings.
### Default funding account
The default funding account determines which bank account Ramp debits to pay imported bills.
1. Go to **Bill Pay** > **Settings** > **Payments** tab.
2. Under **Default payment account** , select the bank account you want to use.
3. For multi-entity businesses, use the entity switcher to set a default account for each entity.
> **Note:** You can override the funding account on individual bills if needed.
### Default vendor payment methods
Imported bills use the default payment method configured for each vendor. If no default is set, Ramp uses the payment method from the most recent bill paid to that vendor. To set default payment methods in bulk:
1. During the [guided setup](#first-time-guided-setup) , download the vendor payment details template.
2. Fill in the default payment method for each vendor with open bills in your accounting provider.
3. Upload the completed template to apply the updates.
You can also set a default payment method for individual vendors when creating or editing a bill by selecting **Set as default payment method**. Learn more in [Bill creation defaults](/creating-draft-bills-on-bill-pay#bill-creation-defaults).
### How defaults are applied to imported bills
When a bill is imported, Ramp assigns a funding account and payment method using the following priority:
**Funding account priority:**
1. Most recently used funding account for the vendor
2. Default Bill Pay account for the entity
3. Most recently used funding account across your business
4. First eligible bank account
**Payment method priority:**
1. Default payment method set on the vendor
2. Payment method from the most recent bill paid to the vendor
3. ACH, check, or other available method based on vendor payment details
## Bill approvals for imported bills
By default, imported bills are auto-approved and bypass your configured [bill approval policy](/bill-pay-approvals). Admins can change this setting so that imported bills go through the standard bill approval workflow before they can be scheduled for payment.
To configure bill approvals for imported bills:
1. Go to **Bill Pay** > **Settings** > [**Importing & forwarding**](https://app.ramp.com/s/bill-pay/settings/importing) .
2. Click **Configure** .
3. Under **Require approvals on imported bills?** , select one of the following:
- **Auto-approve imported bills** (default) — Imported bills skip the approval chain and go directly to the payment stage.
- **Require approvals for imported bills** — Imported bills go through your configured bill approval workflow, the same as bills created on Ramp.
You can also configure this during the [first-time guided setup](#first-time-guided-setup).
> **Note:** [Payment Release](/bill-pay-payment-release) approvals are separate from bill approvals and always apply to imported bills when enabled.
## How to pay imported bills on Ramp
Once the bills have been imported into Ramp they will appear in the **For payment** tab with the status **Payment info needed** or **Unscheduled**. If you have Payment Release approvals on, they could also have the status **Ready for Release**. By default, imported bills are auto-approved and bypass your configured approval policy. If you have [enabled approvals for imported bills](#bill-approvals-for-imported-bills), they will appear with an approval status and go through your bill approval workflow before they can be scheduled for payment.
Ramp will be able to pull the following information from your accounting software into Ramp to create the bill:
- Vendor
- Bill amount
- Bill currency
- Invoice number
- Invoice date
- Bill due date
- Subsidiary (if multi-entity customer)
> **Note:** Line item accounting codes (such as GL accounts, classes, departments, and other categories) are not imported with the bill. You will need to code these fields in Ramp after the bill is imported.
Click into a specific bill to begin adding the necessary payment details such as payment method, pay from account, pay to account, and the schedule date. Click **Review payment**to take a final look at the bill details and schedule it for payment.
If the vendor has already been set up in Ramp with payment details, or you've already paid this vendor before on Ramp, then we'll default to that vendor's payment details on the imported bills. In this case, the bill will import with the status of **Unscheduled**.
On the assigned scheduled date, Ramp will initiate the bill for payment and deliver funds to the associated vendor.
Note, **only payment details** can be modified on imported bills. **Bill details like the vendor, invoice amount, or due date must be updated within the accounting provider.**
## Imported bill status defaults
When bills are imported into Ramp, they will either appear in the **For payment** or **History** tab depending on the status.
Ramp defaults the payment method on imported bills according to the same logic used for bills created on Ramp. See [How defaults are applied to imported bills](#how-defaults-are-applied-to-imported-bills) for the full priority order.
- If the vendor has been paid before on Ramp, we will default to the payment method and payment details used on the last bill paid
- If the vendor has not been paid before on Ramp, but has payment details stored on them in Ramp, then we will default to that corresponding payment method and payment details (e.g. if a bank account has been saved to the vendor, we will default to ACH and that bank account)
- Learn more about bill creation defaults here: [Bill creation defaults](/creating-draft-bills-on-bill-pay#bill-creation-defaults)
Depending on if payment method is automatically set on the imported bills, this will result in an imported bill having a variety of statuses:
- **Payment info needed:** Payment method was not automatically set, as the vendor has not been paid before on Ramp or vendor is missing payment info
- **Ready for payment:** Payment method has been automatically set to "pay outside of Ramp" according to Bill creation defaults
- **Unscheduled:** Payment method has been automatically set to ACH, Check, or International Wire according to Bill creation defaults. If you are using the Payment Step Approvals feature, this will show up as a status of **Ready for release** instead
- **Archived:** The imported bill was deleted in the accounting system
- **Paid:** The imported bill was updated to Paid in the accounting system
## How Ramp syncs bills and payments for imported bills
### Syncing bills into Ramp
We will refresh the importing sync automatically every 24 hours. In addition, we will initiate another sync refresh every time you sign in to Ramp.
If you need to refresh the sync, you can do so manually by clicking "Refresh" in the banner above your bills table. We also provide the **date and time of the latest sync refresh** in that same banner.
After a sync is initiated, it typically takes 2-5 minutes for new bills to load into Ramp, or imported bills to update with changes made in your accounting system. The date and time of your latest sync should update in the banner, once the sync task has completed.
### Syncing payments from Ramp
We sync payments for imported bills, the same way we sync payments for bills created on Ramp. On the schedule date, Ramp will initiate a debit from the selected source account on the bill. At the same time, Ramp will sync over an associated bill payment object to the open bill in your accounting provider and mark it as paid.
Learn more about how Ramp syncs bill payments to the accounting system **[here](/bill-pay-accounting)**.
## How to troubleshoot bills not importing
If bills are not importing, we'll surface a banner at the top of the Bills table letting you know. QuickBooks Online does not support importing non-USD bills. NetSuite, Sage Intacct, and Xero support importing bills in any currency.
If you click into the banner, **you'll see a screen with a list of bills that could not import** along with the reason they could not import. We will hyperlink the invoice in this screen so you can click into it in your accounting provider.
Below are the reasons included, along with troubleshooting steps for each reason.
- **Invoice number already exists:** We won't import a bill if a bill already exists in Ramp with the same vendor and invoice number, to prevent duplicates.
- If this is not actually a duplicate, to resolve, update the invoice number on either one of the bills in your accounting system. The additional bill should import within 2-5 minutes after the change.
- If this is a duplicate, then delete one of the bills in your accounting system.
- **Missing Ramp vendor:** If the vendor is missing, it’s likely that we haven’t finished importing them. We recommend checking again in 30-60 minutes.
- If you are on an integration that doesn't support automated vendor imports (QBD, Acumatica, and Zoho Books), you will need to manually create the vendors on Ramp. You can do this from the [**Vendors**](https://app.ramp.com/vendors/overview) page by selecting **New vendor**, then either bulk uploading via CSV or creating vendors individually.
- Otherwise, if the vendor still hasn’t been imported, you can create the vendor on Ramp and link it to the corresponding accounting vendor. The bill(s) for that vendor should import within 2-5 minutes.
- However, if you have a high volume of vendors not importing, we recommend [reaching out to our support team](/how-to-contact-ramps-support-team) to resolve.
- **Missing business entity mapping:** This means that an entity you have in your accounting system linked to that bill, is missing in Ramp. To resolve, you would need to create an entity on Ramp that maps to the entity in your accounting system listed for that bill or bill(s). Learn more about [Multi-Entity here](/ramp-support-for-multi-entity-businesses) .
- **Unknown reason:** In this case, we recommend [reaching out to our support team](/how-to-contact-ramps-support-team) to resolve.
## Impact on imported bills if you update bills in your accounting provider
If you update a bill in your accounting provider that has already been imported into Ramp, the bill in Ramp will update according to the state of the bill (pre- or in-flight) as well as the type of update you made.
- If the payment has not yet been initiated in Ramp (pre-flight), and the bill has been:
- Deleted: The Ramp bill will get automatically archived
- Marked as paid: The Ramp bill is automatically updated to **Paid** . For supported providers, this happens automatically through two-way payment status sync. See [Two-way bill payment sync](/two-way-bill-payment-sync) for details.
- Amount or vendor changed: The Ramp bill will automatically update with the new amount or vendor and we will send an email to let you know of the change.
- If the payment has been initiated in Ramp (in-flight), and the bill is updated in any way (deleted, marked as paid, vendor or amount changed), then nothing will happen to the imported bill.
- However, we will surface a warning banner on the impacted bill to let you know
- We will also send you an email
- After the bill has been paid, you will likely get a sync error on these bill. To resolve, you will have to update the bill in your accounting system to align with the imported bill in Ramp and then retry the sync, or you can mark the bill payment as resolved manually in Ramp.
## Frequently asked questions
- **Which payment methods are supported for imported bills?**
- We support all payment methods: ACH, check, credit card, domestic and international wire in local currency, and Swift USD.
- **Can I apply approvals to imported bills?**
- Yes. Admins can configure imported bills to go through the standard bill approval workflow. Go to **Bill Pay** > **Settings** > [**Importing & forwarding**](https://app.ramp.com/s/bill-pay/settings/importing) > **Configure** and select **Require approvals for imported bills** . See [Bill approvals for imported bills](#bill-approvals-for-imported-bills) for details.
- [Payment Release](/bill-pay-payment-release) approvals (Plus only) also apply to imported bills when enabled.
- **Are vendor credits and/or payment discounts supported on imported bills?**
- No, vendor credits and/or payment discounts are not supported on imported bills at this time. However, if you apply a vendor credit to the bill in your accounting system, the imported bill amount should update.
- **Can you import the invoice image?**
- No, importing the invoice image is not supported at this time. However, you can easily click into the bill in your accounting provider to view the invoice image, through the link at the top of the imported bill.
- **Do you support importing non-USD bills?**
- NetSuite, Sage Intacct, and Xero support importing bills in any currency. QuickBooks Online supports importing bills denominated in your home currency only.
- **How do I archive an imported bill?**
- If you truly want to delete the bill, you can void or delete the bill in your accounting system. The bill will get automatically archived in Ramp.
- However, if you just don't want to pay an imported bill *on Ramp* you can mark the imported bill with a payment method of "Pay outside of Ramp." Then you can mark the bill as paid in Ramp. Both of these actions can be used in bulk. For QuickBooks Online and NetSuite, Ramp can sync the bill payment after you mark the bill as paid in Ramp. See [Paying outside of Ramp](/bill-payment-methods-and-timelines#paying-outside-of-ramp) for provider support.
- **When importing bills for a vendor, how are payment details handled?**
- The payment details associated with the vendor are only relevant for the first bill that is imported. For subsequent imports, the system will default to using the payment method from the last imported bill.
- **What happens to bills that I imported if I turn this feature off?**
- We'll keep the imported bills in Ramp unless you manually reject/archive them
---
# Creating draft bills on Bill Pay
> Official Ramp Help Center article. Topic: Bill Pay / Manage Bills. [View the canonical page](https://support.ramp.com/creating-draft-bills-on-bill-pay).
## Overview
Ramp makes it easy to upload, draft, and review bills on Bill Pay. Customers can streamline ways to add invoices into Ramp, manage their bill attachments, and even automate their bill data entry with OCR technology.
## Uploading invoices
Bill Pay offers customers multiple ways to add and upload invoices within Ramp.
- AP forwarding for invoice emails
- CSV / Spreadsheet upload
- Drag-and-drop invoices
- [Internal Invoice via Vendor Network](/internal-invoice-send-an-invoice-on-vendor-network)
Read more about uploading invoices in [Uploading invoices and bills on Ramp Bill Pay](/uploading-invoices-and-bills-on-ramp-bill-pay). For AP forwarding, Ramp creates draft bills for invoices and vendor credit memos, attaches relevant supporting documents, and filters out files that are neither invoices nor vendor credits, are not relevant to a draft bill, are exact duplicate files, or cannot be processed. Supported file types include PNG, JPG, JPEG, Excel, CSV, and Word documents, in addition to PDFs. For more detail, see [Bill Pay AP Email Forwarding](/bill-pay-ap-email-forwarding).
## Managing bill attachments and documents
Any bill attachments uploaded via drag and drop or added through AP forwarding will appear on the left side of the bill once you click on it. For each bill you'll be able to upload the following documents:
- **Invoice** - the primary invoice file for the bill.
- **Email** - if the bill was created through AP forwarding, Ramp will pull in the email to provide additional context when drafting the bill
- **Files** - any additional supporting documents can be added to the bill manually or attached automatically from the same forwarded email when available
### Actions on bill attachments
Ramp also allows you to easily perform simple actions on your bill documents:
- **Download** - download the current document you are viewing
- **Set as invoice** - set a document in the files tab as the bill invoice
- Note that this will be the document that's synced over to your ERP. See [Syncing attachments to ERPs](#syncing-attachments-to-erps) below.
- **Create New**
- **Bill** - create a new bill from the selected document
- **Vendor Credit** - create a new vendor credit from the selected document
- **Attach to bill** - add the selected document to another bill in drafts. Note you cannot attach to bills that are beyond the draft stage (e.g. bills in the approvals or payments tab)
- **Delete -** remove the selected document from the bill
### Syncing attachments to ERPs
When a bill syncs to a directly integrated accounting provider, Ramp pushes the actual invoice PDF to your ERP — not just a link back to Ramp. The synced document is whichever file is set as the bill's **Invoice**. If the invoice document is changed or updated, Ramp re-syncs the attachment and overwrites the previous document.
Ramp syncs the invoice PDF for these accounting integrations: QuickBooks Online, Sage Intacct, Xero, Acumatica, Microsoft Dynamics Business Central, Microsoft Dynamics Finance and Operations, Oracle Fusion, Workday Financial, and Zoho Books.
Two integrations handle invoice attachments differently:
- **NetSuite** — syncing the invoice PDF to NetSuite is available through early access and is off by default. NetSuite customers can opt in from [What's new](https://app.ramp.com/features/whats-new); until it's enabled, Ramp doesn't push the invoice PDF to NetSuite.
- **QuickBooks Desktop** — Ramp can't sync the invoice PDF because of a QuickBooks Desktop API limitation. See [QuickBooks Desktop integration API overview](/quickbooks-desktop-integration-api-overview).
## Scanning and parsing invoices via OCR
Ramp takes advantage of Optical Character Recognition (OCR) technology to scan and parse invoices, allowing for the extraction of key invoice details and automatic data entry into bills in Ramp.
Once an invoice document is added to drafts - either via AP forwarding or via drag & drop - Ramp will begin scanning the document to pull relevant fields found on the invoice. Specifically, Ramp can extract the following fields if present on the invoice:
- Invoice details
- Invoice number
- Invoice receive date
- Invoice due date
- Invoice total
- Invoice line items + description
- Purchase Order number
- Vendor details
- Vendor name
- Vendor contact info (email, phone, address)
- Payment details
- ACH routing numbers / account numbers
- Mailing address
- International wire details
OCR typically takes 30–60 seconds. We recommend waiting until OCR is complete before editing the bill in Ramp since once you edit the bill, Ramp’s OCR will end.
Note that Ramp will only OCR the document that's set as the “Invoice” document for the bill. Ramp won't run the OCR on the additional attachments — i.e. the email or the additional files. Also, Ramp won't re-run the OCR if a file is changed and set as the invoice as OCR is only run once per bill.
## Editing and reviewing bill details
Review and edit the draft bill before submitting it for approval. Typically, the default accounting codes are added to the bill, the payment method and dates are verified, the accounting period is verified, and any necessary edits are made to the approval chain before submission. Ramp enables users to add comments and initiate discussions on draft bills.
### Removing line items
To remove a line item from a bill, open the bill from [**Bill Pay**](https://app.ramp.com/bills/drafts), click the **three-dot menu** (⋮) on the line item row, and select **Delete**. The line item is removed when you save the bill.
Every bill must have at least one line item, so the Delete option is not available on the last remaining line item. The option is also unavailable if the bill belongs to a closed accounting period — reopen the period in your accounting provider first — or has been exported to your accounting provider without auto-sync enabled. For more on editing constraints, see [Editing Bills](/bill-lifecycle#editing-bills) in Bill lifecycle.
Ramp does not support bulk deletion of multiple line items at once. To remove several line items, delete them individually using the three-dot menu on each row.
### Bill creation defaults
Ramp can further streamline bill creation by leveraging default payment terms, default entities, default vendor codings, and remembering previously used payment methods on a bill.
**Default payment terms**
If default payment terms are present on the vendor profile, we will automatically set the due date on the bill according to the formula: Invoice date + vendor payment terms = due date. For example, if the invoice date is 1/1 and the payment terms are30 days, then we would set the due date to 1/30. Available options include Due on receipt, 7, 10, 15, 30, 45, 60, 90 days, or a custom number of days. To configure net payment terms for a vendor, see [Net payment terms](/vendor-management-on-ramp#net-payment-terms) in Vendor management on Ramp.
This due date will always take precedence over / override the OCR due date in the case of a discrepancy.
**Default entities**
How we default the entity on the draft depends on how the invoice was ingested.
- (1) If the invoice was sent in via AP forwarding using an entity-specific mailbox (e.g. entity_1@ap.ramp.com) then we will stamp the draft with the entity listed on the mailbox, even if this conflicts with any default entities set on the vendor
- (2) Otherwise, if the invoice is sent in via AP forwarding using the primary, non entity specific mailbox (e.g. parent_company@ap.ramp.com) OR the invoice is created through any other channel besides AP forwarding then:
- If a vendor has a default entity set, then we will default the draft to that default entity
- Otherwise, if no default entity is set for that vendor, we’ll fall back to the entity used on the last bill paid or created for that vendor.
- If no prior bills paid, we’ll default to the Primary entity.
Note that only in the case of (2), if the vendor is not automatically set on the invoice via OCR (if it's a new vendor, or Ramp was not able to automatically set it for other reasons), then the invoice will be visible to all users who can view drafts, including those with entity restrictions. This is because the vendor decision dictates the entity selection. Once the vendor is set on the invoice, then the draft will be dictated by entity-specific restrictions in place.
Whereas in the case of (1), the entity will be restricted based on the entity-specific mailbox used, even if the vendor was not set automatically via OCR.
**Vendor default accounting codings**
You can set default codings for a given vendor in their vendor profile within the Vendors tab in Ramp. If a vendor doesn't have default coding set, and a category is applied to a bill for that vendor, this will automatically be saved as the vendor's default accounting. Existing default accounting fields will never be overwritten, this will only be set if the field is empty.
**Vendor default payment method**
Ramp will automatically set the first payment method added to a vendor as the default payment method, but you can update the default at any time. Changing the default payment method allows you to update the payment method on any pending bills. Read more about setting a default payment method [here](/vendor-management-on-ramp).
**Vendor default entity (Ramp for Multi-Entity customers only)**
Ramp will automatically set the entity of a new bill to match the entity that was used on your most recent bill for that vendor.
If there are no prior bills for us to reference for a vendor, then we will simply match the entity of the most recent bill you created.
## Copying a draft bill
To help streamline bill creation, you can now duplicate any draft bill by selecting **Copy draft bill**. This will create a new draft with the following fields copied over:
- Vendor
- Description
- Invoice
- Currency
- Entity
- Line item amounts and descriptions
- Accounting fields (both at the bill level and line item level)
You can edit the duplicated draft bill before submitting it for approval or payment.
---
# Bill Pay spreadsheet upload of bills via CSV
> Official Ramp Help Center article. Topic: Bill Pay / Manage Bills. [View the canonical page](https://support.ramp.com/bill-pay-spreadsheet-upload-of-bills-via-csv).
## Overview
Customers who receive or process invoices via spreadsheets can upload a CSV or XLSX file to Ramp and create draft bills. When automatic bill submission is enabled, Ramp automatically submits eligible drafts from CSV uploads that include all required bill fields.
## How to create bills via spreadsheet upload
### Step 1: Begin upload
Begin by clicking the New bill button and selecting the “create draft via spreadsheet”
### Step 2: Map headers and review upload
After uploading your spreadsheet of bills, Ramp will request you review and map your column headers to the fields that Ramp is expecting:
- Vendor Name
- We'll give you a heads up if this doesn't match with a vendor that has already been created within Ramp.
- Description (optional)
- Invoice #
- Vendor memo (optional)
- Invoice date
- Bill due date
- Business entity (optional - will use default if not specified/only applies for customers using [Ramp Multi-Entity](/ramp-support-for-multi-entity-businesses) )
- Currency
- Line item description
- Line item amount
- Payment type (optional)
- Bill accounting fields
- Ramp will pull available accounting fields from both the invoice level and line item level and allow you to code your bills via the spreadsheet upload.
### Step 3: Bulk create draft bills
To enable automatic bill submission, open [Importing & forwarding settings](https://app.ramp.com/s/bill-pay/settings/importing). Under **Bulk import**, turn on **Automatically submit eligible bulk-imported drafts**. The setting saves immediately and applies only to eligible drafts created by bulk imports after it is enabled; it does not change existing drafts. If you do not see this setting, ask a user with permission to modify Bill Pay settings to enable it. Otherwise, Owners, Admins, and Accounts Payable users can select uploaded drafts with the required information and bulk create bills to start approval routing.
## Frequently asked questions
### How does Ramp schedule bills that are uploaded via bulk bill upload?
Ramp will refer to the schedule preference you have set. If the preference is “Skip for now”, Ramp will not set a payment date. However, if the preference is to schedule, Ramp will set the payment date based on the indicated due date and ensure payment arrives by the due date.
### Which roles are able to upload bills via the spreadsheet upload?
Owner, Admin, and Accounts Payable roles can create bills via spreadsheet upload
### What if the vendor doesn't exist yet?
If the vendor doesn’t already exist in Ramp, you will need to create the vendor before uploading the bill. For detailed instructions on how to add vendors and assign vendor owners, refer to[this Help Center article.](/vendor-management-on-ramp)
### How many bills can we support per bulk action?
Ramp supports up to 100 bills per bulk action.
### How to code at the line item level of a bill?
Any fields you wish to code at the line item level of a bill will need to be given a per-line classification in your accounting provider. Note that each category must be tracked at the invoice level or per line, and what you see in Ramp is determined by how this is configured in your accounting software. For more information, refer to this Help Center article: [Invoice line items: Expense vs. item](/invoice-line-items-expense-vs-item) .
### Can I mark bills as paid via an import file?
We do not currently support batching card payments or bill payments marked as "paid outside of Ramp". Read more about [Batch payments on Ramp Bill Pay](/batch-payments-on-ramp-bill-pay).
---
# Bill Pay Line Item Splits and Allocation Templates
> Official Ramp Help Center article. Topic: Bill Pay / Manage Bills. [View the canonical page](https://support.ramp.com/bill-pay-line-item-splits-and-allocation-templates).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
Line item splits on Bill Pay allows you to accurately allocate the cost of a single line item on a bill across multiple accounting fields. This is particularly useful when a single expense needs to be divided among different departments, locations, GL categories, or other custom fields.
This feature, also known as allocation templates, streamlines your accounting process by allowing you to create and save reusable split configurations, ensuring consistency and saving time.
## How to split a line item
From any line item on a bill, click the three-dots menu (...) and select Split from the dropdown menu. From here, the split line item window will appear where you can either apply a saved template or create new split manually.
After applying the desired split, the original line item will be replaced on the bill by the new, individual line items you defined, each with its own amount and accounting information.
## For approvers
When approver editing is enabled by an admin, approvers can access and apply line item splits during the bill approval process. This allows approvers to allocate costs across accounting fields before approving a bill. However, approvers **cannot** save new split templates — only Admin and Accounts Payable roles can create and manage saved templates.
## How to save a split template
A split template can be created and saved from two places in Ramp - from directly within the bill or from the accounting settings
### From a bill
When splitting a line item from a bill, the split line item window will give the option to save the split for future use. Toggle this option on and enter a name to reference the template later.
### From accounting settings
Split templates can also be saved from the accounting settings. Can choose to manually create the spits or upload via CSV spreadsheet
## Frequently asked questions
### Is there a limit to how many line you can split up to?
1. Yes, we support splitting up to 150 lines
### Is there a limit to how many split templates can be saved?
1. Yes, we support saving up to 200 split templates
### Is splitting across entities supported?
1. Not at this time. Currently splits are supported for line item level accounting fields
---
# Invoice line items: Expense vs. item
> Official Ramp Help Center article. Topic: Bill Pay / Manage Bills. [View the canonical page](https://support.ramp.com/invoice-line-items-expense-vs-item).
## Overview
Ramp offers the ability to match invoice line items to “expenses” or “items” and can sync both to your accounting provider.
“Expense” line items are the costs incurred by your business such as rent or office supplies. “Item” line items are any recorded product or service that your business purchases or sells such as Tires or Consulting Services.
## How it works
**Set up**
No set-up is required. If inventory items are detected within your accounting provider, “Item” will auto-appear within your Draft Bill and allow you to populate the bill with items synced from your accounting provider.
Please note, that item matching is only supported for the following accounting providers: NetSuite, QuickBooks, and Xero
## Line item matching
During invoice OCR, Ramp will detect if the line item is “expense” or “item” and add line items accordingly.
If it's an “expense” line item, you can match the expense to a GL category in your accounting provider and update additional fields such as department or location based on your accounting provider configuration.
For “item” line items, you have the ability to match and sync to the corresponding inventory item in your accounting provider and can edit fields like the item units and unit price.
## Frequently asked questions
### Why can’t I set both a category and an item number for a line item?
In Ramp, each line item on a bill must be coded as either an **Expense item** *or* an **Inventory item**—but not both. This distinction is intentional and based on accounting best practices and system constraints:
### Expense items:
- Used for general operating costs (e.g., rent, utilities, software)
- Require only a **GL expense account**, description, and total amount
- Do **not** require item numbers, quantities, or unit prices
- Synced directly to your ERP’s **expense accounts**
### Inventory items:
- Used for goods or services you **resell or track in inventory**
- Require an **item reference** from your ERP, **quantity**, and **unit price**
- Are coded to **inventory or asset accounts**
- Enable advanced features like **partial receiving** and **3-way PO matching**
> **Please note:** You cannot mix both types on the same line because:
- Expense lines map to GL accounts
- Inventory lines map to item records and quantity-based tracking
- Mixing the two causes sync conflicts and ambiguity in ERP posting
---
# Manage construction retainage in Ramp Bill Pay
> Official Ramp Help Center article. Topic: Bill Pay / Manage Bills. [View the canonical page](https://support.ramp.com/manage-construction-retainage-in-ramp-bill-pay).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
Ramp Bill Pay can record retainage on invoice and purchase order line items, withhold the retained amount from payment, track the remaining balance, and create a bill to release it. Retainage is currently eligible for businesses using Sage Intacct or Universal CSV.
The retainage actions available to you depend on your Bill Pay and purchase order permissions. If you can view a bill or PO but cannot edit its retainage fields or create a release bill, ask someone with permission to create or edit bills or purchase order requests to complete the action.
## Requirements by accounting provider
Ramp supports retainage for businesses using Sage Intacct or Universal CSV. A bill with retainage cannot include more than one purchase order.
- **Sage Intacct:** Each bill that withholds or releases retainage must have exactly one matched purchase order.
- **Universal CSV:** A matched purchase order is not required. You can withhold retainage on a bill without a purchase order, and you can create a retainage release bill without one.
## Add retainage to a bill or purchase order
Open or create a bill in [Bill Pay](https://app.ramp.com/s/bill-pay/bills/overview). On a bill line item, enter the **Retainage %**. Ramp calculates the **Retainage amount** and withholds it from the payment.
Open a purchase order from [Manage spend > Purchase orders](https://app.ramp.com/procurement/purchase-orders), select **Add retainage** from the three-dot menu above the line items, and enter the percentage. You can apply the percentage to other eligible lines, but you cannot change retainage on a line that is already matched to a bill. When a draft bill is matched to a retainage PO, select **Mark bill as retainage release** if the bill should release an existing balance instead of withholding more.
## Find bills by retainage status
Use the **Retainage status** filter in Bill Pay to find bills that are **Withholding**, **Unreleased**, or **Releasing**. **Withholding** means the bill holds back part of the payment, **Releasing** means the bill releases retained funds, and **Unreleased** means the linked purchase order still has retainage remaining.
For retainage linked to a purchase order, these statuses can overlap. For example, a withholding bill remains **Unreleased** until its retained balance is fully released, and a partial release remains **Unreleased** while a balance is still outstanding.
## Release retained amounts
Open [Bill Pay](https://app.ramp.com/s/bill-pay/bills/overview), select **New bill**, and choose **Create retainage release bill**. If you are releasing against a purchase order, match the PO whose balance you want to release; Ramp fills each matched line with the remaining amount withheld on that PO. You can release less than the remaining balance, but a PO-linked release cannot exceed it.
On Universal CSV, you do not need a purchase order to release retainage. Instead of creating a release bill from a purchase order, create a bill from the vendor's invoice for the amount you are releasing and leave it unmatched. If Ramp detects retainage on the invoice, select **Mark bill as retainage release**.
## Release retainage with Sage Intacct
Before releasing Sage Intacct retainage, make sure the original withholding bills are paid and synced and that the release bill is matched to the same purchase order. After the release bill is paid, Ramp syncs the release and its payment to Sage Intacct.
If the release does not sync, confirm that the purchase order still has retainage to release and that the original withholding bills are paid and synced. In Bill Pay, filter bills by **Sync status**, then select the affected bill and use **Retry Sync** after correcting the issue. See [Managing bills and payments](/managing-bills-and-payments-on-bill-pay) for Bill Pay actions.
## Understand Universal CSV retainage exports
Universal CSV does not sync bills directly to an accounting provider. Follow [Exporting bills via CSV](/exporting-bills-via-csv) to download the bill accounting export. Use the **Retainage Type** column to identify withholding and release bills. Withholding rows also show the retained amount in **Retainage Amount**.
## Troubleshoot missing retainage fields
If you use Sage Intacct or Universal CSV but do not see the retainage fields, open [Retainage](https://app.ramp.com/verticals/construction/guide#/d/retainage) in the Ramp for Construction setup guide. If you cannot access the setup guide, ask someone who manages your Ramp construction settings.
---
# Bill payment methods and timelines
> Official Ramp Help Center article. Topic: Bill Pay / Manage Bills. [View the canonical page](https://support.ramp.com/bill-payment-methods-and-timelines).
## Overview
As the fastest bill payment product on the market, Bill Pay offers a variety of payment methods that ensure your vendors are paid fully and on time. You can also pay your bills with the assurance that we'll notify you if it looks like you're paying a duplicate bill.
**Estimated delivery by payment method:**
| Payment method | Estimated delivery time |
|---|---|
| Ramp card | Varies by vendor and card network; see [Paying by card](#paying-by-card) |
| Standard ACH | ~2–5 business days |
| Same-day ACH | Same business day (fully approved by 3:50 PM ET) |
| Real-time payment (RTP) | 10–15 minutes |
| Domestic wire | 0–5 business days |
| Standard check | 2–5 business days (funding from external bank) + 4–7 business days (mail delivery) |
| Overnight check | Next business day (fully approved by 1:30 PM ET) |
| SWIFT transfer (USD) | 1–4 business days (funding) + 1–2 business days (wire); up to 5 for remote regions |
| Cross-border (FX) | About 30 minutes for eligible EUR, GBP, MXN, BRL, or COP payments funded from a Ramp Checking Account; other Ramp Checking Account-funded payments usually arrive 1–2 business days after conversion, or up to 5 for remote regions; external bank funding adds 1–4 business days |
| Stablecoin | Instant when funded from a Ramp account; see [Paying by stablecoin](#paying-by-stablecoin) |
For details on each method, including fees and eligibility, see the sections below.
**Bill Pay fees by payment method:**
- Standard ACH payments: $0.59 per transaction (effective June 1, 2026, with a 3-month grace period for active Bill Pay customers with at least 1 bill paid before May 1, 2026)
- Same-day ACH payments: $10 per transaction
- Domestic wire transfers: $15 per transaction
- International wire (SWIFT USD) payments: $20 per transaction
- Standard check payments: $1.99 per transaction (effective June 1, 2026, with a 3-month grace period for active Bill Pay customers with at least 1 bill paid before May 1, 2026)
- Overnight check delivery: $20 per transaction
- Check attachments: $1 per page
- Stablecoin payments: no fee
These fees will be summarized and presented at the end of each monthly billing period in a clear, itemized statement. Learn more about Bill Pay fees [here](/bill-pay-fees).
Waive eligible Bill Pay transaction fees by paying from Ramp Checking Account. **When paying out of Ramp Checking Account, transaction fees for standard ACH, standard check, same-day ACH, domestic wires, and SWIFT transfers are waived.** Fees for overnight check delivery and check attachments still apply. To pay with your Ramp Checking Account, simply select "Checking Account" under "Pay from account" within each bill. If you haven't set up a Ramp Checking Account yet, you can sign up [here](https://app.ramp.com/treasury) or read more [here](/ramp-checking-account-overview).
## Paying by card
Ramp Bill Pay lets you pay your bills using both your existing cards and Single-use Ramp cards. If your vendor accepts Visa cards, this is a great way to earn cashback.
Ramp does not support automatically starting Bill Pay card payments from SMS or text-to-pay links. If the link opens the vendor's payment portal, you can still use Ramp's manual card-payment options. For the supported card-payment options, including auto-pay from eligible payment portals and emailing a one-time card to your vendor, see [Pay Bill Pay invoices via Ramp card](/pay-bill-pay-invoices-via-ramp-card).
## Paying by ACH
With Bill Pay, ACH payments to your vendors have never been easier or faster. Here's more information to help you make ACH payments.
### Regular delivery:
**Payment timeline:**
Regular ACH payments take approximately 2 or 5 business days. Payments to new vendors or from newer Bill Pay accounts may take up to 5 business days. After a successful payment history is established, processing times typically decrease to approximately 2 business days. However, Ramp has made ACH payments even faster with same-day delivery on eligible bills. Jump to Same-Day ACH to [learn more](#same-day-delivery).
**Standard ACH fee:** Standard ACH payments cost $0.59 per transaction effective June 1, 2026, with a 3-month grace period for active Bill Pay customers with at least 1 bill paid before May 1, 2026. If you pay from a Ramp Checking Account, Ramp waives the standard ACH fee.
**Maximum payment:** When paying by ACH, no maximum amount is required.
**Bill Pay dates explained:**
- **Due date:** the date that the vendor expects the payment to arrive
- **Payment date:** the date the payment leaves your account
- **Estimated arrival:** the date the payment will be delivered to the vendor
**When bills are marked as paid:**
Bill payments via ACH will be marked as paid in your connected accounting provider once Ramp withdraws (debits) funds from your connected account (debits). The bill payment will be marked as paid in Ramp once the bill payment funds have been credited and received by your vendor. See more information about Bill Pay Accounting: [Bill Pay Accounting](/bill-pay-accounting)
For details on how ACH bill payments appear on your bank statement, see [How bill payments appear in your bank statement](#how-bill-payments-appear-in-your-bank-statement).
### Same-day delivery
Waive eligible Bill Pay transaction fees by paying from Ramp Checking Account. **When paying out of Ramp Checking Account, transaction fees for standard ACH, standard check, same-day ACH, domestic wires, and SWIFT transfers are waived.** Fees for overnight check delivery and check attachments still apply. To pay with your Ramp Checking Account, simply select "Checking Account" under "Pay from account" within each bill. If you haven't set up a Ramp Checking Account yet, you can sign up [here](https://app.ramp.com/treasury) or read more [here](/ramp-checking-account-overview).
On eligible bills, you will see a drop-down on the ACH Delivery time that will allow you to select Same-Day delivery for a $10.00 flat fee. Bills with same-day delivery that are fully approved by 3:50 PM ET on the scheduled date will remit funds to vendors within the same business day.
Once a same-day ACH payment is sent, you can download a remittance receipt from the **History** tab in [**Bill Pay**](https://app.ramp.com/bills). The receipt includes ACH trace IDs that your vendor’s bank can use to locate the payment. See [Receipts and Remittance Advice](#receipts-and-remittance-advice) for instructions.
### Same-Day delivery eligibility
Please note that if a bill is recurring, same-day delivery will not be available within the drop-down. Additionally, if your business or bill falls into one of these categories, your bill may not be eligible for same-day delivery.
- **New to Ramp:** Same-day delivery will become available to your business after a few successful bill payments are made on Ramp.
- **Outstanding Balances:** If you have any outstanding balances owed to Ramp for statement payments in the last 60 days, same-day delivery will not be available for your bill payments.
- **Vendor Bank:** Certain receiving banks are considered higher risk. As a result, Ramp cannot offer same-day delivery to these banks to reduce risk and potential fraud. Also, even if a bank is eligible, we cannot guarantee that the bank will make the funds available on the date of payment transmission.
- **High Bill Amount:** To ensure secure payment delivery, Ramp does not offer same-day delivery for higher bill amounts.
## Paying by real-time payments (RTP)
Ramp enables you to pay vendors using real-time payments (RTP) for free, offering an instant and secure way to transfer funds to vendors within the United States. RTP payments are limited to U.S. banks that support the RTP network. The maximum amount permitted is $1 million per transaction. **RTP payments are only available when the funding account is a Ramp Checking Account**(more details in [Ramp Checking Account overview](/ramp-checking-account-overview)).
### Payment timeline
Ramp will withdraw funds from your Ramp Checking Account to fund the RTP payment. Payments are delivered to vendors in real time, typically within 10-15 minutes. RTP payments are available 24/7/365, including weekends and holidays, and there is no cutoff time for submitting payments.
### Real-time payments (RTP) eligibility
RTP may not be available due to the following categories:
- **Per Transaction Limit:** RTP payments are limited to $1 million per transaction
- **Funding Account Requirement:** RTP payments are only available when the funding account is a Ramp Checking Account
- **Recipient Bank Eligibility:** RTP payments are only available if the vendor’s bank supports the RTP network.
- **Outstanding Balances:** If you have any outstanding balances owed to Ramp, RTP may not be available for your bill payment.
### When are bills marked as paid:
Bill payments via RTP will be marked as paid in your connected accounting provider once Ramp withdraws (debits) funds from your Ramp Checking Account. The bill payment will be marked as paid in Ramp once the bill payment funds have been credited and received by your vendor.
## Paying by domestic wire
Ramp enables you to pay vendors using domestic wire transfers through FedWire, offering a secure and efficient way to quickly transfer large transaction amounts to vendors within the United States. The maximum amount permitted for domestic wire transfers is $12 million per transaction. Same-day domestic wire is not available for payments over $1 million. For payments at or below $1 million, same-day availability depends on additional eligibility factors described below.
### Payment timeline
You will have the option to pay with domestic wire for a $15.00 flat fee. Ramp will withdraw funds via an ACH debit from your connected bank account on the scheduled date.
- Payments can take between 0–5 business days. Delivery estimates are not guaranteed and may be updated after payment initiation.
- Bills that are fully approved before 1:00 PM ET on the scheduled date will be sent to the vendor within the same business day. In most cases, funds arrive at the vendor's bank the same day or within 1 business day. Delivery beyond that is uncommon but may occur if the receiving bank delays processing.
### Same-day domestic wire eligibility
Same-day domestic wire may not be available due to the following categories:
- **High Bill Amount:** To ensure secure payment delivery, Ramp does not offer same-day domestic wire delivery for higher bill amounts.
- **Outstanding Balances:** If you have any outstanding balances owed to Ramp, same-day domestic wire may not be available for your bill payment.
- **Vendor Bank:** Certain receiving banks, particularly to new vendors, are considered higher risk. As a result, Ramp cannot offer same-day delivery to these banks to reduce risk and potential fraud.
### When are bills marked as paid:
Bill payments via wire will be marked as paid in your connected accounting provider once Ramp withdraws (debits) funds from your connected account which may take 1 business day. The bill payment will be marked as paid in Ramp once the bill payment funds have been credited and received by your vendor.
## Paying by check
Bill Pay allows you to pay vendors by check when their mailing address is in the US, Guam, Puerto Rico, or the US Virgin Islands. Here's helpful information to know when making check payments
### Regular delivery:
**Payment timeline:**
If you pay from an external bank account, check payments involve two sequential phases: Ramp first debits your account via ACH (2-5 business days to process), then issues and delivers a paper check to your vendor (4-7 business days). If a check is not cashed within 180 days of issuance, Ramp will automatically void it. If you pay from a Ramp Checking Account, funds are debited internally, so only the mailing phase applies.
You can track a check payment's progress on the bill detail page in [**Bill Pay**](https://app.ramp.com/bills):
- **Check scheduled** — payment is queued for the scheduled date; the check has not yet been printed or mailed
- **Check mailed** — funds have been debited and the check has been printed and entered the mail stream. A downloadable check image becomes available from the bill detail page (see [How to view check images](#how-to-view-check-images-pre--and-post-deposit)).
- **Paid** — the vendor has deposited the check and it has cleared
**Standard check fee:** Standard check payments cost $1.99 per transaction effective June 1, 2026, with a 3-month grace period for active Bill Pay customers with at least 1 bill paid before May 1, 2026. If you pay from a Ramp Checking Account, Ramp waives the standard check fee.
**What's printed on the checks:**
Ramp checks will be printed with the bill amount, the name of the business paying, and a check memo pulled from the Vendor Memo field in the Ramp bill. The following will be printed under the signature: "*Ramp Business Corp., as agent."*
Check envelopes will include the vendor's name and address, and display your business address as the return address.
**Delivering Ramp checks:**
Our checks take about 4-7 business days to reach your vendor, and if you schedule a payment for a date beyond six business days, we will ensure it reaches the vendor on time. If you schedule a check payment on a non-business day (holiday or weekend), we will send it on the following business day.
**Note:** Ramp relies on USPS for physical check delivery. While most checks arrive as expected, delivery cannot be guaranteed 100% of the time.
If a check's payment status has stayed at '**Check mailed**' well beyond the expected 4-7 business day delivery window and your vendor confirms they haven't received it, you can cancel and resend the payment by following these steps:
1. Go to the **Bill Pay** section in Ramp.
2. Locate the check payment you want to cancel.
3. Click the **three vertical dots** or open the **Bill Actions** tab.
4. Select **Cancel Payment** .
5. Confirm the cancellation.
Once canceled, you can reinitiate the payment:
- Using the **same method** (check), or
- Choosing an **alternate method** (e.g., ACH, wire transfer).
**Confirming a check payment was successful:**
We do our best to ensure every check payment reaches its intended destination. Once checks are deposited, they are moved from the "Payments" tab to the "Paid" tab within Ramp Bill Pay.
**Canceling a check:**
You can cancel an issued check payment directly in Ramp as long as your vendor has not yet deposited the check. Go to the [**Bill Pay**](https://app.ramp.com/bills) tab, locate the bill payment, click the **three-dot icon** to the far right, and select **Cancel payment**.
Once canceled, the original check is voided and cannot be cashed or reinstated. The bill returns to an unpaid state — you can reschedule payment on the same bill using check or an alternate method such as ACH or wire transfer. You cannot cancel a check after the vendor has deposited it.
**Marking check bills as paid:**
Ramp will mark a bill as paid within your accounting provider once the funds have been withdrawn from your bank account. Check payments will be marked as paid on Ramp when your vendor cashes the check.
### Overnight checks
Ramp enables you to pay vendors using overnight checks through FedEx Standard Overnight, providing a reliable and secure way to ensure next-business-day delivery to eligible vendor addresses. The maximum amount allowed for overnight checks is $1 million per check.
On eligible bills, you will see a drop-down on the check delivery time that will allow you to select overnight delivery for a $20.00 flat fee. Bills with overnight delivery that are fully approved by 1:30 PM EST on the scheduled date will be delivered next-business-day.
### Overnight delivery eligibility
Please note that if a bill is recurring, overnight delivery will not be available within the drop-down. Additionally, if your business or bill falls into one of these categories, your bill may not be eligible for overnight delivery.
- **New to Ramp:** Overnight delivery will become available to your business after a few successful bill payments are made on Ramp.
- **Outstanding Balances:** If you have any outstanding balances owed to Ramp for statement payments in the last 60 days, overnight delivery will not be available for your bill payments.
- **Vendor Address:** Overnight checks cannot be sent to P.O. boxes or to addresses in Alaska, Hawaii, or Puerto Rico.
- **High Bill Amount:** To ensure secure payment delivery, Ramp does not offer overnight delivery for higher bill amounts.
### Check attachments
You can now send printed documents along with your check on Ramp. Check attachments are documents included in the envelope that provide context such as invoices, remittance details, or instructions so payments are applied accurately. They help ensure the recipient knows exactly what the check is for and reduce errors during reconciliation.
You can attach a US-letter sized PDF of up to 5 pages, and a $1 printing fee applies per page. Attachments are printed in grayscale.
At this time, checks with attachments cannot be sent via overnight delivery, and they cannot be batched.
## Paying by SWIFT transfer (USD)
You can now pay your international vendors in USD on Ramp. The maximum amount permitted for international wire (SWIFT USD) transfers is $5 million per transaction.
When setting up a new vendor on Ramp, simply enter the country to which you are paying your vendor. Afterward, you'll be able to either enter your vendor's SWIFT and IBAN (or IBAN equivalent) codes or request that information from your vendor on Ramp.
### Payment timelines:
Ramp will first ACH debit your connected account for the required funds in USD, which may take 1-4 business days. Then, Ramp will wire the payment to your vendor. For most SWIFT transfer payments, vendors are paid within 1–2 business days after conversion. However, in some cases, such as wires to remote regions, delivery may take up to 5 business days due to delays on international payment rails.
### When are bills marked as paid:
Bill payments via wire will be marked as paid in your connected accounting provider once Ramp withdraws (debits) funds from your connected account. The bill payment will be marked as paid in Ramp once the bill payment funds have been credited and received by your vendor.
## Paying cross-border (FX)
You can now pay your international vendors in foreign currency on Ramp.
Similar to international payments in USD above, when setting up a new vendor on Ramp, simply enter the country to which you are paying your vendor. Afterward, you'll be able to enter your vendor's international banking details within Ramp.
### Payment timelines:
Eligible payments funded from a Ramp Checking Account and paid out in EUR, GBP, MXN, BRL, or COP typically arrive within about 30 minutes, 24/7. This faster delivery is available for eligible payments up to approximately USD 1 million, depending on the payout currency, and is not available to businesses in New York State. Review the estimated arrival shown on the bill in [Bill Pay](https://app.ramp.com/bills) before scheduling the payment.
Other payments funded from a Ramp Checking Account skip the external-bank ACH funding period and usually arrive within 1–2 business days after conversion. Payments to remote regions or payments involving multiple intermediary banks may take up to 5 business days.
For payments funded from an external bank account, Ramp first debits the required funds in USD by ACH. This typically takes 1–4 business days, depending on your bank. Once the funds are received, Ramp converts them using competitive exchange rates and delivers the payment to your vendor in their local currency. Delivery usually takes 1–2 business days after conversion or up to 5 business days for remote regions or payments involving multiple intermediary banks.
### When are bills marked as paid:
FX Bill payments will be marked as paid in your connected accounting provider once Ramp withdraws (debits) funds from your connected account. The bill payment will be marked as paid in Ramp once the bill payment funds have been credited and received by your vendor.
## Paying by stablecoin
> **Beta.** This feature is currently in Beta.
Bill Pay lets you pay vendors in stablecoin. You can pay in USDC or USDT, and payments are global — they can be sent to any country. There is no fee to send stablecoin payments.
Your vendor needs a stablecoin wallet to receive payment. They can add one through the [Ramp Vendor Portal](/ramp-vendor-portal), or you can send them an email to set it up when you add them as a vendor.
Stablecoin payments are not available to customers in New York State.
### Payment timelines
Delivery time depends on how you fund the payment:
- **Ramp Stablecoin Account:** payments are processed and delivered within 5 minutes, 24/7.
- **Ramp Checking Account:** most payments are processed and delivered within 5 minutes, 24/7.
- **External bank account:** Ramp first processes your incoming payment before the outgoing payment is initiated, which adds time before delivery.
The [Bill Pay](https://app.ramp.com/bills) payment page shows clear information about when to expect your payment to settle.
### When are bills marked as paid:
Stablecoin bill payments follow the same rule as other payment methods. The bill payment is marked as paid in your connected accounting provider once Ramp withdraws (debits) funds from your funding account, and marked as paid in Ramp once the bill payment funds have been credited and received by your vendor.
## Paying outside of Ramp
If a bill needs to be paid with a payment method outside of Ramp, such as Zelle, Venmo, or a direct bank transfer, you may select your payment type as "I won't pay this with Ramp."
If this payment method is selected, your bill will still be routed through the approval chain. Once payment is completed, return to Ramp and manually mark the bill as paid.
For QuickBooks Online and NetSuite, Ramp can sync the bill payment after you mark the bill as paid in Ramp. Ramp asks for the payment date and the mapped cash or bank account used for the payment before syncing. If you already recorded the payment directly in QuickBooks Online or NetSuite, use **Mark as synced** instead of retrying payment sync so Ramp does not attempt to create a duplicate bill payment. For other accounting providers, Ramp syncs the open bill, but you must record or match the payment in your accounting provider manually.
### Mark a paid-outside-Ramp bill as unpaid
If a bill was manually marked as paid after being paid outside Ramp, a user with [permission to modify bills](/employee-roles-and-permissions-on-bill-pay) can reopen it from [**Bill Pay** > **History**](https://app.ramp.com/bill-pay/bills/history):
1. Open the paid bill and select **Mark as unpaid** from its actions menu.
2. Review the accounting impact shown in the confirmation, then click **Mark as unpaid**.
Ramp marks the bill as unpaid and removes the manual payment details while preserving the payment record in the bill's history. This action is available only when the bill has one completed payment and its payment method is Pay outside of Ramp. It does not reverse the payment that was made outside Ramp.
If the payment synced to your accounting provider and Ramp supports voiding payments for that connection, the confirmation states that Ramp will also void the payment in your accounting provider. Otherwise, reverse the payment in your accounting provider manually.
## Payment notifications
Paying fast doesn't mean paying in the dark. Bill Pay notifies employees of the correct information through email and Slack. You can always see the status of your bills in any of the Bills pages.
**Email (only to Accounts Payable and Admin roles if they created the bill)**
- The payment was failed, returned, or changed
**Slack (business alerts channel)**
- Payment was sent
- The payment was failed, returned, or changed
For vendor-facing payment notifications, see [Automatic vendor payment notifications](#automatic-vendor-payment-notifications) below.
## Automatic vendor payment notifications
When you pay a bill through Ramp using ACH, wire, check, or cross-border transfer, the vendor automatically receives email notifications from **communications@ramp.com** — no manual action is required. For successful payments, Ramp sends notifications at two points:
- **Payment initiated** — sent when the payment is funded and in transit to the vendor
- **Payment delivered** — sent when the payment is completed and funds have arrived
Card-paid bills use different notification flows — see [Pay Bill Pay invoices via Ramp card](/pay-bill-pay-invoices-via-ramp-card) for details on card payment notifications.
These emails include your business name, the vendor name, invoice number, payment amount, payment date, and estimated or actual arrival date. If you added a vendor memo to the bill, it is included in the email. The delivery notification also includes a link for the vendor to download a remittance receipt.
To change which email address receives these notifications, update the default contact email on the [vendor's profile](/vendor-management-on-ramp). If the vendor has signed up for the [Ramp Vendor Portal](/ramp-vendor-portal), notifications are sent to their portal account email instead, and the vendor can manage their notification preferences from their portal account, including opting out of specific notification types.
If your business is on [Ramp Plus](/ramp-plus-overview), batch payments send the vendor a single notification covering all bills in the batch. See [Batch payments on Ramp Bill Pay](/batch-payments-on-ramp-bill-pay) for details on batch payment remittance.
## Receipts and remittance advice
Ramp makes it easy to track vendor payments by tracking receipts alongside your bills. Receipts are an easy way to help locate payments and provide vendors with confirmation that a payment has been completed.
### Downloading receipts
You can download the receipt as a PDF to save for your own records or to send to vendors directly.
1. To get started, navigate to the **Bill Pay** tab on Ramp
2. Click on **History** to locate the desired bill
3. In **History,** you have the option to download the receipt under the **Actions** column
### Receipt details
The receipt PDF contains the following:
- Business Name and Vendor Name
- Contact Details for Both Parties
- Invoice Date
- Invoice Number
- Related Purchase Order Number (if available)
- Payment Method and Currency
- Invoice Description
- Payment Amount and Date
Based on the payment type, we also provide details that help banks locate payments:
- **Check:** Check Number or Check Image (if available)
- **ACH:** Trace IDs (if available) and Vendor Account Details
- **International Wire** : Payment ID, Banking Partner ID or Reference number, and Vendor Account Details (if available). For payments processed through Wise, the receipt may also include an MT103 reference and banking partner reference — these are especially useful for tracing delayed payments
For ACH and wire payments, if a payment shows as completed in Ramp but your vendor has not received it, send your vendor the payment date and the locating details shown in the remittance receipt. Your vendor can provide those details to their bank to trace the payment.
### How to view check images (pre- and post-deposit)
If you need proof that a check has been mailed or deposited—for record-keeping, vendor follow-up, or dispute resolution—you can access check images directly from the bill details view.
Here’s how to find them:
1. Go to the **Bills** tab and click on the relevant bill
2. Scroll to the **"Keep an eye out for this payment"** section
3. Click the **down arrow** to expand the details
4. You’ll see one or both of the following check images, depending on the bill’s status, and you'll have the option to **Download check**
### Pre-deposit image (check in the mail)
- This is the check that was mailed out to the vendor
- Available once the bill status is **"Check in the mail"**
- Useful for confirming payment was issued
### Post-deposit image (check deposited)
- This is the image from the **bank of first deposit** , confirming the vendor deposited the check
- Available once the bill status is **"Paid"**
- Useful for verifying the check cleared successfully
If you have trouble locating a check image or need assistance with a specific payment, please [contact Ramp Support](/how-to-contact-ramps-support-team).
## Vendor payment accelerations
For eligible payments, Ramp offers vendors the option to accelerate their payments via same-day or real-time payments (RTP) rails, for a small fee.
This fee is *paid by the vendor,* is facilitated by Ramp, and in no way affects your side of the payment.
In the event you would like to disable this option for your vendors:
1. Go to the **Bills** tab
2. Click **Settings**
3. Under **Permissions** , unselect "Enable Vendor Payment Acceleration".
## How bill payments appear in your bank statement
When Ramp processes a bill payment, the debit from your bank account includes a description that helps you identify it. The exact format depends on the payment method and whether the bill is a single or [batch payment](/batch-payments-on-ramp-bill-pay).
### ACH payments
For a single ACH bill payment, your bank statement shows the vendor name alongside identifying details:
- **If the bill has an invoice number:** Your bank statement shows the vendor name and the invoice number. Your vendor's bank statement shows your business name and the invoice number.
- **If the bill has no invoice number:** Your bank statement shows the vendor name and `BILL PAY`. Your vendor's bank statement shows your business name and `BILL PAY`.
For example, if your company is Cafe Kramer and you are paying invoice 018 to Jerry Donuts, you will see `JERRY DONUTS 018` on your bank statement. Jerry Donuts will see `CAFE KRAMER 018` on theirs.
If you are paying Jerry Donuts and the bill has no invoice number, you will see `JERRY DONUTS BILL PAY` on your bank statement. Jerry Donuts will see `CAFE KRAMER BILL PAY` on theirs.
> **Note:** Banks may display these fields differently. Some banks show an additional detail line that includes the invoice number, vendor name, and "via Ramp."
### Batch ACH payments
For [batch payments](/batch-payments-on-ramp-bill-pay), a single debit covers multiple bills to the same vendor. Your bank statement shows the vendor name and the Ramp Payment ID. The detail line includes the Payment ID, vendor name, and the number of bills in the batch.
For example, if you are paying 3 bills to Jerry Donuts in one batch, your bank statement shows `JERRY DONUTS [Payment ID]` with a detail line like `[Payment ID] JERRY DONUTS for 3 bills`. Invoice numbers are not included in batch ACH descriptions due to character limits.
You can find the Payment ID in [**Bill Pay**](https://app.ramp.com/bills) by clicking into a batched bill and opening the batch payment drawer.
### Payments from a Ramp Checking Account
When you pay a bill from your [Ramp Checking Account](/ramp-checking-account-overview), Ramp debits the funds internally rather than initiating an ACH debit from an external bank account. This means no entry appears on your external bank statement. Instead, the payment appears in your Ramp Checking Account transaction history as `Bill #[invoice number] - [Vendor Name]` (or `Bill - [Vendor Name]` if no invoice number is present).
To view these transactions, go to [**Business Banking**](https://app.ramp.com/treasury) in Ramp. If you have a [bank feed](/ramp-checking-account-bank-feeds) connected to your accounting provider, the payment appears as an unmatched transaction for reconciliation.
## Frequently asked questions
### Are there any fees for using Ramp Bill Pay?
Fees vary by payment method:
- **Standard ACH payments** : $0.59 per transaction (effective June 1, 2026, with a 3-month grace period for active Bill Pay customers with at least 1 bill paid before May 1, 2026)
- **Same-day ACH payments** : $10 per transaction
- **Domestic wire transfers** : $15 per transaction
- **International wire (SWIFT USD) payments** : $20 per transaction
- **Standard check payments** : $1.99 per transaction (effective June 1, 2026, with a 3-month grace period for active Bill Pay customers with at least 1 bill paid before May 1, 2026)
- **Overnight check delivery** : $20 per transaction
- **Check attachments** : $1 per page
- **Stablecoin payments** : no fee
These fees are summarized at the end of each monthly billing period in an itemized statement. More information about these fees can be found here: [Bill Pay fees](/bill-pay-fees).
### Can I use Zelle to pay a bill, vendor, or individual through Ramp?
No. Ramp does not support Zelle as a payment method. You cannot send Zelle payments through Ramp or collect Zelle details as vendor payment information. To pay a bill in Ramp, use ACH, domestic wire, check, SWIFT transfer, or a Ramp card if your vendor accepts Visa. If you pay from a Ramp Checking Account and your vendor's bank supports the RTP network, you may also be able to use RTP.
If you already paid a vendor via Zelle outside of Ramp, you can still track the bill in Ramp by selecting "I won't pay this with Ramp" as the payment method and manually marking the bill as paid once payment is complete. See [Paying outside of Ramp](#paying-outside-of-ramp) for details.
### Can I print Bill Pay checks myself instead of having Ramp mail them?
No. Bill Pay only supports mailed check payments. When you choose **Check by mail**, Ramp mails a physical check to your vendor's mailing address.
### Why was my payment debited later than the scheduled date?
Payments are initiated on the scheduled date, but ACH debits typically clear by the next business day due to NACHA settlement processes. For example, a payment initiated on Feb 2nd may clear by the next business day. Bill Pay syncs to the customer's ERP after the debit clears, ensuring accurate accounting.
### How can a Vendor check the status of a payment?
Vendors have the option to create an account in the **Ramp Vendor Portal**. Once registered, they can sign in at any time to view payment statuses, download remittance information, and manage their account details. Vendors can accept [Faster Payments for the fee shown in their offer, typically 1%](/faster-payments). Faster Payment offers are not guaranteed and are completely optional.
If a Vendor reaches out asking for proof or status of payment, we recommend directing them to the Vendor Portal. You can share the following article with them to get started: [Ramp Vendor Portal: How to create and use your account](/ramp-vendor-portal)
### Why is my payment stuck in "Scheduled" status?
If a payment remains in **Scheduled** status and is not processing, check the payment date. A payment will not be released until the scheduled payment date arrives. If the date was entered incorrectly (for example, a far-future year due to a data entry error), the payment will remain in Scheduled status until that date. To fix this, select the bill in **Bill Pay** and use **Edit payment date** to correct it. If editing is not available, use **Unschedule** to remove the date, then reschedule with the correct date.
### I see the error "Cannot retry payment without replacing invalid source bank account details!" — what do I do?
This error means the bank account Ramp uses to fund the payment is no longer valid — typically because the connected bank account was removed or needs to be re-verified. To resolve:
1. Re-add and verify your bank account. See [Ramp bank connections overview](/ramp-bank-connections-overview) for steps.
2. Navigate to [**Bill Pay**](https://app.ramp.com/bills) **> Settings** and set the re-added account as the **Default payment account** .
3. Return to the failed bill and retry the payment.
### Which timezones are used to define business days and cutoff times for payment processing?
All Bill Pay processing windows, business day calculations, and cutoff times are based on Eastern Time (ET), including Daylight Saving Time adjustments.
- **Same-day ACH:** bills must be fully approved by 3:50 PM ET for same-day remittance
- **Domestic wires:** bills must be fully approved by 1:00 PM ET for same-day sending
- **ACH batches:** ACH files are processed in evening batches (e.g., 4:45 PM, 6:45 PM, 8:45 PM ET), and the standard ACH settlement cutoff is typically around 1:15 AM ET on the following business day
If you schedule or approve a payment after these cutoffs, it will be treated as submitted on the next business day in Eastern Time.
---
# Payments Runs on Ramp Bill Pay
> Official Ramp Help Center article. Topic: Bill Pay / Manage Bills. [View the canonical page](https://support.ramp.com/payments-runs-on-ramp-bill-pay).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
Payment runs allow AP teams to group payments together for batch review and release. Instead of releasing payments one by one, an AP team member can prepare a payment run and a Payer can then review and release the entire run at once.
Payment runs are ideal for teams where the person entering bills and managing payments is different from the person authorizing payment release.
Payment runs are an opt-in feature that builds on top of [payment step approvals.](/bill-pay-payment-release) Once enabled, you can create runs from the Payments tab, but payments can still be released individually. Payment runs are optional even when the feature is turned on.
## Enabling payment runs
To enable payment runs:
1. Navigate to **Bill Pay > Settings** (the three-dot menu in the top right corner).
2. Click the **Approvals** tab.
3. Toggle on **Allow creation of payment runs for release** .
> **Note:** Payment step approvals must be enabled before the payment runs toggle will appear. If you don't see this option, ensure that payment release approvals are turned on first.
## Creating a payment run
To create a payment run:
1. Go to the **Payments** tab within Bill Pay.
2. Use filters and sorts to find the payments you'd like to include (for example, filter by bill due date to find everything due in the next week).
3. Select the payments you want to include using the checkboxes.
4. Click **Review payment run** .
5. Review the summary, which shows the selected payments, total amount, and any associated fees.
6. Click **Create payment run** to confirm.
**What makes a payment eligible for a run:**
A payment can be added to a run only if all of the following are true:
- The bill is **fully approved, but payment is pending release**
- The bill is **not missing information** such as pending vendor edits or missing payment details (excluding payment date)
*Video of user adding payments to a run and then releasing payments from the run*
## Reviewing and releasing payment runs
Once payment runs are created, they appear as tiles at the top of the Payments table. Click a tile to filter the table down to the payments in that run.
Runs are automatically categorized based on their status:
- **Upcoming** - None of the payments in the run have been initiated yet
- **Active** - At least one payment has been initiated, but not all have been completed
- **Historical** - All payments in the run have been paid
**Adding and removing payments:**
- You can add eligible payments to a run or remove payments from a run until the run is fully released.
- You can also **move a payment from one run to another** — for example, shifting a payment from this week's run to next week's run.
- A payment can only belong to **one run at a time** .
**Releasing a run**
As a Payer, you can release payments from a run in several ways:
- **Release all** — release every payment in the run at once.
- **Selectively release** — release individual payments from within the run.
**Auto-batching within runs**
If multiple payments in the same run are going to the same vendor using the same payment method, they will be **automatically batched** after release. However, auto-batching only applies **within a single run**:
- Payments in **different runs** will not be auto-batched together.
- A payment **inside a run** and a payment **outside of a run** will not be auto-batched together.
- Payments that are both **outside** of any run will still be auto-batched as usual.
## Turning off payment runs
If you disable the payment runs feature in Settings, current and historical payment runs data are **permanently cleared**. Payment states will not otherwise be affected.
- All existing run groupings are **permanently deleted** . This action cannot be undone.
- If you **re-enable** payment runs later, previous groupings are **not restored** . You will start fresh.
- The vendor payment release state and any pending or active money movement is not affected by disabling payment runs.
## Frequently asked questions
### Can a payment be in multiple runs?
No. A payment can only belong to one payment run at a time. You can move a payment from one run to another, but it cannot be in two runs simultaneously.
### Who can create and manage payment runs?
Admin and Accounts Payable roles can create and manage payment runs by default. This is controlled by a distinct permission. Anyone with the ability to view payment details has view access to payment runs.
### Can I release payments without adding them to a run?
Yes. Payment runs are optional even when the feature is enabled. You can continue to release individual payments directly from the Payments tab or from the Payment Details Drawer without adding them to a run.
### Can I add payments to a run after payment release?
No. Payments can only by added to a run during the payment release step.
### How do I know which payments have been added to a run?
Payments that have been added to a run will show a signal on both the Bills and Payments tables. You can also filter by payment run on either table.
### What happens when I turn off payment runs after creating runs?
Existing run groupings are removed and permanently cleared. Groupings will not be restored if the payment runs setting is re-enabled. The vendor payment release state and any pending or active money movement is not affected.
---
# Batch payments on Ramp Bill Pay
> Official Ramp Help Center article. Topic: Bill Pay / Manage Bills. [View the canonical page](https://support.ramp.com/batch-payments-on-ramp-bill-pay).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
There's way more—check [here](https://ramp.com/pricing) for the complete list of features.
The Batch Payments feature allows you to streamline your payment process by paying multiple bills to a single vendor in one transaction, rather than handling each bill separately. This is particularly useful for businesses managing a large volume of invoices, helping you and your vendors save time and simplify reconciliation.
Please note, payments are batched on a **per vendor** basis. Ramp cannot batch a payment across multiple vendors (e.g. a single debit and multiple credits).
The following payment methods can be batched: ACH, Check, SWIFT, and International and Domestic Wires. We do not currently support batching card payments, or payments marked as "paid outside of Ramp."
## Auto-batching set up
Auto-batching can be enabled from the Bill Pay settings, under the Payments tab
## Vendor filter
By default, auto-batching will be turned on for all vendors. However, if there is a preference to include or exclude specific vendors, you can do so by setting a vendor filter for auto-batching within Bill Pay settings.
## How bills are batched
With automatic batching, Ramp will automatically group together bills into one combined batch payment if they are going to the same vendor, with the same payment date and payment details (method, timelines, source/destination accounts). Please note, a bill cannot be added to a batch if either the bill or the batch has initiated payment
- For customers who are using our [Payment Release approval feature](/bill-pay-payment-release) , bills will be batched after payment release, and upon any updates made to bills post-release.
- For customers who are ***not*** using our Payment Release feature, bills will be batched after bill approval, and upon any updates made to bills post-approval.
### Batching limits
- Up to 500 bills can be included in a single batch
- There is a $1 million cap per batch for ACH, check, and domestic wire payments. International payment limits, including SWIFT, vary by currency and payment method. See [Bill payment methods and timelines](/bill-payment-methods-and-timelines) for current payment-method limits.
Eligible bills that exceed batch limits will automatically spill over to the next batch.
- For example, if there are 502 eligible bills for a batch, we will automatically batch the first 500 into a batch and then group the remaining 2 into another batch.
- Similarly, if you have 3 bills of $500K each to the same vendor on the same day, Ramp will create 2 batch payments, the first one of $1M with 2 bills and the second one of $500K with the 3rd bill, so as not to go over the $1M limit per payment.
### Viewing and reviewing batched bills
**From the Bill Pay table**
In the **Payment required** and **History** views, bills can be grouped by **Batch** to show which bills will be paid together.
**From the individual bill**
Open a batched bill and select **View payment** or **View payments**. If your company has access to the Payments dashboard, the action opens that dashboard; otherwise, it opens the batch payment drawer.
For a scheduled batch, select **Unschedule payment** to unbatch the bills. For an initiated payment, **Cancel** is available only when the payment is eligible for cancellation.
## Batch payment remittance - how payers and vendors reconcile batch payments
### Emails
Ramp sends initiation and delivery emails to eligible payer and vendor users.
Initiation emails and full-detail delivery emails contain the included invoices and payment tracking information, such as bank trace IDs for ACH payments or check numbers for check payments. Some payer delivery emails show only a subset of the bills the recipient can access and omit payment tracking details.
| Example payer initiation email | Example vendor initiation email |
| --- | --- |
|  |  |
### Payment ID
Some payment methods generate a unique Payment ID. When available, a batch has one Payment ID for all included bills, and full-detail payer and vendor emails contain the ID.
When available, payers can find the Payment ID near the top of the payment drawer. Open the drawer by selecting **View payment** or **View payments** on a batched bill.
You can also search by Payment ID in the bill's table.
### ACH and check memos
For ACH payments, we include the following messages in your and your vendor's bank feeds. We do not include invoice numbers due to the 80-character limit.
- Your bank feed: \{ **Payment ID** } \{Vendor name} for X bills
- Your vendor's bank feed: \{ **Payment ID** } \{Your business name} for X bills
For check payments, the memo begins with the Payment ID followed by the number of bills and as many invoice numbers as fit within the 400-character limit. If you entered individual check memos on each bill, the batch payment memo overrides them.
- \{ **Payment ID** } X bills: \{Invoice numbers}
## Batch payment accounting
Ramp syncs the batch payment only when its payment status and accounting details are ready. Each included bill is marked Paid after the batch payment completes.
Below is a screenshot of an example of how a batch payment will be represented in Xero. In the example, 2 bills to the vendor "Xero Vendor" of $55 and $100 were paid with a single batch payment of $155.
---
# Partial payments on Ramp Bill Pay
> Official Ramp Help Center article. Topic: Bill Pay / Manage Bills. [View the canonical page](https://support.ramp.com/partial-payments-on-ramp-bill-pay).
## Overview
Partial payments let you split a single bill into multiple payments so you can pay an invoice over time instead of all at once. You can create up to 20 payments on one bill, track the remaining balance, and manage each payment separately in Ramp Bill Pay.
Partial payments are available to all businesses whose ERP supports partial payments. See [ERP support](#erp-support) for the list of supported accounting providers.
Partial payments are available for standard Bill Pay bills. Draft bills and recurring bills are not currently supported.
To split a bill across multiple card payments, see [Pay one bill with multiple card payments](/pay-bill-pay-invoices-via-ramp-card#pay-one-bill-with-multiple-card-payments).
## How partial payments work
- Split one bill into up to 20 payments.
- Schedule the first payment and leave the remaining amount unscheduled, or schedule multiple payments in advance.
- Track the remaining balance on the bill separately from the total bill amount.
- View each partial payment as its own payment in the Payments table.
- Once all partial payments are completed, the bill status updates to **Paid** .
## How partial payments appear in Ramp
- In the **Bills** table, Ramp shows the amount remaining while a bill is only partially paid.
- In the bill details view, Ramp shows a payment summary for the bill and lets you open the linked payments.
- In **Bill Pay > Payments** , each partial payment appears as its own payment record so you can track payment-level status and actions.
*Bill details view with one partial payment paid and the next partial payment awaiting release*
## Create and manage partial payments
1. Open the bill you want to pay in [Bill Pay](https://app.ramp.com/bill-pay/bills).
2. If you're viewing an existing non-draft bill, click **Edit** to open the bill form.
3. In the payment section, click **Split payment** or **Add split** .
4. Enter the amount for each payment. Ramp tracks the remaining balance as you go.
5. Set payment dates for any payments you want to schedule now. You can leave later payments unscheduled and return to them later.
6. Review the payment details for each payment and save your changes.
7. Manage each partial payment from the bill or the Payments tab until it is initiated.
*Creating two partial payments from the bill payment details view*
For supported payment rails and timing expectations, see [Bill payment methods and timelines](/bill-payment-methods-and-timelines).
## Editing and release
- You can edit an individual partial payment until it is initiated.
- Once the first payment is initiated or completed, you can no longer change the vendor, the total bill amount, or the payment details on the initiated payment.
- If the first payment fails, those fields can be edited again.
- If your business uses payment release, partial payments are eligible for payment release and are released individually. To learn more, see [Bill Pay payment release](/bill-pay-payment-release) .
- Bills with partial payments must be reviewed individually for release. Some bill-level bulk actions are not available for bills with partial payments.
## Emails
For partial payments, Ramp sends the vendor's payment notification from **communications@ramp.com** to the vendor's default contact email. If the vendor is enrolled in Ramp Vendor Portal, the notification goes to their portal account email instead. To change which email address receives these notifications, update the default contact email on the vendor's profile (or the portal email for Vendor Portal vendors). For more information about vendor notifications, see [Bill payment methods and timelines](/bill-payment-methods-and-timelines#automatic-vendor-payment-notifications).
The email shows the full invoice total and lists each split payment separately so the vendor can see what has already been paid and what is still scheduled. Completed payments are labeled **Completed** and can include details such as the payment amount, payment type, payment date, estimated arrival date, and Payment ID. Upcoming payments stay listed below the completed payment with their payment amounts and payment types.
*Vendor payment email for a bill with three partial payments*
## Supported and unsupported features
### Supported capabilities
- Up to 20 payments on a single bill
- Card payments
- ACH, check, and domestic wire payments
- Leaving later payments unscheduled
- Multiple partial payments on the same bill scheduled for the same date
- Different supported payment methods on the same bill
- Separate payment records for each partial payment in the Payments table
- Remaining balance tracking in the Bills table
### ERP support
- Supported: Acumatica, QuickBooks, NetSuite, Sage Intacct, Xero, Zoho Books, Microsoft Dynamics Business Central, and Microsoft Dynamics Finance & Operations
### Not supported yet
- Vendor credits on bills with partial payments
- Draft bills
- Recurring bills
- FX payments
- Manual payments
- Automatic card payments
- Batch payments for partial payments
## Frequently asked questions
### Can I schedule only one payment and add the rest later?
Yes. You can schedule the first payment and leave the remaining amount unscheduled until you are ready to add more payments.
### Can multiple partial payments on the same bill use the same payment date?
Yes. Multiple partial payments on the same bill can be scheduled for the same date.
### Can I edit a partial payment after I create it?
Yes. You can edit a partial payment until it is initiated.
### How do I view the payments after I split the bill?
You can open the bill to view its payment summary, or go to **Bill Pay > Payments** to view each partial payment as a separate payment record.
### Can I change the bill after the first payment is initiated?
Once the first payment is initiated or completed, you can no longer change the vendor, the total bill amount, or the payment details on the initiated payment. If the first payment fails, you can edit those fields again.
### Can I bulk release bills with partial payments?
No. Bills with partial payments must be reviewed individually for release.
### Which accounting providers support partial payments today?
Partial payments are supported for Acumatica, QuickBooks, NetSuite, Sage Intacct, Xero, Zoho Books, Microsoft Dynamics Business Central, and Microsoft Dynamics Finance & Operations.
### How do I get access to partial payments?
Partial payments are available to all businesses whose ERP supports partial payments. See [ERP support](#erp-support) for the list of supported accounting providers.
### Can I use different payment methods on the same bill?
Yes. You can select a different supported payment method for each payment.
### Can I pay one bill with multiple card payments?
Yes. Each card payment independently uses its own card option, amount, and date, and you can mix a single-use card and an existing card on one bill. See [Pay one bill with multiple card payments](/pay-bill-pay-invoices-via-ramp-card#pay-one-bill-with-multiple-card-payments).
### Can I use vendor credits with partial payments?
No. Vendor credits are not supported on bills with partial payments. To learn more about vendor credits for standard bill flows, see [Vendor credits / Credit memos on Ramp Bill Pay](/vendor-credits-credit-memos-on-ramp-bill-pay).
### Can I use partial payments on recurring bills?
No. Partial payments are not available for recurring bills.
### What is the difference between partial payments and batch payments?
Partial payments split one bill into multiple payments over time. Batch payments combine multiple bills for the same vendor into one payment. To learn more, see [Batch payments on Ramp Bill Pay](/batch-payments-on-ramp-bill-pay).
### What is the difference between partial payments and recurring bills?
Partial payments split one existing bill into multiple payments. Recurring bills automatically create future bills on a schedule. To learn more, see [Creating and managing recurring bill payments on Ramp's Bill Pay](/creating-and-managing-recurring-bill-payments-on-ramps-bill-pay).
---
# Pay Bill Pay invoices via Ramp card
> Official Ramp Help Center article. Topic: Bill Pay / Manage Bills. [View the canonical page](https://support.ramp.com/pay-bill-pay-invoices-via-ramp-card).
## Overview
Ramp Bill Pay lets you use both your existing cards and single-use Ramp cards, to pay your bills. This is a great way to take advantage of earning cashback if your vendor accepts Visa.
You can also [pay one bill with multiple card payments](#pay-one-bill-with-multiple-card-payments).
The card option you select determines how the card is delivered and how its transaction is matched.
## Types of card payments
You can choose from 4 different card payment types on Ramp, depending on what best aligns with your workflow and vendor relationship.
### Auto-pay with card (one-time card)
Ramp will automatically enter the card details in the payment portal on the bill's due date — so you can just sit back, relax, and let Ramp pay your bills for you.
- Ramp will check if the invoice is eligible for auto-pay at the time of draft creation. To be eligible, the invoice needs to:
- have been generated by Intuit QuickBooks
- accept card as a payment method
- be less than or equal to $100,000 USD
- If auto-pay is selected, we'll spin up a one-time virtual card set with a limit that matches the invoice amount.
- Ramp will execute the payment automatically on the due date, assuming the bill is fully approved by then. If the bill is approved post-due date, then Ramp will execute the payment the day that the bill is fully approved.
- The invoice will have a status of 'payment processing' as the transaction is still pending.
- Once the transaction clears, the bill will update to 'paid' and Ramp will automatically match the transaction to the bill.
- Ramp will email you to let you know the bill has been paid, and Intuit QuickBooks will email the vendor to let them know they have been paid.
### Send card to vendor (one-time card)
- Any invoice is eligible for this payment method.
- If selected, we'll spin up a one-time virtual card set with a limit that matches the payment amount. For a bill with a single payment, the payment amount is the bill total; for a bill split into [multiple card payments](#pay-one-bill-with-multiple-card-payments), each single-use card matches its own payment amount.
- Ramp will email the card details securely to the default vendor contact on the due date, given the bill is fully approved before then. If the bill is approved post-due date, then Ramp will send the card details on the same day that the bill is fully approved.
- Once the card is swiped and the transaction clears, Ramp automatically matches the transaction and marks its payment paid. A bill split into multiple card payments is marked paid once all of its payments are complete.
### Use card myself (one-time card)
- Any invoice is eligible for this payment method.
- If selected, we'll spin up a one-time virtual card set with a limit that matches the payment amount. For a bill with a single payment, the payment amount is the bill total; for a bill split into [multiple card payments](#pay-one-bill-with-multiple-card-payments), each single-use card matches its own payment amount.
- Once the bill is fully approved, you can manually apply the card details to the vendor's payment portal or share the card details with the vendor.
- Once the card is swiped and the transaction clears, Ramp automatically matches the transaction and marks its payment paid. A bill split into multiple card payments is marked paid once all of its payments are complete.
### Use card myself (existing card)
- Any invoice is eligible for this payment method.
- You can choose to either select a specific card that you typically use to pay that vendor, or if you don't have access to the card that will be used for payment, select the option 'someone else's card.'
- If you choose a specific card and the transaction has already been made, you can optionally pre-match the transaction to the payment. Once the bill is fully approved, we'll finalize the match and mark that payment paid. A bill split into multiple payments is marked paid once all of its payments are complete.
- Otherwise, you may choose to pay your vendor through their payment process at any point.
- Please note that you'll have to contact your vendor and/or enter the card details on the vendor’s payment portal yourself. Ramp isn't able to send card details for existing Ramp cards directly to the vendor at this time.
- Once the transaction has cleared and the bill has been approved, you'll be able to match the transaction to its payment, which marks that payment paid. A bill split into multiple payments is marked paid once all of its payments are complete.
## One-time card vs existing card
Below is a breakdown of how these card types are different. Generally we recommend using one-time cards to pay bills, as these are more secure than existing cards.
- **Existing Ramp card -**
- Cards that have already been created and exist independent of Ramp Bill Pay.
- These limits are set outside of Bill Pay and are independent of the bill limits.
- **Single-use Ramp card -**
- Cards created in relation to a specific bill.
- Unique virtual card generated once all bill approvals have been met.
- The card limit is set to the exact payment amount, and over-amount swipes are declined. By default, if the card is swiped for less than the payment amount, Ramp keeps the cleared amount and creates a separate payment for the remainder; your business can require exact-amount swipes instead. See [Auto-splitting single-use card payments](#auto-splitting-single-use-card-payments). For a bill with [multiple card payments](#pay-one-bill-with-multiple-card-payments), each single-use card is tied to one payment.
- After a successful swipe that completes the payment, the card locks automatically. Additional swipe attempts will be declined.
## Locking single-use cards
Single-use cards will auto-lock in the following conditions:
- **After the first successful swipe** — Once the card is charged and the transaction clears, the card locks immediately and cannot be used again.
- **Time-based auto-lock** — If the card is not swiped, it will auto-lock after a set period:
- If card delivery is enabled, the single-use card will auto-lock 14 days after initial email delivery.
- If card delivery is **not** enabled, the single-use card will auto-lock 21 days after bill approval.
> **Note:** A declined swipe does **not** lock the card. If a vendor swipes for the wrong amount and the transaction is declined, they can retry for the correct amount.
You may also manually lock the card by navigating to the 3 dots menu on the bill and clicking the **Cancel Delivery**option or by locating the card in the**Cards**tab and clicking the**Lock**button.
## How transactions get matched to bills
### Existing Ramp cards
Once the bill is approved in Ramp, you can search for and match the relevant transaction to it.
Ramp will search through transactions and suggest matches for the bill based on the vendor name and transaction amount on the card. Click the **Search transaction** button to locate the desired transaction and match it to the bill or bills (we support matching a single card transaction to many bills).
Please note card transactions can only be matched if they meet the following conditions:
- The transaction has cleared and is no longer in a pending status
- The transaction hasn't synced over to the accounting provider as a card transaction
- For the transaction to be matched and synced over as a bill payment, it can't be synced as a card transaction
- The transaction amount is equal to the selected bill(s) summed amount
- For example, if there is a $100 transaction, you may match it to one $100 bill or to two $50 bills
Once the transaction is matched, Ramp marks the bill as paid in both Ramp and your accounting provider. For a bill split into multiple payments, only the matched payment is marked paid, and the bill is marked paid once all of its payments are complete.
> **Please note:** The transaction will also be marked as approved, and missing required items will be dismissed. Learn more about match card transaction syncing [below](#how-accounting-works-for-card-bill-payments).
### Single-use Ramp cards
After the vendor uses the single-use card, Ramp automatically matches the transaction to its payment once the transaction clears. When the transaction amount equals the payment amount in the bill's original currency, Ramp marks that payment as paid, and the bill is marked paid once all of its payments are complete. For a bill with a single payment, the payment amount is the bill total.
If the bill and card transaction show different converted amounts, the difference alone does not prevent automatic matching. Do not change the bill amount or match the transaction manually solely because the converted amounts differ.
## Remove a matched card transaction from a bill
For a paid bill matched to an existing Ramp card transaction, a user with [permission to modify bills](/employee-roles-and-permissions-on-bill-pay) can remove the match from [**Bill Pay** > **History**](https://app.ramp.com/bill-pay/bills/history):
1. Open the paid bill and select **Remove transaction** from the bill actions or the matched transaction menu.
2. In the **Remove matched transaction?** confirmation, click **Remove transaction**.
Ramp unlinks the card transaction without deleting it and marks the bill as unpaid. This action is not available for one-time card payments or bills with multiple payments.
If the card payment synced to your accounting provider and Ramp supports voiding payments for that connection, the confirmation states that Ramp will also void the payment in your accounting provider. Otherwise, reverse the payment in your accounting provider manually.
## How accounting works for card bill payments
- For both existing Ramp cards and single-use Ramp cards, once your transaction is matched, Ramp will mark the matched payment as paid and sync over the card transaction as a bill payment. For a bill with a single payment, this marks the bill paid; a bill split into multiple payments is marked paid once all of its payments are complete.
- Note that this means the transaction is no longer recorded the same way as a typical card transaction.
- Instead of increasing the total balance of your credit card liability account directly, the AP liability is shifted to the credit card liability account automatically, and the next payment toward your statement balance reconciles this.
- For customers using Ramp for Multi-Entity, it's important to ensure the transaction entity matches the entity on the bill(s) when you confirm the match.
- Any adjustments or additional journal entries would need to be handled manually in your accounting provider.
## Pay one bill with multiple card payments
You can pay a single bill with more than one Ramp card payment. Ramp tracks each card payment separately — including its amount, card option, payment date, release, transaction match, and status — and the bill stays open until every payment is complete. Splitting a bill into multiple payments is part of [partial payments](/partial-payments-on-ramp-bill-pay), which is in Beta; opt in from [What's new](https://app.ramp.com/features/whats-new).
Each card payment independently uses one card option: **Send card to vendor** or **Use card myself** (single-use cards), or an existing card (**One of my cards** or **Someone else's card**). **Pay automatically** is not available for partial payments. See [Types of card payments](#types-of-card-payments) for a full description of each option.
To set up multiple card payments, choose to pay with a Ramp card and select the card option for the first payment, then select **Split payment** and **Add split** to add more. For each payment, enter an **Amount** (or **Percentage**) and set its card option and payment date. Every amount must be greater than zero, and the sum of payments must match the invoice total. You can create up to 20 payments on one bill, and card limits, available balance, and card controls apply to each card payment.
### Match transactions to card payments
Ramp matches each cleared transaction to one card payment. For a single-use card, Ramp matches automatically when the card and payment amount match. For an existing card, you can optionally attach a transaction while configuring the payment if you already paid the vendor, or select **Match transaction** after it clears and choose a transaction for the same amount; Ramp may also surface **Matching transaction found** for you to **Add to bill**. A transaction that does not match any payment appears on the bill as an unmatched transaction for you to resolve. For matching requirements and accounting behavior, see [How transactions get matched to bills](#how-transactions-get-matched-to-bills).
### Limitations
- Automatic card payments (**Pay automatically**) do not support partial payments.
- Bills with partial payments must be matched separately and cannot be included in a batch payment, which combines multiple bills into one transaction. See [Batch payments on Ramp Bill Pay](/batch-payments-on-ramp-bill-pay).
## Auto-splitting single-use card payments
If a single-use card is swiped for an amount that is less than its payment amount, Ramp splits the payment automatically:
- Ramp matches the transaction to the existing payment and creates a separate payment for the remainder.
- This applies only to single-use cards (**Send card to vendor** and **Use card myself**). Existing-card and automatic card payments are never split this way.
- Transactions for more than the payment amount are declined.
To require exact-amount transactions instead, see [Require exact single-use card transaction amounts](#require-exact-single-use-card-transaction-amounts).
## Require exact single-use card transaction amounts
To require single-use card swipes to match the exact payment amount, turn on **Enforce exact single-use card transaction amounts** in [Bill Pay payment preferences](https://app.ramp.com/bill-pay/bills/overview#/d/bill-pay/settings?tab=payments).
- When enabled, transactions made for less than the payment amount are declined.
## Frequently asked questions
### Can I pay a vendor from an SMS or text-to-pay link?
Ramp does not support automatically starting or completing a Bill Pay card payment from an SMS or text-to-pay link.
If the text link opens the vendor's payment portal, you can still choose one of the manual options in this article and enter the card details yourself: [one-time card](#use-card-myself-one-time-card) or [existing card](#use-card-myself-existing-card). For other supported card-payment options, see [Auto-pay with card](#auto-pay-with-card-one-time-card) or [Send card to vendor](#send-card-to-vendor-one-time-card).
### When should I use a single-use credit card versus an existing Ramp card?
We recommend using a single-use card if you're concerned that the vendor will overcharge or if the vendor relationship is a one-off. An existing card should be used for recurring charges to a vendor.
### Is there a maximum amount that can be charged on the single-use or existing card?
Your maximum amount payable by either card product will depend on your limit and current balance as well as the global limit of 200K for single use cards. Because these are card payments, the amount spent will be added to your current balance. For more information, read [Card limits and Spend Programs](/funds-cards-and-spend-programs).
### For single-use Ramp card delivery, which vendor email does Ramp send the card details to?
Ramp will email the single-use card details to the default vendor contact you have on file for the given vendor.
### For single-use Ramp card delivery, are there reminder emails sent to the vendor email?
Yes. Ramp sends the vendor contact reminder emails 1, 2, 4, and 7 days after the invoice's scheduled payment date. Reminders continue only while the bill is still open and unpaid, and the last reminder is sent on day 7. They stop once the bill is marked paid — which happens after the card is swiped and the transaction clears — or if the card delivery is canceled.
### Can the amount of a single-use card be changed after it has been created?
The single-use card limit is tied to its payment amount and cannot be edited directly on the card. To change the card limit, change that payment's amount:
1. Edit the bill and update the payment amount. For a bill with a single payment, this is the bill total; for a bill split into [multiple card payments](#pay-one-bill-with-multiple-card-payments), update the specific payment.
2. Once the updated amount is approved, that payment's card limit automatically adjusts to match.
This is available as long as the card for that payment has not yet been swiped.
### What if my vendor needs to charge a variable or unpredictable amount?
Single-use cards decline over-amount swipes, so they are not suited for charges that can exceed the payment amount (for example, hotel event overages). For these cases, use the **Existing Ramp Card** payment method instead, which is not subject to the single-swipe or exact-amount restrictions. Under-amount swipes on a single-use card are handled by default — see [Auto-splitting single-use card payments](#auto-splitting-single-use-card-payments).
### Can I pay one bill with multiple card payments?
Yes. Each card payment independently uses its own card payment method, amount, and date, and you can mix a single-use card and an existing card on one bill. See [Pay one bill with multiple card payments](#pay-one-bill-with-multiple-card-payments).
### Can I pay a bill automatically with card and split it into partial payments?
No. Automatic card payments (**Pay automatically**) do not support partial payments.
### Can I pay international bills by card?
Yes. Ramp will now create cards for international invoices in the currency on the invoice.
---
# International transfers on Ramp Bill Pay
> Official Ramp Help Center article. Topic: Bill Pay / Manage Bills. [View the canonical page](https://support.ramp.com/international-transfers-on-ramp-bill-pay).
## Overview
With Ramp, you have the ability to pay your international vendors in USD and in foreign currency using Ramp Bill Pay. You have the ability to upload your vendors payment information, invoices, create and approve your international transfer within 60 seconds. We'll additionally sync your international payment information to your accounting provider automatically.
While international payments in USD are available to most Bill Pay customers, foreign currency bill payments are supported for customers on NetSuite, QuickBooks Online, Xero, Sage Intacct and CSV-based connections.
Businesses based in Nevada, and businesses in certain industries, may not be able to use international Bill Pay or may require Enhanced Due Diligence (EDD). See [Limitations for international Bill Pay](/limitations-for-international-bill-pay) for details.
## Adding an international vendor
To add a new international vendor on Ramp, you can begin by creating a new bill draft or by heading to the [Vendors page](https://app.ramp.com/vendors) and edit your vendor or add new vendor.
When creating or editing your vendor, denote the country where they are located. Note if you forward your invoice or drop your invoice on Ramp, we will attempt to automatically pull this vendor's country.
After choosing your vendors country, you'll be able to add your vendors bank account details. If you are paying your vendor outside of the US, choose add international details.
From there, you can select the currency of the account and add your vendors account details. The **Account Details** fields may change depending on the vendor country and selected currency.
After that, add the other required details for your vendor, save your vendor and continue with the usual Bill Pay creation and approval process.
> **Please note:**
- We currently cannot send checks to your international vendors.
- We do not support intermediary bank selection for SWIFT USD payments. Requests for specific correspondent banks cannot be accommodated.
## Vendor payment timelines and fees
Eligible foreign-currency payments funded from a Ramp Checking Account and paid out in EUR, GBP, MXN, BRL, or COP typically arrive within about 30 minutes, 24/7. This faster delivery is available for eligible payments up to approximately USD 1 million, depending on the payout currency, and is not available to businesses in New York State. Review the estimated arrival shown on the bill in [Bill Pay](https://app.ramp.com/bills) before scheduling the payment.
Other international payments typically arrive within 1–5 business days. Timelines vary by destination country, payment method, intermediary banks, and the recipient's bank.
International payments made via SWIFT USD on Ramp Bill Pay have a flat fee of USD 20 when funded from an external bank account. Ramp waives this fee when the payment is funded from a Ramp Checking Account. Ramp does not charge the recipient, but the receiving bank may impose fees beyond Ramp's control.
International payments in foreign currency incur market-competitive exchange rates ([Explore our foreign currency exchange rates).](https://ramp.com/international-payments-pricing)
> **Note:** The exchange rate for foreign currency bill payments is determined when the payment is initiated, not at the time the vendor's invoice was issued. The rate shown on the bill before payment initiation is an estimate and may differ from the final rate applied.
## Supported countries
**International payments in USD**
Bill payments made via Swift USD are supported to the following countries:
- Aland Islands, Albania, Algeria, American Samoa, Andorra, Angola, Anguilla, Antigua & Barbuda, Argentina, Armenia, Australia, Austria, Azerbaijan
- Bahamas, Bahrain, Barbados, Belgium, Benin, Bhutan, Bolivia, Bosnia & Herzegovina, Botswana, Brunei Darussalam, Bulgaria, Burkina Faso
- Cambodia, Canada, Cayman Islands, Channel Islands, Chile, China, Christmas Island, Cocos (Keeling) Islands, Cook Islands, Costa Rica, Crimea, Croatia, Cyprus, Czech Republic, Côte d'Ivoire
- Denmark, Dominica, Dominican Republic
- Ecuador, El Salvador, Estonia, Ethiopia
- Falkland Islands, Faroe Islands, Fiji, Finland, France, French Guiana, French Polynesia
- Gabon, Gambia, Georgia, Germany, Ghana, Gibraltar, Great Britain, Greece, Greenland, Grenada, Guadeloupe, Guatemala, Guernsey, Guinea, Guinea-Bissau, Guyana
- Haiti, Holy See (Vatican), Honduras, Hong Kong, Hungary
- Iceland, India, Indonesia, Ireland, Isle of Man, Israel\*, Italy, Ivory Coast (Côte d'Ivoire)
- Jamaica, Japan, Jersey
- Kazakhstan, Kenya, Kuwait, Kyrgyz Republic (Kyrgyzstan)
- Laos, Latvia, Lebanon, Liberia, Liechtenstein, Lithuania, Luxembourg
- Macao, Malawi, Malaysia, Mali, Malta, Marshall Islands, Martinique, Mauritania, Mauritius, Mexico, Micronesia, Monaco, Mongolia, Montenegro, Montserrat, Morocco
- Namibia, Nauru, Nepal, Netherlands, New Caledonia, New Zealand, Nicaragua, Niger, Niue, Norfolk Island, North Macedonia, Northern Mariana Islands, Norway
- Pacific Islands, Pakistan, Palau, Panama, Papua New Guinea, Paraguay, Peru, Philippines, Pitcairn, Poland, Portugal
- Reunion, Romania, Rwanda
- Saint Helena, Saint Kitts and Nevis, Saint Lucia, Saint Pierre & Miquelon, Saint Vincent's & Grenadines, Samoa, San Marino, Sao Tome and Principe, Senegal, Serbia, Sevastopol, Seychelles, Sierra Leone, Singapore, Slovakia, Slovenia, Solomon Islands, South Africa, South Korea, Spain, Sri Lanka, Suriname, Sweden, Switzerland
- Taiwan, Tajikistan, Tanzania, Thailand, Timor Leste, Tonga, Trinidad & Tobago, Tunisia, Turkey, Turks & Caicos Islands, Turks and Caicos, Tuvalu
- Uganda, Ukraine, United Arab Emirates (UAE)\*, United Kingdom, Uruguay, Uzbekistan
- Vanuatu, Vietnam
- Wallis & Futuna
- Zambia
\* *Israel: account address cannot be in the UAE*
\* *United Arab Emirates: account address cannot be in Israel*
*Note:* Swift USD is not supported for bank accounts located in the US.
**International payments in FX**
Bill payments made via FX local currency rails are supported for the following countries/currencies
- Argentina (ARS), Australia (AUD), Austria (EUR)
- Belgium (EUR), Botswana (BWP), Brazil (BRL), Bulgaria (EUR)
- Canada (CAD), Chile (CLP), China (CNY), Costa Rica (CRC), Croatia (HRK), Cyprus (EUR), Czech Republic (CZK)
- Denmark (DKK)
- Egypt (EGP), Estonia (EUR)
- Finland (EUR), France (EUR)
- Georgia (GEL), Germany (EUR), Ghana (GHS), Greece (EUR)
- Hong Kong (HKD), Hungary (HUF)
- India (INR), Indonesia (IDR), Ireland (EUR), Israel (ILS)\*, Italy (EUR)
- Japan (JPY)
- Kenya (KES)
- Latvia (EUR), Liechtenstein (CHF), Lithuania (EUR), Luxembourg (EUR)
- Malaysia (MYR), Malta (EUR), Mexico (MXN), Monaco (EUR), Morocco (MAD)
- Netherlands (EUR), New Zealand (NZD), Norway (NOK)
- Philippines (PHP), Poland (PLN), Portugal (EUR)
- Romania (RON)
- Singapore (SGD), Slovakia (EUR), Slovenia (EUR), South Africa (ZAR), South Korea (KRW), Spain (EUR), Sri Lanka (LKR), Sweden (SEK), Switzerland (CHF)
- Thailand (THB), Turkey (TRY)
- United Arab Emirates (AED)\*, United Kingdom (GBP), Uruguay (UYU)
\* *Israel: account address cannot be in the UAE*
\* *United Arab Emirates: account address cannot be in Israel*
## Supported accounting integrations for foreign currency bill payments
- NetSuite
- Sage Intacct
- Business Central
- QuickBooks Online
- Xero
- Universal CSV
## International transfer callouts
- International payments in INR (Indian Rupees) are not supported for non-profit organizations due to third-party restrictions, and there are no exceptions or approval processes available. Attempting to send or receive INR payments may result in loss of access to international payment services.
## Frequently asked questions
### Can I cancel or amend an international wire after it is initiated?
Ramp does not offer a self-serve way to amend, modify, or recall an international wire after it is initiated. Cancellation is only possible if an Admin still sees **Cancel payment** on the bill. If you're an Admin and **Cancel payment** is still available, you can [cancel the payment](/bill-lifecycle#cancel-a-bill) and then update the bill or vendor details before rescheduling it. If you don't have Admin access, ask an Admin to check the bill for you. Once **Cancel payment** is no longer available to an Admin, the payment can no longer be canceled in Ramp. If you need to try to recover a sent payment, contact [Ramp's Support team](/how-to-contact-ramps-support-team) immediately. Recovery is best-effort and isn't guaranteed.
### I enabled a currency under Local Currencies, but it does not appear as a Bill Pay option. Why?
The [Local Currencies](/multi-currency-funds-cards-and-spend-programs) setting controls multi-currency spend for cards, limits, and Spend Programs. It does not affect Bill Pay. Bill Pay supports a separate set of currencies for international payments, listed in the [Supported countries](#supported-countries) section above. To pay a vendor in their local currency, add their international banking details and select the FX payment method when paying the bill.
### Can I change the invoice currency after a bill is created?
No. The invoice currency is set when the bill is created and cannot be changed afterward. To correct the currency, create a new bill with the correct invoice currency.
---
# Managing bills and payments on Bill Pay
> Official Ramp Help Center article. Topic: Bill Pay / Manage Bills. [View the canonical page](https://support.ramp.com/managing-bills-and-payments-on-bill-pay).
## Overview
Managing your bills on Bill Pay just got easier. Use the available filters, sorts, and bulk actions to streamline bill management on Ramp Bill Pay.
## Managing bills
### Bill table views
Ramp, by default, organizes the [**Bill Pay**](https://app.ramp.com/bills/overview) tab by bill stages: Drafts, For Approvals, For Payment, and History (includes Paid and Archived bills). You can easily click through these tabs at the top of the page to view all bills at that stage.
Click the Overview tab to view all bills section based on their status.
*Video of a customer clicking through each Bill Pay sub-tab: Drafts, Approvals, Payment, History, and Overview*
You also have the option to add and remove and re-order the columns within your view.
*Video of customer adding/removing columns and reordering the columns*
If you consistently view a specific set of columns and/or filters, you can save a custom view on your Bill Pay tab.
### Bill filters
Bill Pay gives you the ability to filter bills by several options:
- **Vendor** - view bills for a selected vendor or vendors
- **Vendor owner** - view bills for vendors with selected vendor owner(s)
- **Status** - view bills based on the available statuses from the *Overview* tab
- **Missing info** - view bills that have been scanned but are missing required info to proceed with bill creation
- **Ready** - view bills that have all required info and can proceed with bill creation
- **Awaiting approvals** - view bills in the approval flow
- **Scheduled** - view bills that have been approved and scheduled for payment
- **Initiated** - view bill payments that have been initiated
- **Waiting for match** - view bills that have been approved and waiting for a card transaction match
- **Ready for payment** - view bills that are approved and selected to be paid off of Ramp
- **Waiting for vendor** - view bills that have open vendor details requests that have not yet been completed
- **Unscheduled** - view bills that have been approved but do not have set scheduled payment dates
- **Payment failed** - view bills that have attempted payment but the payment failed
- **Paid** - view bills that have completed payment
- **Archived** - view bills that have been archived (essentially deleted, but kept visible for audit purposes. Bills in this state cannot be hidden or moved to a different state)
- **Rejected** - view bills that have been rejected from approvals
- **Amount** - view bills between a specified minimum and maximum amount
- **Payment type** - view bills with selected payment types:
- ACH (direct deposit)
- International wire (includes both SWIFT USD and FX payments)
- Check by mail
- Card
- Paid off Ramp
- **Next approver** - view bills that are in the approval stage filtered by a specific approver
- **ERP Accounting Fields** - view the accounting codings for the bill. Note, if an accounting field is coded differently across multiple line items, the table view will show "MULTIPLE"
- **Sync status** - view bills with specified sync status
- Sync successfully
- Sync in progress
- Sync failed
- **Entity** - view bills for the specified entity (only available for multi-entity customers)
- **Bill Dates** (Invoice Date, Due Date, Payment send date, Payment arrival date) - view bills based on specified dates
- Note this filter is found in the top right corner of the Bill Pay table view
*Image of the filter drop-down menu options*
*Image of the bill dates filter and its available options*
### Bill sorts
You can sort by the following columns in the Bill Pay table's view:
- Vendor/Owner
- Status
- Amount
- Payment, Invoice, and Due Dates
- Invoice #
- Entity
*Video of customer sorting columns in Bill Pay tables view*
### Excluding categories
You can choose to exclude specific categories when filtering in the Bill Pay table. To do this, toggle on the "Exclude" option located at the bottom of the filter list.
### Bill bulk actions
Ramp Bill Pay currently supports the following bulk actions.
- **Remind Approvers and Vendors**
- **Edit bills**
- **amount** - change the total amount on selected bills
- **due date** - change the due date on selected bills
- **invoice date** - change the invoice date on selected bills
- **description** - change the bill description on selected bills
- **accounting fields** - change any of the accounting fields on selected bills
- **Retry Sync** - retry the bill or bill payment sync for any bills that have associated sync errors
- **Approval Actions**
- **Approve** - in the For approval tab you may select bills awaiting your approval and bulk approve them
- **Payments actions**
- **Mark bills as paid** - for bills paid off of Ramp, select bills and mark them as paid
- **Mark as unpaid** - reopen eligible paid bills. For paid-outside-Ramp bills, this removes the manual payment details. For bills matched to existing Ramp card transactions, this removes the transaction match. Ramp applies the action only to eligible selected bills. See [Mark a paid-outside-Ramp bill as unpaid](/bill-payment-methods-and-timelines#mark-a-paid-outside-ramp-bill-as-unpaid) and [Remove a matched card transaction from a bill](/pay-bill-pay-invoices-via-ramp-card#remove-a-matched-card-transaction-from-a-bill) for details
- **Edit payment date** - add or update the scheduled payment date for bills past the draft stage
- **Pay now** - initiate payment for selected bills that have been approved
- **Retry payments** - initiate payment for selected bills that have failed payment.
- **Unschedule** - remove payment date and unscheduled bills past the draft stage
- **Cancel** - cancel any initiated payments that have not yet been delivered to the vendor. See [Cancel a bill](/bill-lifecycle#cancel-a-bill) for details if funds were already debited from your bank account
- **Delete** - in the Drafts tab, admins may select bills and bulk delete them. Note this permanently deletes the draft bill from Ramp and cannot be undone.
When you use **Mark bills as paid** for bills paid outside Ramp, QuickBooks Online and NetSuite customers can sync the bill payment after entering the payment date and mapped cash or bank account. For other accounting providers, including Acumatica, Sage Intacct, and Xero, Ramp tracks the bill as paid in Ramp, but you must record or match the payment in your accounting provider manually.
*Video of customer bulk approving bills*
### Archiving a bill
Archiving closes a bill without payment and moves it to the **History** tab with an **Archived** status. This action is permanent and cannot be undone. For step-by-step instructions, when archiving is blocked, and accounting provider effects, see [Archive a bill on Bill Pay](/archive-a-bill-on-bill-pay).
## Managing payments
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
The **Payments** tab is a dedicated surface within Bill Pay for managing payments, separate from the Bills tab. While the Bills tab focuses on invoice creation and approval, the Payments tab is your central workspace for tracking and actioning on payments after a bill has been fully approved.
Once a bill is fully approved, a **payment object** is created automatically. This payment object represents the actual transfer of funds to the vendor and has its own lifecycle, status, and set of available actions — distinct from the bill itself.
To access the Payments tab, navigate to **Bill Pay > Payments**.
### Payments table views
The Payments tab organizes payments into views based on the actions you need to take:
- **Overview** — View all of your payments at a glance. Each row represents a payment object, and you can see a mix of statuses.
- **Needs Review** — This is your triage view. It surfaces everything that requires action before a payment can go out, including payments that require release or are missing information.
- **Pending** — View payments that are in motion. This includes ACH transfers in transit, checks that have been mailed, and bills scheduled for payment that will auto-release on their scheduled date. These payments don't need immediate attention but you can monitor their progress here.
- **History** — View all completed and archived payments. You can also download the payment remittance receipt directly from the Actions column.
### Payments filters
The Payments tab provides the following filters to help you find specific payments:
- **Arrival date** — filter by expected payment arrival date
- **Bill due date** — filter by the due date on the linked bill
- **Payment date** — filter by the date the payment was sent or is scheduled to send
- **Vendor** — filter by vendor name
- **Status** — filter by payment status (e.g., ready for release, initiated, scheduled, failed, paid)
- **Amount** — filter by payment amount range
- **Payment method** — filter by payment method (ACH, check, wire, card, etc.)
### Payments sorts
You can sort the Payments table by the following date columns:
- Due date
- Payment date
- Arrival date
### Payments bulk actions
The Payments tab supports the following bulk actions on selected payments:
- **Release** — release selected payments that are ready for release
- **Cancel** — cancel selected in-flight payments that have not yet been delivered
- **Edit payment date** — update the scheduled payment date for selected payments
- **Mark as paid** — mark selected payments as paid (for payments made outside of Ramp)
- **Retry** — retry selected payments that have failed
- **Unschedule** — remove the scheduled payment date from selected payments
## Exporting bills and payments
You can export bills and payments from both tabs respectively by clicking the download icon in the top right corner of the page. The following exports are available.
- **Export (CSV)** - exports the list of bills or payments based on the current set of applied filters and columns. In the Bills tab, draft bills are included in this export by default. To export only draft (unsubmitted) bills, open the **Drafts** view and export from there.
- **Download invoices in bulk (Zip option)** - Users can select the "download invoices (ZIP)" option from the download icon in the bills tables view. After clicking this, an email will be sent with a call-to-action to download the requested files. Only available in bills table view, not the payments table view.
- **Download AP aging report** - learn more about AP aging reports [here](/where-to-view-ap-aging-report-and-whats-included) . Only available in bills table view, not the payments table view.
- **Advanced Export** - learn more below
*Image of the Bill Pay export icon and options*
## Advanced export
Ramp also gives you an advanced export with additional fields. With the advanced export you have access to all columns available in the UI in addition to the following fields:
- Bill URL
- Invoice received date
- Payment method
- Payment initiated date
- Payment received date
- Bill Amount
- Purchase order number
- Currency
- Bill payment sync status
- Entity
- Vendor memo
- Trace ID
- Check number
- Banking partner ID
- Latest approver
- Approvers
- Remote ID
You also have the option to export line item level accounting within the Settings tab.
## Frequently asked questions
### Who has access to these bill table views and the available filters, sorts, and bulk actions?
- Admin, Owner, and Accounts Payable roles have access to all the Bill Pay tabs (i.e Drafts, Approvals, Payments, History) and all the bills within those tabs.
- Vendor Owners have access to the Drafts, Approvals, Payments, and History tabs and can only view bills for vendors they own. Filters are adjusted to only display bills accessible to them.
- Individuals on the approval chain will have access to the Approvals tab and will only be able to view bills that require their approval. Filters will be adjusted to only display bills accessible to them. When approver editing is enabled by an admin, approvers can also edit most bill fields during the approval process (except the bill total amount, payment details, and vendor). See [Employee Roles and Permissions on Bill Pay](/employee-roles-and-permissions-on-bill-pay) for details.
- Managers and Employees that are not vendor owners or on the approval chain will not be able to access the Bill Pay tab as a whole.
### Can I recover a deleted draft bill or unarchive an archived bill?
No. Both actions are permanent. Ramp does not provide an unarchive or restore option. If you archived a bill by mistake, re-upload the original invoice to create a new bill. See [Archive a bill on Bill Pay](/archive-a-bill-on-bill-pay#can-i-unarchive-or-restore-an-archived-bill) for full details.
### Can I mark a partial payment as paid on a bill?
No. The **Mark as paid** action in the Bills and Payments tabs applies to the full bill amount only.
### Who can see the Payments tab?
Anyone with the **view payment details** permission, including Admins, Owners, and AP Clerks by default.
### Can I print an invoice from Bill Pay?
Ramp does not include a print button on the invoice viewer. To print an invoice, open the bill, select **Download** from the menu on the invoice preview, and then print the file from your computer's PDF viewer or browser. The downloaded file is the original document that was uploaded to the bill. To download multiple invoices at once, see [Exporting bills and payments](#exporting-bills-and-payments) above.
### Can I adjust the size of an invoice in the viewer?
Yes. When viewing a PDF invoice on a bill, you can use the zoom in and zoom out controls in the viewer toolbar to enlarge or shrink the document on screen. You can also zoom by holding **Cmd** (Mac) or **Ctrl** (Windows) and scrolling your mouse wheel, use pinch-to-zoom on a trackpad, or press **Cmd/Ctrl + =** to zoom in and **Cmd/Ctrl + –** to zoom out. A rotate control is also available. These controls adjust the on-screen view only and do not change the downloaded file.
---
# Archive a bill on Bill Pay
> Official Ramp Help Center article. Topic: Bill Pay / Manage Bills. [View the canonical page](https://support.ramp.com/archive-a-bill-on-bill-pay).
## Overview
Archiving closes a bill without payment and moves it to the **History** tab of [**Bill Pay**](https://app.ramp.com/bills) with an **Archived** status. This is a permanent action — archived bills cannot be restored, unarchived, or moved back to an active state.
## How to archive a bill
Users with permission to modify bills can archive a bill. Admins and Owners have this permission. An Admin can grant it to AP Clerks by enabling **Edit and archive existing (submitted) bills and payments** in the [Accounts Payable role settings](/accounts-payable-role-on-ramp#customizing-permissions-for-the-accounts-payable-role), or add the same permission to a [Custom Role](/creating-a-custom-role#managing-or-updating-a-custom-role). If you do not have this permission, ask your Ramp Admin to grant it or archive the bill for you.
1. Navigate to [**Bill Pay**](https://app.ramp.com/bills).
2. Locate the bill you want to archive.
3. Click the **three-dot menu** (⋮) to the right of the bill.
4. Select **Archive**.
5. Confirm the action when prompted.
The bill moves to the [**History**](https://app.ramp.com/bills/history) tab with an **Archived** status.
## When a bill cannot be archived
A bill cannot be archived if:
- The bill payment has been completed or can no longer be canceled.
- The bill was manually marked as paid.
- The bill was imported from your accounting provider. Archive it in your accounting provider instead.
When you archive a bill, Ramp cancels any scheduled or in-flight payment that is still eligible for cancellation. Only Admins can archive a bill with an in-flight card payment. If the payment cannot be canceled, the bill cannot be archived. See [Cancel a bill](/bill-lifecycle#cancel-a-bill) for details.
## Can I unarchive or restore an archived bill?
No. Archiving a bill is permanent and cannot be undone. Ramp does not provide an unarchive or restore option. Archived bills remain visible in the [**History**](https://app.ramp.com/bills/history) tab for audit purposes but cannot be moved back to an active state.
If you archived a bill by mistake and still need to pay it, re-upload the original invoice to [**Bill Pay**](https://app.ramp.com/bills/drafts) to create a new bill. See [Upload an invoice](/bill-lifecycle#uploading-an-invoice) for details.
## Effect on your accounting provider
When you archive a Ramp-created bill that has already synced to your accounting provider, Ramp asks the provider to remove or reverse the corresponding record. The exact action depends on the provider and record state. For example, Sage Intacct can reverse posted accounting records instead of deleting them.
Ramp archives the bill before your accounting provider processes the request. If the provider rejects the request, such as because the accounting period is closed, the bill remains archived in Ramp, the record remains in your accounting provider, and a sync error appears in [**Bill Pay**](https://app.ramp.com/bills). To resolve this, make the required change in your accounting provider and retry the sync from Ramp, or remove the record directly in your accounting provider. See [Identify and resolve sync errors](/bill-pay-accounting#identifying-and-resolving-sync-errors) for more details.
## Frequently asked questions
### What is the difference between archiving and canceling a payment?
Canceling a payment stops an in-flight payment that has not yet been delivered to the vendor. It returns the bill to an unpaid state but leaves it in your active queue. Archiving closes the bill entirely and moves it to **History**. See [Bill lifecycle](/bill-lifecycle) for the full set of bill states.
### What is the difference between archiving and rejecting a bill?
Rejecting a bill during the approval process does not ask your accounting provider to remove or reverse it. Archiving does. A rejected bill stays in your bill queue and can be resubmitted for approval.
### Can I recover a deleted draft bill?
No. Deleting a draft bill is also permanent and cannot be undone. Deleted draft bills are permanently removed from Ramp. If you need the bill, re-upload the original invoice to [**Bill Pay**](https://app.ramp.com/bills/drafts).
### Where can I find archived bills?
Archived bills are visible in the [**History**](https://app.ramp.com/bills/history) tab by default. You can also find them from **Overview** by selecting **Archived** in the **Status** filter.
---
# Hold payment for bills and vendors
> Official Ramp Help Center article. Topic: Bill Pay / Manage Bills. [View the canonical page](https://support.ramp.com/hold-payment-for-bills-and-vendors).
## Overview
Ramp lets you place a hold on bill payments to pause, review, and release them when ready. You can hold an individual bill or place a vendor on hold, which will hold all current and future bills from that vendor.
Placing and removing holds requires the Bill Pay permission to modify bills (typically Admins and users with Accounts Payable roles).
## Hold a bill
Place a hold on an individual bill to prevent it from being paid until you remove the hold.
1. Go to [**Bill Pay**](https://app.ramp.com/bills).
2. Find the bill you want to hold.
3. Click the three-dot menu (⋯) on the bill row and select **Place on hold**.
4. Optionally enter a reason for the hold, then click **Place on hold**.
You can also place a hold from the bill detail drawer by clicking the three-dot menu and selecting **Place on hold**.
When you place a bill on hold, Ramp:
- Clears the bill's scheduled payment date
- Cancels any scheduled payment where the transfer to the vendor has not yet been initiated (see [Cancel a bill](/bill-lifecycle#cancel-a-bill) for the cancelation boundary)
- Terminates any one-time card associated with the bill
- Undoes a payment release if the payment has already been released
> **Note:** A hold cannot stop a payment that has already been initiated. To try to stop an initiated payment, ask an Admin to check whether **Cancel payment** is still available on the bill. If it isn't, the payment can no longer be canceled in Ramp.
> **Important:** Placing a hold is destructive to the bill's payment schedule. The payment date, one-time card, and payment release are not preserved. After you remove the hold, you must manually reschedule the payment.
### Hold multiple bills at once
1. Go to [**Bill Pay**](https://app.ramp.com/bills).
2. Select the bills you want to hold using the checkboxes.
3. Click the three-dot menu in the selection footer and select **Place N bills on hold**.
4. Optionally enter a reason, then click **Place on hold**.
### Bills that cannot be held
You cannot place a hold on a bill that:
- Has already been paid
- Has been deleted
- Is already on hold
- Is included in a batch payment — remove it from the batch first (see [Batch payments on Ramp Bill Pay](/batch-payments-on-ramp-bill-pay))
- Has no mutable payments (for example, a draft bill with no payment details)
## Hold a vendor
Place a vendor on hold to hold all current and future payments to that vendor until the hold is removed.
1. Go to [**Vendors**](https://app.ramp.com/vendors).
2. Find the vendor in the table.
3. Click the **Status** dropdown in the vendor's row and select **On hold**.
4. Review the number of affected bills, optionally enter a reason, and click **Place on hold**.
You can also place a vendor hold from the vendor profile page by clicking the status pill in the header and selecting **On hold**.
When you place a vendor on hold, Ramp:
- Sets the vendor's status to **On hold**
- Clears payment dates, cancels scheduled payments that have not yet been initiated, and terminates one-time cards on all eligible bills for that vendor
- Prevents new payments from being scheduled for that vendor until the hold is removed
New bills created for a held vendor are automatically treated as on hold — they cannot be scheduled for payment until the vendor hold is removed.
> **Note:** Vendor holds replace any existing bill-level holds on that vendor's bills. You cannot place or remove a bill-level hold on a bill that is held under a vendor hold — you must release the vendor hold instead.
## Remove a hold from a bill
1. Go to [**Bill Pay**](https://app.ramp.com/bills) and filter for bills with the **On hold** status.
2. Click the three-dot menu (⋯) on the bill row and select **Remove hold**.
3. Click **Remove hold** to confirm.
You can also remove a hold from the bill detail drawer by clicking **Remove hold** in the on-hold notice banner.
To remove holds from multiple bills at once, select the held bills and click **Remove hold** in the selection footer.
> **Important:** Removing a hold does not automatically reschedule the payment. After removing a hold, you must set a new payment date and, if your business uses [Bill Pay payment release](/bill-pay-payment-release), release the bill for payment.
## Remove a hold from a vendor
1. Go to [**Vendors**](https://app.ramp.com/vendors) and find the held vendor.
2. Click the **Status** dropdown in the vendor's row and select **Active**.
3. Click **Remove hold** to confirm.
You can also remove a vendor hold from the vendor profile page by clicking the status pill and selecting **Active**.
Removing a vendor hold:
- Returns the vendor's status to **Active**
- Allows new payments to be scheduled for the vendor
- Does **not** automatically reschedule any bills — during the release flow, you can bulk-schedule payment dates for the vendor's currently held bills. Any remaining bills without a date must be rescheduled individually from the bills table.
A held vendor can also be changed directly to **Inactive**. This releases the hold, deactivates the vendor, and retains its existing vendor owners. See [Vendor lifecycle statuses](/vendor-lifecycle-statuses#change-one-vendors-status).
## How holds appear in Ramp
Bills on hold display an orange **On hold** status badge with a pause icon in the bills table and payments table. You can filter by the **On hold** status in both the bills table and the payments table.
When you open a held bill, an orange notice banner shows who placed the hold and when. If a hold reason was provided, it appears in the banner. For bills held under a vendor hold, the banner shows the vendor name and a **View vendor** link to the vendor profile instead of a **Remove hold** action.
In the [**Vendors**](https://app.ramp.com/vendors) table, held vendors display an orange **On hold** status badge. On a bill form for a held vendor, an orange badge appears next to the vendor name with the message "This vendor is on hold. Bills cannot be paid to this vendor until the hold is removed."
## Troubleshoot bill and vendor holds
### "Remove hold" is not available on a bill
If a bill is held under a vendor hold, you cannot remove the hold from the bill directly. The on-hold notice on the bill shows **View vendor** instead of **Remove hold**. Release the vendor hold to free all of that vendor's bills. See [Remove a hold from a vendor](#remove-a-hold-from-a-vendor).
### Payment is not rescheduled after removing a hold
Removing a hold does not restore the previous payment date or one-time card, and it does not restore a payment release. For bill-level holds, you must manually set a new payment date after removing the hold. For vendor holds, the release flow offers a bulk-schedule option to set payment dates for all of the vendor's held bills at once — see [Remove a hold from a vendor](#remove-a-hold-from-a-vendor). If your business uses [Bill Pay payment release](/bill-pay-payment-release), you also need to release the bill for payment.
### Cannot hold a bill in a batch payment
Bills included in a batch payment cannot be placed on hold. Remove the bill from the batch first, then place the hold. See [Batch payments on Ramp Bill Pay](/batch-payments-on-ramp-bill-pay) for details on managing batch payments.
### Cannot hold a draft bill
Draft bills that have not yet been submitted typically cannot be held because they have no mutable payment details.
## Frequently asked questions
### Can I hold payments for a vendor without holding each bill individually?
Yes. Place a vendor hold to hold all current and future payments to that vendor at once. See [Hold a vendor](#hold-a-vendor).
### Does removing a hold restore the original payment schedule?
No. When you place a hold, Ramp clears the payment date, cancels any scheduled payment that has not yet been initiated, terminates any one-time card associated with the bill, and undoes any payment release. For bill-level holds, you must manually reschedule each bill after removing the hold. For vendor holds, the release flow offers a bulk-schedule option to set payment dates for all of the vendor's held bills at once — see [Remove a hold from a vendor](#remove-a-hold-from-a-vendor).
### Who can place and remove holds?
Users with the Bill Pay permission to modify bills can place and remove holds. This typically includes Admins and users with Accounts Payable roles.
### Are there notifications when a hold is placed or removed?
Hold and release events appear in the bill's activity feed. Held bills are also excluded from payment release reminder emails.
### Can I set a hold to expire automatically?
No. Holds remain active until manually removed. There are no automatic expiration or scheduled release rules.
---
# Creating and managing recurring bill payments on Ramp's Bill Pay
> Official Ramp Help Center article. Topic: Bill Pay / Manage Bills. [View the canonical page](https://support.ramp.com/creating-and-managing-recurring-bill-payments-on-ramps-bill-pay).
## Overview
Ramp allows you to set up recurring bills for regularly scheduled payments to your vendors. Based on the schedule you set up, Ramp automatically creates each bill in the series. The first bill always goes through your [bill approval workflow](/bill-pay-approvals). For subsequent bills, you choose during setup whether each bill requires individual approval or is auto-approved and sent directly for payment.
## Setting up a recurring bill
Follow the steps below to set up a recurring bill series:
1. You have two options to begin recurring bill series creation:
- Click the **recurring bills** button at the top right corner of the [Bill Pay page](https://app.ramp.com/bills/overview) and click the **new recurring bill** button in the side panel that opens up
- OR click the three dots menu next to a draft bill and click the **create recurring bill** button
2. Select the vendor you would like to create a recurring series for. Learn more about selecting and creating vendors [here](/vendor-management-on-ramp) .
3. Input an optional invoice number and/or description for the recurring series
- Invoice numbers for subsequent recurring bills will be automatically created with a suffix (-2, -3, etc.)
4. Enter line items and accounting codings for the recurring bill
- Each bill in the series will be created with the same line items and accounting codings. You will have the option to modify the line items for the series or for a specific bill at any point.
5. Select the payment method for the recurring series.
- Available payment methods, eligibility, and delivery times vary. See [Bill payment methods and timelines](/bill-payment-methods-and-timelines).
6. Select the **pay from** and **pay to** accounts for the recurring bill
7. Set the payment frequency (e.g. Monthly on the 1st) and the recurring series length (e.g. Ends after 1 year)
- The payment frequency will determine when your end recipient will receive funds. For example, if you select **Monthly on the 1st** , the recipient will receive funds on the 1st of each month (or the closest business day if the 1st falls on a weekend).
8. Preview the approval chain for approving the recurring series as a whole.
9. Use the **Require approvals for each recurring bill** toggle to control whether subsequent bills in the series go through your approval workflow:
- **On** — each subsequent bill is routed through your [bill approval policy](/bill-pay-approvals) before payment, just like any other bill.
- **Off** (default) — subsequent bills are auto-approved by Ramp without requiring individual approver action. Your approval policy is not applied to these bills. If your business has [Payment Release](/bill-pay-payment-release) enabled, auto-approved bills still go through payment release before funds are sent.
10. Click **Create recurring bill**.
## When/how are bills in a recurring series created?
> **Note:** The first bill in a recurring series is created and routed for approval immediately when the series is set up, regardless of the payment date. Subsequent bills are created automatically 10 days (for ACH payments) or 15 days (for check payments) before their payment date. For example, if you set your payment frequency to be Monthly on the 1st paid via ACH, Ramp will create each subsequent invoice 10 days before the 1st (i.e. on the 21st/22nd of each month).
Ramp will use the details provided above as the template for future bills in the series – i.e., Ramp will keep the same bill codings, bill payment methods, etc., for future bills unless the series is edited or a specific bill is modified. You will also have the option to modify invoice dates and accounting periods for a given bill once it's created in Ramp.
## Viewing recurring series
You can view all active and completed recurring series by clicking the **Recurring bills** button at the top right corner of the [Bill Pay page](https://app.ramp.com/bills/overview).
Clicking on a specific series will allow you to view its recurring series details and the full list of bills that will be created as part of it.
## Editing recurring series
Ramp gives you the option to both edit the recurring series or edit specific bills in the series. Follow the steps below to edit a recurring series:
1. Click the **Recurring bills** button at the top of the [Bill Pay page](https://app.ramp.com/bills/overview)
2. Click on the desired recurring series you'd like to modify. Note you may only modify active recurring series
3. Click **edit recurring bill** in the bottom right corner
4. Edit the desired field on the series (e.g. amount, payment method, end date, etc.). You can modify the bill frequency until the series has generated its first bill.
5. Click **Update recurring bill** to save the changes
Updates to the series will be applied to future bills that have yet to be created. Changes will **NOT** be applied to any bills that have already been created in Ramp.
## Editing a specific recurring bill
Once a bill from a series has been created in Ramp, you will have the ability to edit and update that specific bill. This can be useful if you need to make changes that apply only to the specific bill and should not be applied to the series as a whole.
Follow the steps below to edit a specific bill from a series.
1. Locate the bill in Ramp one of two ways:
- Click the **Recurring bills** button, select the relevant recurring series, and click on the desired bill
- Locate the desired bill in the approvals and/or payments tab
2. Click **Edit bill** in the bottom right corner
3. Edit the desired field on the bill (e.g. amount, payment method, invoice date, etc.)
4. Click **Update bill** to save the changes
- Note that certain changes may trigger re-approval based on the approval policy your company has set.
## Deleting recurring series
Ramp gives you the option to both delete the recurring series or delete specific bills in the series. Follow the steps below to delete a recurring series:
1. Click the **Recurring bills** button at the top of the [Bill Pay page](https://app.ramp.com/bills/overview)
2. Click on the desired recurring series you'd like to delete.
3. Click the 3 dots menu in the bottom right corner and select **Delete recurring bill**
Deleting a series will prevent future bills in the series from being created and scheduled in Ramp. Bills that have already been created, initiated, or paid will remain unaffected and won't be deleted.
## Deleting a specific recurring bill
Follow the steps below to delete a specific recurring bill:
1. Locate the bill in Ramp one of two ways:
- Click the **Recurring bills** button, select the relevant recurring series, and click on the desired bill
- Locate the desired bill in the approvals and/or payments tab
2. Click the 3 dots menu in the bottom right corner and select **Archive bill**
This will archive the specific bill. The recurring series and future bills won't be impacted. Ramp will continue to create and schedule bills on the recurring schedule that's been set.
## Frequently asked questions
### Who is able to create/edit/delete recurring series?
Admin and Accounts Payable roles have the ability to create, edit, and delete recurring bills.
### What are the supported frequencies for recurring bills?
Weekly, Monthly, Quarterly, Annually.
### Why don't I see my recurring payments in the Recurring Bills section?
Only bills that were formally set up as a recurring series (using the steps above) appear in the **Recurring Bills** panel. Ramp does not automatically detect recurring payment patterns from individually created bills. If you regularly pay the same vendor on a schedule but haven't set up a recurring series, those bills will appear as individual bills in your standard Bill Pay views.
### How do approvals work for recurring bill series?
The first bill in a recurring series always goes through your [bill approval workflow](/bill-pay-approvals). For subsequent bills, the behavior depends on the **Require approvals for each recurring bill** toggle you set during series creation:
- **Toggle on** — each subsequent bill goes through your approval workflow before payment.
- **Toggle off** — subsequent bills are auto-approved by Ramp. Your bill approval policy does not apply to these auto-approved bills. If [Payment Release](/bill-pay-payment-release) is enabled, auto-approved bills still require payer release before funds are sent.
> **Note:** If you change certain series details — such as the payment method, amount, or pay-to account — the next bill in the series will require approval regardless of the toggle setting. This is a one-time re-approval; subsequent bills after that will follow the toggle setting again.
### Does my bill approval policy override the recurring bill approval toggle?
No. When the **Require approvals for each recurring bill** toggle is off, subsequent bills are auto-approved regardless of your [bill approval policy](/bill-pay-approvals). The first bill in the series always goes through your approval workflow, but after that, the approval policy only applies to subsequent bills when the toggle is on.
### How do I cancel an individual bill?
See [here](/bill-lifecycle#cancel-a-bill) for details.
---
# Vendor credits / Credit memos on Ramp Bill Pay
> Official Ramp Help Center article. Topic: Bill Pay / Manage Bills. [View the canonical page](https://support.ramp.com/vendor-credits-credit-memos-on-ramp-bill-pay).
## Overview
Vendor credits are credits that you receive from your vendor as an equivalent of the amount that they owe you. With vendor credits, you can track this amount until it is paid by the vendor, refunded, or applied to other bills of the vendor.
Customers can easily track these vendor credits within Ramp and seamlessly apply them to their bills within Bill Pay.
## Creating a vendor credit
Customers can create a credit memo for a particular vendor by using an existing paid bill in Bill Pay.
### From a paid bill
If a credit memo is issued on a particular bill that has been paid, you can locate that bill within the Paid tab and begin to create a vendor credit from the three dots menu.
After clicking **New Vendor Credit**, a vendor credit form will appear where you can input relevant credit memo information. When creating a vendor credit from an existing paid bill, Ramp will automatically tie the credit to the vendor and the bill the credit was created from. Additionally, Ramp will also pull the line item coding from the linked bill and apply it to the vendor credit. If there are any vendor credit memo attachments, you may optionally upload them to the draft vendor credit.
Once all the vendor credit information has been entered, simply click **Save Vendor Credit** to create the vendor credit. All vendor credits are stored and easily accessible from the vendor’s profile.
### If you do not see the vendor credit option
If you do not see **New Vendor Credit** on a bill, confirm that the bill is already in the **Paid** tab and linked to a vendor. If you do not see **New** > **Vendor credit** on a vendor profile, your role may not include the vendor permissions needed to create a credit from that page.
If neither option appears, confirm that your connected accounting provider is listed in the [Vendor credit accounting](#vendor-credit-accounting) section below. If you still cannot create a vendor credit, ask your Ramp Admin to review your Bill Pay and vendor permissions.
### From the vendor profile
You can also create a vendor credit directly from the vendor’s profile in the Vendor tab. Locate the desired vendor, open their profile, click on New in the top right, then Vendor credit.
From there, you will once again have the opportunity to input all the relevant vendor credit information, such as line item amounts, descriptions, and codings, as well as a link to a reference bill, if desired. If you do link a reference bill, please note that only the paid bills connected to the selected vendor will appear in the dropdown.
Note to create a vendor credit, a vendor name and line item(s) are required. A reference bill or credit memo documents are NOT required fields.
## Viewing vendor credits
All vendor credits are stored on the vendor profile they are associated with. To view a particular vendor credit, navigate to the Vendor tab, locate the desired vendor, and scroll to the vendor credit section.
> **Please note:** Vendor credits can also be shown on the [**Bills**](https://app.ramp.com/bills/overview) table by hovering over the payment method icon as shown in the screenshot below.
## Applying a vendor credit
You can apply vendor credits that have synced successfully to your accounting provider by turning on the available vendor credits for the bill. See [Vendor credit accounting](#vendor-credit-accounting) for sync details.
Ramp applies available credits in ascending order by the vendor credit's accounting date. This is not the order in which credits were created or imported, their reference-number order, or the order suggested by a month or name label. If multiple credits have the same accounting date, Ramp applies the credit with the largest remaining balance first.
### Apply a credit that is smaller than the bill
When the available vendor credit is less than the invoice total, Ramp uses the full credit balance and the other payment method covers the remainder.
For example, if the vendor credit is $50 USD and the bill total is $150 USD, Ramp uses the full $50 USD credit and the remaining payment is $100 USD.
### Apply a credit that fully covers the bill
When the available vendor credit is greater than or equal to the bill total, the credit can cover the entire bill.
For example, if the vendor credit is $50 USD and the bill total is $25 USD, the remaining payment is $0 USD and the credit retains a $25 USD balance.
Bills where the vendor credit fully pays for the bill do not require a payment method. Additionally, once all approvals are received, the bill will automatically be marked as paid and will be moved to the **Paid** tab in Ramp.
> **Please note:** that once a vendor credit has been applied, it cannot be edited or deleted unless the bills it is connected to are deleted or have the vendor credit removed from them.
## Vendor credit accounting
Please note vendor credits functionality is supported for the following accounting connections on Ramp:
- QuickBooks Online
- Xero
- NetSuite
- Sage Intacct
- Microsoft Dynamics Finance & Operations
- Deploy Ramp's latest ISV package to your F&O environment through [lcs.dynamics.com](https://lcs.dynamics.com) before vendor credits can sync.
- Universal CSV **(Beta)**
- Dev API
### Direct integration syncing
For accounting providers connected via direct integration (for example, QuickBooks Online, NetSuite, Xero, Sage Intacct, and Microsoft Dynamics Finance & Operations), there are two accounting syncs to consider with vendor credits.
1. Vendor credit creation
2. Vendor credit application
### Vendor credit creation
Ramp will automatically sync your vendor credits to your connected accounting software as soon as it is created. The synced vendor credit will be tied to the appropriate vendor and will pull over all the accounting coding information you inputted within Ramp. Any updates to the vendor credit within Ramp will also be reflected in your accounting provider. However, please note that changes to the vendor credit within the accounting provider will NOT be reflected in Ramp and might, in turn, result in accounting sync errors.
Any sync errors must be resolved in order to apply a vendor credit and you'll be notified of this on draft bills for the vendor:
### Vendor credit application
If you do apply a vendor credit to a bill in Ramp, Ramp will also automatically apply the vendor credit to the bill created in your accounting provider. This action will happen only once the bill payment has been initiated. For example, if you receive a $100 bill and apply for a $25 vendor credit within Ramp, the bill will initially sync as $100. However, once the bill payment is initiated, the vendor credit will be applied, and the bill payment will sync to your accounting provider, updating the bill amount to $75.
### Universal CSV syncing
Ramp supports exporting vendor credits from the Accounting > Bills tab for customers on universal CSV accounting connection.
Details on how to manage and export vendor credits for uCSV connection are [here](/exporting-bills-via-csv)
## Frequently asked questions
### Can I import or upload vendor credits in bulk?
No. Ramp does not support CSV or spreadsheet imports for vendor credits. You can create vendor credits one at a time from a paid bill or from a vendor profile. If you forward a vendor credit memo to your Ramp AP inbox, Ramp ingests it as a **draft bill** in Bill Pay **Drafts** rather than as a vendor credit; you then convert the draft bill to a vendor credit. See [Bill Pay AP Email Forwarding](/bill-pay-ap-email-forwarding).
### Will Vendors get notified about applied vendor credits?
Yes, if a vendor credit has been applied to a bill, then the standard email communications to vendors will be updated to include information that a credit was applied.
### Can you create vendor credits/link vendor credits to unpaid bills?
That is not possible at this time.
### What happens to a vendor credit once fully applied?
Ramp will automatically remove the vendor credit, and it will not be available to be applied to future bills.
### Which currencies are vendor credits supported in?
Vendor credits are currently only supported in USD.
### Can you delete a vendor credit from a vendor's profile?
No, the bill will have to be archived.
### Can you delete a vendor credit that has been applied to a bill?
No, it can't be deleted and will need to be marked as used.
### Are vendor credits and/or payment discounts supported on imported bills?
No, vendor credits and payment discounts are not supported on imported bills at this time. However, if you apply a vendor credit to the bill in your accounting system, the imported bill amount should update. See [Importing bills from your accounting provider](/importing-bills-from-your-accounting-provider) for more details.
---
# Where to view AP Aging Report and what's included
> Official Ramp Help Center article. Topic: Bill Pay / Manage Bills. [View the canonical page](https://support.ramp.com/where-to-view-ap-aging-report-and-whats-included).
## Overview
The Accounts Payable (AP) aging report is a key accounting document that details all outstanding bills and invoices a business owes as of a specific date. Its primary purpose is to help businesses manage their cash flow by tracking what is owed, to whom, and when the payments are due.
Ramp generates two AP aging reports, a Summary and a Detailed AP report. Summary AP reports group rows by vendor and invoice due date. The detailed AP report is broken out at an invoice level. Both group the total amount due into columns by how old or “aged” the debt is into the following buckets, based on the bill's due date:
- Current
- \<30 days
- 30 - 60 days
- 90+ days
## How it works
### Multi-currency AP aging reports
Currently, expenses in non-USD currency are included in AP aging reports without conversion, e.g. $1000 AUD displays as $1000 without any indication of its currency.
### Multiple entities and AP aging reports
Multi-entity customers can choose to download a report that includes bills across all entities, or choose to filter by entity when downloading the AP Aging. If filtered by entity, we will generate a report for bills for that entity only across both the summary and detailed view.
Either way, the detailed AP aging report has an Entity column that indicates the entity from which the expense originates.
### How to download
Navigate to the **Bill** **Pay** tab, click the three-dot icon, and select **Download AP aging report** to download a ZIP file of both reports. Some roles will see a **Download AP aging report**button instead of the three-dot menu.
Next, enter an end date for the report. Note that the bills in the report are based on the Bill Date—by default, this is the Invoice Date. However, if there is an Accounting Date on the bill, we will use the Accounting Date instead.
If you don't enter an end date, we will default to today's date when generating the report.
A ZIP file containing the summary and detailed AP reports in CSV downloads to your browser’s download directory. The filenames are in the following format:
- \{business_name}-summary-ap-aging-report-as-of-\{date}.csv
- \{business_name}-detailed-ap-aging-report-as-of-\{date}.csv
### How we generate our AP aging report
### Dates
- By default, we use the Invoice date as the billing date unless the bill has an accounting date. If it does, we use the accounting date.
- Expenses age from the due date. Aging from other dates is not supported at this time.
- If the end date is 7/31 and the due date is 7/15, the bill is considered 15 days old and is included in the \<30 days bucket.
### Includes
- All unpaid bills with bill/invoice dates on or before the selected end date, including:
- Invoices created or added to Ramp after the end date, provided the billing date is before the end date, and the invoice is still outstanding as of the end date.
- Approved and unapproved bills
- Unapplied & applied vendor credits
### Excludes
- Draft bills
- Archived bills
- Bills whose payments have been initiated (i.e. debit leg completed)
- These bills are considered 'paid' and so are excluded from AP Aging if the report is pulled on or after the date the debit leg has completed
- Note that this behavior aligns with the timing that we sync payments to your accounting provider (upon debit leg completion), such that the AP Aging in your accounting provider and Ramp should align
## Role-based functionality
The following roles can run AP Aging Reports:
- Owner
- Admin
- Accounting (internal)
- Accounts Payable
- View-only Admin
The following roles cannot run AP aging reports:
- Employee
- IT Admin
- Guest
## Use cases and examples
Use Ramp’s AP aging reports to:
- **Compare** and reconcile against your accounting system.
- **Review** your payments for errors like duplicate invoices.
- **Forecast** AP balances and cash flow.
- **Plan** **and** **schedule** vendor invoice payment dates for cash flow timing and financing.
## Best practices and tips
## How to run an AP aging report in your accounting provider
- Instructions for QuickBooks Online customers: [AP aging reports in QuickBooks Online](https://quickbooks.intuit.com/learn-support/en-us/reports-and-accounting/ap-aging-reports/00/792518)
- Instructions for Sage Intacct customers: [Aged creditors report in Sage](https://help.sbc.sage.com/en-us/accounting/reporting/financial-reports/extra-aged-creditors-report.html)
- Instructions for NetSuite customers: [A/P aging report in NetSuite](https://docs.oracle.com/en/cloud/saas/netsuite/ns-online-help/section_N1529840.html)
- Instructions for Xero customers: [Aged payables detail report in Xero](https://central.xero.com/s/article/Aged-Payables-Detail-report-New)
- Instructions for Microsoft Business Dynamics customers: [Aged accounts payable report in Business Central](https://learn.microsoft.com/en-us/dynamics365/business-central/reports/report-322)
---
# Bill Pay fees
> Official Ramp Help Center article. Topic: Bill Pay / Manage Bills. [View the canonical page](https://support.ramp.com/bill-pay-fees).
## Overview
Ramp consolidates Bill Pay fees into a monthly billing statement. Instead of paying these fees on a per-bill basis at the time of each transaction, all applicable fees will be collected and presented in a single monthly statement, making it easier for you to track and reconcile Bill Pay-related fees.
**Bill Pay fees by payment method**
- Standard ACH payments: $0.59 per transaction (effective June 1, 2026, with a 3-month grace period for active Bill Pay customers with at least 1 bill paid before May 1, 2026)
- Same-day ACH payments: $10 per transaction
- Domestic wire transfers: $15 per transaction
- International wire (SWIFT USD) payments: $20 per transaction
- Standard check payments: $1.99 per transaction (effective June 1, 2026, with a 3-month grace period for active Bill Pay customers with at least 1 bill paid before May 1, 2026)
- Overnight check delivery: $20 per transaction
- Check attachments: $1 per page
- Stablecoin payments: no fee
These fees will be summarized and presented at the end of each monthly billing period in a clear, itemized statement. Learn more about Bill Pay payment methods [here](/bill-payment-methods-and-timelines).
## Save on fees with Ramp Checking Account
Waive eligible Bill Pay transaction fees by paying from Ramp Checking Account. **When paying out of Ramp Checking Account, transaction fees for standard ACH, standard check, same-day ACH, domestic wires, and SWIFT transfers are waived.** Fees for overnight check delivery and check attachments still apply. To pay with your Ramp Checking Account, simply select "Checking Account" under "Pay from account" within each bill. If you haven't set up a Ramp Checking Account yet, you can sign up [here](https://app.ramp.com/treasury) or read more [here](/ramp-checking-account-overview).
## How Bill Pay fees are tracked and managed
## Step 1: Selecting a payment method or add-on with fees
When scheduling your bill, you will select your desired payment method. If the selected payment method or add-on includes a fee — such as standard ACH, same-day ACH, domestic wire, international wire (SWIFT USD), standard check, overnight check delivery, or check attachments — the associated fee will be displayed and a tooltip will show that the fees will be added to the billing statement.
The bill fees will **not** be debited from your account with the scheduled bill payment nor will they be synced over to your accounting provider with the bill. Bill payment fees will be added separately in a consolidated billing statement payment, and customers are responsible for accounting for those fees each month.
|  |  |
| --- | --- |
| *Same-day ACH payment selected* | *International Wire (SWIFT USD) payment selected* |
## Step 2: Reviewing accrued fees in the billing statement
Once the payment for the associated bill is complete and the bill is paid, Ramp will add any of the associated fees to the current billing statement period. To view Ramp bill fees history, follow the steps below.
1. Navigate to **Company > Statement & payments**
2. Select **Bill Pay** under the Subscription and fees section
3. Review accrued fees for the current statement period
## Step 3: Billing statement payment for subscription and fees
At the end of each statement period, Ramp will generate a billing statement summarizing all fees accrued during the billing period. This statement will include a breakdown by the type of payment, the number of transactions, and the total fee amount. Billing statements and associated payment can be viewed from the **Company > Statements & payments**page.
If you are on the Ramp Plus plan, Bill Pay fees will be automatically added with Ramp Plus subscription charges on your billing statement.
### Bill Pay fees billing bank account
For customers not using Ramp Plus, Ramp will automatically set your billing bank account for Bill Pay fees as your associated credit card statement account once your first Bill Pay fee is incurred. If you have a multi-entity set up on Ramp, fees will be set to charge from the credit card statement account linked to the entity listed on the bill associated with the fee.
However, Admins can change the billing bank account for subscription and fees independently from card statement accounts at any time by navigating to [**Banking > Linked accounts > Payment sources**](https://app.ramp.com/settings/company-settings/financial-accounts/configure)
If you have a multi-entity set up on Ramp, fees will be charged from the billing bank account linked to the entity listed on the bill associated with the fee.
### How payments will appear in bank entry
Bill Pay service charges will be listed on your billing statement. These debits will show up as a bank entry as one of the following:
- *RAMP FEES*
- *RAMP BILLING FEES*
You'll be able to find your billing statement for subscription and fees by navigating to **Company > Statements & payments > Statements** tab
## Frequently asked questions
### When will the bill fees appear in my billing statement?
Ramp will only add the bill fees to the billing statement once the associated bill payment is complete
### When will Ramp debit my account for bill fees?
Ramp will debit your account at the end of the statement period for the sum of all fees accrued during that period. If you are a Ramp Plus customer, any Plus associated charges will be included in the statement payment
### Are batched payments to the same vendor charged one fee or multiple fees?
When multiple payments to the same vendor are batched into a single ACH or check payment, only one transaction fee is charged for the batch.
### Am I charged again if a payment fails and I need to resend it?
No. If an ACH or check payment fails and you resend it, you are only charged one transaction fee total — the resend does not incur an additional fee.
### If I pay one invoice with multiple payments, how are fees calculated?
Each payment incurs its own transaction fee. For example, if you split an invoice across two separate ACH payments, each payment is charged separately.
### Can I opt out of the consolidated billing statement?
Not at this time
### I am an existing customer. Do I need to turn this on?
No - we will automatically enroll you in the new monthly billing cadence upon your first bill fee being generated
### Which bill is this fee for? What does this Payment ID refer to?
You can find the respective bill by searching for the Payment ID in **Bill Pay**search
### Are my vendors charged fees?
Vendors can opt in to receive a Faster Payment for the fee shown in their offer, typically 1%. Faster Payment offers are not guaranteed, and completely optional. See [Faster Payments](/faster-payments).
### Do Bill Pay fees sync to my accounting provider?
No. Bill Pay service charges (e.g., same-day ACH, SWIFT USD, overnight check delivery, and domestic wire fees) **do not sync** to your accounting system because they are **not tied to individual bill payments**. Instead, they are grouped into a monthly **billing statement**. Customers must **manually create a journal entry** in their ERP or accounting software (e.g., NetSuite, QuickBooks) to account for these fees.
### Where can I find and reconcile my Bill Pay fees?
You can find all accrued fees in your **billing statement**, located at:
**Company > Statements & Payments > Subscription and fees**
The statement provides a breakdown by payment type and transaction count. At the end of each statement period, Ramp debits your account for the total amount. These charges may appear in your bank statement as:
- RAMP FEES
- RAMP BILLING FEES
To reconcile, download the statement and log the fees manually in your accounting system.
---
# Bill Pay accounting
> Official Ramp Help Center article. Topic: Bill Pay / Manage Bills. [View the canonical page](https://support.ramp.com/bill-pay-accounting).
## Overview
Ramp Bill Pay isn't only a platform for paying bills faster than anyone else. It is also built to give your accounting and finance teams peace of mind, which means we ensure accurate records and categorizations between our Bill Pay platform and your accounting software. Learn more about how Bill Pay Accounting works.
## Supported integrations
Bill Pay supports all of Ramp’s accounting integrations, including QuickBooks Online, Universal CSV (with IIF support for QuickBooks Desktop), Xero, Sage Intacct, NetSuite, Microsoft Business Central, and Acumatica.
### QuickBooks Online:
- **How to set up QuickBooks accounting:**
You can learn more about integrating QuickBooks at Ramp here: [QuickBooks Online Overview](/quickbooks-online-overview)
- **Versions supported:** we currently only support QuickBooks Online Essentials tier or higher. You can [upgrade your QuickBooks Online plan](https://quickbooks.intuit.com/accounting/manage-bills/#pricing)
- **Payment date:** the QuickBooks bill payment date is the date that the payment is made (i.e. the funds are withdrawn from your account)
- **Check vs ACH payment coding:** QuickBooks doesn't differentiate between a check and an ACH payment and instead broadly categorizes them all as check payments
- **View an AP Aging report:** You can directly view your AP Aging Report within Bill Pay. Read how in [Where to view AP Aging Report and what's included](/where-to-view-ap-aging-report-and-whats-included).
- **Multi Currency Syncing:** Ramp can pay bills in foreign currencies. However, our QuickBooks Online integration currently only supports syncing bills and payments that are in **USD** .
### Xero:
- **How to set up Xero accounting:** you can learn more about integrating Xero at Ramp here: [Xero Overview](/xero-overview)
- **View an AP Aging report:** You can directly view your AP Aging Report within Bill Pay. Read how in [Where to view AP Aging Report and what's included](/where-to-view-ap-aging-report-and-whats-included).
### No accounting mode:
You can use the fastest Bill Pay product on the market with no accounting software. It's a great way to trial the product or to support your growing startup before you commit to an accounting software provider. Here are some things to know:
- **Setup:** During the Bill Pay setup flow, press 'Set up later' to skip the accounting integration. You can always set one up later after you've paid your first few bills.
- **What happens to your bills after you integrate with a supported accounting provider?** You can sync them manually to your new provider. Select a bill you've created, edit the vendor to add it to QuickBooks or Xero with a default GL Category, edit the bill with a GL category, and confirm it synced by clicking the 'View in QuickBooks Online/Xero' link. Any bill paid with a Single-use Ramp card or an existing card will be automatically matched to bills you sync to QuickBooks Online or Xero.
- **What about paying a bill with a Single-use Ramp card or an existing Ramp card?** You still have all the payment methods at your disposal, including Single-use Ramp cards and existing Ramp cards. You'll find the card transaction in the main card accounting area and account for it as you account for a normal card transaction. See more about accounting here: [Accounting Overview](/overview-of-ramp-accounting)
### Universal CSV and QuickBooks Desktop:
Bill Pay is now available for users of QuickBooks Desktop and any accounting software that uses .csv imports/exports. For more information on how to set up Bill Pay for Universal CSV: [Bill Pay Universal CSV and QuickBooks Desktop Setup](/bill-pay-for-universal-csv-and-quickbooks-desktop-setup)
- **How do I setup Ramp Accounting for Universal CSV?**
Check out this article to learn how: [Universal CSV Overview](/universal-csv-overview)
- **How do I setup Ramp Accounting for QuickBooks Desktop?**
Find out how in this article: [QuickBooks Desktop Overview](/quickbooks-desktop-file-export-overview)
### NetSuite and Sage:
Bill Pay is now available for customers using either NetSuite or Sage Intacct and supports the setup of**multiple entities**. To use Bill Pay with NetSuite or Sage, just follow the instructions below:
- Navigate to [Bill Pay Settings - Entities](https://app.ramp.com/settings/entities)
- We pull the subsidiaries that exist in your accounting provider account. Then, for each subsidiary, you can assign A) a default bank account to use to pay bills, B) the corresponding cash account in your accounting provider, and C) the default AP account you want to use to track bills
- Go pay bills and assign them to subsidiaries. In the Bill Pay edit view, you'll have a new drop down where you can select the subsidiary that each bill belongs to
### Acumatica:
We are able to sync bills directly to Acumatica. Bill Payments will sync once the bill is released in Acumatica.
- **How do I set up Acumatica accounting?**
Check out this article to learn how: [Acumatica overview](/acumatica-overview)
## When and how do bills sync
## When do bills sync?
Bill Pay provides automatic syncing of bills and payments between Ramp and your accounting software. Here's how it works:
- **When they're created or on approval:** Bill Pay gives you the option to choose if bills are synced immediately after its created or after all approvals are met. Learn more in [Sync bills on approval](/sync-bills-on-approval).
- **Quick note on expected accounting period behavior:** By default, Ramp uses the **Invoice date** of the bill to determine where it will sync to. You can override this by setting an **Accounting date** manually. For NetSuite, QuickBooks Online, Sage Intacct, Acumatica, and Xero, Ramp checks the accounting date during draft creation and again on either bill creation or final approval, depending on your sync settings; if the accounting date falls in a closed period, Ramp automatically updates it to the first day of the next open period before syncing. See [Sync error: Accounting period closed](/sync-error-accounting-period-closed) for troubleshooting.
- Bill payments typically use the timestamp from when funds are processed our of your bank account to determine posting period. See more notes on how different payment methods impact this behavior in [Bill payment methods and timelines](/bill-payment-methods-and-timelines).
- **After updates:** If bill fields like due date, invoice line items, etc are updated, Ramp will re-sync the bill to your accounting provider and update those relevant fields.
- **After payment:** Ramp automatically syncs bill payments to your accounting software once the bill has been paid. The payment date synced to your accounting software is typically the date the payment is completed OR the date funds are pulled out of your bank account (whichever comes first). For ACH payments, you may see a date earlier than the date the funds actually settle out of your bank account, since bank settlement can take 1–3 additional business days (e.g., over weekends or holidays). The bill payment in Ramp however will always be marked as "paid" in your Ramp dashboard once the bill payment funds have been credited and received by your vendor. See more about Bill Pay payments here: [Bill payment methods](/bill-payment-methods-and-timelines)
- **After marking a bill paid outside Ramp:** For QuickBooks Online and NetSuite, Ramp can sync the bill payment after you mark the bill as paid in Ramp and provide the payment date and mapped cash or bank account. For other accounting providers, Ramp syncs the open bill, but you must record or match the payment in your accounting provider manually. See [Paying outside of Ramp](/bill-payment-methods-and-timelines#paying-outside-of-ramp) for details.
- **After payment cancellation:** If a payment is canceled, we will either attempt to void the payment (NetSuite, QuickBooks) or delete the payment (Sage, Xero, all other supported accounting providers). See more below under [Payment Cancellations](#payment-cancellations)
- **NOTE:** If you are using Bill Pay for Universal CSV and QuickBooks Desktop, the bill will only appear as paid in your accounting provider once you have paid the bill, exported the CSV from Ramp Bill Pay, and imported that CSV to your accounting provider. More information about this integration can be found here: [Bill Pay for Universal CSV and QuickBooks Desktop](/bill-pay-for-universal-csv-and-quickbooks-desktop-setup#exporting-bills-from-ramp-to-upload-into-your-accounting-provider)
***PLEASE NOTE**: Ramp cannot sync any bills that were created before the accounting provider is linked. If any bills were created in Ramp before linking, we advise you to manually create these bills and bills payments in the accounting provider directly.*
## How do bills sync?
In your accounting software, a bill payment will show as a liability. After it is created but before it is paid, it will be posted to the GL as an AP liability. Once it's paid, it is categorized under the proper GL account. The memo will show that the payment was a Ramp Bill Pay to \ for \.
- **Coding one invoice to multiple categories:** this is possible with Bill Pay if your invoice has multiple line items. Code each individual line item to the same or different categories.
- **Switching accounting software mid-payment** : If you switch accounting software, we will sync your bills *as long as the payment for the bill has been initiated even if you switch mid-flight.*
- **Importing bills paid off Ramp:** While Ramp allows you to create a bill and select it to be paid outside of Ramp, we do not allow importing of bills that have already been paid into Ramp.
- **Manual payment sync:** QuickBooks Online and NetSuite can sync bill payments for bills paid outside Ramp after you mark the bill as paid in Ramp. If the payment was already recorded in your accounting provider, use **Mark as synced** instead of retrying payment sync so Ramp does not attempt to create a duplicate bill payment.
If you are using the Bill Pay for Universal CSV and QuickBooks Desktop settings, your bills will not sync automatically. Instead, when you upload the CSV export from Ramp to your accounting provider, we will create two journal entries, one for the bill and one for the bill payment. More information about this integration can be found here: [Bill Pay for Universal CSV and QuickBooks Desktop](/bill-pay-for-universal-csv-and-quickbooks-desktop-setup#exporting-bills-from-ramp-to-upload-into-your-accounting-provider)
## Payment cancellations
We will handle payment cancellations differently depending on your accounting system and if the period with the payment is open or closed:
- All other accounting providers besides QuickBooks and NetSuite:
- Ramp will attempt to delete the payment off the bill in the accounting period. If the period is closed, you likely need to manually reconcile these.
- QuickBooks:
- If the period with the original payment is still open, then we will void it. This will open up the bill for payment, so you can re-issue the payment in Ramp.
- If the period is closed, then canceling the payment in Ramp will not make any changes in QuickBooks. You will need to manually reconcile in this case. For example, if the payment was canceled due to a check not getting cashed, you can reconcile in QuickBooks by booking the return to a liability account (like "Stale Checks"), then reissue the payment from that same liability account.
- NetSuite:
- If the period with the original payment is still open, then we will void it. This will open up the bill for payment, so you can re-issue the payment in Ramp.
- If the period is closed, and the "Void Transactions Using Reversing Journals preference" is enabled in NetSuite, then the original payment will remain in the closed period for audit integrity, a reversing entry is created in the open period to reflect the voided payment, and the void reopens up the bill for payment to issue another payment. *See images below of the voided payment and the new journal entry.*
## Identifying and resolving sync errors
If there is at least 1 sync error in Bill Pay, we will flag it at the top of your Bill Pay instance with a banner. This banner is currently available for Early Access customers, and you can opt in from [**What's new**](https://app.ramp.com/features/whats-new).
- If you click "review" in the banner, it will filter on all your bills with a sync error.
- If you dismiss the banner, it will only show up again if a new sync error occurs.
Regardless of the banner, you can also always filter on sync errors using the Sync status filter and save as a new view, to save the filter and come back to it whenever.
If you see any sync errors that are stale or you intend to resolve them outside of Ramp, you can now mark a bill as synced manually. If you click into the bill, you will see the option "Mark as synced."
Doing so will remove automatic syncing from the bill and the payment, and remove the sync error from view. You can always retry syncing later to sync both the bill and payment if it is complete.
If you have multiple sync errors, you can also mark multiple bills as synced at the same time. Just select all the bills with sync errors you would like to mark synced, and you'll see an option in the footer to mark as synced in bulk.
## Frequently asked questions
### My bill failed to sync to my accounting provider, does this mean my payment failed?
- This is not necessarily the case. You can review the Activity on the bill to understand payment status, and can retry the sync separately once the recommended troubleshooting steps have been followed. Let us know if we can help: [How to contact Ramp's Support team](/how-to-contact-ramps-support-team)
---
# Bill accruals in Ramp
> Official Ramp Help Center article. Topic: Bill Pay / Manage Bills. [View the canonical page](https://support.ramp.com/bill-accruals).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](https://support.ramp.com/ramp-plus-overview) for plan details.
Bill accruals help accounting teams recognize unsynced Bill Pay expenses in the correct accounting period before the bill syncs to an accounting provider.
When bill accruals are enabled, Ramp can generate an accrual journal entry for eligible bills that have not synced to accounting, such as approved bills when sync-on-approval is active or bills that are still drafts. You can review what is included and sync the final journal entry to your connected accounting provider.
## Supported accounting providers for bill accruals
Bill accruals are supported for QuickBooks Online, NetSuite, Sage Intacct, and Microsoft Dynamics 365 Business Central.
Bill accruals are not supported for Universal CSV exports or providers that do not support both Ramp Bill Pay and accrual journal-entry sync.
## Before you use bill accruals
Your business must have Accounting Accruals enabled in Ramp, Bill Pay enabled, a supported connected accounting provider, and eligible approved bills or draft bills for the accrual period.
Before syncing a bill accrual, confirm that each entity with included bills has an accrual AP liability account mapping, accrual posting date, and accrual reversal date configured. If a liability account is missing, select **Edit liability accounts** from the bill accrual sync page to update it.
## How Ramp chooses bills for accrual
Ramp reviews eligible approved bills and draft bills for the selected accrual period and entity.
Your business's Accruals policy document can define which bills Ramp includes for accrual.
Ramp generally considers:
- Approved bills that have not already synced to accounting
- Draft or provisional bills that have not yet been converted into approved bills
- Bills or draft bills dated in the accrual month or earlier
- Bills issued after the accrual month when their service period belongs to the accrual month or earlier
- Bills that have not already been included in a synced accrual for the same period
Ramp excludes bills when they have already synced, were already accrued for the same period, are amortized, are missing required accounting coding, are outside the accrual period, belong to an entity you cannot access, or are unavailable because the feature or provider is not supported.
## How Ramp builds the accrual journal entry
Ramp creates one accrual per entity for the selected period.
Your business's Accruals policy document can define how Ramp maps GL accounts on liability lines.
The journal entry includes:
- Expense lines, usually debits, based on bill line items and their existing accounting coding
- Liability lines, usually credits, posted to each included entity's configured accrual AP liability account. A liability line without an account can appear in the preview but cannot sync successfully
- A posting date from the entity's accrual posting date setting
- A reversal date from the entity's accrual reversal date setting
- A memo such as `Monthly accrual for YYYY-MM`
For bill accruals, Ramp can group liability lines by bill and accounting coding to keep the entry balanced while preserving bill-level detail.
## Review and edit a bill accrual before syncing
The accrual report and journal-entry preview are the source of truth before sync.
Open [Bill accruals](https://app.ramp.com/bill-pay/bills/accrual) in Ramp to review the report for the selected period and entity.
Before syncing, you can:
- Refresh the accrual report for the period
- Preview the journal entry by entity
- Include or exclude specific approved bills
- Include or exclude eligible draft bills
- Update line-level accounting fields, such as department, class, location, or other tracking categories
- Continue after confirming the report and preview are correct
If you change bill inclusion or accounting coding, review the updated report and preview before syncing.
## Sync a bill accrual to your accounting provider
When the preview is correct, sync the accrual journal entry to your connected accounting provider.
Depending on the provider, Ramp creates both the posting and reversal entries or sends the reversal date so the provider can generate the reversal.
After a bill accrual sync succeeds, Ramp updates included bills' accounting sync date to the accrual reversal date. Approved bills that are ready to sync can then sync normally using that date.
## Common reasons a bill does not appear in a bill accrual
A bill may not appear in a bill accrual if it has already synced to accounting, was already included in a synced accrual for the same period, is amortized, is missing required accounting coding, is outside the accrual period, belongs to an entity you cannot access, or bill accruals are not enabled for your business or provider.
Review the accrual report and bill details first, then update the bill's accounting coding or entity access if needed before refreshing the report again.
## Frequently asked questions
### Can Universal CSV customers use bill accruals?
No. Universal CSV exports do not support bill accruals because bill accruals require both Ramp Bill Pay support and accrual journal-entry sync through a supported connected accounting provider.
### Do draft bills sync to accounting after they are accrued?
No. Draft bills are represented in the accrual journal entry only. After a draft bill becomes an approved bill, it can follow the normal bill sync workflow when it is ready to sync.
### Can I sync the same bill accrual more than once?
No. Ramp prevents already-synced accruals and bills already included in a synced accrual for the same period from being accrued again.
---
# PO accruals in Ramp
> Official Ramp Help Center article. Topic: Bill Pay / Manage Bills. [View the canonical page](https://support.ramp.com/po-accruals-in-ramp).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
> **Alpha.** This feature is in early development and may change based on feedback.
PO accruals extend the [bill accrual workflow](/bill-accruals) for accounting teams that use Ramp Procurement. Bill accruals recognize eligible spend at the bill level; PO accruals recognize committed but unbilled purchase order spend at the individual expense-line level.
## Accounting providers that support PO accruals
PO accrual availability uses the same accounting-provider accrual capability as AP accruals instead of a separate PO-specific provider list. PO accruals are available on connected accounting providers where that accrual capability is supported.
Your business must also have access to Accounting Accruals and the PO accrual Alpha. Oracle Fusion additionally requires accrual creation to be enabled for the connection. Universal CSV does not support PO accruals.
## Set PO line accrual schedules
For an eligible approved PO, Ramp automatically creates a monthly straight-line accrual schedule for each positive-value expense line that has valid start and end dates. If line-level dates are missing, Ramp can use the PO request's start and end dates. Lines without valid dates or with a nonpositive amount do not receive a default schedule.
To review or change a schedule, open the PO from [Purchase orders](https://app.ramp.com/procurement/purchase-orders), then select **Accounting**. Each eligible PO line has its own **Accrual schedule**. You can change its start date, end date, and cadence to monthly or quarterly, and use straight-line amounts or custom amounts that equal the PO line total.
## Review and sync PO accruals during month-end close
Open [Bill accruals](https://app.ramp.com/bill-pay/bills/accrual) to review PO accruals as an extension of the bill accrual flow:
1. Review unpaid bills at the bill level.
2. Review purchase orders at the PO-line level. Ramp generates the PO report and shows the scheduled amount, billed amount, and amount to accrue for each line. Include or exclude each eligible line before continuing.
3. Review the accrual journal entry. Bills and purchase orders appear on separate tabs, and selected PO lines sync with bills through your direct accounting integration.
You need access to review AP accruals and view the related POs. Changing a PO line's inclusion or accrual schedule also requires the **Manage accounting on purchase orders they can view** permission.
If you do not have the required access, ask a Ramp Admin to grant the accounting and procurement permissions or complete the review for you. Admins can use [Customize role permissions](/customizing-roles-and-permissions) and [Procurement role configuration](/procurement-role-configuration#manage-accounting-on-purchase-orders-they-can-view) to assign PO accounting access.
## PO accrual limitations
PO accruals apply only to expense lines on approved Ramp-created POs. Imported POs and inventory-item PO lines are excluded. A PO line with incomplete required accounting coding cannot be included automatically, and a bill matched only to the PO header must be matched to individual PO lines before the related accrual can be ready.
Ramp floors the accrual amount at zero after subtracting billed spend from the scheduled amount. A PO line already included in a synced accrual for the same close month cannot be accrued again. PO accruals cannot be exported through Universal CSV or a PO accrual CSV.
---
# Sync bills on approval
> Official Ramp Help Center article. Topic: Bill Pay / Manage Bills. [View the canonical page](https://support.ramp.com/sync-bills-on-approval).
## Overview
Ramp syncs bills to your accounting provider when they are submitted for approval by default, but if preferable, we also support configuring bills to only sync **after** they have been fully approved.
## How to change bill sync preferences
You can find this feature in**Accounting -> Settings -> Sync Setting -> Bills Pay -> Sync Timing**
## Supported ERP's
This will work for NetSuite, Sage, QuickBooks and Xero.
## Frequently asked questions
### How do the approval statuses work in the ERP?
For NetSuite only, we will also sync an "approved" status when the bill is approved. If the setting has "sync bills on creation", we will sync bills without a specified approval status. The approval status tied to the bill will then depend on whether their NetSuite has an approval process in place. Once the bill is approved, we will sync the "Approved" status to NetSuite.
If the setting has "Sync bills after fully approved", then we will sync the bill with the approved status from the start. Note that this does not always work and if it doesn't, it tends to be due to the underlying workflow in NS that does not let Ramp set the approval status.
This is NOT available for Sage due to their API limitations. Similarly, this is NOT done for QBO & Xero.
### How will I know if my bill has been synced or not?
An unsynced bill will be denoted by a grey cloud icon, instead of the regular green cloud icon for successful sync, or red cloud icon for failed sync.
---
# Two-way bill payment sync
> Official Ramp Help Center article. Topic: Bill Pay / Manage Bills. [View the canonical page](https://support.ramp.com/two-way-bill-payment-sync).
## Overview
Ramp automatically detects when a bill is marked as paid in your accounting provider and updates the bill status in Ramp to **Paid**. This two-way payment status sync prevents double payments and removes the need to manually update bills in both systems.
This applies to all bills that exist in both Ramp and your accounting provider, including bills you created in Ramp and bills imported from your accounting provider.
## Supported accounting providers
Two-way payment status sync is available for the following accounting providers:
- Microsoft Dynamics Finance and Operations **(Enterprise)**
- NetSuite (OneWorld and Standard)
- QuickBooks Desktop (direct sync)
- QuickBooks Online
- Sage Intacct
- Xero
Payment status sync works for bills in all currencies across these providers. Connecting each integration may require a specific Ramp plan — see [Ramp ERP integrations overview](/ramp-accounting-integrations-directory) for each provider's plan availability.
> **Note:** Acumatica, Zoho Books, and QuickBooks Desktop (file export) do not support automatic two-way payment status sync. For these providers, you can manually mark bills as paid in Ramp from the [**Bill Pay**](https://app.ramp.com/bill-pay) page.
## How payment status sync works
During each sync cycle, Ramp checks your accounting provider for bills whose payment status has changed. What happens next depends on the bill's current payment state in Ramp:
- **Pre-flight bills** (unscheduled, scheduled, or in approvals): Ramp cancels any pending payment, sets the payment method to "pay outside of Ramp," and marks the bill as **Paid**. If the bill is pending Bill Pay approval when it is marked as paid in your accounting provider, Ramp skips the remaining approvals. The bill's activity log records the change as "Marked as paid in \{your accounting provider}."
- **In-flight bills** (payment already initiated in Ramp): Ramp does not make any changes. The existing Ramp payment continues as scheduled.
If a previously paid bill becomes fully open again in your accounting provider, Ramp automatically reopens the corresponding bill when its only payment was a manual payment made outside Ramp. The bill's activity records that Ramp detected the bill was marked as unpaid in your accounting provider. This does not apply to card payments or bills with multiple payments.
The paid date shown on the bill in Ramp and in the AP Aging report uses the payment date from your accounting provider, not the date Ramp detected the change.
No email notifications are sent when a bill is automatically updated to paid through this sync. You can review which bills were updated by filtering the [**History**](https://app.ramp.com/bill-pay/bills/history) tab in Bill Pay.
## Current limitations
- If a bill's payment has already been initiated in Ramp (in-flight), it is not updated even if the accounting provider marks the bill as paid.
- The sync runs on the same schedule as the standard accounting refresh. If you need an immediate update, click **Refresh** in the banner above the bills table on the [**Bill Pay**](https://app.ramp.com/bill-pay) page.
## Frequently asked questions
### Which accounting providers support two-way payment status sync?
Microsoft Dynamics Finance and Operations, NetSuite, QuickBooks Desktop (direct sync), QuickBooks Online, Sage Intacct, and Xero support automatic two-way payment status sync. When a bill is marked as paid in one of these providers, Ramp automatically updates the bill to **Paid**. Acumatica, Zoho Books, and QuickBooks Desktop (file export) do not currently support this sync. Connecting Microsoft Dynamics Finance and Operations requires Ramp Enterprise; see [Ramp ERP integrations overview](/ramp-accounting-integrations-directory) for each provider's plan requirement.
### Does this apply to bills I created in Ramp, or only imported bills?
Both. If a bill exists in both Ramp and your accounting provider — whether you created it in Ramp and synced it, or imported it from the accounting provider — Ramp detects when it is marked as paid in the accounting provider and updates the status in Ramp.
### A bill was paid in my accounting provider but still shows as open in Ramp. What should I do?
Check when the last sync occurred by looking at the date and time shown in the banner above the bills table. If the sync has not run since the bill was paid in your accounting provider, click **Refresh** to initiate a manual sync. Updates typically take 2-5 minutes to appear after a sync starts. If the bill has an in-flight payment in Ramp (already initiated), it will not be updated even if your accounting provider marks it as paid.
### Does Ramp send notifications when a bill is auto-updated to paid?
No. Ramp does not currently send email or in-app notifications when a bill is automatically marked as paid through two-way payment status sync. You can review updated bills in the [**History**](https://app.ramp.com/bill-pay/bills/history) tab.
### Do I need to turn on a setting to enable this?
No. Ramp does not have a customer-facing setting to turn on two-way payment status sync. When this sync is available for your connected accounting provider, it runs automatically without any opt-in or configuration in Ramp.
### Can I turn off two-way payment status sync?
No. Ramp does not have a customer-facing setting to turn off two-way payment status sync for your business.
## Related articles
- [Importing bills from your accounting provider](/importing-bills-from-your-accounting-provider)
- [Bill Pay Accounting](/bill-pay-accounting)
---
# Match transactions to open bills
> Official Ramp Help Center article. Topic: Bill Pay / Manage Bills. [View the canonical page](https://support.ramp.com/match-transactions-to-open-bills).
## Overview
Customers can streamline their accounting process by matching and syncing transactions made using their Ramp Cards to open bills in their accounting provider.
Key benefits
- **Simplified accounting:** Matching and syncing transactions to open bills in your accounting system reduces manual entry and errors, making the accounting process more efficient.
- **Enhanced financial management:** Keep accurate records of bill payments made with Ramp Cards to gain better visibility and control over your expenses.
## How does this work?
Ramp will show open bills that match transactions within the Accounting tab based on the following:
- Vendor name matching an outstanding bill vendor
- Payment amount matching outstanding bill amount
1. If a transaction matches an outstanding bill in your accounting provider, Ramp will surface for your review.
1. You will have the ability to match the transaction to Bills from your accounting provider.
1. Once a transaction is matched to a bill, this will be reflected into the Accounting tab.
## Accounting impact
Decrease the Bill AP
Increase to the Credit Card AP
This will not show up as a credit card expense, but it will hit the Credit Card account. Therefore, this expense will be pulled into any report that looks at the Credit Card Liability account.
## Frequently asked questions
### What is the Match Transactions to Open Bills feature?
Match Transactions to Open Bills is a feature that streamlines your accounting process by allowing you to match and sync transactions made with Ramp Cards to open bills in your accounting provider.
> **Note:** This feature is limited to bills that were created in your accounting provider. Therefore, it won't apply to open bills created in Ramp.
### How does Match Transactions to Open Bills simplify the accounting process?
This feature reduces manual entry and errors by matching and syncing transactions to open bills in your accounting system. It makes the accounting process more efficient and saves time for your accounting team.
### How does the matching process work?
Ramp matches transactions based on the vendor name and payment amount. If the vendor name in a transaction matches an outstanding bill vendor and the payment amount matches the outstanding bill amount, Ramp will surface this match for your review.
### What happens after a transaction is matched to a bill?
Once a transaction is matched to a bill, this information will be reflected in the Accounting tab in your Ramp account. This allows for enhanced financial management and visibility over your expenses.
### Can I match a transaction to multiple open bills?
Yes, the Match Transactions to Open Bills feature allows you to match a transaction to multiple open bills. If you need to allocate a transaction to several bills, select the relevant open bills during the matching process in your Ramp account. This will help you maintain accurate records and better manage your expenses.
Note for Xero users: This feature will currently only match bills when the Ramp card transaction and bill are 1:1.
### Can I match multiple transactions to an open bill?
Currently, the option to match multiple transactions to an open bill is unavailable within the Ramp product. In the meantime, you can create a separate bill for each transaction. You can upload the same invoice for each bill created and edit the invoice amount within each bill. From there, you can then match each transaction to their respective bill.
### What bills do we pull into Ramp from your accounting provider?
We only pull in USD bills. When you view bills for a transaction, there's an additional filter that requires the bill to be in the same entity as the transaction and have a $ amount equal to or smaller than the transaction.
**Note:**For multi-currency customers using Sage Intacct, bills cannot be matched at the top credit card level. These bills have to be opened and created at the entity level.
### Why am I receiving the error "Invalid Bill type" when syncing a matched bill?
This error occurs because the Bill you are matching the transaction to either 1) no longer exists in your accounting provider or 2) has already been paid in your accounting provider. If this is the case, the workaround is to unmatch the transaction in Ramp.
### How can I unmatch transactions from bills?
If the match resulted in a paid Bill Pay bill with one existing Ramp card payment, open the bill from [**Bill Pay** > **History**](https://app.ramp.com/bill-pay/bills/history) and select **Remove transaction**. Ramp unlinks the transaction and marks the bill as unpaid. See [Remove a matched card transaction from a bill](/pay-bill-pay-invoices-via-ramp-card#remove-a-matched-card-transaction-from-a-bill) for accounting impact and steps.
If **Remove transaction** is unavailable for a matched accounting-provider bill, [contact Ramp Support](/how-to-contact-ramps-support-team) to unmatch it.
**Troubleshooting: transaction does not appear for matching**
- If you do not see the expected transaction when matching to a bill:
- Open the bill and select **Search Transactions** .
- In the **Search Transactions** modal, click the cardholder name filter at the top.
- Change the filter to **All cards** so all eligible card transactions are displayed.
- Select the correct transaction to complete the match.
## Additional notes
> **Please note:** that if you match a transaction to an open bill, it will stay open if the transaction was paid in USD and the bill is in a foreign currency.
---
# Exporting Bills via CSV
> Official Ramp Help Center article. Topic: Bill Pay / Manage Bills. [View the canonical page](https://support.ramp.com/exporting-bills-via-csv).
## Overview
Ramp now supports separate exports of bills and bill payments for our Universal CSV and QuickBooks Desktop customers, significantly enhancing the accounts payable experience. This article details what to expect and how to export.
## Key features
Previously, a bill had to be paid for you to export it, but with this feature, even if a bill is open (i.e. not paid yet), you will still have the option to export it.
Once the payment is made you have the option to export the bill payment separately. Ramp will NOT double sync the original bill.
- Separate export of bills and bill payments
- Bill export available immediately after approval
- Editable accounting fields until export
- Ability to un-sync bills if needed
- Improved experience for externally tracking AP aging/accrual accounting
## Export process
Follow these steps to export:
1. Navigate to Accounting → Bill Payments
2. Select desired bills for export
3. Click the "Export" button
4. Select CSV format
5. Download the generated file
There are 3 scenarios you'll encounter when exporting:
### Bill is open, exported, then paid in Ramp
If a bill is open and unpaid, then the open bill can be exported.
Later, when the bill is paid, the payment will be available to export on the accounting page (and only the payment portion)
### Bill is open, paid in Ramp, and then exported afterwards
If the bill is only exported ***after*** it has been paid, then both the bill and bill payment are exported together.
### Bill is open, marked as paid outside of Ramp
Ramp will export the open bill, no bill payment will be exportable as it is expected that you will manually match a payment in your accounting provider.
## Frequently asked questions
### Can I edit bills after exporting them?
No, bills are locked immediately after export to maintain data integrity. Ensure all information is correct before exporting.
### What if I need to make changes to a bill after it's been exported?
You can use the un-sync feature to reset a bill's status to NOT_SYNCED. This allows you to make changes and re-export the bill. Be sure to update your ERP system accordingly.
### What happens if I reject or archive a bill after exporting it?
Rejected bills are removed from the export-ready list. Archived bills maintain their exported status but are no longer visible in the main view.
### What is the difference between this and Bill Pay CSV Export?
The main purpose of the Bill Pay CSV export is for analysis. The accounting export covered here is meant to account for bills in your accounting provider and doubles as a to-do list.
---
# Get started with Receivables
> Official Ramp Help Center article. Topic: Receivables / Receivables. [View the canonical page](https://support.ramp.com/ramp-ar-overview).
## Overview
> **Beta.** This feature is currently in Beta. Available to eligible businesses — open [Receivables](https://app.ramp.com/accounts-receivable) to check access and enable it.
Receivables helps your business create invoices, follow up on overdue balances, apply incoming payments to open invoices, and sync accounts receivable activity with QuickBooks Online.
It is currently intended for US-based, single-entity businesses that use QuickBooks Online and send one-off invoices.
Access is role-based, so a user without a qualifying role may not see **Receivables** even when their business is eligible. Have a Business Owner, Business Admin, Unbundled Owner, Unbundled Admin, or Finance Admin confirm eligibility.
## Check Receivables access and prerequisites
Open [Receivables](https://app.ramp.com/accounts-receivable). Ramp sends you to **Invoices** if you can view invoices or to **Get started** if your business can enable the product.
An active QuickBooks Online connection is generally required. If a connection is required, Ramp shows **Connect QuickBooks Online to use Receivables**. A user with permission to administer accounting connections can select **Connect QuickBooks**.
Access is permission-based. Owners, Admins, and Finance Admins have full access, including administration, by default.
The **Accounts Receivable** clerk role can access invoices, contracts, and customers; edit products; and view settings by default. Administration is off by default for this role.
Business Owners, Business Admins, Unbundled Owners, Unbundled Admins, and Finance Admins can change settings and complete setup by default.
## Complete Receivables setup
If **Get started** is available, open [setup](https://app.ramp.com/accounts-receivable/get-started) and enable Receivables. Ramp shows **Receivables could not be enabled** if enablement fails.
After enablement, complete [onboarding](https://app.ramp.com/accounts-receivable/onboarding). A Business Owner, Business Admin, Unbundled Owner, Unbundled Admin, or Finance Admin completes these steps:
1. Choose whether to import customers, products and services, and open invoices from QuickBooks Online. Customers and products are selected by default.
2. Choose the payment methods customers can use. Card and ACH debit require a Stripe connection. ACH credit and check use the bank or mailing information shown during setup.
3. Set the invoice logo, colors, default memo, and footer message that customers see.
4. Confirm where activity posts in QuickBooks Online, including the required GL account for ACH credit deposits.
5. Review how the **Intake agent**, **Collections agent**, and **Cash app agent** work.
If onboarding is incomplete, Ramp redirects you to the current onboarding step. After onboarding is complete, Ramp opens [All invoices](https://app.ramp.com/accounts-receivable/invoices/all).
## Troubleshoot Receivables accounting setup
During **Where should everything post?**, choose the accounts Ramp uses for invoice revenue, payments, fees, and adjustments. Required mappings include an accounts receivable account, an income account, and accounts for cash or undeposited funds. If ACH credit is enabled, also map the GL account for the bank account that receives payments.
Ramp shows **Select a GL account for ACH credit bank account deposits** when the ACH destination is missing its mapping. If Ramp cannot validate the complete setup, it shows **Accounting settings could not be verified**.
To review mappings later, open [Invoices](https://app.ramp.com/accounts-receivable/invoices/all), select the **...** overflow menu, then select **Settings** and **Accounting**. **Core accounts** contains accounts behind every invoice. **Clearing and adjustments** contains holding, fee, bad-debt, and chargeback accounts used for specific payment outcomes.
## Start using Receivables
Use these articles for each part of the order-to-cash workflow:
- [Create and send invoices](/create-and-send-ramp-ar-invoices) explains manual invoice entry, document intake, editing, and sending.
- [Use the Collections agent](/ramp-ar-collections-agent) explains overdue cases, inbox connections, drafted responses, pauses, and promises to pay.
- [Apply payments to invoices](/ramp-ar-cash-application) explains cash application, manual application review, and bank deposits.
- [QuickBooks Online sync](/ramp-ar-quickbooks-online-sync) explains imports, sync statuses, retries, and common QBO settings issues.
---
# Create and send Receivables invoices
> Official Ramp Help Center article. Topic: Receivables / Receivables. [View the canonical page](https://support.ramp.com/create-and-send-ramp-ar-invoices).
## Overview
> **Beta.** This feature is currently in Beta. Available to [eligible businesses](/ramp-ar-overview) — open [Receivables](https://app.ramp.com/accounts-receivable) to check access and enable it.
Create an invoice manually or let the Intake agent turn an uploaded or forwarded document into a draft. Review every draft before you finalize or send it.
Complete [onboarding](/ramp-ar-overview#complete-receivables-setup) before creating an invoice.
This article covers both intake paths, invoice review, delivery, and customer payment options.
## Create an invoice manually
Open [Invoices](https://app.ramp.com/accounts-receivable/invoices/all), select **New invoice**, then select **Create new invoice manually**.
Selecting a customer creates the draft. Complete the fields that apply, including **Invoice #**, **PO number**, payment terms, invoice and due dates, payment methods, line items, **Memo**, and **Footer message**. Ramp prevents you from continuing if the invoice number is already in use.
Select **Save draft** to keep the draft or continue to review it. You can delete a draft, but **Delete draft?** warns that the action cannot be undone.
## Create drafts with the Intake agent
From **New invoice**, choose one of these intake methods:
- **Upload or drop POs here:** Upload PDF, JPEG, JPG, or PNG files. You can upload up to 10 files at once, and each file can be up to 10 MB. Ramp shows **Processing invoice** while it creates a draft.
- **Forward emails to Ramp:** Send invoices, POs, contracts, spreadsheets, or customer emails to the forwarding address shown in Ramp. Email attachments can be PDF, PNG, JPEG, JPG, GIF, WEBP, CSV, XLS, XLSX, DOC, or DOCX files. Ramp processes the message into an invoice draft. If no address is available, Ramp shows **Email address not configured**.
Spreadsheets are supported only through **Forward emails to Ramp**. The **Upload or drop POs here** uploader accepts only PDF, JPEG, JPG, and PNG files.
Processing drafts cannot be edited until processing finishes. Open the completed draft and verify the customer, dates, amounts, line items, terms, payment methods, recipients, and customer-facing text before sending it.
## Review and send an invoice
Continue from the draft to **Review invoice**. Choose one delivery option:
- **Now:** Send the invoice after review.
- **Schedule for later:** Select a future date and an on-the-hour time in your local time zone.
- **Finalize but don't send:** Create the invoice without sending an email.
For an emailed invoice, add a **Primary recipient** and optional CC recipients. If the customer has no contact, Ramp shows **Customer must have a contact**. If no payment method is configured, Ramp shows **At least one payment method must be set before sending an invoice** and links to **Settings**.
Select **Create and send**, **Schedule**, or **Create invoice**, depending on the delivery option. A scheduled invoice shows **Invoice send scheduled**.
## Add invoice documents
During invoice review, use **Any additional documents to add?** to upload supporting documents. You can add up to 10 attachments at a time, download an attachment, or remove one before sending.
Ramp shows **Upload up to 10 attachments at a time** when the selection is too large. If an upload cannot be completed, Ramp shows **Could not upload attachments**.
## Manage an open invoice
Open an invoice from [Invoices](https://app.ramp.com/accounts-receivable/invoices/all). Depending on its status, you can resend it, pause or enable reminder emails, void an unpaid invoice, or record a payment.
Ramp labels imported QuickBooks Online invoices **Invoice imported from QuickBooks Online** and may provide **View PDF in QuickBooks**. For import and sync troubleshooting, see [QuickBooks Online sync](/ramp-ar-quickbooks-online-sync).
## Configure invoice payment methods
Open [Invoices](https://app.ramp.com/accounts-receivable/invoices/all), select the **...** overflow menu, then select **Settings** and **Payments** to enable default methods. New invoices start with the enabled business methods. On an invoice, use **Customers can pay via** to override the methods for that invoice.
ACH credit prints the selected bank account and routing details in invoice communications. Check prints the configured mailing address. Card and ACH debit require a connected Stripe account and use a Stripe payment link. Ramp does not provide saved customer payment methods or automatic charges.
If Stripe uses manual payouts, Ramp shows **Turn on automatic payouts in Stripe** because manual payouts prevent accurate payout accounting. Manage the payout schedule in Stripe. Ramp can display Stripe fees in payout details, but fee rates and timing are controlled by Stripe.
## Frequently asked questions
### How many drafts does the Intake agent create?
Bulk upload creates one draft per uploaded file. Email forwarding creates or updates one draft for an email thread. Current intake behavior does not split one spreadsheet into a separate draft for each row.
After intake finishes, the invoice table labels the draft **Created by AI intake agent**. Review the draft before sending it. For forwarded email, the agent also replies with a summary of what it created or why it needs more information.
### How does the Intake agent choose customers, products, and terms?
The Intake agent searches existing customers and products first. It creates a new record only when no viable match exists and record creation is enabled. Existing product pricing is used unless the source document provides another price. Payment terms are matched to the options configured for the business.
Keep customer names, product records, prices, and payment terms current so the agent has reliable records to match.
---
# Use the Receivables Collections agent
> Official Ramp Help Center article. Topic: Receivables / Receivables. [View the canonical page](https://support.ramp.com/ramp-ar-collections-agent).
## Overview
> **Beta.** This feature is currently in Beta. Available to [eligible businesses](/ramp-ar-overview) — open [Receivables](https://app.ramp.com/accounts-receivable) to check access and enable it.
The Collections agent helps you manage overdue invoices by organizing collection cases and drafting email responses.
Each case combines a customer's overdue invoices and collection email history in one place.
Complete [onboarding](/ramp-ar-overview#complete-receivables-setup) and send invoices before using collections.
## Connect a collections inbox
Open [Collections cases](https://app.ramp.com/accounts-receivable/collections), select a case, then open **Collections inbox settings**. Under **Email inbox connection**, connect an available inbox and allow Ramp to read collection-related messages and send collection messages.
The providers shown can include Gmail and, when enabled for your business, Outlook. Ramp requires both read and write access for the collections workflow. You can enable or disable a connected inbox.
If connection fails, Ramp shows **Failed to connect inbox**. If the connection response is missing required inbox information, Ramp shows **Missing connected inbox information. Try connecting your inbox again.**
## Review collection cases
Ramp checks overdue invoices daily. It groups open invoices with a positive past-due balance by customer, then creates or updates one active collection case for that customer. The [Collections cases](https://app.ramp.com/accounts-receivable/collections) table includes the customer, status, overdue invoice count, outstanding balance, days overdue, and last update.
Cases are grouped under **Needs attention** or **Waiting on customer**. The current Collections page does not use **Needs review** as a case status. Select the overdue invoice count to open invoices filtered to that customer and overdue status.
The default **AR Collections Policy** prepares drafts when an invoice is 3, 10, 17, 24, and 31 days overdue. It stops preparing drafts after the fifth notice so your team can handle the case. Your business can edit this policy, so the timing you see may differ.
## Reply to a collection case
Open a case and choose **Reply**. The composer supports sender, recipient, CC, BCC, subject, message, and attachments. Select **Generate response** for an AI draft, then review and edit the message before selecting **Send**.
Ramp may show these errors:
- **No available inboxes:** Connect or enable a collections inbox.
- **No customer contacts with an email:** Add a customer contact with an email address.
- **Message is required:** Add message text before sending.
- **Failed to generate AI response:** Write the response manually or try again.
- **Failed to send email:** Review the inbox connection and retry.
## Pause or resume a collection case
Open a case and select **Pause case** to stop the active collection workflow for that case. Select **Resume case** when collection activity should continue.
Pausing a case suppresses new collection drafts until the case resumes.
The case detail page displays **Case closed** for closed cases. Closed cases are not included in the active or paused collections lists.
## Record a promise to pay
Open a case and select **Record promise to pay**. Select at least one available invoice, enter a date of today or later, and enter an amount greater than zero.
Ramp pauses the collection sequence until the promised date. If the promise is not fulfilled, the case can return for follow-up.
## Distinguish invoice reminders from collection drafts
Invoice reminders are separate from Collections agent drafts. When enabled for an open invoice, Ramp automatically sends reminders 7 days and 1 day before the due date. These reminders do not wait for review in the Collections case.
You can use **Pause reminders** or **Enable reminder emails** on an open invoice. For other invoice actions, see [Create and send invoices](/create-and-send-ramp-ar-invoices#manage-an-open-invoice).
## Frequently asked questions
### Does Ramp read my entire connected inbox?
No. Ramp scans matching collection emails and uses messages from the relevant provider thread to help draft responses. You can disable a connected inbox from **Collections inbox settings**.
### Does the Collections agent send email automatically?
No. The Collections agent creates a draft for your review. Open the case, select **Reply**, review or edit the generated message, then select **Send**. There is no separate approve-or-reject step in the current experience, and Ramp does not send the draft before you select **Send**.
### How do I change collection rules?
From [Collections cases](https://app.ramp.com/accounts-receivable/collections), select **View policy**. Use **Collections policy** to configure reminder timing, dispute handling, escalation guidance, and tone. Ramp creates a default **AR Collections Policy** when you enable the product.
---
# Apply Receivables payments to invoices
> Official Ramp Help Center article. Topic: Receivables / Receivables. [View the canonical page](https://support.ramp.com/ramp-ar-cash-application).
## Overview
> **Beta.** This feature is currently in Beta. Available to [eligible businesses](/ramp-ar-overview) — open [Receivables](https://app.ramp.com/accounts-receivable) to check access and enable it.
Cash application evaluates newly created positive bank transactions and can match them to open invoices. Payments created by this automation are labeled **Created by AI cash application**.
Use the payment detail page to review applications, apply an unapplied amount to an invoice, remove an application, or record a bank deposit when available.
Cash application leaves uncertain matches untouched for manual review. It does not automatically process partial allocations, reversals, returns, chargebacks, NSF transactions, or refunds.
## Connect an account for real-time cash application
Set up ACH credit during [onboarding](/ramp-ar-overview#complete-receivables-setup). Connect the destination account through a supported connection such as Plaid, Finicity, or Teller so Ramp can monitor the bank feed and auto-match payments.
A manually connected ACH credit account shows **Real-time cash application is unavailable for manually connected accounts**. If you previously selected a different ACH credit account, a newly added replacement account has a 48-hour selection cooldown. Accounts awaiting verification cannot be selected.
## Review a payment and its invoice applications
Open [Payments](https://app.ramp.com/accounts-receivable/payments), then select a payment. The **Cash application** summary shows how the payment is applied.
Select **Apply** to assign an unapplied amount to an open invoice. The amount cannot exceed the lower of the invoice balance and the payment's unapplied amount. Ramp shows **Applied amount cannot exceed available balance** if the amount is too high.
Select **Remove** to remove an existing invoice application. Ramp shows **Invoice could not be applied** or **Invoice could not be removed** if the requested change fails.
## Create a payment manually
From [Payments](https://app.ramp.com/accounts-receivable/payments), select **Record payment**. Choose a customer, enter an amount greater than zero and a transaction date, then add a reference or invoice applications if needed.
When an accounting provider is available, select the required GL account. After Ramp creates the record, it shows **Payment created**.
Use manual entry when cash application does not record an incoming transaction.
## Record a bank deposit
For an editable payment recorded to undeposited funds, select **Record a bank deposit** and choose at least one payment. Ramp shows **Select at least one payment** if no payment is selected.
Stripe-originated payments cannot have their details or invoice applications edited, cannot be deleted, and do not offer the same bank-deposit action. Stripe payout deposits redirect to their source and show **Stripe deposits cannot be edited** when an edit is attempted.
For accounting sync statuses and retry steps, see [QuickBooks Online sync](/ramp-ar-quickbooks-online-sync).
## Frequently asked questions
### What happens when more than one invoice could match a payment?
Cash application first looks for one invoice with an exact remaining balance or a same-customer combination that exactly totals the bank transaction. If one match cannot be established, Ramp leaves the transaction unchanged for manual review.
### Can cash application monitor more than one bank account?
Cash application can process transactions from multiple eligible bank accounts. The ACH credit payment setting selects one destination account to print on invoices at a time. Each monitored account needs an automatic connection. A valid accounting mapping is required for accounting sync, but not for matching and applying payments. Manually connected accounts are not monitored for real-time cash application.
### What does the missing GL account mapping banner mean?
The Payments page shows **GL account mapping is not set** when the bank account receiving a payment lacks its accounting mapping. Select **Set GL account mapping** and choose the account used for that bank account's deposits.
If cash application already found a valid match, Ramp can still create the payment and apply it to the invoice, but accounting sync is disabled for that payment. If cash application did not record the payment, use [Payments](https://app.ramp.com/accounts-receivable/payments) to create and apply it manually.
---
# Receivables QuickBooks Online sync
> Official Ramp Help Center article. Topic: Receivables / Receivables. [View the canonical page](https://support.ramp.com/ramp-ar-quickbooks-online-sync).
## Overview
> **Beta.** This feature is currently in Beta. Available to [eligible businesses](/ramp-ar-overview) — open [Receivables](https://app.ramp.com/accounts-receivable) to check access and enable it.
Ramp uses QuickBooks Online to import existing accounts receivable records and sync activity back to your accounting system. Ramp shows the current status and lets you retry eligible failures.
An active QuickBooks Online connection is generally required.
## Import QuickBooks Online records
During [onboarding](/ramp-ar-overview#complete-receivables-setup), choose whether to import customers, products and services, and open invoices. Customers and products are selected by default. The invoice import includes fully unpaid open invoices; paid and partially paid QBO invoices are not imported by this workflow.
You can also run these imports from accounting settings. Open [Invoices](https://app.ramp.com/accounts-receivable/invoices/all), select the **...** overflow menu, then select **Settings** and **Accounting**. Business Owners, Business Admins, Unbundled Owners, Unbundled Admins, and Finance Admins can change these settings by default.
Import controls are unavailable while an import is already running. The same settings drawer also includes **Payments** and **Invoice template** tabs.
Ramp shows the import start time while an import is running or after it succeeds. If an import fails, Ramp shows **QuickBooks Online import failed** and **Try importing again**. After an import finishes, you can run another manual import. Starting another import while one is already running returns the existing in-progress job.
## Understand what Ramp sends to QuickBooks Online
Ramp can send these records to QBO:
- Active and inactive customers, but not draft customers.
- Products and services when sync is enabled.
- Open and voided invoices. A voided invoice that never synced is not sent.
- Completed payments.
- Finalized credit notes, credit-note applications, and refunds.
- Bank deposits.
Related records must sync first. For example, an invoice cannot sync until its customer and products have QBO records, and a payment cannot sync until its customer and invoices have QBO records.
## Review a Receivables sync status
Records show one of these accounting sync states:
- **Not synced:** Select **Sync now** when the record is ready.
- **Sync in progress:** Ramp is sending the record to QuickBooks Online.
- **Synced to QuickBooks Online:** The sync completed.
- **Unable to sync to QuickBooks Online:** Review the displayed error, then select **Retry sync**.
- **Do not sync to QuickBooks Online:** Sync is disabled for that record.
When a manual sync or retry begins, Ramp shows **Sync to QuickBooks Online started**. Ramp continues checking the sync until it succeeds, fails, or the status check times out.
## Turn off automatically applied credits in QuickBooks Online
QuickBooks Online's **Automatically apply credits** setting is incompatible with credit notes created in Ramp. If it is enabled, Ramp shows **Turn off automatically applied credits in QuickBooks** and disables new credit-note creation.
In QuickBooks Online, open **Advanced Settings**, select **Automation**, and turn off automatically applied credits. Return to Ramp and retry after the setting is updated.
## Troubleshoot imported invoices
An invoice imported from QuickBooks Online is labeled **Invoice imported from QuickBooks Online**. Imported invoices may not have a Ramp-generated preview. Use **View PDF in QuickBooks** when Ramp provides that action.
If Ramp shows **Connect QuickBooks Online to use Receivables**, reconnect or complete the QBO connection before retrying an import or sync. A user with permission to administer accounting connections can select **Connect QuickBooks**.
For Ramp's standard accounting integration, see [QuickBooks Online overview](/quickbooks-online-overview).
## Frequently asked questions
### Why did a record fail to sync?
Related records must sync in dependency order. For example, a customer and its products must have QBO records before an invoice can sync, and the customer and invoice must sync before the payment.
Also check **Settings** and **Accounting** for the required accounts. Common missing mappings include accounts receivable, income, cash, and undeposited funds. If the record shows **Unable to sync to QuickBooks Online**, review its error and select **Retry sync** after correcting the issue.
### Is the sync real-time or two-way?
No. Ramp submits supported records to QBO asynchronously and reports their sync status. QBO does not continuously send AR changes back to Ramp. Use the separate manual import when you need to copy supported QBO records into Ramp.
---
# Ramp Procurement Quick Start Guide
> Official Ramp Help Center article. Topic: Procurement / Set up Procurement. [View the canonical page](https://support.ramp.com/ramp-procurement-quick-start-guide).
Get up and running in 15 minutes.
> **Note:** This is a quick start overview of the full procurement workflow on Ramp. For detailed configuration instructions — intake forms, conditional questions, approval policies, and purchase order customization — see [Getting started with Procurement](/get-started-with-procurement).
## Overview
Ramp Procurement lets you capture every purchase request in one place, automatically loop in the right approvers, and manage purchase orders — all on one platform. This guide walks you through the end-to-end procurement workflow so you can get set up quickly.
> **Note:** Procurement requires the Procurement add-on; if your business is eligible, you may be able to start a [60-day free trial](/procurement-free-trial).
Here's how the process works at a high level:
1. An employee submits a purchase request through a Spend Program.
2. The request goes through your approval workflow.
3. Once approved, Ramp creates a purchase order (PO).
4. The vendor sends an invoice.
5. You match the invoice to the PO in Bill Pay.
6. You approve and pay the bill.
## How it works
Use the table below as a quick reference for where key actions live in Ramp:
| To do this | Go here |
| --- | --- |
| Submit a procurement request that creates a PO after approval | [**Request**](https://app.ramp.com/request) and choose a Program |
| Create a new Spend Program | [**Manage spend > Programs**](https://app.ramp.com/spend-programs), then **Create program** |
| See pending requests | [**Manage spend > Requests**](https://app.ramp.com/requests/pending) |
| See approved purchase orders | [**Manage spend > Purchase orders**](https://app.ramp.com/procurement/purchase-orders) |
| Set up vendor onboarding | **Vendors → Settings → Vendor requests** |
| Create custom forms | [**Manage spend > Programs**](https://app.ramp.com/spend-programs), then **Manage automations > Manage workflow forms** |
| Set up Bill Pay approvals | **Bill Pay → Bills → Settings → Approvals** |
| Assign Accounts Payable roles | **Bill Pay → Settings** (3 dots) **→ Permissions** |
### Step 1: Create your first Spend Program
A Spend Program is a request form and approval workflow bundled together. When employees want to buy something, they pick the right program and fill out the form. Different programs can have different questions and different approvers.
1. Go to **Manage spend** in the left sidebar.
2. Click **Programs.**
3. Click **Create program** (top right).
4. Select **Start from scratch (Purchase order or Approvals only) or select a template** .
5. Name your program (e.g., "Software purchase request").
6. Add your intake questions.
7. Set up your approval workflow.
8. Click **Publish** .
Your employees can now submit requests through this program. For detailed configuration options — conditional questions, PO field mapping, line item coding, and custom approval policies — see [Getting started with Procurement](/get-started-with-procurement).
### Step 2: Review and approve requests
When an employee submits a request, it appears in [**Manage spend > Requests**](https://app.ramp.com/requests/pending) and goes through your approval workflow. Once fully approved, Ramp automatically creates a purchase order.
To submit a new procurement request, use [Request](https://app.ramp.com/request) and choose a Program. The Purchase orders page is for reviewing POs after they are created, not for starting a new request.
1. Go to [**Manage spend > Requests**](https://app.ramp.com/requests/pending).
2. Click any request to review it.
3. Approve, reject, or request changes.
You'll also receive email notifications when requests need your approval. For more on submitting and managing requests, see [How to submit procurement requests](/how-to-submit-procurement-requests).
### Step 3: Manage purchase orders
A purchase order (PO) is the official record of what you approved. It includes the vendor, amount, and line items. When invoices come in, you match them to the PO to confirm you're paying for what was approved.
1. Go to [**Manage spend > Purchase orders**](https://app.ramp.com/procurement/purchase-orders).
2. Click any PO to see details, download it, or send it to your vendor.
You can sync purchase orders to your accounting system. For setup instructions, see [Syncing Ramp purchase orders into accounting](/syncing-ramp-purchase-orders-into-accounting).
> **Note:** Approved, non-archived purchase orders that are not closed and were created in Ramp through a purchase request or CSV import support editing and change orders. Purchase orders created through the Ramp Developer API support editing but not change orders. Purchase orders synced from your ERP cannot be edited in Ramp and do not support Ramp change orders; edit them in your ERP instead. See [Purchase orders in Ramp](/purchases-orders-in-ramp#purchase-orders-created-outside-ramp) for origin-specific behavior.
### Step 4: Set up Bill Pay
When a vendor sends an invoice, you upload it to Bill Pay. Ramp's OCR reads the invoice and can auto-match it to the right PO. You review, approve, and pay — all in one place.
1. Go to [**Bill Pay**](https://app.ramp.com/bills) in the left sidebar.
2. Click the 3 dots (top right), then **Settings** .
3. Set up your payment accounts under **Payments** .
4. Add Accounts Payable under **Permissions** . For details on this role, see [Accounts Payable on Ramp](/accounts-payable-role-on-ramp) .
5. Set up approval workflows by going to **Approvals** .
For detailed setup instructions, see [Bill Pay setup](/bill-pay-set-up). To configure approval workflows, see [Bill Pay approvals](/bill-pay-approvals).
### Step 5 (optional): set up vendor onboarding
When employees request spend with a new vendor, you can automatically send that vendor a form to collect payment details, W-9, and other information — before you approve the request.
1. Go to **Vendors → Settings** .
2. Under **Vendor requests → Vendor forms** , create a custom form or use the defaults.
3. To import existing vendors, from the [**Vendors**](https://app.ramp.com/vendors/overview) page select **New vendor**, then [import vendors via CSV](https://app.ramp.com/vendors/overview#/d/vendors/settings/bulk-upload-vendors) or [import vendors from your ERP](https://app.ramp.com/vendors/overview#/d/vendors/settings/erp-import).
4. In your Spend Program's approval workflow, add a **Vendor onboarding** step.
For more on vendor management, see [Vendor management on Ramp](/vendor-management-on-ramp). To import vendors from your ERP, see [Import ERP vendors into Ramp](/import-erp-vendors-into-ramp). To learn about the onboarding workflow, see [Vendor onboarding in Procurement](/vendor-onboarding-in-procurement).
### Step 6 (optional): set up PO matching
PO matching helps you verify that invoices align with what was approved. There are two types:
- **2-way match:** The invoice matches the PO (amount and vendor). This works well for software and services.
- **3-way match:** The invoice matches the PO and you've confirmed goods were received. Use this for physical goods.
If you use NetSuite, Sage Intacct, or QuickBooks, you can import POs from your ERP and match invoices to them in Ramp.
1. Go to **Bill Pay → Settings** (3 dots) **→ Importing** tab.
2. Toggle on **Automatically import purchase orders** .
3. For 3-way match, enable it in your Spend Program's procurement controls.
For detailed instructions, see [Importing and matching POs](/importing-and-matching-purchase-orders-pos-on-ramp-bill-pay). For 3-way matching setup, see [3-way match with Ramp Procurement](/3-way-match-with-ramp-procurement). For overbilling controls, see [Overbilling protection](/overbilling-protection).
## Role-based functionality
The procurement workflow involves several roles. Here's what each role can do:
### For Admins
Admins create and manage Spend Programs, set up approval workflows, configure Bill Pay settings, and assign Accounts Payable roles. Admins can also skip approvals and issue a PO directly, as long as they aren't on the approval chain.
### For Employees
Employees submit purchase requests through the Spend Programs you've published. They select a program, fill out the intake form, and track their request status in the **Manage spend** tab. After a request is approved, employees can submit change orders if something needs to change. For details, see [Change orders](/change-orders).
### For Accounts Payable
Accounts Payable roles upload and manage invoices in Bill Pay, match invoices to purchase orders, and process payments. To assign Accounts Payable roles, go to **Bill Pay → Settings** (3 dots) **→ Permissions**. For more on this role, see [Accounts Payable on Ramp](/accounts-payable-role-on-ramp).
For a full overview of roles and permissions, see [User roles overview](/user-roles-overview).
## Use cases and examples
### One program for all purchases
If your procurement needs are straightforward, create a single "General purchase request" program. Use conditional questions to tailor the form based on spend type — for example, only show software-specific questions when the requester selects "Software" as the category.
### Separate programs by spend type
For more control, create separate programs for different categories — for example, "Software," "Hardware," and "Professional services." Each program can have its own intake questions, approval chain, and payment method. This is the most common approach for teams that want category-specific approvals (e.g., routing all software requests through IT).
### Programs by department
If different departments have different approval requirements, create department-specific programs. Use the visibility settings to restrict each program to the relevant team — for example, only Engineering employees see the "Engineering purchases" program.
## Best practices and tips
- **Decide on your program structure early.** Consider whether you need one program for all purchases or separate programs for different spend types. Separate programs let you tailor questions and approvals, while a single program with conditional questions is simpler to manage.
- **Use conditional questions to keep intake forms short.** Instead of asking every question to every employee, show questions based on previous answers — for example, only ask about data security requirements if the vendor handles sensitive information.
- **Set up vendor onboarding before going live.** Collecting W-9s and payment details automatically saves your team time and ensures compliance from the start.
- **Enable PO matching if you receive invoices.** 2-way matching works for most services and software. Enable 3-way matching for physical goods where you need delivery confirmation.
- **Configure Bill Pay approvals separately.** Purchase request approvals and invoice payment approvals are two different workflows. Make sure both are configured so invoices don't get stuck waiting for approval.
- **Start simple and iterate.** You can always add more programs, questions, and approval steps later. Launch with the minimum setup that covers your most common purchase types.
## Frequently asked questions
### What's the difference between a purchase order and a virtual card?
A purchase order requires the vendor to send invoices, which go through a separate set of approvals in Bill Pay. This works well for larger purchases or spend that your AP/finance team needs to review. A virtual card issues a card for the approved amount — once approved, the requester can use it immediately. This is typically better for smaller purchases where you trust the requester and don't need invoice-level review. For more details on configuring payment methods, see [Getting started with Procurement](/get-started-with-procurement).
### Can employees edit a request after submitting it?
A pending procurement request can be edited by the requestor/creator, owner, or coordinator; anyone who has participated in its approval chain; the direct manager of its owner or coordinator when granted team-level procurement management permission; and users with company-wide procurement management permission, including Business Owners, Admins, Finance Admins, and AP Clerks. Custom Roles can also be granted these abilities.
After approval, employees can submit change orders. You can set up a separate approval policy for change orders. See [Change orders](/change-orders) for details.
### Can I import vendors from my existing system?
Yes. You can import vendors via CSV or sync them from your ERP if you have an active integration. From the [**Vendors**](https://app.ramp.com/vendors/overview) page, select **New vendor**, then [import vendors via CSV](https://app.ramp.com/vendors/overview#/d/vendors/settings/bulk-upload-vendors) or [import vendors from your ERP](https://app.ramp.com/vendors/overview#/d/vendors/settings/erp-import). See [Import ERP vendors into Ramp](/import-erp-vendors-into-ramp) for instructions.
### Do purchase orders sync to my accounting system?
Yes, they can. Ramp supports PO syncing with NetSuite, Sage Intacct, and QuickBooks. See [Syncing Ramp purchase orders into accounting](/syncing-ramp-purchase-orders-into-accounting) for setup instructions.
### Where can I get help with complex setups?
For implementations involving legal reviews, contract management (DocuSign, Ironclad), or multi-entity configurations, reach out to your Ramp CSM or [contact Ramp Support](/how-to-contact-ramps-support-team).
---
# Procurement Implementation Best Practices Guide
> Official Ramp Help Center article. Topic: Procurement / Set up Procurement. [View the canonical page](https://support.ramp.com/procurement-implementation-best-practices-guide).
## Overview
This guide is designed to help you plan for a successful Ramp Procurement implementation. It provides best practices, intake questions to consider, and a framework for organizing your project.
> **Important:** This guide is focused on sharing our implementation knowledge and best practices so your team can effectively plan and execute your project. It is not intended to outline Ramp's specific involvement or resource commitments during implementation — your account team will align with you separately on that. Our goal here is to equip you with the insights we've gained from successful implementations so you can build a strong plan on your end.
**Key insight:** Two questions alone will reveal 80% of your implementation complexity: "Tell me all the tools involved in your current process" and "Tell me all the people involved." The answers help you anticipate challenges, identify integration needs, and properly scope the project.
## Section 1: procurement intake assessment
Before beginning implementation, answer the following questions to help scope your project. The more detail you provide upfront, the smoother your implementation will be.
### 1.1 evaluation context and stakeholder priorities
*Understand why you're making this change and what each team needs from the new solution.*
- **What is the primary motivation for this evaluation?**
- What triggered the decision to look at procurement solutions now?
- **What does each stakeholder group care most about?**
| Stakeholder | Key priorities to explore |
| --- | --- |
| **Procurement** | Process efficiency, compliance, spend visibility, user adoption, policy enforcement |
| **Finance / accounts payable (AP)** | Accurate coding, invoice matching, payment timing, audit trails, enterprise resource planning (ERP) integration |
| **Legal** | Contract review workflows, compliance, risk management, approval visibility |
| **IT** | System integrations, data security, single sign-on (SSO) and access controls, technical maintenance |
| **Security** | Vendor risk assessment, security questionnaires, compliance certifications, data handling |
- **For each stakeholder group:**
- What is working well today with your current process?
- What is something you'd really like to see improved?
- Are there elements of your current process that you like and would want to make sure a new solution has?
- **Do you have a good understanding of where your process breaks down or what could slow it down?**
- **What is your full stack of tools you are using today?**
- List all software tools and communication channels (email, Slack, etc.) involved in procurement, approvals, and payments.
### 1.2 spend categories
*Understand what you're buying and at what scale.*
- **What are you primarily buying?**
- What does the breakdown look like by category? (e.g., software, services, material goods)
- **How many purchase requests and bills do you process?**
- Estimate monthly and annual volumes.
- **How many total vendors do you have?**
- **Do you want to create multiple Spend Programs in Ramp that different people can access, or everything in a single unified program (most customers choose this)?**
### 1.3 process deep-dives
Walk through each area of your Procure-to-Pay process in detail. For your main spend category (e.g., software), answer these questions:
### Purchase requests and purchase orders
**If I worked at your company, how would I buy [your main spend category]?**
- **Purchase request submission:**
- Who submits purchase requests and how?
- What information are you collecting from requestors?
- Do requestors also code accounting information (ERP fields), or does that happen elsewhere?
- **Purchase request approval:**
- Who is involved in approving requests? How is it determined who should approve?
- What different teams are involved? (Legal, financial planning and analysis (FP&A), Security, IT)
- How many total individuals could be involved in approving a request?
- How often are changes made mid-request? What does that do to approvals?
- What actions are happening in other systems during approval? (Legal via email, security reviews, etc.)
- **Purchase order (PO) creation:**
- Do POs sync to your accounting system or AP system today?
- Where do POs live once created? Where do they get synced?
- What happens before the PO gets synced to the ERP or sent to the vendor?
- How often are changes made to the PO after the fact?
- **Are people pretty good about following this process? Where are the gaps?**
### Accounts payable and Bill Pay
- **Bill creation and PO matching:**
- When invoices come in against POs, who processes them?
- When matching POs to invoices to see discrepancies, how does that process work?
- How often do you get invoices you don't recognize? What do you do when this happens?
- **Bill coding and routing:**
- Does AP code every bill or route to others to code?
- If AP is coding, how often are they guessing?
- How often are bills routed to the wrong reviewer?
- **AP approvals:**
- Who reviews and approves bills?
- Does AP always know who should review what?
- Are people forwarding invoices and having to re-approve them?
- What pre-approvals on the purchase side affect bill approvals?
- **Bill payment:**
- Have you ever paid something that shouldn't have been paid? How often and why?
- Do you have delayed payments? Why are they getting delayed?
### Vendor management
- **How often do you onboard new vendors? What does that process look like?**
- **If someone requests to purchase from a new vendor, what additional steps are required?**
- **What information do you collect from vendors and when in the process?**
- Do you want to collect that information further upstream (at request time)?
- **How are you handling ongoing vendor management?**
### Contract management and renewals
- **How are you handling contract management today?**
- **How are you handling renewals?**
- How do you track upcoming renewals? Who is responsible for renegotiating?
### Reporting
- **What kind of reporting can't you do today that you wish you could do?**
- **What reports do you pull today that you definitely need to maintain?**
### Price Intelligence and Seat Intelligence
- **Do you have visibility into pricing benchmarks for your software purchases?**
- **How do you track software license utilization and seat counts?**
- **Is optimizing software spend a priority for this evaluation?**
### 1.4 cutover planning
*Plan for transitioning from your current system to Ramp.*
- **What is your cutover plan? How are you planning on approaching the transition?**
- **Will you need to bring over old purchase orders from your previous system?**
- Which purchase orders will you need to migrate?
- **What vendor data will need to be migrated?**
## Section 2: project plan framework
Organize your implementation into workstreams with clear ownership. Each workstream should have a designated owner — a directly responsible individual (DRI) — responsible for coordinating testing and sign-off.
**Your role in planning:** The workstream DRI reviews the intake assessment and determines which test cases are relevant to your business. They assign due dates for when each item will be completed. This ownership model ensures accountability and keeps the project on track.
### Workstream overview
| Workstream | Scope | DRI role |
| --- | --- | --- |
| **Procurement** | Spend Programs, request types, approval workflows, vendor onboarding, integration decisions | Procurement lead |
| **ERP/IT** | Integration setup and testing, PO sync, bill sync, vendor sync, technical configuration | IT / systems admin |
| **Bill Pay** | Bill creation (with and without PO), invoice matching, AP approvals, payment execution | AP / controller |
| **Cutover and go-live** | Vendor migration, PO import, go-live checklist, phased rollout coordination | Project manager |
**Key responsibility division:** Integration setup and technical testing is owned by **ERP/IT**. Validation that integrations functionally work for the *process* is owned by **Procurement**.
### 2.1 procurement workstream
**Key milestones:**
1. Build your first Spend Program — define request types, required fields, and routing rules.
2. Complete an end-to-end request test — submit, approve, and fulfill through the full workflow.
3. Create and sync a PO to your ERP — (if applicable) verify PO data flows correctly.
4. Test vendor onboarding — test for both existing vendors and new vendors.
**Recommendation:** Most companies find it easier to start with a single, unified procurement program that uses conditional questions to route different request types appropriately. You can always break this out into multiple specialized programs later as your processes mature. Starting simple reduces complexity and accelerates time to value.
For detailed setup instructions, see [Getting started with Procurement](/get-started-with-procurement).
### 2.2 ERP/IT workstream
**Key milestones:**
1. Set up integrations — connect Ramp to your ERP and required systems.
2. Test PO sync to ERP — verify purchase orders flow correctly.
3. Test bill sync — confirm invoices and payments sync properly.
4. Test vendor sync — validate vendor data flows between systems.
### 2.3 Bill Pay workstream
**Key milestones:**
1. Create and pay a bill without a PO — test basic Bill Pay workflow.
2. Create and pay a bill with a PO — test PO-backed invoice processing.
3. Test invoice matching — verify 2-way and 3-way matching as applicable.
4. Configure AP approval workflows — ensure proper routing and approvals.
For setup instructions, see [Bill Pay setup](/bill-pay-set-up). For details on creating invoices, see [Creating draft bills on Bill Pay](/creating-draft-bills-on-bill-pay). For approval configuration, see [Bill Pay approvals](/bill-pay-approvals).
### 2.4 cutover and go-live workstream
**Key milestones:**
1. Develop vendor migration plan — identify which vendors need to be migrated.
2. Develop PO migration plan — determine which historical POs to bring over.
3. Execute data migrations — import vendors and POs according to plan.
4. Create go-live checklist — coordinate phased rollout if applicable.
**Recommendation:** For vendor migration, we recommend importing vendors via comma-separated value (CSV) file rather than syncing directly from your ERP. This gives you greater control over which vendors are brought into Ramp and allows you to clean up your vendor data during the migration process. Syncing directly from the ERP can result in importing vendors you don't actively use, creating unnecessary noise in your system.
**Best practice:** The same person should own both cutover planning and go-live planning. Cutover primarily involves two data types: vendors and purchase orders. This DRI is also responsible for creating the go-live checklist.
### 2.5 demo vs. production testing
Use a demo environment for initial testing when you have:
- Over 5,000 vendors or 5,000 historical purchase orders
- Multiple external integrations to test (Ironclad, Jira, Asana, etc.)
- Large CSV uploads of vendor data
- Complex data migrations from legacy systems
For most implementations, testing directly in production is appropriate and recommended.
## Section 3: implementation timeline
A typical procurement implementation takes approximately 14 weeks. Adjust based on your organization's complexity.
| Milestone | Start | End | Notes |
| --- | --- | --- | --- |
| 1. Discovery | Week 1 | Week 1 | Complete intake; end-to-end demo |
| 2. Project plan alignment | Week 2 | Week 2 | Assign DRIs, define deliverables |
| 3. Procurement workstream | Week 2 | Week 9 | Parallel with ERP/IT and Bill Pay |
| 4. ERP/IT workstream | Week 3 | Week 9 | Parallel with 3 and 5 |
| 5. Bill Pay workstream | Week 3 | Week 9 | Parallel with 3 and 4 |
| 6. Demo admin testing | Week 3 | Week 8 | If applicable; test in demo first |
| 7. Admin config sign-off | Week 9 | Week 9 | Core team validates configuration |
| 8. Production admin testing | Week 9 | Week 12 | Real requests end-to-end |
| 9. Cutover and go-live planning | Week 10 | Week 11 | 4+ weeks before go-live |
| 10. Cross-functional alignment | Week 11 | Week 11 | Broader stakeholder review |
| 11. End user training | Week 12 | Week 13 | After cross-functional sign-off |
| 12. Go-live | Week 14 | Week 14+ | Can be phased rollout |
## Section 4: sign-off and go-live readiness
### Admin configuration sign-off (week 9)
The **core project team** (workstream DRIs) conducts a comprehensive sign-off to validate all configurations are complete. This covers every item across all workstreams.
### Cross-functional alignment (week 11)
Hold a meeting with **stakeholders not involved** in day-to-day implementation. This ensures broader buy-in and surfaces concerns before rollout.
### Production Admin testing
Test an actual request all the way through to payment before go-live. This validates the end-to-end process and prepares admins to train end users.
### End user training
Frame training around **essential tasks end users need to perform**. To prepare:
- Test all workflows end-to-end as an admin during production testing.
- Become comfortable demoing workflows to your team.
- Define end user competencies to be developed.
- Set up a dedicated internal channel for questions.
Share with end users: [How to submit procurement requests](/how-to-submit-procurement-requests).
**Best practice:** Your production testing is your opportunity to prepare for training. By testing all flows as an admin, you become comfortable demoing them. This hands-on experience is invaluable for effective training delivery.
### Go-live checklist
Before going live:
- All workstream milestones tested and signed off
- Vendor data migrated (if applicable)
- Historical POs imported (if applicable)
- Cross-functional stakeholders approved configuration
- End users trained
- Internal support channel established
### Post-go-live support
Set up a dedicated internal channel for end user questions. Admins provide first-line support, with Ramp available for high-priority issues and escalations.
**Remember:** This guide provides a framework, but you are the expert on your organization. Use your intake assessment to determine which test cases are relevant, then assign due dates and owners. The more preparation upfront, the smoother your go-live.
---
# Procurement extended access
> Official Ramp Help Center article. Topic: Procurement / Set up Procurement. [View the canonical page](https://support.ramp.com/procurement-extended-access).
To continue evolving the platform, Ramp Procurement is now available as a separate add-on to the Plus plan. There are no changes to importing purchase orders and our vendor management product.
For organizations already using Procurement as part of Ramp Plus, you’ll continue to have access to the same procurement features used prior to October 22, 2025 for an extended period of time. New Procurement features and improvements will be available only through the Procurement Add-on moving forward. See a breakdown below.
---
# Procurement 60-day free trial
> Official Ramp Help Center article. Topic: Procurement / Set up Procurement. [View the canonical page](https://support.ramp.com/procurement-free-trial).
> **Note:** This article covers the Procurement free trial for eligible Ramp Plus customers. If you already have Procurement as part of your plan, see [Getting started with Procurement](/get-started-with-procurement) for setup guidance.
## Overview
Eligible Ramp Plus customers can try Procurement free for 60 days — no payment method required and no sales conversation needed. The trial gives you full access to Procurement functionality, including Spend Programs, purchase requests, approval workflows, and purchase order (PO) management.
Procurement helps you review spend upstream so every dollar is pre-approved before money is committed. With guided intake and automated compliance checks, your team can run procurement up to 3x faster.
Key highlights of the trial:
- Full Procurement add-on functionality with no usage limits
- Self-serve activation for eligible customers — start immediately from your Ramp dashboard
- No billing during the trial — your trial ends automatically after 60 days with no charge
- Talk to sales at any time during the trial if you want custom pricing
> **Note:** The Procurement trial is available to fully subscribed Ramp Plus customers, including Legacy Plus. Customers on Free plans, Plus trials, or Legacy Procurement are not eligible.
## How it works
### Step 1: Navigate to procurement
Go to **Manage spend >** **Procurement**. If you have not activated Procurement yet and your business is eligible, you will see the Procurement landing page with options to start a free trial or request custom pricing.
### Step 2: Start your free trial
If your business is eligible, click **Start free 60-day trial**. You will see a confirmation screen with a timeline of your trial:
- **Today:** Your trial starts immediately. No payment method is required.
- **During your trial:** Test everything risk-free. There are no limits, no restrictions, and no data lock-in. You keep access to your data after your trial ends.
- **After 60 days:** Your trial ends automatically — no need to cancel.
### Step 3: Create a procurement program
After activating your trial, you will land on the **Try out Procurement** page. Your first step is to create a procurement program. Programs let you build custom intake forms and approval workflows for different types of spend (e.g., software, office equipment, marketing).
Click **Create a program** to set up your first intake form with custom questions, vendor fields, and approval routing. See [Configuring Procurement Workflows](/configuring-procurement-workflows) for more information about approvals.
### Step 4: Submit requests
Once your program is live, employees can submit procurement requests through the intake form.
Both admins and employees can use the global "New" menu and select "Request".
### Step 5: Approve requests
Requests route through your configured approval workflow so the right stakeholders review each purchase before it is committed.
### Step 6: Pay for purchase orders
After a request is approved, Ramp generates a purchase order. You can match bills to POs directly or let Ramp AI auto-match them for you in Bill Pay. As bills are paid, the PO updates dynamically.
See [Bill Pay overview](/bill-pay-overview) for more information about Bill Pay.
## Role-based functionality
### For Admins
- **Start the trial:** Only admins at eligible businesses can activate the 60-day Procurement trial.
- **Create and manage programs:** Set up Spend Programs with custom intake forms, approval workflows, and vendor fields.
- **Set up and manage procurement approval workflows:** Configure the approval rules inside each program (who needs to approve which requests and when).
- **Monitor trial status:** Admins receive automated email reminders before the trial expires (at 14 days, 7 days, and 1 day remaining). In-app banners also display the trial status.
- **Talk to sales:** Access the **Get custom pricing** option at any time to discuss adding Procurement to your Ramp Plus plan. Sales can also help you get set up with procurement configuration.
### For Employees
- **Submit requests:** Use the procurement programs your admin has created to submit purchase requests.
- **Track request status:** Monitor your requests as they move through the approval workflow.
## Use cases and examples
### Software procurement
Your team needs a new project management tool. An employee submits a request through your software procurement program, specifying the vendor, number of licenses, and cost. The request routes to the IT manager and finance lead for approval. Once approved, Ramp generates a PO and tracks payments through Bill Pay.
### Office equipment
A department needs new office furniture. The office manager submits a request through a general procurement program with line items (e.g., 10 Eames aluminum group chairs at $2,715 each). Approvers review the request, and once approved, the PO is generated with full cost tracking.
### Marketing spend
Your marketing team wants to engage a new agency. They submit a procurement request with the vendor details, contract terms, and budget. The request goes through your approval workflow, and Ramp creates a PO that automatically tracks invoices against the approved amount.
## Best practices and tips
- **Create your first program within the first week.** The sooner you set up a procurement program, the more time you have to test the full workflow — from request to payment — during your trial.
- **Start simple.** Begin with a general procurement intake form to get your team comfortable with the workflow. You can expand to category-specific programs (e.g., software, hardware, services) as needed.
- **Set up approval routing early.** Make sure the right stakeholders are configured as approvers before employees start submitting requests.
- **Use policies to speed up decisions.** Add policies to surface key information automatically during approvals. Go to the **Automate your workflow** section on the Procurement page to configure policies.
- **Match bills to POs in Bill Pay.** Once a PO is generated, you can drop bills directly into the PO or let Ramp AI auto-match incoming invoices. This gives you real-time visibility into spend against approved amounts.
## Frequently asked questions
### Who is eligible for the Procurement trial?
The trial is available to fully subscribed Ramp Plus customers, including Legacy Plus. Customers on Free plans, Plus trials, or Legacy Procurement are not eligible.
### How long is the trial?
The trial lasts 60 days from the date you activate it.
### What features are included?
You get full Procurement add-on functionality with no usage limits. This includes Spend Programs, procurement requests, approval workflows, purchase order management, policies, automated vendor onboarding, renewals, integration with CLMs, and three-way matching.
### Do I need to provide a payment method to start the trial?
No. If your business is eligible, you can start the trial without providing a payment method or speaking to sales.
### Will I receive reminders before my trial ends?
Yes. Admins receive automated email reminders at 14 days, 7 days, and 1 day before the trial expires. In-app banners also display your trial status.
### Can I talk to sales during the trial?
Yes. The **Get custom pricing** option is available throughout your trial. You can reach out to sales at any time to discuss adding Procurement to your plan.
### What happens when the trial ends?
Your account returns to your standard Ramp Plus plan. You will not be billed. Procurement functionality is gated after the trial:
- You cannot create or edit procurement programs.
- You cannot submit new requests.
- You can continue using existing purchase orders.
To regain full Procurement access, talk to your account manager about adding Procurement to your plan.
### Can I keep my data after the trial ends?
Yes. There is no data lock-in. You keep access to your data after the trial ends, and existing purchase orders remain active.
---
# Configuring Procurement Workflows
> Official Ramp Help Center article. Topic: Procurement / Set up Procurement. [View the canonical page](https://support.ramp.com/configuring-procurement-workflows).
> **Note:** This article covers how to build and configure procurement approval workflows within Spend Programs. If you're looking for general information about creating and managing Spend Programs, see [Get started with Procurement](/get-started-with-procurement#set-up-ramp-procurement).
## Overview
Procurement workflows let you define what happens when an employee submits a spend request — who needs to approve it, what information is collected, and which external tools are involved. Each workflow is attached to a [Spend Program](/get-started-with-procurement#set-up-ramp-procurement) and runs automatically from the moment a request is submitted until the card or purchase order (PO) is approved.
> **Note:** Procurement requires the Procurement add-on; if your business is eligible, you may be able to start a [60-day free trial](/procurement-free-trial).
You build workflows using the **Workflow Builder**, a visual drag-and-drop canvas. Each step in your workflow is a node on the canvas, and you connect them to define the order of execution. No code required.
## How it works
### Step 1: Open the workflow builder
1. Go to [**Manage spend > Programs**](https://app.ramp.com/spend-programs).
2. Click **Create program** or select an existing program.
3. If creating a new program, select Purchase order intake or Approvals
only
intake.
4. If editing an existing program, open its actions menu and select **Edit program**, then open **Approval policy** or **Change order approval policy**.
### Step 2: Understand the canvas
The builder opens as a full-screen canvas with two nodes already in place:
- **Trigger** — The event that starts the workflow (for example, "Procurement requested"). Ramp sets this automatically based on the workflow type, and you cannot edit it.
- **Outcome** — The final step that approves the card or PO once all preceding steps are complete.
You add steps between these two nodes to build your approval process.
### Step 3: Add steps
Click the **+** icon between any two nodes to insert a step. For the full list of available steps, see [Available step types](#available-step-types).
### Step 4: Configure each step
Click any step to open its configuration panel on the right side of the screen. Each step type has its own options. See [Configuring steps](#configuring-steps) for details on the most common configurations.
### Step 5: Test your workflow
Click **Test** in the right hand upper corner to test your workflow before publishing. You can select a recent PO or enter sample data to see which path a request takes, which steps execute, and the estimated approval time. If your workflow uses workflow blocks, they expand automatically during simulation so you can trace the full path.
### Step 6: Save and publish
Click **Save** to save your workflow.
**New requests follow the updated workflow. Requests already in progress continue using the version that was active at the time of submission.**
Ramp keeps a history of published versions so you can review how your workflow has changed over time.
## Available step types
When you click **+** to add a step, you can choose from the following categories.
### Approvals and notifications
| Step | Description |
| --- | --- |
| **Require approval** | Require specific users or groups to approve the request before the workflow continues. |
| **Notify** | Send a notification to users or groups without blocking the workflow. |
### Conditional logic
| Step | Description |
| --- | --- |
| **Split paths** | Create branching logic so your workflow adapts based on the details of a request. Supports two execution types: **First true path** (runs only the first matching branch, like if/else) and **All true paths** (runs every matching branch in parallel). |
### Data collection
| Step | Description |
| --- | --- |
| **Send custom form** | Send a form to users or groups to collect additional information mid-workflow. You can reference responses in downstream **Split paths** conditions. |
| **Request vendor information** | Collect payment details, tax forms (W-9), and business verification from vendors as part of the procurement process. |
### Workflow management
| Step | Description |
| --- | --- |
| **Assign request coordinator** | Designate someone to manage and oversee the request through the rest of the workflow. |
| **Workflow blocks** | Insert a reusable set of workflow steps that you can share across multiple Spend Programs. Define a standard process once and embed it anywhere — edits to the source block update everywhere it's used. |
### Integrations
| Step | Description |
| --- | --- |
| **Ironclad** | Automatically launch an Ironclad contract workflow. Map Ramp form fields to Ironclad attributes. [Ironclad integration guide](/set-up-ramps-ironclad-integration) |
| **SpotDraft** | Launch, review, and store contracts in SpotDraft. |
| **LinkSquares** | Launch, review, and store contracts in LinkSquares. |
| **DocuSign** | Send documents for signature. Configure signers, signing order (sequential or parallel), and envelope details. [DocuSign integration guide](/set-up-ramps-docusign-integration) |
| **Dropbox Sign** | Launch signature requests through Dropbox Sign. [Dropbox Sign integration guide](/dropbox-signature-integration-guide) |
| **Jira** | Create, assign, and track Jira issues. Map Ramp fields to Jira fields, and optionally block the workflow until the ticket reaches a specific status. [Jira integration guide](/set-up-ticketing-integrations-for-procurement-programs-asana-jira-linear) |
| **Asana** | Create, assign, and track Asana tasks. [Asana integration guide](/set-up-ticketing-integrations-for-procurement-programs-asana-jira-linear) |
| **Linear** | Create, assign, and track Linear issues. [Linear integration guide](/set-up-ticketing-integrations-for-procurement-programs-asana-jira-linear) |
| **Vanta** | Conduct automated vendor security reviews in Vanta. [Vanta integration guide](/connect-and-use-the-vanta-integration-for-security-reviews-in-ramp-procurement-workflows) |
| **OneTrust** | Launch vendor risk assessments in OneTrust. [OneTrust integration guide](/set-up-and-use-the-onetrust-integration-with-ramp-programs) |
| **LogicGate** | Launch LogicGate records for risk and compliance workflows. |
| **Drata** | Conduct automated vendor security reviews in Drata. Ramp uses a matching vendor or creates one if no match exists, then starts the review; results sync back to advance or stop the workflow. |
| **Lema AI** | Automate vendor assessments and third-party risk management. |
| **Custom API workflow** | Build custom integration steps using Ramp's API for scenarios not covered by built-in integrations. [Custom API workflow documentation](/accessing-the-developer-api) |
> **Note:** Integration steps become available after you enable the corresponding integration in your Ramp account. Open [Integrations](https://app.ramp.com/settings/integrations/overview) to add, search for, or see all integrations.
### AI-powered steps (agents)
See [Get started with Ramp Procurement agents](/getting-started-with-ramp-procurement-policies).
| Step | Description |
| --- | --- |
| **Agent review** | A structured AI review that evaluates request data against custom criteria you define. Can approve requests automatically or escalate to a human reviewer. You can reference results in downstream **Split paths** conditions. |
## Configuring steps
Click any step to open its configuration panel. Below are the key options for the most commonly configured step types.
### Require approval
- **Approval type:**
- **Require any** — At least one person from the selected approvers must approve.
- **Require all** — Every selected approver must approve.
- **Approvers** — Select specific users, fixed groups (for example, "Finance Team"), or relative groups (for example, "Department Manager" or "Location Manager").
- **Deadline (SLA)** — Set a service-level agreement (SLA) due date for the approval (for example, "Due in 3 business days"). This can override the program's default SLA.
- **Instructions** — Add instructions displayed to the approver (up to 1,000 characters).
- **Tasks (checklist)** — Add a checklist of items the approver must complete (for example, "Verify contract terms"). You can mark items as required. Up to 20 items.
- **Separation of duties** — Control whether requesters can approve their own requests. Only Owners can change this setting.
### Split paths
- **Execution type:**
- **First true path** — Evaluates conditions left to right and runs only the first matching branch.
- **All true paths** — Runs every branch that evaluates to true in parallel.
- **Conditions** — Each branch has one or more conditions grouped with **AND** / **OR** logic.
- **Operators:** is, is not, is greater than, is less than, is greater than or equal to, is less than or equal to, is between, is set, is not set.
- **Available condition fields:**
- Request data: amount, vendor type (new or existing), request type (new, renewal, expansion), department, location, business entity.
- User data: requester's role (Admin, Manager, Employee, Finance admin, and others), department, custom user fields.
- Accounting data: tracking category selections.
- Upstream data: responses from custom forms or AI agent reviews earlier in the workflow.
- **Fallback:** Add an "Otherwise" path that runs when no other conditions match.
- **Limits:** Up to 30 paths per split node and up to 10 nested conditions per path.
### Send custom form
- Select an existing workflow form or create a new one.
- Assign specific users or groups to fill out the form.
- Available field types: text, paragraph, number, date, email, link, file upload, address, monetary amount, yes/no, vendor selector, department selector, contact selector, merchant, and merchant category.
- You can map form questions to core system fields (for example, mapping a "Net Terms" question directly to a vendor's payment terms).
For more information see [Send follow-up forms in procurement workflows.](/send-follow-up-forms-in-procurement-workflows)
### Request vendor information
- **Welcome message** — Add instructions or a welcome message for the vendor.
- **Payment details** — Request bank account information, with an option to require bank account confirmation.
- **Tax details** — Request W-9 or other tax documentation.
- **Business verification** — Run a screening on the vendor's business.
- **Custom forms** — Create additional forms for the vendor to complete.
- **Require completion** — Block the workflow from continuing until the vendor completes all selected forms.
### Workflow blocks
- Select from existing workflow blocks or create new ones.
- You can **expand** blocks on the canvas to view their internal steps, or **collapse** them into a single node for a cleaner view.
- Editing the source workflow block automatically updates every workflow that references it.
- You cannot place integration nodes or nested workflow blocks inside a workflow block.
## Workflow triggers
The trigger is the first node in your workflow and fires automatically based on the workflow type. You cannot edit triggers.
| Trigger | When it fires |
| --- | --- |
| **Procurement requested** | A new card or PO request is submitted. |
| **Change order requested** | A modification is made to an existing PO (for example, increasing the budget). |
| **Approval requested** | Used for "Approval Only" workflows that don't create a card or PO. |
| **RFX requested** | A new request for proposal (RFP), request for quote (RFQ), or request for information (RFI) is created. |
| **Sourcing event requested** | A sourcing or bid management event is initiated. |
## Workflow progress tracking
Once a procurement request is submitted, both submitters and reviewers can track its progress:
- **Visual workflow diagram** — Shows the current status, including which step is pending and who needs to act.
- **Time tracking per step** — Shows how long each step is taking so you can identify bottlenecks.
- **Completed and upcoming steps** — View which approvals and actions are complete and what's next in the workflow.
## Use cases and examples
- **Scenario: “Team software and small tools under $500”**
- A company wants employees to move quickly on everyday tools, while still keeping spend visible to the budget owner.
- **Trigger:** A requester submits a purchase request for a non-catalog item.
- **Condition:** If the request total is **under $500** (or whatever threshold fits your policy).
- **Approvals:** Route to **one approver** (often the requester’s direct manager or cost center owner).
- **Outcome:** Once approved, the request can move straight to PO creation or purchasing.
- **Real-world example:**
- A Marketing Coordinator needs a $240 one-year subscription for a design plugin. They submit a request coded to “Marketing – Tools.” Because it is under $500, it goes only to the Marketing Manager for approval. The manager approves the same day, and the purchase proceeds without Finance or Procurement getting pulled in.
- **Scenario: “New SaaS vendor, $50k annually, requires security sign-off”**
- A company wants to ensure high-value purchases and new vendors are reviewed by the right teams, without turning it into a slow, fully sequential chain.
- **Trigger:** A requester submits a high-value purchase request for a **new vendor** .
- **Conditions:**
- Amount is **over $25,000** (example threshold)
- Vendor is **new** (not already onboarded / not an approved vendor)
- **Approvals (in parallel):**
- **Finance** (budget and terms)
- **Department leader** (business justification)
- **Security/IT** (security questionnaire, SSO requirements, data handling)
- **Procurement/Vendor onboarding** (W-9, banking/payment method, compliance checks)
- **Outcome:** The request only moves forward once *all parallel approvers* have signed off, then Procurement can finalize onboarding and purchasing.
- **Real-world example:**
- Data Science requests a new analytics platform for $60k per year. The tool will store customer data, so Security must review. As soon as the request is submitted, the approvals fan out:
- Finance confirms budget availability and pushes for annual prepay discount terms.
- Security sends a standard security questionnaire and confirms SOC 2 coverage.
- Procurement starts onboarding (tax form, payment details, vendor record setup).
- Because these happen in parallel, Procurement is not waiting for Finance to finish before starting onboarding, which can save multiple days.
## Best practices and tips
- **Name your steps clearly** — Clear names help you track workflow progress and make the canvas easier to understand at a glance.
- **Include instructions for approvers** — Add context so reviewers know exactly what to look for.
- **Use parallel paths to reduce approval time** — When multiple departments need to review simultaneously, use **All true paths** in a **Split paths** node.
- **Standardize with workflow blocks** — Reuse common processes (like security reviews or legal approvals) across Spend Programs to keep them in sync.
- **Test before publishing** — Use the **Simulate** feature to catch logic errors before your workflow goes live.
- **Set deadlines** — Add SLAs to approval steps to keep requests moving and create accountability.
- **Reference upstream data in conditions** — Route requests based on responses from earlier custom forms or AI agent reviews.
## Frequently asked questions
### Can I have multiple workflows for different Spend Programs?
Yes. Each Spend Program has its own workflow. You can configure different approval logic, integrations, and conditions for each program.
### What happens to in-flight requests when I publish a new workflow version?
Requests already in progress continue following the workflow version that was active when they were submitted. Only new requests use the updated workflow.
### Can I reuse workflow logic across programs?
Yes. Use **Workflow blocks** to define reusable sets of steps shared across multiple Spend Programs. Changes to a workflow block automatically propagate everywhere it's used.
### Can workflows branch into multiple parallel paths?
Yes. Use the **Split paths** step with the **All true paths** execution type. Every branch whose condition evaluates to true runs in parallel.
### What integrations are supported?
Ramp supports Ironclad, SpotDraft, LinkSquares, DocuSign, Dropbox Sign, Jira, Asana, Linear, Vanta, OneTrust, LogicGate, Drata, Lema AI, Slack, and custom API workflows. You must enable the corresponding integration in your Ramp account before it appears in the Workflow Builder.
### How do Policies work?
Policies can automatically do the upfront research in an approval workflow, like pulling in relevant context, checking policy, and summarizing risk so approvers do not have to start from scratch. Based on the policy’s outcomes, you can conditionally route the request to the right next approvers, and show downstream approvers the policy’s results so the decision trail is consistent and transparent.
### Can I test my workflow before publishing?
Yes. Use the **Test** feature to test your workflow with a real PO or sample data. The simulator shows exactly which path a request takes and provides an estimated approval time.
### What triggers are available?
Procurement workflows support these triggers: Procurement requested, Change order requested, Approval requested, RFX requested, and Sourcing event requested. Ramp sets triggers automatically based on the workflow type, and you cannot edit them.
### Is there a limit to how complex my workflow can be?
You can add up to 30 paths per split node and up to 10 nested conditions per path. You cannot place integration nodes or nested workflow blocks inside a workflow block.
---
# Workflow blocks in the Blank Canvas Builder
> Official Ramp Help Center article. Topic: Procurement / Set up Procurement. [View the canonical page](https://support.ramp.com/workflow-blocks-in-the-blank-canvas-builder).
This is available to all Procurement customers.
## Overview
> **Note:** Features and functionality may change based on feedback.
Workflow blocks let you package multi-step approval logic into reusable components that you can embed across multiple workflows in the Blank Canvas Builder. Instead of rebuilding the same approval paths in every workflow, you build a block once and drop it in wherever it's needed.
With workflow blocks, you can:
- **Simplify complex workflows** — Collapse multi-step approval paths into a single, readable node on the canvas.
- **Standardize approval patterns** — Build common patterns like legal reviews, security reviews, or FP&A sign-offs once and reuse them across workflows.
- **Update everywhere at once** — Edit a block and publish the changes to every workflow that uses it, without manually updating each one.
> **Note:** Workflow blocks are only available in the Blank Canvas Builder, not the legacy workflow editor. If you're looking for general workflow setup, see [Blank Canvas Builder overview.](/configuring-procurement-workflows)
## How it works
Workflow blocks live in a central hub where you can create, manage, and track usage across your workflows. Open [**Workflow blocks**](https://app.ramp.com/spend-programs/workflow-blocks) to access your blocks.
From the Blocks tab, you can see each block's name, who created it, and how many workflows currently use it.
### Create a block from scratch
1. Open [**Workflow blocks**](https://app.ramp.com/spend-programs/workflow-blocks).
2. Click **Create block** .
3. Build your approval steps, including split paths and conditional logic, just as you would in a regular workflow.
4. Name your block something descriptive (e.g., "Legal and security review" or "FP&A sign-off").
5. Publish the block to make it available for use in workflows.
### Create a block from existing workflow steps
If you already have steps in a workflow that you want to reuse, you can convert them into a block directly from the canvas.
1. Open the workflow in the Blank Canvas Builder.
2. Hold **Shift,** click, and *drag* to select the steps you want to package into a block.
3. Click **Create workflow block** .
4. The selected steps are saved as a new block and replaced with a single block node on the canvas.
### Add a block to a workflow
1. Open a workflow in the Blank Canvas Builder.
2. Click the **+** button where you want to insert the block.
3. Under the **Subflows** section, select the block you want to add.
4. The block appears as a single node on the canvas. Click the block node to expand and preview the steps inside (read-only).
### Edit a block
When you edit a block, the changes apply to every workflow that uses it.
1. Open [**Workflow blocks**](https://app.ramp.com/spend-programs/workflow-blocks), then click the block you want to edit.
2. Click **Edit** and make your changes.
3. Click **Publish** . Before publishing, you'll see a list of all workflows that will be updated.
4. Confirm and publish.
Changes apply to **new requests only**. Requests that are already in progress continue using the version of the block that was active when the request started.
### Rename a block
You can rename a block at any time without affecting its functionality. Open [**Workflow blocks**](https://app.ramp.com/spend-programs/workflow-blocks), click into the block, and update the name by editing the title in the block editor. You can also select the three dot menu for the block you'd like to rename, and then click **Edit name.**
### Delete a block
Deleting a block removes it from every workflow that uses it.
1. Open [**Workflow blocks**](https://app.ramp.com/spend-programs/workflow-blocks) and locate the block you want to delete.
2. Select the three dot menu > Click **Delete** .
3. Review the confirmation dialog, which lists every workflow that will be affected.
4. Confirm the deletion.
> **Note:** This action cannot be undone. Review the list of affected workflows carefully before confirming.
## Use cases and examples
### Standardize approval paths across locations
If your organization uses the same approval steps for purchasing requests across multiple office locations, create a single block with your approval logic (e.g., different approvers based on spend amount) and add it to the branch for each location. When your approval process changes, update the block once instead of editing every branch individually.
### Reuse a legal and security review
If every vendor onboarding workflow requires a legal review followed by a security review, package those steps into a "Legal and security review" block. Insert it into each vendor workflow to keep the review process consistent across the organization.
### Centralize FP&A sign-off logic
Create a block for your FP&A review process, including conditional logic for different spend thresholds, and embed it in any workflow that requires finance approval. When thresholds change, update the block once and the changes propagate everywhere.
## Best practices and tips
- **Use descriptive names.** Name blocks after the process they represent (e.g., "Security review" or "VP approval for $50K+") so they're easy to identify when inserting them into workflows.
- **Check usage before editing or deleting.** From the Blocks tab, review the usage count and click into a block to see which workflows it's embedded in. This helps you understand the impact of your changes before publishing.
- **Start with your most-repeated patterns.** Identify the approval sequences that appear in the most workflows and convert those to blocks first for the biggest time savings.
- **Keep blocks meaningful.** A block should represent a complete process (e.g., "Legal review" or "Split-path approvals by amount"). If a block contains only one step, it's probably not worth the overhead.
## Frequently asked questions
### Can I nest a block inside another block?
No. Blocks cannot contain other blocks.
### What happens to in-flight requests when I update a block?
Changes apply to new requests only. Requests already in progress continue using the version of the block that was active when the request started.
### Can I use integration nodes (e.g., Ironclad, DocuSign) inside a block?
Not yet. Integration nodes are not currently supported within workflow blocks.
### What happens if I delete a block that's used in multiple workflows?
Ramp shows you a confirmation listing every affected workflow. Once you confirm, the block is removed from all of those workflows. This action cannot be undone.
### Can I use workflow blocks in the legacy workflow editor?
No. Workflow blocks are only available in the Blank Canvas Builder.
### Can I see which workflows use a specific block?
Yes. From the **Blocks** tab, each block shows a usage count. Click "View details" to see the full list of workflows where it's used, and click through to navigate directly to any workflow.
### Can I edit a block from within a parent workflow?
You can preview a block's steps from within a workflow (read-only), and from there navigate to edit the block directly. Edits are always made to the block itself, not within the parent workflow.
---
# Procurement Request Coordinator
> Official Ramp Help Center article. Topic: Procurement / Set up Procurement. [View the canonical page](https://support.ramp.com/procurement-request-coordinator).
The **Request Coordinator** role is designed for members of your procurement or operations teams who need to shepherd requests through the entire lifecycle—reviewing details, nudging stakeholders, and ensuring nothing gets stuck—without necessarily being the request owner.
> **Note:** Procurement requires the Procurement add-on; if your business is eligible, you may be able to start a [60-day free trial](/procurement-free-trial).
### With this feature, you can:
- **Dynamically assign** a coordinator via your intake workflow (e.g., based on department, vendor owner, or manager).
- **Manually assign or reassign** a coordinator on any specific request.
- **Let coordinators edit** coding, amounts, and request details when the assigned request is editable, without needing the requester to do it.
- **Filter views** to allow coordinators to easily see a queue of everything they are responsible for.
## How to enable request coordinators
Before you can assign coordinators in your workflows, you must enable the feature in your settings.
1. Go to [**Manage spend > Purchase orders**](https://app.ramp.com/procurement/purchase-orders).
2. Click on **Settings** (top right).
3. Under the **General** tab, locate the **Request coordinator** section.
4. Toggle on **Allow request coordinators**.
## How to assign a coordinator
Once enabled, you can automate assignment using your Spend Programs or assign them manually.
### Option 1: Automate through Programs (recommended)
You can use the workflow editor to automatically assign a coordinator based on specific logic.
1. Go to [**Manage spend > Programs**](https://app.ramp.com/spend-programs) and open the relevant program's **Approval policy**.
2. Add a step for **Assign request coordinator**.
3. Choose your assignment logic:
- **Specific User:** Select a single user to coordinate all requests in this workflow.
- **Relationship:** Assign the **Manager**, **Vendor Owner**, or **Department Owner**.
- **Approval Matrix:** Use a matrix to assign different coordinators based on the requester’s department (e.g., *If Department is Operations -> Assign Angela Martin; If Finance -> Assign Kevin Malone*).
### Option 2: Manual assignment
If a request needs to be handed off, you can change the coordinator directly on the request.
1. Open the specific Request or Purchase Order.
2. In the request details, select **Assign request coordinator** or the current coordinator's name.
3. Select the new user in **Select request coordinator**.
4. Click **Save changes**.
## The coordinator experience
Once assigned, the Request Coordinator has specific tools to help them manage their queue.
### Filtering requests
Coordinators can easily view their workload by navigating to the **Requests** tab and using the **Request coordinator** filter. Selecting "Me" (or their own name) filters requests to those assigned to them.
### Editing and approving
A Request Coordinator can edit an assigned request when the request is editable. They can:
- **Edit Request Details:** Change amounts, update accounting, or modify line items.
- **Approve:** If your workflow requires the Coordinator's approval (e.g., *If Coordinator is NOT the Requester -> Require Approval*), they will be prompted to approve the request before it moves to the next stage.
## Frequently asked questions
### Can a Request Coordinator also be an Approver?
Yes. You can configure your workflow to require approval from the assigned Coordinator. For example, you can set a rule that says "Require approval from Request Coordinator."
### What happens if I change the Coordinator mid-request?
The new Coordinator can immediately edit and manage the request when it is editable. If the current approval step requires the Request Coordinator, Ramp automatically ends the previous approval task and creates one for the new Coordinator.
### Do I have to use an Approval Matrix?
No. While matrices allow for complex logic (like department-based routing), you can simply assign a specific individual (like a Head of Procurement) to coordinate every request for a specific Spend Program.
---
# Procurement Role Configuration
> Official Ramp Help Center article. Topic: Procurement / Set up Procurement. [View the canonical page](https://support.ramp.com/procurement-role-configuration).
## Overview
While Ramp offers multiple different types of user roles, we understand that customers may want additional granularity over the specific permissions a certain role may have on Ramp. With role customization, admins can set the specific permissions of each role across the different product areas on the platform.
> **Note:** Procurement requires the Procurement add-on; if your business is eligible, you may be able to start a [60-day free trial](/procurement-free-trial).
For general guidance on customizing roles, see [How do you customize role permissions?](/customizing-roles-and-permissions#editing-an-existing-roles-permissions) and [What permissions does each role have?](/customizing-roles-and-permissions#permission-tables-by-product-area).
## What customizations are available for procurement?
After navigating to the Custom Roles section in Ramp via **Company > Settings > User roles**you will see that you can assign different procurement permissions to any existing roles or those you choose to create. The options are shown in the following screenshot:
## Edit purchase order settings
**What it does:** Allows users to configure system-wide purchase order settings.
**Scope:** They will be able to configure settings for all Purchase Orders, or none at all.
**Users cannot:**
- Edit individual purchase orders (different permission required)
- Manage procurement programs (different permission required)
- Configure approval policies (different permission required)
**Typical use case:** Operations managers or system administrators who set up how procurement works at your company.
## Edit any procurement program
**What it does:** Allows users to create and manage procurement programs.
**Scope:** They will be able to edit all Procurement Programs, or none at all.
**Users can:**
- Create, edit, and delete procurement programs
- Configure program settings:
- Program name and description
- Approval policies for requests
- Who can submit requests (by department, location, role)
- SLA settings (response time targets)
- Manage custom forms for procurement requests
- View all programs
**Users cannot:**
- Edit individual purchase orders
- Edit non-procurement programs
- Configure global procurement settings
- Manage approval policies for other products (Spend Limits, Bill Pay)
**Typical use case:** Procurement managers or program administrators who set up different types of procurement programs (office supplies, software, equipment, etc.).
## View and comment on procurement requests
**What it does:** Allows users to see procurement requests and purchase orders in your organization.
**Scope options:**
- **Everyone** : View all procurement requests across the entire company
- **Team members** : View procurement requests owned by anyone in your reporting chain (both direct reports and their reports)
**Users can:**
- View request details (amounts, line items, vendors, status)
- See purchase orders associated with these requests
- Read comments and view attachments
- Post comments on requests
- View approval history
**Users cannot:**
- Edit or modify requests
- Change accounting information
- Manage receipts
## Manage accounting on purchase orders they can view
**What it does:** Allows users to manage accounting information on purchase orders they can view.
**Scope:** They will be able to edit accounting on all Purchase Orders that they can see, or none at all.
- **Note:** This is a “view-based” permission - users can manage accounting on any PO they can see, even if they can’t edit the PO itself.
**Users can:**
- Update accounting codes and categories
- Sync purchase orders to your accounting system (QuickBooks, NetSuite, Sage Intacct, Xero, etc.)
**Users cannot:**
- Edit vendor, amounts, or line items
- Manage receipts
- Change non-accounting fields
**Typical use case**: Accounting team members who need to assign GL codes and cost centers to purchase orders.
## Manage purchase order receipts
**What it does:** Allows users to record when goods or services are received against purchase orders.
**Scope:** They will be able to receive against all Purchase Orders they can see, or none at all.
- **Note:** This is a “view-based” permission - users can manage receipts on any PO they can see, even if they can’t edit the PO itself.
**Users can:**
- Create and manage item receipts
**Users cannot:**
- Edit PO terms (vendor, amounts, dates)
- Manage accounting codes
- Approve or reject requests
**Typical use case:** Warehouse staff or receiving clerks who need to record when items arrive, without having access to edit purchase order details.
## Edit all procurement requests
**What it does:** Allows users to edit procurement requests at various stages of the approval process.
**Scope options:**
- **Everyone** : Edit all procurement requests in the company
- **Team members** : Edit procurement requests owned by direct reports only
### For pending (submitted) requests
A pending procurement request can be edited by the requestor/creator, owner, or coordinator; anyone who has participated in its approval chain; the direct manager of its owner or coordinator when granted team-level procurement management permission; and users with company-wide procurement management permission, including Business Owners, Admins, Finance Admins, and AP Clerks. Custom Roles can also be granted these abilities.
### For approved purchase orders
Business Owners, Admins, and Finance Admins can edit all fields of an approved purchase order directly, including its name, line items, amounts, dates, entity, form responses, owner, and coordinator. Custom Roles can also be granted these abilities.
Accounting/Bookkeeper and AP Clerk roles, and Custom Roles granted these abilities, can edit secondary details without a change order. Secondary details include the memo, net payment terms, bill-to and ship-to addresses and contacts, promise date, attached documents, PDF display settings, accounting coding and tracking categories, syncing to the accounting provider, invoices created from PO documents, item receipts, and PO custom fields.
All other users must submit a [change order](/change-orders) for material changes such as amounts or line items. Archived purchase orders cannot be edited.
### Rejected requests
- Can edit and resubmit through the approval workflow
---
# Capturing Savings on PO Requests
> Official Ramp Help Center article. Topic: Procurement / Manage Procurement. [View the canonical page](https://support.ramp.com/capturing-savings-on-po-requests).
## Overview
This guide helps Ramp admins and finance teams track and manage savings on Purchase Orders (POs). You can record savings such as price reductions, bundling discounts, and early payment discounts or any other custom type of your choice. There are two methods to add savings to a PO: by editing line item rates or manually adding savings.
> **Note:** Procurement requires the Procurement add-on; if your business is eligible, you may be able to start a [60-day free trial](/procurement-free-trial).
## Method 1: Adding savings via price reduction
Step 1: Go to an existing Purchase Order (e.g., "PO# 100314 Slack Enterprise Grid Renewal").
Step 2: Click on "Options" and select "Edit purchase order."
Step 3: Scroll to the "Line items" table in the "How much?" section.
Step 4: Change the "Rate" for a line item (e.g., from $21,500 to $20,500).
Step 5: When prompted "Track this as a $1,000 saving?", click "Add."
Step 6: In the "Any savings to track?" section, review the pre-filled "Savings type" and "Amount saved" fields.
Step 7: Add a "Comment" for context (e.g., "Related to Contract renewal").
Step 8: Click "Save changes" to update the PO.
Step 9: The "Savings" section will appear at the bottom of the PO overview, detailing the added saving.
## Method 2: Manually adding savings
Step 1: Navigate to an existing Purchase Order (e.g., "PO# 100312 Docusign Business Pro Renewal").
Step 2: Click on "Options" and select "Edit purchase order."
Step 3: Scroll to the "Any savings to track?" section.
Step 4: Click "+ Add savings."
Step 5: Choose a "Savings type" from the dropdown (e.g., "Bundling/package savings").
Step 6: Enter the "Amount saved."
Step 7: Add a "Comment".
Step 8: Click "Save changes" to apply the update.
## Configuring savings types
Step 1: Click "Purchase orders" in the left navigation bar.
Step 2: On the "Manage spend" -> "Purchase orders" page, click "Settings."
Step 3: Scroll to the "Savings" section in "Purchase order settings."
Step 4: Use the toggle switches to enable or disable savings types.
Step 5: (Optional) Click "Add type" to create a new savings type.
---
# Virtual Cards on Purchase Orders
> Official Ramp Help Center article. Topic: Procurement / Manage Procurement. [View the canonical page](https://support.ramp.com/virtual-cards-on-purchase-orders).
## Overview
Ramp now allows you to issue virtual cards directly attached to Purchase Orders. This feature combines the spending controls of a Purchase Order with the speed, convenience, and rewards of virtual card payments.
> **Note:** Procurement requires the Procurement add-on; if your business is eligible, you may be able to start a [60-day free trial](/procurement-free-trial).
> **Note:** Virtual cards can only be issued against POs created in Ramp. POs imported from an ERP (such as NetSuite or Sage Intacct) are for [bill matching](/importing-and-matching-purchase-orders-pos-on-ramp-bill-pay) only and do not support card or fund issuance.
## Configure virtual cards in Programs
Admins can set up specific Spend Programs to facilitate virtual card issuance on POs. From [**Manage spend > Programs**](https://app.ramp.com/spend-programs), click **Create program** or **Edit program**. You have three key configuration options:
1. **Request Form Questions:** You can add a question to the request form asking, *"Would you like to pay for this with a virtual card?"* This allows the requester to signal their payment preference upfront.
2. **Automatic Issuance:** You can toggle **"Automatically issue virtual cards"** on. If enabled, a virtual card is instantly created once the Purchase Order request is approved. If disabled (or if the user selects "No" to the payment question), the card must be issued manually by an admin after approval.
3. **Default Card Settings:** You can configure the default behavior for these cards, including start/end dates, merchant restrictions, and approval policies.
## Permissions
By default, Admins have the ability to issue cards on POs. To grant this ability to other users (such as department heads or procurement managers), you must assign a specific permission within **Company Settings > User Roles**.
Under the **Procurement** section of a Custom Role, check the box for **"Issue and edit virtual cards on purchase orders."**
For more information on Custom Roles see [Roles and Permissions on Ramp](/user-roles-overview).
## Auto-Coding and accounting
To streamline reconciliation, virtual cards issued on a PO automatically inherit the accounting logic from that PO.
When you set the Accounting Category, Department, or other coding fields on the PO line items, those settings will be applied to any issued virtual card. Any transaction made on that card will automatically be coded to match the Purchase Order.
> **Note:** You must configure these ahead of issuing the card for the card to inherit it by default.
## Managing limits and change orders
Ramp ensures that your Purchase Order and Virtual Card remain in sync.
- **Change Orders:** If the amount on a Purchase Order is updated (e.g., increased via a change order), the limit on the associated virtual card is automatically updated to reflect the new PO total.
- **Requesting Changes:** Users can request a limit increase directly from the card interface. This triggers a change order request flow for the underlying Purchase Order.
## Using PO cards with Bill Pay
You can use the funds from a PO virtual card within Ramp Bill Pay.
When reviewing a bill, select **"Pay with Ramp Card"** as your payment method. You will see an option to select the **"Existing purchase order card"** associated with that vendor. This allows you to pay the invoice instantly while earning cashback and keeping the transaction tied to the original PO.
## Procurement programs now default to purchase order + virtual card
Procurement Spend Programs now always issue a Purchase Order alongside an optional Virtual Card by default. If you previously had a procurement program configured to issue only Virtual Cards, that program will now automatically create a Purchase Order in addition to the Virtual Card for every approved request. This change ensures that all procurement purchases benefit from consistent controls, centralized invoice management, and full spend visibility through the PO workflow.
## What if I only need virtual cards?
If your use case does not require purchase orders — for example, lower-dollar spend, subscriptions, or situations where invoice-based approvals are unnecessary — create a non-procurement Spend Program from [**Manage spend > Programs**](https://app.ramp.com/spend-programs). Select **Create program**, then choose a card-based program type such as **Expenses & Benefits**. These programs issue virtual cards without generating purchase orders, giving requesters a card for the approved amount as soon as the request is approved.
## Virtual card termination
Do not terminate a PO's virtual card as a troubleshooting step for bill-to-PO matching. Terminating a PO's virtual card is permanent and **deletes the associated purchase order**. If you need to match a bill to the PO, use the [Bill Pay PO matching flow](/importing-and-matching-purchase-orders-pos-on-ramp-bill-pay) instead.
## Frequently asked questions
### Can I link a bill to a purchase order that was originally issued as a virtual card?
Yes. Use the [Bill Pay PO matching flow](/importing-and-matching-purchase-orders-pos-on-ramp-bill-pay) or choose the **Existing purchase order card** when [paying a bill by card](/pay-bill-pay-invoices-via-ramp-card).
---
# Get started with Procurement
> Official Ramp Help Center article. Topic: Procurement / Manage Procurement. [View the canonical page](https://support.ramp.com/get-started-with-procurement).
## Overview
Ramp Procurement brings purchase requests, approvals, and purchase orders (POs) into one workflow. It helps your business collect purchase details before spend occurs, route each request to the right reviewers, and manage the resulting PO throughout its lifecycle.
> **Note:** Procurement requires the Procurement add-on; if your business is eligible, you may be able to start a [60-day free trial](/procurement-free-trial).
## How Ramp Procurement works
The standard procurement lifecycle follows this order:
1. A requester chooses a published Program and submits a purchase request.
2. Ramp routes the request through the Program's approval policy.
3. After final approval, Ramp creates the PO.
4. Your team manages the approved PO, matches bills or card spend to it, and submits a change order when an eligible material change needs approval.
For the request submission experience, see [Submit procurement requests](/how-to-submit-procurement-requests). For the approved PO lifecycle, see [Purchase orders in Ramp](/purchases-orders-in-ramp).
## Set up Ramp Procurement
Use this sequence to launch Procurement without duplicating the detailed setup instructions in the [Ramp Procurement quick start guide](/ramp-procurement-quick-start-guide):
1. **Create a Program.** Open [**Manage spend > Programs**](https://app.ramp.com/spend-programs), select **Create program**, and choose the appropriate starting point. To update it later, use **Edit program**.
2. **Build the request form.** Initial setup calls this walkthrough step **Build your intake form**. In the persistent Program editor, use **Questions**, **Add a question**, and **Preview the request form**. Add questions from categories such as **PO fields** and **Vendor fields**, then select **Required** for answers the requester must provide. To require a vendor email, add a **Contact** or **Email** question under **Vendor fields** and mark it **Required**. A **Contact** question collects first name, last name, phone, and email.
3. **Configure approvals.** Set the **Approval policy**, then configure the **Change order approval policy** or select **Use the same approval workflow for change orders**. See [Configure Procurement workflows](/configuring-procurement-workflows) for workflow details.
4. **Publish the Program.** Publishing makes the Program available to its configured requesters.
For role setup and equivalent abilities through Custom Roles, see [Procurement role configuration](/procurement-role-configuration).
## Find Procurement in Ramp
Use these destinations after setup:
- [**Manage spend > Programs**](https://app.ramp.com/spend-programs) to create and maintain Programs
- [**Manage spend > Requests**](https://app.ramp.com/requests/pending) to review pending requests
- [**Manage spend > Purchase orders**](https://app.ramp.com/procurement/purchase-orders) to view and manage POs
Under [**Manage spend > Purchase orders > Settings**](https://app.ramp.com/procurement/purchase-orders), the available tabs are **General**, **Default PO fields**, **Custom fields**, **Automation**, and **Import**. The **Import** tab appears only when an accounting provider is connected. Use these settings for company-wide PO configuration; use a Program's request form and policies for per-Program intake and approval behavior.
## Manage requests and purchase orders after launch
A pending procurement request can be edited by the requestor/creator, owner, or coordinator; anyone who has participated in its approval chain; the direct manager of its owner or coordinator when granted team-level procurement management permission; and users with company-wide procurement management permission, including Business Owners, Admins, Finance Admins, and AP Clerks.
After approval, Business Owners, Admins, and Finance Admins can edit all fields on a PO directly. Accounting/Bookkeeper and AP Clerk roles, along with Custom Roles granted the same ability, can directly edit secondary details such as the memo, payment terms, addresses, accounting coding, and attachments. Anyone else must use a change order for material changes such as amounts or line items. Archived POs cannot be edited. See [Purchase orders in Ramp](/purchases-orders-in-ramp) for the complete editing rules.
Change orders apply only to approved, non-archived POs that are not closed and were created in Ramp through a purchase request or CSV import. For POs tied to a Program, configure their approval behavior with the Program's **Change order approval policy**, then see [Change orders](/change-orders) for submission and review details.
## Purchase orders created outside Ramp
How a PO enters Ramp determines what you can do with it:
| PO origin | Behavior in Ramp |
| --- | --- |
| **CSV upload** | Requires a connected accounting provider. Upload from [**Manage spend > Purchase orders > Settings > Import**](https://app.ramp.com/procurement/purchase-orders). These POs behave like Ramp-created POs for viewing and editing, and they support change orders. Change order approvals route to your Admins by default; configure them under [**Manage spend > Purchase orders > Settings > Import > Change order approvals**](https://app.ramp.com/procurement/purchase-orders). Request questions cannot be customized per Program. |
| **ERP sync** | The PO remains visible for bill matching while the connection is active. It cannot be edited in Ramp; edit it in your ERP and the changes sync to Ramp. Ramp change orders do not apply. |
| **Ramp Developer API** | The PO behaves like a Ramp-created PO for editing and approvals, but it does not support change orders and is not tied to a Program. |
Change orders are available for approved, non-archived POs that are not closed and were created in Ramp through a purchase request or CSV import. They are not available for Developer API or ERP-synced POs. For ongoing PO management and bill matching, see [Purchase orders in Ramp](/purchases-orders-in-ramp).
---
# Get started with Ramp Procurement agents
> Official Ramp Help Center article. Topic: Procurement / Manage Procurement. [View the canonical page](https://support.ramp.com/getting-started-with-ramp-procurement-policies).
## Overview
Accelerate complex procurement reviews by customizing AI agents to perform research and embedding them into workflows.
- **What this feature does:** Lets you describe — in natural language — what you want a Procurement agent to handle during procurement reviews (e.g., legal, security, finance). The agent then performs the upfront research normally done by humans (analyzing attached documents, searching the web for privacy policies, etc.), to accelerate reviews. These agents do not make approval decisions.
- **How it works:** Once you define an agent and add it to a workflow, it automatically runs whenever that workflow triggers. Agents never approve or reject items — reviewers stay fully in control. The agent's job is to gather information, summarize risk, and prepare context to speed up human decisions. Based on an agent's outcomes, you can conditionally route the request to the right next approvers, and show downstream approvers the agent's results so the decision trail is consistent and transparent.
- **Who should set it up:** **Ramp Admins** configure and manage agents. Admins can share individual agents with subject-matter experts (e.g., Legal, Security) to help refine the agent definition. Only admins can add agents to workflows (required to "activate" the feature).
- **Best for:** Teams with recurring procurement reviews who want faster cycle times, more consistency, and less manual digging.
## What this feature is and why it matters
### What are Procurement agents?
Procurement agents let you turn your team's review criteria into natural-language instructions that an AI agent follows every time a procurement workflow runs. Instead of repeatedly searching for vendor documents, scanning contracts, or pulling out key clauses, the agent performs that upfront research automatically and delivers a structured summary to your reviewers.
The agent doesn't approve or reject anything — it simply prepares the information your team normally gathers manually. You can reference agent outcomes in downstream **Split paths** conditions to route requests based on the agent's findings.
### Why it matters
**Speed without sacrificing control**
Procurement reviews often stall because experts need time to hunt for information. Agents shorten this cycle by handling that pre-work instantly while still leaving decisions to humans.
**Consistency and completeness**
Procurement agents check for the same details every time, reducing the risk of overlooked terms or missing documentation (i.e., human error).
**Better use of expert time**
Legal, Security, and Finance teams spend too much time gathering information instead of evaluating it. Agents let them focus on judgment instead of search tasks.
**Scalable processes**
As request volume grows, the manual effort required for reviews grows even faster. Agents help teams scale without increasing headcount or adding friction.
### Prerequisites and access
**Who can use this feature**
Ramp Admins can use this feature by default. Admins can also share agents with subject matter experts like security reviewers or legal reviewers to help define agent instructions. Only Admins can add agents to workflows (required to "activate" the feature).
**Procurement Add-on access**
This feature is only available via the Procurement Add-on tier, enabled by default. This is not available for Free, Plus, or Procurement Extended Access users.
## Set up Procurement agents
### Open Procurement agents
1. Sign in to Ramp.
2. Under **Manage spend**, open [**Programs**](https://app.ramp.com/spend-programs).
3. Select **Manage** in the top right, then select [**Procurement agents**](https://app.ramp.com/spend-programs#/d/procurement).
4. Select an existing agent to edit it, or select **New agent** to create one.
### Create your first agent
1. Select **New agent**.
2. You have two options for how to create your agent:
1. **Describe from scratch:** Start with a blank agent editor. You can write instructions in natural language describing the process you'd like this agent to follow. The **Ask Ramp** chat panel appears on the right side of the editor — use it to describe what you want and let Ramp generate agent content from your natural-language descriptions. You can also attach documents like SOPs as reference material to give Ramp more context when drafting your agent.
2. **Start from a template:** Select one of Ramp's template agents. You can edit these as you wish.
3. **Edit your agent**
1. Each agent consists of a set of **tasks**. Each task has its own set of instructions for detailed review.
2. To add a new task, create a new header section anywhere on the page. You can also select "Add block below" via the "+" symbol.
3. To edit an existing task, insert your cursor into any text and start typing or deleting.
4. Ramp supports several **tools**, which are specific actions the agent can take on your behalf. You can add them by hitting `/` while writing. Additionally, the agent will be able to understand the ask without needing explicit instructions. For example, if there's a line that says "Search for the vendor's Terms and Conditions", it will know to explore the web and look for that vendor's T&Cs to attach to the report. Tools let the agent gather information from multiple sources automatically, so reviewers get a complete picture without manual research.
- **Search the web** — Look up vendor information like privacy policies, security certifications, or public filings.
- **Analyze documents** — Read and extract details from contracts, invoices, SOWs, or other files attached to the request.
- **Pull request data** — Reference fields from the procurement request itself (amount, vendor, department, etc.).
### Agent fields
Agent fields let you define structured output fields that appear in the generated report. When you create or edit an agent, you'll see an **Agent fields** link showing the count of configured fields (e.g., "3 fields"). These fields define what specific data points the agent will produce in its report — for example, text summaries for different review areas or single-select fields for risk ratings. Agent fields help ensure consistent, structured output across all agent runs, making it easier for downstream reviewers to quickly find the information they need.
### Edit agents with Ask Ramp
Instead of writing every instruction manually, you can use Ask Ramp to help refine and enhance your agent through a natural-language chat experience.
1. Open an existing agent (or create a new one).
2. In the Ask Ramp chat panel on the right side of the editor, describe what you want to add or change in plain language. For example:
- "Add a section to check for any public legal proceedings against the vendor."
- "Add a final recommendation on whether to proceed with this vendor."
- "Provide any suggestions for this agent. I really care about vendor security."
3. Ask Ramp suggests changes in a card above the chat. Review the suggestion, then select **Apply** to add it to your agent.
4. Continue the conversation to make additional changes — you can ask Ramp to add, remove, or reword any section.
5. When you are ready, run a test simulation directly from the chat. Select a prior procurement request to test against — if your agent references attached documents, choose a request that already has documents attached.
6. After the simulation finishes, Ask Ramp reviews the results and may suggest further improvements — for example, making certain instructions more prominent if the agent did not produce the expected output.
7. Review all suggested changes and click `Apply all` to accept them, then click `Save` .
### Test your agent
You can test your agent in two ways:
- **From the toolbar:** Click **Test** in the top right corner to run a simulated version of this agent using a prior request as an example.
- **From Ask Ramp:** Ask Ramp in the chat panel to run a test simulation. Ask Ramp will prompt you to select a procurement request to test against.
If your agent needs to reference attached documents, be sure to select a request that has documents attached already.
Let your agent test run. This may take several minutes. You may leave the page and come back to the simulated run by navigating to the **Monitoring** tab.
Once finished, review the generated report to verify the agent is producing the outputs you expect. Check that the right documents were analyzed, the right web searches were performed, and the summary is accurate. If you're content with the report, select **Save**.
### Rename agents
To rename an agent, select the three-dot menu on the agent card and select **Rename**. Enter the new name and confirm.
### Share agents
1. To share an agent, select the three-dot menu in the top right corner next to **Test** and **Save**.
2. Select **Share**.
3. Select which people or groups should have access.
4. Select what role you want to provide them with ( **Viewer** or **Editor** ).
5. Click `Share` .
6. **Once you've provided access, share the direct URL with those users.** Non-admins cannot access Procurement agents, so you will need to share the agent URL with them directly.
### Add agents to workflows
> **Note:** When you save an agent that is not yet linked to any workflow, Ramp displays an activation modal prompting you to set up the agent in a Spend Program. You can choose to add it to a program immediately or skip and do it later.
1. Go to the program where you want to add an agent.
2. Open the approval policy under `Who approves requests?` .
3. Select `+` at the point in your workflow where you want the agent to run.
4. Under **Agents**, select **Agent review**.
5. Select the agent you want to add. You can review all the tasks the agent will perform.
6. Once added, you can configure conditions to route workflow logic based on the **Agent outputs**. Ramp evaluates fields from your agent to return results. Use these to set conditions on downstream steps. For example, add a security agent, then use a **Split paths** condition to check whether the Risk Assessment is "High". If High, require approval from Security approvers. Otherwise, just notify them.
7. Click `Save` .
### Agent reports
Once finished running, agents generate a report. You can view this report under the **Documents & Reports** section of a request:
- Hover over individual bullets to see citations.
- Select citations to find the exact text in documents or visit the website the agent is referencing.
- Downstream approvers in the workflow can also see the agent's report, providing a transparent decision trail so every reviewer has the same context.
## Common use cases for Procurement agents
### Vendor due diligence (general)
- **Vendor Due Diligence Summary:** Research the vendor and summarize what they do, who typically uses them, and any notable risk signals. Analyze any attached vendor docs (security overview, pricing, proposal) and list any missing information needed to complete the review.
- **New Vendor Intake Completeness Check:** Review the request fields and attachments, then flag missing or inconsistent information (for example, no SOW, unclear scope, missing renewal date, missing pricing details). Output a checklist of follow-up questions for the requester.
### Security and compliance
- **Security Review (SOC 2 / DPA / Privacy):** Check the vendor's public documentation (privacy policy, security page, trust center) and analyze attached files (SOC 2 report, DPA, security questionnaire). Summarize whether the key artifacts exist, what they cover, and any open questions for Security reviewers.
- **Data Handling Risk Summary:** Determine what data the vendor may access based on the request context and attached docs. Summarize potential concerns (PII, financial data, internal data), and recommend what a reviewer should validate before approving.
### Legal and contract review
- **Contract Clause Extraction:** Analyze attached agreements (MSA, SOW, Order Form) and extract key terms like term length, auto-renewal, termination, liability caps, indemnification, governing law, and confidentiality. Summarize any unusual terms for Legal to review.
- **Contract Standards Check (Escalations):** Compare extracted contract terms to common "acceptable vs. escalate" standards (for example, auto-renewals, price escalators, term length). Flag which areas likely need escalation and why.
### Insurance / COI
- **COI Validation:** If a Certificate of Insurance is attached, confirm coverage types and limits, and flag expiration dates that are too soon. If no COI is attached, clearly state that it is missing and should be requested before approval.
### IT / systems integration review
- **IT Integration Readiness:** Research whether the vendor supports common IT requirements (SSO, SCIM, audit logs, API access, data export). Summarize integration requirements and implementation considerations for IT reviewers.
### Pricing and cost analysis
- **Pricing & Overage Risk Summary:** Analyze attached pricing (proposal, order form, invoice, quote) and summarize pricing model (per seat, tiers, usage-based), overage terms, and renewal uplifts. Flag common cost risks and areas to confirm before signing.
- **Procurement Compliance & Cost Optimization:** Review the request for policy or process gaps (missing competitive quotes, missing justification, unclear scope), then summarize opportunities to reduce cost or tighten requirements before proceeding.
### Duplicate / existing solution detection
- **Duplicate Purchase Request Detector:** Identify whether the request appears duplicative (similar vendor name, similar product category, or similar purpose stated in the request). If it seems duplicative, call it out and list what a reviewer should confirm before proceeding.
### Conditional routing support (workflow-friendly outputs)
- **Risk Tiering for Routing:** Produce a clear risk tier (Low, Medium, High) based on the findings (for example, missing SOC 2, non-standard liability language, or unclear data access). Provide a short explanation so admins can use the output to route to the right approvers in the workflow.
---
# Global Question Library
> Official Ramp Help Center article. Topic: Procurement / Manage Procurement. [View the canonical page](https://support.ramp.com/global-question-library).
> **This article applies to Ramp Administrators.**
## Overview
The Global Question Library lets you create a question once and reuse it across programs and workflow forms. Use it when you want the same intake question to stay consistent across procurement request experiences.
> **Note:** Procurement requires the Procurement add-on; if your business is eligible, you may be able to start a [60-day free trial](/procurement-free-trial).
From the library, you can create questions, review which programs use a question, preview how it will appear on a request form, and decide how deletions should affect existing forms.
## Create questions
1. Go to [**Manage spend > Programs > Manage global question library**](https://app.ramp.com/spend-programs/global-question-library).
2. On the **Question library** page, click **New** . If your library is empty, click **New question** .
3. In the **Create question** window, add the question title and description.
4. Choose whether the question should be required by default.
5. Select the question type you want to use.
6. If you choose **Single select** , add the answer options you want employees to pick from.
7. Save the question to add it to your library.
Supported question types include **Text**, **Paragraph**, **Date**, **Boolean**, **File upload**, **Single select**, **Vendor**, **Number**, **Link**, **Email**, **Multi select**, **Address**, **Department**, **Contact**, **Merchants**, and **Merchant categories**. **Monetary amount** is not available in the Global Question Library.
## Add a global question to a program
1. Go to [**Programs**](https://app.ramp.com/spend-programs) .
2. Create a new Spend Program or open an existing one.
3. Go to the program's **Questions** section.
4. Click **Add question** .
5. Under **Global question library** , select the question you want to reuse.
6. Decide whether that question should be required on this program's request form.
7. Save the program changes.
You can also reuse library questions in workflow forms. Using the library keeps repeated questions aligned instead of recreating the same question separately each time.
## Manage existing questions
Open any question in the library to review and update it. Each question can include **Edit**, **Usage**, and, when available, **Activity** tabs.
- **Edit question details** — Update the title, description, required setting, question type, or answer options from the **Edit** tab.
- **Preview the question** — Review how the question will appear on the request form from the live preview pane while you edit it.
- **Review usage** — Use the **Usage** tab to review the programs that use the question and open **Edit program** from that list.
- **Review activity** — Use the **Activity** tab when it is available to review question history.
- **Delete a question** — Click delete and review the **Delete this question?** prompt. Turn on **Delete from existing forms** if you want to remove the question from programs that already use it.
> **Note:** If you leave **Delete from existing forms** off, Ramp keeps copies of the question in existing forms and removes it from the library for future reuse.
## Frequently asked questions
### When should I use the Global Question Library instead of creating a question directly in a program?
Use the Global Question Library when the same question should appear across more than one Spend Program or workflow form. This makes it easier to keep question wording and answer choices consistent.
### Can I edit a global question after adding it to a program?
Yes. Open the question from the Global Question Library to update it from the **Edit** tab, preview the change, and review where it is currently used from the **Usage** tab.
### What happens if I delete a global question?
When you delete a question, you can choose whether to remove it from existing forms or only prevent it from being used going forward.
## Related articles
- [Get started with Procurement](/get-started-with-procurement)
- [Configuring Procurement Workflows](/configuring-procurement-workflows)
- [How to submit procurement requests](/how-to-submit-procurement-requests)
---
# How to submit procurement requests
> Official Ramp Help Center article. Topic: Procurement / Manage Procurement. [View the canonical page](https://support.ramp.com/how-to-submit-procurement-requests).
## Overview
Employees submit procurement requests through Programs that Admins publish in Ramp. Depending on the Program and approval workflow, an approved request can create a purchase order, issue a virtual card, or both.
> **Note:** Procurement requires the Procurement add-on; if your business is eligible, you may be able to start a [60-day free trial](/procurement-free-trial).
## Submit a procurement request
Use [Request](https://app.ramp.com/request), then choose the Program that matches what you need to buy.
### Request spend from a Program
Select the Program that matches the purchase you need to make. If you do not see a relevant Program, ask your Ramp Admin which program to use or whether they need to publish one for your purchase type.
### Upload a contract or quote for automated intake
You can upload a contract or quote and Ramp will auto-fill the Frequency, Start/end date, and Line items. You can also manually fill everything out or edit any fields.
You can save requests as drafts and re-access it from your Home dashboard.
**Please note:**Negative amounts are permitted.
### Fill out the request manually
Fill in the required questions on the form. You'll need to select the frequency (one-time or recurring), add service start/end dates, and the line items for the request. All other questions & accounting fields on this form are added by your administrator, so any questions/feedback should be directed to them.
[Learn more about multi-currency POs here](/multi-currency-purchase-orders).
### Approvals
On the request page, you'll see the approvals required to issue the request. A pending procurement request can be edited by the requestor/creator, owner, or coordinator; anyone who has participated in its approval chain; the direct manager of its owner or coordinator when granted team-level procurement management permission; and users with company-wide procurement management permission, including Business Owners, Admins, Finance Admins, and AP Clerks. Custom Roles can also be granted these abilities.
If approval-relevant request details are edited after a previous stakeholder approves, Ramp reevaluates the approval chain and may restart prior approvals. Approvers will receive a notification via email and Slack, if enabled, when they are up for approval.
> **Note:** If no approvals are required or your role can skip approvals, submitting the request can immediately generate a PO, issue a virtual card, or both. Otherwise, Ramp issues the result after the request is fully approved.
### Create a purchase order from a procurement request
If the Program uses purchase orders, Ramp creates the PO when the request is fully approved. The [Purchase orders](https://app.ramp.com/procurement/purchase-orders) page is for managing POs after they exist, not for starting a new request.
### Request states
A procurement request can be in 4 states:
- Approved: Request has been fully approved by stakeholders within the approval chain. Ramp has issued the resulting virtual card, PO, or both.
- Rejected: Request has been denied by an approver or admin. The requester can edit and resubmit it, which starts a new approval attempt.
- Pending approval: The request is actively being approved by stakeholders in the approval chain
- Archived: Request is no longer active. This action cannot be undone.
- Admins, the requester, and [Procurement Coordinators](/procurement-request-coordinator) can archive a request that is not linked to bills or matched card transactions.
- For more details, see [Archiving purchase orders](/purchases-orders-in-ramp#archiving-purchase-orders) .
## Track your procurement request
Ramp makes it easy for you to get the latest updates on your procurement request by centralizing approvals and comments in one place.
### Requests table
View any pending procurement requests in the [Requests](https://app.ramp.com/requests/pending) table. They will also appear in the bottom right on [Home](https://app.ramp.com/home). You can hit "Remind" once a day to send a reminder to approvers.
### View activity and documents
Click into a request to see approvals or any comments in the "Activity" tab. You can make comments and tag people directly. You'll be notified about comments and mentions via email and Slack integration (if enabled). Additionally, you can view any documents you uploaded while submitting the request (if any), or upload anything new that may be relevant for the request.
### Keep stakeholders informed
To keep colleagues informed about your request without adding them to the approval chain, tag them in a comment on the **Activity** tab using the **@** mention. Tagged users receive a notification via email and Slack (if your company has enabled the Slack integration) and can then view the request and add their own comments.
For procurement requests, admins can also assign a **Request Coordinator** — a designated person who oversees the request through its lifecycle. See [Procurement Request Coordinator](/procurement-request-coordinator) for details.
Additionally, admins can add a **Notify** step to the approval workflow to automatically send notifications to specific users or groups at key points in the approval process. See [Configuring Procurement Workflows](/configuring-procurement-workflows) for details.
### Update PO info
In the request, under **Details**, you can see the draft PO that will be created upon approval of the request. By clicking into **Edit PO Info**, you can update things like the PO number, payment terms, shipping & billing information, an associated memo, and any attachments you'd like to add to the PO itself.
### Update accounting information
The PO request will have two tabs, one providing an overview of the request and the other allowing you to see and edit the requests associated Accounting information. In this **Accounting** tab, you will be able to update the coding for all of your line items, as well as the overarching PO itself.
### Purchase orders issued
Once all approvals are completed, Ramp issues an open purchase order (PO) if the Program uses purchase orders.
For more details, see [Purchase orders in Ramp](/purchases-orders-in-ramp).
---
# Agentic Intake Programs
> Official Ramp Help Center article. Topic: Procurement / Manage Procurement. [View the canonical page](https://support.ramp.com/agentic-intake-programs).
## Overview
> **Alpha.** This feature is in early development and may change based on feedback. Agentic Intake Programs are available to customers with Ramp's Procurement add-on when enabled for their business. If you don't see **Intake program** under **Create** on [Programs](https://app.ramp.com/spend-programs), ask your Ramp account team whether the feature is enabled.
Agentic Intake Programs are a refreshed version of requestable Spend Programs that use an AI-driven conversation instead of a static intake form. You describe what you need to buy — from the Ramp app, Slack, or email — and Ramp assembles the request, asks only the follow-up questions the program requires, and routes it for approval. Admins who manage Procurement configure each intake program to control what Ramp collects and who approves.
Agentic Intake Programs provide a different intake experience from the traditional, form-based flow described in [How to submit procurement requests](/how-to-submit-procurement-requests). Legacy intake Spend Programs and Agentic Intake Programs appear together on the [Programs](https://app.ramp.com/spend-programs) page.
## How Agentic Intake Programs work
Agentic Intake Programs replace a long, static intake form with a guided conversation configured by an administrator:
- **You describe the purchase.** Start a request and tell Ramp what you need in plain language.
- **Ramp pre-fills what it can.** It gathers details from available context rather than asking you to type everything in.
- **Ramp asks only what's missing.** Follow-up questions are generated from the intake program and limited to the details the program requires.
- **You review and submit.** The request appears as an editable summary so you can correct or add anything before submitting.
- **Ramp routes the request.** On submission, the request follows the approval workflow defined in the program, combining automated review assistance with human approvals.
Admins control this behavior by configuring and publishing an intake program. See [Create and configure an intake program](#create-and-configure-an-intake-program).
## Start a request
You can start an intake request from wherever you're already working. Each entry point opens the same guided conversation:
- **From the Requests page** — start an intake request from [Requests](https://app.ramp.com/requests).
- **From the Ramp homepage** — use the chat input at the top of your [Ramp home](https://app.ramp.com/home) page and describe what you need to buy, then send it.
- **From Ask Ramp** — open Ask Ramp from any page and describe your purchase there.
- **In Slack** — @mention Ramp's Slack app in a public channel, or send it a direct message, describing what you need. Private channels aren't supported yet. Your workspace must have Ramp's Slack app installed.
- **By email** — forward an email, such as a vendor quote or an internal approval thread, to `requests@ramp.com`.
You can attach a contract, quote, or other document for Ramp to build from, but you don't have to — Ramp pulls the rest from the context described below. A request started in one place can be continued in another; for example, kick it off in Slack and finish in the app.
## What Ramp gathers for you
Ramp pre-fills your request from the context it can reach. Depending on your access and your business's connected integrations, that includes:
- **Vendors and contracts** you already have in Ramp.
- **Budgets and funds** available to you.
- **Accounting and entity data**, such as departments and entities.
- **Documents you attach**, including extracting line items from a quote or order form.
- **Connected sources** like Slack, email, and Notion, where those integrations are set up.
- **The web**, to look up vendor information such as a public privacy or security page.
## Connect your data sources
Slack, email, and Notion are optional connections Ramp can search while building a request. Connect the ones you use; Agentic Intake Programs work without them.
- **Slack** — an Admin connects Ramp's Slack integration once for the whole business. This is the same integration that powers Slack notifications and the Slack entry point above. See [Slack integration: Set up for admins](/set-up-ramps-slack-integration-for-admins).
- **Email** — each person connects their own inbox from [Email connections](https://app.ramp.com/#/d/automations/email). Select **Connect inbox**, choose **Connect with Gmail** or **Connect with Outlook**, and turn on **Agent search** so Ramp can search your email while building a request. This is the same personal inbox connection used for receipt capture — the separate **Agent search** toggle is what makes it available to requests.
- **Notion** — each person connects their own Notion. Go to your [Notion integration settings](https://app.ramp.com/settings/integrations/overview/notion) and select **Connect Notion**, or use the **Add context** button in the request chat.
## Review and submit your request
Your request appears as an editable summary that fills in live as Ramp gathers details. Review the fields and line items, edit anything that's wrong or missing, and submit once all required fields are complete. After submitting, track the request alongside your other requests on the [Requests](https://app.ramp.com/requests) page.
## Review and approve requests
Approvers review an intake request on its request detail page.
For each approval step, Ramp generates an AI summary to speed up your review — a recommendation plus findings for the checks defined in the intake program. Ramp runs the research the program calls for, but it does not approve or reject on its own. You make the decision: **Approve** or **Reject** the request, ask follow-up questions with **Ask Ramp**, or leave a **Comment**.
All existing approval functionality — such as admin overrides, notifications, comments, and stakeholder updates — remains available on the request. See [How to submit procurement requests](/how-to-submit-procurement-requests#track-your-procurement-request).
## Create and configure an intake program
Admins with permission to manage spend or Procurement programs create and configure Agentic Intake Programs from [Programs](https://app.ramp.com/spend-programs). Select **Create** > **Intake program** to open a new draft in the program editor.
You define the intake program in a single natural-language document. The document is organized into sections — such as **Scope**, **Submitting a Request**, **Steps**, and **Outcome** — that describe what the program covers, what information to collect from requesters, how requests are routed for approval, and what Ramp does once a request is approved.
Ramp generates an approval workflow from the intake program document. For example, an intake program can route requests by amount, sending smaller requests through manager approval and larger ones through additional reviewers such as a manager's manager, with parallel IT, Security, and Legal review where the program calls for it. Use the document/workflow toggle in the top bar to switch between the natural-language document and its generated approval workflow.
To change an intake program, update its document directly, use the chat side panel to instruct Ramp to edit the document for you, or edit the generated workflow. When you save workflow changes, Ramp updates the program draft to match.
Select **Publish** when the draft is ready. Only active, published intake programs are available to eligible requesters.
## Preview the intake program request form
Admins with permission to manage spend or Procurement programs can preview the collected fields before publishing an intake program. These fields are the request form that requesters answer and approvers review after submission. If you don't have permission, ask a Ramp Admin who manages Procurement programs to review the fields.
1. Open the intake program from [Programs](https://app.ramp.com/spend-programs), then select **Workflow** in the editor header.
2. Under the **When Request submitted** Trigger, select the collected-field count, such as **7 collected fields**.
3. Review each field in the **Request details** panel, including its type, options, and whether it is required. The fields shown may vary by request based on the program's conditions.
## Manage migrated legacy intake programs
When Ramp migrates an eligible requestable Spend Program, it creates and publishes a new intake program and removes employee request access from the legacy program. Ramp preserves the legacy program's previous requests and history. The legacy program is hidden from the default Programs views, not deleted.
Admins can restore employee request access to a migrated legacy program:
1. Open [Programs](https://app.ramp.com/spend-programs).
2. Open the **Program type** filter and select **Legacy intake**.
3. Open the row's overflow menu and select **Edit**.
4. Under **Who can submit requests?**, set **Who can request?** to **All employees**. If your business shows **All users** instead, select that option.
5. Select **Next**, then select **Update**.
> **Important:** Restoring employee request access reopens the old request path alongside the new intake program. It does not undo the migration.
## Deactivate an intake program
Admins can deactivate a published intake program regardless of whether it has existing requests. Deactivation stops new requests, while active requests continue. Deactivation is non-destructive: it is not deletion, and the program and its existing requests remain in Ramp.
1. Open [Programs](https://app.ramp.com/spend-programs) and select the intake program.
2. Select **Edit program**.
3. Open the overflow menu and select **Deactivate program**.
4. Confirm by selecting **Deactivate**.
## Availability and limitations
Agentic Intake Programs require Ramp's Procurement add-on, are currently in Alpha, and must be enabled for your business. Requesters can use only active, published intake programs for which they are eligible.
- **Change orders:** A change order reuses the approved request's workflow but does not start a new intake program conversation. See [Change orders](/change-orders).
- **Budgets:** Agentic Intake Programs read budget information as context to help complete a request; they do not manage or set budgets.
- **Workflow steps:** Intake programs can include vendor onboarding and available connected integrations as workflow steps. Integration options depend on the connections enabled for your business. See [Vendor onboarding in procurement](/vendor-onboarding-in-procurement) and [Ironclad integration: Set up](/set-up-ramps-ironclad-integration).
---
# Punchouts in Ramp
> Official Ramp Help Center article. Topic: Procurement / Manage Procurement. [View the canonical page](https://support.ramp.com/punchouts-in-ramp).
## Overview
> **Important:** Before you can shop a vendor catalog, a user with permission to manage integrations must connect the supplier, and an Admin must grant your role permission to use punchouts. See [Prerequisites](#prerequisites).
Punchouts connect Ramp directly to a supplier's catalog — such as Amazon Business or CDW — so you can shop at your company's negotiated contract rates without leaving your procurement workflow. Instead of buying off-contract, you launch a shopping session from Ramp, browse the supplier's site with your pricing already applied, and send your cart back to Ramp as a purchase request with real line items, SKUs, and prices.
> **Note:** Procurement requires the Procurement add-on; if your business is eligible, you may be able to start a [60-day free trial](/procurement-free-trial).
Approvers see exactly what's being bought and where it came from. Once the request is approved, Ramp creates a purchase order (PO) and routes the order electronically to the supplier — no manual re-entry and no off-contract spend.
## Prerequisites
Punchouts are part of Ramp's procurement and purchase-request workflows. To shop a vendor catalog, the supplier must be connected and your role must include the punchout permission:
- **The supplier must be connected under Integrations by a user with permission to manage integrations** (Admins and Owners by default). Only connected suppliers appear in the vendor picker.
- **An Admin must grant employees permission to use punchouts.** From [**Roles & permissions**](https://app.ramp.com/settings/all/roles-and-permissions), edit each relevant role and enable **Create punchout sessions and view punchout orders** under **Procurement**. Employees assigned to a role without this permission can't shop supplier catalogs or view their punchout orders.
- **To add a supplier,** a user with permission to manage integrations goes to [**Integrations**](https://app.ramp.com/settings/integrations) and connects it using that supplier's credentials, following the supplier's setup guide. See [Set up a punchout supplier](#set-up-a-punchout-supplier).
If you don't see a supplier you need, see [Supported vendors](#supported-vendors) for how to request it.
## Supported vendors
Punchouts currently support these suppliers:
- **Amazon Business** (US) — office supplies, electronics, and more.
- **CDW** — technology products and solutions.
More suppliers are coming soon. Only connected suppliers appear in the vendor picker.
If you don't see a supplier you need, select **Request new vendor** in the vendor picker to submit a vendor suggestion for Ramp to review. If you need further help, [contact Ramp Support](/how-to-contact-ramps-support-team).
## Set up a punchout supplier
> **Note:** Connecting a punchout supplier requires the permission to manage integrations, which Admins and Owners have by default. Employees should ask a team member with this permission to connect the supplier.
Connect a supplier so it appears in the **Shop a vendor catalog** picker for your team. Each supplier provides its credentials and configuration differently; complete the supplier-specific setup below, then connect the supplier in Ramp.
### Amazon Business
Follow the [Amazon Business Punchout integration guide (PDF)](https://assets.ramp.com/help-center/punchouts-in-ramp/_attachments/amazon-business-punchout-integration-guide.pdf) to complete the Amazon-side configuration. Amazon Business provides the punchout URLs and credential fields you'll enter in Ramp. Once you have them, use the shared Ramp connection steps below.
Order confirmations and ship notifications are optional. To configure them, see [Advanced setup: supplier order confirmations and ship notifications](#advanced-setup-supplier-order-confirmations-and-ship-notifications).
### CDW
Follow the [CDW Punchout Integration Guide for Ramp (PDF)](https://assets.ramp.com/help-center/punchouts-in-ramp/_attachments/cdw-punchout-integration-guide-for-ramp.pdf) to complete the CDW-side configuration. The guide provides the punchout URLs and credential fields you'll enter in Ramp. Once you have them, use the shared Ramp connection steps below.
Order confirmations and ship notifications are optional. To configure them, see [Advanced setup: supplier order confirmations and ship notifications](#advanced-setup-supplier-order-confirmations-and-ship-notifications).
### Connect the punchout supplier in Ramp
1. Go to [**Integrations**](https://app.ramp.com/settings/integrations). Filter the catalog by the **Procurement** category (or search) to find the punchout suppliers.
2. Select the supplier tile — for example, **Amazon Business Punchout** or **CDW** — to open the connection drawer. (The **Amazon Business** tile without "Punchout" is a separate receipts integration.)
3. Complete the connection form:
- **Credentials** — enter the credentials for the supplier. The exact fields vary by supplier. Follow the supplier's setup guide for the exact values to enter.
- **Vendor** — link a Ramp vendor to the supplier (you can create one inline).
- **Default address** — set the default shipping and billing address used for purchase orders, configured in your [PO settings](https://app.ramp.com/procurement/purchase-orders/settings). This is required before you can connect.
4. Select **Connect**. You'll see a **Punchout connection configured** confirmation, and the supplier becomes available in the vendor picker.
To change credentials later, reopen the connection and use **Override**; to remove the connection, use **Disconnect**.
## Shop a vendor catalog and submit a request
Shopping a vendor catalog opens the supplier's online store in a new tab (a punchout shopping session), lets you build a cart at your company's pricing, and sends that cart back to Ramp as a purchase request.
1. Start a request from [**Request spend**](https://app.ramp.com/request), then select **Shop a vendor catalog** (*Shop directly with vendors to start a request*).
2. Select the supplier you'd like to shop from. Only connected suppliers appear. To add suppliers, ask a team member with permission to manage integrations to configure them under **Integrations**.
3. Ramp opens the supplier's store in a new tab with your company's pricing applied. Keep the Ramp window open while you shop — Ramp shows a **Shopping in progress** message until your cart returns. Add the items you need and go to the supplier's cart.
4. On the supplier's site, submit the cart for approval instead of purchasing — for example, on Amazon Business you select **Submit order for approval**. This sends your cart back to Ramp as a purchase request rather than placing an order.
5. You're routed back to Ramp, where a purchase request opens for the supplier you shopped. Ramp auto-suggests the best Spend Program based on the line items in your cart and the vendor, and pre-fills the line items, prices, and vendor for you. Review the suggested program under **Confirm Spend Program**.
The remaining questions you answer depend on the selected Spend Program — they can include fields such as **Who is this for?** (who will own the PO and the entity) and a message for approvers. The line items appear under **Items in your order** (**Description**, **Qty**, **Unit price**, and **Amount**); accounting categories are **not** pre-filled from the supplier, so select the required accounting fields for your business (for example, GL account or department) yourself.
6. Select **Request** to submit, or **Save draft** to finish later.
> **Note:** If the selected Spend Program includes a **Ship-to address** question, the requester's answer sets the shipping address used for the order. If it doesn't, the order uses the default shipping address from your [purchase order settings](/customizing-purchase-orders-pos#save-default-billing-and-shipping-addresses). If requesters need to choose the shipping address per request, add a ship-to address question to the Spend Program — see [Get started with Procurement](/get-started-with-procurement). Billing addresses for punchout orders are set from your purchase order settings.
Your request then follows your normal procurement approval flow. For general guidance on requests, see [How to submit procurement requests](/how-to-submit-procurement-requests).
## Track your punchout purchase order
When your request is approved, Ramp creates a purchase order and routes the order to the supplier. POs created from a punchout are labeled **Punchout** and titled `PO# [number] · [supplier]`.
### Order status
A punchout PO shows fulfillment progress through these stages:
- **Sent to supplier** — the order has been sent to the supplier.
- **Confirmed by supplier** — the supplier confirmed the order.
- **Shipped by supplier** — the supplier shipped the order.
For Amazon Business orders, these confirmation and shipping updates reach Ramp through the order confirmation and ship notification connections in your punchout configuration — see [Amazon Business order confirmations and ship notifications](#amazon-business-order-confirmations-and-ship-notifications).
If the supplier can't fulfill some or all of the order, the PO shows that items were rejected — this usually happens when items go out of stock or their price changes. In that case, you can shop again and submit a new order.
### Order details
The PO **Overview** tab shows order details, including:
- **Order placed** — the date the order was placed.
- **Placed by** — the person who owns the PO.
- **Ship to** — the shipping address.
- **Order number** — the order's reference number.
### Activity tab
The PO's **Activity** tab logs order updates from the supplier — when the order is sent to the supplier, confirmed by the supplier, shipped by the supplier, or when the supplier rejects some or all items — alongside request activity and comments. To follow a punchout order, open the PO and check the **Activity** tab. For more on viewing and managing POs, see [Purchase orders in Ramp](/purchases-orders-in-ramp).
## Advanced setup: supplier order confirmations and ship notifications
Order confirmations and ship notifications are optional. Punchout orders work without them, but enabling them lets Ramp show the **Confirmed by supplier** and **Shipped by supplier** stages on the PO.
### Amazon Business order confirmations and ship notifications
Amazon Business sends order confirmations and ship notifications to Ramp over two separate connections. These are configured on the Amazon Business side, not in Ramp — your Amazon Business administrator must turn both on and point them at Ramp.
In your punchout configuration page, set both of these connections to **On**:
- **Order confirmation connection to Amazon Business**
- **Ship Notification connection to Amazon Business**
Both connections use the same three settings:
- **UserName/Identity** — the same value as the **From Identity** used in your cXML punchout setup.
- **Password/SharedSecret** — the same value as the **Shared Secret** used in your cXML punchout setup.
- **URL for your server** — `https://api.ramp.com/v1/webhooks/punchout/cxml`. This is the same URL for both connections.
Don't generate new credentials for these connections. The identity and shared secret must exactly match the values already used in your cXML punchout configuration — if they don't match, Amazon Business can't deliver updates to Ramp. Both toggles must be **On**; if only one is on, Ramp receives only that type of update.
### CDW order confirmations and ship notifications
CDW order confirmations and ship notifications aren't self-service. To have them enabled, email your CDW Integrations Specialist at [helpdesk-epro@cdw.com](mailto:helpdesk-epro@cdw.com).
## Limitations
- **Shopping sessions are not saved.** Each time you shop a vendor catalog, Ramp starts a new shopping session — there's no way to resume a previous one. Keep the Ramp window open while you shop; closing the supplier's shopping tab does not save your session. To end a shopping session without submitting a cart, use the **Cancel shopping** action in Ramp.
- **Credits, refunds, and returns aren't supported in Ramp.** To resolve a problem with an order — such as a credit, refund, or return — go back to the supplier's site to handle it there. If you need different or replacement items, shop the vendor catalog again and submit a new order using the steps above.
## Frequently asked questions
### Why don't I see the supplier I want to shop from?
Only connected suppliers appear in the vendor picker. Ask a team member with permission to manage integrations to connect the supplier under **Integrations**. If the supplier isn't available in Ramp yet, select **Request new vendor** in the vendor picker to submit a request. If you need further help, [contact Ramp Support](/how-to-contact-ramps-support-team).
### Which vendors can I shop today?
Amazon Business (US) and CDW, with more suppliers coming soon. Only connected suppliers appear in your vendor picker.
### What happens when I submit my cart on the supplier site?
Submitting the cart for approval — for example, **Submit order for approval** on Amazon Business — sends your cart back to Ramp as a purchase request. It does not place an order with the supplier. The order is placed only after your request is approved in Ramp.
### How are my Spend Program and line items filled in?
When your cart returns to Ramp, Ramp suggests the best Spend Program based on the items in your cart and pre-fills the line items, prices, and vendor on the **Request spend** form. Accounting fields, such as accounting category, are not pre-filled from the supplier cart. You confirm or change the program and complete the remaining fields before submitting.
### How do I handle a return, refund, or credit?
Returns, refunds, and credits aren't supported in Ramp for punchout orders. Resolve them directly on the supplier's site. If you need replacement items, shop the vendor catalog again and submit a new order.
---
# Send follow-up forms in procurement workflows
> Official Ramp Help Center article. Topic: Procurement / Manage Procurement. [View the canonical page](https://support.ramp.com/send-follow-up-forms-in-procurement-workflows).
As an Admin, you can send custom forms as a step in the procurement workflow. You can create global forms (e.g. security review) and assign employees at your company to fill them out. You can add the same form to multiple workflows.
> **Note:** Procurement requires the Procurement add-on; if your business is eligible, you may be able to start a [60-day free trial](/procurement-free-trial).
## Create forms for Programs
- As an Admin, go to [**Manage spend > Programs**](https://app.ramp.com/spend-programs), then select **Manage forms**.
- You can create new forms or edit existing forms.
## Add forms to procurement workflow
- Click on "plus" icon in the canvas builder and click on "Send custom form"
- Select users or group to submit the form (e.g. IT & Security Approvers)
- Select a form (e.g. Security Form)
- Optionally set due dates (SLA)
## Filling out follow-up forms on procurement requests
- If you're assigned to fill out the form, you'll see this task at the top of the request to complete the form.
- Assignees will receive notifications via email to fill out this form.
- Assignee can click "Complete form" and submit the form.
- Once they submit, it'll show up in the Activity tab with the date stamp.
- Form answers will show up in the "Forms" tab within the request.
---
# Vendor Sourcing in Ramp Procurement
> Official Ramp Help Center article. Topic: Procurement / Manage Procurement. [View the canonical page](https://support.ramp.com/vendor-sourcing-in-ramp-procurement).
## Overview
> **Early Access.** Your business must opt in before this feature becomes available. See [Enable Sourcing from What's new](#enable-sourcing-from-whats-new) for enrollment steps.
Vendor Sourcing lets you run structured sourcing events to evaluate and compare vendors before starting a procurement request. You create a sourcing event, build a questionnaire (RFI, RFP, or RFQ), invite vendors to respond, and use AI-assisted grading to compare their answers side by side. Once you select a winner, the awarded vendor transitions directly into the procurement intake flow.
Sourcing events support AI-generated questionnaires, NDA signing via DocuSign, weighted section scoring, and a Vendor Portal where invited vendors submit their responses.
## Prerequisites and access
Vendor Sourcing is currently in **Early Access** and requires opt-in before it becomes available. To use Vendor Sourcing, your business needs:
- An active **Procurement Add-on** subscription or free trial
- The Sourcing feature enabled from [**What's new**](https://app.ramp.com/features/whats-new) — see [Enable Sourcing from What's new](#enable-sourcing-from-whats-new) below
- A Sourcing permission assigned to your role. Business Owners and Admins have **Manage Sourcing** and **Administrate Sourcing** by default when the feature is enabled. A Custom Role can have the same permissions. To assign permissions to another role, see [Customizing Roles and Permissions](/customizing-roles-and-permissions) .
Vendor Sourcing is not available for businesses on the GovCloud environment.
## Enable sourcing from What's new
Businesses with the Procurement Add-on (active subscription or free trial) can enable Sourcing directly — no need to contact Sales or Support.
1. Go to [**What's new**](https://app.ramp.com/features/whats-new).
2. Find the **Sourcing** tile and toggle it on.
> **Note:** The Sourcing tile only appears for businesses with an active Procurement Add-on subscription or free trial. If you do not see it, confirm that your business has the Procurement Add-on.
Enabling Sourcing is a business-level setting. Once enabled, users with Sourcing permissions can access the parts of the feature that their role permits.
## Create a sourcing event
A sourcing event is the top-level container for your vendor evaluation process. Each sourcing event contains exactly one RFX (Request for Information, Request for Proposal, or Request for Quotation).
### Use the AI chat (recommended)
1. Navigate to [**Sourcing**](https://app.ramp.com/sourcing) under **Manage spend** in the left sidebar, select **New event** , and begin talking with the AI chat.
2. Describe what you are looking to buy. For example: "Create an RFP for contract management software" or "Help me source an AI note-taking tool for customer calls."
3. The AI assistant generates a sourcing event with sections and questions based on your description. You can continue the conversation to refine the questionnaire, add vendors, or adjust details.
### Start from scratch
1. Go to [**Sourcing**](https://app.ramp.com/sourcing) under **Manage spend** in the left sidebar.
2. Select **New event**, then choose **Start from scratch**.
3. Enter the event name and, optionally, an estimated cost. You can enter one amount or a range and select the currency.
4. Build the questionnaire manually, or select **Upload to replace form** to upload one file up to 50 MB.
5. Select **Save** to create the event and RFX.
## Build the RFX questionnaire
The RFX questionnaire is organized into sections, each containing one or more questions. Sections can be reordered by dragging, and questions can be reordered within sections.
### RFX fields
- **RFX name** — the title vendors see when they receive the questionnaire
- **Cover sheet** — a rich-text description shared with vendors that provides context about the sourcing event
- **Supporting materials** — upload up to 20 files (50 MB each) as reference documents for vendors
### Enable the pricing sheet
To request structured pricing from vendors, go to **Pricing** in the RFX builder and enable **Collect pricing from vendors**. When enabled, configure:
- **Currency** — the currency for all vendor-submitted pricing line items (defaults to USD).
- **Instructions** — a rich-text description of what you want vendors to price. For example: *"Please include per-seat licensing costs, one-time implementation fees, and ongoing support/maintenance. We're evaluating for approximately 500 seats over a 3-year term."*
**Collect pricing from vendors** is enabled by default when creating a new RFX. You can turn it off if you don't need structured pricing for a particular request.
> **Note:** Once the RFX is published, pricing settings (currency and instructions) are locked and cannot be changed or disabled. See [Request vendor pricing](#request-vendor-pricing) for the full pricing workflow.
### Supported question types
| **Type** | **Description** |
| --- | --- |
| Text | Short free-text response |
| Paragraph | Long-form text response |
| Number | Numeric value |
| Boolean | Yes or No response |
| Date | Date picker |
| Single select | Choose one option from a list |
| Multi select | Choose multiple options from a list |
| File upload | Vendor uploads a document or file |
| Link | URL input |
| Email | Email address input |
| Contact | Contact information |
| Address | Physical address |
You can also add questions from your organization's [Global Question Library](/global-question-library). Library questions appear with a lock icon and their type cannot be changed.
### Section weights and grading
To enable weighted scoring, toggle **Assign collaborators to grade sections** on the RFX form. When enabled:
- Each section receives a weight as a percentage. Weights across all sections must total exactly 100%.
- Use **Distribute evenly** to auto-balance weights, or set them manually.
- Each weighted section must have at least one grader assigned.
If weighted scoring is not enabled, Ramp uses AI-suggested grades that are automatically accepted on the event owner's behalf.
## Invite vendors
You can invite between 1 and 10 vendors to a single RFX. Each vendor can only be invited once per RFX.
1. On the RFX detail page, go to **Overview**.
2. Click **Add vendors**.
3. Select an existing vendor from your business, or click **New vendor** to create a provisional vendor that does not yet exist in your system.
4. Select or add a vendor contact with a valid email address. This is the person who will receive the invitation and fill out the questionnaire.
5. Click **Add** .
> **Note:** Vendor invitations are not sent until you publish the RFX. In draft, you are building your vendor list.
## Managing vendors
After adding vendors:
- **Remove a vendor** — available while the RFX is in Draft. Removes the vendor from the invitation list entirely.
- **Revoke an invitation** — available after publishing. The vendor can no longer access the questionnaire and sees a notice that they have been removed as a candidate.
- **Change vendor contact** — available at any time. Updates which person at the vendor company receives the invitation.
- **Send reminders** — send response reminders to vendors who have not yet submitted.
## Publish the RFX
Publishing the RFX sends invitations to all vendors and opens the questionnaire for responses.
1. On the RFX detail page, click **Review before publishing**.
2. Set the required dates:
- **RSVP due** — deadline for vendors to accept or decline the invitation
- **Responses due** — deadline for vendors to submit their completed questionnaire. Must be on or after **RSVP due**.
3. Optionally configure an approval workflow. If enabled, the RFX must be approved before it is published.
4. Optionally require an NDA (see [NDA and eSign integration](#nda-and-esign-integration) ).
5. Click **Publish** .
**Publishing requires:**
- Between 1 and 10 vendors invited
- An RSVP due date and a responses due date set
- All section titles must be unique and non-empty
- No other published RFX already active in the same sourcing event
Your business must have a DBA (Doing Business As) name configured before invited vendors can view the RFX content. See [Edit company details](/edit-company-details) to review how company details are managed.
Once published, the RFX status changes from **Draft** to **Open**. Each invited vendor receives an email invitation with a link to the Vendor Portal.
## Request vendor pricing
When you enable pricing collection on an RFX, vendors must submit structured pricing alongside their questionnaire responses. Vendors submit pricing as individual line items — either entered manually or extracted automatically from uploaded documents — so you can compare vendor-confirmed costs side by side.
### How vendors submit pricing
When pricing is enabled, vendors see a **Pricing** step in the questionnaire flow (before the final review step). The vendor sees your pricing guidance and the required currency at the top of the step.
Vendors can add pricing line items in two ways:
- **Manual entry** — Add line items directly by entering a description, unit price, quantity, and billing frequency (total, monthly, quarterly, or annual). This works the same way as line items on purchase orders.
- **Upload documents** — Upload pricing documents such as quotes, invoices, spreadsheets, or PDFs. Ramp automatically extracts line items from the uploaded documents using AI. The vendor can review, edit, reorder, or delete the extracted rows before submitting.
Vendors can also add optional **pricing notes** for additional context, save their progress as a draft and return later, and upload multiple documents (extracted line items are additive — they do not replace existing items).
> **Note:** At least one complete pricing line item (description, unit price, quantity, and frequency) is required when pricing is enabled. Once submitted, pricing and questionnaire answers cannot be edited.
### Compare vendor pricing
After vendors submit their responses, the **Pricing** tab shows an AI-generated summary with annualized cost rows and a pricing table for each vendor. The tables include submitted line items, pricing notes, and attached documents.
> **Note:** AI-derived cost estimates are provided for comparison purposes only. They are clearly labeled as AI-generated and include any assumptions made. The vendor-confirmed line items are always the source of truth.
### How pricing flows into procurement
When you award an RFX to a vendor, their confirmed pricing line items and notes are automatically carried forward as structured context into the procurement intake process. Ramp AI uses the vendor-confirmed line items to suggest line items for the procurement request. You or your procurement team make final edits and approvals on the generated spend request.
## Vendor response collection
After publishing, vendors go through this process:
1. **Receive invitation** — vendor receives an email with the RFX name, type, sourcing event name, and deadlines.
2. **RSVP** — vendor accepts or declines the invitation. If an NDA is required, the vendor must sign it via DocuSign before accessing the questionnaire.
3. **Complete the questionnaire** — vendor fills out each section in the Vendor Portal. Vendors can save as draft and return later. If pricing is enabled on the RFX, the vendor must also complete the **Pricing** step by entering line items manually or uploading pricing documents. See [Request vendor pricing](#request-vendor-pricing) for details.
4. **Submit** — vendor reviews their responses and submits before the deadline.
You can track vendor status on **Overview**. Each vendor has one of these status badges:
- **Waiting for RSVP** — vendors who have not yet accepted or declined
- **Participating** — vendors who accepted and are actively responding or have submitted
- **Not participating** — vendors who declined or whose invitation was revoked
- **Responded** — vendors who submitted their responses
## Vendor clarifications
Vendors can submit clarification questions about the RFX. As the event owner, you can respond and choose whether each clarification is visible to all invited vendors (public) or only to the vendor who asked (private).
## Grade and compare responses
Ramp uses AI to generate initial scores for each vendor response on a 1–5 scale:
| **Score** | **Meaning** |
| --- | --- |
| 5 | Exceptional response that thoroughly addresses the question with specific, relevant details |
| 4 | Strong response that addresses most aspects of the question well |
| 3 | Adequate response that meets basic requirements but lacks depth |
| 2 | Below average response that partially addresses the question or is vague |
| 1 | Poor response that fails to adequately address the question |
When multiple vendors respond, AI scoring is comparative — scores reflect relative quality across vendor answers. When only one vendor responds, scoring is based on absolute quality.
### AI grading behavior
AI grading behaves differently depending on whether you enabled the **Assign collaborators to grade sections** toggle during RFX setup:
- **Toggle off (default):** AI grades are automatically accepted as the final scores. No manual review is required. The RFX transitions to **Graded** once all vendor responses have been scored.
- **Toggle on (manual grading):** AI grades become suggestions only. Assigned graders must review each AI-suggested score and either accept it or override it with their own score before the grades are finalized.
In both modes, AI-graded answers display a reasoning tooltip explaining why the score was assigned.
### Comparison view
The **Responses** tab on the RFX detail page shows a side-by-side comparison grid with:
- One column per vendor
- Section rows with per-vendor section scores
- Question rows with each vendor's answer and a 1–5 score badge
The grading page provides a side-by-side view where graders can compare vendor answers to each question and assign or adjust scores.
### Grading insights
After grading is complete, Ramp generates an AI recommendation card on the **Responses** tab that identifies a recommended vendor and explains the recommendation.
## Award a vendor
After all responses are graded, the RFX status changes to **Graded** and you can award a vendor.
1. On the RFX detail page, click **Award**.
2. Select the winning vendor. The AI-recommended vendor is pre-selected. If there is no AI recommendation, the top-scored vendor is pre-selected. You can choose any vendor who submitted a response.
3. Click **Award vendor** to confirm.
4. On the RFX detail page, click **Create request**.
5. Select a Procurement program to start the procurement intake flow with the awarded vendor pre-filled.
> **Note:** Ramp never auto-awards a vendor. All vendor selections require explicit user action. If an award approval workflow is configured for the sourcing event, the award must be approved before it is finalized.
If pricing was enabled on the RFX, the awarded vendor's confirmed pricing line items and notes are carried forward as structured context into the procurement request. See [How pricing flows into procurement](#how-pricing-flows-into-procurement).
When a vendor is awarded:
- The awarded vendor receives an award notification email.
- Participating non-awarded vendors receive a notification that they were not selected.
- The RFX is automatically closed.
- The sourcing event status changes to **Awarded**.
## NDA and eSign integration
You can require vendors to sign a Non-Disclosure Agreement (NDA) before they can access the RFX questionnaire. This uses DocuSign integration.
1. During the [publish step](#publish-the-rfx) , enable the NDA requirement.
2. Select a DocuSign template. The template must have exactly one signer role and at least one signature tab.
3. When a vendor accepts the RFX invitation, a DocuSign envelope is automatically sent to their contact email.
4. The vendor must complete the NDA signing before they can view or respond to the questionnaire.
If you revoke a vendor's invitation, any pending DocuSign envelope is automatically voided.
To use the NDA feature, your business must have the [DocuSign integration](/set-up-ramps-docusign-integration) connected.
## Permissions
Vendor Sourcing uses four permission levels:
| **Permission** | **What it allows** |
| --- | --- |
| View Sourcing | View sourcing events available to you |
| Draft Sourcing | Create and edit draft sourcing events available to you |
| Manage Sourcing | Create and manage your own sourcing events and RFXs |
| Administrate Sourcing | Full access to all sourcing events across the business (requires Manage Sourcing) |
Within a sourcing event, users have one of three roles:
- **Owner** — full control of the sourcing event and all its RFXs. Automatically assigned to the user who creates the event.
- **Collaborator** — assigned per RFX. Can edit the form and vendors while in Draft, and has read-only access after publishing.
- **Grader** — assigned to specific sections. Reviews and scores vendor responses for their assigned sections. Graders are automatically granted Collaborator access to the RFX.
## Frequently asked questions
### How do I enable Sourcing for my business?
Sourcing is in Early Access. If your business has the Procurement Add-on, go to [**What's new**](https://app.ramp.com/features/whats-new) and toggle on the **Sourcing** tile. See [Enable Sourcing from What's new](#enable-sourcing-from-whats-new) for details.
### Why don't I see the Sourcing tile in What's new?
The Sourcing tile only appears for businesses with an active Procurement Add-on subscription or free trial. If your business does not have the Procurement Add-on, the tile is not visible. Contact your Account Manager to add the Procurement Add-on to your plan.
### How many vendors can I invite to a sourcing event?
You can invite between 1 and 10 vendors per RFX. Each vendor can only be invited once per RFX.
### Can I have multiple RFXs in one sourcing event?
No. Each sourcing event contains exactly one RFX.
### What happens if a vendor misses the response deadline?
Vendors cannot submit responses after the response submission deadline has passed. The vendor sees a notice that the deadline has closed.
### Can vendors edit their response after submitting?
Vendors can redact their submitted response. They cannot edit a submitted response directly.
### Can I use Vendor Sourcing without AI grading?
AI grading runs automatically when vendors submit responses. If you enable manual scoring, assigned graders can review and adjust the AI-suggested grades before they are finalized. You cannot disable AI grading entirely, but manual scoring gives graders full control over final scores.
### What RFX types are available?
Three types: RFI (Request for Information), RFQ (Request for Quote), and RFP (Request for Proposal). The type determines default response timelines and sets vendor expectations about the scope of the evaluation.
### Why can I not publish my RFX?
Publishing requires between 1 and 10 vendors, an RSVP due date, a responses due date, unique non-empty section titles, and no other active RFX in the same sourcing event. Check each of these if **Review before publishing** is disabled.
### What happens to non-awarded vendors after an award?
Participating non-awarded vendors receive an email notification that they were not selected. The RFX closes and no further responses or changes can be made.
### Can I require vendors to submit pricing with their RFX response?
Yes. When you enable **Collect pricing from vendors** in the RFX builder, pricing becomes a required step for vendors — they must submit at least one complete pricing line item before they can submit their response.
### What currencies are supported for vendor pricing?
You select a single currency when setting up the pricing sheet. All vendors submit pricing in that currency. USD is the default.
### Can vendors upload their own pricing documents instead of entering line items manually?
Yes. Vendors can upload quotes, invoices, spreadsheets, or PDFs, and Ramp will automatically extract line items from those documents. Vendors can review and edit the extracted items before submitting. They can also add items manually alongside uploaded documents.
### Can I edit the pricing settings after publishing an RFX?
No. Once an RFX is published, the pricing currency and instructions are locked.
### How accurate are the AI pricing comparisons?
The AI comparison provides estimates to help you evaluate vendors side by side. Estimates include the assumptions used and are labeled as AI-generated. Always refer to the vendor-confirmed line items as the authoritative source for pricing decisions.
## Related articles
- [Get started with Procurement](/get-started-with-procurement)
- [Get started with Ramp Procurement agents](/getting-started-with-ramp-procurement-policies)
- [How to submit procurement requests](/how-to-submit-procurement-requests)
- [Vendor Onboarding in Procurement](/vendor-onboarding-in-procurement)
- [Set up Ramp's DocuSign integration](/set-up-ramps-docusign-integration)
- [Global Question Library](/global-question-library)
---
# Vendor Onboarding in Procurement
> Official Ramp Help Center article. Topic: Procurement / Manage Procurement. [View the canonical page](https://support.ramp.com/vendor-onboarding-in-procurement).
## Overview
Save time collecting information from vendors, with a tailored vendor onboarding experience you can launch directly from a procurement request approval workflow.
## How to configure approvals
## Configure vendor onboarding (Admin only)
A structured vendor onboarding approval workflow can be configured in the vendors page as described in [this article](/vendor-approvals). **Important Configuration Note:** For Procurement requests to trigger this specific workflow, you must ensure the "Creation Source" is correctly configured in your approval workflow editor.
- Open the **Edit** view for your Vendor Approval workflow.
- Ensure that **"Procurement request"** is selected as a valid **Creation Source** (alongside Manual or Bulk import).
- *If this source is not selected, procurement requests will bypass this specific vendor approval flow.*
## How the approval flows work
Once enabled, every time a new vendor is added as part of a procurement request, Ramp will handle both the request and vendor approval in one of two ways.
## Scenario a: vendor approvals are turned ON (recommended)
When a user submits a Procurement Request that includes a new vendor, two approval flows will begin in parallel:
1. **The Procurement Request Approval**
2. **The Vendor Approval**
**Approval Logic:**
- **Pending State:** The Procurement Request will **not** be fully approved until **BOTH** the request approval and the vendor approval have been completed.
- **Rejections:** To keep your data clean, the two flows are linked:
- If the **Request** is rejected, the pending vendor approval is removed unless the vendor is already approved or another active procurement request uses the same vendor.
- If the **Vendor** is rejected, the **Request** is rejected.
## Scenario b: vendor approvals are turned OFF
If you do not enable the new vendor approval settings:
- The Vendor will be automatically approved once the Procurement Request has been approved.
**Important Note:** If Vendor Approvals are turned ON but there are no conditions that apply to procurement, all vendor onboarding from procurement requests will follow scenario B.
## Syncing new vendors to your ERP
When purchase order sync is enabled and your connected accounting provider supports vendor creation, Ramp may create the new vendor in your accounting provider when the request is approved. If automatic creation fails, request approval still completes. Open the purchase order's **Accounting** section and select **Add vendor to [accounting provider]**. See [Syncing Ramp purchase orders into accounting](/syncing-ramp-purchase-orders-into-accounting) for supported providers and settings.
---
# Purchase orders in Ramp
> Official Ramp Help Center article. Topic: Procurement / Manage Procurement. [View the canonical page](https://support.ramp.com/purchases-orders-in-ramp).
## Overview
Ramp Procurement creates purchase orders from approved procurement requests so your team can track approved spend, send POs to vendors, and match invoices or card spend against the original request.
> **Note:** Procurement requires the Procurement add-on; if your business is eligible, you may be able to start a [60-day free trial](/procurement-free-trial).
## Create a purchase order
In the standard intake flow, create a purchase order by starting a [Request](https://app.ramp.com/request) and choosing a Program that uses purchase orders. When the request is fully approved, Ramp creates the PO automatically.
The [Purchase orders](https://app.ramp.com/procurement/purchase-orders) page is for viewing, downloading, sending, syncing, and managing POs after they exist. Do not start from the Purchase orders page if you need to submit a new request.
Admins can skip approvals and issue a PO directly when they are not on the request's approval chain. To configure Spend Programs, payment methods, and approval workflows, see [Get started with Procurement](/get-started-with-procurement).
A pending procurement request can be edited by the requestor/creator, owner, or coordinator; anyone who has participated in its approval chain; the direct manager of its owner or coordinator when granted team-level procurement management permission; and users with company-wide procurement management permission, including Business Owners, Admins, Finance Admins, and AP Clerks. Custom Roles can also be granted these abilities.
## Customize purchase orders
Ramp Procurement allows you to customize purchase orders for your business needs. Configure them from [**Manage spend > Purchase orders > Settings**](https://app.ramp.com/procurement/purchase-orders/settings/edit). You can also set different configurations per entity on Ramp.
- **PO Numbering** - Customize the prefix for your POs
- **Logo** - Upload a logo for your PO PDF
- **Billing address** - Set a default billing address
- **Billing contact** - Set a default billing contact (e.g. [invoices@domain)](mailto:invoices@domain))
- **Footer text** - Customize instructions for every PO
For instructions on saving default billing and shipping addresses, creating purchase order fields, and setting up custom line item fields, see [Customizing Purchase Orders (POs)](/customizing-purchase-orders-pos).
## PO overview
The Overview tab shows you how much spend has been fulfilled against the total, based on attached bills or card spend. The PO number can be changed on an approved PO. The Overview also shows you:
- Approvals and current status
- Line items
- Request details
Purchase requests with recurring frequency will issue 1 PO with the total amount being `amount per frequency \* frequency.`For matching spend, you would match all spend to that same PO.
## Purchase order statuses
A PO can be in the following states:
- **Open** : No billing has been created against the PO.
- **Partially Billed** : Some billing has occurred, but the full PO amount has not been billed.
- **Fully Billed** : The PO has been billed for the full amount or more.
- **Closed** : No further billing can occur against the PO, though receiving is still allowed. Auto-close can move fully billed POs into this state after your configured waiting period.
- **Ended** : PO's end date has passed
- **Archived** : The purchase order has been archived and is no longer active. See [Archiving purchase orders](#archiving-purchase-orders) .
## Filter the purchase orders list
On the [Purchase orders](https://app.ramp.com/procurement/purchase-orders) page, use the filters at the top of the list to find the POs you need.
- **Vendor** - Open the **Vendor** filter and select one or more vendors. The list shows purchase orders for all selected vendors.
- **Include archived** - Archived purchase orders are hidden by default. Apply this filter to include them. See [Archiving purchase orders](#archiving-purchase-orders).
If you save a view with a vendor filter applied, the selection is retained when you return to that view. Saved views that filter on one vendor continue to work unchanged.
## Auto-close fully billed purchase orders
Admins can automatically close fully billed purchase orders after a set number of days with no new invoice or card activity. Configure this in [**Manage spend > Purchase orders > Settings > Automation**](https://app.ramp.com/procurement/purchase-orders/settings/edit?tab=overbilling-protection) with **Schedule auto-close for fully billed POs** and **Days after last invoice or card transaction**.
The default window is **90 days**. On a PO that is scheduled to auto-close, Ramp shows **Auto-closing on \{date} if new invoices are not matched**.
1. Go to [**Manage spend > Purchase orders > Settings**](https://app.ramp.com/procurement/purchase-orders/settings/edit?tab=overbilling-protection).
2. Open the **Automation** tab.
3. Turn on **Schedule auto-close for fully billed POs** .
4. Set **Days after last invoice or card transaction** .
> **Note:** This settings surface is admin-only and appears after Bill Pay onboarding has started.
## Exclude or reopen auto-close
Open a purchase order to review its auto-close timing. Click **Do not auto-close** to exclude that PO from the schedule. If auto-close is already disabled, Ramp shows **Auto-close disabled for this PO**.
When a PO is auto-closed, Ramp shows the banner **Purchase order closed** and blocks new bill or card matches. You can click **Reopen** to use the PO again.
## Archiving purchase orders
Archiving permanently removes a purchase order from active views. This action cannot be undone.
**Who can archive:** Admins, the request owner or creator, and [Procurement Coordinators](/procurement-request-coordinator) can archive a purchase order.
**When a purchase order can be archived:** A purchase order can be archived when it has no associated bills and no matched card transactions. Rejected requests cannot be archived.
To archive a purchase order:
1. Open the purchase order from [**Manage spend > Purchase orders**](https://app.ramp.com/procurement/purchase-orders) .
2. Select **Archive** from the actions menu.
3. Optionally enter a reason for archiving, then confirm.
> **Note:** Archiving cannot be undone. If you need the same purchase order again, you can submit a new request using the original details.
**Viewing archived purchase orders:** Archived purchase orders are hidden from the default list. To include them, apply the **Include archived** filter on the [Purchase orders](https://app.ramp.com/procurement/purchase-orders) page.
## Take bulk actions on purchase orders
You can act on several purchase orders at once from the [Purchase orders](https://app.ramp.com/procurement/purchase-orders) page. Select the checkbox on each PO you want to include; an actions bar appears at the bottom of the list. Open the **⋯** (more) menu at the bottom right of that bar to run a bulk action on the selected POs:
To download purchase orders or line items as CSV files, see [Export purchase orders to CSV](/export-purchase-orders-to-csv).
- **Reopen** — reopens the selected closed POs so you can match new bills or card spend against them again. Only POs that are currently **Closed** and were created in Ramp are eligible, and the menu shows a count of eligible POs. Reopening applies immediately with no confirmation, and each PO returns to Open, Partially billed, or Fully billed based on how much has already been billed.
- **Close** — closes the selected POs so no further billing can occur. Ramp asks for a **Reason**, which is applied to all selected POs.
- **Send PDFs to vendor** — emails the PO PDFs to a vendor email address you enter.
The actions bar also includes an **Edit** menu to bulk-edit accounting fields, the bill-to address, or the ship-to address on the selected POs, and a **Sync** button to sync eligible selected POs to your connected accounting provider.
## Upload an invoice for payment
1. Once you receive an invoice from the vendor for the services, click "Upload invoice" and drop in the invoice that you've received. This will send the invoice to your AP team for payment.
2. If the vendor is sending the invoice to your company's AP email inbox, you can tell them the PO# to put on the invoice for payment. Ramp will automatically match the invoice to the open PO to streamline the payment process for your finance team.
## PO info/Downloading and sending Ramp POs
Admins, approvers, and PO owners can download Ramp purchase orders into a PDF or send them directly to the vendor contact's email inbox. Click the "More" option on a purchase order and choose either "Send to vendor" or "Download PDF."
- You can have a separate ship to and bill to address on a PO when you export.
- You can change the company name on a PO by going to PO Info --> Business Info --> edit company name and save the PO.
## Matching bills to purchase orders in Ramp
Ramp allows you to match invoices in Ramp Bill Pay to purchase orders created in Ramp. There are two ways to submit an invoice against a purchase order.
1. PO owner can directly "Upload invoice" on the purchase order to send the received invoice to your company's AP team. This will be sent to Bill Pay > Drafts and automatically OCRed by Ramp's AI.
- Note: When the PO owner is an Employee, they must have the appropriate permissions. See [Employee Roles and Permissions on Bill Pay](/employee-roles-and-permissions-on-bill-pay) for further information.
2. In the Bill Pay workflow, you can choose a "Matching purchase order" for the invoice.
How does automated matching work?
- If there's an exact match for the Ramp purchase order # on the invoice, Ramp will **automatically** match the invoice to the Ramp PO.
- If the vendor doesn't add the Ramp PO# on the invoice, Ramp will show you **suggested purchase orders** in the "Matching purchase order" dropdown that's filtered by the vendor.
- Once a matching purchase order is selected, Ramp will also automatically match invoice line items with purchase order line items.
- Once the line items are connected, if there's accounting coding on the PO line items, we'll automatically pull those fields in on the Invoice line item.
If your business imports POs from NetSuite or Universal CSV, you can match multiple POs to a single bill. See [Match multiple purchase orders to a bill](/importing-and-matching-purchase-orders-pos-on-ramp-bill-pay#match-multiple-purchase-orders-to-a-bill) for details.
- Once you bill against the PO, you will see the remaining spend available on the PO.
- Invoices can be over-billed against a PO today and this will be clearly shown on the PO like below.
## Purchase order line item mappings in Bill Pay
When a bill line item is matched to a PO line item, Ramp uses the accounting details from the PO line item—even if those values are null. This ensures consistency and prioritizes the accounting logic defined at the PO level. In these cases, any vendor defaults are ignored.
If you update the mapping by selecting a different PO line item, the bill line item’s accounting is fully replaced by the new PO line item’s accounting. This includes null values from the new PO line item, which will overwrite any previously set accounting data.
## Reimbursement spend against purchase orders
Employees can submit reimbursements against a Purchase Order when the PO's fund has reimbursements enabled as a permitted spend type. The reimbursement amount counts toward the PO's total paid amount, alongside bills and card spend.
**Admin setup:** To allow reimbursements on a PO fund, configure the PO program or virtual card settings to enable reimbursements as a permitted spend type.
**Employee submission:** When creating or editing a [reimbursement](https://app.ramp.com/home/reimbursement/new), select the PO-backed fund in the **Reimburse from** field. This field becomes available after entering an amount and transaction date. For step-by-step submission instructions, see [Submitting reimbursements](/submitting-reimbursements).
## Syncing purchase orders into accounting
Purchase orders created in Ramp can be synced into NetSuite and QuickBooks Online. Learn more in [Syncing Ramp Purchase Orders into Accounting.](/syncing-ramp-purchase-orders-into-accounting) If you have POs in your accounting provider, you can also use our [Import PO feature](/importing-and-matching-purchase-orders-pos-on-ramp-bill-pay) for NetSuite and QuickBooks Online.
If you're using NetSuite and QBO, you can change the PO a bill is matched to even after the bill is created.
## Editing purchase orders
Business Owners, Admins, and Finance Admins can edit all fields of an approved purchase order directly, including its name, line items, amounts, dates, entity, form responses, owner, and coordinator. Custom Roles can also be granted these abilities.
Accounting/Bookkeeper and AP Clerk roles, and Custom Roles granted these abilities, can edit secondary details without a change order. Secondary details include the memo, net payment terms, bill-to and ship-to addresses and contacts, promise date, attached documents, PDF display settings, accounting coding and tracking categories, syncing to the accounting provider, invoices created from PO documents, item receipts, and PO custom fields.
To change who is responsible for an eligible PO, see [Transfer purchase order ownership](/transfer-purchase-order-ownership).
All other users must submit a [change order](/change-orders) for material changes such as amounts or line items. Archived purchase orders cannot be edited.
## Purchase orders created outside Ramp
Purchase orders created in Ramp through requests or programs support all purchase order features, including change orders. Configure their change order questions and approvals for each program under **Edit program > Change order approval policy**.
CSV-imported purchase orders require a connected accounting provider and otherwise behave like Ramp-created purchase orders for viewing and editing. They support change orders. Change order approvals for CSV-imported purchase orders route to your admins by default; configure them under [**Manage spend > Purchase orders > Settings > Import > Change order approvals**](https://app.ramp.com/procurement/purchase-orders/settings/edit?tab=import). Their request questions cannot be customized for each program.
Purchase orders synced from your ERP appear in Ramp for visibility and bill matching while the connection is active, but they cannot be edited in Ramp. Edit them in your ERP and let the changes sync to Ramp. Ramp change orders do not apply, and three-way match is controlled by your business-level imported-purchase-order setting.
Purchase orders created through the Ramp Developer API behave like Ramp-created purchase orders for editing and approvals, but they do not support change orders and are not tied to a program.
## Frequently asked questions
### Does Ramp support EDI, cXML, or punchout for purchase orders?
Ramp does not support standalone EDI (X12/EDIFACT) or direct cXML PO transmission to arbitrary vendors. For most vendors, purchase orders are sent by email with a PDF attachment or downloaded as a PDF for manual distribution. To send a PO, open the purchase order, select **More**, and choose **Send to vendor** or **Download PDF**.
For supported punchout suppliers (such as Amazon Business and CDW), Ramp routes orders electronically when you shop a connected supplier's catalog — no manual email or PDF required. See [Punchouts in Ramp](/punchouts-in-ramp) for setup and supported vendors.
For programmatic PO creation and management, Ramp offers the [Developer API](/accessing-the-developer-api). You can also add a **Custom API workflow** step in [procurement workflows](/configuring-procurement-workflows) to connect Ramp to external systems that require structured purchase order data.
### Can I approve multiple purchase order requests at once?
Yes. Go to [Requests > Needs Action](https://app.ramp.com/requests/needs-action), select the purchase order requests you want to approve, then use the bulk approve action.
Bulk actions on the [Purchase Orders](https://app.ramp.com/procurement/purchase-orders) page do not include approval — use the Requests page to approve pending purchase order requests. For the bulk actions that the Purchase Orders page does support, see [Take bulk actions on purchase orders](#take-bulk-actions-on-purchase-orders).
To approve a single purchase order request, open it from [Requests](https://app.ramp.com/requests) or from a notification and select **Approve**.
### What integrations does Ramp Procurement support?
Ramp Procurement integrates with tools for contract management, e-signatures, ticketing, and third-party risk management as steps within [procurement workflows](/configuring-procurement-workflows). These integrations automate approval processes, not purchase order delivery. See [Configuring Procurement Workflows — Integrations](/configuring-procurement-workflows#integrations) for the full list of supported workflow integrations.
---
# Transfer purchase order ownership
> Official Ramp Help Center article. Topic: Procurement / Manage Procurement. [View the canonical page](https://support.ramp.com/transfer-purchase-order-ownership).
## Overview
Transfer ownership of an approved, non-archived purchase order to another teammate when responsibility for the PO changes. Reassignment is available for one PO at a time.
> **Note:** Procurement requires the Procurement add-on; if your business is eligible, you may be able to start a [60-day free trial](/procurement-free-trial).
For general information about managing POs, see [Purchase orders in Ramp](/purchases-orders-in-ramp).
## Who can reassign or receive a purchase order
Business Owners, Admins, Finance Admins, and people with Custom Roles granted the same ability can reassign an approved, non-archived PO.
The new owner can be any teammate with procurement access. Any standard Ramp role qualifies when the teammate has procurement access, except Guests. Teammates with limited Custom Roles that do not include procurement access cannot receive ownership.
## Reassign a purchase order owner
Reassign ownership from the PO detail page:
1. Open the approved, non-archived PO.
2. Open the header menu and select **Reassign owner**.
3. In the **Change PO owner** modal, select the new owner in the **PO owner** field.
4. Select **Save changes**.
The selected teammate becomes the new PO owner, while the previous owner keeps visibility into the PO. You must reassign each PO individually because bulk owner reassignment is not available.
---
# Export purchase orders to CSV
> Official Ramp Help Center article. Topic: Procurement / Manage Procurement. [View the canonical page](https://support.ramp.com/export-purchase-orders-to-csv).
## Overview
Export purchase orders or PO line items from Ramp as CSV files, or download PO PDFs as a zip file.
> **Note:** Procurement requires the Procurement add-on; if your business is eligible, you may be able to start a [60-day free trial](/procurement-free-trial).
For general information about managing POs, see [Purchase orders in Ramp](/purchases-orders-in-ramp).
## Export purchase orders, line items, or PDFs
Open [**Manage spend > Purchase orders**](https://app.ramp.com/procurement/purchase-orders), then open the download menu in the table toolbar and choose the file you need:
- **Export purchase orders as .csv, including intake form responses** downloads purchase order data and intake form responses
- **Export line items as .csv** downloads purchase order line-item data
- Download the PO PDFs as a zip file
## What the purchase order CSV includes
The purchase order CSV includes these fixed columns in order:
| Order | Columns |
|---|---|
| 1–10 | PO Number; Display Name; Vendor Name; Status; Receiving Status; Total PO Amount; Currency; Total PO Amount (USD); Frequency; PO Start Date |
| 11–20 | PO End Date; Paid By Bill Amount; Pending Bill Amount; Paid By Card Amount; Last Invoiced Date; Last Invoice Number; Owner Name; Owner Email; Owner Department; Owner Location |
| 21–30 | Approvers; Coordinator Name; Coordinator Email; Spend Program Name; Requested Date; Issued Date; Next Payment Date; Net Payment Terms; Vendor Contact Name; Vendor Contact Phone Number |
| 31–40 | Vendor Contact Email; Vendor Address; Billing Contact Name; Billing Contact Phone Number; Billing Contact Email; Bill To Address; Shipping Contact Name; Shipping Contact Phone Number; Shipping Contact Email; Ship To Address |
| 41–49 | PO Memo; Promise Date; Vendor Owner Name; Vendor Owner Email; Requester Name; Requester Email; Revision Number; Last Emailed to Vendor At; Latest Version Emailed to Vendor |
The export also includes dynamic columns for your intake form questions, enabled tracking categories, and PO custom fields. It includes **Accounting Entity** when an accounting provider is connected.
## Purchase order exports and Export settings
Purchase orders are not part of the generic **Export settings** surface. Export POs from [**Manage spend > Purchase orders**](https://app.ramp.com/procurement/purchase-orders) instead.
The generic **Export settings** surface covers transactions, reimbursements, bills, and vendor payments. See [Export your data to CSV](/exporting-your-data-to-csv) for information about exports for those data types.
---
# Customizing Purchase Orders (POs)
> Official Ramp Help Center article. Topic: Procurement / Manage Procurement. [View the canonical page](https://support.ramp.com/customizing-purchase-orders-pos).
## Overview
Ramp lets you customize purchase orders in several ways. You can save default billing and shipping details for each entity, add custom fields directly to purchase orders, and create line item fields for procurement request forms and purchase order PDFs.
> **Note:** Procurement requires the Procurement add-on; if your business is eligible, you may be able to start a [60-day free trial](/procurement-free-trial).
For broader purchase order settings such as numbering, logos, footer text, statuses, and automation, see [Purchase orders in Ramp](/purchases-orders-in-ramp).
> **Note:** These customizations apply to purchase orders created in Ramp through a purchase request, CSV import, or the Ramp Developer API. Change orders are available for approved, non-archived purchase orders that are not closed and were created through a purchase request or CSV import. Purchase orders created through the Ramp Developer API or synced from your ERP do not support Ramp change orders. See [Purchase orders created outside Ramp](/purchases-orders-in-ramp#purchase-orders-created-outside-ramp) for details.
## Save default billing and shipping addresses
Use the **Default PO fields** tab to save default purchase order details for each entity, including bill-to and ship-to addresses.
1. Go to **Manage spend > Purchase orders > Settings >** [**Default PO fields**](https://app.ramp.com/procurement/purchase-orders/settings/edit?tab=default-po-fields) .
2. Select the entity you want to configure.
3. Add or update the default billing and shipping address details for that entity.
4. Save your changes.
## Create purchase order fields
Purchase order fields capture structured information on the PO itself, separate from line item data.
1. Go to [**Manage spend > Purchase orders > Settings > Custom fields**](https://app.ramp.com/procurement/purchase-orders/settings/edit?tab=custom-fields).
2. Click **Create a custom field** .
3. Choose a supported field type. Purchase order fields support **Text** , **Number** , **Boolean** , and **Date** . Some accounts also support **Select** .
4. Enter the field name and any other setup details.
5. Optional: turn on **Include in PO PDFs by default** if the field should appear on purchase order PDFs unless you hide it on an individual PO.
6. Click **Save** .
## Use purchase order fields on a PO
After you create a purchase order field, Ramp shows it directly on purchase orders so your team can fill in or update the value there.
1. Go to **Manage spend >** [**Purchase orders**](https://app.ramp.com/procurement/purchase-orders) .
2. Open the purchase order you want to update.
3. Find the **Custom fields** section on the PO.
4. Enter or update the value for each field.
## Create line item fields
1. Go to [**Manage spend > Purchase orders > Settings > Custom fields**](https://app.ramp.com/procurement/purchase-orders/settings/edit?tab=custom-fields&segment=line-item) and select **Line item fields**.
2. Click **Create a custom field** .
3. Choose a field type: **Text** , **Number** , **Boolean** , **Date** , **Select** , or **Multi-select** .
4. Enter the field name and any other setup details. For **Select** and **Multi-select** fields, add the options requesters should choose from.
5. Optional: turn on **Include in PO PDFs by default** if the field should appear on purchase order PDFs unless you hide it on an individual PO.
6. Click **Save** .
## Add line item fields to Spend Programs
Creating a line item field does not automatically add it to a request form. You choose which procurement Spend Programs use each field.
1. Go to [**Manage spend > Programs**](https://app.ramp.com/spend-programs).
2. Open the procurement Spend Program you want to update and click **Edit** .
3. In the request form step, turn on **Line items** if it is not already enabled.
4. Click **Edit field selection** .
5. Select the line item fields you want on that program.
6. Use **Required for intake** for any field that every line item must include before the request can be submitted.
7. Save the program.
## Use line item fields on requests and purchase orders
When a requester uses a procurement Spend Program that includes line item fields, Ramp shows those fields under **Additional fields** for each line item on the request form. Required fields must be filled out on every line item before submission.
After the request is approved, the values carry into the purchase order so approvers and procurement teams can review the same line-level data on the PO.
For the requester workflow, see [How to submit procurement requests](/how-to-submit-procurement-requests).
## Show or hide line item fields on the PO PDF
You can control PDF visibility in two places: a default setting when you create the field, and an override on each purchase order.
1. Go to **Manage spend >** [**Purchase orders**](https://app.ramp.com/procurement/purchase-orders) and open the purchase order.
2. Click **Manage PDF** .
3. In **Line item details** , choose which line item custom fields appear on the PDF.
4. Use the same section to show or hide **Rate and total amount** .
5. Save your changes, then download or send the PDF.
## Manage existing line item fields
- **Edit a field** - Go back to [**Line item fields**](https://app.ramp.com/procurement/purchase-orders/settings/edit?tab=custom-fields&segment=line-item) to update the field name, description, select options, or default PDF visibility.
- **Delete a field** - Delete the field from the same settings page if you no longer want it available for future requests.
- **Update program coverage** - Edit any procurement Spend Program to add or remove line item fields later.
> **Note:** Deleting a field removes it from attached procurement programs. Existing purchase orders remain unchanged.
> **Note:** If you remove an option from a **Select** field, Ramp clears that option anywhere it was previously selected on requests and purchase orders.
## Frequently asked questions
### Can I use different line item fields on different procurement Spend Programs?
Yes. You create the field once, then choose which procurement Spend Programs use it.
### What's the difference between purchase order fields and line item fields?
Purchase order fields live on the PO itself. Line item fields are attached to each individual line item and are configured through procurement Spend Programs.
### Can I make a line item field required?
Yes. Turn on **Required for intake** in the Spend Program's **Edit field selection** drawer to require that field on every line item submitted through that program.
### Can I change a field's type after I create it?
No. To use a different field type, create a new field and update your procurement Spend Programs to use it.
## Related articles
- [Purchase orders in Ramp](/purchases-orders-in-ramp)
- [How to submit procurement requests](/how-to-submit-procurement-requests)
- [Change Orders](/change-orders)
---
# Auto-coding rules for Purchase Orders
> Official Ramp Help Center article. Topic: Procurement / Manage Procurement. [View the canonical page](https://support.ramp.com/auto-coding-rules-for-purchase-orders).
> **This article applies to users who can manage accounting rules.** You must have the Procurement product enabled and an accounting provider connected. If you cannot manage accounting rules, ask an Admin or Owner to update your role. See [Customizing roles and permissions](/customizing-roles-and-permissions#can-i-customize-roles-differently-for-different-users).
## Overview
Ramp's accounting rules can automatically populate accounting fields on Purchase Orders, reducing manual coding work for your AP team. Previously available only for card transactions and expenses, auto-coding rules now support Purchase Orders as an expense type.
Auto-coding rules run when:
- A Purchase Order request is ready for approval
- You save a new rule (Ramp executes it against all eligible existing Purchase Orders)
Purchase Order auto-coding uses the same accounting rules system as transactions and expenses. For a full overview of rule types and the accounting rules hierarchy, see [Managing Accounting Rules](/managing-accounting-rules).
## Access auto-coding rules
You can access auto-coding rules from the Purchase Order settings or directly from the accounting rules page.
### From purchase order settings
1. Go to **Procurement** > **Purchase Orders** > **Settings** .
2. Select the [**Automation**](https://app.ramp.com/procurement/purchase-orders/settings/edit?tab=overbilling-protection) tab.
3. Under **Autocoding** , click **Coding rules** . This opens the accounting rules drawer.
### From accounting settings
1. Go to **Settings** > [**Accounting**](https://app.ramp.com/settings/accounting) .
2. Open **Coding Rules** . Rules created here with the **Expense type is Purchase Order** condition apply to POs.
## Create an advanced rule for purchase orders
Advanced rules use if/then logic to code Purchase Orders based on conditions you define. Use an advanced rule when you want to target Purchase Orders specifically.
1. In the accounting rules drawer, select **Advanced rules** and click **Create rule** .
2. In the **If the following conditions are met** step, add the condition: **Expense type** is **Purchase Order** . You can add additional conditions such as category, merchant, department, or location.
3. In the **Then code to the following fields** step, choose an action type:
- **Set fields directly** — map specific accounting field values (such as GL Account, Department, Class, or Location).
- **Use a Custom Field** — pull values from a custom field.
- **Use a Matrix** — apply a custom matrix for multi-dimensional coding.
4. Name the rule and click **Save** .
On save, Ramp executes the rule against all eligible Purchase Orders and applies it automatically when a Purchase Order request is ready for approval.
## Simple rules
Simple (mapping) rules create a direct link between a Ramp field and an accounting field. For example, you can map a Ramp Category to a specific GL Account. Simple rules apply across all expense types, including Purchase Orders, when the mapped field values match.
1. In the accounting rules drawer, select **Simple rules** and click **Create rule** .
2. Select the **Ramp field** to match on (such as Category, Merchant, Department, or Location).
3. Select the **accounting field** to set (such as GL Account, Department, or Class).
4. Map the values and click **Save** .
> **Note:** Simple rules are not limited to Purchase Orders. They apply to any matching expense type. For PO-specific rules, use an advanced rule with the **Expense type is Purchase Order** condition.
## How auto-coding appears on purchase orders
When an accounting field on a Purchase Order has been set by a rule, Ramp displays a lightning bolt icon next to the field. The tooltip identifies the rule by name. Default values show **Set by default value**.
Click **Edit rule** from the field to open the rule that applied the value.
If you manually set an accounting field value on a Purchase Order, auto-coding rules do not overwrite it. Manual selections are always preserved.
## Permissions
- **Edit Purchase Order Settings** — required to access the Automation tab in Purchase Order settings. See [Procurement Role Configuration](/procurement-role-configuration) .
- **Manage accounting rules** — required to create and edit accounting rules.
## Frequently asked questions
### Do auto-coding rules apply to existing Purchase Orders?
When you save a new advanced rule with the condition **Expense type is Purchase Order**, Ramp executes it against all eligible existing Purchase Orders. Rules also run automatically when a Purchase Order request is ready for approval.
### Can I use simple rules for Purchase Orders?
Yes. Simple (mapping) rules apply across all expense types, including Purchase Orders, when the mapped Ramp field values match. For targeted PO-only rules, use an advanced rule with the **Expense type is Purchase Order** condition.
### Which accounting fields can be auto-coded?
The available accounting fields depend on your connected accounting provider. Common fields include GL Account, Department, Class, Location, and Inventory Item.
### Do auto-coding rules overwrite values I set manually?
No. If you manually set an accounting field value on a Purchase Order, auto-coding rules preserve your selection and do not overwrite it.
### Are all Purchase Orders eligible for auto-coding?
Auto-coding applies to Purchase Orders created in Ramp or through the Developer API. Draft POs and POs imported from your ERP are excluded from auto-coding.
### Can I see which rule coded a Purchase Order?
Yes. Fields coded by a rule display a lightning bolt icon with a tooltip that identifies the rule by name. Click **Edit rule** to open the rule directly.
## Related articles
- [Managing Accounting Rules](/managing-accounting-rules)
- [Purchase orders in Ramp](/purchases-orders-in-ramp)
- [Syncing Ramp Purchase Orders into accounting](/syncing-ramp-purchase-orders-into-accounting)
- [Procurement Role Configuration](/procurement-role-configuration)
---
# Change Orders
> Official Ramp Help Center article. Topic: Procurement / Manage Procurement. [View the canonical page](https://support.ramp.com/change-orders).
## Overview
- Employees can request changes within Ramp for previously approved purchase orders
- Admins can set up a separate approval workflow for change orders
- When a change order is approved, the changes will be applied to the original PO with clear event history for auditing
- Admins can configure a dedicated change order form with custom questions, separate from the original intake form
- Questions on the change order form can be shown or hidden conditionally based on what changed in the original request
- Approval workflows can route approvals and notifications based on what was changed in the change order
> **Note:** Procurement requires the Procurement add-on; if your business is eligible, you may be able to start a [60-day free trial](/procurement-free-trial).
## How it works
**Who can request changes to a purchase order**: The request owner of the original PO, approvers, and Accounts Payable and Admin roles.
**When can you request changes to a purchase order**: When a purchase order has been approved.
**Who can reject or approve change orders**: The approval chain set for the Spend Program will be triggered. The people in the approval chain can reject or approve a change order.
> **Note:** Change orders are available for approved, non-archived purchase orders that are not closed and were created in Ramp through a purchase request or CSV import. Change order approvals for CSV-imported purchase orders route to your admins by default; configure them under [**Manage spend > Purchase orders > Settings > Import > Change order approvals**](https://app.ramp.com/procurement/purchase-orders/settings/edit?tab=import). Purchase orders created through the Ramp Developer API or synced from your ERP do not support Ramp change orders. Edit ERP-synced purchase orders in your ERP instead. See [Purchase orders created outside Ramp](/purchases-orders-in-ramp#purchase-orders-created-outside-ramp) for details.
## Set up a change order approval workflow
Change orders will trigger the same approval workflow as the original PO unless an admin sets up a separate approval workflow. To do this:
### Edit a program
From [**Manage spend > Programs**](https://app.ramp.com/spend-programs), select the program and click **Edit program**.
### Set up change order approval workflow
Open **Who approves change orders?**, then turn off **Use the same approval workflow for change orders** to select or create a separate workflow.
### Save changes to the program
This workflow will only be applied to change orders in this specific Spend Program. You can disable or edit the workflow at any time.
## Configure a custom change order form
Admins can configure a dedicated set of custom questions that appear when someone submits a change order. This form is separate from the original intake form, allowing you to collect change-order-specific information such as the reason for the change.
### Add questions to the change order form
1. Go to the Spend Program you want to configure.
2. In the program configuration, find the **What's on the change order form?** section.
3. Expand the **Questions** subsection to add custom questions.
4. Add questions using the same question builder used for intake forms. Supported question types include text, single select, multi-select, boolean, and more.
5. To designate a question as the reason for the change, use the **Change request fields** mapped field type and select **Reason**. You can only map one question to this field.
6. Save your changes to the Spend Program.
> **Note:** The change order form is configured per Spend Program. Different Spend Programs can have different change order forms.
### What users see when submitting a change order
When a change order form is configured, the submission flow becomes a multi-step process:
1. The user clicks **Request changes** on the PO and edits the relevant fields.
2. After editing, the user clicks **Next** to proceed to the **Change order questions** step, where they answer the custom questions.
3. The user clicks **Review changes** to see a summary of all changes and answers before submitting.
4. The user clicks **Submit change order** to finalize.
If no change order form is configured, the flow works as before: the user edits fields and reviews changes without a separate questions step.
## Add conditional questions to the change order form
Questions on the change order form can be shown or hidden based on conditions. This lets you ask targeted follow-up questions only when specific changes are made.
### Types of conditions for change order questions
When adding conditions to a change order form question, you can base them on:
- **Main intake form questions** — Show or hide a question based on whether an answer from the original PO request form was changed to a specific value. For example, show a question only when **Does this vendor process customer data?** is changed to **Yes** . This works with boolean, single-select, and multi-select question types.
- **Other change order form questions** — Show or hide a question based on answers to other questions within the change order form itself. This uses the same conditional logic as standard intake forms.
### Configure conditional questions
1. Go to the Spend Program and open the **What's on the change order form?** section.
2. Add or edit a question in the change order form.
3. In the question configuration, add a condition. The condition builder lets you select from **Main intake form questions** (to detect changes to original answers) or other change order form questions.
5. For conditions based on original form changes, the operator **is changed to** means the question appears only when the original answer was changed to the value you specify.
7. Save your changes.
> **Note:** Conditional visibility is evaluated when the user reaches the **Change order questions** step. If the user changes an answer on the main form, the questions shown on the change order form update to reflect what changed.
## Set up conditional approval routing
Admins can configure approval workflows that route approvals and notifications based on what changed in the change order. This lets you automatically require additional approvals or notify specific people when certain fields or form answers are modified.
### Configure conditions in the approval workflow
When setting up a change order approval workflow (see [Set up a change order approval workflow](#set-up-a-change-order-approval-workflow)), the Workflow Builder includes **Request form questions** as a condition category. Within that category, you can add conditions that check whether a specific answer on the original intake form was changed to a particular value.
For example, you can add a condition that triggers when **Does this vendor use our data?** is changed to **Yes**, and then route the change order to a Security reviewer for approval.
### Configure edits during approval
In the Blank Canvas Workflow Builder, the **Edits during approval** section lets you define what happens if someone edits a request while it is waiting for approval. You can add condition-action pairs:
1. Click **Add** to create a new condition-action pair.
2. Select a **condition** from the available options under **Request form questions** . This includes conditions that detect when an original form answer was changed to a specific value.
3. Select an **action** to take when the condition is met:
- **Add approvers** — Require additional approvers for the change order. Select the users or groups to add.
- **Notify** — Send a notification to specific users or groups without requiring their approval.
- **Restart workflow** — Restart the approval workflow from the beginning.
4. Save the workflow configuration.
Each condition-action pair is displayed as a summary, such as **If [condition], [action]**, making it easy to review the routing rules at a glance.
## Submit a change order
### Request changes
Click the **Request changes** button at the bottom of the PO to open the change order form.
There you can write a description of why you are submitting a change order and edit other information initially submitted. You cannot delete line items that have already been matched to a bill. The currency cannot be changed on a change order. You can change the vendor unless it is locked by an associated contract, renewal, punchout order, bill, or transaction.
> **Note:** The PO number cannot be changed in the change order. This can only be changed after the change order is approved.
### Answer change order questions
If the Spend Program has a custom change order form configured, you will see a **Change order questions** step after editing the PO fields. Answer the questions on this step, then proceed to review. Some questions may appear or disappear based on the changes you made to the original form.
### Review changes
Once you click **Review changes**, you will see a screen summarizing the changes you made before proceeding.
### Submit change order and track status
You will see the created change order after clicking **Submit change order**. Here you can view a summary of the changes made and see where approvals stand. If you view the current purchase order, you will see the status of the change order on there.
Change orders appear in the Requests table. Purchase orders with a pending change request have an indicator in the Purchase Orders table.
All status updates made to change orders will appear in the activity section of the purchase order. If a change order is rejected, you will be notified and the existing purchase order will stand. If a change order is approved, the changes will be applied to the original purchase order.
## Submit a change order on behalf of another user
When submitting a change order, you can select a different user as the requestor. This is useful when an admin or manager needs to submit a change on behalf of the PO owner or another team member.
1. Open the PO and click **Request changes** .
2. In the **Who is requesting** section, use the **Requestor** dropdown to select the user you are submitting the change order for. By default, this is set to the PO owner.
3. Complete the change order form and submit as usual.
The selected user will be recorded as the change request submitter. Approval workflows evaluate based on the selected requestor, not the person who physically submitted the form.
## Review a change order
### Review change order
Approvers can view change orders, review the changes made, then decide if they want to approve or reject it.
If you reject a change order, the original PO will stand and the change order will still be viewable. If you approve a change order, you can view the original PO and see the approved changes have been applied.
If the change order includes answers to custom change order questions, these will be displayed in a **Change order questions** section on the request detail page.
### View audit history
You can view all changes made in the activity section of the purchase order for full audit history.
## Use cases and examples
- Extending end date for engagement with a vendor or contractor
- Adding line items or amount corrections
- Seat add-ons or contract expansions
- Editing any custom fields previously filled out
- Collecting additional justification when a vendor data handling question changes from No to Yes
- Automatically routing a change order to Security review when a data processing answer changes
- Submitting a change order on behalf of a team member who is unavailable
## Frequently asked questions
### What is the difference between the intake form and the change order form?
The intake form is what users fill out when creating a new purchase request. The change order form is a separate set of questions that users answer when requesting changes to an existing, approved PO. Admins configure each form independently at the Spend Program level.
### Can I use the same form for both new requests and change orders?
No. The change order form is a separate configuration. If you want to ask similar questions, you need to set them up on both the intake form and the change order form within the Spend Program settings.
### What happens if I do not configure a change order form?
The change order flow works as before: users edit the PO fields and submit the change directly without a separate questions step.
### Can conditional questions detect any type of change?
Conditional questions based on original form changes work with boolean, single-select, and multi-select question types. The condition triggers when the answer is changed to a specific value you define. Other field types such as free text are not supported for change-detection conditions.
### What is the difference between conditional approval routing and the standard change order workflow?
The standard change order workflow defines a fixed set of approvers for all change orders in a Spend Program. Conditional approval routing extends this by letting you add approvers, send notifications, or restart the workflow based on what specifically changed in the change order. For example, amount changes above a threshold could require VP approval, while a change to a data handling answer could notify the Security team.
---
# Purchase order bulk import
> Official Ramp Help Center article. Topic: Procurement / Manage Procurement. [View the canonical page](https://support.ramp.com/purchase-order-bulk-import).
## Overview
Purchase order bulk import lets admins bring existing purchase orders (POs) from other systems into Ramp — without engineering support. If you have active POs representing committed spend in a legacy system, this import flow helps you import them so you can manage everything in one place from day one.
The import flow walks you through downloading a CSV template, filling in your PO data, uploading and validating the file, and importing your purchase orders into Ramp.
This feature requires the procurement add-on.
## Before you begin
- You must have **admin** permissions in Ramp.
- Your accounting provider (e.g., NetSuite, QuickBooks, Sage Intacct) must be connected to Ramp before starting the import. Accounting fields in the CSV template are pulled from your connected provider. If you haven't connected your accounting provider yet, see [accounting integrations setup article.](/overview-of-ramp-accounting)
- Only **stable, committed POs** can be imported — POs that have been issued or approved with a complete receiving status (open, fully received, or closed). Draft POs, POs pending approval, and POs with partial receiving are not supported.
## How it works
### Step 1 — Open the import drawer
Go to **Manage spend > Purchase orders > Settings >** [**Import**](https://app.ramp.com/purchase-orders).
### Step 2 — Download the import template
Download the CSV template. The template contains required, optional, and accounting fields. Each row in the CSV represents a **line item**, not a full PO. Rows with the same PO number are automatically grouped into a single purchase order.
### Required fields
These fields must be filled in for every row.
| Field | Description |
| --- | --- |
| `Owner Email` | Email address of the PO owner. Determines who the PO is attributed to in Ramp. |
| `Currency` | Currency code for the PO and any linked bills (e.g., "USD"). |
| `Subsidiary Name` | Name of the business entity (legal entity or subsidiary) in Ramp. Used to look up and link the correct entity to the PO. |
| `Unit Price` | Per-unit price for the line item. Ramp uses this with `Unit Quantity` to calculate the line item amount. |
| `Unit Quantity` | Number of units for the line item. Ramp uses this with `Unit Price` to calculate the line item amount. |
### Optional fields
Include these fields if the data is available. If left blank, defaults are applied where noted.
| Field | Default | Description |
| --- | --- | --- |
| `Vendor Name` | — | Name of the vendor. If provided, must match an existing vendor in Ramp. The vendor is linked to the PO after import. If left blank, the PO is created without a linked vendor. Required if `Paid Amount` is provided — Ramp creates an internal bill for paid line items, and bills require a vendor. |
| `PO Number` | Auto-generated by Ramp | Enter the full PO number with any prefix (e.g., "AMZ-001"). Rows with the same PO number are combined into a single PO. Leave blank to let Ramp generate it. Enter just a prefix (e.g., "AMZ-") to auto-generate with a custom prefix. |
| `Paid Amount` | 0 | If greater than zero, creates a linked bill for the PO after import. |
| `Created At` | Current time | Sets the PO creation timestamp. Enter the date in US `MM/DD/YYYY` format. Also sets the issued date and due date on any linked bills. |
| `Start Date` | `Created At` value | Sets the PO spend start date. Enter the date in US `MM/DD/YYYY` format. |
| `End Date` | — | Sets the PO spend end date. Enter the date in US `MM/DD/YYYY` format. |
| `Payment Terms` | — | Net payment terms — the number of days within which the next payment is due. |
| `Description` | — | Sets the PO description. |
| `Request Coordinator Email` | — | Email address of the request coordinator for the PO. |
### Accounting fields
These fields are pulled from your connected accounting provider (e.g., NetSuite, QuickBooks, Sage Intacct). The specific fields available depend on your provider and configuration. The template includes both PO-level and line-item-level tracking category columns — for NetSuite, this can be up to 18 columns. Free-text tracking category values are supported.
| Field prefix | Description |
| --- | --- |
| `Accounting \*` | Sets accounting dimensions at the **line item** level. Use when categories vary across line items (e.g., `Accounting Department = Engineering` on one line, `Accounting Department = Marketing` on another). |
| `PO Accounting \*` | Sets accounting dimensions at the **PO header** level. Use when the same category applies to the entire PO rather than varying by line item. |
### Step 3 — Fill in the template
Open the CSV template and enter your PO data. Keep the column headers exactly as they appear in the template — the system uses exact field name matching.
Enter `Created At`, `Start Date`, and `End Date` in US `MM/DD/YYYY` format. For example, `07/01/2026` means July 1, 2026. Do not use day-first date formats; ambiguous dates can cause the importer to read the month and day in reverse.
> **Note:** Each row in the CSV represents a single line item, not a full PO. If you have an existing PO with multiple line items — for example, a PO with 12 lines — add each line as its own row in the CSV using the same `PO Number`. Ramp groups all rows with the same PO number into a single purchase order. Each row should include its own `Unit Price`, `Unit Quantity`, and any line-item-level accounting fields. Ramp calculates the line item amount from those values, so you do not need to enter a separate `Amount`. Add `Description` if you want it included on the line item. Rows sharing the same `PO Number` cannot have conflicting header-level values (e.g., the same PO number with two different vendors). See Step 4 below for what Ramp validates upon upload.
Save the file when you're done.
### Step 4 — Upload and validate your file
Upload your completed CSV into the import drawer. Ramp validates your data row by row and surfaces any errors before import. You can fix errors directly in the validation interface without re-uploading, or export the errors to edit offline.
### What Ramp validates
- **Email addresses** — `Owner email` and `Request Coordinator Email` must belong to existing users in your Ramp account.
- **Field formatting** — Values must match the expected format for each column (e.g., `Created At` must be a valid date/time, and `Unit Price` and `Unit Quantity` must be numbers).
- **PO number uniqueness** — PO numbers that already exist in Ramp for your business are flagged as duplicates. Remove the duplicate from your CSV or use a different PO number.
- **Subsidiary names** — Must match a valid business entity in Ramp.
- **Tracking categories** — Accounting field values (e.g., department, class, location) must be valid options for each category in your connected provider.
- **Currency** — Must be a valid currency code.
- **Vendor names** — If a `Vendor Name` is provided, it must match an existing vendor in Ramp for your business. If a vendor is not found, you'll see an error instructing you to create the vendor in Ramp first. Leaving the vendor blank is allowed.
- **Vendor required for paid line items** — If a line item includes a `Paid Amount` , you must also include a `Vendor Name` for that line item. Ramp creates an internal bill for paid line items, and bills require a linked vendor.
- **Consistent PO header data** — Rows sharing the same `PO Number` cannot have conflicting header-level values (e.g., the same PO number with two different vendors). Make sure all rows for a single PO use the same vendor, currency, subsidiary, and other PO-level fields.
- **Required line-item pricing** — Every line item must include `Unit Price` and `Unit Quantity` . Ramp calculates the line item amount from those values during import.
### Step 5 — Review and confirm the import
Once validation passes, confirm the import. Each import supports up to **5,000 line items**. You'll see real-time progress as your POs are imported. When the import completes, Ramp shows a summary:
- Total POs successfully imported
- Total POs that failed, with reasons
If some POs fail, you can download a CSV of the failed rows, fix them, and re-import.
### After import
Imported POs appear in your purchase orders list alongside Ramp-created POs. They have a few differences from POs created through Ramp's request flow:
- Imported POs are permanently assigned to the **"Imported Purchase Order"** Spend Program. This program is auto-created for your business when you run your first import. You cannot reassign imported POs to a different Spend Program after import.
- Imported POs are labeled **"Imported purchase order"** so you can identify them.
- The **View request** link and **Request again** option are not available on imported POs.
- Import-originated requests do not appear in the Requests table (change orders and renewals still appear).
- You cannot create new manual requests against imported POs — new POs can only be added via bulk import.
To configure change order approval settings for imported POs, click the upload button on the Purchase orders page to open the import pane. The "Change order approvals" section appears after your first successful import.
### Configure invoice matching for imported POs
After your first successful import, the import pane also displays an **Invoice matching** setting. This controls whether imported POs use 2-way match or 3-way match for invoice verification:
- **2-way match** — bills can be matched to imported POs.
- **3-way match** — bills can be matched to imported POs and item receipts.
To change the invoice matching mode, click the upload button on the Purchase orders page to open the import pane, then expand the **Invoice matching** section and select your preferred option.
> **Note:** Changing this setting applies to all imported POs for your business, including POs from previous imports — it is not limited to future imports. The Invoice matching setting does not appear until you have completed at least one bulk import.
## Use cases and examples
### Migrating from a legacy procurement system
Your company is switching from a legacy procurement tool to Ramp. You have 200 open POs representing committed spend across multiple vendors. Rather than recreating each PO manually, you export your PO data from your legacy system, map it into the Ramp CSV template, and import all 200 POs in one batch. Your team can track committed spend from day one.
### Consolidating POs after an acquisition
After acquiring another company, you need to bring their existing POs under your Ramp account. You export their PO data, fill in the CSV template, and import the POs into Ramp. Imported POs are labeled "Imported purchase order" so you can clearly distinguish them from ones your team created in Ramp.
### Tracking committed spend during onboarding
You're onboarding to Ramp Procurement and want your leadership team to see a complete picture of committed spend immediately — not just new POs created going forward. You import your existing POs so dashboards and reports reflect your full spend obligations from the start.
## Best practices and tips
- **Understand Spend Program assignment before importing.** All imported POs are assigned to the "Imported Purchase Order" Spend Program. This assignment is permanent — you cannot move imported POs to a different Spend Program after import. If you need POs under a specific procurement Spend Program, create them through that program's intake form instead.
- **Connect your accounting provider first.** The CSV template pulls accounting fields (classes, departments, locations) from your connected provider.
- **Multiple prefixes are supported.** A single CSV can contain POs with different prefixes. All imported POs are grouped by PO number regardless of prefix
- **Keep column headers unchanged.** The system matches fields by exact column header name. Renaming or reordering headers causes validation failures.
- **Check your vendor names before uploading.** If you include a `Vendor Name` , it must match an existing vendor in Ramp. Cleaning up vendor names beforehand saves you from having to fix validation errors later. If you don't need a vendor on a PO, you can leave the field blank.
- **Start with a small test batch.** If you're importing a large number of POs, try importing 5–10 first to confirm your data formatting and field mapping are correct before running the full import.
- **Fix errors inline when possible.** The validation interface lets you edit cells and re-validate without re-uploading the entire file — this is faster than exporting, editing, and re-uploading.
- **Keep header-level data consistent across line items.** All rows sharing the same `PO Number` must have identical values for PO-level fields like vendor, currency, and subsidiary. Mismatches cause validation errors.
- **Stay within the 5,000 line item limit.** Each import supports up to 5,000 line items. If you have more, split your CSV into multiple files and import them separately — subsequent imports add to the same pool of imported POs.
- **Large imports may take time to process.** Imports with thousands of line items can take 10 or more minutes. The interface shows a loading indicator while the import runs.
- **Configure invoice matching after your first import.** After your first successful import, the import pane displays an Invoice matching setting where you can choose between 2-way match and 3-way match. Changing this setting affects all imported POs for your business, including those from previous imports.
## Frequently asked questions
### Can I import POs that are still in draft or pending approval?
No. Only stable, committed POs can be imported — those that have been issued or approved with a complete receiving status (open, fully received, or closed). Draft and pending-approval POs are not supported.
### What happens if a PO number in my CSV already exists in Ramp?
The system flags it as a duplicate and blocks that PO from import. You can either remove the duplicate row from your CSV or change the PO number, then re-upload.
### Can I import a PO without a vendor?
Yes. The `Vendor Name` field is optional. If you leave it blank, the PO is created without a linked vendor. You can add a vendor to the PO later in Ramp. However, if a line item has a `Paid Amount`, a `Vendor Name` is required for that line item because Ramp creates an internal bill for paid amounts, and bills require a vendor.
### What if a vendor in my CSV doesn't exist in Ramp?
If you provide a `Vendor Name` that does not match an existing vendor in Ramp, you'll see a validation error instructing you to create the vendor first. Add the vendor in Ramp, then re-upload or fix the value in the validation interface. If the line item does not have a `Paid Amount`, you can also clear the vendor field — the vendor column is optional for unpaid line items. For line items with a `Paid Amount`, you must fix the vendor name to match an existing vendor in Ramp.
### Can I import POs with different prefixes in one upload?
Yes. A single CSV can contain POs with different prefixes. Ramp groups rows by PO number, so each unique PO number — regardless of prefix — becomes its own purchase order.
### Can I edit imported POs after import?
Yes, with some limitations. You can manage imported POs in most of the same ways as standard POs — for example, uploading invoices, matching bills, and tracking spend. To configure change order approval settings for imported POs, go to **Manage spend > Purchase orders > Settings > Import**. However, you cannot change the Spend Program on an imported PO. Imported POs are permanently assigned to the "Imported Purchase Order" program.
### Can I change the Spend Program on an imported PO?
No. Imported POs are permanently assigned to the "Imported Purchase Order" Spend Program that is auto-created for your business. There is no way to reassign an imported PO to a different procurement Spend Program after import. If you need POs under a specific Spend Program, create them through that program's intake form instead of importing them.
### Do I need engineering support to use this feature?
No. The bulk import flow is fully self-service for admins. No engineering involvement is required.
### What's the maximum number of line items I can import at once?
Each import supports up to 5,000 line items. If you have more, split your data across multiple CSV files and import them separately.
### Can I run multiple imports over time?
Yes. Each new import adds to your existing imported POs. You don't need to re-import everything in one batch.
### Why don't I see a "View request" or "Request again" option on my imported POs?
Imported POs were not created through Ramp's request flow, so request-related actions are not available. You can still create change orders and manage the PO as usual.
### What is the Invoice matching setting?
After your first successful bulk import, an **Invoice matching** section appears in the import pane. You can choose between **2-way match** (bills matched to POs only) and **3-way match** (bills matched to POs and item receipts). To access it, click the upload button on the Purchase orders page. This setting does not appear until you have completed at least one import.
### Does changing the invoice matching setting affect previously imported POs?
Yes. Changing between 2-way match and 3-way match applies to all imported POs for your business, including POs from previous imports. The change is not limited to future imports.
### Why don't I see the Invoice matching setting?
The Invoice matching setting only appears after you have completed at least one successful bulk import, which creates the auto-generated "Imported Purchase Order" Spend Program. If you have not yet imported any POs, complete your first import and the setting will appear.
---
# Partial receiving (Universal CSV)
> Official Ramp Help Center article. Topic: Procurement / Manage Procurement. [View the canonical page](https://support.ramp.com/partial-receiving-universal-csv).
## Overview
Partial receiving allows Universal CSV (uCSV) customers to record the exact quantity of items received against a purchase order line item, rather than marking the entire line as received or not received.
Previously, purchase orders (POs) for uCSV customers could only be marked as fully received or not received at all. With partial receiving, procurement and finance teams can track goods more accurately as they arrive, keeping accounting and export data aligned with real-world fulfillment.
> **Note:** Partial receiving applies to **item-coded line items only**. Expense-coded lines continue to support only received or not received status.
> **Note:** If you are looking for information on item receipts for a native and direct ERP integration (e.g., NetSuite or Sage Intacct), this article does not apply. This article covers partial receiving specifically for Universal CSV (uCSV) customers.
## How it works
To enable partial receiving, you need to create an item-type accounting field, add it to your procurement program, and then use it when coding line items on a purchase order. Item-coded lines can then be partially received when creating an item receipt.
### Step 1: Create an item accounting field
1. Go to **Accounting > Settings >** **Accounting fields** .
2. Select **Add new field** .
3. Choose the **Item** field type.
4. Name your field (e.g., "Item").
5. Upload items in bulk using a CSV file. Each item option requires an associated Segment ID and GL account.
6. Select **Save** .
Once saved, each item option displays its associated GL account. You can remap GL accounts, add new options, or bulk update options via CSV upload at any time.
### Step 2: Enable item coding in your procurement program
1. Navigate to your procurement program settings.
2. Edit an existing program or create a new program.
3. Enable **Line item coding** .
4. Add the new item accounting field to the coding configuration. You can optionally prompt requesters to code this field when creating purchase orders, or you can make it required.
### Step 3: Create a purchase order with item-coded lines
1. Create a new purchase order within your procurement program.
2. Add line items with the relevant quantity and rate.
3. For each line item, choose how to code it within the Accounting section:
- **Item line** — Select a value from your item accounting field. This line will support partial receiving.
- **Expense line** — Assign a GL account directly. This line will only support received or not received status.
4. Submit the purchase order.
### Step 4: Partially receive items
1. Open an approved purchase order.
2. Select **Add receipt** to create a new item receipt.
3. For each **item-coded line** , enter the quantity received (e.g., 50 out of 100 ordered). You can also receive more than the ordered quantity if needed — the item receipt will reflect the over-received amount.
4. For each **expense-coded line** , mark the line as **Received** or **Not received** .
5. Select **Create item receipt** .
You can create additional item receipts as more goods arrive until the full quantity has been received.
## Using item coding in Bill Pay
Item coding is also available on bills for uCSV-connected providers. This allows you to apply the same item accounting field used in procurement to your Bill Pay workflows.
1. Go to [**Bill Pay**](https://app.ramp.com/bills) .
2. Open or create a bill.
3. On an eligible line item, switch the line type to **Item** .
4. Code the line using your item accounting field.
> **Note:** The option to switch a line to the Item type is only available when all of the following conditions are met:
- Item-based line items are enabled.
- An item-type accounting field has already been created in your accounting settings.
- The line item is not matched to a purchase order line that locks its type.
If these conditions are not met, the option to switch to Item will not appear or will be unavailable.
## Configuring Bill Pay exports
Bill Pay exports now support item-level data for uCSV configurations, giving you more flexibility when setting up your export format.
1. Go to **Accounting >** **Bill Pay > Setting > CSV Customization.**
2. Open your uCSV **bill expense** export configuration.
3. Add any of the following available fields:
- **Accounting line item** — the item field value
- **Line type** — item or expense
- **Quantity**
- **Rate**
## Best practices and tips
- **Assign GL accounts when creating item options.** Every item option requires an associated GL account, so lines coded with that item are automatically mapped to the correct account.
- **Separate item lines from expense lines on your POs.** Only item-coded lines support partial receiving. If a line item represents a countable good you plan to receive incrementally, code it with your item accounting field.
- **Update your export configuration.** The new item-level fields (line type, quantity, rate) are not added to your export automatically. Add them to your uCSV export settings to include item data in your accounting exports.
## Frequently asked questions
### Can I partially receive on expense-coded line items?
No. Partial receiving is only available for line items coded with an item accounting field. Expense-coded lines can only be marked as received or not received.
### Can I add new items manually?
Yes. When setting up your item, the initial configuration has to be done via CSV upload, however, you can add more options manually for your item after setup.
### Can I create multiple item receipts for the same purchase order?
Yes. You can create additional item receipts as more goods arrive.
### Do I need to update my export configuration to include item data?
Yes. The new item-level fields (line type, quantity, rate) are available in your uCSV export settings but are not added automatically. Add them to your export configuration if you want them included in your accounting exports.
### Does partial receiving work with non-uCSV ERP integrations?
Yes. Partial receiving is also available for select native ERP integrations. This article covers the uCSV workflow specifically.
### Can I use the item accounting field on bills in Bill Pay?
Yes, if you have item-based line items enabled, an item-type accounting field exists in your accounting settings, and the line item is not locked by a matched purchase order. When these conditions are met, you can switch eligible line items to the Item type and code them using the same item accounting field used in procurement.
---
# Multi-currency purchase orders
> Official Ramp Help Center article. Topic: Procurement / Manage Procurement. [View the canonical page](https://support.ramp.com/multi-currency-purchase-orders).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
- Create purchase order requests in currencies other than USD
- Match Purchase Orders and Bills that have the same currency
## How it works
- When you upload a file, OCR fetches the currency automatically
- All other currencies are converted to USD in Approval Policies and Overbilling protection
- We sync Purchase Orders in their specific currency into your ERP
- If you're using NetSuite OneWorld, Purchase Orders can be imported in their original currency
### Step 1
Navigate to **Company** > **[Settings](https://app.ramp.com/settings/company-settings/profile)** > **Currencies** and click **Edit**.
> **Note:** If you do not see a **Currencies** section on the Company Settings page, navigate to [**Policy** > **Travel & expenses**](https://app.ramp.com/settings/expense-policy/travel-and-expenses) > **Additional controls** > **Local currencies** instead.
Select the currencies you would like to support. USD is always included by default and does not need to be selected.
### Step 2
Create a Purchase Order request and select the currency from the dropdown.
### Step 3
Match Purchase Orders to bills that have the same currency.
## Use cases and examples
- Your company opens an office in Canada and is purchasing office equipment. They can create PO's and track all their spend in CAD.
## Frequently asked questions
### Can items within a PO have different currencies?
No, only one currency is permitted per PO.
### Can I enable multi-currency limits and programs for credit cards and reimbursements?
Yes, please read [this article](/multi-currency-funds-cards-and-spend-programs).
### Can I import POs in different currencies?
Yes, you can import POs with other currencies and the original currency will appear in Ramp.
---
# Match card transactions to Purchase Orders
> Official Ramp Help Center article. Topic: Procurement / Manage Procurement. [View the canonical page](https://support.ramp.com/match-card-transactions-to-purchase-orders).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
- Match card transactions to purchase orders and easily view linked transactions.
- If you use card spend to buy things for certain purchase orders, you can now link transactions directly with a purchase order rather than having to upload a bill.
## How to match card transactions to POs
**Who can do it?**
Admin, Accounting, and Accounts Payable roles, and the PO owner can match card transactions to a PO. The same roles can also un-match a transaction from a PO.
**What does matching do?**
"Matching" a card transaction means that the transaction amount is counted against the PO total. You cannot match card transactions to a line item. A card transaction can be matched to one PO at most.
When a transaction is matched, it will appear in the PO's and transaction's event history. Matching is only in Ramp, it will not appear in your ERP.
**What is eligible to match?**
You can only match transactions to POs that are created in Ramp and approved.
You can only match card transactions that are:
- Approved
- From the same entity as the PO
- Not matched to a bill
- Not already matched to a PO
- Transaction's original currency matches the PO currency
### Open the PO you want to match
When you open a PO, you will now see the option to toggle between "Bills" and "Card spend" under the Purchase order total.
### Match card transactions (from PO)
Click on "Card spend" then "Match a card transaction" to open a view of qualified transactions. Transactions are suggested using the criteria mentioned above. You can filter by card merchant, cardholder, card, and date. (*You need to filter the date range to see transactions from more than 4 weeks before the day the PO was created*).
You can select one or multiple transactions, then click "Match transactions". You can also match a transaction by clicking "Options" on the PO or "Match a transaction" under the card spend table.
### Total paid amount updated
After matching a transaction to the PO, you'll land on the PO screen and see an updated billed amount bar. This contains a breakdown of how much of the PO has been paid by bill or card.
### Match card transactions (from transaction)
You can match a transaction to a PO directly from a transaction **if** you have the Admin, Accounting, or Accounts Payable role, or are the owner of the PO.
Open the "Transactions" page and select the transaction you want to match. Scroll down to the "Accounting" section and click "Match to purchase order". Here you can view all PO's. Reminder that a transaction can only be matched to 1 PO, so you will have to un-match it from one to match to another.
### Un-match a transaction
To un-match a transaction from a PO, click on the icon under "Actions" on the PO overview page.
You can also un-match a transaction from a PO in the transaction itself on its "Overview" page.
### View matching history in "Activity" of PO or transaction
Navigate to the "Activity" section of a purchase order to view all matching history.
If you "View transaction", you can see the matching history in transaction's "Activity" tab.
## Frequently asked questions
### Can transactions be automatically matched to POs?
At this time, transactions can only be matched manually.
---
# 3-Way Match with Ramp Procurement
> Official Ramp Help Center article. Topic: Procurement / Manage Procurement. [View the canonical page](https://support.ramp.com/3-way-match-with-ramp-procurement).
## Overview
3-way match allows you to match bills in Ramp Bill Pay with purchase orders and item receipts. This allows you to get ultimate control over your AP process and ensure that you're not paying for goods that weren't received.
3-way match for purchase orders created in Ramp requires the Procurement add-on. If your business is eligible, you can start a [60-day Procurement trial](/procurement-free-trial). 3-way match for imported purchase orders requires Ramp Plus. See [Ramp Plus overview](/ramp-plus-overview) for plan details.
## How 3-way match works
### Receiving
There are three different ways to 3-way match in Ramp, outlined below. Creating item receipts in Ramp to match against Ramp POs and bills requires the Procurement add-on once 3-way match is enabled; if your business is eligible, you can start a [60-day Procurement trial](/procurement-free-trial). Customers using NetSuite can also import POs and item receipts from NetSuite to 3-way match against bills in Ramp. Sage Intacct import and three-way match are rolling out to eligible businesses; contact your Ramp account team to enable them, and see [Sage Intacct integration: Purchase orders and item receipts](/sage-intacct-po-importing) for setup, prerequisites, and limitations.
Once an item receipt is attached to a purchase order in Ramp, the [Purchase orders](https://app.ramp.com/procurement/purchase-orders) table shows the PO's receiving status.
**Receiving statuses:**
- Not received: No item receipt exists for the PO
- Partially received: There are item receipt(s) for the PO but not every line item has been fully received yet
- **Note:** You can only configure the quantity for Inventory line items (line items with the Inventory Item accounting fields coded) and must be using NetSuite, QBO, Sage Intacct, or Universal CSV. Otherwise, the line item type will be treated as an Expense line item which can only be marked as Received or Not Received. For the Universal CSV workflow, see [Partial receiving (Universal CSV)](/partial-receiving-universal-csv).
- Fully received: There are item receipt(s) for the PO and every line item has been fully received
### 3-way matched bills
Once a bill is matched to a PO with an item receipt(s), you will see the receiving status directly on the bill's line items. If the billed units have been received, you'll see a green **All billed units have been received** alert.
## How to 3-way match with Ramp bills, NetSuite POs, and NetSuite item receipts
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
With 3-way match enabled, once you match a bill to an imported PO from NetSuite, Ramp will automatically fetch related item receipts from NetSuite for the PO line items. We'll show an alert if the billed units haven't been received. Follow the steps below to set it up.
### Enable 3-way match in Bill Pay settings
Enable 3-way match in Bill Pay settings, and Ramp will start to pull in item receipts from NetSuite.
Navigate to Bill Pay > Bills > Settings > Importing.
### Match bills in Ramp to POs in NetSuite
When you pay bills with Ramp Bill Pay, match bills to purchase orders in NetSuite. Once a PO is selected, Ramp will automatically match the bill line items with PO line items and then pull in item receipts. You can view which billed line items haven't been received and open existing item receipts in NetSuite.
We cannot sync item receipt statuses on POs that have been closed in NetSuite.
## How to 3-way match with Ramp bills, Ramp POs, and NetSuite item receipts
If you prefer to receive in NetSuite, Ramp can import NetSuite Item Receipts and 3-way match to Ramp purchase orders and bills.
> **Note:** You must ensure the role that was used to set up integration between Ramp and NetSuite has Item Receipt FULL permission. You can confirm this using the following steps:
- Setup > User/Roles > Manage Roles
- Edit Role used to integrate between NS and RAMP
- Permission > Transactions tab
- Item Receipt > FULL
After you verify the role has the proper permissions, follow the instructions below to continue setting it up.
### Enable 3-way match for a specific Spend Program(s)
Edit the Spend Program and select 3-way match for invoice matching in Procurement controls.
### Sync a PO to NetSuite
Once a request is approved, you'll see "Not received" for the receiving status. To receive against a PO, fill out the accounting fields on the "Accounting" tab of the PO then sync the PO over to NetSuite.
### Create an item receipt in NetSuite to sync to Ramp
After the PO has been synced to NetSuite, you can receive in NetSuite. Create and save an item receipt and it will sync over to Ramp. The receiving status on the PO will update accordingly.
### Match bills in Ramp to POs in NetSuite
When you pay bills with Ramp Bill Pay, make sure the correct Ramp PO is matched. Once a PO is selected, Ramp will automatically match the bill line items with PO line items and then pull in NetSuite item receipts. You can view which billed line items haven't been received and open existing item receipts in NetSuite.
## How to 3-way match with Ramp bills, Ramp POs, and Ramp item receipts
If you create POs in Ramp, you can create Item Receipts directly in Ramp to mark a PO as received. You do not need to have a direct ERP integration to do this. We will update the Received status on a PO accordingly. Follow the steps below to set it up.
### Enable 3-way match for a specific Spend Program(s)
Edit the Spend Program and select 3-way match for invoice matching in Procurement controls.
### Create an item receipt for a PO
Once 3-way match is enabled in the Spend Program, approved POs show **Add receipt**. Users with permission to [manage purchase order receipts](/procurement-role-configuration#manage-purchase-order-receipts) can create item receipts. Created receipts appear in the PO's **Item receipts** section. When the receipt is complete, the PO's receiving status updates.
### View item receipts in Ramp bills
Once a bill is created for a PO, the PO will be automatically matched and you can see if billed items have been received or not directly within the bill. You can also open the item receipt directly from the bill.
**Note**: The receiving status is derived from the item receipt's association to a given PO. Item receipts created in Ramp against a PO can be synced to your ERP for NetSuite and Sage Intacct — see [Syncing item receipts to NetSuite](/syncing-item-receipts-to-netsuite) and [Sage Intacct integration: Purchase orders and item receipts](/sage-intacct-po-importing). For ERPs where item receipt sync isn't supported (such as QuickBooks), create the item receipts directly in your ERP to reflect receiving status there.
## Use cases and examples
- Great for companies issuing purchase orders in NetSuite and creating item receipts.
- Companies using accounting providers that don't support item receipts (i.e. QuickBooks) can now use Ramp to create those item receipts and still perform 3-way match.
- Customers who do not have a direct ERP integration.
## Frequently asked questions
### How long does it take to enable 3-way match?
If you are importing item receipts from NetSuite, it can take up to an hour to pull in the initial set of receipts depending on how many there are.
### How frequently does Ramp import item receipts from NetSuite?
New item receipts are imported daily, and an import refresh also starts when you open [Manage spend > Purchase orders](https://app.ramp.com/procurement/purchase-orders).
### Can I use 3-way match if I use QBO?
Yes, if you use QBO you will need to use the[3rd option](#how-to-3-way-match-with-ramp-bills-ramp-pos-and-ramp-item-receipts). You cannot 3-way match with imported POs from QBO, you will need to do everything in Ramp.
### Can I mark items as received in Ramp for imported POs?
You cannot receive in Ramp against an imported PO. The receipt status in Ramp will update based on the status in NetSuite.
### If I update my Spend Program from 2-way match to 3-way match, will this apply to Purchase Orders already created?
Yes, you will be able to create item receipts for existing Purchase Orders in that Spend Program.
### Can I sync item receipts created in Ramp to my ERP?
Yes, for NetSuite and Sage Intacct. See [Syncing item receipts to NetSuite](/syncing-item-receipts-to-netsuite) and [Sage Intacct integration: Purchase orders and item receipts](/sage-intacct-po-importing). Other ERPs (such as QuickBooks) don't support item receipt sync — create item receipts directly in your ERP for those.
### How can a PO be marked as partially received?
Admins must enable the Inventory Item fields in Accounting settings. Then, employees can code line items with the Inventory item accounting field. This will allow you to edit the number of items received on an item receipt.
**If you are having trouble seeing item receipts populated in Ramp (image attached below), then ensure to check if the "Item Receipts: Full" permission has been granted to the Ramp Accountant user.**
Steps to resolve:
- Click "Setup" at the top
- Select "Users/Roles" from the drop-down menu
- Select "Manage Roles"
- Click "Ramp Accountant"
- Look for "Item Receipt" in the Permission column
---
# Importing and matching Purchase Orders (POs) on Ramp Bill Pay
> Official Ramp Help Center article. Topic: Procurement / Manage Procurement. [View the canonical page](https://support.ramp.com/importing-and-matching-purchase-orders-pos-on-ramp-bill-pay).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
Ramp Bill Pay users can now integrate their purchase order (PO) workflow with their accounts payable (AP) workflow within Ramp, giving finance and accounting teams more speed, time, and controls while processing AP.
Accounts Payable and Admin roles on Bill Pay can import POs from their connected accounting software and match them to bills within Ramp. Once linked to a PO, the 2-way matched bill will sync back to the accounting provider for a complete 3-way match with Items Receipt in the accounting provider (if configured).
> **Note:** PO import is supported for NetSuite, Sage Intacct, and QuickBooks Online. You can also import POs via Universal CSV. Multi-PO matching (linking multiple POs to one bill) is available for NetSuite and Universal CSV.
## What ERP-imported POs can and cannot do
POs auto-imported from your accounting provider (such as NetSuite, Sage Intacct, or QuickBooks Online) are designed for **bill matching only** — they let you link incoming invoices in Ramp Bill Pay to POs that originate in your ERP. These POs behave differently from POs created natively in Ramp:
| Capability | Ramp-created POs | ERP-imported POs |
|---|---|---|
| Appear in the Manage spend > Purchase orders list | Yes | No |
| Match to bills in Bill Pay | Yes | Yes |
| Issue virtual cards or funds | Yes | No |
| Request again or create contract | Yes | No |
| Sync status from ERP (Open, Fully Billed, Closed) | N/A | Yes |
| Link to ERP record | If synced | Yes — "View PO" links to the ERP |
ERP-imported POs do not appear in your [Manage spend > Purchase orders](https://app.ramp.com/procurement/purchase-orders) list. They appear only in Bill Pay when you match a PO to a bill, and on matched bills with an **Imported** badge and a link back to the ERP record. You cannot issue virtual cards or funds against an ERP-imported PO — the PO must be [created in Ramp](/purchases-orders-in-ramp) for fund issuance. See [Virtual Cards on Purchase Orders](/virtual-cards-on-purchase-orders).
> **Note:** These limitations apply to POs auto-imported from your accounting provider. POs added through [bulk import](/purchase-order-bulk-import) appear in the Purchase Orders list and have different capabilities. If you need both ERP-level tracking and Ramp fund issuance, create the PO natively in Ramp and [sync it to your accounting provider](/syncing-ramp-purchase-orders-into-accounting).
## Enabling Ramp to import purchase orders
Navigate to the [Bill Pay Settings page](https://app.ramp.com/bills/overview/settings) by clicking on the three dots in the upper right corner.
Go to the "Importing" tab of the settings page and toggle on "Automatically Import Purchase Orders". Ramp will import any open Purchase Orders from your connected accounting provider.
Read more about [Overbilling protection here](/overbilling-protection).
**Note:** Closed or Fully Billed Purchase Orders will not be imported into Ramp.
## Matching purchase orders to bills
When creating a new bill in Ramp, you can link an imported Purchase Order (PO) to the invoice. The POs will be organized by subsidiaries, so make sure to select the correct subsidiary when matching POs to invoices. You can only view POs in the matching PO dropdown on a bill.
If the PO number is included on the invoice, Ramp will use OCR technology to scan the invoice for the purchase order number and will automatically attempt to match it to an imported PO. Additionally, you can edit the accounting category or inventory field even if a PO is matched to a bill, as long as the PO isn't synced to the ERP. Bill-level accounting fields will be automatically pre-populated when you select a matching PO.
If the invoice does not indicate a PO number, Ramp will list possible matches and allow you to manually select a matching PO.
> **Please note:** You can only link an invoice to a purchase order during bill creation. You may later unlink the purchase order from the bill, and you'll still be able to re-link or link another PO once the bill has been created.
If you're using NetSuite and QBO, you can change the PO a bill is matched to even after the bill is created.
## Match multiple purchase orders to a bill
If your business uses NetSuite or Universal CSV for PO import, you can match multiple purchase orders to a single bill. This is useful when a vendor invoice covers items from several separate purchase orders.
> **Note:** Multi-PO matching availability depends on your accounting integration. NetSuite and Universal CSV support multi-PO matching. Other integrations support single-PO matching only.
### Select multiple POs
When creating or editing a bill, the **Matching purchase order** field allows you to select multiple POs:
1. From [Bill Pay](https://app.ramp.com/bills), create or edit a bill.
2. In the **Matching purchase order** dropdown, select each PO you want to match.
3. Each selected PO appears as a card below the dropdown showing the PO number, vendor, total amount, and billed amount. To remove a PO, click the **X** on its card.
If the invoice contains multiple PO numbers, Ramp OCR automatically attempts to match all recognized PO numbers to imported POs.
> **Note:** If a selected PO's vendor does not match the bill vendor, Ramp displays a warning with an **Update bill vendor** option.
> **Important:** For NetSuite users, PO line items on a bill that has already been synced to NetSuite cannot be modified. To change PO matching on a synced bill, you can only switch to an unsynced Ramp-created PO.
### Match line items across multiple POs
When multiple POs are matched to a bill, each bill line item has a **Match a PO line item** dropdown where PO line items are grouped by PO number. Each option displays "from PO-XXXX" to identify which PO it belongs to.
Auto-matching runs automatically when POs are linked and matches bill line items to PO line items across all selected POs. When a PO number appears on an invoice line, Ramp routes that line item to the corresponding PO before running amount-based matching.
With multiple POs matched, every non-tax bill line item must be either matched to a specific PO line item or explicitly excluded from PO matching. Tax line items are automatically assigned to the first matched PO. This differs from single-PO matching, where unmatched bill line items automatically fall back to a header-level PO link.
You can also match line items in bulk from the dedicated matching page by clicking **Match line items** in the line item status banner.
### Exclude a line item from PO matching
To exclude a bill line item from counting toward a matched PO, select **Do not count towards PO** from the line item menu (⋯). Excluded line items display "Excluded from purchase order" and do not affect PO billing totals.
To reverse this, select **Count towards PO** from the same menu.
If all bill line items on a multi-PO bill are excluded, Ramp prompts you to confirm unmatching the purchase orders from the bill entirely.
### Multi-PO matching constraints
- A single PO line item can only be matched to one bill line item within the same bill. The same PO line item can be matched across different bills.
- Multiple PO line items cannot be matched to a single bill line item.
- Tax line items are automatically assigned to the first matched PO and cannot be manually matched to a specific PO line item.
- [Overbilling protection](/overbilling-protection) works at the line item level and is unaffected by multi-PO matching.
## Syncing bills with linked POs
If a Purchase Order is linked to an invoice on Ramp, the bill and linked PO will sync back to your accounting software once that bill is created. If all the items on the purchase order are paid for from the bill(s) processed in Ramp, the purchase order will automatically close in your accounting software (if configured).
**NetSuite users:** if [receiving is set up](https://www.netsuite.com/portal/products/erp/warehouse-fulfillment/purchase-order.shtml), you can 3-way match the linked Bill and PO to the associated Item Receipt.
## Unlinking a linked PO
If you would like to unlink a Purchase Order from an invoice, you may do so by deleting or modifying the line items associated with the PO. Ramp will warn you when modifications will unlink a connected PO.
## Frequently asked questions
### How often and when do POs get imported?
We import POs from your connected accounting provider daily, and an import refresh also starts when you open [Manage spend > Purchase orders](https://app.ramp.com/procurement/purchase-orders). Refresh timing can vary based on your provider and import settings. From [Bill Pay](https://app.ramp.com/bills), you can refresh imported POs manually using the **Refresh** link.
### Why are my POs from NetSuite not imported if I enabled importing 24 hours ago?
Ensure that all of your NetSuite categories are enabled in Ramp. Not doing this can cause syncs to fail. Go to "Accounting", then "Settings" to view the categories that aren't enabled in Ramp.
### Can Ramp’s POs be paid down by bills from another Bill Pay solution?
No, Ramp’s POs can only be paid down by bills created and matched in Ramp.
### Can I match multiple POs to one bill?
Yes, if your accounting integration supports multi-PO matching (currently NetSuite and Universal CSV). See [Match multiple purchase orders to a bill](#match-multiple-purchase-orders-to-a-bill) for details. You can also match one PO to multiple bills to fulfill the spend.
### Can I issue virtual cards against an ERP-imported PO?
No. Virtual cards and funds can only be issued against POs created natively in Ramp. POs auto-imported from your accounting provider are for bill matching only. If you need to pay a vendor with a Ramp virtual card tied to a PO, [create the PO in Ramp](/purchases-orders-in-ramp) and [issue a virtual card](/virtual-cards-on-purchase-orders) from there.
### Can you continue to match bills to POs after they’re fulfilled?
Yes. Ramp does not block you from continuing to match Bills to POs after they’re fully billed. If you do match bills to a fully billed PO, Ramp will indicate the amount “overspent” on the PO.
---
# Overbilling Protection
> Official Ramp Help Center article. Topic: Procurement / Manage Procurement. [View the canonical page](https://support.ramp.com/overbilling-protection).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
Overbilling protection lets admins and owners catch bill-to-PO mismatches before a payment moves forward. Ramp can block bills whose total exceeds the matched purchase order (PO) by more than your configured threshold, and it can alert or block matched bill lines when their rates or quantities do not match the PO.
This applies to POs created in Ramp and to POs imported from your ERP.
## Amount-based overbilling protection
Admins and owners can set an overbilling threshold as a percentage of the total PO amount, a fixed dollar amount, or both. If you enter both, Ramp flags the bill based on whichever limit is hit first.
When a matched bill exceeds that threshold, Ramp creates a draft bill but blocks bill creation until you resolve the difference.
On the draft bill, you'll see an alert when the bill exceeds the matched PO threshold.
Open the bill to see more specific alerts. To clear an amount-based overbilling block, either reduce the bill amount or update the PO amount.
## Line-level mismatch checks
Ramp also checks matched bill lines against the PO line they are matched to. In settings, these controls live under **Unexpectedly high unit rates** and **Quantity across invoices exceed PO total**.
- **Unexpectedly high unit rates** use **Rate percent threshold** and **Rate amount threshold** .
- **Quantity across invoices exceed PO total** uses **Quantity percent threshold** and **Quantity threshold** .
These checks use the tolerances configured in your overbilling settings, so the thresholds are configurable rather than fixed. They are separate from the total-amount overbilling threshold above.
When a matched line exceeds the PO but stays within your configured tolerance, Ramp shows a warning such as **Line item rate exceeds PO but within threshold** or **Line item quantity exceeds PO but within threshold**. When a matched line exceeds the configured tolerance, Ramp escalates to a blocking error such as **Line item rate exceeds PO** or **Line item quantity exceeds PO**.
## Turn on overbilling protection
Overbilling protection is off by default. To enable it:
1. Go to [**Manage spend > Purchase orders > Settings**](https://app.ramp.com/procurement/purchase-orders/settings/edit?tab=overbilling-protection) .
2. Open the **Automation** tab.
3. Toggle on **Block payments for unexpectedly high invoices** .
4. Set your overbilling threshold using a percentage, a dollar amount, or both.
> **Note:** Amount-based overbilling protection only applies to POs created after you enable it. If your business auto-imports POs in Bill Pay, you can also access these controls from Bill Pay settings, but Procurement settings is the canonical home.
## Frequently asked questions
### Do rate and quantity checks replace amount-based overbilling protection?
No. Rate and quantity checks are additional line-level mismatch flags on matched bill lines.
### What should I do if a bill is blocked for overbilling?
Update the bill amount or the matched PO amount so the bill no longer exceeds the configured threshold.
### Does this work for imported POs?
Yes. Ramp shows overbilling alerts for POs created in Ramp and for POs imported from your ERP.
### Are the rate and quantity thresholds fixed?
No. These thresholds are configurable in overbilling settings.
---
# Disable ERP sync for purchase orders and receipts
> Official Ramp Help Center article. Topic: Procurement / Manage Procurement. [View the canonical page](https://support.ramp.com/disable-erp-sync-for-purchase-orders-and-receipts).
## Overview
> **Alpha.** This feature is in early development and may change based on feedback.
This setting requires the Procurement add-on. See [Purchase orders in Ramp](/purchases-orders-in-ramp) for eligibility and trial guidance.
Turning off purchase order and receipt ERP sync keeps purchase orders (POs) and their Ramp-created item receipts in Ramp instead of syncing them to your connected ERP. Your ERP remains connected for accounting, while Ramp becomes the system of record for the PO and receiving lifecycle.
## Turn off purchase order and receipt ERP sync
You need permission to edit purchase order settings. If you cannot open the settings or change the toggle, ask a Ramp Admin with that permission to turn off purchase order and receipt ERP sync.
1. Open [Purchase Order settings](https://app.ramp.com/procurement/purchase-orders/settings/edit).
2. Select **General**.
3. In the section named for your accounting provider, turn off **Sync purchase orders and receipts to [accounting provider]**.
The setting description confirms that purchase orders and receipts will stay in Ramp and will not sync to your accounting provider.
## How turning off purchase order and receipt ERP sync works
When purchase order and receipt ERP sync is off, Ramp does not start new syncs or resyncs for POs and their Ramp-created item receipts. This applies to automatic sync attempts and manual sync attempts.
Ramp also hides the manual PO and item receipt **Sync** and **Resync** actions. This protects the business from automatic syncs and accidental manual syncs without deleting its existing Procurement table configuration or accounting data.
## Accounting functionality available when PO sync is off
Your accounting connection remains active when purchase order and receipt ERP sync is off. From [Purchase Orders](https://app.ramp.com/procurement/purchase-orders), you can continue to:
- Add and edit accounting coding on POs.
- Use existing PO filters, columns, sorting, grouping, and saved views. Their configuration is retained rather than removed.
- View accounting sync statuses and previously synced PO and item receipt details, including links to the ERP record, while the ERP connection associated with those details remains active.
Turning off PO and item receipt sync does not disconnect your ERP or remove accounting coding from Ramp.
**Partial receiving on expense lines:** Turning off purchase order and receipt ERP sync is a prerequisite for quantity-based partial receiving on PO expense lines, but it does not enable that capability. Partial receiving on expense lines is a separately controlled Alpha feature and is not generally available.
---
# Syncing Ramp Purchase Orders into accounting
> Official Ramp Help Center article. Topic: Procurement / Manage Procurement. [View the canonical page](https://support.ramp.com/syncing-ramp-purchase-orders-into-accounting).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
Purchase orders (POs) created via [Ramp Procurement](/get-started-with-procurement) can be natively synced into NetSuite and QuickBooks. PO and item-receipt sync to Sage Intacct is rolling out to eligible businesses — contact your Ramp account team to enable it, and see [Sage Intacct integration: Purchase orders and item receipts](/sage-intacct-po-importing) for setup, supported line types, and limitations.
1. Use Ramp POs to issue spend to employees and track spending by matching invoices to Ramp POs.
2. Set up accounting coding on Ramp POs to automate invoice coding for AP teams.
If you're using Xero or Universal CSV, you can still automate field codings on Ramp POs and export via CSV.
## Adding accounting coding to Ramp POs
Admin and Accounting roles, and PO owners can add accounting coding to Ramp POs, or enable employees to add coding. This streamlines the process for automating invoice coding once the invoice is matched to the PO.
To add coding as someone with the Admin or Accounting role, or as a PO Owner - Navigate to the "Accounting" section in the specific purchase order to add coding.
1. If your company has multiple entities, choose the entity that you'd like to create the PO in.
2. Fill in all the required fields for the PO. This will depend on your accounting provider settings but most accounting providers require a Start Date, Location, and Merchant/Vendor.
3. Add categories to "Expense" line items and inventory item selection to "Item" line items.
4. Click "Save changes" to save your coding.
To allow employees to submit line item coding, Admins can enable "Line item coding" in the controls of a Spend Program. You can choose which accounting fields you want to display on the request form. Even after a PO is submitted/approved, the requester and admins can update these fields.
## Sync POs to your ERP and view synced POs
These sync instructions apply only when **Sync purchase orders and receipts to [accounting provider]** is on. If it is off, open [Purchase Order settings](https://app.ramp.com/procurement/purchase-orders/settings/edit), select **General**, and turn on the setting in the section named for your accounting provider. When the setting is off, Ramp hides PO sync and resync actions; see [Disable ERP sync for purchase orders and receipts](/disable-erp-sync-for-purchase-orders-and-receipts).
After the coding has been saved, click the sync button for your accounting provider to create the PO record in your accounting provider. After a few seconds, the PO record will be created and linked back to the Ramp PO. After a PO is initially manually synced once, any following edits to the "Accounting" tab of a PO will trigger an auto-sync. All other changes will require a manual sync.
You can view synced POs by going to the [Procurement Purchase Orders](https://app.ramp.com/procurement/purchase-orders) page and filtering by "Accounting sync status".
If you're syncing to NetSuite, in order to make sure that the PO numbers from Ramp carry over to NetSuite properly,double check in NS you have`"Allow Override" enabled specifically for Purchase Orders transaction numbers.`Steps below from[reference documentation](https://docs.oracle.com/en/cloud/saas/netsuite/ns-online-help/section_N547392.html#procedure_N547416):
- An administrator can go to *Setup > Company > Auto-Generated Numbers* .
- Click the **Transactions** subtab.
- To ensure that no duplicate transaction numbers are used, clear the box in the **Allow Override** column for each transaction.
- Click **Save** .
## Automating bill coding with Ramp POs
1. Once you upload an invoice via Ramp Bill Pay, you'll see a "Matching purchase order" dropdown that searches through Ramp POs and any [imported POs](/importing-and-matching-purchase-orders-pos-on-ramp-bill-pay) . We will automatically suggest Ramp POs by the vendor or PO#.
2. Once you choose a matching PO, you can automate coding per invoice line item. Click on "Match a PO line item" to bring in the coding from the PO line item. Ramp's AI will automatically map invoice line item \<> PO line item.
3. After you sync the invoice to your accounting provider, the invoice line items and PO line items will be matched together in your ERP.
Note that line items must be the exact same type (Expense or Item). Once you've added a matched line item, you won't be able to override the coding for certain fields depending on the line item type (Category field for Expense and Inventory Item field for Item). This check is in place to remove any discrepancies in the coding between the invoice and the PO.
## Frequently asked questions
### Can PO line items be numbered?
No, line items on Ramp’s purchase orders can not be numbered at this time.
### Are there plans to integrate POs with additional accounting or ERP providers?
No, not in the immediate future.
### Once a PO is synced to Sage, NetSuite or QBO, how does the PO automatically close out?
If a PO is generated in Ramp and synced to Sage, NetSuite, or QBO:
- The PO will automatically close in Ramp as “Full Billed” once the amount of matched bills processed in Bill Pay meets the amount indicated on the PO.
- Once the Fully Billed PO in Ramp is re-synced to Sage, NetSuite or QuickBooks, the PO will close out in the ERP.
---
# Syncing item receipts to NetSuite
> Official Ramp Help Center article. Topic: Procurement / Manage Procurement. [View the canonical page](https://support.ramp.com/syncing-item-receipts-to-netsuite).
## Overview
Item receipts created in Ramp against [purchase orders](/importing-and-matching-purchase-orders-pos-on-ramp-bill-pay) can be synced directly to NetSuite. This eliminates the need to manually re-enter receiving data in NetSuite after recording it in Ramp, keeping both systems in sync.
When you sync an item receipt, Ramp creates a corresponding item receipt record in NetSuite and links back to it so you can navigate between the two systems.
## Prerequisites
Before you can sync item receipts to NetSuite, confirm the following:
- Your company has a [NetSuite integration](/netsuite-overview) connected to Ramp.
- **Advanced Receiving** is enabled in your NetSuite account. If Advanced Receiving is not enabled, Ramp cannot create item receipt records in NetSuite.
- **Sync purchase orders and receipts to NetSuite** is on. If it is off, [enable purchase order and receipt sync](/syncing-ramp-purchase-orders-into-accounting#sync-pos-to-your-erp-and-view-synced-pos) before continuing.
- The purchase order associated with the item receipt has been [synced to NetSuite](/syncing-ramp-purchase-orders-into-accounting) first. Item receipts cannot be synced until their parent PO exists in NetSuite.
## Sync an item receipt to NetSuite
Item receipts sync to NetSuite only when **Sync purchase orders and receipts to NetSuite** is on. If it is off, [enable purchase order and receipt sync](/syncing-ramp-purchase-orders-into-accounting#sync-pos-to-your-erp-and-view-synced-pos) before continuing.
When a purchase order is synced to NetSuite, Ramp automatically attempts to sync any associated item receipts. If an item receipt is not synced automatically (for example, if it was created after the PO was already synced), you can manually trigger the sync.
## Manually sync an item receipt
The manual sync actions below are available only when **Sync purchase orders and receipts to NetSuite** is on. If it is off, [enable purchase order and receipt sync](/syncing-ramp-purchase-orders-into-accounting#sync-pos-to-your-erp-and-view-synced-pos) before continuing.
1. Navigate to **Procurement** > [**Purchase Orders**](https://app.ramp.com/procurement/purchase-orders) and open the purchase order that contains the item receipt.
2. Scroll to the **Item Receipts** table. Each item receipt row includes an **Accounting** column showing the current sync status.
3. If the purchase order has not been synced yet, [sync the purchase order to NetSuite](/syncing-ramp-purchase-orders-into-accounting) first. Add any required accounting fields (entity, location, department) before syncing.
4. Click **Sync to NetSuite** on the item receipt row to begin the sync.
5. The status changes to **Syncing** while the sync is in progress. After a few moments, the status updates to either **Synced** or **Failed** .
6. When the sync succeeds, a link appears that opens the item receipt directly in NetSuite.
*Item Receipts table on the PO detail page with the Accounting sync status column*
To sync from the three-dot menu on an item receipt row, click the menu icon and select **Sync to NetSuite**.
*Sync to NetSuite option in the item receipt context menu*
You can also sync from the item receipt detail drawer:
1. Click on an item receipt row to open the detail drawer.
2. Click **Sync to NetSuite** in the drawer header.
## Sync statuses
Each item receipt displays one of the following sync statuses in the **Accounting** column:
| **Status** | **Description** |
| --- | --- |
| **Not synced** | The item receipt has not been synced to NetSuite. A **Sync to NetSuite** button is available. |
| **Syncing** | The sync is currently in progress. |
| **Synced** | The item receipt has been successfully created in NetSuite. A link to the NetSuite record is displayed. |
| **Failed** | The sync failed. An error message is displayed with details. Fix the issue and retry. |
## Resync an item receipt
The automatic and manual resync behavior below applies only when **Sync purchase orders and receipts to NetSuite** is on. If it is off, [enable purchase order and receipt sync](/syncing-ramp-purchase-orders-into-accounting#sync-pos-to-your-erp-and-view-synced-pos) before continuing.
If you edit an item receipt in Ramp after it has already been synced, Ramp automatically attempts to resync it to NetSuite. If the automatic resync does not trigger, you can manually resync:
1. Open the purchase order and find the item receipt in the **Item Receipts** table.
2. Click the three-dot menu on the item receipt row and select **Resync to NetSuite** . You can also click **Resync to NetSuite** in the item receipt detail drawer.
3. Ramp pushes the updated data to NetSuite and updates the sync status.
*Resync to NetSuite option in the three-dot menu for synced item receipts*
## Limitations
- **ERP support** — Item receipt sync is available for NetSuite (covered in this article) and Sage Intacct (see [Sage Intacct integration: Purchase orders and item receipts](/sage-intacct-po-importing)). QuickBooks and other ERPs are not supported at this time.
- **Inventory detail items** — Line items that require inventory details in NetSuite (such as bins, lots, or serial numbers) cannot be synced. These items appear in the item receipt creation flow but are disabled with a tooltip explaining the limitation. You can still create and sync an item receipt for the remaining eligible lines on the same PO.
- **Location field** — The location field is not supported on item receipt sync.
- **No automatic retries** — If a sync fails, you must manually resolve the issue and retry.
## Troubleshooting
When an item receipt sync fails, the error message appears in the **Accounting** column and in the item receipt detail drawer. Below are common errors and how to resolve them.
**Closed accounting period**
The item receipt date falls within a closed accounting period in NetSuite. To fix this, edit the item receipt in Ramp and change the receipt date to one that falls in an open period, then retry the sync.
**Advanced Receiving not enabled**
Your NetSuite account does not have Advanced Receiving enabled. An administrator must enable Advanced Receiving in NetSuite before item receipts can be synced. In NetSuite, go to **Setup** > **Company** > **Enable Features** > **Transactions** tab and check **Advanced Receiving**.
**Missing required fields**
NetSuite rejected the sync because the instance requires fields that Ramp does not populate (such as department, class, or custom fields). The error message specifies which field is missing. Update the required field in NetSuite or adjust your NetSuite configuration to make the field optional for item receipts, then retry.
**Duplicate receipt number**
An item receipt with the same receipt number already exists in NetSuite. Edit the item receipt in Ramp to change the receipt number to a unique value, then retry the sync.
**Sync already in progress**
A sync for this item receipt is already running. Wait for the current sync to complete before attempting another. The status will update to **Synced** or **Failed** once the in-progress sync finishes.
## Frequently asked questions
### Who can sync item receipts to NetSuite?
Users with accounting visibility, procurement administration permissions, or PO owners can sync item receipts.
### Do item receipts sync automatically after the PO is synced?
Yes. When a purchase order is synced to NetSuite, Ramp automatically attempts to sync any existing item receipts on that PO. If an item receipt is created after the PO has already been synced, you will need to manually click **Sync to NetSuite** on the item receipt row.
### Can I sync item receipts to Sage Intacct or QuickBooks?
Sage Intacct is supported — see [Sage Intacct integration: Purchase orders and item receipts](/sage-intacct-po-importing). QuickBooks and other ERPs don't support item receipt sync at this time.
### What happens if some line items on the item receipt have inventory detail requirements?
Line items requiring inventory details (bins, lots, serial numbers) are excluded from the sync. You can still sync the item receipt for the remaining eligible lines on the same purchase order.
### How do I view the synced item receipt in NetSuite?
After a successful sync, a link appears in the **Accounting** column of the item receipt row. Click the link to open the item receipt directly in NetSuite.
## Related articles
- [Syncing Ramp Purchase Orders into accounting](/syncing-ramp-purchase-orders-into-accounting)
- [Ramp with NetSuite overview](/netsuite-overview)
- [Purchase orders in Ramp](/purchases-orders-in-ramp)
- [Resolving 'Pending Bill' status in NetSuite after over-receipt](/resolving-pending-bill-status-in-netsuite-after-over-receipt)
---
# Resolving 'Pending Bill' Status in NetSuite After Over-Receipt
> Official Ramp Help Center article. Topic: Procurement / Manage Procurement. [View the canonical page](https://support.ramp.com/resolving-pending-bill-status-in-netsuite-after-over-receipt).
**Resolving 'Pending Bill' Status in NetSuite After Over-Receipt**
When you receive more units than the original purchase order (PO) quantity and update the bill in NetSuite, the PO may display a 'Pending Bill' status. This occurs because the bill quantity exceeds what was originally ordered.
**Option 1: Increase the PO Line Quantity**
- In NetSuite, navigate to the original PO
- Edit the PO line quantity to match the actual received amount
- Save the updated PO
- Re-sync with Ramp to clear the 'Pending Bill' status
**Option 2: Split the Bill Lines**
- Link only the original PO quantity to the PO in the bill
- Add a separate bill line for the extra units received (not linked to the PO)
- This keeps the original PO fully billed while accounting for the over-receipt
**Option 3: Void and Recreate (For Locked Bills)**
- If the bill is locked in NetSuite and cannot be edited:
- Void the existing bill
- Update the PO quantity or plan to split the lines
- Recreate the bill with the corrected structure
---
# Syncing POs and matched bills troubleshooting guide (NetSuite only)
> Official Ramp Help Center article. Topic: Procurement / Manage Procurement. [View the canonical page](https://support.ramp.com/syncing-pos-and-matched-bills-troubleshooting-guide-netsuite-only).
## Overview
If you are using NetSuite, you may run into issues syncing POs and/or bills attached to POs that could be fixed by updating your NetSuite preferences.
## Error 1 - Syncing bill matched to PO
```
We were unable to sync this bill due to an invalid reference in NetSuite.
```
This error can occur when a PO is attached to a bill in Ramp, but the attached PO in NetSuite is still pending receipt of the items, and the NetSuite account does not have "Bill in advance of receipt" enabled.
This error can also occur if the PO is already showing "fully billed" because it's matched to a bill that's already fully billed. If the PO is showing fully billed, any new bills created in Ramp and syncing in Ramp and syncing to NetSuite for that PO will get this error.
**Solution - Enable billing in advance of receipts**
Typically, POs in NetSuite need to be received before they can be billed against, but this setting in NetSuite allows you to bill against a PO even without a receipt. Enabling this may allow your company to move more quickly with billing. In NetSuite:
- Go to `Setup -> Accounting -> Accounting Preferences`
- Go to the `Order Management` tab
- Go to the `Receiving` section and enable `Bill in advance of receipt` option
**Alternatively**, you could solve by:
- Creating an item receipt for the bill
- Deleting the bill in Ramp, and recreate the bill once the items have been received in NetSuite
- Ignoring the error until the PO items are marked as received in NetSuite. The error will then resolve and the bill will sync to NetSuite with the next sync after receipt
## Error 2 - Syncing bill matched to PO
**Solution:** This error can occur if a bill is synced to a PO that was deleted in NetSuite. This can be fixed by re-syncing the PO from Ramp to NetSuite, which would re-create the PO.
## Error 3 - Syncing a PO from Ramp to NS
**Solution:** You may be having trouble syncing a PO if your NetSuite instance doesn't allow for the right line items. EnableItems and Expenses in your NetSuite PO settings
For example, if you're hitting an error when trying to sync a PO with an expense line item, update NetSuite to allow for Inventory:
- Go to `Setup -> Accounting -> Accounting Preferences`
- Go to the `Order Management` tab
- Find the `Receiving` section and enable option to allow expenses
**Solution:** You may be having trouble syncing a PO if the PO# in NetSuite is different from the Ramp PO#. The solution here is to double check you have `"Allow Override" enabled specifically for Purchase Orders transaction numbers.`Steps below from [reference documentation](https://docs.oracle.com/en/cloud/saas/netsuite/ns-online-help/section_N547392.html#procedure_N547416):
- An administrator can go to *Setup > Company > Auto-Generated Numbers* .
- Click the **Transactions** subtab.
- To ensure that no duplicate transaction numbers are used, clear the box in the **Allow Override** column for each transaction.
- Click **Save** .
---
# Spend Request Review Predictions
> Official Ramp Help Center article. Topic: Expense Management / Pre-Spend Controls & Spend Requests. [View the canonical page](https://support.ramp.com/spend-request-review-predictions).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
> **Note:** This article applies to Admins and Owners who review fund spend requests.
Spend request review predictions are AI-powered recommendations that help admins make faster, more informed decisions when reviewing fund spend requests. When you review a spend request, you see a recommendation — **Approval recommended**, **Review recommended**, or **Rejection recommended** — along with the reasoning behind it.
Predictions are available to Ramp Plus customers with an uploaded policy document. Predictions are generated automatically — no separate activation is required.
---
## How predictions work
When you open a fund spend request for review, the Spend Request Agent analyzes the request and generates a recommendation. The agent evaluates:
- **Request details** — fund name, requested amount, currency, spending interval (one-time or recurring), memo, and request type (new fund or change to an existing fund)
- **Requester information** — name, email, and department
- **Existing funds** — the requester's current funds, remaining balances, and spending in the current cycle
- **Pending requests** — other pending spend requests from the same requester
- **Budget context** — budget name, budget amount, variance, and issued spend when available
- **Spend Programs** — available Spend Programs and their guidance
- **Policy document** — relevant sections of your business's uploaded expense policy, retrieved using semantic search
For change requests (edits to an existing fund), the agent evaluates the difference from the current fund rather than treating the request as a new fund.
---
## Where to see predictions
Predictions appear in three places:
- **Inbox** — Go to [**Inbox** > **Funds**](https://app.ramp.com/inbox/funds) . The **Recommendation** column shows a badge for each request. Hover over the badge to see the reasoning.
- **Request detail page** — Click any spend request to open its detail page. A colored banner displays the recommendation with a brief explanation of the reasoning.
- **Homepage** — Spend requests pending your review on the [Homepage](https://app.ramp.com/home) show the recommendation as a text label next to the request.
---
## Understanding recommendations
Each prediction produces one of three recommendations:
| **Recommendation** | **What it means** |
| --- | --- |
| Approval recommended | The request aligns with your policy and the agent identified no significant risk factors. |
| Review recommended | The agent identified factors that need human judgment, such as a potential overlap with an existing fund, a mismatch with a Spend Program, or ambiguous policy coverage. This recommendation also appears when the agent does not have enough context to make a confident recommendation. |
| Rejection recommended | The agent identified a clear policy violation with no in-policy alternative. |
**Recommendations are suggestions only.** As a reviewer, you always have final authority to approve or reject any spend request regardless of the recommendation.
Each recommendation includes a rationale explaining the agent's reasoning, including references to relevant sections of your policy document.
---
## Providing feedback
You can help improve future predictions by providing feedback on any recommendation:
1. Open a spend request with a prediction on the request detail page.
2. Click the **thumbs up** or **thumbs down** button next to the recommendation.
3. Optionally enter a reason for your feedback in the text box.
4. Click **Submit feedback** .
Your feedback helps the system learn your business's approval patterns and improve the accuracy of future recommendations. Once you submit feedback on a prediction, the feedback buttons are hidden for that request.
---
## Prerequisites and permissions
### Prerequisites
- Your business must be on **Ramp Plus** .
- Your business must have an uploaded and published policy document. See [Set Up Policy Agent](/set-up-policy-agent) for instructions on configuring your policy document. Predictions require a policy document with substantive content.
### Who can see predictions
Spend request review predictions are currently visible to **Admins** and **Owners** who review fund spend requests.
Other roles, including budget owners and managers, do not see spend request predictions at this time.
{/* vale Ramp.ProductTerms = NO */}
> **Note:** The visibility setting under [**Policy** > **Travel & expenses** > **Policy agent**](https://app.ramp.com/settings/expense-policy/travel-and-expenses) controls who can see transaction and reimbursement review predictions. That setting does not affect spend request predictions, which are currently limited to Admins and Owners.
{/* vale Ramp.ProductTerms = YES */}
---
## Troubleshooting
**Predictions are not appearing on spend requests**
Verify the following:
1. Your business is on **Ramp Plus** .
{/* vale Ramp.ProductTerms = NO */}
2. Your business has an uploaded and published policy document. Go to [**Policy** > **Travel & expenses** > **Policy agent**](https://app.ramp.com/settings/expense-policy/travel-and-expenses) to check. See [Set Up Policy Agent](/set-up-policy-agent) for instructions on configuring your policy document.
{/* vale Ramp.ProductTerms = YES */}
3. You are signed in as an **Admin** or **Owner** . Other roles do not see spend request predictions.
4. The request is a **fund spend request** . Predictions are generated for fund spend requests only.
If all of the above are correct and predictions still do not appear, [contact Ramp Support](/how-to-contact-ramps-support-team).
---
## Frequently asked questions
### Who can see spend request review predictions?
{/* vale Ramp.ProductTerms = NO */}
Admins and Owners who review fund spend requests. Other roles, including budget owners and managers, do not see spend request predictions at this time. For transaction and reimbursement predictions, admins can extend visibility to all reviewers under [**Policy** > **Travel & expenses** > **Policy agent**](https://app.ramp.com/settings/expense-policy/travel-and-expenses).
{/* vale Ramp.ProductTerms = YES */}
### Can I turn off spend request review predictions?
There is no per-user or per-business setting to disable spend request review predictions. Predictions are generated automatically for Ramp Plus businesses with a published policy document. The feature is on by default and cannot be individually disabled.
### What should I do if a recommendation is inaccurate?
Click the **thumbs down** button on the recommendation and optionally describe what was wrong. Your feedback is used to improve future predictions. Regardless of the recommendation, you always have final authority to approve or reject the request.
### How can I improve the accuracy of recommendations?
Keep your policy document up to date and comprehensive. The Spend Request Agent uses semantic search to find relevant sections of your policy for each request — a more detailed policy with clear rules, thresholds, and exceptions produces more confident recommendations. Providing thumbs up or thumbs down feedback on predictions also helps the system learn your business's approval patterns over time.
---
## Related articles
- [Setting up spend request approvals](/setting-up-spend-request-approvals)
- [Spend requests and spending limit increases](/spend-requests-and-spending-limit-increases)
- [Set Up Policy Agent](/set-up-policy-agent) — for configuring your policy document
---
# Setting up controls on Ramp cards and funds
> Official Ramp Help Center article. Topic: Expense Management / Pre-Spend Controls & Spend Requests. [View the canonical page](https://support.ramp.com/setting-up-controls-on-ramp-cards-and-funds).
> **Note: This article primarily applies to Ramp Administrators.**
> Cardholders may find other articles in the [Cards and transactions](/cards) section to be more applicable.
## Overview
Use Ramp's embedded policies to control spending before it happens using Ramp's embedded policies. To view or edit funds-level controls, locate the funds on the **Funds** tab and click to select them. Then, click the **Options** button and select **Edit**to change any of the settings described below.
## Configure Ramp card and fund controls
### Owner
The owner is the name of the cardholder you assign the funds to. The owner's name is printed on physical cards.
### What is it for?
Enter a short description of the purpose of the funds. This is the internal name for the funds. This description is not printed on the funds.
### Amount
The dollar limit of the funds. The limit renews at the frequency entered in the **Frequency**field.
### Currency
The **Currency** field is only active while the funds are being created. You cannot modify the currency of the funds after they've been issued.
### Frequency
How often the **Amount**, or limit, resets:
- **Daily** resets at 12am UTC each day.
- **Weekly** resets at 12am UTC every Sunday.
- **Monthly** resets at 12am UTC on the last day of each calendar month.
- **Quarterly** resets at 12am UTC every 3 calendar months (January, April, July, October).
- **Yearly limit** resets at 12am UTC on the last day of each calendar year.
- **Annual limit** resets at 12am UTC on the same day each year (the day the card was originally issued).
- **Does not repeat** indicates the fund amount will not reset. The fund locks once the limit is reached. If you set the frequency to Does not repeat, but the historic spend on the fund exceeds that amount, the fund will auto-lock. You can unlock the fund by changing the reset frequency to anything but Does not repeat.
### Add a one-time increase
Toggle **Add a one-time increase** on if you would like the limit entered into the Amount field to revert to the previous limit at the end of the period in the **Frequency** field.
Suppose you have a limit of $1000 a month, but temporarily need additional spend to cover a special project. You could set the **amount**field to $5000 and toggle **Add a one-time increase** on. This changes the limit to $5000 until the end of the month when the limit reverts to $1000.
### Submission policy
Select the submission policy you want to apply to the transactions made on these funds.
## Advanced
### Sharing
### These funds can be shared with others at your company
If you want more than one person to access the same limit, you can share these funds with others at your company.
### Who should this be shared with?
Select the cardholders you want to access the shared limit.
### Spending controls and restrictions
### Restrict categories and merchants
Click the **Add restrictions** button to restrict funds purchases by category or merchant.
### Category restrictions
Click the **Control type** field to select from the following:
- Select **Allowed categories** to allow transactions from merchants classified in the selected categories. All spend from merchants not classified in the selected categories is declined.
- Select **Blocked categories** to block spend from merchants classified in the selected categories.
- Select **None** if you do not want to restrict by category.
### Merchant restrictions
Click the **Control type** field to select from the following:
- Select **Allowed merchants** to allow transactions from the selected merchants. Some merchants may have more than one entry, so select each relevant entry.
- Select **Blocked merchants** to block spend from the selected merchants. Some merchants may have more than one entry, so select each relevant entry.
- Select None if you do not want to restrict by merchant.
### Start date
Enter the date you want the funds to become active. Leave blank if you want the funds to be active right away.
### Lock on a certain date
Set the date when the funds must stop accepting charges from [Manage spend > Funds > Issued](https://app.ramp.com/funds/issued). Spending is not allowed on or after this date. This is separate from an [auto-archive date (Beta)](/archive-and-restore-funds#set-an-auto-archive-date-for-funds), which schedules removal from active use rather than an immediate spending cutoff.
### Max expense amount
Enter the maximum expense you want to allow on the funds. Any transactions over this amount will be automatically declined.
### Reviews and memos
### Expense approval
Select an existing expense approval policy. The policy selected here will apply to all transactions made with these funds once you click the **Save changes**button. Prior transactions retain the expense approval policies active when the transaction occurred.
### Use a default memo for all transactions
Toggle **Use a default memo for all transactions**on to enter a memo to appear on all transactions.
### Transaction coding rules
### Accounting rules
Click the **Add** button to set default entries for accounting fields for transactions made on these funds. Selections here override all other accounting rules unless manually overridden.
### Payment options
### Reimbursements
Toggle **Reimbursements** to allow employees to enter reimbursements towards their funds.
- If a reimbursement is *not* submitted for funds, the default expense review policy applies.
- If the limit on the funds resets periodically, the date of the transaction determines which reset period the reimbursement is applied against.
- For example, if funds with a $500 limit resets every week and the cardholder submits a reimbursement request against that limit for a $300 transaction made the prior week that was paid for with their personal, non-Ramp card.
- The $300 reimbursement is applied against last week's limit because the date of the transaction is last week.
- If last week's limit has less than $300 available on it, the reimbursement cannot be requested toward these funds.
### Physical card (option not visible when issuing or requesting; only visible when editing funds)
Toggle the **Physical card** on if this card will be physically swiped at the location. Each cardholder is limited to one physical card at a time.
### Online (option not visible when issuing or requesting; only visible when editing funds)
Toggle **Online** on if you want virtual card-only funds. These are issued with a card number to be used for online transactions.
## Danger zone
### Entity
You will only see this option if you have multiple entities. If you do, select the entity the funds should be associated with. Note that only future transactions are associated with the newly selected entity. Existing transactions remain unchanged.
### Add to program
Click the **Add** **to** **program** button to add the funds to an existing Spend Program. If you add the funds to a Spend Program, the Spend Program settings override any changes you make here.
### Terminate
Click the **Terminate** button to delete the funds.
---
# Difference between funds, virtual cards, and physical cards
> Official Ramp Help Center article. Topic: Expense Management / Pre-Spend Controls & Spend Requests. [View the canonical page](https://support.ramp.com/difference-between-funds-virtual-cards-and-physical-cards).
## Overview
Physical cards, virtual cards, and funds are different ways to spend the money your company allocates. Physical cards do not have any money by themselves. They spend from the funds issued by the finance team. Virtual cards are intended for online-only spend. Below is a description of their differences. Read more about how to use funds, physical cards, and virtual cards at the following article: [How to use Ramp funds, physical cards, and virtual cards.](/how-to-use-ramp-funds-physical-cards-and-virtual-cards)
## How they work
## Physical cards
Physical cards can be ordered for all members of your company's Ramp account ([here's a guide on how to do that](/ordering-or-requesting-physical-cards-virtual-cards-and-funds)). However, each Ramp user account can only have one physical card active at a time, and they cannot be transferred to another user.
It is worth noting that Physical cards do not come with any additional money to spend. They pull from ***funds*** issued by the finance team (see the following section on Funds).
When you make a purchase on your physical card, it gets attributed to your funds. Depending on how your company operates, you may have multiple funds or a single instance of funds.
Physical cards can be used for all purchases, including in-store ones, whether or not a vendor accepts Apple/Google Pay. For convenience, you may also add your physical card to your mobile wallet.
## Funds
Funds are allocations of money from the finance team. They cover general expenses such as travel, health and wellness stipends, and office supplies. Funds do not have card numbers by default. However, one can be generated if needed. Funds are meant to be spent from your physical card. They can be issued quickly and at any time in unlimited quantities.
> Issuing a fund with physical card spending enabled also pre-approves the user for physical card issuance.
**Enabling funds for physical card spending**
When issuing funds to users, admins must select both **virtual** and **physical card** options if they want users to spend those funds with a physical card:
- Selecting only **virtual card** restricts the funds to online or virtual card transactions only.
- Selecting both **virtual** and **physical card** options enables the funds to be used with the user's physical Ramp card.
- Funds not enabled for physical cards will not be accessible via the user's physical Ramp card for in-person purchases.
## Virtual cards
Virtual cards can be issued quickly and in unlimited quantities at any time. They can also be easily transferred or terminated if need be. Virtual cards are meant for digital purchases, such as advertising, online purchases, SaaS, etc.
---
# Setting up category and merchant restrictions
> Official Ramp Help Center article. Topic: Expense Management / Pre-Spend Controls & Spend Requests. [View the canonical page](https://support.ramp.com/setting-up-category-and-merchant-restrictions).
> **Note: This article primarily applies to Ramp Administrators.**
> Cardholders may find other articles in the [Cards and transactions](/cards) section to be more applicable.
## Overview
By restricting purchases on a card or funds to specific categories, you can better control the amount of money an employee spends on their card. If an employee tries to make a purchase in a spend category that you have not authorized, the transaction will be declined. With category-restricted cards or funds, your team can have more rules, control, and peace of mind about employee spend.
## How it works
Ramp determines the category of a merchant based on the MCC code and a number of factors. Sometimes, the category that we classify a merchant as does not match the user's expectation for the merchant's category. For example, you might think that your purchase at your favorite neighborhood restaurant will appear under the category "Restaurants" but instead Ramp might classify that merchant as "Supermarkets and Grocery Stores". If your category-restricted card or funds only allow purchases in the "Restaurants" category, your card might get declined in this case.
If your card is declined, we will alert you via SMS and, depending on your role, give you instructions on how to allow an exception.
## Adding category restrictions
You can place category restrictions on new virtual cards or funds, or you can edit existing virtual cards or funds to include category restrictions.
1. When creating, requesting, or editing a card or funds, you can add category restrictions by navigating to the "Spend controls and restrictions" section.
2. Click "Add restrictions".
3. You will be prompted with a drop-down of the categories you can allow or block on a card. Search by the category or the particular merchant to determine which categories best suit your needs.
4. Add as many categories as you would like. Any spend on categories not selected will be declined.
Category restrictions on cards and funds are optional. If you choose not to select any category restrictions, then a card or funds will allow transactions from any category.
## Allowing exceptions
If your category-restricted card or funds are declined due to an issue with a transaction's category, we will send you an SMS message alerting you about the decline and how to make an exception.
- If you are a cardholder, the SMS message notes to reach out to your finance team to request an exception.
- If you are an admin, the SMS message details how to amend the category restrictions within Ramp.
## Viewing restrictions
When you click on a card or funds, a window will open with more information about it. In this window, we list the number of "Spend Categories." If your card or funds has category restrictions, and you hover over the information icon in the "Spend Categories" section, we list the names of all the categories that the card or funds are restricted to.
## Available categories
You can find a list of all available spend categories below:
- Advertising
- Airlines
- Alcohol and Bars
- Books and Newspapers
- Car Rental
- Car Services
- Charitable Donations
- Clothing
- Cloud Computing
- Clubs and Memberships
- Education
- Electronics
- Entertainment
- Fees and Financial institutions
- Fines
- Freight, Moving, and Delivery Services
- Fuel and Gas
- Gambling
- General Merchandise
- Government Services
- Insurance
- Internet and Phone
- Intra-Company Purchases
- Legal
- Lodging
- Medical
- Office
- Office supplies and cleaning
- Other
- Parking
- Pet
- Political Organizations
- Professional Services
- Religious Organizations
- Restaurants
- SaaS / Software
- Shipping
- Streaming Services
- Supermarkets and Grocery Stores
- Taxes and tax preparation
- Taxi and Rideshare
- Travel Misc
- Utilities
## Frequently asked questions
### How is the MCC code determined?
- Merchants configure this in their card acceptor/point of sale's settings (usually for tax and other reporting purposes, Ramp is unable to change this.
### Do these restrictions apply to reimbursements?
- If the reimbursement is associated with Ramp funds, then yes. Learn more about reimbursement-only funds [here](/reimbursement-only-spend-programs)
---
# Blocking or restricting merchants on Ramp
> Official Ramp Help Center article. Topic: Expense Management / Pre-Spend Controls & Spend Requests. [View the canonical page](https://support.ramp.com/blocking-or-restricting-merchants-on-ramp).
> **Note: This article primarily applies to Ramp Administrators.**
> Cardholders may find other articles in the [Cards and transactions](/cards) section to be more applicable.
## Overview
Ramp offers the ability to restrict which vendors your company's Ramp cards and funds can transact with or be charged by.
Whether this is to prevent a vendor from charging you again, prevent employees from transacting with certain vendors, or only allow certain vendors on cards and funds, this will help control and monitor your company's spend.
There are two levels of merchant restriction on Ramp: one at the card or funds level and one at the company level.
## Card restriction
To restrict merchants on a single card or funds:
1. Select the card or funds you wish to add the merchant restriction to.
2. Click **Actions** > **Edit** .
3. Scroll down to the **Advanced** section > Spending controls and restrictions > **Restrict categories & merchants** field.
4. From there, you can choose which categories and merchants are *blocked* on a Ramp card or funds or which merchants should *only* be able to transact on that card or funds.
- For example, you may not want this card or funds to transact at Amazon: use **Blocked merchants** and add "Amazon" to prevent Amazon charges from being made.
- Alternatively, if you wanted a card to *only* be used at Amazon (such as making a vendor-specific card), you'd use **Allowed merchants** and add "Amazon" to block all other merchants.
5. Save your changes, and then you'll be all set.
## Company merchant restrictions
Want to make sure no one at your company spends at a certain vendor? We now have a global restriction setting that blocks charges from added merchants across all your company's Ramp cards and funds.
To access this global restriction list:
1. Go to **Policy** > **Travel & expenses** > **Additional controls** > [**Global approvals and restrictions**](https://app.ramp.com/settings/expense-policy/travel-and-expenses#/d/global-approvals-and-restrictions)
2. Scroll to **Restricted Merchants**
3. Add the merchants you wish to block globally, and you're all set.
> **Note:** If a merchant is added to your company’s global restrictions, you won’t be able to allowlist it on a single card.
## Why an allowed merchant may still be declined
When you add a merchant to your allowed merchants list, Ramp saves a specific merchant entry based on past transaction data. However, the same real-world vendor can process charges under different names on the card network. These different names are called **merchant descriptors**, and each distinct descriptor may correspond to a separate merchant entry in Ramp.
Each distinct descriptor can appear as a separate merchant entry in Ramp. If you add only one entry to your allowed merchants list but a charge comes through under a different descriptor for the same vendor, the transaction may be declined because Ramp treats these as different merchants.
## How to prevent descriptor mismatch declines
- **Select each relevant merchant entry.** Some merchants may have more than one entry. Search by merchant name in the restriction settings, then select each entry you want to allow or block.
- **Check the merchant descriptor on a declined transaction.** If a transaction is declined due to a merchant restriction and you believe the merchant should be allowed, check the declined transaction details. The merchant descriptor, which is the name the vendor used on the card network, may differ from the merchant name you see in Ramp. You can find the merchant descriptor by opening the transaction and selecting **Copy merchant description** from the options menu.
- **Report incorrect merchant info.** If a merchant is labeled incorrectly or a descriptor is not mapping to the expected merchant, select **Report incorrect merchant info** from the transaction to flag it for correction.
- **Ramp auto-detects some allowed merchant mismatches.** After some transactions are declined because the merchant isn't on the card or funds' allowed merchants list, Ramp may check whether the declined merchant matches one on the list. If Ramp corrects the merchant and the transaction is approved when retried, Ramp sends a text message.
---
# Funds, cards, and Spend Programs
> Official Ramp Help Center article. Topic: Expense Management / Pre-Spend Controls & Spend Requests. [View the canonical page](https://support.ramp.com/funds-cards-and-spend-programs).
## Overview
Funds are a set amount of money that can be spent from a physical card or reimbursed from. This gives the finance team additional control over company budgets and gives the cardholder an easy way to spend from one or more funds.
This powerful functionality makes spending and tracking even more effortless.
## What are funds (fka cards), virtual cards, and physical cards?
**Funds** are a set amount of money your company provides you for general expenses you incur on behalf of your company. If you have a physical card, funds are designed to be used from your physical card.
- Some examples include a wellness stipend, an education stipend, or a travel stipend.
- Your finance team may set merchant restrictions, transaction amount restrictions, or other spending restrictions on your funds. You may view your funds and other restrictions from the Ramp web or mobile app.
**Virtual cards** are a type of **funds** with their own card number. They can be used online and, when eligible, through a mobile wallet. They cannot spend from your physical card.
- Some examples of when you might need a virtual card include managing several online payments for a single project.
- Ramp also has vendor cards, which are virtual cards for a single vendor.
Your **physical card** can spend funds that have physical-card spending enabled. It is a vehicle to access eligible funds. Without available eligible funds, your physical card cannot be used for spending. Ramp will auto-match your transaction to the right funds based on your spend history, merchant name, amount, and restrictions on your funds.
A **reimbursement** is an expense you incur on behalf of your company from your personal card rather than your Ramp card. If your company has enabled reimbursements, these can also be applied against funds.
A**Spend Program** (fka card program) lets finance teams issue cards at scale by department, location, and other groupings. Employees may request cards from Spend Programs if the finance team has them set up.
## What do my funds, virtual cards, and physical cards look like in Ramp?
An employee at Ramp may or may not have a physical card, funds, or virtual cards. What employees are issued will affect what they see when they sign in to Ramp.
1. If you have **a physical card and one instance of funds** , all transactions on your physical card will be spent from those funds.
2. If you have a **physical card and multiple funds** , you can spend them on your physical card, and Ramp will auto-match that transaction to one of your funds. More on how this works in the article section [here→](#what-is-auto-matching-and-how-does-it-work)
3. If you have a **physical card, a single instance of funds, and multiple virtual cards** , all transactions on your physical card will be spent on those funds. None of your transactions on your physical card will go towards your virtual card because virtual cards use their own card number online or, when eligible, through a mobile wallet. You can click on your virtual cards to see transactions associated with that virtual card.
4. If you have a **physical card, multiple funds, and multiple virtual cards** , you can make purchases from your physical card, and Ramp will auto-match that transaction to one of your funds. You can click on your virtual cards to see transactions associated with that virtual card.
## What is auto-matching, and how does it work?
Auto-matching is when Ramp takes a transaction from your physical card or physical card number and matches it to the relevant funds. For example, if you purchase office supplies for work and you have funds for "education," "health and wellness," and "office," Ramp will automatically match it to the office funds. Please note that this setting is enabled by default when you have multiple funds.
When will the transaction go through?
1. The transaction will go through as long as:
- You have funds with remaining spending greater than the transaction amount.
- The transaction meets all requirements or restrictions on those funds.
2. If your transaction doesn't meet the above criteria and is declined, you are notified by a text message containing:
- The amount of the charge.
- The merchant.
- The funds the charge was matched to.
- The remaining spend on those funds.
- Any missing items for the transaction.
3. You can move the transaction to another available fund by:
- Responding to the text message you receive after the transaction.
- On the **Home** tab on the web.
- You can only move a transaction to other funds if the transaction was made with your physical card.
## How do I switch a transaction to other funds if the transaction went through on the wrong funds?
If a transaction goes through on the wrong funds via Ramp auto-matching, you, your manager, or an admin on your Ramp account can move the transaction to another available fund.
**For Cardholders:**
1. Go to the **Home** tab.
2. Navigate to the transaction in question.
3. Select the “Spent from” dropdown.
4. Select the correct funds for the transaction.
**For Managers or Admins:**
1. Go to the **Transactions** subtab under the **Expenses** tab.
2. Click on the transaction in question.
3. Navigate to **Spend from** under the **Summary** section.
4. Click the dropdown to see available funds.
5. Select the correct funds for the transaction.
**A few important notes:**
1. Transactions can generally be moved from any funds. The only instance when a transaction cannot be moved is when you use the physical card number and try to move it to funds restricted to virtual card-only.
2. When a transaction is moved to different funds, the new funds' policies and approval chain now apply. For example, if you move your transaction from your Wellness funds to your Learning and Development fund, the Learning and Development fund’s policies now apply.
3. Cardholders and managers can only move transactions to other funds before syncing them to the accounting provider. Only admins can change the funds after the transaction is synced.
## How do I submit a reimbursement for my funds?
If you spend on your card and need your company to reimburse you, you may submit the reimbursement for your funds. When you create a reimbursement, the form has a field that allows you to select the relevant fund.
> **Important**: If you’d like to reimburse towards a previous reimbursement period, please note that Ramp reimburses from the reimbursement period the transaction date is in.
For example, suppose you have funds whose limit resets monthly and reimbursement with a transaction date of last month you forgot to enter. If this month is August and the transaction occurred in July, the reimbursement is applied against the July funds.
You can also create a reimbursement from the fund itself.
1. Select the funds from the **Home** tab.
2. Click “Actions.”
3. Select **Submit reimbursement** to start a draft reimbursement.
## What are other ways to use my funds?
1. **Generate a unique card number** —If you need to purchase with your funds using a card number, you can generate one by clicking into your physical card or funds, navigating to the "Funds" tab, clicking on the funds you want a card number for, and clicking “Generate unique card number.” Once generated, you can always find it in the same funds tab.
2. **Lock funds** –if you lock your funds, transactions towards them will be declined, and transactions on your physical card will not be spent from these funds.
3. **Archive funds**: Remove funds from active use without deleting their transaction history. See [Archive and restore funds](/archive-and-restore-funds) for manual archival, auto-archive dates (Beta), and automatic archival of inactive funds.
4. **Terminate funds** —If you no longer intend to use them, you may terminate them. This action cannot be undone. The funds will no longer appear on Ramp, but all transactions from the funds will remain in your account.
5. **Recurring memos** —You can specify a default memo that will be auto-set for all transactions made within a particular fund. This serves as another layer of automation for our users, especially for those using single-purpose funds.
**Additional notes:**
1. You may choose to have your physical card spend from specific funds rather than auto-matching. To do this, click on your physical card and select specific funds.
2. A physical card must have funds available to function.
3. If the funds linked to your physical card are terminated, the physical card will be declined because it no longer inherits the limit or settings from the funds You must either link other funds or request funds for the physical card to link to.
4. When a member of a shared fund with recurring charges is terminated, their virtual cards are deactivated and charges will be declined.
1. Issue a new virtual card from the shared fund to an active user to continue payments.
2. Update the vendor's payment method to use the new card.
5. Ramp does not offer a company-wide setting to block all new virtual card or fund requests. Requests must be manually approved or denied by Admins/Managers.
---
# Decline Buffers
> Official Ramp Help Center article. Topic: Expense Management / Pre-Spend Controls & Spend Requests. [View the canonical page](https://support.ramp.com/decline-buffers).
> **Note:** Decline buffer settings are visible to Admins only. Employees see only the base fund limit — not the buffer percentage or amount.
## Overview
When a card transaction slightly exceeds a fund's spending limit, it normally gets declined — even if the overage is just a few dollars. Decline buffers add a configurable percentage-based cushion on top of your fund limits, so small, low-risk overages are approved instead of blocked.
Decline buffers are opt-in and configured by Admins.
---
## How decline buffers work
A decline buffer adds a percentage-based cushion on top of a fund's spending limit, creating a single expanded ceiling for each spend period. The employee still sees their original limit — the buffer works behind the scenes.
**Example:** A fund has a $500 limit with a 10% buffer. The expanded ceiling becomes $550. A $520 purchase is approved instead of declined, and the $20 above $500 is recorded as an overage. Purchases that would push the fund's total spend above $550 are still declined.
- **Percentage-based:** The buffer is set as a percentage (0–100%) of the fund's limit. The default suggested buffer is 10%.
- **A single cushion per spend period — not additive, not per-transaction:** The buffer is one shared cushion for the whole spend period, not a fresh cushion granted for each transaction, and not a permanent increase to the limit. Transactions are approved as long as the fund's *cumulative* spend for the period stays at or below the expanded ceiling (limit + buffer). Once cumulative spend reaches the ceiling, further transactions are declined until the fund resets. The buffer does not roll over — it resets when the next spend period begins.
**Example:** A weekly fund has a $100 limit with a 10% buffer ($10), so the ceiling is $110 for the week. Cumulative spend up to $100 is approved with no overage. Between $100.01 and $110, transactions are still approved and the amount above $100 is flagged as an overage. Several transactions can draw from the same $10 buffer until cumulative spend reaches $110 — at that point further transactions are declined. The full $10 buffer becomes available again the following week.
- **Max buffer amount (dollar cap):** A dollar cap can be set at the business level to limit the buffer on high-limit funds. Ramp uses the lesser of the buffer percentage amount and the dollar cap. If no custom cap is configured, the default cap is $10,000.
- **Precedence:** Fund > Spend Program > business-wide. The most specific setting wins. Setting a buffer to 0% at any level explicitly disables the buffer and prevents fallback to a higher-level default; leaving it unset lets the fund inherit the next level up.
- **Card transactions only:** Decline buffers apply to card transactions (physical and virtual). They do not apply to reimbursements.
- **Shared funds:** Decline buffers apply to shared funds. On a shared fund, overage amounts are hidden from members but visible to the fund's owner and co-owners.
- **Invisible to employees:** Employees see only the base fund limit. They do not see the buffer or any indication that one is active.
---
## For Admins
You can configure decline buffers at three levels: business-wide, per Spend Program, or per individual fund. When more than one level is set, the most specific one applies (fund > Spend Program > business-wide).
### Set up a business-wide decline buffer
A business-wide setting applies a default buffer to funds across your business.
1. Go to [**Policy** > **Travel & expenses** > **Additional controls** > **Expense requirements**](https://app.ramp.com/settings/expense-policy/travel-and-expenses#/d/expense-policy/submission-policies).
2. In the **Decline buffers** section, choose **Set an amount** and enter the default buffer percentage.
3. Optionally, set a **Max amount** (dollar cap) to limit the buffer on high-limit funds.
4. Choose whether the buffer applies to all funds or only to funds created going forward. Existing funds are unaffected when you apply it only to new funds.
5. Save your changes.
### Set up a Spend Program decline buffer
A buffer set on a Spend Program applies to all funds issued through that program, overriding the business-wide default.
1. Go to your [Spend Programs](https://app.ramp.com/spend-programs) page and open a program, or create a new one.
2. In the program's **Advanced settings**, find the **Decline buffer (%)** control.
3. Choose **Custom amount** and enter a percentage, or keep the business default.
4. Save the program.
### Set up a fund-level decline buffer
A fund-level buffer applies to a single fund, overriding both program-level and business-wide settings.
1. Go to [Cards](https://app.ramp.com/cards) and open a fund, or create a new one.
2. In the fund's **Advanced settings**, find the **Decline buffer (%)** control.
3. Choose **Custom amount** and enter a percentage, or select **None** to disable the buffer for this fund.
4. Save the fund.
Keep the business default to inherit the buffer from the Spend Program or business-wide setting.
### Edit a decline buffer
To change an existing buffer, return to where it was configured:
- **Business-wide:** the **Decline buffers** section under [**Policy** > **Travel & expenses** > **Additional controls** > **Expense requirements**](https://app.ramp.com/settings/expense-policy/travel-and-expenses#/d/expense-policy/submission-policies).
- **Spend Program:** the **Advanced settings** of the Spend Program.
- **Fund:** the **Advanced settings** of the fund.
### Monitor overages
When decline buffers are enabled, overage amounts appear in your funds view, so you can see where buffers are being used and whether limits need adjusting. The Spend Programs table shows an **Allowed buffer** column with the effective buffer percentage for each program.
---
## For Employees
### What you see
Your fund limits appear as normal — the base limit your Admin set. You will not see any indication that a decline buffer is active on your fund.
If a transaction goes through that would normally have been declined — because it exceeded your base limit but fell within the buffer — Ramp shows a message that your finance team let it through this time.
### If a transaction is still declined
Even with a buffer, transactions are declined once the fund's cumulative spend for the period reaches the expanded ceiling. If this happens:
1. Check your remaining fund balance in the Ramp app.
2. Request a limit increase from your Admin. See [Spend requests and spending limit increases](/spend-requests-and-spending-limit-increases).
---
## Frequently asked questions
### Can employees see decline buffers on their funds?
No. Employees see only the base fund limit. The buffer percentage and amount are visible only to Admins.
### How does the max buffer amount (dollar cap) work?
The dollar cap is set at the business level and acts as a ceiling. Ramp uses the lesser of the buffer percentage amount and the dollar cap. For example, if a fund has a $10,000 limit with a 10% buffer ($1,000) but the dollar cap is $200, the effective buffer is $200. If no custom cap is configured, the default cap is $10,000.
### Can I set different buffers for different funds?
Yes. You can set a business-wide default and override it on individual Spend Programs or funds. You can also leave the business-wide setting off and configure buffers selectively on specific programs or funds.
### Do decline buffers apply to shared funds?
Yes. On a shared fund, the buffer still applies. Overage amounts are hidden from members but visible to the fund's owner and co-owners.
### Do decline buffers apply to all transaction types?
Decline buffers apply to card transactions (physical and virtual). They do not apply to reimbursements.
### What does setting a buffer to 0% do?
Setting a buffer to 0% at any level explicitly disables the buffer and prevents fallback to a higher-level default. This differs from leaving the buffer unset, which lets the fund inherit the buffer from the Spend Program or business-wide setting.
### What happens when a fund's limit resets?
The buffer is recalculated based on the new limit, and the full buffer becomes available again. For example, if a monthly fund resets to $500 with a 10% buffer, the ceiling is $550 again — the buffer does not carry over from the prior period.
---
## Related articles
- [Transaction declines](/transaction-declines)
- [Funds, cards, and Spend Programs](/funds-cards-and-spend-programs)
- [Spend Programs creation and management](/spend-programs-creation-and-management)
- [Setting up controls on Ramp cards and funds](/setting-up-controls-on-ramp-cards-and-funds)
- [Spend requests and spending limit increases](/spend-requests-and-spending-limit-increases)
---
# Reimbursement-only Spend Programs
> Official Ramp Help Center article. Topic: Expense Management / Pre-Spend Controls & Spend Requests. [View the canonical page](https://support.ramp.com/reimbursement-only-spend-programs).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
A reimbursement-only Spend Program is a new way to manage reimbursements within your organization. This program type is designed exclusively for reimbursing employee expenses rather than direct spending and can only be issued by admins. These funds do not allow transactions to go through.
Instead, it allows:
- Admins to track the spend made on an employee's personal card on behalf of the company
- Employees to submit expenses from their personal card towards a specific limit
We encourage using virtual and physical cards for more granular spend controls and visibility.
## How to issue a reimbursement-only Spend Program
Only admins can create and issue reimbursement-only Spend Programs. Employees do not see these programs in their accounts and cannot request or access them directly.
1. Go to the **Spend Programs** tab on the left-hand side of the screen
2. Click the yellow **Create Spend Program** button in the top right-hand corner
3. Select **Expenses and benefits**
4. Under **Any restrictions?** choose “Reimbursements only”.
5. You can *either* click **Review requirements** to update your default submission policy to require "funds" (otherwise your employees can still submit reimbursements without attaching it to specific funds) **OR** choose to do this at a later time and skip to step 8.
6. If you click review requirements, you can update your default submission policy under **Policy** > **Travel & expenses** > **Additional controls** > [**Expense requirements**](https://app.ramp.com/settings/expense-policy/travel-and-expenses#/d/expense-policy/submission-policies) to require "funds" specifically for reimbursements. For more specific steps, see the next section on "How to require funds for reimbursements".
7. Click **Save**
8. Proceed through the process as usual to create a reimbursement-only Spend Program
9. Click **Publish**
## How to require funds for reimbursements
If you want to make sure all reimbursements are submitted through reimbursement-only programs, admins need to update the company’s default policy to require “funds” specifically for reimbursements. This ensures that reimbursements are properly tracked and managed under the designated reimbursement program.
To update your default policy to require "funds," follow the steps outlined below:
1. Go to **Policy** > **Travel & expenses** > **Additional controls** > [**Expense requirements**](https://app.ramp.com/settings/expense-policy/travel-and-expenses#/d/expense-policy/submission-policies)
2. Click **Edit** next to your company's default policy
3. Adjust your policy to require "funds" for reimbursements
4. Click the yellow **Save** button
5. Click the green **Save workflow** button in the top right-hand corner
## Frequently asked questions
### Can employees request reimbursement-only Spend Programs?
No, these programs can only be created and managed by admins. Employees will not see or be able to request these programs.
### How do admins require reimbursements to be submitted through reimbursement-only programs?
Admins must update the default company policy to require reimbursement-specific funds. This ensures that reimbursements are only submitted through the correct program.
### Can reimbursement-only programs be used for direct spending?
No, these programs are exclusively for managing reimbursements and cannot be used for direct spending.
### What happens if I turn off the reimbursement option after my employee has submitted a reimbursement toward the limit that has not yet been approved?
The reimbursement will still count towards the limit.
---
# Multi-currency funds, cards, and Spend Programs
> Official Ramp Help Center article. Topic: Expense Management / Pre-Spend Controls & Spend Requests. [View the canonical page](https://support.ramp.com/multi-currency-funds-cards-and-spend-programs).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
Multi-currency allows your team to issue spend in an employee's local currency. For example, your admin team can now issue spend that display in CAD on your Canadian employees' dashboard. Canadian employees can then spend in their local currency without having to mentally convert from USD.Multi-currency is also supported on the iOS and Android apps for existing card or funds, transaction, and reimbursement flows. This change does not impact accounting, and the currency cannot be changed for existing cards or funds.
## Admins
As an admin, you may issue spend and create Spend Programs in non-USD currencies. First, you must navigate to your settings to configure currencies for your company at the business level or entity level, depending on your preference.
### Setting up and assigning a currency to an entity
If multi-entity is enabled, you may go to the [**Entities**](https://app.ramp.com/settings/entities) drawer, select **Entity details,** and assign currencies to each entity.
If multi-entity is not enabled and you want to set currencies at the business level, you may go to **Settings > [Company Settings](https://app.ramp.com/settings/company-settings/profile) >** scroll down to**Currencies**. You will need to manually select the currency, and you can view the assigned currency from the Locations page.
In the spend issuance flow, your default currency will populate, and you may change it (e.g., if you are issuing a card or funds for an employee who belongs to a CAD entity with a default CAD currency assigned, you can update the currency to USD in the issuance flow).
### Issuing spend and creating Spend Programs
Admins can create a non-USD currency by selecting the currency dropdown in the spend creation flow, the “Product or Service” flow, and the physical card request screen.
### Reviewing spend
In **Cards** or **Funds**, you will be able to see the card or funds spending limit in the local currency, see utilization against the total spending limit, and understand how much your business limit has been spent
The globe icon appears when the original transaction amount or currency differs from the statement amount or currency. Hovering over the icon shows the original transaction amount and currency. For example, a CAD transaction has a globe icon if the statement currency is USD.
Spend controls like **Amount** and **Maximum Transaction Amount** are currency-aware and match the currency of the Spend Limit. Monetary thresholds in spend policies like **Approvals** and **Submission Policies** are evaluated in USD.
**Please note**: The currency on a card, funds, or Spend Program may NOT be edited after creation.
## Employees
### Cards, funds, and transactions
Employees can now request spend in non-USD. In the request spend flow, your currency is defaulted to your entity’s default currency. However, you may change the currency to any currency available to your company. You may also request spend from any non-USD / local currency program.
You can view your transaction amount in the card or funds currency in your recent activity. When the original transaction amount or currency differs from the statement amount or currency, the globe icon appears. Hovering over the icon shows the original transaction amount and currency.
### Reimbursements
If you attach your reimbursement to a non-USD spend, you can see the reimbursement amount in that spend. If your reimbursement is not attached to a non-USD card or funds, the payout currency will be USD. Similar to transactions, the globe icon will display when the reimbursement currency is not the same as the cleared currency.
---
# Spend Programs creation and management
> Official Ramp Help Center article. Topic: Expense Management / Pre-Spend Controls & Spend Requests. [View the canonical page](https://support.ramp.com/spend-programs-creation-and-management).
## Overview
Ramp’s Spend Programs remove the manual work from issuing recurring funds by letting you set your rules — amount, frequency, controls, and automations — once and reuse them anytime with a single click.
Spend Programs are ideal for common use cases like meals, wellness stipends, commuter benefits, travel, or company events. Each time you issue funds, the same guardrails automatically apply — making spend management faster, more consistent, and easier to scale.
**Key benefits**
- **Bulk Issuance** - Streamline the process to issue/request funds at scale with pre-configured controls and automations. No more configuring funds one at a time.
- **Management** - Route requests to the right teams and employees, with faster and more flexible approvals for funds.
- **Reporting** - No more fund by fund management. Clear reporting and auditing of cards and funds on a program level (Travel, Meals, Marketing Ads, etc).
---
## Creating a Spend Program
### 1. Create program directly from your Ramp account
Manage Spend → Programs → Create program
### 2. Set amount and controls
Configure a fixed amount or a custom amount and additional controls.
- Select a currency and frequency (e.g., one-time, monthly, yearly).
- Enable linking to a physical card and/or allow reimbursements.
- Add controls such as merchant or category restrictions.
- Enable a hidden buffer to allow transactions that slightly exceed the fund limit to still go through. When toggled on, set a percentage (0–100%) of the fund amount. The buffer applies to all new and existing funds in the program, except funds that already have a buffer set manually. A dollar-amount preview shows the buffer value based on the program's amount and currency.
### 3. Configure how funds are issued
Choose whether funds can be requested by employees or issued only by Admins.
### 4. Specify who should get funds
Specify who can receive these funds or select “All employees”.
### 5. Set accounting rules
Configure accounting coding to map to transactions on this Program to save your Finance team time to close the books.
### 6. Specify the submission policy
After the purchase, specify what employees are required to submit (e.g. memo and receipt), and who should review these expenses.
### 7. Review your program
Once configured, you can issue funds from your Spend Program with one click. All rules and automations automatically apply, saving time for Admins and employees.
---
## Manage your Spend Programs
Manage and monitor all your Spend Programs from the Programs tab under Manage Spend.
**Key actions you can take:**
**Bulk actions** across multiple funds in a program
- Change owner
- Lock or Unlock or Terminate fund availability
- Add existing funds to a Program or bulk issue funds via CSV
**Edit program:** Click edit program and modify the desired fields. Admins can choose to apply changes to all existing funds, or only to new funds going forward.
**Duplicate program:** Copy active programs in one click. Edit what you want to change (name, amount, dates) and save as “Draft” or Publish.
**Delete program** - Delete a program and choose to:
- Terminate or Lock funds
- Reassign to another program OR unlink from this program with no reassignment
**Program management table**
| **Status** | **Description** |
| --- | --- |
| **Intake** | Request-only programs — employees can request funds, but they aren’t automatically issued. |
| **Issued** | Non-requestable programs — Admins manually issue funds. |
| **Drafts** | Unpublished programs. |
| **Terminated** | Deleted programs that are no longer available to request or issue from. |
---
## Frequently asked questions
### Can I link or detach existing funds to or from a Spend Program?
Yes. Just head to the funds you want to spend from, click the edit icon, and scroll down to where it says **add to program** . Similarly, you can select **detach from program** if the funds are currently spent from. Please note that funds can only be linked to an Expenses & Benefits program, not a Procurement program.
### Can cardholders request edits to their funds, if the funds are part of a Spend Program?
Yes, cardholders can request edits to their funds if they are part of a Spend Program. However, only an admin or card manager can edit these funds, which they can do directly in the [Funds](https://app.ramp.com/funds/) section of their Ramp account.
### What happens to the limit balance when I change the limit reset frequency?
If a program's frequency is changed from quarterly to monthly and there were transactions in the most recent month (starting at the top of the month), those transactions will still count against the limit. If there were no transactions in the most recent month, the new balance will be $0.
### Who can request a Spend Program?
Any cardholder can request from any Spend Program in their list when they go through the request spend flow. Admin, manager, and Accounting roles can request from a Spend Program on behalf of another user.
### Do we notify users when updating a Spend Program?
No, we do not.
### Can I use a Spend Program for commuter benefits such as transit or parking?
Yes. To set up a commuter benefits program, [create a Spend Program](https://app.ramp.com/spend-programs) and add category restrictions to limit spending to transit and parking merchants. You can set a recurring amount and frequency that matches your company's commuter benefit policy. Ramp does not have a dedicated pre-tax commuter benefits integration, but Spend Programs give you the controls to manage commuter spending. If your company reimburses commuter expenses instead of issuing card-based funds, see [Reimbursement-only Spend Programs](/reimbursement-only-spend-programs) .
---
# How to adjust the auto-locked period
> Official Ramp Help Center article. Topic: Expense Management / Pre-Spend Controls & Spend Requests. [View the canonical page](https://support.ramp.com/how-to-adjust-the-auto-locked-period).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
Expense policies may require certain items that cardholders submit to have the expense approved. You may enable auto-lock on allocated funds for your expense policies, which will give cardholders a selected number of days to submit their required items before their virtual card or allocated fund automatically locks. These items include receipts, memos, and QuickBooks/Sage/NetSuite/Xero requirements.
## How it works
Once auto-lock is enabled, the virtual card or allocated fund is automatically locked if a transaction with the submission policy is missing *any required item* after the allotted time.
If a cardholder needs more time to submit their required items, as an admin or the cardholder's manager, you may adjust the period in certain increments for the cardholder, which will unlock their spend for a selected number of days, allowing them to gather and submit their requirements. Admins and managers can always make adjustments to their own spend.
Currently, you can adjust the auto-lock period in the following increments outside of your set auto-locked period:
- 7 days
- 14 days
- 30 days
- 60 days
## How to make incremental adjustments
To modify the auto-lock period for expense requirements, follow these steps:
1. Go to **Policy** > **Travel & expenses** > **Additional controls** > [**Expense requirements**](https://app.ramp.com/settings/expense-policy/travel-and-expenses#/d/expense-policy/submission-policies)
2. Click on **Edit** next to any requirement you wish to adjust the auto-lock period for.
3. A modal will appear, presenting you with various incremental lock periods to choose from.
4. You can easily revert to the original auto-lock period if needed.
The virtual card or allocated fund will be unlocked for the selected number of days. It will lock again in the selected number of days if it is still in violation.
---
# Issuing a Ramp card or funds
> Official Ramp Help Center article. Topic: Expense Management / Pre-Spend Controls & Spend Requests. [View the canonical page](https://support.ramp.com/issuing-a-ramp-card-or-funds).
> **Note: This article primarily applies to Ramp Administrators.**
> Cardholders may find other articles in the [Cards and transactions](/cards) section to be more applicable.
## Overview
Ramp makes it easy to issue cards and funds to employees with specific controls. Funds are unique in that the physical card must spend from funds. The physical card does not have any money by itself. Each physical card is automatically issued with funds. You may choose to issue multiple instances of funds. Virtual cards are issued for online purchases, such as for subscriptions. They are not used with your physical card.
## How to issue a card or funds
For employees already on Ramp, Admins or Managers can issue cards in the following ways:
1. Click [Manage Spend](https://app.ramp.com/funds) from your dashboard.
2. Navigate to the **Cards or Funds** tab.
3. Click **Issue** in the top right corner.
4. Select from the type of spending you want to issue: funds for general expenses, a virtual card for online spend, a specific vendor card (Product or Service), or a physical card.
5. From here, you can also select who the spend is for, dollar amount limits, merchant & category restrictions.
**Note:** For physical cards, you’ll be prompted to either enter the shipping address on behalf of the cardholder or send them a notification to add it from their **Home** dashboard.
## If a cardholder has not provided their shipping address
When you issue a physical card and choose to send the employee a notification to add their mailing address, Ramp sends a one-time notification. The employee will see a prompt on their Ramp homepage to submit their address. The card ships after they provide it.
This notification cannot be resent. If the employee has not yet provided their address, you can enter it on their behalf:
1. Go to [**People**](https://app.ramp.com/people) .
2. Select the employee.
3. In the cards section, click **Manually enter address** .
4. Enter the shipping address and confirm to ship the card.
For employees not yet on the Ramp platform, please read [How do I invite teammates onto Ramp.](/inviting-users-to-ramp)You can issue cards and funds during the invitation flow.
For details on the specific controls embedded on Ramp cards and funds, please read this [article](/setting-up-controls-on-ramp-cards-and-funds).
---
# Ordering or requesting physical cards, virtual cards, and funds
> Official Ramp Help Center article. Topic: Expense Management / Pre-Spend Controls & Spend Requests. [View the canonical page](https://support.ramp.com/ordering-or-requesting-physical-cards-virtual-cards-and-funds).
## Overview
We understand that ordering a card or requesting funds is an important step in accessing Ramp's features and managing your expenses. We want to make this process as easy as possible. Below are instructions for ordering both physical cards, virtual cards, and funds. We've also described how shipping works within the United States, and internationally.
## Ordering a physical card
Each employee can only have one physical card at a time. Ramp can send a physical card to any United States address, except PO boxes. Cards can also be shipped to international addresses.
### For Admins, Owners, and managers
If you're an admin or owner, you can order a physical card for yourself or your team by following these steps:
1. From your "Home > Overview" menu, click on "Issue".
2. Select the type of card you want to order.
3. Fill in the required information, double-check the shipping address for accuracy, or ask for an address from your cardholder through Ramp, and click "Next" once finished.
4. If you're creating a card for a colleague who hasn't joined Ramp yet, the card will be shipped to them once they sign up.
### For Employees
If you were invited to Ramp with a physical card, you'll be prompted to enter your shipping address when you accept the invite during the onboarding flow. However, if you need to request a physical card, please follow these steps:
1. From your "Home" menu, click on "Request Funds" in the top right corner.
2. Select the type of card you need.
3. Fill out the required information on the following screen and click "Create Card" once finished. This request will be sent to your manager or company-specified approvers for review.
4. Once approved, we'll process your order within 1–3 days and ship your new card with tracking and 2-day shipping. You can find the tracking information on your Ramp dashboard to anticipate its arrival.
## Card branding
Admins and Owners can customize the branding that appears on physical cards for their company. To view or edit card branding, go to [**Settings**](https://app.ramp.com/settings) > **Company Profile** > **Card Branding**, then select **Edit card branding**.
## Branding options
- **Company name (text)** — Your company name is printed on the card. The name can be up to 21 characters long and can include letters, numbers, spaces, and select special characters. For businesses with multiple entities, you can set a different company name for each entity.
- **No branding** — Remove branding so cards are issued without a company name.
> **Note:** Branding changes apply to newly issued cards only. Cards that have already been shipped are not affected. Card color and material are not customizable.
## Physical card shipping
**Updating my shipping address:** If you need to update your shipping address before you receive your physical card, you can do so by going into your dashboard, clicking your physical card, clicking "Replace Card." Please see more information on reordering [here](/reordering-physical-cards).
**Updating the name listed on my card:** If you need to update your listed name before you reorder your physical card, you can do so by going into your dashboard, clicking on Settings > Personal Settings, clicking "Edit Profile," and updating your name. Please see more information on updating your name [here](/updating-user-information-in-ramp).
**Tracking the delivery status of the new card:** You can track the delivery status by clicking on the card on the right side of your [home page](https://app.ramp.com/home/). Delivery statuses include the following:
- **Ordered** — The card has been successfully requested and is being prepared for shipment.
- **In transit** — The card has shipped and is currently on its way to the delivery address.
- **Delivered** — The card has arrived at the delivery address.
**Reordering physical cards**: If you need to reorder a physical card, you can easily do so via our website directly. However, if you need to reorder a second time, please note you'll need to reach out to our customer experience ([support team](/how-to-contact-ramps-support-team)) for assistance. Once a second physical card is issued and activated, the original physical card will be automatically canceled. More info can be found [here](/reordering-physical-cards).
**International shipping**: If you need to ship to a country that's not available when you enter your address, please contact Ramp Support. Due to regulatory restrictions, Ramp is unable to ship physical cards to the following countries. However, the list may include other countries not listed below.
| Bangladesh | Iran | Sao Tome & Principe | Wake Islands |
| --- | --- | --- | --- |
| Belarus | Johnston Island | Sierra Leone | Russia |
| Central African Republic | Kiribati | Somalia | Ukraine |
| China | Mayotte Island | St. Helena (S. Atlantic) | |
| Comoros | Moldova | Sudan | |
| Cuba | Morocco | Syria | |
| Equatorial Guinea | Myanmar | Tajikistan | |
| Falklands | Nauru | Tokelau Islands | |
| Guinea Bissau | Niue | Turkmenistan | |
| India | Saint Pierre Et Miquelon | Vietnam | |
## Requesting a virtual card or funds
### For Admins, Owners, and managers
As an admin or owner, you can request a virtual card or funds for yourself or your team by following these steps:
1. From your "Home > Overview" menu, click on "Issue".
2. Select the type of funds you want to request.
1. "General expenses" are for day-to-day expenses. If your employee has a physical card, their funds will not have a card number by default. They can spend their funds via their physical card.
2. "Virtual cards" are a type of funds issued with a card number that is meant for online-only purchases.
3. Fill in the required information and click "Next" once finished.
4. The fund details will be available immediately for use.
### For Employees
If your manager has created a virtual card or funds for you, it'll be available for use as soon as you sign up for Ramp. If you need to request a virtual card or funds, please follow these steps:
1. From your "Home" menu, click on "Request Funds" in the top right corner.
2. Select the type of funds you need.
1. "General expenses" are for day-to-day expenses. If you have a physical card, your funds will not have a card number by default. You can spend your funds via your physical card.
2. "Virtual cards" are a type of funds that are meant for online-only purchases and have a card number.
3. Fill out the required information on the following screen and click "Request Funds" once finished.
4. Your virtual card or funds details will be generated and available immediately upon approval.
We understand that ordering a card and/or requesting funds are essential steps in using Ramp. If you have any further questions or need assistance, please don't hesitate to contact our dedicated support team. We're here to provide a seamless experience with Ramp.
### Tracking your physical card shipment
After you request a physical Ramp card, you can monitor its status and delivery in your dashboard.
### 1. Card approval and shipping status
- After requesting a physical card, approval from a company admin or designated approver may be required before the card ships.
- Your card will not be shipped until it is approved. If you have not received a shipment notification, check with your approver or company admin.
- If you have not received your card after several business days, confirm the card’s approval status with your company admin.
### 2. Viewing shipment tracking (if available)
- After your card ships, you can check the Ramp dashboard for shipment and tracking details (when available).
- Tracking is only provided for certain shipping methods (for example, expedited shipping)
### 3. No tracking visible
- If no tracking information is shown in the dashboard, your card is being shipped without tracking.
- In these cases, you will still see an estimated delivery date for your card in the dashboard.
### Card delivery failed or package returned to sender
If your card cannot be delivered, the shipment may be returned to Ramp.
- Delivery may fail if the recipient name on the package does not match the address records for the destination.
- When delivery fails, the shipper will return the card to Ramp’s production warehouse. You cannot pick up the package locally.
- To proceed, void or cancel the failed card order in Ramp and request a new physical card to the correct name and address.
- If a company address is causing repeated name mismatches, consider shipping the card to the cardholder’s residence instead.
## Frequently asked questions
- Ramp ships physical cards via USPS to valid street addresses only (no PO Boxes). If USPS cannot deliver to your address and you have no alternate, contact support. In some cases, expedited FedEx shipping to your street address may be possible.
- Cards replaced due to fraud are shipped with expedited 2-day shipping.
- Card tracking info appears only after courier pickup. Shipping/tracking emails are sent once the courier has the cards.
- **Troubleshooting: Option to request a physical card is missing**
- If you do not see the option to request a physical card in your **Home** or **Request Funds** view, it may be due to your company settings or approval requirements:
- Your company may not have enabled physical cards for your role or entity.
- Your company may require admin or manager approval before employees can request physical cards.
- If the option is missing:
- Reach out to your Ramp admin or manager to confirm whether physical cards are enabled for your account and what approvals are required.
- Once your admin enables physical cards and any required workflow, the option to request a physical card will appear in your app.
- **Can I customize the color or design of my physical card?**
- Card color and material are not customizable. However, you can add your company name to your cards. See [Card branding](#card-branding) for details.
---
# Spend requests and spending limit increases
> Official Ramp Help Center article. Topic: Expense Management / Pre-Spend Controls & Spend Requests. [View the canonical page](https://support.ramp.com/spend-requests-and-spending-limit-increases).
## Overview
Ramp makes it easy to request and manage spend, and to make limit adjustments as needed. Admin users may want to review our [Issuing a Ramp card](/issuing-a-ramp-card-or-funds) guide instead, but for non-Admins, see how you can accomplish these tasks below.
## How to request new spend
Requesting a new spend through Ramp on web or the [mobile app](/ramp-mobile-app) takes seconds. Just follow the steps below:
1. Sign in → click the yellow **Request spend** button in the top right
2. Choose between funds for general expenses, a virtual card for online-only purchase (e.g. subscriptions), or request spend from a Spend Program set up by your finance team.
- If you are unsure of where to request funds, type in your search query or question and select the **Ask Ramp** option to be guided to the right program.
3. Input any required details and then submit for approval
Requests are sent directly through the approval workflow set up by your finance team, and once approved, you’ll have immediate access to the spend.
If you need to cancel a submitted request, see [How to archive a submitted request](#how-to-archive-a-submitted-request) below.
## How to request a spending limit change
Ramp lets you request more spending on your existing cards and funds as needed.
To request an increase:
1. From your [wallet](https://app.ramp.com/#/d/my-wallet), click the card or funds you want to increase.
2. Open the **More actions** (⋯) menu and select **Request a temporary increase**. One-time (total) limits show **Request an increase** instead, which is a permanent change.
3. Enter the **Additional amount** you need and a reason for your approver.
4. Click **Request increase**.
Requests are routed through the company approval workflow set up by your Finance team. Once approved, you'll have immediate access to the updated limit and a confirmation email. Temporary increases automatically reset to your original limit at the start of your next spend cycle — see [Temporary changes to spending limits on your card or funds](/temporary-changes-to-spending-limits-on-your-card-or-funds).
> **Note**: Since your physical card spends from funds, the physical card itself won't show the option to increase the limit. Request the increase on the linked funds instead. Learn more in [Funds, cards, and Spend Programs](/funds-cards-and-spend-programs).
## How to archive a submitted request
If you submitted a spend request or limit change request by mistake, you can archive it from the dashboard while it is still pending approval. Archiving permanently removes the request and cancels any pending approvals. This action cannot be undone.
To archive a submitted request:
1. Sign in → navigate to the request you want to cancel
2. Open the request detail page → click the **...** (more actions) menu
3. Select **Archive request**
4. In the confirmation dialog, optionally add a reason, then click **Archive request** to confirm
> **Note**: Only the person who submitted the request or an Admin can archive it. Requests that have already been approved or rejected cannot be archived.
## How to request a new physical card
If you need to report that your card was lost or stolen, has been damaged, or never arrived we've written specific [instructions on that here.](/reordering-physical-cards)
## Frequently asked questions
### Can I duplicate or copy a spend request?
No. Individual spend requests do not have a duplicate or copy option. If you need to make a similar request, submit a new one by clicking the **Request spend** button. If you are looking to duplicate a reimbursement, that feature is available from the reimbursement detail page. See [Submitting reimbursements](/submitting-reimbursements) for details.
### What happens if my spend request is rejected?
If your spend request is rejected, you will need to submit a new request. Rejected spend requests for funds or spending limit increases cannot be edited or resubmitted. Review any feedback from your approver, then create a new request with the updated information.
---
# Budget-based approval workflows
> Official Ramp Help Center article. Topic: Expense Management / Pre-Spend Controls & Spend Requests. [View the canonical page](https://support.ramp.com/budget-based-approval-workflows).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
Ramp Budgets allows admins to integrate budget controls directly into approval workflows. This ensures every spending decision is made with real-time visibility into the available budget.
Budget-based workflows use the active budget hierarchy you set up in Ramp Budgets. If you need to adjust dimensions, roll-up categories, or reupload behavior, see [Budgets overview and setup](/budgets-overview-and-setup).
## Features
- **Budget-aware conditions** : Trigger approvals based on remaining budget (e.g., "If the current-period budget has less than 20% remaining")
- **Route to budget owners** : Automatically involve budget owners in the approval chain
- **Dynamic approvals** : Adjust approval paths based on real-time budget data
- **Informed decisions** : Display current budget status at the time of approval request
## How to set up budget-based workflows
1. **Access Settings:** Go to **Budgets > Settings** in Ramp.
2. **Edit an existing workflow:** Navigate to your list of approval workflows. Select an existing one to edit.
3. **Define your budget conditions**
- Click **Add Step**
- Choose a budget condition, such as **Budget remaining as percentage (current period)**
- Set your threshold (e.g., "less than 15% remains in the current period")
4. **Assign approvers:** Select the individuals or roles (e.g., budget owners, finance managers) who should review when the condition is met.
5. **Set notification preferences:** Choose how approvers and requesters are notified about approvals.
6. **Save and activate:** Assign the workflow to relevant teams or departments and activate it.
## Example scenarios
| **Scenario** | **Condition** | **Approvers** |
| --- | --- | --- |
| Near-budget threshold | Purchase exceeds 85% of monthly department budget | Department Head + Finance Manager |
| Over-budget protection | Purchase exceeds 100% of allocated budget | CFO |
| High-value and high-usage | Purchase > $5,000 and >70% of quarterly budget used | Department Head + Finance Director |
## Best practices
- Start with simple workflows and expand over time
- Train approvers and budget owners on how budget workflows function
- Display remaining budget during the approval process to increase visibility
- Regularly review and adjust thresholds based on usage patterns
- Document edge cases or exceptions in your internal approval policy
---
# Temporary changes to spending limits on your card or funds
> Official Ramp Help Center article. Topic: Expense Management / Pre-Spend Controls & Spend Requests. [View the canonical page](https://support.ramp.com/temporary-changes-to-spending-limits-on-your-card-or-funds).
## Overview
Ramp is designed to be flexible with changes in your business spending. Suppose an upcoming event (such as a team offsite) requires additional spend in the current card cycle. In that case, cardholders may temporarily increase the maximum amount available to spend on their cards or funds.
Temporary increases automatically reset to your original limit at the start of your next spend cycle. Only recurring limits can be temporarily increased. You request a temporary increase from your Ramp dashboard; approvers can review requests in the dashboard or through the Slack integration.
## Cardholders
To request a temporary increase:
1. From your [wallet](https://app.ramp.com/#/d/my-wallet), select the card or funds you want to increase.
2. Open the **More actions** (⋯) menu and select **Request a temporary increase**.
3. Enter the **Additional amount** you need and a short reason for your finance team.
4. Click **Request increase**.
Your request is sent to your approval chain and reflected in your cards and funds panel. You will receive an email notification once it's approved or rejected. Once approved, the temporary increase automatically resets to your original limit at the start of your next spend cycle.
Physical cards spend from funds, so the increase option appears on the linked funds rather than on the physical card itself. One-time (total) limits can't be temporarily increased — they show **Request an increase** instead, which is a permanent change. See [Spend requests and spending limit increases](/spend-requests-and-spending-limit-increases).
> **Note:** For general cardholders, requests can't be edited after submission. Once a request is approved or rejected, you can submit a new one.
## Admins, Owners, and managers
Temporary limit change requests will automatically be brought to your attention and can be approved or rejected in (1) your dashboard or (2) via the Slack integration.
### Approving temporary limits in the dashboard
1. Navigate to **Funds**
2. Click the “Requests” button in the upper righthand corner
3. Click on the limit change request
4. Note: You can toggle the green switch to choose between a temporary (default) or permanent change for the cardholder
5. Click “Reject” or “Approve & update”
### Approving temporary limits via the Slack integration
If you have the Slack integration installed in your workspace, you will receive a notification from Ramp when limit change requests are made. You will have these 3 options to select from:
1. Approve & Issue
2. Approve w/ Temporary Limit
3. Reject
### Applying temporary limits in the dashboard (without a request)
Admins, Owners, and Managers with edit permission can apply a temporary increase immediately:
1. Select the card or funds you want to change.
2. Open the **More actions** (⋯) menu — or the **Actions** menu on the card or funds detail page — and select **Request a temporary increase**.
3. Enter the **Additional amount** and a reason.
4. Click **Update**.
The change applies immediately and automatically resets to the original limit at the start of the next spend cycle. If you are editing your own card or funds and separation of duties is enforced in your company expense policy, the change is routed for approval instead.
---
# Manually lock or terminate Ramp funds and cards
> Official Ramp Help Center article. Topic: Expense Management / Pre-Spend Controls & Spend Requests. [View the canonical page](https://support.ramp.com/how-to-lock-or-terminate-ramp-funds-and-cards).
## Overview
This article explains how to lock, terminate, and lock your physical card as a cardholder, manager, or admin and provides guidance for specific funds.
## Locking cards and funds
Locking cards and funds give you security and control. Any transactions attempted on a locked card or funds will be automatically declined. Cards and funds can be unlocked at any time.
### How can I lock funds or cards as a cardholder?
To lock ***specific funds*** under your physical card:
1. Go to [**Home**](https://app.ramp.com/home) .
2. Click on the **View all ->** button underneath the Card icon on the right panel.
3. Click on the specific fund you would like to lock.
4. Click on the **Actions** button at the top of the drawer.
5. Click **Lock** .
Unlock the specific fund at any time by following the same navigation steps and clicking **Unlock**. Please note that if the locked fund is linked to a physical card, the physical card will also be locked.
---
To lock your ***physical*** Ramp card, which will lock all funds associated with that card:
1. Go to [**Home**](https://app.ramp.com/home) .
2. Click on the Card icon on the right panel, a drawer will pop out.
3. Click on the **Actions** button at the top of the drawer.
4. Click **Lock** .
Unlock the card anytime by following the same navigation steps and clicking **Unlock card**.
### How can I lock funds or cards as an Admin or manager?
Admins and Managers can lock cards and funds assigned to other users. If cards and funds are locked by an Admin or Manager, only they or someone with a higher role can unlock it.
To lock a teammate's ***specific funds***:
1. Go to [**Funds & cards**](https://app.ramp.com/funds) .
2. Ensure you are on the [**Funds**](https://app.ramp.com/funds/cards) tab.
3. You can search for the specific funds you'd like to lock by filtering by the cardholder's name.
4. Click on the funds, then **Actions** button at the top of the drawer.
5. Click **Lock** .
Unlock the funds anytime by following the same navigation steps and clicking **unlock**.
---
To lock a teammate's ***physical*** Ramp card:
1. Go to [**Funds & cards**](https://app.ramp.com/funds) .
2. Go to [**Physical cards**](https://app.ramp.com/funds/cards) .
3. Search for the card you wish to lock by filtering by the name of the cardholder.
4. Click on the card, then **Actions** button at the top of the drawer.
5. Click **Lock** .
Unlock the card anytime by following the same navigation steps and clicking **Unlock**.
### How can I view lock history as a user?
The entire history of a physical card is located on the Activity tab. There, you will see the card or funds lock history, which includes who locked it and the lock date.
1. Click on the card or funds.
2. Click on the **Activity** tab.
### Card remains locked after fraud replacement
If you reported fraud and received a new card, your card may remain locked if there are still required actions on a flagged transaction.
### Why your card is still locked
- Your card can stay locked when required information is missing on a flagged transaction (for example, a receipt or memo).
### How to unlock your card
1. Sign in to your Ramp dashboard.
2. Go to the **Home** page.
3. Look for any **Required actions** related to your transactions.
4. Open each flagged transaction and complete all outstanding requirements (e.g., upload a receipt, add a memo, confirm details).
5. Once all requirements are completed, your card will automatically unlock.
## Terminating funds and cards
You can terminate **specific funds** or **physical cards**at any time in Ramp. Terminating a physical card or funds are irreversible.
Once a physical card is terminated, it and any associated funds will be declined for any attempted transactions. You can no longer submit reimbursements on the funds. Any refunds to terminated cards will still be processed back to your account. All previous transactions on the card will remain accessible in the transaction history. Terminated funds can be viewed in the **Manage Spend** > **Funds** > **Terminated** section.
### How can I terminate funds?
Specific funds can be terminated in Ramp, and this action is irreversible. Here's how to terminate a fund:
1. Click on the funds you intend to terminate.
2. In the upper righthand corner, select **Actions** .
3. Click on **Terminate** .
### How can I terminate a physical card?
To terminate a physical card, simply click on the card, click **Actions**, and **Terminate** - this action is irreversible.
If your physical card is lost or stolen, or if you need to replace it, you can [reorder a new one](/reordering-physical-cards) yourself.
- Terminating a virtual card linked to a physical card may lock the physical card automatically.
- The unlock option may not appear for the physical card in this scenario.
- Check for any linked virtual cards that have been terminated.
### Why you can’t view full card details for terminated cards
**When it happens:** You’re trying to review a card that’s been terminated and need its full number, expiration date, or CVV.
**Why this is restricted:** To protect your company and stay compliant with PCI rules, Ramp never displays or retrieves full card details for any card — active or terminated. No team at Ramp is able to override this security limitation.
**What you*****can*****still see:**
- The last four digits of the card
- All past transactions associated with the card
**What to do next:**
If you need information for documentation or an audit, you can reference the last four digits and export the card’s transaction history directly from your Ramp dashboard.
### How can I terminate a user on Ramp?
[Terminating a user](/deactivating-and-removing-users-from-ramp) on Ramp will also terminate all cards linked to their account.
- **Funds:** can be transferred, and you can assign them to another user before deleting the account.
- **Physical cards:** cannot be transferred and will be terminated when the user account is deleted.
### Common issue(s)
- ***If card termination is blocked due to a recurring charge error, review transactions for active subscriptions.*** Make sure to dispute unauthorized or fraudulent charges if no valid recurring charge exists. After termination, issue a new card using the Issue button on the Home page and assign funds.
---
# Setting up spend request approvals
> Official Ramp Help Center article. Topic: Expense Management / Pre-Spend Controls & Spend Requests. [View the canonical page](https://support.ramp.com/setting-up-spend-request-approvals).
> **Note:** This article primarily applies to Ramp Administrators. Cardholders may find other articles in the [Expense policy and receipts](/expense-management/expense-policies-and-submission) section to be more applicable.
## Overview
Whenever a manager issues spend, or an employee requests spend from their dashboard, Ramp provides businesses control and visibility over the requested spend and automatically routes the request for approvals.
## Where to set up spend request approvals
Those with admin permissions can access spend request approval setup under **Policy** > **Travel & expenses** > **Additional controls** > [**Spend request approvals**](https://app.ramp.com/settings/expense-policy/travel-and-expenses#/d/expense-policy/card-requests).
Within the spend request approver drawer, you will see a preview of your existing approval flow.
## How to set up spend request approvals
To edit and configure your spend request approvals, click the paper and pencil icon within the approval preview. You will be redirected to the approvals workflow builder, where you can configure complex and flexible approvals chains via a series of conditions and outcomes.
Clicking any “Add” button will pull up a drop-down of the following options to begin configuring your approval chain:
- **Require approval:** Specify a specific role type or individual to be added to the approval chain
- **Notify:** Specify a specific role type or individual to be notified about the bill
- **Approve spend:** Terminal action that will end the workflow early if added to the chain
- **Set conditions:** Add conditions to check various spend request fields (e.g., amount, user role, user department, etc.) that assist in determining the correct approver
Within the approval workflow builder, you have the ability to layer and nest these options to create your ideal approval routing. You can also configure separation of duties from the [**Spend request approvals**](https://app.ramp.com/settings/expense-policy/travel-and-expenses#/d/expense-policy/card-requests) drawer under **Policy** > **Travel & expenses** > **Additional controls**.
## Setting conditions
There are multiple spend request fields by which you can route your approvals. While amount and user role-based routing is available to all customers, the additional conditions in the list below are only available to customers on Ramp Plus.
- Amount
- User role
- Business entity **(Plus)**
- Ramp department **(Plus)**
- Ramp location **(Plus)**
Once a condition has been selected, you can select which options to check for (e.g. if the condition is user role, you would select the role type to check for).
After selecting your desired conditions and options, you will be prompted to add your desired approvers. Learn more about adding approvers in the next section.
Please note, for the amount condition, the dollar amount that is entered is based on annual spend. An example is if the threshold you set is $1,200 and the Spend Program you are issuing has a monthly limit of $100 then it will fail within that approval layer.
### Adding approvers
When adding approvers you have the option to select either predetermined roles/groups or specific individuals at your company.
- **Any admin** : The group of individuals that have admin permissions within Ramp
- **Manager** : The requestor’s manager.
- **Manger’s manager** : The manager of the requestor’s manager.
- **Department owner** : Ramp will determine the department of the requestor and identify the configured department owner. Learn more about configuring department owners [here](/setting-up-spend-request-approvals#adding-approvers)
- **Location owner -** Ramp will determine the location of the requestor and identify the configured location owner. Learn more about configuring location owners [here](/setting-up-spend-request-approvals#adding-approvers)
- **Any custom approval groups** : Custom approval groups can be configured from [**People**](https://app.ramp.com/people/all) > **Groups** > **Create group** .
- **Any specific employee** : Add any employee within Ramp to the approval flow
> **Note:** If spend requests are auto-approved, review your approval workflow for missing approvers. Add at least one approver to ensure all requests require review. Moreover, Approval flows are set at the time a spend request is submitted. Changes to approval workflows only apply to new requests, not those already in progress.
### Require all vs. require any
If there are multiple approvers within a step, you must specify how Ramp should handle their approvals before moving to the next step.
- **Require all** - require each individual’s approval before proceeding to the next approval step. This translates to “Person X AND Person Y”. (Note that if Any admin is added to the step, all admins will have to approve).
- **Require any** - only 1 person from the group is required to approve before proceeding to the next approval step. This translates to “Person X OR Person Y”
### How approval routing works
**Approval routing is set when a transaction or bill is created.** Later changes to approvers do not update existing approvals that are already pending.
**In 'any' workflows**, all listed approvers receive the request at the same time. The order in which approvers are listed does not affect routing. The first person to approve completes the step—no fallback or round-robin is used.
**To change approval routing for future requests**, update approvers before creating new transactions or bills. Changes to the approval workflow will only apply to spend requests created after the update.
## Admin-created spend requests
Admins are considered power users in Ramp. At this time, when an Admin creates spend for other employees—those requests are always auto-approved without requiring approval. However, you can prevent Admins from self-approving their own spend by enabling a feature called Separation of Duties.
## Separation of duties
If your business requires that the individual that creates the spend object (e.g. the requestor) cannot approve their own spend, you can enable the Separation of Duties toggle by following the steps below:
1. Go to **Policy** > **Travel & expenses** in the left navigation menu.
2. Under **Additional controls**, select [**Spend request approvals**](https://app.ramp.com/settings/expense-policy/travel-and-expenses#/d/expense-policy/card-requests).
3. Scroll to the bottom of the spend request workflow
4. Toggle on **Separation of duties**
If the toggle is on, when an individual requests spend *and* they are within the approval chain, they will be removed from the approval chain and will be replaced with admin approvers. This means any admin can make the approval.
Please note, that only business owners can toggle this setting on and off.
## Approval notifications
Spend Requests have a series of notifications and communications to keep your bills from being stuck in 'needs approval'.
### Email:
- A spend request needs your approval
- A reminder 2 days after you were assigned an approval step
- You completed your approval step and either rejected or accepted a request
- A request has been fully approved
### Slack (DM or business alerts channel):
- A spend request is created and approval process began: Business alerts channel
- A spend request needs your approval: DM
- A reminder 2 days after you were assigned an approval step: DM
- A reminder 3 days after you were assigned an approval step: DM
- A spend request has been fully approved: Business alerts channel
- A spend request has been rejected : DMs and Business alerts channel
### Ramp app:
In-app alerts appear for Admin and Accounts Payable roles until the bill is canceled or the requested approver approves the bill. Additionally, Admin, Business Owner, and Accounts Payable roles can see all bills that need approval on the Approvals page.
## Spend request agent
Ramp Plus customers with an uploaded policy document can see AI-powered recommendations when reviewing spend requests. The Spend Request Agent analyzes each request against your policy and displays a recommendation — **Approval recommended**, **Review recommended**, or **Rejection recommended** — along with reasoning to help you make faster approval decisions.
Recommendations are currently visible to Admins and Owners. They are suggestions only — reviewers always have final authority.
Link target: content/guides-by-topic/expense-policy-and-receipts/spend-request-review-predictions — update href after article is published in Zendesk
For details on how predictions work, where to see them, and how to provide feedback, see [**Spend Request Review Predictions**](/spend-request-review-predictions).
---
# Archive and restore funds
> Official Ramp Help Center article. Topic: Expense Management / Pre-Spend Controls & Spend Requests. [View the canonical page](https://support.ramp.com/archive-and-restore-funds).
## Overview
Archive funds you no longer need without deleting their spending records. This guide covers manual archival, restoration, and automatic archival in the web app.
## What archiving funds means
Archiving changes a fund from **Active** to **Archived**, applies an archive lock to block spending, and removes it from the active funds list. Spending records and history remain. Find manually and automatically archived funds in [Manage spend > Funds > Archived](https://app.ramp.com/funds/archived).
Your physical card is not terminated and may still spend from other eligible funds. [Restoring archived funds](#archive-and-restore-funds) requires additional permission.
- **Locking** blocks spending without archiving the fund. Unlocking is not unarchiving. See [Locking cards and funds](/how-to-lock-or-terminate-ramp-funds-and-cards#locking-cards-and-funds).
- **Terminating** changes the state to Terminated. **Unarchive** cannot restore terminated funds. See [Terminating funds and cards](/how-to-lock-or-terminate-ramp-funds-and-cards#terminating-funds-and-cards).
## Archive and restore funds
When owner archiving is enabled, you can archive your own active funds. Restoring requires the global **Manage funds** permission, not ownership alone. Roles with this permission include Admin, Business Owner, Finance Admin, and appropriately configured Custom Roles.
**Archive:** Open your funds from [My wallet](https://app.ramp.com/home#/d/my-wallet), select **Actions > Archive**, and confirm. Users with global fund-management permission can also use [Manage spend > Funds > Issued](https://app.ramp.com/funds/issued).
**Restore:** With global fund-management permission, open [Manage spend > Funds > Archived](https://app.ramp.com/funds/archived), select the funds, then **Unarchive**. Otherwise, ask your Admin to restore them.
Restoring returns the fund to Active and removes only the archive lock. Other spending locks remain, and the previous auto-archive date is not restored.
## Set an auto-archive date for funds
> **Beta.** Auto-archive dates are currently in Beta and require access to be enabled for your business.
Ramp checks hourly for funds due to archive on or after their selected date. Pending card transactions or reimbursement activity can delay archival; completion within an hour is not guaranteed. Check the status in [Manage spend > Funds](https://app.ramp.com/funds/issued).
The archive date alone does **not** block spending. For a spending cutoff, set the separate [Lock on a certain date](/setting-up-controls-on-ramp-cards-and-funds#lock-on-a-certain-date) control.
With Beta access and permission to edit the funds:
1. Open the funds from [Manage spend > Funds > Issued](https://app.ramp.com/funds/issued) or your own funds from [My wallet](https://app.ramp.com/home#/d/my-wallet).
2. Select **Actions**, then **Edit**.
3. Under **Advanced**, find **Spending controls and restrictions**. Select **Auto-archive date** and choose a future date.
4. Select **Save changes**, or **Request changes** if approval is required.
**Change or remove the date:** Choose another date or **Clear auto-archive date** in the same field, then save or submit.
Preset single-use funds do not support this control. If it is missing elsewhere, ask your Admin to confirm access. If the **Auto-archive date** field is visible but disabled, ask your Admin to confirm your editing permissions.
## Automatically archive inactive funds
> **Note:** Automatic archival of inactive funds requires access to be enabled for your business.
Dormant-fund archival is separate from the hourly date checks. Eligible funds must meet **all** these conditions:
- Be active and not hidden.
- Have a positive, non-resetting limit (**Does not repeat**).
- Not be attached to a Spend Program.
- Have used at least 90% of their limit.
- Have had no use for at least six months.
Age or inactivity alone does not qualify funds. Review **Fund suggestions** on [Home](https://app.ramp.com/home); **View all** opens **Issued** with these dormancy filters.
**Enable automatic archival:** With permission to manage funds for others, review the suggestion, select **Archive all**, leave **Enable automatic archival** on, and select **Confirm**. This also archives the currently suggested funds. Suggestions alone do not archive funds.
If controls are unavailable, ask your Admin to confirm access. To recover funds, see [Archive and restore funds](#archive-and-restore-funds).
---
# Automatically lock cards and funds
> Official Ramp Help Center article. Topic: Expense Management / Pre-Spend Controls & Spend Requests. [View the canonical page](https://support.ramp.com/automatically-lock-cards-and-funds).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
Ramp allows admins to automatically lock an employee's cards or funds when they have overdue requirements past a configured deadline. Auto-lock applies to these requirement types:
- **Missing items** — the employee has not submitted a required receipt or expense item within the deadline set on their submission policy. Missing items auto-lock applies to the card and/or associated funds.
- **Expense reviews** — an employee has not completed an assigned expense review within the configured deadline. Expense review auto-lock applies to the employee's primary physical card only.
- **Repayment requests** — a manager requested repayment on a transaction, and the employee has not completed the repayment within the configured deadline. Repayment auto-lock applies to the employee's primary physical card only.
- **Change requests** — a manager requested a change on a transaction, and the employee has not addressed it within the configured deadline. Change request auto-lock applies to the employee's primary physical card only.
With auto-lock enabled, employees are more timely with their submissions, reviews, repayments, and changes, and finance teams spend less time following up. Turning on auto-lock for missing items applies retroactively to existing transactions, and cardholders with missing items based on the enforcement policy will receive a notice the following day. If your card was locked due to fraud, see [Ramp's fraud protection procedures](/ramps-fraud-protection-procedures).
## Unlock cards and funds by lock type
How a card or funds unlock depends on the overdue requirement:
- **Missing items:** Submit every required receipt, memo, or accounting item. Funds unlock automatically within up to an hour after all missing items are submitted. If a receipt is lost, request an exception, which also unlocks the funds.
- **Expense reviews:** Complete every overdue assigned review. The primary physical card unlocks in near-real-time after all overdue expense reviews are resolved.
- **Repayment requests:** Complete every overdue repayment. Failed repayments caused by insufficient funds must be retried with sufficient funds.
- **Change requests:** Address and submit every overdue requested change.
- **Multiple lock reasons:** Missing items lock funds, while expense reviews, repayment requests, and change requests lock the primary physical card. These locks are independent, so each remains until all underlying overdue requirements are resolved.
- **Admin options:** An Admin can [snooze card locking](#how-to-snooze-card-locking), which automatically lifts task-based physical card locks and pauses enforcement. Adjusting missing-item policy settings or required items can unlock funds.
If a cardholder requests a missing-item exception before the auto-lock date but it is not approved in time, the funds still lock.
## How to enable auto-lock for missing items
*Note: this is a **Plus-only** feature.*
1. From your Ramp Dashboard, go to **Policy** > **Travel & expenses** > **Additional controls** > [**Expense requirements**](https://app.ramp.com/settings/expense-policy/travel-and-expenses#/d/expense-policy/submission-policies).
2. To update an existing policy, click on the **'Expense Requirements** ' button and the ' **Edit'** box next to the policy you would like to apply auto-locking to. *Please note: auto-locking must be applied individually to each policy. You will see the auto-locking toggle on the right-hand corner of your screen.*
3. To create a new policy, click on the **"New Submission Policy"** button.
4. Within the selected submission policy, turn on **Auto-lock funds with missing items**.
5. Select the number of days that your cardholders have to submit missing items
1. You can choose from **3, 7, 14, 30,** or **60 days** for cardholders to submit missing items. If the card with this submission policy is missing items after the allotted time period, the card and/or associated funds will automatically lock.
6. Auto-lock is enabled.
## How to enable auto-lock for expense reviews, repayment requests, and change requests
*Note: this is a **Plus-only** feature.*
To enable expense review auto-locking, [contact Ramp Support](/how-to-contact-ramps-support-team).
To enable repayment request and change request auto-locking, opt in through [What's new](https://app.ramp.com/features/view/lock_cards_for_overdue_personal_tasks).
Admins can configure automatic physical card locking for employees who do not complete expense reviews, repayment requests, or change requests within a set deadline. Unlike missing items auto-lock, these settings apply at the business level rather than per-policy.
After enabling access, configure auto-lock settings:
1. Go to [**Policy** > **Travel & expenses**](https://app.ramp.com/settings/expense-policy/travel-and-expenses).
2. Under **Additional controls**, select **Expense reviews**.
3. Scroll to the **Settings** section at the bottom of the drawer.
4. Under **Expense reviews**, **Repayment requests**, or **Change requests**, select a deadline from the dropdown:
- **No time limit** , **7 days** , **14 days** , **30 days** , or **60 days**
5. Turn on the relevant setting:
- **Lock physical card when an expense review is overdue**
- **Lock physical card when a repayment is not completed on time**
- **Lock physical card when a change request is not addressed on time**
6. Optionally, select users or groups to exclude from auto-locking under **Who will be excluded?**
> **Note:** When you change a deadline, existing tasks keep their previously set deadline. A confirmation dialog lets you choose whether to exempt existing tasks from card locks.
## How to configure user and group exclusions
User and group exclusions apply only to physical card locking for overdue expense reviews, repayment requests, and change requests. Exclusions are not available for the current missing-items auto-lock experience.
Admins can exclude specific users or groups from each auto-lock type independently. Excluded employees will not have their physical card locked for overdue tasks of that type.
1. Go to [**Policy** > **Travel & expenses**](https://app.ramp.com/settings/expense-policy/travel-and-expenses).
2. Under **Additional controls**, select **Expense reviews**.
3. Scroll to the **Settings** section.
4. Under **Expense reviews**, **Repayment requests**, or **Change requests**, use the **Who will be excluded?** dropdown to select users or groups.
When a user or group is added to the exclusion list, any active card locks for those users from that task type are automatically removed. This process may not be immediate.
## How to snooze card locking
Admins can temporarily pause card locking for a specific employee. While snoozed, the employee's card will not be locked for overdue tasks, and any existing locks from overdue tasks are automatically lifted.
- **From the homepage or card detail page:** On an auto-lock notice banner, click **Pause card lock for 7 days** .
- **From a fund's lock banner:** Click **Pause card lock** and choose a duration: **7 days** , **14 days** , or **30 days** .
After the snooze period expires, the employee's card may lock again if overdue tasks remain.
## How this works
### Example with multiple missing items
- **Scenario** : A cardholder made two purchases on May 10 and May 15 with missing receipts. Their funds are on a policy that auto-locks after 7 days for missing items.
- On May 17, the funds lock because 7 days have passed since the May 10 transaction.
- If the cardholder submits the May 10 receipt, the funds unlock immediately.
- If they do not submit a receipt for the May 15 transaction, the funds will lock again on May 22.
- **If no receipts are submitted** :
- Submitting the May 15 receipt on May 20 keeps the funds locked because the May 10 receipt is still missing.
### Expense reviews, repayment requests, and change requests
- When an expense review, repayment request, or change request is assigned, the configured deadline starts from when the task is created.
- If the employee does not complete the task within the deadline, their primary physical card is locked.
- Once the employee resolves all overdue expense reviews, repayment requests, and change requests, the card is automatically unlocked.
- If an employee also has overdue missing items, their primary physical card and funds may be locked independently. The physical card unlocks when all overdue expense reviews, repayment requests, and change requests are resolved. The funds unlock when all missing items are submitted.
- Failed repayments due to insufficient funds count toward auto-lock because the employee can retry with sufficient funds. Failed repayments for other reasons do not count toward auto-lock.
### Lock timing
- For missing items, funds become eligible to lock after the configured number of days from the oldest transaction's clearing time.
- Ramp checks eligible funds on a rolling schedule, so the lock may happen after the deadline during that fund's daily check.
- Auto-lock policies initiate a timer upon enablement, meaning older transactions with missing items will not lock immediately.
- Missing-item timing generally starts when the transaction clears. For eligible postpaid lodging, timing starts no earlier than checkout.
- For expense reviews, repayment requests, and change requests, enforcement runs on a daily schedule. There may be a delay of up to 24 hours between a task becoming overdue and the physical card being locked. Unlocking happens in near-real-time once the employee resolves all overdue tasks.
### Disputed transactions
- Missing items are dismissed if a transaction is disputed, and no lock occurs when the deadline passes.
- If the dispute is canceled after the deadline, the funds will lock that day or the next.
- Note: cards can be temporarily locked due to routine sanctions screening, independent of missing receipts, fraud, or company policy.
### Grace periods
- If the funds are moved to an enforcement policy, cardholders have a grace period equal to the new policy's timeframe to submit missing items on old transactions.
- **Example:** If a purchase was made 7 days ago and the new policy has a 3-day limit, the cardholder will have 3 days to submit missing items before the funds lock.
### Checking individual fund lock status
- Go to **Manage Spend** > **Funds**
- Select the fund and click **Actions** > **Edit** .
- Update the auto-lock date in the spending controls and restrictions section.
- Check the **Activity** tab to see if/when an auto-lock was applied to the fund.
## Cardholder experience
### Missing items notifications
Cardholders are notified at multiple points during the missing items auto-lock process:
- **When a policy is set.** When the policy changes, users will see it in an email stating that their funds will lock after X days.
- **Before locking.** By default, the user receives an email warning 1 day before the funds lock. Some businesses receive an earlier 3-day warning instead. From the Ramp dashboard, users see a warning icon on cards that will be locked, along with the date the lock will occur.
- **At lock.** At the time the funds are locked, the cardholder will receive an email stating the funds are locked and showing their missing items.
- **At declined swipe.** If a cardholder tries to make a transaction with locked funds, they will get an SMS informing them that they need to submit missing items.
- **At unlock.** When the funds are unlocked, the cardholder receives an email notifying them.
### Expense review, repayment request, and change request notifications
Cardholders are notified through email, SMS, connected chat apps, and in-app banners during the expense review, repayment request, and change request auto-lock process:
- **When tasks are due soon or overdue.** Ramp sends an urgent warning when sanctionable tasks are overdue or due in fewer than 3 days. If Ramp Digest is due, the warning may be included there instead. On the physical card detail page, a yellow warning banner displays: "Your Ramp Card may lock in X days if tasks aren't completed on time," with links to resolve each task.
- **At lock.** When the card is locked, a red banner appears on the homepage and card detail page with the message "Complete to unlock your card:" followed by a list of overdue tasks with resolution links.
- **At unlock.** When all overdue tasks are resolved and the card is unlocked, the cardholder receives an email confirming the card has been unlocked.
### Exempting specific merchants
- Funds only lock when required items are missing.
- You can exclude certain merchants from needing item submissions (e.g., receipts for Facebook transactions).
- Navigate to "Spend Guidelines" in Settings, then go to the "Auto-approved merchants" section to add merchants to this list.
- Transactions from exempted merchants won't lead to locked funds, regardless of submission policies.
More information here: [Excluding merchants from receipt & memo requirements](/excluding-merchants-from-receipt-and-memo-requirements)
### Understanding physical vs. virtual card locks
- Cardholders may have both **physical** and **virtual** cards, and these appear separately under the Manage Spend tab. The Manage Spend > Fund section shows all virtual cards, and the Manage Spend > Cards section shows all physical cards.
- Unlocking a **virtual** card does **not** unlock the corresponding **physical** card (and vice versa). Each card must be managed individually.
- When troubleshooting a decline, double-check that you are viewing and unlocking the correct card by confirming the **card type** and **last four digits.**
- Auto-lock for expense reviews, repayment requests, and change requests locks only the employee's **primary physical card**. Virtual cards and non-primary physical cards are not affected.
## Frequently asked questions
### What happens if my card or funds are locked for multiple types of overdue tasks?
Funds and physical cards are locked independently based on the type of overdue task:
- **Funds** are locked for overdue missing items. Your funds stay locked until all missing items are submitted.
- **Your primary physical card** is locked for overdue expense reviews, repayment requests, and change requests. Your physical card stays locked until all overdue tasks are resolved.
For example, if you have both an overdue repayment request and overdue missing items, completing the repayment unlocks your physical card, but your funds remain locked until you submit the missing items. Similarly, submitting the missing items unlocks your funds, but your physical card stays locked until the repayment is completed.
### Can admins exclude specific people from expense review, repayment request, or change request auto-lock?
Yes, if your business has access to physical card locking. Admins can exclude individual users or groups from each auto-lock type independently. Go to [**Policy** > **Travel & expenses**](https://app.ramp.com/settings/expense-policy/travel-and-expenses), select **Expense reviews** under **Additional controls**, and use the **Who will be excluded?** dropdown under the relevant task type.
### Does changing the deadline affect existing expense reviews, repayment requests, or change requests?
No. Existing tasks keep their previously set deadline. When you change the deadline, a confirmation dialog lets you choose whether to exempt existing tasks from card locks.
### Which card gets locked for overdue expense reviews, repayment requests, or change requests?
Only the employee's primary physical card is locked. Virtual cards and other physical cards are not affected.
---
# Budgets overview and setup
> Official Ramp Help Center article. Topic: Expense Management / Pre-Spend Controls & Spend Requests. [View the canonical page](https://support.ramp.com/budgets-overview-and-setup).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
Ramp Budgets is designed to provide real-time visibility into your company's spending across all payment methods. It helps finance teams track plan versus actuals, set up automated alerts, and empower budget owners with the information they need to make informed decisions.
Designed in response to customer feature requests, Ramp Budget delivers these key capabilities:
- **Unify spend data** with one source of truth across cards, reimbursements, Bill Pay, and POs
- **Track in real-time** by importing your own budgets and monitoring vs. actual spend
- **Give budget owners** live visibility into their budgets for informed spending decisions
- **Connect financial approval workflows** to evaluate purchases against available budget
Users with the Admin, Owner, Accounting, or Auditor role can view all budget information. Assigned budget owners can view their portion of the budget.
## Who is budgets for?
Ramp Budgets is designed for finance teams and budget owners in organizations of all sizes who need visibility into spending and improved budget control. It is particularly valuable for:
- **Finance leaders** who need real-time spending visibility across the organization
- **Budget owners** who want to make informed spending decisions
- **Operations teams** looking to streamline spending approval workflows
## Features
### Automated budget vs. actuals analysis
Automatically track budgets in real time, surfacing over- and underspend so you can act during the month, not after. The dashboard provides clear visualizations of your spending patterns, budget utilization, committed expenses, and potential overruns.
### Assign and track budget Owners
Assign specific team members as budget owners for different departments, projects, or expense categories. Easily monitor who is responsible for each budget area and track how their spending compares to the allocated budget.
### Provide tailored insights to budget Owners
Budget owners receive customized dashboards and notifications, creating clear accountability and enabling them to make informed spending decisions within their allocated resources.
### Add budget approval workflows
Allow creation of budget-based approval workflows to evaluate purchases against available funds. This enables routing to budget owners, automatic triggering based on remaining budget, and displaying budget status during the approval process.
### Configure budget notifications
Set up email alerts for budget owners when spending approaches or exceeds set thresholds. This keeps teams informed and allows them to take corrective action before budgets are exhausted.
## How to set up budgets
For a visual walkthrough, watch our [Budgets setup tutorial](https://www.loom.com/share/96bb4618cd0f4b2f9e615d506270d0ea) that demonstrates each step in detail. Follow these steps to get started with Ramp Budget:
### Step 1: Access budgets in Ramp
Go to **Manage Spend >** **Budgets**.
### Step 2: Click 'set up budget'
1. The first step will be to **define your dimensions.** Determine which fields you want to budget by (e.g., accounting department, accounting location, etc.) and add roll-up categories if needed for higher-level budget grouping. A single budget can include multiple dimensions, so you can track separate teams, locations, or other criteria within the same budget hierarchy. If you want one broader budget row instead of tracking every ERP category separately, use a parent roll-up category or custom field above the more detailed ERP dimension below it. For example, you can group multiple T&E categories under one parent budget line. Note: these fields will be nested, so the field that you put at the bottom in this step will be the most granular layer of your budget.
2. Next, **set your budget period.** This just means what time period you want your budget to track. You can also adjust the interval (monthly, quarterly, yearly) to adjust the time granularity of your tracking.
3. Next, you'll be prompted to **download the template** which will be pre-filled with the column names that you selected and the time range that you had previously defined. Do not adjust the column names (you can adjust the date range if needed) but changing the column names will yield an error. If you need to change the structure of your budget return to the first step to define your dimensions. Once you fill out these values, save the file as a **csv** and return to Ramp to upload it. You can view some examples of budgets [here](https://docs.google.com/spreadsheets/d/1jU1lCFkRB3UFYoaQIX19-ZMkkvKbjX506Wa9tx08j58/edit?gid=1847673375#gid=1847673375) to give you an idea of what a budget sheet should look like.
### Step 3: Map fields and validate
After uploading your CSV file, Ramp will highlight any potential inconsistencies of field names to confirm that we have the right information.
- Use the mapping interface to match your fields to Ramp’s dimensions clicking the down arrow next to the field
- Address any validation errors flagged by the system:
- Make sure all fields in your budget exist in Ramp
- Replace or correct any fields that don't match Ramp's system
### Step 4: Assign budget Owners and configure alerts
After uploading your budget:
- Assign team members to budget lines
- Set notification thresholds for alerts
- Configure approval workflows based on budget status
### Editing + maintenance
- You can edit your budget by using the 'Edit' button on the top RHS of the screen
- This is recommended for smaller edits like adding a row or changing cells
- All changes will be signed in the activity log
- You can also go into Settings -> Reupload. This is recommended for larger updates or structural changes to your budget hierarchy
- Once you confirm your budget hierarchy, you can re-download the template and make any adjustments and follow the same process as the original upload
- When you upload a new budget, it replaces the active budget in Ramp. The reupload appears in your activity log, but the previous file is not available there. Ramp supports one active uploaded budget at a time. If you need separate budget lines for teams, locations, or other criteria, include them as dimensions in the same budget hierarchy. If you need multiple planning versions or scenarios, manage those outside Ramp and upload the version you want Ramp to track. If you would like visibility across multiple years, we recommend creating a rolling budget that includes both years.
## Troubleshooting
| **Issue** | **Cause** | **Solution** |
| --- | --- | --- |
| **Fields don't match** | Budget field names don’t align with Ramp’s | Use the mapping tool to match fields during upload |
| **Invalid data format** | Budget amounts contain non-numeric values | Check formatting and ensure all budget amounts are numeric |
| **Empty hierarchy cells** | The first hierarchy field is empty, or a populated field follows an empty hierarchy field | Fill the first hierarchy field and remove gaps between populated hierarchy fields |
| **Missing spend data** | Some spend is not coded to budgeted dimensions | Ensure spend is coded correctly and budget includes all relevant combinations |
## Frequently asked questions
### Can I have multiple budgets in Ramp?
Ramp supports one active uploaded budget at a time. That uploaded budget can still include multiple dimensions, such as department, location, or other criteria, so you can manage multiple budget lines within the same hierarchy.
### What if tracking directly by GL account is too granular for the budget rows I want?
Add a custom field above the detailed accounting field in your budget hierarchy to group granular categories under broader budget lines. For example, you can group Meals, Transportation, and Lodging under one "T&E" parent category.
To create a custom roll-up level:
1. In the budget hierarchy step, select **Add level**.
2. Open the new level's dropdown and select **Create custom field**.
3. Enter a name for the field — for example, "Budget Category."
4. Drag the new field above the detailed accounting field (such as your GL code) in the hierarchy. The lowest level must be a Ramp accounting field — a custom field cannot be the lowest level because Ramp uses accounting fields to match spend to budget rows.
5. Download the template and enter the same parent value (such as "T&E") for each related detailed-category row. After you upload the file, Ramp groups those categories under the broader parent budget line.
### What happens if I upload a new budget file?
Uploading a new budget file replaces the active budget in Ramp. See [Editing and maintenance](#editing--maintenance) for what happens to the previous upload.
### Can I keep multiple budget versions or scenarios active at the same time?
No. If you need different planning scenarios, such as base-case, best-case, or worst-case budgets, you'll need to manage those versions outside Ramp and upload the one you want Ramp to track.
---
# Removing a funds and card rule that has been saved
> Official Ramp Help Center article. Topic: Expense Management / Pre-Spend Controls & Spend Requests. [View the canonical page](https://support.ramp.com/removing-a-funds-and-card-rule-that-has-been-saved).
## Overview
Funds and card rules help control and customize the use of your Ramp cards. You can modify or remove these rules anytime, with changes taking effect immediately upon saving. This guide will walk you through the steps.
### To modify funds and card rules:
1. **Navigate to the Desired Allocated Funds** : Go to the allocated funds or card with the rule you want to change.
2. **Edit Allocated Funds** : Click 'Edit' to review existing rules.
3. **Modify Rules** : Click the pen and pencil icon to enter edit mode and adjust the rules.
4. **Save Changes** : Click 'Save' to apply the modifications.
### To remove funds and card rules:
1. **Access the Allocated Funds** : Navigate to the allocated funds or card from which you want to remove the rule.
2. **Edit Allocated Funds** : Click 'Edit' to open the rule settings.
3. **Remove Rules** : Click the pen and pencil icon and set the rules to 'None’.
4. **Save Changes** : Click 'Save' to finalize the removal.
---
# Setting up employees with a default set of cards
> Official Ramp Help Center article. Topic: Expense Management / Pre-Spend Controls & Spend Requests. [View the canonical page](https://support.ramp.com/setting-up-employees-with-a-default-set-of-cards).
> **Note: This article primarily applies to Ramp Administrators.**
> Cardholders may find other articles in the [Cards and transactions](/cards) section to be more applicable.
## Overview
You may want to assign several funds to an individual at once for things like in-person spend, wellness benefits, or lunch stipends. We've now made it easier than ever to assign multiple funds to an employee at one time when inviting them to Ramp.
## How it works
To add funds for an employee by default, you can go to [Spend Programs](https://app.ramp.com/spend-programs)and click edit on one of your programs. You can then click the checkbox to issue those funds by default when you add a user to Ramp.
Then, when [inviting a new user to Ramp](/inviting-users-to-ramp), you'll be able to see which funds this employee will be getting by default when inviting them:
---
# Ramp card management
> Official Ramp Help Center article. Topic: Expense Management / Pre-Spend Controls & Spend Requests. [View the canonical page](https://support.ramp.com/ramp-card-management).
## Overview
Ramp offers a card experience designed to give your team the tools to spend responsibly, track budgets in real time, and streamline financial operations. With physical and virtual cards connected to funds and features that enable seamless sharing and control, Ramp makes managing business spend simple and scalable.
## How Ramp funds, cards, and Spend Programs work together
Ramp’s card infrastructure is designed to offer control, visibility, and flexibility at scale. Here’s how it works:
### Funds
**Funds** in Ramp act as predefined budgets you can assign to employees, teams, or initiatives. They help ensure spend is tracked and limited according to your business goals.
- Each physical card must be connected to **funds**
- Funds include **Spend Limits** and **expiration controls**
### Cards
Ramp supports both virtual and physical cards. These cards are issued to users and tied to funds.
- **Virtual cards** are issued instantly and are ideal for online transactions, subscriptions, and vendor payments.
- **Physical cards** are shipped to users and work for in-person transactions. Each employee can receive one card. Physical cards must be issued alongside funds for employees to spend on because they do not come with funds themselves.
### Spend Programs
**Spend Programs** group funds, users, and cards under a shared policy to streamline budget tracking and control. They’re ideal for managing departmental or initiative-based spend.
Each program includes:
- A shared fund or multiple funds
- Predefined Spend Limits and controls
- Assigned users and cards
Spend Programs make it easy to enforce consistent policies and monitor group-level spend in one place.
Learn more: [Spend Programs overview](/spend-programs-creation-and-management) and [Funds, cards, and Spend Programs](/funds-cards-and-spend-programs)
## Creating, editing, and terminating cards and funds
Ramp gives Admins, Managers, and employees the ability to manage cards and funds directly from their dashboard. What you can do in Ramp depends on your role.
### Creating cards and funds
### Admins and managers
Admins and Managers can issue cards to any employee from the **Ramp → Cards**or **Funds** page.
To issue a card:
1. Go to **Ramp → Funds** or **cards**
2. Choose **Physical card,** **Virtual card** , or **General expenses**
3. Click **Issue**
4. Select the employee, assign or create a fund for a physical card, and set card controls
5. Click **Issue**
Physical cards will be mailed to the employee. Virtual cards and funds are active immediately.
### Employees
Employees can request cards and funds for their own use.
To request a card:
1. Go to **Home →** click **Request**
2. Choose the spend type and submit the request
Your Manager or Admin will review and issue the card.
### Editing cards and funds
### Admins and managers
To edit the card or funds:
1. Go to **Ramp → Funds** or **cards**
2. Click the **•••** next to a card
3. Select **Edit card**
4. Update nickname, expiration, or other card settings
5. Click **Save**
**If your employee needs to spend from their physical card but doesn't see any funds to spend from,** you will need to change the settings on their virtual card to enable physical card spend or issue additional funds. To enable physical spending from your virtual card:
1. From **Actions →** **Edit** (top right)
2. Navigate to **Advanced → Payment options** and change the setting from ' **Virtual only'** to ' **Physical and virtual'** .
- Click **Save** . The cards will share the same **funds** , limits, and controls.
### Employees
Employees can request edits to their own cards. Please note that the funds will remain unchanged until the changes are approved by a member of the finance team.
To edit your card or funds:
1. Go to **Home →** Select the card you want to edit
2. Click **Actions →** **Edit** (top right)
3. Change nickname, amount, frequency
4. Save changes
**If you need to spend from your physical card but don't see any funds to spend from,** you will need to change the settings on your virtual card to enable physical card spend or request additional funds. To enable physical spending from your virtual card:
1. From **Actions →** **Edit** (top right)
2. Navigate to **Advanced → Payment options** and change the setting from ' **Virtual only'** to ' **Physical and virtual'** .
- Click **Save** . The cards will share the same **funds** , limits, and controls.
When an employee’s name changes in Ramp (for example, due to a legal name change), card display names update differently for virtual and physical cards:
- Updating an employee’s name in Ramp will automatically update the name on all associated **virtual cards and funds** .
- There is **no need to reissue virtual cards** after a name correction.
- To update the name on a **physical card** , reorder a new card with the updated name printed. See [Reordering physical cards](/reordering-physical-cards)
### Terminating cards and funds
### Admins and managers
To terminate a card or funds on behalf of employees:
1. Go to **Ramp → Funds** or **cards**
2. Open the card
3. Click **Edit** **→ Terminate**
4. Confirm
To terminate and reissue a physical card on behalf of employees:
1. Go to **Ramp → People** and open the employee’s profile.
2. Under **Cards** , select the card to replace.
3. Click **Terminate card** to deactivate the existing card immediately.
4. After termination, select **Reissue card** .
5. Review or update the shipping address and confirm the request.
6. The new physical card will be shipped to the address on file, or to the updated address you provide.
**Please note:** Terminating a card immediately disables it. Transaction history will still be visible for reference. Refunds to terminated cards appear in the transaction history but not the terminated card itself. These returned funds cannot be terminated or refunded, but are available in the business account balance for future spending.Learn more: [Ordering or requesting cards article](/ordering-or-requesting-physical-cards-virtual-cards-and-funds#requesting-a-virtual-card-or-funds)
### Employees
To terminate your own card or funds:
1. Go to **Home →** Select the card you want to terminate
2. Click **Edit** **→ Terminate**
3. Confirm
### Locking and unlocking cards and funds
Admins, managers, and employees have different levels of access to unlocking and locking funds and cards. See more in [Manually lock or terminate Ramp funds and cards](/how-to-lock-or-terminate-ramp-funds-and-cards).
## Sharing Ramp cards through shared funds
Ramp allows Admin and Accounting roles to create **shared funds** that multiple users can access through their own cards. This enables shared budgeting across teams or projects without needing to hand off card details. Funds locking and transaction declines apply to individual users, while other cardholders using the same shared fund can continue using their cards without disruption.
## Use cases
- Departmental budgets (e.g., “Marketing Q2”)
- Events or offsite initiatives
- Office expenses shared by a location
## How to create a shared fund
1. Go to **Ramp → Funds** or **cards → Issue**
2. Select "General expenses" for funds, or pick a Spend Program that issues shared funds
3. Enter the names of the funds' owners. Each person listed here will receive distinct shared funds that they can add additional members to.
4. Under **Advanced**, click on **Sharing**, or under the Pre-spend Controls for Spend Programs, toggle on the sharing functionality.
5. Once the funds have been issued and shared, each member will be responsible for their missing items. If their items are not submitted in time, only the member's funds will be locked.
**Please note:** Shared funds help enforce centralized controls while enabling distributed access to the budget.Learn more: [Shared cards & funds article](/shared-cards-funds-for-tracking-group-spend)
## Card visibility and access permissions
Card access on Ramp has two layers: which cards you can see in your account, and whether you can view sensitive card details such as the full card number, CVV, and expiration date.
### Who can see which cards
Your role determines which cards you can see across Ramp, including the cards page and other areas that display card information:
- **Admins, Owners, Finance Admins, Accounting, and View-Only Admins** can view all cards across the business.
- **Managers** (with no other administrative role) can view cards belonging to employees in their reporting chain. Because [roles are additive](/user-roles-overview) , a user with Manager combined with a role that has broader access (such as Accounting) inherits the wider visibility.
- **Employees** can view only their own cards.
There is no single toggle to turn card visibility on or off. Card visibility is determined by each user's role, and because permissions are additive, you must change the role that grants the visibility. Ramp Plus customers can adjust card visibility by [editing the permissions on a built-in role](/customizing-roles-and-permissions) (such as Accounting or Finance Admin) or by [creating a Custom Role](/creating-a-custom-role) with only the permissions needed.
### Viewing sensitive card details
- **Only the card owner can view the full virtual card number and details.** This includes the complete card number, CVV, and expiration date.
- **Admins can lock or terminate cards they do not own, but cannot view full card details.** Admins can manage cards for security and compliance purposes, but cannot access sensitive card information for cards owned by other users.
- **If fraud protections lock a card,** the cardholder, a Manager, or an Admin with permission can unlock it. See [Ramp's fraud protection procedures](/ramps-fraud-protection-procedures#legitimate-transactions-flagged-as-fraud) for fraud alert steps.
## Frequently asked questions
### Who can create cards and funds on Ramp?
Admins and Managers can create cards. Users can only request them.
### Can I use one card for a single budget with multiple employees?
Yes, through **shared funds**, a single budget can be used across multiple employees.
### What happens when a card is terminated?
The card is deactivated and can no longer be used. All transaction history remains available for review.
### What do I do if I see a 'failed to load' error or can't find my funds?
Stipends may be inaccessible if they have expired or are no longer active (terminated). Check the date the stipend was issued or check your email to see if Ramp sent you a notification of expiration or termination. If you still can't access your funds, contact your account admin or manager—they can confirm the funds status and provide next steps.
### How do I restrict which users can see other employees' cards?
Card visibility is determined by each user's role. By default, Admins, Owners, Finance Admins, Accounting, and View-Only Admins can see all cards across the business. Managers (without an additional administrative role) see only cards within their reporting chain, and Employees see only their own cards. Because roles are additive, a Manager who also holds a role with broader visibility (such as Accounting) inherits that wider access. To restrict card visibility, Ramp Plus customers can [edit the permissions on the built-in role](/customizing-roles-and-permissions) that grants access (such as Accounting or Finance Admin), or [create a Custom Role](/creating-a-custom-role) with only the permissions needed.
### Why is a card decline not showing up in Ramp?
If a card is declined but you do not see that decline in Ramp under **Expenses** > **Card transactions**> **Declined**, the decline most likely occurred on the vendor’s side before it reached Ramp.
To troubleshoot:
- Confirm the card details entered at checkout, including **card number** , **CVV** , **expiration date** , **billing address** , and **billing phone number** (if requested by the merchant), match what is shown in your Ramp account.
- Ask the vendor whether the decline is due to their own risk rules or those of the payment processor (for example, AVS or CVV mismatch, country or merchant restrictions, or other internal checks).
- If the problem persists across multiple vendors or repeated attempts, create or request a new virtual or physical card from your Ramp dashboard and try the transaction again.
If no decline appears in Ramp after these checks, the transaction was not processed by Ramp. Only the vendor can provide details on why it was rejected.
### What billing phone number should I use when a merchant asks for one at checkout?
Some merchants require a billing phone number during checkout. Use the personal phone number associated with your Ramp profile. Your company's address on file is the default billing address, but cards tied to a specific entity may use that entity's address instead. Your card's billing address may therefore differ from your company's legal address, so use the billing address shown in your Ramp account and see [How to update my company's address](/how-to-update-my-companys-address) for details. The billing phone number is the phone number tied to your individual account. You can verify your phone number in your [account settings](https://app.ramp.com/settings).
---
# Requesting a change to or editing your cards or funds
> Official Ramp Help Center article. Topic: Expense Management / Pre-Spend Controls & Spend Requests. [View the canonical page](https://support.ramp.com/requesting-a-change-to-or-editing-your-cards-or-funds).
## Overview
Making changes to a card or funds is simple for an admin or an employee. Below are the steps for each type of user to edit or request changes to an existing card.
## Step-by-step configuration guide
### As an Admin
If you are the owner or admin of your company's Ramp account, you can adjust any card or funds that has been created for your team. You can change the limit, lock it temporarily, or set an auto-lock on it.
Here's how:
1. On the homepage, click ' **Manage Funds** ' on the left-hand side of the screen.
2. Click the card or funds you want to edit. This will open the details on the right-hand side of the page.
3. Click **Actions** at the top right to edit, lock, terminate, or make other changes.
### As an Employee
If you need a higher spending limit on your Ramp card or funds, head to your [wallet](https://app.ramp.com/#/d/my-wallet) and select the relevant card or funds. Then:
1. Open the **More actions** (⋯) menu and select **Request a temporary increase**. One-time (total) limits show **Request an increase** instead, which is a permanent change.
2. Enter the **Additional amount** you need and a reason for the increase (your approver will read this reason).
3. Click **Request increase**.
Your manager or admin will then approve the request or explain why they can't. See [Temporary changes to spending limits on your card or funds](/temporary-changes-to-spending-limits-on-your-card-or-funds) for how temporary increases reset.
Please note that if someone other than the employee originally requested the card or funds, all future edit requests — even when the employee makes the request themselves — follow the approval routing based on that initial requester.
## Frequently asked questions:
- I changed my employee's card or funds Spend Limit frequency to "Total." Why are their card or funds still being declined?
- Please note that changing a spending limit to "Total" is a one-time update that will display the lifetime spending on the card or funds. If you want to adjust how often the limit resets, you can select a frequency of daily, weekly, monthly, or yearly. After making this change, the card or funds will show the available spending based on the chosen frequency.
- My physical card is locked but there is no unlock option.
- If 'Unlock' is missing and no error messages are shown, check if the associated fund is locked.
- Go to 'Manage spend' → 'Funds' and search for the employee or fund name.
- Unlock the fund if it is locked. The card will become usable.
---
# Card and funds expiration
> Official Ramp Help Center article. Topic: Expense Management / Pre-Spend Controls & Spend Requests. [View the canonical page](https://support.ramp.com/card-and-funds-expiration).
## Overview
All Ramp funds and physical cards expire approximately four years after their issue date. As the expiration dates approach, Ramp will send email and SMS notifications and prompt cardholders to confirm their mailing address for physical card shipping. Ramp may also update card details in stored digital wallets and update stored card information with participating vendors where possible.
## How it works
### Funds and virtual card expiration
For expiring funds and virtual cards, Ramp will prompt you to renew them through SMS and email. Once you complete this, we will automatically update any funds and virtual cards in your mobile wallet, too.
A banner will be displayed at the top of “Home” and in both funds, virtual cards, and vendor card drawers 14 days before expiration. You will also receive an email notification about the funds and cards that are expiring. Ramp does not allow custom alerts to be set.
Ramp sends notifications on the schedule below:
- **Approximately 1 month before the funds and virtual cards expire.**
- An email on the day of expiration to alert customers we have automatically reissued their fund(s) and virtual card(s)
- If vendor details have not been updated with the new funds information, a notification will be sent for vendor payment failures due to card expiration
If you do not renew your funds and virtual cards, Ramp will automatically do this for you once it's expired.
### Physical card expiration
For expiring physical cards, Ramp will notify you and prompt you to verify your address before automatically re-ordering the cards.
Expiring physical cards that need to be reissued or have been reissued will show up in the Home dashboard, the physical card drawer, and mobile apps. Cardholders must verify their address so Ramp can reorder their cards.
**Ramp sends notifications approximately 2 months before your physical card expires.**
If you do not confirm your address one month before the expiry date, Ramp will automatically reissue a card for you to the address where your previous physical card was delivered.
Declines due to physical card expiration will trigger an email to the user letting them know they need to activate their card once shipped. If you have not received your card, please review Ramp's email notification for the address the card shipped to or sign in to order a new physical card if it has not arrived. Expiring physical cards are terminated upon activation of the replacement.
**Video walkthrough:** See how cards and funds expire on Ramp, what happens when a budget cycle ends, and how to extend or replace either. Best for admins and cardholders managing expiring funds or cards. [Watch the video](https://www.youtube.com/watch?v=lpbSG7DIUH0).
## Dispose of an old physical card
Once a physical card is terminated — whether from expiration, replacement, or being reported lost or stolen — it cannot be used for new transactions. Destroy the old card before discarding it to protect your account information.
- **Plastic cards** — cut through the chip and magnetic stripe with scissors, then discard the pieces.
- **Metal cards** — standard scissors will not cut through a metal card. Use heavy-duty shears or pliers to bend and break the card, or check with your local recycling center for metal disposal options.
Ramp does not currently offer a card return or recycling program.
---
# Transferring Ramp cards and funds
> Official Ramp Help Center article. Topic: Expense Management / Pre-Spend Controls & Spend Requests. [View the canonical page](https://support.ramp.com/transferring-ramp-cards-and-funds).
## Overview
Ramp makes it easy for admins to transfer cards and funds between employees or for admins and managers to take control of cards and funds when employees leave the company. This ensures that all critical business expenses on Ramp cards are never declined and that the transaction or vendor relationship owner has visibility into the spend.
## How it works
If you are an admin and wish to transfer the ownership of a virtual card or funds, you may follow these steps:
1. Navigate to **[Funds & cards](https://app.ramp.com/funds)** .
2. Select the card or funds you wish to transfer.
3. Click **Actions** > **Edit** .
4. Select the Owner field and choose who the new owner will be.
- Note: As a manager, you can only transfer the cards and funds of someone and to someone that you manage. As an admin, you can change the owner of anyone's card or funds. When transferring a card or funds, a new card number (PAN) will be generated.
Admins and managers both have the option to transfer virtual cards and funds when terminating an employee. It is important to note that Physical cards cannot be transferred for security purposes. For this reason, we recommend putting all recurring transactions on Ramp virtual cards.
---
# Shared cards & funds for tracking group spend
> Official Ramp Help Center article. Topic: Expense Management / Pre-Spend Controls & Spend Requests. [View the canonical page](https://support.ramp.com/shared-cards-funds-for-tracking-group-spend).
## Overview
This feature allows admins to issue or employees to request funds that multiple employees can spend from. Whether it's for events, software purchases, or any team-related expenditure, shared funds ensure that all authorized employees can spend from the same pool of funds while allowing the funds owner to have visibility and control over who is spending what. This feature is available on both web and mobile.
## Use cases
Below are a few sample opportunities to use shared funds:
1. Events and projects : I'm the Head of Marketing, and I have allocated $20k to plan an event. I want my Marketing Events Managers to be able to access this budget amount to spend on the event.
2. Software : I want anyone who is a vendor owner on the Data team to be able to spend from our software budget for the quarter.
3. Executive Assistants: I want my EA to be able to spend on my behalf.
## Key features
1. **Requesting/issuing/approving shared funds:** A simple checkbox during the funds request/issue process will turn a funds request into a shared funds limit with the requestor as the owner. Approvals remain the same based on the policy, which can be viewed in the Funds tab and in the individual funds.
2. **Co-owner role:** Funds owners can promote members to become a Co-owner. Funds owners can also demote a Co-Owner back to a Member. Co-Owner permissions:
- Full visibility of fund total and other member’s transactions
- Add / Remove Members
- Invite Members via Shareable Link
3. **Adding members:** Admins, Fund owners and Co-owners can add/remove members from Shared Funds by entering their name in a dropdown or inviting via a shareable link. Members cannot add / remove other members from Shared Funds.
4. **Virtual Card Number** : If members choose to generate a unique card number, each member will have their own card number associated with the shared funds. No member will have the same card number.
5. **Transaction visibility** : Members are allowed to see only their own transactions. Funds owners and Co-owners can see everyone's transactions. However, only Admins can click on an expense for additional details. Members clicking on their own expenses can also see additional details.
6. **Export to CSV:** Everyone can export transactions to a CSV directly from the Shared Funds drawer
- Owners + Co-Owners can see everyone’s transactions and can export it to CSV
- Members can only see their own transactions and can export it to CSV
7. **Notifications and locking** : Notifications, missing items, and funds locking apply only to the person who made the purchase using the shared funds. The overall funds will not be affected if one person doesn't submit missing items and has their funds locked.
8. **Funds Table:** Shared funds are clearly marked, making it easy to distinguish them from individual funds.
## How to issue, edit, and use shared funds as an Admin
**To issue shared funds as an Admin or Manager**, you can do so in the regular funds issuing flow. Spend Programs can also issue shared funds.
1. In your "Home" tab, click "Issue funds"
2. Select "General expenses" for funds or pick a Spend Program that issues shared funds
3. Enter the names of the funds owners. Each person listed here will receive distinct shared funds that they can add additional members to.
4. Under "Advanced," click on “Sharing”, toggle on the sharing functionality.
5. Follow the funds or program creation flow as usual, the fund locking and approval flow processes for funds, transactions, and reimbursements remain the same.
6. Once the funds have been issued and shared with other members, each member will be responsible for their missing items and only the member's funds in question will lock if their items are not submitted in time.
**To turn sharing on or off for existing funds**, click on the funds or program. Turning off shared funds terminates every member's funds except the funds owner.
1. Click “Edit.”
2. Under “Sharing,” toggle the functionality on or off again
3. Click “Save” to confirm your changes
**To view spending on shared funds:**
1. Click on the funds and open the “Overview” tab
2. Scroll down to the most recent activity
3. Admins can click on any transaction or view funds details for any member of the shared funds
4. You can also Export to CSV the transactions
**To add or remove members of shared funds**: Admins can add or remove members from the shared funds on the “Sharing” tab
**To invite members via a Shareable Link:**
1. Turn Shareable toggle on
2. Click 'Copy Share Link'
3. Share it in communication channels (e.g. Slack, Email, Google Docs, Notion)
4. When a user clicks on the link it will route them to a Request page
5. They can click on a button to “Request to join”
6. Their request shows up on the Request tab
7. Owners / Co-Owners can approve or deny the request to join
8. Turn Shareable toggle off to turn off link sharing. It will disable all join requests moving forward.
**To change the owner of the shared funds:** Only Admins can change the owner of the shared funds.
1. Click on the funds you would like to change the owner for and click “Edit”
2. In the owner field, select the name of the new owner
## How to request, edit, and use a new shared funds as a funds Owner
**To request a shared funds as an employee**, you may do so by requesting a new funds or by requesting funds from a Spend Program that allows sharing.
1. Click the "Request funds" button in your homepage
2. Select "General expenses" or a Spend Program (if it is a program with sharing enabled)
3. Enter the relevant funds details
4. Under "Advanced" > “Sharing,” toggle on the sharing functionality and add members to the Fund. You can also add members after Fund creation.
5. Following the funds request flow as usual. Funds locking and approval flow processes for funds, transactions, and reimbursements remain the same.
**To turn sharing on or off for existing funds**, click on the funds or program
1. Click “Edit”
2. Under “Sharing,” toggle the functionality on or off again
3. Click “Request Edits.” The funds approval flow will follow the same logic
**To view spending on shared funds:**
1. Click on the funds and open the “Overview” tab
2. Scroll down to the most recent activity
3. You can also Export to CSV the transactions
**To promote a Member to Co-Owner**:
1. Click on the "3 dot" menu next to the Member's name
2. Click "Make Co-Owner" and hit confirm.
3. You can click on the same menu to demote a Co-Owner back to a Member
4. Co-Owner permissions:
- Full visibility of fund total and other member’s transactions
- Add / Remove Members
- Invite Members via Shareable Link
**To add or remove members of shared funds**: Owners and Co-Owners add or remove members from the shared funds on the “Sharing” tab
**To invite members via a Shareable Link:**
1. Turn Shareable toggle on
2. Click 'Copy Share Link'
3. Share it in communication channels (e.g. Slack, Email, Google Docs, Notion)
4. When a user clicks on the link it will route them to a Request page
5. They can click on a button to “Request to join”
6. Their request shows up on the Request tab
7. Owners / Co-Owners can approve or deny the request to join
8. Turn Shareable toggle off to turn off link sharing. It will disable all join requests moving forward.
## Frequently asked questions
- **Will guests be able to access a shared funds?** Yes, they can be added as members to funds or own one if provided with funds that has sharing functionality.
- **Can any user role be a shared funds owner?** Yes, any user role can be an owner. If you can be issued funds, you can be the owner of it
- **Can there be multiple shared funds owners?** There is one Funds Owner, but they can promote other Members to become Co-Owners. Co-Owners are allowed to add/remove members and can see everyone's transactions on the Fund.
- **Will each member be using the same card number or a different card number?** Each member will have their own card number.
- **Where can members view their card details?** Card details can be viewed by clicking the image of the card and clicking on the 'Shared' tab.
- **What happens when I turn off the sharing function?** The other members' funds will be terminated, however, the owner's funds will remain unaffected. If you want to invite the same members to the shared funds after turning it off, they will be issued a new card number.
- **Does deleting shared funds behave the same way as deleting a normal funds?** Yes, it does. You will have access to the expense history of deleted funds.
- **If an employee requests for their existing funds to become shared funds, does this default them to being the shared funds owner?** Yes, the original funds owner will become the owner of funds that turn into shared funds.
- **What happens if one of the members of the shared funds doesn’t submit missing items within the auto-lock date?** Only that member’s funds will lock. The overall shared funds won't be affected, and other users will still be able to access their shared funds card numbers. Admins and managers can unlock funds by dismissing requirements.
- **What happens when a manager locks a shared funds?** The shared funds will only lock for their direct report. The other members' funds won't lock.
- **Can co-owners edit or attach receipts to other members' transactions?** No. Co-owners can view all members' transactions, but can only edit or attach receipts to their own. To manage receipts or edit expenses on behalf of another user, that user should assign you as their [Assistant](/user-role-deep-dive-assistant) . Assistants can submit receipts, fill out memos, and code accounting fields on behalf of their assigned users.
---
# Troubleshooting transaction receipt matching
> Official Ramp Help Center article. Topic: Expense Management / Expense Policies & Submission. [View the canonical page](https://support.ramp.com/troubleshooting-transaction-receipt-matching).
## Overview
Ramp automatically matches receipts to Ramp card transactions when they're forwarded to [receipts@ramp.com](mailto:receipts@ramp.com). If a receipt does not appear on the expected transaction, it is usually due to one of the reasons outlined below. This article covers common reasons and how to address them.
For setup steps, see [How to automatically forward receipts to Ramp](/how-to-automatically-forward-receipts-to-ramp). For broader receipt submission options, see [Submitting receipts and memos for your Ramp funds](/submitting-receipts-memos-and-accounting-for-your-ramp-transactions).
## The receipt did not attach at all
The following conditions must be true for the receipt to attach.
- **Ramp recognizes the forwarding email.** Ramp identifies the sender from their Ramp login email or a confirmed email added under [**Profile settings**](https://app.ramp.com/settings/all/profile) > **Receipt forwarding**. A Manager or Admin's role alone does not make another cardholder's transactions eligible, but Ramp may consider transactions for users the sender actively supports as a delegate, approver, or [Assistant](/user-role-deep-dive-assistant). Ramp can also consider company-wide transactions when the receipt details identify a match.
- **The email was sent to [receipts@ramp.com](mailto:receipts@ramp.com).** See [Choosing the right Ramp inbox](#choosing-the-right-ramp-inbox) below — receipts sent to `@ap.ramp.com` create vendor invoice drafts instead, and receipts sent to [reimbursements@ramp.com](mailto:reimbursements@ramp.com) create reimbursements.
- **The forwarding email was connected before the receipt arrived.** The mailbox integration only ingests emails received *after* an address is connected. Receipts already sitting in the inbox before connection are not pulled in retroactively — forward them manually from the connected address.
- **The card charge appears in Ramp.** Ramp can match receipts to pending transactions, so you do not need to wait for the charge to post. If the charge does not appear yet, the receipt may either fail to match or attach to an older same-vendor transaction. Wait for it to appear in Ramp, then forward.
## Choosing the right Ramp inbox
| **What you are sending** | **Where to forward** |
| --- | --- |
| A receipt for a Ramp card transaction | [receipts@ramp.com](mailto:receipts@ramp.com) |
| A receipt for a personal-card reimbursement | [reimbursements@ramp.com](mailto:reimbursements@ramp.com) |
| A vendor invoice (Bill Pay) | `@ap.ramp.com` |
## The receipt attached to the wrong transaction
Ramp uses details such as the amount, merchant, transaction date, and card information to choose a transaction. Two situations can still cause an incorrect match.
- **Receipt forwarded before the charge appeared.** When no matching charge exists yet, the receipt attaches to the closest existing same-vendor transaction, which can be days or weeks old.
- **Two same-vendor transactions on adjacent days for the same amount.** The algorithm can pick the earlier or later one. This is a known matching edge case.
**To fix an incorrect match:** open the transaction in Ramp, remove the attached receipt, and re-attach to the correct transaction. If the correct charge does not appear in Ramp yet, wait for it to appear and re-forward the receipt from the cardholder's email.
## Amazon receipts
Amazon **order confirmation** emails do not auto-match because the order confirmation amount does not reliably match the final charge — Amazon bills at shipment, and totals can change due to substitutions, partial shipments, or split orders.
**What to forward instead:**
- The Amazon **shipping confirmation** email, or
- The itemized invoice Amazon sends after the order ships.
If neither is available, attach the receipt manually to the transaction in Ramp. For companies with Amazon Business, finance team admins can turn on this integration by navigating to **Company** > **Integrations** > **Receipt Capture**.
## Travel and TMC receipts
How a travel receipt matches depends on where the booking was made.
- **Booked through Ramp Travel.** For pre-paid Ramp Travel bookings (all flights and prepaid hotels), Ramp generates a booking receipt and attaches it automatically once the booking and card transaction are matched. Post-paid hotel bookings work differently: the final receipt/folio is generated by the hotel at checkout and should be sent to [receipts@ramp.com](mailto:receipts@ramp.com) from the cardholder's email address, or uploaded manually.
- **Booked outside Ramp Travel.** Forward the airline, hotel, or merchant confirmation to [receipts@ramp.com](mailto:receipts@ramp.com) from the cardholder's email.
- **Booked through a TMC such as Navan or Egencia.** How the receipt reaches Ramp depends on how the TMC is connected:
- **TMC data integration.** If your company has connected the TMC to Ramp and enabled **Attach receipts to matched transactions** during setup, Ramp pulls the receipt directly from the TMC — no email forwarding required.
- **Email forwarding only.** If the TMC is not connected to Ramp, or if it is connected but **Attach receipts to matched transactions** is not enabled, the receipt comes from the TMC's address rather than the airline. Add the TMC's address as an additional receipt email on the cardholder's profile so the forwarded email is recognized.
- **Booked by someone other than the cardholder.** If a travel coordinator or executive assistant booked the ticket, the receipt email may not match the cardholder. The cardholder needs to re-forward the receipt from their own email, or the coordinator's address must be added to the cardholder's profile.
## When a receipt still does not match
If all of the conditions above are satisfied and the receipt still has not attached:
- **Attach the receipt manually.** Open the transaction in Ramp and upload the receipt directly. This is the fastest resolution.
- **Forward to [missedreceipts@ramp.com](mailto:missedreceipts@ramp.com).** Emails sent here are reviewed so Ramp can improve detection for the vendor format that failed.
- **Forward the original email, not a forwarded chain.** Multi-hop forwards often strip the structured data Ramp uses for matching. Forward the vendor's original email directly from the cardholder's address.
## Frequently asked questions
### Can someone other than the cardholder forward a receipt?
Yes. Ramp may match a receipt to another cardholder's transaction in certain delegation, Assistant, or company-wide matching cases. See [The receipt did not attach at all](#the-receipt-did-not-attach-at-all) for details.
### How long does auto-matching take?
Most receipts match within seconds of arrival. Delays of a few minutes can occur when the vendor email is image-only or PDF-only and requires OCR. Travel bookings can take longer to sync from the airline or TMC.
### I got a confirmation that the receipt was added, but the transaction shows no receipt. Why?
The receipt likely matched to a different same-vendor transaction. Search the vendor name under [**Home > My expenses**](https://app.ramp.com/home/personal-expenses/all) > type your vendor into the search bar, and check recent transactions. If the receipt is on the wrong transaction, delete the receipt by clicking on the 3-dot menu in the bottom right-hand corner and upload a new receipt to the correct transaction.
### Can Ramp match a receipt when the date is slightly off?
Yes. Ramp treats a receipt date within one calendar day before or after the transaction date as a date match. Attach the receipt manually if it does not match.
### Will receipts that arrived in my inbox before I connected the address get pulled in?
No. The mailbox integration only ingests emails received after the address is connected. Forward older receipts manually from the now-connected address.
### How do I delete an incorrectly attached receipt?
From your browser, click into the transaction with the receipt you'd like to delete. At the bottom right-hand corner, there is a 3-dot overflow menu. Click on the menu and select **Delete receipt**.
## Related articles
- [How to automatically forward receipts to Ramp](/how-to-automatically-forward-receipts-to-ramp)
- [Submitting receipts and memos for your Ramp funds](/submitting-receipts-memos-and-accounting-for-your-ramp-transactions)
- [How to contact Ramp's Support team](/how-to-contact-ramps-support-team)
---
# XML receipts (CFDI) in submission policies
> Official Ramp Help Center article. Topic: Expense Management / Expense Policies & Submission. [View the canonical page](https://support.ramp.com/xml-receipts-cfdi-in-submission-policies).
> **This article applies to Ramp Administrators.** Employees looking for how to submit receipts should see [Submitting receipts, memos, and accounting for your Ramp transactions](/submitting-receipts-memos-and-accounting-for-your-ramp-transactions).
## Overview
XML receipts are structured, machine-readable receipt documents used for tax compliance in certain markets. In Mexico, businesses are required to collect [CFDI](https://www.sat.gob.mx/home) (Comprobante Fiscal Digital por Internet) receipts — XML-formatted tax documents issued through Mexico's SAT (Servicio de Administracion Tributaria) — to claim tax deductions on employee expenses.
If your business operates in Mexico or has Mexican entities, you can add an **XML receipt** requirement to your submission policies. This ensures employees attach XML receipt documentation (such as CFDI) when submitting expenses, alongside or instead of standard image or PDF receipts.
This feature must be enabled for your business. Contact your Account Manager or Ramp Support to request access.
## How XML receipts differ from standard receipts
XML receipts and standard receipts are **independent requirements** in Ramp's submission policy system. When your policy requires both, employees must upload each type separately:
- **Standard receipt** — an image or PDF of the transaction receipt (accepted formats: PNG, JPEG, PDF, HEIC, WEBP). An XML receipt does **not** satisfy a standard receipt requirement.
- **XML receipt** — an XML file containing structured transaction data (accepted format: XML only). A standard image or PDF receipt does **not** satisfy an XML receipt requirement.
If your policy requires only an XML receipt (without requiring a standard receipt), employees need to upload only the XML file. If your policy requires both, employees must upload both a standard receipt and an XML receipt for the transaction to be compliant.
## For Admins: requiring XML receipts in a submission policy
You add an XML receipt requirement through the submission policy workflow builder, the same place you configure other submission requirements like receipts, memos, and accounting fields.
1. Navigate to **Policy** > **Travel & expenses** > **Additional controls** > [**Expense requirements**](https://app.ramp.com/settings/expense-policy/travel-and-expenses#/d/expense-policy/submission-policies).
2. Select an existing submission policy to edit, or click **Add submission policy** to create a new one.
3. In the workflow builder, click **Add** and select **Required fields** (or **Optional fields** ).
4. From the field selector, choose **XML receipt** .
5. Optionally, add conditions to control when the XML receipt requirement applies — for example, requiring XML receipts only when the **Business Entity** is a Mexican entity, when the transaction currency is MXN, or only for transactions above a certain **Amount** .
6. Click **Save** to apply the policy.
> **Note:** The **XML receipt** option only appears in the field selector if this feature has been enabled for your business. If you do not see it, contact your Account Manager.
You can use all of the same conditions available for other submission policy fields, including Business Entity, Amount, Employee Role, and others. For the full list of available conditions, see [Setting conditions](/submission-policies#setting-conditions) in the Submission policies article.
## Example: requiring XML receipts for a Mexican entity
To require XML receipts for all card transactions from a Mexican entity:
1. In the workflow builder, add a **Set conditions** step and select **Business Entity** .
2. Choose the Mexican entity from the list.
3. Under the condition, add **Required fields** and select **XML receipt** .
4. Optionally, also require a standard **Receipt** if you need both document types.
5. Click **Save** .
## For Employees: uploading XML receipts
When a submission policy requires an XML receipt, you will see a dedicated **XML Receipt** field on the transaction or reimbursement. This field is separate from the standard receipt upload area.
### On desktop
1. Open the transaction or reimbursement that requires an XML receipt.
2. Find the **XML Receipt** field, which displays **Upload an XML receipt** .
3. Click to upload your XML file. Only `.xml` files are accepted in this field.
4. Once uploaded, the field updates to **XML receipt attached** .
If the policy also requires a standard receipt, upload that separately in the standard **Receipt** field.
### From the missing items feed
If you have outstanding XML receipt requirements, they appear in your [**missing items feed**](https://app.ramp.com/home/transactions/missing-items). The XML receipt field shows **Upload an XML receipt (required)**. Upload your XML file directly from the feed to resolve the requirement.
Ramp also sends notifications (via email, Slack, or SMS) when XML receipts are missing from your transactions. The notification will include a prompt such as: "Please upload your XML receipt (e.g., CFDI or NF-e) for this transaction."
## Frequently asked questions
### Can an XML receipt fulfill a standard receipt requirement?
No. When XML receipt policy enforcement is active, XML receipts and standard receipts are tracked as separate requirements. An XML file uploaded to the XML receipt field does not count toward a standard receipt requirement, and a standard image or PDF receipt does not count toward an XML receipt requirement.
### What file format does the XML receipt field accept?
The XML receipt field accepts `.xml` files only. The file must be a valid XML document. For Mexican CFDI compliance, this is the XML file issued by the vendor through Mexico's SAT system.
### Does Ramp parse or validate the contents of the XML receipt?
Ramp can parse structured data from XML receipts when configured for your business. Supported XML formats include Mexico's CFDI and Brazil's NF-e. When parsing is configured, Ramp extracts key fields — such as the fiscal UUID, amounts, dates, and vendor information — from the XML document. This extracted data can then be used in advanced accounting rules to automate coding or validation. If parsing is not configured, the XML file is still accepted and stored but its contents are not extracted. Ask your Account Manager to set up XML receipt parsing for your business.
### How do XML receipts appear on transactions?
XML receipts display with a document icon thumbnail rather than an image preview. They appear in a separate **XML Receipt** section on the transaction detail page, distinct from standard receipt previews.
### What happens if I remove an XML receipt from a transaction?
If you remove the XML receipt and the policy requires one, the XML receipt requirement becomes unfulfilled. The transaction will show as missing an XML receipt in the missing items feed until a new XML file is uploaded.
### Can I require XML receipts for reimbursements?
Yes, for out-of-pocket reimbursements. XML receipt requirements apply to both card transactions and out-of-pocket reimbursements. The reimbursement form includes a dedicated XML receipt upload field when the applicable submission policy requires one. XML receipt requirements are not available for per diem or mileage reimbursements.
### Does Ramp detect duplicate XML receipts?
When enabled, Ramp checks for duplicate XML receipts using the file's content. If the same XML file has already been attached to another transaction, Ramp flags it as a potential duplicate.
## Related articles
- [Submission policies](/submission-policies)
- [Submitting receipts, memos, and accounting for your Ramp transactions](/submitting-receipts-memos-and-accounting-for-your-ramp-transactions)
- [Conditional coding in submission policies](/conditional-coding-in-submission-policies)
---
# Getting Started with Ramp’s Expense Policy Setup
> Official Ramp Help Center article. Topic: Expense Management / Expense Policies & Submission. [View the canonical page](https://support.ramp.com/getting-started-with-ramps-expense-policy-setup).
## A seamless onboarding experience
Ramp’s new **expense policy onboarding** makes it easy for company owners and admins to set up policies that align with their business needs. This guided experience ensures your company starts with a well-defined policy while allowing for customization to fit your workflows.
## Step 1: Review your expense policy
- After signing up, admins are directed to the **setup guide** .
- One of the first steps is **reviewing your expense policy** —this ensures all expense controls are properly in place from the start.
- A **banner** under [**Policy** > **Travel & expenses**](https://app.ramp.com/settings/expense-policy/travel-and-expenses) will prompt you to complete this step before accessing additional settings.
## Step 2: Customize your policy
Beyond the default options, you can **fine-tune your expense policy** to match your company’s requirements.
### Receipt and memo submission rules
- Configure when **receipts and memos** are required for transactions.
- Set thresholds for **when memos are mandatory** or disable receipt/memo requirements entirely.
- Changes are **tracked with a modified badge** , so you can easily see what’s been adjusted.
### Approval workflows
- Customize **transaction and reimbursement approvals** , including options for manager and admin review at different spending thresholds.
- For teams that need more flexibility, the **Advanced Workflow Builder** allows for deeper customization of expense policies.
- Access **granular controls** to fine-tune approval rules and review steps.
- Preview your settings and make adjustments before finalizing.
## [Plus customers only] step 3: select your policy document
If you’re a Plus user, you’ll see options to onboard Policy Agent using your existing materials:
- **Use Ramp’s best-practice template**
- Good if you don’t have a detailed expense policy yet.
- **Use your existing employee-facing policy as a starting point**
- Good if you already have a policy in your handbook or PDF and want the agent to mirror it.
- **Upload another policy document**
- Good if your expense policy lives in a separate doc you maintain elsewhere.
Regardless of which path you choose, Ramp converts your input into an **AI-friendly structured policy** that the Policy Agent can interpret and cite.
Learn more about the Policy Agent here.
## Finalizing your setup
- Once you’re finished, you’ll return to your starting point (either the Setup Guide or **Policy** > **Travel & expenses**).
- After you finish the guided setup, you can adjust your expense policy at any time from **Policy** > **Travel & expenses**.
- If you’re on Plus, you can now explore your Policy Agent and customize its settings.
**Whether you’re on Plus or not, you can send your employee-facing policy for signature in Ramp:**
1. Go to [**Policy** > **Travel & expenses**](https://app.ramp.com/settings/expense-policy/travel-and-expenses).
2. Under **Additional controls**, select **Employee policy for signatures** and upload your policy document in PDF format.
3. Choose **Just upload** to upload without sending signature requests, or **Upload & send to…** to email signature requests to your team.
**Important notes:**
- [For Plus customers] The employee-facing policy document is **separate** from the Policy Agent's knowledge center (the AI-optimized policy).
- [For Plus customers] Changes to the Policy Agent's knowledge center do **not** automatically trigger new signature requests for the employee-facing policy.
- Employees can always review what they signed under their [**Employee Handbook**](https://app.ramp.com/settings/expense-policy/travel-and-expenses#/d/employee-handbook/policy-document).
- To check policy-signature status in the **People tab**, use the **Expense policy signature** filter to view users who have or have not signed.
[For Plus customers] If you need to send an updated policy for signatures after Policy Agent changes, download/export the updated policy, re-upload it as a new employee-facing PDF under **Policy** > **Travel & expenses** > **Additional controls** > [**Employee policy for signatures**](https://app.ramp.com/settings/expense-policy/travel-and-expenses#/d/employee-handbook/policy-document), then choose **Require signatures again**.
## Get started today
Ramp’s **expense policy setup** ensures businesses can implement spending controls quickly while maintaining the flexibility to adapt as needs evolve. Once you have a policy document uploaded, employees can ask policy-related questions over text at HIRAMP (447-267), and Ramp will provide guidance based on your policy. Sign in to your Ramp account today to configure your policy and start managing expenses effortlessly.
---
# Submitting receipts, memos, and accounting for your Ramp transactions
> Official Ramp Help Center article. Topic: Expense Management / Expense Policies & Submission. [View the canonical page](https://support.ramp.com/submitting-receipts-memos-and-accounting-for-your-ramp-transactions).
## Overview
Ramp offers multiple ways for you to submit receipts, memos, and accounting codes for your transactions. Ramp can also automate memos and suggest accounting categories to save you time.
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](/submitting-reimbursements) 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.](/reimbursements-overview-for-admins)
## Ways to submit receipts, memos, and accounting fields
After you make a transaction on your physical card, funds, or virtual card, you can send your receipts to Ramp in a few ways:
| **Channel** | **Receipts** | **Memos** | **Accounting Fields** |
| --- | --- | --- | --- |
| **SMS** | Text us at HIRAMP (447-267) - We try to match it with a transaction, or you can create a reimbursement For international users, please text 844-331-1023 (toll-free) | Text us - we will add the memo to the last transaction | Text us or click the submission link sent via SMS for a mobile-friendly submission flow |
| **Email** | Forward to [receipts@ramp.com](mailto:receipts@ramp.com). See [How to automatically forward receipts to Ramp](/how-to-automatically-forward-receipts-to-ramp) for set-up. (Reimbursements must be forwarded to [reimbursements@ramp.com](mailto:reimbursements@ramp.com)) | Add "memo: *enter your memo* " in the body of the email | When receipts are captured automatically with the Gmail integration, we offer the option to code dynamic fields |
| **Ramp.com** | Click into the transaction to upload the receipt or bulk upload manually via the [missing items section](https://app.ramp.com/home/transactions/missing-items) . | Click into the transaction or missing items section and add a memo | Click into the transaction or missing items section and enter the field |
| **Mobile App** | Capture a receipt using our mobile app or use the share extension on your phone | Tap into the transaction to record your memo | Scroll further to add your accounting fields in-app |
| **Slack** | Send your receipt to the [Ramp app on Slack](/set-up-ramps-slack-integration-for-admins) (Simple type **/ramp**, press enter, then attach a picture of your receipt to the next message) | Add a memo when the Slack app prompts you to (after the receipt has been matched) | Click on the link within Slack to enter the fields within the Ramp website |
| **WhatsApp** | Text a receipt in WhatsApp at tel: +1 855 206-7283. Ramp will start the receipt matching process, or you can create a reimbursement. | Text Ramp a memo and it will add the memo to the last transaction | Click the submission link sent via WhatsApp for a mobile-friendly submission flow. |
| **Chrome Extension** | Download [Ramp for Chrome](https://chrome.google.com/webstore/detail/ramp-for-chrome/idefohglmnkliiadgfofeokcpjobdeik) to submit receipts with 1-click. | Submit a memo when prompted | Not available via the Chrome Extension |
| **Employee Mailbox** | Connect your work email (Gmail or Outlook) to Ramp to automatically capture and attach email receipts to your transactions. Set up under **User icon** > **Connectors** > **Email Integration**. See [Employee mailbox integration overview](/employee-mailbox-integration) for details. | Not available via the Employee Mailbox integration | Not available via the Employee Mailbox integration |
In addition to these manual channels, Ramp can automatically retrieve receipts from select merchants. With standard auto-capture, Ramp uses your transaction details to fetch receipts from select vendors with no action required. With **merchant receipt collection**, you can connect supported merchant accounts and Ramp will automatically retrieve and attach receipts when you make purchases. See [Receipt auto-capture](/receipt-auto-capture) for details and setup instructions.
## 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](mailto: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.
- **Via mobile push notifications** , if you have the Ramp mobile app installed and push notifications enabled, Ramp can send you a push notification when a receipt, memo, or other item is needed. The notification tells you what is required for the transaction, and tapping it opens the transaction directly in the app so you can submit the missing items. Push notifications for missing items are turned off by default. To enable them, open [**Notifications**](https://app.ramp.com/settings/all/notifications) and turn on push for receipt and memo reminders.
- **Set up automatic receipt forwarding from your mailbox.** We've written more about this in [How to automatically forward receipts to Ramp](/how-to-automatically-forward-receipts-to-ramp).
- **Supported file types for standard web receipt uploads:** PDF, PNG, JPG, JPEG, HEIC, and WebP
- **The maximum receipt upload size on the web** is 20 MB per file. Upload the receipt from [Expenses](https://app.ramp.com/expenses/transactions).
- **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](https://support.google.com/a/answer/9707629?hl=en) enabled for entering memos within Gmail.
- Save our email ( [receipts@ramp.com](mailto: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 in [How to automatically forward receipts to Ramp](/how-to-automatically-forward-receipts-to-ramp).
## 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. Open your [**Profile settings**](https://app.ramp.com/settings/all/profile).
2. Under **Receipt forwarding**, select **Add receipt forwarding email** and enter the email address.
3. Enter the six-character code Ramp emails to that address to verify it.
## Automated memos
Ramp can save you time by automating memos for your transactions. All memo automation is turned on by default — no setup required. You can always type your own memo to override any automation.
### Memo suggestions
When you open a transaction, Ramp may suggest up to three memos based on memos you have used before. These are just options — the memo field stays blank until you choose one. You can also ignore the suggestions and type your own.
When you select a memo suggestion on the [Ramp homepage](https://app.ramp.com/home), Ramp may also [prefill other empty expense fields](#ai-assisted-expense-field-prefill) such as tracking categories, trips, and attendees.
### Recurring memos
If you frequently use the same memo for a particular merchant or fund, open the transaction from [Expenses](https://app.ramp.com/expenses/transactions) and set the memo to apply automatically to future transactions. When entering a memo, a dropdown appears below the memo field where you can choose to apply it to:
- This transaction only
- All future transactions for this merchant
- All future transactions on this fund
- All future transactions for this merchant and fund
You can also set a recurring memo when creating or editing funds.
To **remove** a recurring memo, open a transaction where the memo appears, open the dropdown below the memo field, and select **Forget memo**.
### Pre-filled and auto-filled memos
For some transactions, Ramp may pre-fill the memo field with a suggestion based on your past activity.
- **Pre-filled memos** still require your review. Simply opening the transaction or clicking into the memo field counts as reviewing it. Once all other required fields are complete, the expense will be submitted.
- **Auto-filled memos** do not require your review — Ramp completes the memo on your behalf. This currently applies to transactions at SaaS vendors, fuel stations, and parking garages.
Ramp automatically adjusts the level of memo automation based on how you interact with suggestions:
- If you frequently **edit** pre-filled memos, Ramp steps back the automation (for example, switching from auto-fill to pre-fill after 3 edits, or from pre-fill to no automation after 7 edits).
- If you frequently **accept** suggestions over a 2-week period, Ramp increases the automation (for example, moving from no automation to pre-fill after 7 accepted suggestions, or from pre-fill to auto-fill after 10 accepted suggestions).
This ensures that memo automation adapts to your preferences over time.
## AI-assisted expense field prefill
When you select a memo suggestion on the Ramp homepage, Ramp's AI may also prefill other empty expense fields to help you complete your expenses faster. The fields that may be prefilled include:
- **Tracking categories** — accounting fields required by your company's expense policy
- **Trips** — travel trips associated with the transaction
- **Attendees** — people who attended the meal or event
Which fields are prefilled depends on your company's submission policy. Ramp only fills in fields that are required by your company and that are currently empty on the transaction.
### How it works
1. Open the [**Ramp homepage**](https://app.ramp.com/home) and find a transaction with memo suggestions.
2. Click one of the suggested memos.
3. The expense form opens with the memo set and other applicable fields prefilled.
4. Review the prefilled values. Edit any that need to be changed.
5. Submit the expense as usual once all required fields are complete.
Prefilled fields are visually marked so you can identify them. On the homepage, prefilled fields display a brief animation. On the transaction detail page, prefilled fields are indicated with a visual marker.
> **Note:** Existing values are never overwritten. If a field already has a value from accounting automation, a policy rule, or something you previously entered, the AI prefill skips that field. Only empty fields are filled.
This feature is currently available on the web.
## Automating accounting categories
When your company requires accounting (GL) codes on transactions, Ramp can automatically predict and suggest the right category. Ramp uses multiple signals — including the merchant, transaction amount, department, memo, receipt content, and your past coding patterns — to make these predictions.
### SMS
1. After a purchase, you may receive an SMS with options to submit a receipt and memo.
2. Ramp may automatically predict and set the appropriate accounting code for you.
1. If the code is correct, no action is needed.
2. To change the category or memo, reply with the appropriate option or open the transaction in the app.
### Web
1. When you open a transaction on the web, Ramp may suggest an accounting code based on the merchant, your past transactions, and other details.
2. You can keep the suggested code or choose a different one.
### Pre-filled accounting categories
Ramp learns from your past accounting code selections to predict and suggest categories for new transactions. A suggested accounting category will appear on your transaction. You will need to confirm or change it before the expense is considered complete and submitted.
## Removing a receipt
If you uploaded the wrong receipt to a transaction, you can delete it and upload the correct one. Deleting a receipt permanently removes it from the transaction — this action cannot be undone.
### On the web
1. Open the transaction from [**Expenses** > **Transactions**](https://app.ramp.com/expenses/transactions) .
2. Click the receipt to open the full viewer, select **Delete receipt** from the menu, and confirm the deletion.
3. Upload the correct receipt.
### On mobile
1. Open the transaction in the Ramp mobile app.
2. Tap the receipt to open the viewer, then select **Delete**.
3. Upload the correct receipt.
> **Note:** You cannot delete a receipt if you have already submitted a receipt policy exemption (affidavit) for the transaction. Assistants and users with transaction write access can also delete receipts on behalf of other users.
## Frequently asked questions
### What file types can I submit my receipt in?
On the web, standard receipt uploads support PDF, PNG, JPG, JPEG, HEIC, and WebP files. See the [supported file types and upload limits](#leveraging-automatic-receipt-matching).
### 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, Ramp may also search eligible transactions from other employees in your company.
### What do I do if I'm missing a receipt?
Open the transaction from [**Expenses**](https://app.ramp.com/expenses/transactions), select **Options**, and then select **I don't have a receipt**.
### 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](https://app.ramp.com), 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.
### Can I take a receipt photo while offline and have it upload later?
No. If you take a receipt photo in the Ramp mobile app while you do not have an internet connection, Ramp does not automatically upload it later when your connection returns. Once you're back online, reopen the app and upload the receipt from there.
### 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.
### Can I receive push notifications on my phone when a receipt or memo is needed?
Yes. If you have the Ramp mobile app installed and push notifications enabled on your device, you can opt in to push notifications for missing items. Open [**Notifications**](https://app.ramp.com/settings/all/notifications) and enable push for receipt and memo reminders. Push notifications are turned off by default, so you must enable them manually. Once enabled, tapping a missing items notification opens the transaction in the Ramp mobile app where you can upload a receipt, enter a memo, and complete any other required fields.
### 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.
### Why were some expense fields prefilled when I clicked a memo suggestion?
When you select a memo suggestion on the Ramp homepage, Ramp may also prefill other empty required fields such as tracking categories, trips, and attendees. You can edit or remove any prefilled value before submitting. See [AI-assisted expense field prefill](#ai-assisted-expense-field-prefill) for details.
### How can I let Ramp complete more expenses automatically?
Receipt capture is the starting point for memo and accounting automation. See [Automate receipts and expense requirements](/automate-receipts-and-expense-requirements) to turn on employee-controlled receipt sources, identify what your Admin controls, and cover merchants without direct auto-capture.
### Can I add a receipt and/or memo to a transaction after it's been synced over?
After syncing, memos cannot be added. For QBO and Sage Intacct, receipts can be added and synced as long as the accounting period remains open.
### What happens once I submit all of my expenses?
When you are caught up on your [Ramp homepage](https://app.ramp.com/home) on the web, Ramp may show Ramp Arcade with Receipt Snake and Ramp Ramp Revolution. You can have up to three play credits; credits replenish as your transaction or reimbursement total increases.
### How do I resolve canceled transactions that still require a receipt?
Open the canceled transaction in your dashboard, click the three dots, Select**I don't have a receipt**, enter a brief reason (e.g., 'Transaction was canceled') and submit.
### What happens if I want to change a default memo?
If a memo needs to be adjusted, you can still adjust and override the automated memo on any transaction.
### Will the predicted accounting category still apply if there is an existing accounting automation rule?
No, the accounting automation rule will still take precedence over the automated GL category. If a rule is created or a rule already exists, the GL category code will not be automated.
### Can employees still review or input an accounting category?
Yes. Employees are still asked to review what Ramp has suggested and can edit the recommendations. Categorization through the Ramp app and website remains fully functional alongside SMS-based automation.
### Why is my card still locked after I submitted my receipt?
Receipts, memos, and accounting fields (such as GL codes, departments, or cost centers) are tracked as separate, independent requirements. Submitting a receipt fulfills only the receipt requirement. If your company's submission policy also requires a memo or accounting fields, those must be submitted separately before the expense is considered complete.
To see which items are still outstanding, open the transaction from [**Expenses** > **Transactions**](https://app.ramp.com/expenses/transactions) or the **Missing items** section on your [homepage](https://app.ramp.com/home/transactions/missing-items). Each required field displays a red **(required)** label until it is submitted. Once all required fields are complete, the missing-items lock on your card or funds will clear automatically — this may take up to an hour.
If your card or funds remain locked after all missing items are submitted, you may have another overdue task that must be resolved separately. See [Automatically lock cards and funds](/automatically-lock-cards-and-funds) for expense review, repayment request, and change request locks.
### Can I restore a deleted receipt?
No. Once you delete a receipt from a transaction, it cannot be restored or recovered. If you need the receipt again, upload a new copy using any of the [submission methods](#ways-to-submit-receipts) listed above.
---
# Automate receipts and expense requirements
> Official Ramp Help Center article. Topic: Expense Management / Expense Policies & Submission. [View the canonical page](https://support.ramp.com/automate-receipts-and-expense-requirements).
## Overview
Ramp can collect receipts, draft memos, and fill accounting fields. Receipt sources give Ramp more context for expense automation, but memo and accounting automation also depend on the merchant, transaction details, prior coding history, policy settings, and whether Ramp can apply a high-confidence suggestion.
If the receipt itself is missing, check receipt capture first. A receipt gives Ramp the merchant, amount, date, purchased items, and other useful context, but it does not guarantee memo or accounting automation. Those fields also depend on the merchant, transaction, prior coding, company policy, and whether Ramp has a high-confidence value to apply.
You can turn on several receipt sources. Others require your Admin. Start with yours, then send the request below.
## Turn on your receipt sources
- **Email connection:** Open [Connectors](https://app.ramp.com/settings/all/automations#/d/automations/email) and connect your work Gmail or Outlook inbox if the option is available. Ramp finds eligible receipt emails and matches them to your Ramp Card transactions.
- **Automatic receipt forwarding:** Set up [automatic forwarding to Ramp](/how-to-automatically-forward-receipts-to-ramp) when a merchant is not covered by direct auto-capture.
- **Ramp Chrome extension:** Install [Ramp for Chrome](/ramp-chrome-extension) to capture a receipt at checkout. Your Admin can also deploy the extension for your company.
- **iPhone receipt matching:** On a [supported iPhone](/auto-match-receipts-from-your-camera-roll), enable **Find receipts in my photo library**. Ramp finds likely matches locally; you review the match and tap **Attach** instead of searching for and uploading the photo.
- **Merchant receipt collection:** From [Connectors](https://app.ramp.com/settings/all/automations#/d/automations/browser-receipt-match), connect your account for a supported merchant. Your Admin controls whether this option is available.
Standard auto-capture needs no employee setup, but it covers only [supported vendors](/receipt-auto-capture#supported-vendors). If you do not see an email or merchant connection in **Connectors**, your Admin may need to allow it first.
## Ask your Admin
Your Admin controls the receipt sources that apply across the company:
- **Company-wide Gmail:** A Google Workspace Super Admin can [connect Gmail](/set-up-ramps-gmail-integration-for-admins) for eligible employee inboxes.
- **Company-wide Outlook:** An Azure Administrator can [connect Outlook](/set-up-ramps-outlook-integration-for-admins) for eligible employee inboxes.
- **Employee Gmail connections:** Admins decide whether employees can connect individual work Gmail inboxes from **Connectors**.
- **Auto-capture and e-receipts:** Admins control company availability for [standard receipt auto-capture](/receipt-auto-capture) and [auto-generated receipts](/auto-generated-receipts).
{/* vale Ramp.AmericanEnglish = NO */}
- **Business integrations:** Admins connect sources such as [Amazon Business](/set-up-ramps-amazon-business-integration-for-admins), [Uber for Business](/set-up-ramps-uber-integration-for-admins), and Perk from [Receipt and invoice capture](https://app.ramp.com/settings/integrations#/d/integration-receipts).
{/* vale Ramp.AmericanEnglish = YES */}
- **Slack:** An Admin must [connect the Ramp app for Slack](/set-up-ramps-slack-integration-for-admins) before employees can submit receipts there.
> **Tip:** Send this message to your Ramp Admin: "Can you check whether company-wide Gmail or Outlook, receipt auto-capture, and the receipt integrations our team uses are enabled? If individual email connections are allowed, can you confirm whether I should connect my own Gmail from Connectors?"
## Cover unsupported merchants
Some merchants are not in Ramp's auto-capture registry. Automatic forwarding still gives Ramp a receipt source when the merchant emails you a receipt.
1. Open [Profile settings](https://app.ramp.com/settings/all/profile).
2. Under **Receipt forwarding**, add and verify the email address that receives your receipts.
3. In Gmail, add [receipts@ramp.com](mailto:receipts@ramp.com) as a forwarding address.
4. Before creating a filter, confirm that the merchant sends its receipt after the Ramp Card charge appears. If the receipt arrives first, wait for the charge and forward the receipt manually instead.
5. For receipts that arrive after the charge, create a Gmail filter for the merchant's billing emails and forward matching messages to Ramp.
For a one-time purchase, wait until the charge appears in Ramp, then forward the receipt directly to [receipts@ramp.com](mailto:receipts@ramp.com). You can also send a receipt by [SMS, email, the Ramp app, or another supported channel](/submitting-receipts-memos-and-accounting-for-your-ramp-transactions#ways-to-submit-receipts-memos-and-accounting-fields). If Ramp cannot identify the transaction, open [Missing items](https://app.ramp.com/home/transactions/missing-items) and attach the receipt to the correct transaction.
## What Ramp completes
After Ramp receives and attaches a receipt:
- Ramp matches it to the card transaction using details such as the merchant, amount, and date.
- Ramp fills memo and accounting fields when the answer is high confidence or follows an existing rule.
- Ramp continues other expense requirements while a receipt capture job is running.
- Ramp asks you to confirm ambiguous values or provide information that is not on the receipt, such as an attendee or project.
An action-required email means one or more company-required items are still missing or need your review. It does not mean the automation is unavailable.
## Ramp Card purchases and reimbursements
Use a Ramp Card for business purchases when you can. The card transaction appears in Ramp automatically, which gives receipt capture and expense automation a transaction to work against.
Reimbursements cover out-of-pocket spend that Ramp cannot see as a Ramp Card transaction. You must start the reimbursement by creating a request, forwarding the receipt to [reimbursements@ramp.com](mailto:reimbursements@ramp.com), or choosing the reimbursement option after texting a receipt. See [Submitting reimbursements](/submitting-reimbursements) for every submission method.
## Worked example
A cardholder has no receipt integrations connected and buys from an unsupported merchant. The merchant emails a receipt to the cardholder's work Gmail.
- The cardholder connects that Gmail inbox from **Connectors**, or verifies the address for receipt forwarding.
- The merchant charges the employee's Ramp Card. The charge appears in Ramp.
- The merchant sends the receipt email. The Gmail connection captures it, or the cardholder forwards it to [receipts@ramp.com](mailto:receipts@ramp.com).
- Ramp receives the receipt, matches it to the existing card transaction, and attaches it.
- Ramp fills a high-confidence memo and accounting category, or applies the company's existing rules.
With that receipt source in place, the receipt, memo, and accounting chain can complete without the cardholder uploading a file or filling each field by hand. If a policy asks for something the receipt cannot answer, Ramp asks only for that item.
---
# Auto-generated receipts
> Official Ramp Help Center article. Topic: Expense Management / Expense Policies & Submission. [View the canonical page](https://support.ramp.com/auto-generated-receipts).
## Overview
Ramp can auto-generate digital versions of paper receipts on the customer's behalf. Ramp built this feature to be:
- **Hassle-free for employees** — Digital receipts save employees time on select transactions.
- **Comprehensive and compliant** — Digital receipts contain relevant info about the transaction, such as items purchased, prices, and vendor information.
- **Included vendors** — The availability of digital receipts depends on the transaction data included with the charge. Historically, this feature covers some but not all transactions. Most transactions still require employees to submit receipts.
Ramp currently supports **two types of auto-generated receipts**:
- **Auto-generated receipts using merchant data:** Ramp uses transaction-level details provided by the vendor and card network to create an itemized receipt for eligible transactions.
- **Auto-generated receipts using Ramp data:** Ramp generates itemized receipts for transactions under $75 using historical Ramp transaction data.
This does not impact your receipt policy, and employees can still upload or replace receipts.
## Are auto-generated receipts compliant with the IRS and audits?
Ramp uses transaction details from Visa and the vendor to reconstruct receipts that can supplement the documentation you submit during an IRS audit. Please note that auto-generated receipts over $75 are not considered IRS-compliant. See more information on the[IRS website here.](https://www.irs.gov/pub/irs-drop/rr-03-106.pdf)
The IRS requires that receipts for business expenses include the following information:
- Date of the expense
- Amount of the expense
- Description of the expense
- Name and location of the business where the expense was incurred
- Method of payment
## How do I use auto-generated receipts at Ramp?
An admin can turn on auto-generated receipts in Ramp's company-level settings. When enabled, Ramp can automatically create a receipt on your employee's behalf, provided sufficient data is received from the vendor, or when Ramp can generate one using its historical transaction data for transactions under $75. If a receipt is auto-created, the employee does not need to upload the receipt manually, unless specified in the company's expense policy.
Here's how to turn auto-generated receipts on for the two types of auto-generated receipts:
1. Go to **Policy** > **Travel & expenses**.
2. Under **Additional controls**, select [**Expense requirements**](https://app.ramp.com/settings/expense-policy/travel-and-expenses#/d/expense-policy/submission-policies).
3. Toggle on **Auto-generate receipts**and/or **Auto-generate receipts using Ramp data**
## Here's how it works:
1. An employee spends money using Ramp funds or virtual cards.
2. An auto-generated receipt is created for the transaction within a week if
1. **Auto-generate receipts**: Sufficient item-level data is received from the vendor
2. **Auto-generate receipts using Ramp data**: The transaction is **under $75**, and Ramp has robust historical data to reconstruct a receipt
3. The receipt is automatically attached to the transaction, and the submission policy requirement for uploading a receipt is met. This does not impact your receipt policy, and employees can still upload or replace receipts.
Auto-generated receipts are only available for common vendors that share certain transaction details through the card network. Receipts are also autogenerated for fuel purchases under $75. Ramp will only auto-generate a receipt if a transaction does not already have a receipt attached, regardless of whether a receipt is required.
**Please note:** Ramp is unable to auto-generate hotel e-receipts due to compliance requirements. We recommend uploading the receipt provided directly by the hotel or booking platform to satisfy receipt requirements for these transactions.
## How does Ramp generate a digital receipt?
### Auto-generate receipts
Ramp sources data from the transaction information captured by the store's point of sale (POS) system at the time of payment. The information is transmitted to the vendor's payment processor, which may generate an auto-generated receipt if enough data is available. This may include:
- Date and time
- Items purchased and line-item amount
- Discounts or promotions
- Merchant information
- Payment method
### Auto-generate receipts using Ramp data
For transactions under $75, Ramp can generate an itemized receipt using historical Ramp transaction data. This may include:
- Identifiable items from the vendor
- Known pricing on the identifiable line items
- High volume of consistent historical data
---
# Submission policies
> Official Ramp Help Center article. Topic: Expense Management / Expense Policies & Submission. [View the canonical page](https://support.ramp.com/submission-policies).
> **Note: This article primarily applies to Ramp Administrators.**
> Cardholders may find other articles in the [Expense policy and receipts](/expense-management/expense-policies-and-submission) section to be more applicable.
## Overview
Submission requirements are guidelines employees must follow when submitting receipts, memos, and other items for reimbursement or spending on a Ramp card. This makes it easy for finance admins to collect information for review, code transactions, and sync them to their accounting system. After an employee transacts on a Ramp card, Ramp will automatically notify the user when they need to submit receipts or memos for their card transactions.
To manage submission policies, open [**Policy** > **Travel & expenses** > **Additional controls** > **Expense requirements**](https://app.ramp.com/settings/expense-policy/travel-and-expenses#/d/expense-policy/submission-policies).
### Within expense requirements, you have the ability to:
**Set submission policies for transaction and reimbursements**
- Create multiple policies for each department, expense category, or other distinction
- Define conditions that require employees to satisfy any accounting field
- Clone, edit, and update policies for funds (e.g. create "executive" or other distinct policies)
- Attach policies to new cards or funds, with the option to override policy requirements
- Note that changing or editing a submission policy associated with a card or funds will affect only future transactions
- Allow multiple attendees to meal transactions
- Delete policies that are no longer needed
**Set up receipt and memo automation and controls**
- Automatically generate receipts for select merchants
- Automatically generate memos using transaction details and past history
- Enforce receipt compliance with [affidavits for Ramp Card transactions](/missing-receipt-affidavit-faq) **(Plus)**
- Enforce receipt compliance with [affidavits for out-of-pocket reimbursements](/reimbursement-receipt-affidavits) **(Plus, Alpha)**
**Set up reimbursement field defaults** **(Beta)**
- Automatically set **Reimburse from** to **None** when a fund or Spend Limit is not required by your policy
- **Reimburse from** appears by default in your reimbursement draft form, even when not required by policy
**Configure accounting coding**
- Allow employees to split expenses for accounting coding
- Allow 'None" as a selectable value for accounting fields
### Configure global approvals and restrictions
- Select merchants to block transactions from
- Exempt submission requirements for transactions from certain merchants ( [learn more](/excluding-merchants-from-receipt-and-memo-requirements) )
## How to set up submission policies
1. Navigate to **Policy** > **Travel & expenses** > **Additional controls** > [**Expense requirements**](https://app.ramp.com/settings/expense-policy/travel-and-expenses#/d/expense-policy/submission-policies)
2. You may either edit your default policy or click "add submission policy"
3. You'll be redirected to the policy workflow builder
4. Clicking any “add” button will pull up a drop-down of the following options to begin configuring your approval chain:
- **Expense type** - specify whether you would like the approval chain to apply to only transaction review, only reimbursement approvals, or both. Note that the "reimbursements" option under **Expense type** applies policies to both out-of-pocket and mileage reimbursements. **Reimbursement type** allows you to configure requirements for out-of-pocket and mileage reimbursements separately.
- **Require fields** - specify the fields you'd like employees to submit. Options include receipts, memos, mileage reimbursement locations, accounting fields, and XML receipts (if enabled for your business).
- **Optional fields** - specify the fields you'd like to require as optional. The options are the same as for the required fields above.
- Please note, receipt and memo fields are *always* available to be added to any transaction or reimbursement, even if not explicitly added as optional. If they are added as a requirement, then they will be required.
- **Set conditions** - add conditions to check various transaction and reimbursement fields (e.g. accounting coding, amount, employee role, employee department, etc.) that assist in determining which items employees will be required to submit along with their spend.
5. Layer and nest these options using AND / OR statements to create your ideal requirements when employees spend on behalf of your company
6. Hover over any statement to delete or duplicate the statement.
7. Once you're satisfied with your policy, click the green "save" button to exit the builder
Changing or editing a submission policy associated with a card or funds will affect only future transactions and any pending transactions at the time of the change on that card or those funds. Please note that after a transaction is marked ready to sync, any required accounting fields will no longer appear under the Requirements section. After it's synced, no accounting fields can be edited.
**Note(s)**:
- Dismissing policy requirements for a transaction is permanent and cannot be reversed for that transaction.
- Updates to policy requirements only apply to future transactions.
- Past transactions where requirements were dismissed will not be affected by future policy changes.
- To enforce documentation for a specific transaction after dismissal, request information directly from the cardholder using ' **Reject** ' > ' **Request changes** '
## Setting conditions
There are multiple transaction and reimbursement fields you may require or make optional. While the Amount, Business Entity, and Employee Role fields is available to all customers, the additional conditions in the list below are only available to customers on Ramp Plus.
- Spend Type (transaction or reimbursement)
- Amount
- Employee Role
- Reimbursement type
- Business Entity
- Direct Ramp manager **(Plus)**
- Employee **(Plus)**
- Merchant **(Plus)**
- Merchant category **(Plus)**
- Ramp Department **(Plus)**
- Ramp Location **(Plus)**
- HR Integration fields (if integrated) **(Plus)**
- Account fields (including UCSV) **(Plus)**
Once a condition has been selected, you can select which options to check for (e.g. if the condition is employee role, you'd further select the role to base conditions off).
After selecting your desired conditions and options, you will be prompted to add your optional and required employee submission fields.
## Examples of ways to set up submission policies
- **Required fields for expenses above an amount** - If you want to allow your employees to code their transactions, but not require them to do so, a good workaround is to require the additional fields only for a very high transaction amount- as long as charges are under that amount, the fields will be available, but not required.
- **Creating different policies for card transactions and reimbursements** - Within the same submission policy, you can create separate policies for transactions, out-of-pocket reimbursements, and mileage reimbursements based on the **Expense type** and **Reimbursement type** (fields that allow distinguishing between out-of-pocket and mileage reimbursements) fields. You can then apply this policy to a card or funds so that any transaction or reimbursement associated will follow their own logic for employee requirements.
## Field setup
Ramp automatically pulls the list of available fields from your accounting system. To integrate your accounting system, visit [How Does Ramp Integrate with Accounting Software?](/overview-of-ramp-accounting)
Within the submission policy, you can select which field is required to be filled by the employee.
## Mapping policies to cards and funds
During the card-issuing process, you can add a submission policy to that card or those funds. Simply choose the policy associated with it. Additionally, you can attach a submission policy to existing Ramp cards or funds by clicking on it in your Ramp dashboard. Note that the submission policy applied is determined by the fund used for the transaction, not by the merchant category of the transaction.
## Frequently asked questions
### What happens when I edit the policy associated with a card or funds or change the policy it is linked to?
*Future* transactions on the card will have the updated submission policy requirements. Past transactions won't be affected. They will keep the fields required by the previous submission policy.
### What happens to multi-entity submission policies?
There's a General Entity policy that'll apply by default to all entities and new cards or funds created for those entities.
### Can I require receipts, memos, or other items based on the accounting fields?
Conditional/dynamic routing based on the accounting fields an employee selects is now supported. You can learn more about it in [Conditional coding in submission policies](/conditional-coding-in-submission-policies) .
### Can I require submission requirements for refunds?
Currently, there is no option or toggle to enable this. Instead, you will need to use conditions to set requirements for card transactions where the "amount is less than $0.00." By creating this condition and setting the requirements, you can mandate these fields for refunded transactions.
### Why Do Transaction Policy Requirements Change?
When you update the submission requirements policy, any pending transactions will automatically adopt the current policy requirements. Additionally, any changes to accounting fields made on an expense will trigger a regeneration of policy requirements based on the most current policy.
### How do I delete a submission policy?
Navigate to **Policy** > **Travel & expenses** > **Additional controls** > [**Expense requirements**](https://app.ramp.com/settings/expense-policy/travel-and-expenses#/d/expense-policy/submission-policies), find the policy, click the three-dot menu (⋮), and select **Delete**. Confirm in the dialog to complete the deletion. This action is permanent and cannot be undone. You cannot delete a submission policy if it is the **default** policy, if it has **funds** associated with it, or if it has **Spend Programs** associated with it. Move any associated funds or Spend Programs to a different policy before deleting.
---
# Conditional coding in submission policies
> Official Ramp Help Center article. Topic: Expense Management / Expense Policies & Submission. [View the canonical page](https://support.ramp.com/conditional-coding-in-submission-policies).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
Businesses can now add flows like “If the Accounting Category is \`Client Expenses\`, then require Customer/Job to be filled out” to their submission policies. This also gives businesses control over the order in which fields are required (i.e. “first show X, then Y, then Z”).
## How does it work?
When a user submits an expense, the workflow checks if any conditional requirements are triggered based on the information they've entered. For example, if an employee selects a specific GL account, additional fields like Customer/Job can be automatically required to be filled out.
## How do I access this feature?
Navigate to **Policy** > **Travel & expenses** > **Additional controls** > [**Expense requirements**](https://app.ramp.com/settings/expense-policy/travel-and-expenses#/d/expense-policy/submission-policies), then select **Add submission policy** to configure your workflow.
## How do I add a conditional coding to my workflow?
Note: Without setting a condition, these fields will be required for all expenses.
## Common use cases and how to set them up
**Use case 1: If Accounting Category is Sales, require Customer to be filled out**
Note: ensure that the input of the condition is required earlier on in the workflow. In other words, ensure you require an Accounting**Category**at the beginning, otherwise, the employee will never select the**Accounting Category**and thus the**Customer**field will never be required.
**Use case 2: If Client is filled in, require Billable**
**Use case 3: I want to ensure employees fill out GL Account first, Customer/Job second, and then Billable (in that order)**
## What will cardholders see once the workflow is set up?
Submission policy requirements will show up as soon as the condition in the workflow is met.
## Frequently asked questions
### Can I set multiple conditions for a single requirement?
Yes, multiple conditions can be set on the same submission policy.
### Will this affect my existing submission policy?
No. Your existing requirements will remain unchanged until you set up conditional requirements.
### Can I use free text field as an input?
We do not currently support free text field conditions in the submission policy.
### Is there a limit on the number of conditions I can add?
No, you can use as many fields as you have available in the workflow.
### Can we pull info from the receipt and use as a condition?
We do not currently support this.
### What if I want to require a field for all inputs that "are not" a specific value?
Fear not. Conditional coding in the submission policy also allows users to set values to "is not" for this case.
---
# Receipt auto-capture
> Official Ramp Help Center article. Topic: Expense Management / Expense Policies & Submission. [View the canonical page](https://support.ramp.com/receipt-auto-capture).
## Overview
Ramp can automatically capture and attach receipts to your transactions from select merchants. There are two ways this works:
- **Standard auto-capture** — Ramp sends transaction details to select vendors on your behalf to retrieve receipts. No setup is required.
- **Merchant receipt collection** — You connect your merchant accounts by providing sign-in credentials, and Ramp retrieves receipts directly from the merchant website on your behalf.
Employees can also submit receipts manually at any time. See [Submitting receipts, memos, and accounting for your Ramp transactions](/submitting-receipts-memos-and-accounting-for-your-ramp-transactions).
## Standard auto-capture
With standard auto-capture, Ramp retrieves receipts using your transaction details. No account credentials or setup are required from you.
### Supported vendors
For eligible transactions, standard auto-capture is currently available for vendors such as:
- **Adobe**
- **Air Canada**
- **Amtrak**
- **Dropbox**
- **Frontier**
- **JetBlue**
- **Walmart**
Ramp also maintains [direct integrations](https://ramp.com/integrations) with additional vendors.
If standard auto-capture is not available for a vendor, see [Automate receipts and expense requirements](/automate-receipts-and-expense-requirements) to connect an employee or company email source, set up forwarding, enable iPhone receipt matching, or submit a receipt through another channel.
### How standard auto-capture works
Ramp may need to provide certain transaction details to the vendor where you made the purchase (such as your name, email, booking confirmation or ticket number, purchase date, last four digits of the card used, or zip code) in order to retrieve receipts. Receipts may not be captured if the information sent to the vendor does not match the passenger or purchaser information — for example, when one person books on behalf of another person. For information about our privacy practices, refer to our [Privacy Policy](https://ramp.com/legal/privacy-policy).
## Merchant receipt collection
Merchant receipt collection lets Ramp sign in to supported merchant websites on your behalf to retrieve receipts and match them to your Ramp transactions. Unlike standard auto-capture, this requires you to provide your merchant sign-in credentials.
This feature is currently available for US-based businesses. **Amazon** is currently the only supported merchant. Additional merchants may be added in the future.
### How merchant receipt collection works
1. Go to [**Settings**](https://app.ramp.com/settings) > **Connectors** and select **Merchant receipt collection**.
2. Select a supported merchant and enter your sign-in credentials (email or phone number, and password).
3. Complete one-time verification — the merchant may send you a verification code to confirm your identity.
4. Once connected, Ramp automatically retrieves receipts when you make purchases at that merchant and matches them to your Ramp transactions.
You may also see a prompt to connect your merchant account directly from a transaction page when you open a transaction from a supported merchant.
### Credential security
- Passwords are encrypted in your browser before being sent to Ramp and are stored in an encrypted vault.
- Your credentials are never shared and are only used to retrieve receipts from the merchant on your behalf.
- You can remove your stored credentials at any time from **Settings** > **Connectors** > **Merchant receipt collection**.
For more information, refer to our [Privacy Policy](https://ramp.com/legal/privacy-policy).
### Merchant receipt collection limitations
- Available for US-based businesses only.
- Each employee connects their own merchant accounts — credentials cannot be shared or set up on behalf of another user.
- Transactions must be within 30 days to be eligible for automatic receipt capture.
- Refund transactions are not eligible.
- If your credentials become invalid (for example, after changing your merchant password), you will need to reconnect from **Settings** > **Connectors** > **Merchant receipt collection**.
## Opting out
### For admins
Administrators can opt out of receipt auto-capture on behalf of the entire company. On the Ramp web app, go to **Policy** > **Travel & expenses** > **Additional controls** > [**Expense requirements**](https://app.ramp.com/settings/expense-policy/travel-and-expenses#/d/expense-policy/submission-policies) and toggle **Automatically collect receipts** off.
### For employees
You can opt out of receipt auto-capture at any time. Go to [**Profile settings**](https://app.ramp.com/settings/all/profile) and toggle **Automatically collect receipts** off. If you do not see this option, your company administrator has opted out of this feature for all users, or your company is not eligible.
To remove stored merchant credentials for merchant receipt collection specifically, go to **Settings** > **Connectors** > **Merchant receipt collection** and select **Remove credentials** for the merchant you want to disconnect.
---
# How to automatically forward receipts to Ramp
> Official Ramp Help Center article. Topic: Expense Management / Expense Policies & Submission. [View the canonical page](https://support.ramp.com/how-to-automatically-forward-receipts-to-ramp).
## Overview
Ramp automatically matches the receipts you send to [receipts@ramp.com](mailto:receipts@ramp.com) to your transactions. For customers who want to save even more time, you can now set up forwarding rules in your email account that automatically forward receipts to Ramp.
## Add or edit a receipt-forwarding email in Ramp
Before you set up forwarding in Gmail or through an alias, make sure Ramp recognizes the sender address. Ramp can match receipts from your Ramp login email automatically, but receipts forwarded from a personal or private inbox, alias, or other sender must come from an address added under [**Profile settings**](https://app.ramp.com/settings/all/profile) > **Receipt forwarding**.
1. Open [**Profile settings**](https://app.ramp.com/settings/all/profile).
2. In **Receipt forwarding**, add or edit the email address that will send receipts to [receipts@ramp.com](mailto:receipts@ramp.com).
3. Enter the six-character code Ramp emails to that address to verify it.
4. After the address is verified, finish the forwarding setup in Gmail or your alias.
Adding and verifying the address lets Ramp recognize forwarded receipts from that sender. It does not connect Ramp to unsupported personal or private inboxes, and Ramp cannot associate receipts from a personal or private sender until the address is added and verified in your Ramp profile.
## Use selected email forwarding in Gmail
1. Add [receipts@ramp.com](mailto:receipts@ramp.com) as a forwarding address in Gmail by clicking [here](https://mail.google.com/mail/u/0/#settings/fwdandpop)
2. Create a filter that captures emails with receipts for your Ramp funds. You can do this by clicking on an example email and selecting ' **Filter messages like these'** - Gmail instructions can be found [here.](https://support.google.com/mail/answer/6579)
3. Select Implement a forwarding rule for all emails in that filter to [receipts@ramp.com](mailto:receipts@ramp.com) . Gmail instructions can be found [here](https://support.google.com/mail/answer/10957?hl=en) .
[](https://support.google.com/mail/answer/10957?hl=en)
4. Afterwards, you should be all set.
## Use an email alias for receipts
For customers that send receipts to centralized aliases like "ramp-receipts@company.com" , we allow forwarding to Ramp accounts automatically.
1. Create the alias (likely contacting your system admin) - e.g. "ramp-receipts@company.com"
2. Select this alias as the billing email address for each of the vendors you pay with your Ramp funds
3. Add that alias to your Ramp account as an authorized receipt sender using the steps above.
4. Note that this centralized alias can be added to only one Ramp account.
5. Set up a forwarding rule to automatically send all receipts from your alias to Ramp using the details under [Use selected email forwarding in Gmail](#use-selected-email-forwarding-in-gmail).
Then you're all set. Receipts will automatically be forwarded, and Ramp will match receipts automatically and send you confirmations. If we don't find a match with your transactions, we'll also search transactions across the company for a match.
---
# Downloading receipts
> Official Ramp Help Center article. Topic: Expense Management / Expense Policies & Submission. [View the canonical page](https://support.ramp.com/downloading-receipts).
> **Note: This article primarily applies to Ramp Administrators.**
> Cardholders may find other articles in the [Expense policy and receipts](/expense-management/expense-policies-and-submission) section to be more applicable.
## Overview
You can maintain high receipt hygiene by setting expense policies that require receipts to be submitted with transactions. When Ramp users submit receipts by SMS or email, their submissions are automatically matched to the correct transaction and synced directly to your accounting software. Users can also submit receipts for reimbursement. The receipts remain securely linked to the relevant transaction or reimbursement even if the user is offboarded.
**Please note that only admins are able to download receipts. To view and download a single receipt**, click on the receipt icon or the transaction and download the receipt.
**To download receipts in bulk for Transactions or Reimbursements**
Go to the **Expenses** > **Transactions** or **Reimbursements**tab. Filter the **History** tab by any date, then click the download icon on the top right and select the file type. If the download is small, you can find it in your browser's download folder. If the download is larger, you'll receive an email with a download link to a ZIP file.
### Transaction view
### Reimbursements history view
---
# Missing Receipt Affidavit FAQ
> Official Ramp Help Center article. Topic: Expense Management / Expense Policies & Submission. [View the canonical page](https://support.ramp.com/missing-receipt-affidavit-faq).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
- The Missing Receipt Affidavit feature allows users to generate a signed affidavit when a required receipt is missing. This affidavit provides an auditable record for businesses.
- If enabled, this flow will be available for all transactions made *after* the feature is turned on. Transactions made before the feature is turned on will need to use the old flow
- This article covers affidavits for Ramp Card transactions. For out-of-pocket reimbursements, see [Reimbursement receipt affidavits](/reimbursement-receipt-affidavits).
### What is this feature?
Missing receipts can lead to significant issues during audits, such as penalties and disallowed deductions. The affidavit simplifies compliance, reduces administrative overhead for admins, and ensures consistency across documentation practices.
### Who is this feature for?
This feature is available to businesses on Ramp Plus. It is designed primarily for businesses with stricter compliance requirements.
### How does it work?
- Employees can request a policy exception for their transaction's missing receipt through Ramp's transaction flow. Only the person who made the transaction can submit a receipt affidavit for that transaction.
- Instead of leaving a free-form comment, they will complete a guided workflow to generate an affidavit.
- The affidavit certifies the employee’s efforts to obtain the receipt and ensures the transaction complies with company policy.
### Where can I use this feature?
The Missing Receipt Affidavit workflow is accessible on:
- Web (embedded within the platform)
- Mobile web views (via SMS and browser)
- Ramp’s mobile app (if updated to latest version)
This workflow applies only to Ramp Card transactions.
### Will this feature replace the need for receipts?
No, affidavits are not a substitute for receipts. They are a fallback option when receipts are unavailable. Ramp will monitor usage to ensure affidavits are not overused in place of receipts.
### How do I enable this feature?
- Admins can activate the Missing Receipt Affidavit feature by going to ' ***Expense Policy*** ' -> ' ***Expense Requirements*** ' and toggling ' **Require Receipt Affidavits** ' within Ramp.
- For employees, managers, and Admin to create and/or approve affidavits on Mobile, they will need to upgrade their app to the latest version.
### What happens if a missing receipt affidavit is submitted?
The affidavit is saved as part of the transaction record and can be synced to your ERP, ensuring it is available for audit purposes.
### How does this feature affect the approval process?
- The affidavit adds a small amount of time to the exception request process, but it provides a structured and compliant alternative to free-form comments, enhancing clarity and consistency.
- Please note that for auto-approved transactions, affidavits will be to the designated exception approvers for review.
### How can an Admin track expenses with affidavits?
To filter for receipt affidavits in the Card Transactions table:
1. 1. Navigate to the search bar in the filters section
2. Enter 'affidavit' in the search field
3. Select the 'Has Receipt Affidavit' filter option
Note: When the receipt column is enabled in the Admin's expenses table, affidavits appear as thumbnail images like the one we see below.
---
# External Attendees
> Official Ramp Help Center article. Topic: Expense Management / Expense Policies & Submission. [View the canonical page](https://support.ramp.com/external-attendees).
## Overview
External Attendees gives your business a shared contact book for people outside your Ramp account, such as candidates, prospects, vendors, government officials, or employees who do not have Ramp accounts. Admins define attendee types to categorize contacts by relationship, and Ramp lets employees search for reusable attendee records and add structured attendee details to card transactions and reimbursements.
External Attendees is available on **Ramp Plus**. Businesses that are not on Ramp Plus continue using the existing free-text attendee experience.
## How external attendees work
External Attendees turns attendee names into reusable records that can be searched, selected, edited, and reported on. This helps businesses avoid inconsistent free-text entries like "A. Smith," "Alex Smith," and "Alexander Smith" being treated as unrelated attendees.
External Attendees can help businesses:
- Track spend by candidate, vendor, or other relationship for reporting
- Support healthcare and life sciences reporting needs, including Sunshine Act and CMS exports
- Represent people who are part of the company but do not have Ramp accounts
- Give Ramp AI features more attendee context for policy enforcement and accounting decisions
## Admin setup
Admins can enable and manage External Attendees from **Company** > [**People**](https://app.ramp.com/people/all) > **Manage attendees**. After External Attendees is enabled, Ramp automatically creates a default attendee type so your business can start using reusable attendees right away.
### Managing attendee types
Each external attendee is assigned an attendee type, which gives admins a way to categorize external contacts for the business. Admins can create and manage these types from the attendee settings page.
- **Create attendee types** — Add types beyond the default to match your business relationships, such as Candidate, Government Official, or Healthcare Provider. Each type defines a category employees select when adding a new external attendee.
- **Rename and edit** — The default type can be renamed, and field requirements can be configured independently per type.
- **Archive attendee types** — Archived types stop appearing as options when employees create new attendees. Existing attendees of that type remain on historical transactions.
Attendee types carry through to exports and reporting, so the categories you define here determine how attendee data can be filtered and grouped downstream.
### Attendee field requirements
Each attendee type can have its own field requirements. **Name** and **Type** are always required. **Company**, **Email**, and **External ID** can be required or optional for each attendee type.
For example, a business might require Company and Email for a Government Official attendee type, while leaving those fields optional for a Candidate attendee type. External ID can store an identifier from another system, such as a CRM contact ID.
## Populate the contact book
Your business can add external attendees manually or by CSV upload. Attendees added to the contact book become searchable for future card transactions and reimbursements.
### Manual creation
Admins and employees can create an external attendee one at a time when adding attendees to a transaction or reimbursement. The person creating the attendee enters the attendee name, attendee type, and any required fields for that type.
Employees can manage external attendees they personally created. Admins can view, search, edit, archive, and bulk-manage all external attendees from the **External attendees** tab under **Company** > [**People**](https://app.ramp.com/people/all).
### Bulk CSV upload
Admins and employees can upload external attendees in bulk using CSV. This is useful when your business wants to import attendees from a CRM, spreadsheet, or another system.
The CSV template adapts its headers based on your attendee type field requirements. For example, Company may appear as required, optional, or required only for specific attendee types depending on your setup.
## Employee experience
Employees can add external attendees when completing card transactions and reimbursements. When an employee searches for an attendee, Ramp returns matching Ramp users and matching external attendees together so the employee can select the right person from one search experience.
If your business has more than one attendee type, Ramp asks the employee to choose the attendee type when creating a new external attendee. If your business has only one attendee type, Ramp assigns that type automatically.
When employees select reusable external attendees instead of typing free-text names, the attendee record can be reused by other employees and included consistently in exports and reporting.
## Exports and reporting
Transaction and reimbursement exports can include attendee details such as attendee name, attendee type, and company. Where attendee row expansion is enabled, exports can be expanded by attendee so each attendee is easier to review and report on.
For healthcare and life sciences businesses, External Attendees can support Sunshine Act and CMS reporting by capturing structured attendee details for healthcare providers, government officials, or other covered attendee categories. Ramp's Sunshine Act exports can use attendee data as part of compliance reporting.
## Archive and downgrade behavior
Archived external attendees no longer appear in future attendee search results, but they remain visible on historical transactions and reimbursements where they were already added. This preserves historical expense and reporting context.
If your business downgrades from Ramp Plus, existing external attendees remain viewable. Ramp serves default-type attendees only going forward, and admins can no longer edit attendee types unless the business has Ramp Plus again.
## Frequently asked questions
### Can employees still type attendee names manually?
Businesses that are not on Ramp Plus continue using the current free-text attendee experience. For Ramp Plus businesses with External Attendees enabled, employees can search reusable external attendees when adding attendees to card transactions and reimbursements.
### Can we create more than one attendee type?
Yes. Admins can create multiple attendee types and configure field requirements separately for each type.
### What fields are required for every external attendee?
Name and attendee type are always required. Company, Email, and External ID are configurable for each attendee type.
### What happens to archived attendees on older expenses?
Archived attendees remain visible on historical transactions and reimbursements, but they no longer appear in future attendee searches.
---
# Excluding merchants from receipt and memo requirements
> Official Ramp Help Center article. Topic: Expense Management / Expense Policies & Submission. [View the canonical page](https://support.ramp.com/excluding-merchants-from-receipt-and-memo-requirements).
> **Note: This article primarily applies to Ramp Administrators.**
> Cardholders may find other articles in the [Expense policy and receipts](/expense-management/expense-policies-and-submission) section to be more applicable.
With Ramp, you can set a dollar amount above which receipts are required when submitting expenses. You may not want to ask for a receipt for every transaction or vendor, especially for recurring charges like SaaS or ongoing transactions like advertising. Now you can exclude vendors from policy requirements within your Expense Policy. You'll still see notifications and alerts on unusual spend and savings opportunities.
**To exempt certain merchants from receipt and memo requirements:**
1. Go to [**Policy** > **Travel & expenses**](https://app.ramp.com/settings/expense-policy/travel-and-expenses).
2. Under **Additional controls**, select **Global approvals and restrictions**.
3. Locate the **Auto-approved merchants** section.
4. Add the appropriate merchant to the **Merchants** field.
The added merchants are exempt from policy requirements.
Unlike most policy changes in Ramp, changes to auto-approved merchants apply retroactively. This means policy requirements for older transactions are dismissed.
Finally, you can add a merchant to the auto-approve list when you dismiss policy requirements within an individual transaction. Select the transaction and click the **Dismiss requirements** button. A pop-up asks if you want to exclude the merchant from policy requirements. Click the **Yes, Exclude** button to do so.
---
# Requiring employees to code their own transactions
> Official Ramp Help Center article. Topic: Expense Management / Expense Policies & Submission. [View the canonical page](https://support.ramp.com/requiring-employees-to-code-their-own-transactions).
> **Note: This article primarily applies to Ramp Administrators.**
> Cardholders may find other articles in the [Expense policy and receipts](/expense-management/expense-policies-and-submission) section to be more applicable.
## Overview
Save time closing your books by requiring employees to code their own transactions―many hands make light work, you know. Ramp cardholders can be required to add accounting fields like category, location, vendor, billable, etc. to their own transactions.
## How can I enable this feature for my company?
Visit **Policy** > **Travel & expenses** > **Additional controls** > [**Expense requirements**](https://app.ramp.com/settings/expense-policy/travel-and-expenses#/d/expense-policy/submission-policies). You can set expense requirements for transactions and reimbursements there, and implement as many unique policies as you need.
For example, you may need a separate policy for executive funds or for recurring spend with your vendors, create unique policies and apply them to specific funds as needed.
Within each policy, you can conditionally set what you would like employees to be responsible for submitting.
Users subject to a particular expense policy will be able to submit receipts, memos, and accounting fields that are required by the relevant policy.
Note: This will only affect transactions made after the policy has been saved (it will not require cardholders to fill in information retroactively when you make a change)
See this article for more: [Submission policies](/submission-policies)
## Allow employees to split transactions
Have complex needs for accounting? No problem.
If you'd like employees to be able to **split transactions** and account for different portions of the charge separately, go to **Policy** > **Travel & expenses** > **Additional controls** > [**Expense requirements**](https://app.ramp.com/settings/expense-policy/travel-and-expenses#/d/expense-policy/submission-policies) and turn this setting on:
We've written more on splitting in our article: [How do I split a transaction or reimbursement?](/splitting-transactions-or-reimbursements)
## Limit field options an employee can see
You may want to require a specific accounting field to be filled out, but only show a subset of the options in your chart of accounts that are relevant to the cardholder. Ramp supports this and we've written more in our [Conditional filtering](/conditional-filtering) article.
---
# What to do if you're missing a receipt
> Official Ramp Help Center article. Topic: Expense Management / Expense Policies & Submission. [View the canonical page](https://support.ramp.com/what-to-do-if-youre-missing-a-receipt).
## Overview
If you are missing a receipt for a particular transaction, our system allows you to let your Finance team know without ever leaving the platform.
> **Note:** This article covers Ramp card **transactions**. If you're missing a receipt for an out-of-pocket **reimbursement**, see the [Out-of-pocket reimbursements](/submitting-reimbursements#out-of-pocket-reimbursements) section of Submitting reimbursements instead.
## What if I am unable to submit a receipt?
There are three places to flag a missing receipt:
**On the web app**:
1. Under **Home** > **Expenses**, click on the transaction that is missing a receipt.
2. Select **Options**
3. Click on **I don't have a receipt**
4. Complete this form to let your finance team know you aren’t able to provide a receipt.
**On the mobile app**: Click on the transaction for which you're missing a receipt. Click on **Actions** at the bottom of the page. Click 'I don't have a receipt.'
**Via SMS**: When submitting missing items via SMS, Ramp will ask for a receipt. If you don't have a receipt, you may reply "OOPS." Replying "OOPS" will start a policy exception request.
## Who is responsible for approving this request?
By default, these requests are sent to your admins to alert them about the missing receipt—but only if the transaction would have otherwise been auto-approved. Your admins can then dismiss the requirement or request further action based on company policy.
If the transaction wouldn't have been auto-approved, your request will go through your company's designated approval flow.
## What if my funds are locked due to this missing receipt?
To unlock funds that have been automatically locked due to missing items, indicate that you're unable to complete the receipt requirement. This will unlock the funds.
The transaction will still need to be reviewed according to your company's approval workflow. Your approvers can then approve the expense or take other follow-up action.
If you cannot upload a receipt to your transaction, e.g. it's being disputed, your finance team may dismiss transaction requirements on your behalf.
## How do I dismiss requirements on a user's behalf (manager/Admin only)
As an admin or business owner, you can dismiss a receipt requirement by clicking on the transaction and clicking **'Options' > Dismiss missing item requirements**,' as shown below:
If an employee has already requested an exception, you will see the following instead:
---
# Simplified Workflow Builder FAQ
> Official Ramp Help Center article. Topic: Expense Management / Expense Policies & Submission. [View the canonical page](https://support.ramp.com/simplified-workflow-builder-faq).
### Overview
The Simplified Workflow Builder is a new experience designed to make managing approval workflows more intuitive and efficient. It introduces a streamlined interface for creating, editing, and testing expense approval policies, offering advanced customization and visibility features.
### What are the key benefits of this new experience?
- **Efficiency:** Easily toggle between defaults and custom workflows without multiple screens.
- **Customization:** Create granular conditions and workflows tailored to your organization's needs.
- **Visibility:** Improved navigation and visibility for long or complex workflows.
- **Control:** Test, undo, and redo changes seamlessly for error-free adjustments.
### How can I access the simplified workflow builder?
- **Navigate to Policy:** Go to [**Policy** > **Travel & expenses**](https://app.ramp.com/settings/expense-policy/travel-and-expenses), where expense approval and submission policies are listed under **Additional controls**.
- **Select a policy:** Select **Expense reviews** or **Expense requirements**, then select a policy to see the new experience.
- **Explore Defaults or Customization:**
- Choose from predefined default policies such as:
- Managers only approve reimbursements.
- Managers approve everything.
- Admins approve all transactions.
- Customize policies by adding approvers or clicking **Advanced** to enter the Workflow Builder.
### What features does the workflow builder offer?
- **Condition and Step Management:**
- Add, edit, or delete conditions and steps directly in the interface.
- Expand and collapse conditions for better visibility, especially in long workflows.
- Add nested conditions for specific scenarios.
- **Search Functionality:** Quickly locate steps or policies using the search bar.
- **Undo and Redo Options:** Easily reverse or reinstate changes using the new undo/redo buttons.
- **Testing and History:** Test your workflow using the simulator and access history on the right panel. Please note that workflows execute based on the first condition met, starting from the top.
### How do I handle variations in spend requests and other policies?
- Spend requests and other approval policies have a slightly different layout:
- **Summary Preview:** These display a summary of the full workflow.
- **Editing:** Click ' **Edit'** to open the full-screen Workflow Builder for changes.
---
# Custom User Fields
> Official Ramp Help Center article. Topic: Expense Management / Expense Policies & Submission. [View the canonical page](https://support.ramp.com/custom-user-fields).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
Custom user fields gives you control over how data flows through Ramp, so you can design workflows, approvals, and reporting around the way your business actually runs.
This Ramp Plus feature is built for businesses with layered org charts, nuanced policies, and complex spend approval needs.
This feature is available to business admins and owners on Ramp Plus.
## How it works
Custom user fields functions as a flexible data management system that allows you to create, import, and utilize custom user data throughout the Ramp platform. These fields can be integrated with workflows, policies, and accounting rules.
### Step 1: Initial setup
1. Navigate Company>People>[Custom fields](https://app.ramp.com/people/all#/d/people/custom-fields) (in the three-dot menu on the top right).
2. Click "New custom field"
3. Name your custom field, define the type, and add a description (optional)
- Select - examples are Job Title or Employment Title where you can specify a defined set of options
- Yes / No - examples are Remote worker or Is on Leave where the field will be a binary Yes or No
- Number - examples are Office Floor or Years at company
- Text - examples are Notes or other unstructured data. This field type cannot be used in workflows
- User - examples are Project Managers or Alternative Approvers and you will choose from existing Users in Ramp to assign to each Employee
- Accounting - examples are Cost Center or Project Codes where you can assign each Employee to a cost center that can then be used in accounting rules to automatically assign their expenses to their cost center
### Step 2: Adding custom fields to user profiles
Once your structure is established, you can either add data to your custom fields in three ways:
1. **By CSV:** from the People page, select [Custom fields](https://app.ramp.com/people/all#/d/people/custom-fields/upload) (under the three-dot menu on the top right). Select 'Bulk assign field values' at the bottom of the drawer and follow the template guidelines to ensure proper formatting. You can also find the csv option on each individual field page using 'Bulk upload' at the bottom left of the drawer.
2. **By SCIM Connection:** if your SCIM (i.e. Okta or Microsoft Entra) is connected, you will see the option for Configure Okta setting in the three-dot menu on the top right of the [People page](https://app.ramp.com/people/all) . Scroll to Custom field mappings to map SCIM attributes to your custom fields.
3. **By individual user:** Click on any user from the [People page](https://app.ramp.com/people/all), click edit profile and scroll to the Custom Fields section under the Company tab.
### Step 3: Setting up workflows
With your data in place, you can configure workflows to use custom field conditions.
1. Navigate to **Policy** > **Travel & expenses** > **Additional controls** > [**Expense reviews**](https://app.ramp.com/settings/expense-policy/travel-and-expenses#/d/expense-policy/expense-approvals).
2. Create a new workflow or edit an existing one
3. Add conditions based on your custom fields data
4. Configure approvers using custom fields information
5. Test your workflow to ensure it functions as expected
You can also use custom fields in accounting rules and in the travel policy.
See resources on [expense approval policies](/setting-up-expense-review-policies-for-transactions-and-reimbursements), [travel policies](/booking-travel-off-ramp-admin-guide), and [accounting rules](/managing-accounting-rules).
Additionally, you can reference custom fields in your Expense Policy. For example, if you want to allow First class flights for Executives, you can create a custom field for Executive and map the users. You would then include that statement in your written Expense Policy to be used with the Policy Agent. More on the [Policy Agent](/policy-agent-overview).
### Step 4: Viewing and managing custom fields information
Access and manage your custom field data through the Ramp interface.
1. Company>People> [Custom fields](https://app.ramp.com/people/all#/d/people/custom-fields) (in the three-dot menu on the top right)
2. Select the field you want to view
3. Edit the Title or Description
4. View the places the field is being used under 'Usages'
## Common use cases
### 1. Simplify workflows that list lots of users
**Problem**
Your business has complex approvals workflows that list long sets of individual users in different conditions. These lists are hard to maintain, must be copied into multiple workflows, and are easy to forget to update when someone joins, leaves, or changes roles.
**Example scenario**
A construction business wants to manage spend in Ramp.
- They want to issue cards to each site’s **Site Foreman** , plus a few other employees for smaller expenses.
- These employees are not all people managers, so the standard Manager field in Ramp do not represent who should approve spend.
**Solution**
Use custom user fields to add a field like **Job title** (type=Select) to your Ramp users, then build workflows that reference this field instead of manually listing individuals.
At a high level, you will:
- Extend your Ramp Users with a **Job title** (or similar) custom field
- Import each user’s job title from a source of truth (for example, a CSV, SCIM, or an internal system)
- Update your approvals workflows to use conditions based on the custom job title field instead of individual users
This way, when job titles change or new people join, you only update the custom field data and all workflows stay in sync.
### 2. Set custom spend approvers for each user
**Problem**
Your internal approvals are based on something other than a user’s direct manager. For example, each user has a Budget owner (or similar role) that is responsible for approving their spend, and this relationship is consistent across workflows but does not match the org chart.
**Example scenario**
A school has a department head that approves any spend in their department (i.e. science, art):
- Every teacher has one or more Budget owners who should approve their spend
- These Budget owners are not the same as Manager in Ramp, so standard manager‑based routing does not work
**Solution**
Use custom user fields to add a **Budget owner** field (type=User) to your Ramp users and route approvals to those owners instead of to managers.
At a high level, you will:
- Extend your Ramp Users with a **Budget owner** field that stores one or more user references per employee.
- Import each user’s **Budget owner** from a source of truth (for example, a CSV, SCIM, or an internal system)
- Configure approvals workflows to route based on the **Budget owners** field (for example, “send for approval to the user’s Budget owners”) instead of using the manager hierarchy.
This lets you keep your HR org chart intact while accurately reflecting who actually owns the budget for each user’s spend.
### 3. Set a travel policy based on user attributes
**Problem**
You have a specific policy for executive travel that you want to implement in Ramp
**Example scenario**
A business allows its executives only to fly business class
**Solution**
Use custom user fields to add a field like **Level** (type=Select) to your Ramp users, then build workflows that reference this field instead of manually listing individuals.
At a high level, you will:
- Extend your Ramp Users with a **Level** (or similar) custom field
- Import each user’s job title from a source of truth (for example, a CSV, SCIM, or an internal system)
- Update your Travel policies and Expense Policy language to use conditions based on the custom Level field instead of individual users
## Frequently asked questions
### Can I modify or delete columns in custom fields after creation?
Yes, you can modify column labels and hide columns that are no longer needed. You can delete a field that is not in use. For fields in use in workflows, rules, or policies, you cannot delete the field until you remove those uses.
### Is there a limit to how many custom fields I can create?
While you can create multiple custom fields to suit your business needs, we recommend focusing on what's most valuable for your organization's workflows. If you're planning a very large or complex implementation, please contact your Ramp account manager for guidance.
### Do I have to upload full custom user fields file every time or just the changes I want to make?
You only need to upload the employees you want to change. For example, if you upload rows for 100 ramp users and then again for 2 from that group, only the 2 will update with the second upload with no changes to the other 98.
### How do custom fields integrate with workflows?
Custom Fields can be used in workflows for conditional filtering, determining approvers, and creating complex approval matrices based on your organization's structure and policies. This allows for highly customized approval flows that match your specific business requirements.
### Can I use custom fields with SCIM for user management?
Yes, custom fields can be integrated with SCIM to map attributes from identity providers like Okta or Microsoft Entra to user profiles in Ramp. This allows you to maintain consistent user data across systems and leverage that data in your Ramp workflows.
---
# Reviewing transactions from Ramp cards
> Official Ramp Help Center article. Topic: Expense Management / Expense Review & Approvals. [View the canonical page](https://support.ramp.com/reviewing-transactions-from-ramp-cards).
**Note: This article primarily applies to Ramp Administrators and Managers.** Cardholders may find [Homepage FAQ](/introduction-to-homepage) article to be more applicable.
## Overview
For companies that require additional review of transactions, whether for compliance or other monitoring purposes, Ramp supports transaction approvals directly within the platform. This feature allows managers and Finance teams to review and approve spend that employees have used their company card for.
Note: users may receive a Ramp notification for a transaction that does not appear in the manager/admin dashboard if the transaction was authorized but then reversed by the vendor (authorization reversal). Such transactions result in a $0 charge, are not disputable, and will not show in transaction reports.
## Best practices
We recommend clients design their expense policies based on who is spending and what they spend on. For example, you may determine that certain types of spend don't require manager review (such as executive spend, ad spending, and recurring SaaS spend).
Meanwhile, other expenses, such as per diem, travel, or day-to-day operating expenses, may be more important to track.
For this reason, we enable and encourage you to configure policies that allow you to save even more time without sacrificing the need to monitor and control company spending. Our solution helps in a few ways:
- Eases the administrative burden on card managers by decreasing the volume of transactions they need to be personally responsible for
- Distributes ownership and accountability for expenses
- Gives Finance teams the confidence to distribute cards to employees who may not have been entrusted with company cards in the past
- Allows businesses to transition expenses from manual reimbursements to corporate cards (increasing savings via cashback and providing better visibility and control over expenses)
## How to set up transaction review policies
Transaction reviews are set up within the company expense policy. We've written a detailed guide for Admins and Finance teams [here](/setting-up-expense-review-policies-for-transactions-and-reimbursements).
## How to review transactions
Reviews may be completed in two places. Ramp recommends reviewing from the **Inbox tab** (where all approvals for reimbursements, transactions, bills, and spend requests live).Reviewers can also navigate to[Expenses & travel > Card transactions](https://app.ramp.com/expenses/transactions/all)to see all transactions.
### Inbox tab
Reviewers will see a notification in the **Inbox tab**indicating how many items need your attention. The inbox does*not*include transactions with missing items, transactions with exemptions, or pending transactions that have not cleared. Transactions are considered ready for review once all required fields are satisfied and the transaction has cleared. The excluded transactions can be viewed under **Expenses & travel** > **Transactions**.
As you review these transactions, you can take two main actions on each:
- **Approve:** If the transaction in question falls within your expense policy, or you’ve authorized it, click on the **Approve** button. Ramp also allows you to make bulk approvals by selecting the empty checkboxes or checkboxes for an entire group.
- **Reject:** If you choose to reject a transaction, you have the option to either **Request changes**, formerly the option to flag transactions that you need additional information on, or are out of policy, or **Request repay**. Ramp will start an email thread between you and the cardholder to collect this additional information. Responses will be added to the transaction in Ramp.
- Once a transaction is flagged, this will move the transaction to the ***“*** **Flagged** ***”*** sub-tab of [Expenses & travel > Card transactions](https://app.ramp.com/expenses/transactions/all)
**Grouped expenses**: There are several fields in priority: expenses associated with a Trip, then Spend Limit, then cardholder. All expenses within a group can be approved at once.
- When an expense is tied to a **Trip**, all expenses will be tied to it under a section named " [Cardholder's name] Trip to [Location and date]
- If an expense is not tied to a trip group, Ramp will group expenses by card or funds under a section named "[Cardholder's name] · [Card name]"
- When an expense is not tied to a card or a trip, all pending expenses will be grouped by the cardholder and under a section named "[Cardholder's name]"
- When a reviewer filters or sorts on the table, all groupings will be removed in place of the filter
- Ordering of group sections will be based on the most recent transaction date for transaction tables and the most recent submitted date for reimbursement tables
- For transaction tables, the section displayed at the top contains the most recent expense transaction date. So, the section takes on the date of the most recent transaction
- Spend requests and bills will be based on the most recent request date
If certain employees use cards or funds as you would expect them to (for example, if you’ve flagged transactions multiple times), you can lock their Ramp card(s) or funds until further action is taken. You can do this from **Cards** or **Funds** by searching for their card or funds, selecting it, and activating the **Lock** icon.
### Card transactions tab
The[Expenses & travel > Card transactions](https://app.ramp.com/expenses/transactions/all)tab has several sub-tabs for additional visibility and transaction filtering.
- **All—** This includes all transactions that you are allowed to view at your organization, depending on your role. For admins, this includes transactions from all employees. For managers, this includes their direct team.
- **Needs review—** This category includes transactions that require review based on the company's approval policy. It also includes cleared transactions that do not have missing items. Pending transactions and transactions with flags from policy rules will not appear here.
- **Flagged** - This includes transactions that were manually or automatically flagged as out-of-policy and have not yet been resolved.
- **Fully approved** - Includes transactions that have been manually or automatically approved, transactions that were manually or automatically flagged and approved, and transactions that have been flagged for repayment and were repaid. This can include pending approved transactions.
- **Declined** - Includes declined transactions.
Please note that if you are the final approver on a transaction that is not ready for review (contains missing items), your approval will automatically dismiss all remaining missing items.
## Sending reminders to employees for missing items
Reviewers may also remind employees to submit missing items, and admins may remind managers to review transactions in [Expenses & travel > Card transactions](https://app.ramp.com/expenses/transactions/all). Admins may also remind managers to review reimbursements in the [Expenses & travel > Reimbursements > Needs review](https://app.ramp.com/expenses/reimbursements/needs-review) tab. Sending a reminder to employees and managers will notify them via email with a list of transactions needing attention.
1. The "Remind" button for managers will allow managers to remind employees to submit memos and receipts
2. The "Remind" button for admins will allow admins to remind managers AND allow them to remind employees to submit missing items.
Below is a view of the **reminder** drawer for missing items. Managers may also send bulk reminders in the Inbox tab when selecting multiple transactions. ***Please note: Ramp does not yet support reminders for repayments since a notification is sent when it is requested.***
## Getting notified of transactions requiring review
Managers will receive a weekly reminder email advising them of transactions that require approval. They can click on the email to be redirected automatically to the transaction review page.
## Request changes
If a transaction put on a Ramp card is out of policy, managers can request changes to the employee after rejecting the expense. This will notify the employee and the finance team and start an email conversation. The Finance team will be able to request that the employee pay back the company according to the company's expense policy.
Read more here: [Review transactions: Personal charges, fraud, and policy issues](/flagging-transactions-accidental-purchase-fraud-and-out-of-policy).
## How transaction reviews relate to accounting sync
Unlike legacy expense reporting systems, Ramp's transaction review process does not create a bottleneck in your reconciliation process each month. You will still be able to code and sync transactions once they are fully clear within the VISA network. The transaction review framework was built to help monitor the legitimacy of transactions and enforce your expense policy with minimal disruption to your accounting processes.
If you'd like to sync only transactions that have been approved, filter for**"Approval status**>**Fully approved"** transactions within the **Accounting** tab. Once you have your filters applied, you'll see a **+Save as new view** button in the upper right. Saving this view will ensure you only sync "Fully approved" charges.
In the event that a transaction is matched to a bill:
- The transaction is then approved
- Missing required items will be dismissed
## [For Plus customers] reviewing Policy Agent recommendations
**Note: This section applies only to Ramp Plus customers who have enabled Policy Agent.**
If your organization uses Policy Agent, you may see AI-powered recommendations when reviewing transactions. Policy Agent is Ramp's AI expense reviewer that evaluates every card transaction against your written expense policy and provides recommendations to help you review more efficiently.
### What Policy Agent recommendations look like
When reviewing transactions, you'll see Policy Agent badges and recommendations on eligible expenses:
- **Approval recommended** – The agent determined the expense clearly complies with your policy
- **Review recommended** – The agent is uncertain, missing context, or your policy explicitly requires human review (this also includes expenses where the agent identified a clear policy violation)
> **Important:** Policy Agent recommendations are **suggestions only**. As a reviewer, you always have final authority to approve, reject, or request changes regardless of what the agent recommends.
### Understanding the agent's reasoning
Click into any transaction to see Policy Agent's detailed assessment in the **activity feed**. The activity feed shows:
- The agent's recommendation (approval, requires review, or rejection)
- **Rationale** explaining why the agent made this decision
- **Cited policy text** – the exact sections of your policy the agent referenced
- The **policy version** used for the assessment
- Any updated assessments after new information was added (e.g., receipt or memo)
This transparency helps you understand the agent's logic and make informed decisions.
### Taking action on recommendations
You can take the same actions on transactions with Policy Agent recommendations as you would on any other transaction:
- **Approve** – If you agree with an approval recommendation, or if you determine an expense is in-policy despite a "requires review" flag
- **Reject** – Use **Request changes** or **Request repay** if the expense is out of policy or needs additional information
- **Provide feedback** – Use the thumbs up/down buttons to indicate whether you agree with the agent's assessment
Your feedback and overrides are signed in the activity feed and help improve Policy Agent's accuracy over time.
### Visibility and employee experience
- **Reviewers and admins** can see Policy Agent assessments and reasoning
- **Employees cannot see** Policy Agent assessments – they only see standard approval status
- If the agent marks an expense as "requires review," the employee will not know why until you communicate with them
### Auto-approvals (if configured)
If your organization has configured Policy Agent to automatically approve clearly in-policy expenses, those transactions may be auto-approved before they reach your review queue. You can still view these in the **Fully approved** tab and see the agent's reasoning in the activity feed.
To learn more about Policy Agent, including how to configure auto-approvals and visibility settings, see [Policy Agent Overview](/policy-agent-overview).
## Frequently asked questions
### What does "Requirements completed" mean?
If a transaction is displayed as “Requirements completed,” the cardholder has submitted the missing items required by the expense policy (if any were required). If a transaction's receipt shows"Auto-approved," two out of three of the heuristics on the receipt matched the transaction's heuristics (e.g., merchant, amount, time).
### How can admins view their direct team?
Admins can click "X" on the default filter for their team ("Direct Team: Arletta Cheryl Morris" in the above image) to see all the transactions that require approval at the company and review anyone's transactions.
### What happens if an admin approves a transaction and there were other approvers in the chain before them?
It'll skip the earlier approvers in the chain.
### Can I reverse a transaction review after approving it?
Ramp doesn't offer a general bulk undo or reverse flow for approved card transactions. If the transaction detail page shows **Revert to previous approver**, you can use that action to send that single transaction back one step in the approval chain. This option isn't available in bulk, and it won't appear for every transaction. If it isn't available, Ramp doesn't expose a separate reverse or undo action for that transaction.
### What does it mean if a workflow is "Inactive"?
This just means no cards or funds currently have that policy configured. If you apply the policy to a card or funds, the inactive badge will be removed.
### Can I use approval flows for live transactions?
Since transactions happen in real-time, there's no way to provide live approval. The best way to control your employees' spend on cards is to use category restrictions and single transaction limits (e.g. can't spend more than $500 on any transaction). This can all be done from **Cards** or **Funds** by selecting a card, or set up as you create a new card.
---
# Receipt verification
> Official Ramp Help Center article. Topic: Expense Management / Expense Review & Approvals. [View the canonical page](https://support.ramp.com/receipt-verification).
## Overview
Ramp automatically verifies that receipts match their corresponding transactions, saving finance teams time by removing the need for manual verification.
## How Ramp verifies receipts
Ramp checks the receipt against its transaction by comparing the following fields:
1. The amount **must** match
2. The date **OR** the merchant must match
If the receipt passes these conditions, Ramp will label it as "Auto-verified" (green icon).
If the receipt does not pass these conditions, Ramp will label it as "Not auto-verified" (grey icon).
---
# Review transactions: Personal charges, fraud, and policy issues
> Official Ramp Help Center article. Topic: Expense Management / Expense Review & Approvals. [View the canonical page](https://support.ramp.com/flagging-transactions-accidental-purchase-fraud-and-out-of-policy).
> **Note: This article primarily applies to Ramp Administrators.**
> Cardholders may find other articles in the [Expense policy and receipts](/expense-management/expense-policies-and-submission) section to be more applicable.
## Overview
Ramp supports different workflows for personal charges, fraudulent transactions, and out-of-policy spend:
1. **Personal charges:** The cardholder accidentally used funds or a physical card for a personal expense and can repay the transaction.
2. **Fraudulent transactions:** The cardholder does not recognize the transaction and should report it as fraud.
3. **Out-of-policy flags:** The cardholder spent on something that is out of policy.
## Repay a personal charge
If you accidentally make a personal charge using your funds or a physical card, repay the transaction from the transaction details page. Here's how:
1. Open the transaction in Ramp.
2. Select **Options**, then select **Repay transaction**.
3. Enter the amount to repay. If you enter a partial amount, you cannot submit a second in-Ramp repayment for the remaining balance after the partial repayment completes.
4. Submit the repayment.
We strongly recommend linking a personal bank account so you can repay by ACH. If ACH is not available, choose **Repay Off-Ramp** to let your company know you'll repay outside Ramp. For more details, see [Employee repayments](/employee-repayments) and [Accidental or personal charges on Ramp](/accidental-or-personal-charges-on-ramp).
## Fraudulent transactions
It's easy to monitor spend and flag any charges that are unauthorized or potentially fraudulent within the Ramp dashboard. In the event of suspected fraudulent activity, follow the steps in [Flagging unauthorized charges or fraudulent activity](/disputes-at-ramp).
## Out-of-policy flag
If you see a transaction that you don't believe should have used a company card or funds, you can flag this transaction to your finance team and employee on the Ramp dashboard. Here's how:
1. Starting from the **Expenses & travel** tab, click into the **Card transactions** section.
2. Click on the transaction that you believe was unapproved.
3. At the bottom, click **Reject** and select either **Request changes** or **Request repay**. This will open a text box for you to enter the reason.
4. If you select **Request changes**, the employee must click **Complete** to route the transaction back for review and to clear the "Changes requested" banner off of the transaction.
## Clearing flags
Suppose you flag a transaction in error and need to remove the flag. Approve the transaction to remove the flag. To approve a transaction:
1. Go to the **Expenses & Travel** > **Card transactions** > **Flagged** tab.
2. Locate the transaction in question and click the **Approve** button on the far right.
3. Enter a note documenting why you approved the transaction in the pop-up window. Once you submit the explanation, the flag is removed from the transaction.
---
# Automatically flag transactions with policy flags
> Official Ramp Help Center article. Topic: Expense Management / Expense Review & Approvals. [View the canonical page](https://support.ramp.com/automatically-flag-transactions-with-policy-flags).
## Overview
With policy flags, Ramp becomes the 24/7 policy enforcer, freeing up admins and managers from time-consuming reviews and automatically flagging transactions with warnings or as out-of-policy on their behalf. All admins must do is enter the criteria under which Ramp automatically flags transactions as out-of-policy or add a label to remind cardholders and reviewers to check for possible out-of-policy spending. Admins can choose which reviewers or cardholders receive email notifications for added visibility.
Ramp analyzes transactions in several ways. All Ramp customers can use merchant restrictions, transaction category restrictions, and transaction amounts to locate out-of-policy transactions. Only Ramp Plus customers can use advanced policy flags such as duplicate receipts, itemized receipts, incorrect receipts, and more.
## How do I set up policy flags as an Admin?
- Go to **Policy** > **Travel & expenses** > **Additional controls** > [**Flags**](https://app.ramp.com/settings/expense-policy/travel-and-expenses#/d/policy-flags).
- Click one of the suggested policy flags or click the **Create custom flag** button to make a custom flag. You can have up to 25 custom flags.
- **Excessive Tipping** **(Plus)** - flag transactions with a tip greater than a certain percentage of the pre-tax amount (from 0%-100% at your discretion).
- **Weekend Spend** **(Plus)** - flag weekend or weekday transactions past Friday 11:59 PM (user local time) to Sunday 11:59 PM (user local time).
1. Time is recorded at the time of swipe based on the user’s local time zone. For virtual transactions, local time is based on the timezone at the last recorded sign-in. For physical transactions, Ramp records the local time when the transaction is swiped.
2. This flag does not offer the ability to customize times.
3. **Tip** : If your company has recurring SaaS spend that may happen over the weekend, consider adding a flag (+ Add) to exclude specific SaaS vendors.
- **Itemized Receipt Required** **(Plus)** - flag non-itemized receipts for restaurants, general merchandise, supermarkets, alcohol/bars, and lodging transactions.
- **Receipt Doesn’t Match Transaction** **(Plus)** - flag receipts where the receipt doesn't match the transaction based on receipt amount, merchant, and date. Please note that this flag does not apply to reimbursements.
- **Receipt Previously Used** **(Plus)** - flags receipts on reimbursement requests that have been previously submitted for another transaction or reimbursement.
- **Blocked Items** **(Plus)** - flag blocked categories such as religious contribution, political spending, and tobacco based on the MCC code. **Please Note** : Ramp automatically blocks a few MCC codes, including those from gambling and dating services. See here for the full list of MCC codes.
- **Alcohol** **(Plus)** - Ramp leverages ML to classify the transaction based on receipt line items & the merchant name, e.g. if the line item includes text that indicates alcohol-related items (names, brands, etc.), it will be flagged as alcohol spend.
- **Receipt likely AI-generated** **(Plus)** - flag transaction receipts that have metadata indicating the image was generated using AI.
- **Merchant restrictions** - flag transactions for specific merchants.
- **Category restrictions** - flag transactions for specific categories.
- Select what happens when a policy flag is triggered. Ramp will label the transaction as either out-of-policy or with a warning. Out-of-policy transactions will not be auto-approved and will require a reason for approval. In contrast, transactions with a warning will still be auto-approved with no action required. If a transaction is flagged as out-of-policy and would have otherwise been automatically approved, the user's manager will be added to the approval workflow. If the user does not have an assigned manager, all admins will be notified and included in the approval workflow.
- Notifications - choose who to alert via email. This is limited to Admin and Accounting roles by default, but if you'd like to alert additional users, [reach out to Ramp Support](/how-to-contact-ramps-support-team)
- Please be aware that notifications will be sent to each user separately.
## Tips for setup
- Updating or creating a policy flag will affect all future transaction updates (e.g., merchant updates, adding to a trip, attendee splits, and receipt uploads). For example, for a transaction that occurred before the flag was implemented, if a receipt is uploaded, it will still be scanned according to your company’s policy flags and may be flagged as out-of-policy.
- **Note** : We only allow merchants that the business has already seen for policy flags due to technical limitations.
- By default, each flag applies across the company. If you would like some flags to only apply to certain departments or merchants, you may click “+ Add” beneath the initial configuration and add another statement. The two statements will both apply in the flag (AND function).
- **Note** : At this time, Ramp does not support creating flags for specific cards or Spend Programs.
- Remember: policy flags look at **MCC codes and definitions** to determine if a category or merchant flag is being violated, *not* the receipt contents directly. Use the Policy Agent if you would like to look at receipt contents as well.
- Depending on the volume of transactions and out-of-policy transactions your company usually sees, the higher the volume, the more the alerts. Please be mindful when setting up email notifications.
## How do policy flags appear on transactions?
A transaction can have any number of flags from the policy flags. These flags appear in the Summary section at the top of the transaction drawer on the web and mobile app. Depending on the policy flag, it may appear 15–30 seconds after the transaction is processed (e.g., weekend spend), or upon receipt upload (e.g., itemized or previously used receipts).
If multiple receipts are uploaded, only one receipt needs to meet the requirements. If a new receipt is uploaded and in policy, the out-of-policy or warning flag will be resolved. If a new receipt is not uploaded and the transaction is approved, the out-of-policy flag or warning will remain.
Different actions will appear in the footer for out-of-policy transactions depending on whether they are the cardholder or reviewer. Ramp will display two or three actions at a time. The footer actions will not change for transactions flagged with warnings.
- Cardholders will typically see these action items in the footer depending on the transaction lifecycle: Change Limit, Add to Trip, or Repay.
- The overflow menu may include items such as Request Exception, Edit Attendees for meals, Report Incorrect Info, or Dispute a Transaction.
- Cardholders will only see the Change Limit option if an admin has not synced the transaction. Once the transaction has been synced, the Change Limit is disabled.
- Reviewers will typically see these action items in the footer: Flag Transaction, Approve, or Request Repayment.
- The overflow menu may include action items such as Add to Trip, Reassign Transaction, Report Incorrect Info, or Dispute Transaction
## How do I review transactions?
Review transactions in the following places:
1. **Home** > **Overview**
2. **Expenses & travel** > **Card transactions** > **Needs review** or **Flagged**
Please see the [Transaction reviews](/reviewing-transactions-from-ramp-cards) article for more information.
## MCC codes blocked by Ramp
Ramp automatically declines transactions in the following categories:
- 4829 - Money transfer
- 5966 - Direct marketing/outbound telemarketing merchant
- 6010 – Financial Institutions – Manual Cash Disbursements
- 6011 – Financial Institutions – Automated Cash Disbursements
- 6051 – Non-Financial Institutions – Foreign Currency, Non-Fiat Currency (for example Cryptocurrency), Money Orders (Not Money Transfer), Account Funding (not Stored Value Load), Travelers Cheques, and Debt Repayment
- 6211 – Security brokers/dealers
- 7273 – Dating services
- 7800 – Government-Owned Lotteries (US Region only)
- 7801 – Government Licensed On-Line Casinos (On-Line Gambling) (US Region only)
- 7802 – Government-Licensed Horse/Dog Racing (US Region only)
- 7995 – Betting (lottery tickets, casino gaming chips, off-track better, wagers at race tracks, and games of chance to win prizes of monetary value)
- 9754 – Mastercard: Gambling-Horse, Dog Racing, State Lottery.
## Frequently asked questions
### Can I restore a dismissed automatic policy flag or policy violation?
No. Ramp does not currently offer a separate restore or undo action after you dismiss an automatic policy flag. If a new receipt is uploaded and is in policy, the flag resolves automatically. Otherwise, the dismissed flag remains dismissed.
---
# Spend guidelines: Alerts and flags
> Official Ramp Help Center article. Topic: Expense Management / Expense Review & Approvals. [View the canonical page](https://support.ramp.com/spend-guidelines-alerts-and-flags).
## Overview
Ramp allows managers and finance teams to enforce spend policies on all funds. Here is an overview of what happens once a customer spends from their funds and how this can be set up on Ramp.
## Setup spend guidelines
Spend guidelines are rules that admins can implement to define what is allowed to be purchased with Ramp funds. These rules are triggered automatically after the transaction occurs. There are two types of rules:
1. **Flags (for policy enforcement)** - these are transactions that are out of policy. When a transaction gets flagged, an email will be sent to the cardholder and to their manager or admin to have a conversation and remediate.
2. **Alerts** **(for visibility)** - these are alerts that can be sent to a specific person to increase visibility on the spend on the Ramp platform. For example, maybe your head of IT wants to know whenever a software purchase over $1,000 is charged. Please note that alerts are additive, and one alert rule will not override any existing rules. If you create a new rule for alerts over $6,000 for a specific software vendor, you will still get all the alerts from your initial $1,000 rule.
## When it comes to policies, there are two types of policies on Ramp:
1. **Travel policy** - this governs what is allowed to be purchased when it comes to travel, including per diem, hotel nightly rates, advanced booking requirements, etc. For more information on implementing a Travel Policy, check out one of the following:
- [Booking Travel on Ramp: Admin guide](/booking-travel-on-ramp-admin-guide)
- [Booking Travel off Ramp: Admin guide](/booking-travel-off-ramp-admin-guide)
2. **General spend policy** - governs general spending on Ramp. Rules can be defined across any dimension, including amount, category, merchants, departments, etc.
For more information on setting up your expense policy, read here: [Setup your expense policy.](/getting-started-with-ramps-expense-policy-setup)
## Flagged transactions
Once a transaction is flagged, it will show up in the "Out of Policy" section of the transactions tab. Managers and admins can see this transaction and either clear the flag or have a conversation with the employee to pay back the company. For accidental personal charges, the cardholder should use **Repay transaction** from the transaction's **Options** menu; ACH repayment may require linking a personal bank account.
## Flagging transactions
Read: [Review transactions: Personal charges, fraud, and policy issues](/flagging-transactions-accidental-purchase-fraud-and-out-of-policy)
Transactions can be flagged manually by the cardholder, manager, or admin. Manual flags are for policy and fraud review:
1. **Out-of-policy flags:** The cardholder spent on something that is out of policy
2. **Fraudulent transactions:** The cardholder does not recognize this transaction.
To flag a transaction as out of policy, open the transaction on your Ramp dashboard and then click "Flag" on the bottom left.
From there, you can choose to leave a note for your employee regarding why this is out of policy and optionally request repayment. This will allow your employee to add their bank account to Ramp and repay your bank account on file.
To dispute a transaction on Ramp, instead, click on the three dots (kebab icon) on the bottom right of the transaction in question. From there, choose the reason why you wish to dispute this transaction to help our operations team get more details and submit your dispute.
We strongly recommend locking your funds if you do not recognize a vendor or a transaction.
---
# Accidental or personal charges on Ramp
> Official Ramp Help Center article. Topic: Expense Management / Expense Review & Approvals. [View the canonical page](https://support.ramp.com/accidental-or-personal-charges-on-ramp).
Mistakes happen. Ramp supports several ways to resolve accidental, personal, or out-of-policy charges:
1. **Repay on Ramp** (ACH transfer)
2. **Repay Off-Ramp** (track repayments done outside Ramp while keeping books tidy in Ramp).
3. Employees can also **repay partially** (pay less than the full amount) when appropriate, but Ramp does not support a second in-Ramp repayment after that partial repayment completes.
Use **Repay transaction** to start repayment from the transaction. We strongly recommend linking a personal bank account so you can repay by ACH. If ACH is not available, choose **Repay Off-Ramp** to let your company know you'll repay outside Ramp.
## Employee: repay an accidental transaction
1. Open the transaction in your Ramp dashboard. **Note:** You can now repay transactions that are still pending. The repayment will be queued and process automatically once the charge clears. If the cleared amount changes, the repayment will be canceled and you'll be notified.
2. Click **Options** → **Repay transaction**.
3. **Enter an amount** to repay (full or **partial**). If you choose a partial amount, you cannot request a second in-Ramp repayment later for the remaining balance.
4. If you have linked a personal bank account, choose the ACH repayment path:
- **Repay on Ramp (ACH):**
- If needed, **Add Account** to link and verify your personal bank (verification can take 2–3 business days).
- Submit a short reason and click **Repay**. Funds typically arrive to your company in **5–7 business days.**
5. If you have not linked a personal bank account or ACH is not available:
- **Repay Off-Ramp (track externally):**
- Select off-Ramp repayment to log that you’ll repay **outside** Ramp (e.g., payroll deduction).
- The transaction will show a repayment-in-progress state. Your **admin** will later confirm it as repaid.
## If a reviewer requests repayment
1. You’ll receive an email and a task in Ramp.
2. Open the repayment request, review details, and choose **Repay on Ramp** (ACH) or **Repay Off-Ramp**.
3. For on-Ramp, follow the bank-link flow (if not already linked) and confirm the amount (full or **partial**). If you choose a partial amount, any remaining balance must be settled outside Ramp.
4. For off-Ramp, your admin will mark it **Repaid** once they confirm repayment occurred externally.
## Admin/Manager: tracking and closing the loop
- Use the **Repayments table** to see all items marked **Repay Off-Ramp**, monitor status, and **export to CSV**.
- When an external repayment is confirmed (e.g., via payroll), open the transaction and click **Mark as repaid** to close it out in Ramp.
- Note: **Mark as repaid** is visible to admins. Employees only see **Cancel repayment** on their own items.
- Continue to use **Employee Repayments** workflows if you are initiating or requesting repayment from a cardholder.
For more on repayments for admins, see [Employee repayments.](/employee-repayments)
## Notes and FAQs
- **Partial repayments** are supported for both on-Ramp and off-Ramp paths. After a partial repayment completes, Ramp does not support a second in-Ramp repayment for the remaining balance.
- On-Ramp ACH timing: bank verification **2–3 business days** (if newly linked) + transfer **~5–7 business days**.
- Off-Ramp keeps Ramp in sync even when funds move elsewhere—improving auditability and month-end close.
- Repayments for accidental or personal expenses are always processed under the **cardholder’s** Ramp account, even if a different employee ultimately covers the cost.
- Only the **cardholder** can initiate repayment in Ramp using a connected personal bank account or debit card.
- If someone other than the cardholder needs to cover the expense (for example, a manager or another employee), your team must handle that transfer outside of Ramp (for example, via payroll adjustment, internal reimbursement, or another internal process).
---
# Approval matrices setup and reference
> Official Ramp Help Center article. Topic: Expense Management / Expense Review & Approvals. [View the canonical page](https://support.ramp.com/approval-matrices-setup-and-reference).
## Overview
Approval matrices let you define multi-dimensional approval routing in a single CSV-based table instead of building many individual workflow rules. Each row maps a combination of input criteria, such as department, location, or entity, to outputs, such as approvers or accounting field values.
For a visual walkthrough, watch the [approval matrices video walkthrough](https://www.youtube.com/watch?v=qLBAJfirfdA).
> **Early Access.** Approval matrices are opt-in and are not enabled by default. Contact your Account Manager or Customer Success Manager to have the feature enabled for your Ramp account. Once enabled, Ramp Admins can configure matrices in [Settings > Matrices](https://app.ramp.com/settings/all/matrices).
## Decide whether to use approval matrices
Approval matrices are a good fit when your approval routing varies across multiple criteria or would otherwise require many similar workflow rules.
Use approval matrices if you:
- Have three or more approval paths that vary by department, location, entity, or amount.
- Manage 10 or more workflow rules that do similar routing.
- Need different approval thresholds for different departments or entities.
- Want to auto-code accounting fields based on combinations of criteria.
- Operate across multiple entities or subsidiaries.
Consider a simpler workflow option if your approval logic is straightforward:
| Scenario | Use instead |
| --- | --- |
| A single approval threshold, such as purchases over $10,000 requiring VP approval | Workflow condition |
| The same approver for everyone in a department | Workflow condition on department |
| Manager to manager's manager approval chains | Built-in manager chain |
| The vendor's assigned owner should always approve | Vendor Owner |
| Managers sync from your HRIS and those managers should approve | HRIS sync and manager chain |
Approval matrices are not an HRIS replacement or a workflow builder. They use your existing Ramp user data, such as department, location, and entity, to make routing decisions inside workflows that you still create in the Workflow Builder.
## Understand how matrix matching works
When a request comes in, Ramp compares each input column against the request's attributes. All columns must match for a row to be considered. A blank cell acts as a wildcard that matches any value, but blanks only apply when no more specific row matches first.
When no row matches all columns exactly, Ramp relaxes columns from right to left: first the rightmost column, then the two rightmost columns, and so on until it finds a match. This means column order matters. Leftmost columns are most important because Ramp relaxes them last.
For example, consider a matrix with three input columns: Department, Location, and Category.
| Department | Location | Category | Approver |
| --- | --- | --- | --- |
| Engineering | NYC | Accounts Payable | Jan |
| Engineering | NYC | *(blank)* | Kevin |
| Engineering | *(blank)* | *(blank)* | Elizabeth |
| *(blank)* | *(blank)* | *(blank)* | CFO |
For an Engineering, London, Accounts Payable request, Ramp first tries to match Engineering, London, and Accounts Payable exactly. Because London does not match NYC, Ramp relaxes Category, then Location and Category, until it matches the Engineering catch-all row and routes the request to Elizabeth.
## Use trailing blanks and catch-all rows
Blank values must be in the rightmost columns with no gaps. You cannot have a blank in the middle with filled values after it. Ramp rejects rows with middle blanks during upload.
Always include a catch-all row with all input columns blank so every request has an output.
## Set up an approval matrix
Ramp Admins set up approval matrices from [Settings > Matrices](https://app.ramp.com/settings/all/matrices). Column order matters when you create the matrix because Ramp relaxes leftmost columns last.
1. Go to [Settings > Matrices](https://app.ramp.com/settings/all/matrices) and select **Create Matrix**.
2. Choose your input columns, such as Department, Location, Entity, User, or Vendor for Bill Pay and Procurement flows only.
3. Choose your output columns, such as Approvers or Accounting field options.
4. Add an optional threshold column for amount-based tiering.
5. Select **Download Template** to get a pre-formatted CSV.
6. Fill in the CSV. Each row is one rule. Use exact values that match Ramp, leave cells blank for wildcard matching in rightmost columns only, include a catch-all row, and do not modify headers.
7. Select **Upload** and choose your CSV. Ramp validates the file and flags errors.
8. Add the matrix as an approval step in the Workflow Builder. For coding matrices, configure a tracking category to use matrix-based filtering.
Uploading updates the rows included in your CSV. Rows not included in the upload are not changed. If values for an existing row are changed or omitted in a later upload, that row may resolve differently after re-upload.
## Configure amount thresholds
Thresholds define the maximum amount an approver can authorize. Each threshold means "up to this amount." When multiple tiers apply, the lowest sufficient threshold wins.
| Amount threshold | Approver | Handles |
| --- | --- | --- |
| $1,000 | Team Lead | Requests up to $1,000 |
| $10,000 | Manager | Requests up to $10,000 |
| $50,000 | Director | Requests up to $50,000 |
| *(blank)* | VP | Any amount |
For example, a $7,500 request skips the $1,000 tier because it is insufficient and routes to the Manager because $10,000 is the lowest threshold that covers $7,500. Use a blank threshold for the highest-authority approver in each group.
Thresholds can also be combined with input columns like Department so approval limits vary by team. For a simple flat threshold, such as CFO approval for anything over $50,000, use a workflow condition instead of a matrix.
## Configure sequential approval chains
Standard matrices find one best-matching row and assign a single approver. Sequential matrices build an escalating chain where every threshold tier from the lowest tier through the sufficient authority reviews in order.
For example, a $30,000 Engineering request in sequential mode can create the chain Team Lead ($5,000), VP Engineering ($25,000), and CTO (unlimited). All three review in sequence.
Sequential mode is useful when compliance or oversight requirements demand sign-off at every authority level. If no tier has sufficient authority, Ramp automatically adds an admin fallback step. The maximum is 10 tiers.
## Manage an approval matrix
Matrices are managed through CSV uploads. Download the current matrix, edit it in Excel or Google Sheets, then re-upload it in Ramp.
Uploading updates the rows included in your CSV, and rows not included in the upload are not changed. Always keep a local copy of your CSV before making changes.
## Troubleshoot approval matrices
Use the table below to resolve common approval matrix setup and upload issues.
| Issue | Likely cause | What to do |
| --- | --- | --- |
| Wrong approver assigned | The request matched a less-specific fallback row than expected | Check column order and add more specific rows for the missing combination |
| No approver assigned | No rows matched and no catch-all row exists | Add a catch-all row with all input columns blank |
| Threshold routing seems wrong | Thresholds are being treated as minimums instead of maximums | Use the lowest threshold greater than or equal to the request amount |
| Old data changed after upload | Values for an existing row were changed or omitted in a re-upload | If you have a backup of your previous CSV, re-upload it to restore the affected rows. Otherwise, rebuild the affected rows manually. |
| Upload rejected with validation errors | CSV values do not match Ramp data | Check exact spelling, remove middle blanks, and verify CSV formatting |
| Auto-coding not working | The matrix resolves to multiple options or no options instead of exactly one | Make input criteria more specific so only one option matches |
## Frequently asked questions
### Can I have multiple approval matrices?
Yes. You can create multiple matrices and attach them to different workflows or different accounting fields.
### Can I use approval matrices with HRIS sync?
Yes. HRIS sync keeps your user data, such as department, location, and manager, up to date. Approval matrices use that data to make routing decisions. When someone's department changes in the HRIS, the matrix automatically routes their requests differently.
### What happens if I delete a user who is in an approval matrix?
The user's value is cleared from the matrix, leaving that cell empty. This means the row may no longer have an approver assigned. Always search your matrices for a user before deleting their account, and make sure catch-all rows exist as a safety net.
### Can I use custom fields from Okta or Workday as matrix inputs?
Not currently. Matrix inputs are limited to standard Ramp fields: Department, Location, Entity, User, Vendor for Bill Pay and Procurement flows only, and Accounting Field Options.
### Is there an API for approval matrices?
Yes. Approval matrices can be managed using Ramp's [Developer API](https://docs.ramp.com/developer-api/v1/api/custom-records-matrix-tables).
### Who can help with complex approval matrix implementations?
Your Account Manager or Customer Success Manager can help with setup questions and connect you with Ramp's Solutions team for complex implementations.
## Related articles
- [Reviewing transactions from Ramp cards](/reviewing-transactions-from-ramp-cards)
- [Setting up expense review policies for transactions and reimbursements](/setting-up-expense-review-policies-for-transactions-and-reimbursements)
---
# Construction project manager approvals
> Official Ramp Help Center article. Topic: Expense Management / Expense Review & Approvals. [View the canonical page](https://support.ramp.com/construction-project-manager-approvals).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
Add **Project manager** as a step in an approval policy to route an expense based on the project it is coded to. Ramp uses the manager assigned to that project for expense review, Bill Pay, and purchase order request approval workflows. The assignment does not route approvals until the applicable workflow includes this step.
Use the [Projects hub](https://app.ramp.com/home/projects/dashboard) to manage project manager assignments and defaults and see which approval workflows use the **Project manager** step. Businesses using automatic project manager sync can also review draft imported project managers there.
## Accounting providers that support automatic project manager sync
Ramp can automatically import project manager assignments from Sage Intacct, NetSuite, and Acumatica.
If your accounting provider does not support automatic sync, open the [Projects hub](https://app.ramp.com/home/projects/dashboard) and assign a project manager to each project manually. You can use these assignments with the **Project manager** step in an approval policy.
You need access to Projects and permission to manage project assignments. If the assignments are read-only, ask someone with those permissions to update them.
## Set default project managers
Open [Project settings](https://app.ramp.com/home/projects/dashboard#/d/settings/details) and add **Default project managers** who should receive approvals when a project does not have an assigned manager.
You need access to Projects and project settings permissions to change these settings. If the settings are unavailable or read-only, ask someone with project settings permissions to configure them.
Project manager assignments synced from your accounting provider cannot be edited in Ramp. Update the assignment in your accounting provider, then sync the change to Ramp.
## Match imported project managers to Ramp users
> **Note:** This section applies only to businesses using automatic project manager sync with Sage Intacct, NetSuite, or Acumatica.
Ramp matches an imported project manager to a Ramp user by the manager's work email in the accounting provider. A project remains unmatched when no manager is assigned in the accounting provider, the manager has no primary work email, or no Ramp user has the imported email.
Correct the manager or email in the accounting provider. Ramp refreshes the assignment during the next accounting sync; return to the Projects hub afterward to confirm the change.
## Review draft project managers
> **Note:** This section applies only to businesses using automatic project manager sync with Sage Intacct, NetSuite, or Acumatica.
When you enable automatic sync in [Project settings](https://app.ramp.com/home/projects/dashboard#/d/settings/details), choose the default Ramp work location and department for imported managers who do not match an existing Ramp user.
When an imported email does not match an active Ramp user, Ramp can create or update a draft project manager using the default work location and department from Projects settings. Draft users cannot sign in, approve, or receive an invitation until an authorized user publishes them.
Use **Review draft project managers** when Ramp shows the banner in Projects settings. Review the imported information, then publish the users needed in approval workflows. See [Setting up draft users](/setting-up-draft-users) for draft-user behavior and invitation steps.
## Add project managers to approval workflows
Open [Usages in the Projects hub](https://app.ramp.com/home/projects/dashboard#/d/settings/usages) to see which workflows already use project manager assignments. Then add the **Project manager** step to each additional workflow where it should apply:
- Add it to the applicable [expense review policy](/setting-up-expense-review-policies-for-transactions-and-reimbursements) for card transactions and reimbursements.
- Add it to the applicable [Bill Pay approval workflow](/bill-pay-approvals) for bills.
- For purchase order requests created through a Procurement Spend Program, add it to the relevant [Procurement workflow](/configuring-procurement-workflows).
- For other purchase order requests, add it to the [spend request approval policy](/setting-up-spend-request-approvals).
Assigning a manager to a project in the Projects hub does not route approvals by itself. Add the **Project manager** step to every policy where it should apply.
If an assigned manager is not receiving approvals, confirm that the matching user is active and that the applicable workflow appears under **Usages**. Ramp uses the [default project managers](#set-default-project-managers) when the project has no available project-specific manager.
---
# Setting up expense review policies for transactions and reimbursements
> Official Ramp Help Center article. Topic: Expense Management / Expense Review & Approvals. [View the canonical page](https://support.ramp.com/setting-up-expense-review-policies-for-transactions-and-reimbursements).
> **Note: This article primarily applies to Ramp Administrators.**
> Cardholders may find other articles in the [Expense policy and receipts](/expense-management/expense-policies-and-submission)section to be more applicable.
## Overview
As an Admin, you can set up the Expense Approval Policy from [**Expense requirements**](https://app.ramp.com/settings/expense-policy/travel-and-expenses#/d/expense-policy/submission-policies) and [**Expense reviews**](https://app.ramp.com/settings/expense-policy/travel-and-expenses#/d/expense-policy/expense-approvals) under **Policy** > **Travel & expenses** > **Additional controls**. The workflow builder allows you to configure complex and flexible approval chains based on different conditions.
For example, you'll now be able to route approvals based on accounting coding.
## How to set up expense approvals
1. Navigate to **Policy** > **Travel & expenses** > **Additional controls** > [**Expense requirements**](https://app.ramp.com/settings/expense-policy/travel-and-expenses#/d/expense-policy/submission-policies) or [**Expense reviews**](https://app.ramp.com/settings/expense-policy/travel-and-expenses#/d/expense-policy/expense-approvals).
2. You can edit your default policy or click "Add approval workflow."
3. You'll then be redirected to the approvals workflow builder.
4. Clicking any “Add” button will pull up a drop-down of the following options to begin configuring your approval chain:
- **Spend type —** Specify whether you would like the approval chain to apply to only transaction review, only reimbursement approvals, or both. Note that the "reimbursements" option under **Expense type** applies policies to both out-of-pocket and mileage reimbursements. **Reimbursement type** allows you to configure requirements for out-of-pocket and mileage reimbursements separately.
- **Require approval** — Specify a specific role type, individual, department/location, or custom group to be added to the approval chain. Please note that approval will be required from the individual(s), but you must add an “Approve” statement to conclude the approval flow.
- **Notify** — specify a specific role type or individual to be notified about the transaction or reimbursement.
- **Approve** — terminal action that'll end the workflow early if added to the chain.
- **Set conditions** — add conditions to check various transaction and reimbursement fields (e.g., accounting coding, amount, user role, user department, etc.) that assist in determining the correct approver
You can layer and nest these options within the approval workflow builder to create your ideal approval routing.
### Setting conditions
You can route your approvals through multiple transaction and reimbursement fields. While amount and user role-based routing is available to all customers, the additional conditions in the list below are only available to customers on Ramp Plus.
- Spend type (transaction or reimbursement)
- Reimbursement type (out-of-pocket or mileage)
- Amount
- User role
- Business entity **(Plus)**
- Direct Ramp manager **(Plus)**
- Employee **(Plus)**
- Merchant **(Plus)**
- Merchant category **(Plus)**
- Ramp department **(Plus)**
- Ramp location **(Plus)**
- Accounting codes **(Plus)**
- For accounting coding, we currently display all NetSuite Customers and Jobs in one list, which means selecting a Customer doesn't automatically connect a transaction code to a Customer job. Approval chains will need to be updated for each new job, or if your transactions are coded by the Customer, use the customer field instead.
- If a transaction is split between multiple accounting codes with different approval flows, all approvers in the different chains will be added.
Once a condition has been selected, you can select which options to check for (e.g., if the condition is user role, you would select the role type to check for).
After selecting your desired conditions and options, you will be prompted to add your desired approvers. Learn more about adding approvers in the next section.
### Adding approvers
When adding approvers, you can select either predetermined roles/groups or specific individuals at your company.
- Any Admin - group of individuals that have admin permissions within Ramp
- Manager- The requestor’s manager can be added to the chain
- Manger’s manager - The manager of the requestor’s manager can be added to the chain
- Department owner - Ramp will determine the requestor's department and identify the configured department owner. Learn more about configuring department owners [here](/setting-up-spend-request-approvals#adding-approvers) .
- Location owner - Ramp will determine the requestor's location and identify the configured location owner. Learn more about configuring location owners [here](/setting-up-spend-request-approvals#adding-approvers) .
- Custom approval groups can be configured from [**People**](https://app.ramp.com/people/all) > **Groups** > **Create group** .
- You can add any specific employee within Ramp to the approval flow.
### require all vs. require any
If multiple approvers are within a step, you must specify how Ramp should handle their approvals before moving to the next step.
- Require all - each individual is required to get approval before proceeding to the next approval step. This translates to “person X and person Y." (Note that if Any admin is added to the step, all admins will have to approve).
- Require any - only one person from the group is required to approve before proceeding to the next approval step. This translates to “person X or person Y.”
Employee exception requests will follow your customized approval flow for review.
After building your approval policies, any future transaction meeting your selected criteria will follow that approval chain. Existing or pending transactions will not be affected. If you have set transactions to auto-approve, the transactions won't show up in your team's reviewer queues but can still be found in the **Transactions** tab in your navigation pane.
## Separation of duties
If your business requires that the individual who spends using a Ramp card or submits a reimbursement cannot approve or review their own spend, you can enable the **Separation of duties** toggle within approval workflow.
If the toggle is on, when an individual submits a reimbursement or spends on a Ramp card and is within the approval chain, they will be removed from the chain and replaced with admin approvers.
If the toggle is off, when an individual submits a reimbursement or spends on a Ramp card and is within the approval chain, they will still be required to approve or review their own spend.
Only business owners can toggle this setting on and off.
## Frequently asked questions
### Can I export or print an expense approval workflow?
No. Ramp does not currently support exporting, downloading, printing, or sharing expense approval workflows from the workflow builder. Review and update them in **Policy** > **Travel & expenses** > **Additional controls** > [**Expense requirements**](https://app.ramp.com/settings/expense-policy/travel-and-expenses#/d/expense-policy/submission-policies) or [**Expense reviews**](https://app.ramp.com/settings/expense-policy/travel-and-expenses#/d/expense-policy/expense-approvals).
### Can I duplicate an entire expense approval workflow?
No. Ramp does not currently support duplicating a full expense approval workflow. In the workflow builder, duplicate actions apply only to individual nodes or branches, not to the entire workflow.
---
# Communicating with other users on Ramp
> Official Ramp Help Center article. Topic: Expense Management / Expense Review & Approvals. [View the canonical page](https://support.ramp.com/communicating-with-other-users-on-ramp).
## Overview
Ramp provides several ways for admins, managers, and employees to communicate within the platform. These are tied to specific workflows — such as commenting on transactions, sending reminders for missing receipts, or nudging approvers about pending items. Ramp does not have a general-purpose bulk email or announcement feature for sending custom messages to all employees at once.
## Commenting on spend activity
You can have conversations about specific spend items using the Activity tab. Navigate to the item you want to discuss and select the **Activity** tab. Commenting is available for bills, bill vendors, purchase orders, reimbursements, transactions, funds, Spend Programs, requests, and fund merchants.
The owner of the spend object (for example, the transaction or request) and approvers can all leave comments in the Activity tab and receive notifications from those comments. Tagged users also receive an email notification.
## Commenting actions
- Comments may be edited or deleted
- Notifications can be turned on or off via the **Unsubscribe** button. Spend object owners are automatically subscribed, while other individuals, including approvers, must be tagged to receive notifications.
- You may tag other Ramp users, who will also be subscribed to the activity
- You can upload attachments to your comments. Supported file types are csv, doc(x), heic, jpeg, pdf, png, txt, webp, xls(x), zip. There is a limit of 5 files per comment.
## Sending reminders for missing items
Admins and managers can send reminders to employees who have not submitted required receipts or memos for their transactions. These reminders use a standard Ramp notification template and cannot be customized with a personal message.
- Go to [**Expenses** > **Card transactions**](https://app.ramp.com/expenses/transactions/all) and use the **Remind** button to notify individual employees or select multiple transactions and use **Remind all** to send reminders in bulk.
- Managers can remind employees to submit missing receipts and memos.
- Admins can remind both managers and employees.
Employees receive an email listing the specific transactions that need attention. For more details, see [Reviewing transactions from Ramp cards](/reviewing-transactions-from-ramp-cards).
## Sending reminders to approvers
Admins can send reminders to managers and other approvers who have pending items waiting for their review. These reminders use a standard Ramp notification template.
- From the [**Inbox**](https://app.ramp.com/inbox) tab or [**Expenses** > **Card transactions**](https://app.ramp.com/expenses/transactions/all) , select items pending review and use the **Remind** button to notify approvers.
- Admins can also remind managers to review reimbursements from the [**Expenses** > **Reimbursements** > **Needs review**](https://app.ramp.com/expenses/reimbursements/needs-review) tab.
- Managers automatically receive a weekly reminder email listing transactions that require their approval.
## Managing notification preferences
Each user can manage their own notification preferences to control which emails, SMS, and push notifications they receive from Ramp. Go to [**Profile** > **My settings** > **Notifications**](https://app.ramp.com/settings/personal-settings/notifications) to configure preferences.
Notification preferences are managed by each individual user — admins cannot configure notification preferences on behalf of other users. For more details, see [Manage your communication preferences](/manage-your-communication-preferences).
## Other ways Ramp notifies employees
Ramp automatically sends notifications to employees in several workflow-specific scenarios. Admins do not compose these messages — they are triggered by actions within the platform:
- **Employee policy signature requests:** Ramp emails employees asking them to sign only after you explicitly request signatures. See [Getting Started with Ramp's Expense Policy Setup](/getting-started-with-ramps-expense-policy-setup) for upload and replacement options.
- **Submission policy reminders:** Ramp automatically notifies cardholders via SMS and email when they need to submit receipts or memos after a transaction. See [Submission policies](/submission-policies) .
- **Card lock notifications:** Cardholders are notified via SMS, email, and push notification when their card or funds are locked or unlocked. See [Automatically lock cards and funds](/automatically-lock-cards-and-funds) .
- **Transaction flagging:** When a transaction is flagged as out of policy, admins can request changes, which starts an email thread between the reviewer and the cardholder. See [Reviewing transactions from Ramp cards](/reviewing-transactions-from-ramp-cards) .
- **Slack and Microsoft Teams:** If your organization has connected Slack or Microsoft Teams, Ramp sends direct messages to employees for transaction approvals, reimbursements, and missing items. See [Set up Ramp's Slack integration for Admins](/set-up-ramps-slack-integration-for-admins) or [Set up Ramp's Microsoft Teams integration for Admins](/set-up-ramps-microsoft-teams-integration-for-admins) .
## Frequently asked questions
### Can I send a custom email or announcement to all employees on Ramp?
No. Ramp does not have a feature for composing and sending custom bulk emails or announcements to employees. Admin-to-employee communications on Ramp are tied to specific workflows, such as reminders for missing receipts or pending approvals. To send a company-wide message, use your organization's existing email or messaging tools outside of Ramp.
### Can I send a reminder to all employees at once for missing receipts?
Yes. Go to [**Expenses** > **Card transactions**](https://app.ramp.com/expenses/transactions/all), select transactions with missing items, and use the **Remind all** option. Ramp sends each employee an email listing their transactions that need attention.
### Do employees get notified when I leave a comment on their transaction?
Yes. The spend object owner and any tagged users receive an email notification when a comment is posted in the Activity tab.
---
# Set Up Policy Agent
> Official Ramp Help Center article. Topic: Expense Management / Policy Agent. [View the canonical page](https://support.ramp.com/set-up-policy-agent).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
Policy Agent is Ramp’s AI expense reviewer that applies your written expense policy to every card transaction and reimbursement. This article walks through how to onboard Policy Agent, convert your existing policy into an AI-friendly structure, and publish the agent-facing policy so it can start evaluating expenses.
For new businesses that keep Ramp’s default expense workflows, Policy Agent can be enabled automatically. Businesses with custom workflows decide where to enable it.
## Access and prerequisites
To set up Policy Agent, you must:
- Be on **Ramp Plus**
- Be an **admin** with access to [**Policy** > **Travel & expenses**](https://app.ramp.com/settings/expense-policy/travel-and-expenses)
In the Ramp app, go to:
- [**Policy** > **Travel & expenses**](https://app.ramp.com/settings/expense-policy/travel-and-expenses)
From there, you can start configuring Policy Agent’s knowledge center.
---
## Choose how to start your policy
{/* vale Ramp.ProductTerms = NO */}
On the **Travel & expenses** page, the **Policy agent** section shows options to onboard Policy Agent using your existing materials:
{/* vale Ramp.ProductTerms = YES */}
- **Use Ramp’s best-practice template**
- Good if you don’t have a detailed expense policy yet.
- **Use your existing employee-facing policy as a starting point**
- Good if you already have a policy in your handbook or PDF and want the agent to mirror it.
- **Upload another policy document**
- Good if your expense policy lives in a separate doc you maintain elsewhere.
Regardless of which path you choose, Ramp converts your input into an **AI-friendly structured policy** that the agent can interpret and cite.
FAQ – How does my existing policy get formatted for the agent? Ramp transforms your long, human-written expense policy into a concise, structured format that Policy Agent can understand best. This makes Retrieval-Augmented Generation (RAG) more effective, so the agent can look up and reference the correct part of the policy in real time when analyzing every expense.
---
## Document size and format
To get the best results from Policy Agent, prepare your policy document with these constraints in mind:
- Recommended limit: **≈10 pages / 10,000 words**
- The agent **cannot interpret images or hyperlinks**
- Any rule that matters for enforcement must be written in **plain text**
- Avoid unnecessary filler or narrative content that doesn’t drive a decision
FAQ – Is there a certain page limit or file size for policy upload? Approximately 10 pages / 10,000 words is recommended.
FAQ – How does the agent handle images or hyperlinks? The agent cannot interpret images or hyperlinks, so make sure all important context is explicitly stated in text.
---
## How conversion to AI-friendly format works
After you select a starting document and kick off conversion, Ramp:
- Parses your existing policy
- Strips filler and non-enforcement text
- Restructures content to highlight clear, enforceable rules
- Organizes the policy into a **concise, structured format** optimized for AI understanding and citations
This is what allows Policy Agent to:
- Retrieve the right rule at evaluation time
- Cite the exact policy text it used for each recommendation
### What changes (and what doesn’t)
During conversion:
- Content that is **not helpful for policy guidance or enforcement** may be removed
- Rules from your configured travel settings may be added when they are missing from the uploaded document; other rules are not invented
- Images and hyperlinks are **ignored** as a source of policy logic
The conversion preserves your policy intent while also aligning missing rules with your configured travel settings.
FAQ – What happens when the Policy Agent is making my existing policy AI friendly? The conversion strips filler and non-enforcement text and restructures content for clarity. It does not invent policy rules, but it can add rules from your configured travel settings when those settings are missing from the uploaded document. The result is a concise, structured version of your existing policy optimized for the agent’s understanding and citations.
FAQ – Will any content be removed or added from my existing policy when I convert it to an AI-friendly format? Content that is not helpful for policy guidance or enforcement may be removed. Ramp may add rules from your configured travel settings when they are missing from the uploaded document, but it does not invent other rules.
### Conversion status and notifications
Once conversion starts:
- The process runs **asynchronously** (you can safely leave the page)
- You’ll see progress states (e.g., “Request received”, “Reading doc”)
- You’ll be notified on your **homepage** when conversion is complete
FAQ – If I exit the page during conversion, will my progress be lost? No. Once the process is kicked off to make the policy AI friendly, you will not lose your progress by leaving the page. Your progress will be trackable, and you’ll be notified on the homepage once it’s complete.
---
## Publish the agent-facing policy
Once conversion is complete, you’ll land in the **Policy Agent editor** with a draft version of your agent-facing policy.
In this editor, you can:
- Review the structured rules and sections
- Clarify ambiguous language
- Add per-entity, per-department, or per-location rules in plain English
- Add **hidden notes** for sensitive exceptions (visible only to admins and the agent)
When you’re satisfied with the draft:
1. Review each section for accuracy and completeness
2. Confirm that all important rules appear in **plain text** (not only in images or links)
3. Click **Publish** to make the agent-facing policy live
Publishing:
- Updates the agent’s knowledge center
- Does **not** change the employee-facing PDF by itself
- Does **not** force employees to re-sign the policy
---
## Initial evaluation timing
After you save and publish the agent’s knowledge:
- Policy Agent evaluates **recent expenses** against your policy
- This initial evaluation can take **up to 24 hours**
- You’ll be notified on your homepage when this backfill is complete
Once the initial evaluation finishes:
- New card transactions and reimbursements are evaluated as they come in
- Expenses will start appearing in groups like **Approval recommended** and **Review recommended**
- For new businesses using Ramp’s default expense workflows, Policy Agent may already be enabled for automatic approvals
- For custom workflows, Policy Agent remains in **review-only** mode until you add it to an approval workflow
---
## Agent-facing vs Employee-facing documents
As part of setup, it’s important to understand the two distinct policy documents you’ll manage in the **Policy** tab:
### Policy Agent document / knowledge center (Admin-facing)
- Structured, AI-optimized policy that Policy Agent uses to evaluate expenses
- Contains rules, hidden notes, and references to custom fields, entities, and programs
- Feeds the agent’s reasoning and citations
- Editable at any time without directly changing what employees see
### Employee-facing policy document
- The PDF or handbook version that employees see and optionally sign
- Not automatically updated when you edit the agent-facing document
- Can be replaced at any time via **Policy** > **Travel & expenses** > **Additional controls** > [**Employee policy for signatures**](https://app.ramp.com/settings/expense-policy/travel-and-expenses#/d/employee-handbook/policy-document)
FAQ – Does it overwrite the existing PDF policy? No. Your existing employee-facing PDF policy remains unchanged. Policy Agent uses a separate agent-facing knowledge center.
FAQ – Do changes re-trigger employee sign-off like the original PDF? No. Modifications to the agent-facing policy do not force all employees to re-sign. The employee-facing policy document remains separate. If you want employees to sign again, you can save the updated policy document as a PDF and re-upload it via **Policy** > **Travel & expenses** > **Additional controls** > [**Employee policy for signatures**](https://app.ramp.com/settings/expense-policy/travel-and-expenses#/d/employee-handbook/policy-document).
FAQ – Is there a way to toggle whether the refined AI policy can overwrite the existing PDF? No. There isn’t a toggle for the agent document to automatically replace your employee PDF. You can download or export a structured version and upload a new PDF if you’d like them to align.
FAQ – How can we see which PDF was uploaded for the Policy Agent? Not currently supported. You can replace the employee-facing PDF at any time via **Policy** > **Travel & expenses** > **Additional controls** > [**Employee policy for signatures**](https://app.ramp.com/settings/expense-policy/travel-and-expenses#/d/employee-handbook/policy-document).
FAQ – How are employees notified of policy changes to Policy Agent’s knowledge center? They aren’t. The agent’s knowledge center is separate from the employee-facing PDF and signature experience. Changes you make there don’t trigger notifications or new acknowledgments.
---
## Travel & expenses page overview
The [**Travel & expenses**](https://app.ramp.com/settings/expense-policy/travel-and-expenses) page under **Policy** provides access to:
- **Policy knowledge**, which is distinct from the employee-facing policy
- Policy Agent visibility settings, which control who can see assessments
- **Additional controls** for expense requirements, expense reviews, and spend request approvals
This page is your main control center for Policy Agent configuration.
---
## Testing with real transactions
Policy Agent runs **only in production**, but you can safely test it before rolling it out broadly. Check your existing approval workflows first because Policy Agent may already be enabled for a new business using Ramp’s default workflows. If it is, adjust that workflow so test expenses continue to a human reviewer.
FAQ – Is there a way to test Policy Agent with real or sample transactions before going live? Policy Agent only runs in production. Before testing, check whether Policy Agent is already in an approval workflow. If it is, adjust that workflow so test expenses continue to a human reviewer. Visibility controls who can see assessments, not whether automatic approvals occur. After setup, visibility defaults to **All reviewers**, which is also the recommended setting for most teams. If you want to test privately first, you can temporarily switch visibility to **Admins only** while you refine your policy configuration.
Recommended testing approach:
1. Publish your agent-facing policy
2. Check whether Policy Agent is already in an approval workflow; if it is, adjust that workflow so test expenses continue to a human reviewer
{/* vale Ramp.ProductTerms = NO */}
3. If you want to test privately, set visibility to **Admins only** under [**Policy** > **Travel & expenses**](https://app.ramp.com/settings/expense-policy/travel-and-expenses) > **Policy agent**
{/* vale Ramp.ProductTerms = YES */}
4. Review the agent’s assessments and citations on real expenses
5. Refine policy language if needed
6. When you’re ready, set visibility to **All reviewers** and add or keep Policy Agent in workflows where you want automatic approvals
---
# The New Policy Page & AI Agent
> Official Ramp Help Center article. Topic: Expense Management / Policy Agent. [View the canonical page](https://support.ramp.com/policy-page-ai-agent).
The **Policy** page is a hub for your company's rules and guidance. It organizes policy settings into category rows for **Travel & expenses**, **Accounting**, **Bill Pay**, **Vendor management**, and **Accounts receivable**. The rows you see depend on your permissions and the features enabled for your business.
## Access Policy Agent
{/* vale Ramp.ProductTerms = NO */}
Policy Agent setup and policy knowledge are under **Policy** > **Travel & expenses** > **Policy agent**. Select **Policy knowledge** > [**View**](https://app.ramp.com/settings/policy-intelligence) to open the Policy Editor.
{/* vale Ramp.ProductTerms = YES */}
## Policy knowledge
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details and [Policy Agent overview](/policy-agent-overview) for eligibility and setup.
{/* vale Ramp.ProductTerms = NO */}
Open the [Policy Editor](https://app.ramp.com/settings/policy-intelligence) to view your Policy knowledge. For training videos, FAQs, and webinars, open [Travel & expenses](https://app.ramp.com/settings/expense-policy/travel-and-expenses) and select **Get to know your policy agent**.
{/* vale Ramp.ProductTerms = YES */}
---
## Find policy controls
Open **Policy** and select the category for the controls you need:
- **Travel & expenses** > **Additional controls** contains **Expense requirements**, **Expense reviews**, **Spend request approvals**, **Ramp Travel bookings**, **Global approvals and restrictions**, **Flags**, **Local currencies**, and **Employee policy for signatures**.
- **Expense reviews:** Configure who reviews card transactions and reimbursements.
- **Expense requirements:** Configure memo, receipt, and coding requirements.
- **Spend request approvals:** Configure who approves requests for funds and, where available, purchase orders.
- **Employee policy for signatures:** Upload and manage the employee-facing policy separately from Policy Agent rules.
- **Accounting** contains accounting policy controls.
- **Bill Pay** contains **Bill approvals**, **Bill submission policy**, and **Payment run policy**.
- **Vendor management** contains vendor approval and change controls.
- **Accounts receivable** contains collections and intake policy controls when available.
**Bill approvals** appear under **Bill Pay**, and vendor controls appear under **Vendor management**.
---
# Policy Agent Overview
> Official Ramp Help Center article. Topic: Expense Management / Policy Agent. [View the canonical page](https://support.ramp.com/policy-agent-overview).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
Policy Agent is Ramp’s AI expense reviewer that applies your written expense policy to every card transaction and reimbursement. It helps you enforce compliance, reduce manual reviews, and give employees clear, consistent answers on what’s in-policy vs. out-of-policy.
Policy Agent is available to **Ramp Plus** customers. For new businesses that keep Ramp’s default expense workflows, Policy Agent can be enabled automatically; businesses with custom workflows decide where to enable it. Reviewers always retain final authority.
Early customers have reduced manual reviews by about **85%** while maintaining **99%+ accuracy**.
---
---
## What Policy Agent does
Policy Agent is Ramp’s AI expense reviewer that applies your written expense policy to every card transaction and reimbursement. It:
- Interprets your policy **semantically** , not just via keywords
- Uses **Retrieval-Augmented Generation (RAG)** to look up and **cite the exact policy text** it relies on
- Evaluates full transaction context, including card details, merchant data, receipts, memos, attendees, and trip information
- Produces one of three recommendation types:
- **Approval recommended**
- **Requires review**
- **Rejection recommended**
Policy Agent recommendations can automatically approve clearly in-policy expenses when a workflow enables that behavior. Reviewers always have the final say.
For every expense, hover over the **(i) toggle** on the recommendation label to understand which policy rule the agent is referencing for its recommendation.
---
## How Policy Agent evaluates expenses
Policy Agent evaluates each expense using multiple data sources:
### Your policy
- The **agent-facing structured policy document** configured under [**Policy** > **Travel & expenses**](https://app.ramp.com/settings/expense-policy/travel-and-expenses)
- Contains rules, thresholds, exceptions, and hidden notes
### Merchant and transaction data (l1–L3)
- Merchant name
- Amount, date/time, currency
- For non-USD reimbursements, the submitted currency amount and converted USD amount
- Item names and tax
- Fund-level data (description, utilization)
### Employee inputs
- Receipt OCR and itemization
- Memo / business purpose
- Attendees
- Trip details (e.g., flight itinerary, trip name, trip description)
- Location
### Additional context
- Custom fields and records (e.g., department, role, entity, level, office location)
- Relevant reference data (e.g., GSA rates)
### Card details
- Card last 4 digits
- Physical vs virtual card
- Card program / Spend Program
This allows Policy Agent to enforce rules that depend on *who* spent, *where*, *on what*, *for which trip*, and *on which card or program*.
For reimbursement policies with USD limits, Policy Agent evaluates the reimbursement against the converted USD value. Ramp’s currency conversion service calculates that value using the reimbursement transaction date or spend incurred date, not the time the reimbursement is submitted. For past dates, Ramp uses the historical exchange rate for that date; for today’s date, Ramp uses the latest rate cached for the day. This means a USD policy limit, such as $65, is checked against the converted USD amount.
**FAQ – What types of data does Policy Agent have access to?**
Policy Agent has access to transaction-level data (amount, datetime, currency, converted USD amount for non-USD reimbursements, receipt, attendees), fund-level data (description, utilization), trip data (flight itinerary, trip name and description), and accounting coding data. It evaluates each expense individually and can also use recent expense history as context.
**FAQ – Does Policy Agent access employees’ bank details?**
No. Policy Agent uses transaction-level and employee-input data (e.g., merchant name, item names, sales tax, trip details, location) to evaluate compliance. It does not access personal bank account information.
---
## What Policy Agent doesn’t do
It’s important to know what Policy Agent is *not* responsible for. Policy Agent does **not**:
- Access personal bank account information
- Determine whether accounting codes or GL coding are correct
- Rely on employee-input GL codes for policy decisions
**FAQ – Does Policy Agent check for correct accounting coding?**
No. Policy Agent checks whether expenses comply with your policy rules, not whether accounting codes are correct.
**FAQ – Why doesn’t Ramp rely on employee-inputted GL coding for policy decisions?**
Policy Agent bases its decisions on the substance of expenses, not just GL coding.
---
## Recommendation types and ambiguous cases
### UI groupings and recommendation types
In the UI (e.g., on your homepage or review queues), expenses are grouped into two high-level buckets:
- **Approval recommended**
- **Review recommended**
Policy Agent shows **three** types of recommendations:
1. **Approval recommended** – The expense clearly complies with your policy.
2. **Requires review** – The agent is uncertain, missing context, or your policy explicitly requires human review.
3. **Rejection recommended** – The agent identifies a clear policy violation.
The **“Review recommended”** UI bucket includes both **Requires review** and **Rejection recommended** decisions so reviewers see everything that needs attention in one place.
---
### Ambiguous cases and conservative lean
Policy Agent intentionally leans **conservative** when your policy language or an expense submission is broad, ambiguous, or missing context.
- If Policy Agent **cannot confidently determine** whether an expense is in or out of policy, it marks the decision as **Requires review** .
- These expenses are escalated to a human reviewer rather than auto-approved.
For best results, write policies with clear, explicit rules and limits so the agent can make more confident decisions.
**FAQ – Can Policy Agent handle ambiguous or intentionally broad policy language?**
Policy Agent leans conservative when interpreting policy language and an employee’s expense submission. If it can’t confidently determine whether an expense is in or out of policy, it marks the decision as “Requires review” and escalates to a reviewer.
---
## Policy setup at a glance
A separate article covers detailed setup steps. At a high level, you configure Policy Agent from [**Policy** > **Travel & expenses**](https://app.ramp.com/settings/expense-policy/travel-and-expenses):
- Use Ramp’s **best-practice template** , or
- Use your **existing employee-facing policy** as a starting point, or
- Upload another **policy document**
Ramp converts your existing policy into an **AI-friendly structured document** that Policy Agent can interpret and cite.
Key setup behavior:
- Recommended policy size is about **10 pages / 10,000 words**
- Policy Agent **cannot interpret images or hyperlinks** — all critical rules must be plain text
- The conversion process runs **asynchronously** . You can leave the page and track status (e.g., “Reading policy document…”)
- You’ll be notified on your homepage when conversion is complete
- After you save the agent’s knowledge, the agent evaluates recent expenses. This can take **up to 24 hours**
**FAQ – What happens when Policy Agent is making my existing policy AI friendly?**
The conversion strips filler and non-enforcement text and restructures content for clarity. It does not invent policy rules, but it can add rules from your configured travel settings when those settings are missing from the uploaded document. The result is a concise, structured version of your existing policy optimized for the agent’s understanding and citations.
---
## Agent-facing vs Employee-facing policy documents
Under [**Policy** > **Travel & expenses**](https://app.ramp.com/settings/expense-policy/travel-and-expenses), you manage two distinct policy documents:
### Policy Agent document / knowledge center (Admin-facing)
- Structured, AI-optimized policy that Policy Agent uses to evaluate expenses
- Contains rules, hidden notes, and references to custom fields or entities
- Acts as the agent’s “knowledge center”
- Changes here affect how Policy Agent makes assessments
### Employee-facing policy document
- The PDF or handbook version that employees see and can sign
- Is **not** automatically changed when the agent-facing document is updated
- Can optionally be sent for employee signatures
**FAQ – Does Policy Agent overwrite our existing PDF policy?**
No. Your existing employee-facing PDF policy remains unchanged. Policy Agent uses a separate agent-facing knowledge center.
**FAQ – Do changes re-trigger employee sign-off like the original PDF?**
No. Modifications to the agent-facing policy do not force all employees to re-sign. The employee-facing policy document stays separate. If you want employees to sign again, you can save the updated policy document as a PDF and re-upload it via **Policy** > **Travel & expenses** > **Additional controls** > [**Employee policy for signatures**](https://app.ramp.com/settings/expense-policy/travel-and-expenses#/d/employee-handbook/policy-document).
**FAQ – Is there a way to toggle whether the refined AI policy can overwrite the existing PDF?**
No. There isn’t a toggle for the agent document to automatically replace your employee PDF. You can manually download or export a structured version and upload a new PDF if you’d like both to align.
**FAQ – How can we see which PDF was uploaded for the Policy Agent?**
Not currently supported. You can replace the employee-facing PDF at any time via **Policy** > **Travel & expenses** > **Additional controls** > [**Employee policy for signatures**](https://app.ramp.com/settings/expense-policy/travel-and-expenses#/d/employee-handbook/policy-document).
**FAQ – How are employees notified of policy changes to Policy Agent’s knowledge center?**
They aren’t. The agent’s knowledge center is separate from the employee-facing PDF and signature experience. Changes you make to the agent’s knowledge center don’t trigger notifications or new acknowledgments.
---
## Visibility, activity feed, and audit trail
### Who can see recommendations?
Policy Agent assessments are visible to:
- **Admins**
- **Reviewers**
Employees **cannot** see Policy Agent assessments.
{/* vale Ramp.ProductTerms = NO */}
Under [**Policy** > **Travel & expenses**](https://app.ramp.com/settings/expense-policy/travel-and-expenses) > **Policy agent**, you can set visibility to:
{/* vale Ramp.ProductTerms = YES */}
- **Admins only** – useful during testing and configuration
- **All reviewers** – recommended once you’ve familiarized yourself with the agent (typically within about a week)
Visibility controls **who can see** assessments, not whether they are generated. If you switch visibility to **All reviewers**, they will immediately see transactions where the agent has already made an assessment.
**FAQ – Can employees see the agent’s policy assessment?**
No. Employees cannot see Policy Agent’s assessments. Only expense reviewers and admins can view the agent’s reasoning and evaluations.
### Activity feed and exceptions
Each expense has a detailed **activity feed** that provides a full audit trail. It shows:
- Policy Agent’s recommendation (approval / review / rejection)
- The agent’s rationale and **cited policy text**
- Updated assessments after new information (e.g., receipt or memo)
- Reviewer overrides
- Feedback (thumbs up/down)
- Removed assessments
- The **policy version** used
- Exception decisions
Feedback and overrides are logged and used to improve the system and inform insights in the editor.
**FAQ – Where can I see which expenses were marked as exceptions?**
You can view exception decisions in the activity log on each expense. For an org-wide view, go to Company > Audit log.
**FAQ – Where does feedback on the policy go?**
Today, feedback appears in the Audit log and informs insights in the editor. Coming soon, policy suggestions will surface directly in the policy editor for review and application.
**FAQ – Where does feedback about Ramp’s assessment being wrong go?**
Use the Audit log entry on the expense to record feedback. This is reported back to Ramp and feeds model and system improvements.
---
## Reporting and insights
Under **Insights → Reports → Policy**, the **Policy dashboard** gives you a view of how Policy Agent is performing and how your teams are spending.
The dashboard includes:
- In-policy spend
- Percentage of **accepted approval recommendations**
- Agent alignment (how often reviewers agree with the agent)
- Percentage of **repayment requests that have been repaid**
- Department and employee-level insights
- Risky categories and potential fraud risks
Tables across Ramp also include a **Policy assessment** column with filters for:
- **In policy**
- **Policy uncertain**
- **Out of policy**
This makes it easy to slice and analyze spend patterns by policy outcome.
---
## Employee experience
Employees interact with your policy in two main ways:
- **Text HIRAMP (447-267)** – Employees can text policy questions, powered by your employee-facing policy document (e.g., “What’s my dinner budget when I travel?”, “Can I reimburse coffee for a client meeting?”, “How much do I have left in my WFH stipend?”).
- **Profile → Employee Handbook** – Employees can access the employee-facing policy PDF via the [Employee Handbook](https://app.ramp.com/settings/expense-policy/travel-and-expenses#/d/employee-handbook/policy-document) .
Employees:
- **Cannot** see Policy Agent assessments
- **Are not** forced to re-sign the policy when you change the agent-facing document
---
## Get help
Click **Ask Ramp** on the bottom left corner of the Ramp dashboard and chat with **Ramp Assist** for quick guidance for questions about the Policy Agent, including setup, capabilities and limitations, approvals, and troubleshooting.
---
## Privacy and compliance
Policy Agent is built to respect your data privacy and compliance requirements.
- Ramp partners with **OpenAI** to power Policy Agent.
- OpenAI does **not retain or train on Ramp customer data** .
- Ramp does **not mix customer data** when training its own models — your business’s data is not used to train models for other customers.
Policy Agent is in scope for **SOC 1**, and will be explicitly included in Ramp’s **2025 SOC audit and reporting**.
**FAQ – Are Policy Agents covered under our SOC 1 report?**
Yes. Policy Agent (and all other agents) are in scope and will be explicitly included in our 2025 SOC audit and reporting.
---
# Policy Editor Chat Assistant & the Policy Agent
> Official Ramp Help Center article. Topic: Expense Management / Policy Agent. [View the canonical page](https://support.ramp.com/policy-editor-chat-assistant-the-policy-agent).
The Policy Editor includes a built-in chat assistant that helps you manage your expense policy through conversation. You can use it to draft new policy sections, compare your limits against similar companies, find where the Policy Agent's recommendations don't match your reviewers' decisions, and test changes before publishing.
You'll find the chat assistant in the sidebar when you open the Policy Editor. It comes with suggested questions to get you started, but you can ask anything related to your expense policy.
---
## Getting started
To access the chat assistant:
1. Go to **Policy** > **Travel & expenses** in the left navigation.
{/* vale Ramp.ProductTerms = NO */}
2. Under **Policy agent**, select **Policy knowledge** > [**View**](https://app.ramp.com/settings/policy-intelligence) to open the Policy Editor.
{/* vale Ramp.ProductTerms = YES */}
3. The chat assistant appears in the sidebar
You'll see suggested questions like:
- Help me draft a new policy section
- Simulate a policy change on a past expense
- Generate more policy suggestions
- Find where disagreements are happening between the agent and reviewers
- Help me understand benchmarks from similar companies
Click any of these to get started, or type your own question.
---
## What you can do
### Draft a new policy section
Need to add coverage for a new topic? Tell the chat assistant what you need -- for example, "Draft a remote work expenses section with a $500 equipment cap and $75/month internet stipend." It generates structured policy language that the Policy Agent can enforce. You can refine it conversationally: "Make the equipment cap $750 for engineering roles."
This works for any topic: software subscriptions, wellness stipends, professional development, team events, and more.
### Compare benchmarks from similar companies
See how your policy limits compare to companies similar to yours. The chat assistant uses aggregated data from expense policies across the Ramp platform, grouped by company size, industry, and spend profile.
You can ask questions like:
- "How do our meal per-diems compare to similar companies?"
- "What do similar companies allow for team events?"
- "Is our gift cap standard?"
You can then ask it to update your policy based on what you learn.
### Find agent and reviewer disagreements
The chat assistant can analyze recent transactions where the Policy Agent's recommendation didn't match what a reviewer decided. It groups these into patterns -- for example, cases where the agent flagged expenses that reviewers consistently approved, or cases where the agent approved expenses that reviewers rejected.
Each pattern includes a description of the mismatch, the number of occurrences, and suggested next steps. You can click into specific transactions to investigate, then ask the chat assistant to draft a policy edit to fix the issue.
### Draft policy edits
After identifying an issue -- whether from disagreements, suggestions, or your own review -- you can ask the chat assistant to draft a policy edit. It generates specific language and shows you a diff of exactly what will change in your policy and where.
You can accept edits as-is, adjust them ("make the threshold $25 instead of $15"), or reject them. All edits save to your draft -- nothing goes live until you publish.
### Simulate a policy change on a past expense
Before publishing a change, you can test how the Policy Agent would evaluate a real transaction under your proposed edit.
To simulate:
1. Paste a transaction URL or describe a scenario
2. Reference the policy change you'd like to test
3. The chat assistant shows you the before and after -- the agent's recommendation under your current policy vs. the proposed change, with the cited policy section
This helps you confirm that your edit will have the effect you intend before it affects live expenses.
### Generate policy suggestions
The chat assistant can surface proactive recommendations based on your policy text and recent transaction data. [Learn more about Policy Suggestions](/policy-suggestions-the-policy-agent). Suggestions target areas like:
- Sections that need more detail
- Contradictions within your policy
- Wording that unintentionally sends a high volume of expenses to manual review
- Common scenarios your policy doesn't cover
---
## Tips
- **Be specific.** "Clarify the cancellation fee rule" works better than "make my policy better."
- **Use real transactions.** Paste transaction URLs when simulating changes -- it's the fastest way to validate.
- **Review diffs before publishing.** The chat assistant shows exactly what's changing and where in your policy.
- **Start with disagreements.** They represent real mismatches between your policy language and your team's actual review behavior -- high-signal starting points.
- **Ask follow-ups.** The chat assistant keeps context within a conversation. After viewing disagreements, you can say "fix the top 3" and it knows what you're referring to.
- **Come back regularly.** Policy suggestions refresh based on recent transaction data. The chat assistant is most valuable as an ongoing tool, not a one-time setup exercise.
---
## Important notes
- The chat assistant is only visible to admins. Employees cannot see it or any suggested edits.
- All edits save to a draft. Nothing changes in your live policy until you review and publish.
- Benchmarks are aggregated and anonymized. Your specific policy text is never shared with other companies.
- The chat assistant works with your expense policy document. For approval workflows, submission requirements, or fund restrictions, use the relevant setting under [**Policy** > **Travel & expenses**](https://app.ramp.com/settings/expense-policy/travel-and-expenses) > **Additional controls**.
---
# Policy Suggestions & the Policy Agent
> Official Ramp Help Center article. Topic: Expense Management / Policy Agent. [View the canonical page](https://support.ramp.com/policy-suggestions-the-policy-agent).
## Overview
> **Early Access.** Available to Early Access customers using the [Policy Agent](/policy-agent-overview). Opt in from [What's new](https://app.ramp.com/features/whats-new).
Policy Suggestions helps you turn your written expense policy into something that's **clear, enforceable, and aligned with how Ramp reviews spend**—so you get fewer surprises and less manual work over time.
Your expense policy is more than documentation: it's what Ramp's Policy Agent uses to understand how spend should be approved, flagged, or reviewed. Policy Suggestions helps make sure your intent is reflected accurately in those decisions.
---
## Why policy suggestions exists
When writing an expense policy, it’s easy to assume that what *makes sense to a human* will also be easy for automation to interpret. In practice, that’s not always true.
Policy Suggestions exists to close the gap between:
- **What you intend your policy to enforce** , and
- **What the Policy Agent can reliably determine** from policy language and transaction details.
Without guidance, policies can unintentionally include ambiguity, contradictions, or gaps that lead to:
- More expenses being sent to manual review
- Inconsistent outcomes that feel surprising
- Extra work for reviewers and finance teams
Policy Suggestions helps surface these issues early—and gives you clear, actionable ways to fix them.
---
## How policy suggestions helps
Policy Suggestions reviews your policy and looks for places where clarification would improve enforcement. When it finds opportunities, it presents them as **simple questions and suggested edits** directly in the policy editor.
Examples of what you might see:
- **Needs more detail**
Your policy references information that may not always be available or clear, and needs a fallback decision.
- **Conflicting rules**
Two parts of the policy contradict each other and could lead to inconsistent outcomes.
- **Unintended manual reviews**
Language that unintentionally sends a large number of expenses to “Requires review.”
- **Missing coverage**
Common spending scenarios where the policy doesn’t clearly specify what should happen.
Each suggestion is designed to make your intent explicit—so the Policy Agent can apply it consistently.
---
## How suggestions are generated
Policy Suggestions are informed by multiple signals, including:
- A high-level analysis of your policy to identify ambiguity, conflicts, or gaps
- Patterns where the Policy Agent is unsure how to apply your rules
- Feedback from reviewers when outcomes don’t match expectations
This allows Ramp to surface suggestions that are relevant to *your* business and spending patterns.
---
## When you’ll see suggestions
You won’t necessarily see suggestions immediately—and that’s intentional.
Policy Suggestions are generated when Ramp detects opportunities where clarifying your policy would meaningfully improve outcomes, such as:
- Ongoing confusion or uncertainty in policy enforcement
- Gaps revealed by recent spending activity
Suggestions are refreshed regularly, so your policy can improve over time as your business evolves.
---
{/* vale Ramp.ProductTerms = NO */}
## How to use policy suggestions
1. **Open the policy editor.** Go to **Policy** > **Travel & expenses** > **Policy agent** > **Policy knowledge**, then select [**View**](https://app.ramp.com/settings/policy-intelligence).
2. **Review suggestions in the right-hand panel.** Any active suggestions will appear alongside your policy.
3. **Answer clarifying questions.** Each suggestion asks a focused question about how you want a specific scenario handled.
4. **Preview the proposed edits.** See exactly how your answers translate into updated policy language. You can choose to keep or discard the suggested edits.
5. **Publish your policy.** Once published, the updated policy is immediately used for future transactions.
This creates a continuous feedback loop—your policy improves, enforcement becomes clearer, and manual work goes down.
{/* vale Ramp.ProductTerms = YES */}
---
## Why this matters
A clearer policy means:
- Fewer expenses sent to manual review
- More consistent, predictable outcomes
- Less back-and-forth for reviewers and employees
- Greater confidence in automated enforcement
Over time, Policy Suggestions helps ensure your expense policy stays accurate, up-to-date, and aligned with how your business actually spends.
---
# Use Policy Agent for approvals
> Official Ramp Help Center article. Topic: Expense Management / Policy Agent. [View the canonical page](https://support.ramp.com/use-policy-agent-for-approvals).
Once your agent-facing policy is published, Policy Agent can do more than recommend actions—it can also automatically approve clearly in-policy expenses. This article explains how recommendations work, how to configure Policy Agent in approval workflows, how card-specific rules are enforced, and how existing flags interact with the agent.
For new businesses that keep Ramp’s default expense workflows, Policy Agent can be enabled automatically. Businesses with custom workflows decide where to enable it.
---
---
## How recommendations work
Policy Agent only recommends actions when an approval workflow does not use its recommendation for automatic approval. For new businesses that keep Ramp’s default expense workflows, Policy Agent may already be enabled for automatic approvals.
Policy Agent produces three recommendation types:
1. **Approval recommended** – The expense clearly complies with your policy.
2. **Requires review** – The agent is uncertain, missing context, or your policy explicitly requires human review.
3. **Rejection recommended** – The agent identifies a clear policy violation.
In the UI (e.g., your homepage or review queues), expenses appear in two buckets:
- **Approval recommended**
- **Review recommended**
The **“Review recommended”** bucket includes both **Requires review** and **Rejection recommended** decisions so reviewers see everything needing attention in one place.
Policy Agent uses full transaction context for these recommendations, including:
- Your agent-facing policy
- Merchant and transaction data
- Receipt OCR, memos, attendees, and trip details
- Custom fields (e.g., department, role, entity, office)
- **Card details** (card last 4, physical vs virtual, Spend Program)
When policy language is ambiguous, the agent leans **conservative** and surfaces more decisions as **Requires review** rather than risking an incorrect automatic approval.
---
## Add Policy Agent to approval workflows
First, check whether Policy Agent is already in an approval workflow. To enable approvals where it is not already configured:
1. Go to **Policy** > **Travel & expenses** > **Additional controls** > [**Expense reviews**](https://app.ramp.com/settings/expense-policy/travel-and-expenses#/d/expense-policy/expense-approvals)
2. Select an existing approval workflow or create a new one
3. Add **Policy Agent** as a step in the workflow
4. Configure when the agent can auto-approve vs. when it should pass decisions to human reviewers
You can place Policy Agent at any step, including:
- As an early filter before managers review
- Between approvers in a multi-step chain
- As a final check to catch violations missed earlier
FAQ – How does Policy Agent fit into multi-layered or threshold-based workflows? You can add Policy Agent at any step in your approval workflow. It works with simple or complex chains, including threshold-based and department/entity-based approvals.
---
## Configure auto-approval conditions
You can control when Policy Agent is allowed to automatically approve expenses by editing the approval workflows created by Ramp or your business.
Common configurations in **Policy** > **Travel & expenses** > **Additional controls** > [**Expense reviews**](https://app.ramp.com/settings/expense-policy/travel-and-expenses#/d/expense-policy/expense-approvals) include:
- Auto-approve expenses **below a certain amount** (e.g., \<$1,000)
- Auto-approve expenses for **specific Spend Programs**
- Auto-approve for certain **departments** , **roles** , or **entities**
- Auto-approve specific **merchants** or **categories** that are low risk
- Require human review for all **Requires review** or **Rejection recommended** decisions
Any expenses that do not meet your auto-approval conditions:
- Follow the rest of your configured workflow, or
- Go straight to human reviewers, depending on how you structure the steps
FAQ – Can Policy Agent be set to only recommend (not approve) in certain scenarios? Yes. Check your existing approval workflows first because Policy Agent may already be enabled for a new business using Ramp’s default workflows. Edit those workflows so Policy Agent is used only where its recommendation should produce an automatic approval.
---
## Card-specific purchase requirements
You can write rules that restrict certain purchases to **specific cards or Spend Programs**, and Policy Agent will enforce them based on card context.
### How to express card-specific rules
Write the rule in **plain English** and reference the **exact name** of the card or program as it appears in Ramp.
Examples:
- “Laptop accessories must be purchased on the `IT Procurement` virtual card. Purchases of laptop accessories on any other card are out-of-policy.”
- “Travel bookings must be made on cards in the `Travel` program. Personal cards or general corporate cards are not allowed.”
You can include entity or department exceptions within the same section, for example:
> **Note:** “For the UK Entity, travel may also be booked on Travel Europe cards.”
### How the agent enforces these rules
To enforce these rules, Policy Agent evaluates:
- **Card last 4 digits**
- **Physical vs virtual card**
- **Associated Spend Program**
If your policy states that a purchase type **must** be made on specific cards or programs, and an expense is made on a different card:
- The agent will mark the expense as **Rejection recommended** or **Requires review** , depending on context and how clearly the policy is written.
FAQ – Will the agent flag a purchase made on the wrong card? Yes. If your policy specifies that a purchase type must be made on particular cards or programs, Policy Agent will flag purchases made on other cards as out-of-policy.
FAQ – Do I need workflows or flags to enforce card-specific rules? For assessments, policy text is sufficient. For automatic outcomes, pair your policy with workflows (and, if needed, a small number of deterministic flags) to ensure the right routing.
---
## How reviewers interact with Policy Agent
Even when Policy Agent is enabled for approvals, reviewers always have final authority.
Reviewers can:
- Approve or reject expenses, regardless of the agent’s recommendation
- Override incorrect approvals or rejections
- Request changes or repayment
- Provide thumbs up/down feedback on each agent decision
Each expense has an **activity feed** that shows:
- Policy Agent’s recommendation (Approval / Requires review / Rejection)
- The agent’s **rationale** and cited policy text
- Updated assessments after new information is added (e.g., receipt, memo)
- Reviewer overrides
- Thumbs up/down feedback
- Removed assessments
- The **policy version** used
- Exception decisions
Feedback and overrides appear in the audit log and inform improvements in the system and insights in the policy editor.
---
## Visibility settings
Visibility controls who can see Policy Agent’s assessments—not whether they are generated.
{/* vale Ramp.ProductTerms = NO */}
Under [**Policy** > **Travel & expenses**](https://app.ramp.com/settings/expense-policy/travel-and-expenses) > **Policy agent**, you can configure visibility to:
{/* vale Ramp.ProductTerms = YES */}
- **Admins only** – Recommended during initial testing and rollout
- **All reviewers** – Recommended once you’re comfortable with the configuration (often within about a week)
FAQ – Can employees see Policy Agent’s assessments? No. Employees cannot see Policy Agent’s assessments. Only admins and reviewers can view them.
---
## Exclude Policy Agent from specific spend
In some cases, you may want to **exclude** certain spend from Policy Agent entirely—especially where strict policy enforcement isn’t needed.
### When to exclude
Exclusions are useful for:
- P-cards or non–T&E spend where strict enforcement may generate noise
- Intentionally flexible or low-risk programs where agent assessments are not necessary
### Levels of exclusion
You can exclude Policy Agent at three levels:
1. **Expense level**
- Remove the agent’s assessment for a single expense
- The agent will not reassess that expense
- The expense is treated as if policy does not apply
2. **Spend Program level**
- Configure certain Spend Programs so the agent does not assess expenses on those programs
3. **Fund / card level**
- Exclude specific funds or cards from Policy Agent assessments
These controls help you keep Policy Agent focused on the spend where enforcement and guidance matter most.
---
## Flags and overrides
Policy Agent works alongside your existing Ramp settings. Flags are one input Policy Agent considers alongside your written policy and expense context; they do not override applicable policy evaluations.
Flags are deterministic rules that can trigger notifications and be used to filter transactions.
Recommended pattern:
- Move most policy logic into your **written policy document** , where Policy Agent can interpret nuance.
- Keep a **small set of receipt-related flags** , such as:
- Duplicate receipt
- AI-generated receipt
- Receipt previously used
For other settings (e.g., spend controls, submission requirements), the main action is to ensure your **written policy matches your Ramp configuration**, so the agent and deterministic rules are aligned.
---
## Testing before full rollout
Policy Agent runs **only in production**, but you can test safely before rolling out to all reviewers or changing automatic approval settings.
Recommended testing workflow:
1. **Publish** your agent-facing policy
{/* vale Ramp.ProductTerms = NO */}
2. Set visibility to **Admins only** under [**Policy** > **Travel & expenses**](https://app.ramp.com/settings/expense-policy/travel-and-expenses) > **Policy agent**
{/* vale Ramp.ProductTerms = YES */}
3. Check whether Policy Agent is already in an approval workflow; if it is, adjust that workflow so test expenses continue to a human reviewer
4. Check assessments, citations, and reviewer alignment in:
- The activity feed on expenses
- The **Policy** report under **Insights → Reports → Policy**
5. Adjust policy language or workflows if needed
6. Expand visibility to **All reviewers**
7. Add or keep Policy Agent in workflows where you want it to auto-approve clearly in-policy spend
FAQ – Is there a way to test Policy Agent with real or sample transactions before going live? Policy Agent only runs in production. Before testing, check whether Policy Agent is already in an approval workflow. If it is, adjust that workflow so test expenses continue to a human reviewer. Visibility controls who can see assessments, not whether automatic approvals occur. Set visibility to Admins only while you validate behavior and iterate on your policy.
---
# Update your policy on the fly during expense review
> Official Ramp Help Center article. Topic: Expense Management / Policy Agent. [View the canonical page](https://support.ramp.com/update-your-policy-during-expense-review).
When Ramp's Policy Agent flags an expense you believe should be allowed, you can update your policy directly from the review flow — no need to leave the approval or fix it later.
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
---
## Who can use this
- Admins reviewing flagged transactions and reimbursements can edit their policy directly.
- Reviewers can propose edits, which later populate as [policy suggestions](/policy-suggestions-the-policy-agent) (available in Early Access).
## How it works
1. Press **Approve** on an expense marked out of policy, or **Reject** on an expense marked in policy.
2. When asked why you are approving or rejecting the expense, choose **"Policy is wrong"** if the assessment is incorrect and your policy simply needs to change to match.
3. Review the suggested policy update. Ramp shows a focused view of exactly what would change.
4. Decide what happens next based on your role:
- **Admins:** choose **Apply** to update your policy now, or **Skip for now** to save it for later.
- **Reviewers:** submit your proposed edit, which is saved as a [policy suggestion](/policy-suggestions-the-policy-agent) (Early Access) for an Admin to review rather than applied directly.
Your approval or rejection continues either way, and skipped or proposed edits can be surfaced later through [policy suggestions](/policy-suggestions-the-policy-agent) (Early Access).
## Good to know
- Applying a suggestion updates your policy going forward. It does not block or delay the approval you're working on, and these edits do re-evaluate outstanding transactions (up to 200).
- Ramp always surfaces edits for human review.
## Related articles
- [Policy Suggestions & the Policy Agent](/policy-suggestions-the-policy-agent)
- [Policy Agent Overview](/policy-agent-overview)
- [Use Policy Agent for approvals](/use-policy-agent-for-approvals)
- [Edit your policy when using Policy Agent](/edit-your-policy-when-using-policy-agent)
---
# Dynamic Attendee Requirements & the Policy Agent
> Official Ramp Help Center article. Topic: Expense Management / Policy Agent. [View the canonical page](https://support.ramp.com/dynamic-attendee-requirements-the-policy-agent).
## Overview
Ramp's dynamic attendee feature ensures compliance with company policies by requiring employees to provide attendee documentation for relevant transactions specified in your company’s policy document and interpreted by the Policy Agent.
One of the most common reasons the Policy Agent is unsure is when attendees are missing (and required by the policy document) but not setup by the submission policy. This can often happen due to the rigidity of submission policy workflows, as its hard to require attendees only for specific instances such as client meals without requiring it for all restaurant purchases. This feature will dynamically require attendees as specified by the policy document AND not required by the submission policy.
This feature uses Ramp's Policy Agent to interpret your [published agent-facing policy](/set-up-policy-agent#publish-the-agent-facing-policy).
Note that this feature currently works for transactions, not reimbursements.
## How dynamic attendees work
In your Policy Agent-facing policy document, you can include text snippets specifying specific types of transactions for which employees should list attendee names (e.g. meals, events, rideshare).
**Example:**
*Uber XL is allowed only when traveling for business with 3 or more people and is documented in attendees.*
*Business Entertainment (Meals & Events with Business Guests) must list all external attendee names and their company affiliations under attendee field. Expenses lacking this documentation are non-compliant and cannot be approved.*
Under the hood, the Policy Agent will then use that snippet along with the uploaded receipt to identify when a transaction made by an employee should require attendee information.
If the Policy Agent deems that a transaction needs attendee information, the attendee field will be added as a required field for employees to complete before the transaction is escalated to an admin or manager for review.
## What employees will see
Transactions requiring attendees will be marked as incomplete and will show up in an employee's **Incomplete expenses** feed until completed.
Clicking into the transaction allows employees to view the specific part of your company’s policy document that explains why attendees have been added as a required field on the expense.
## Handling and preventing incorrect attendee requirements
If the Policy Agent adds attendees as a requirement when it shouldn't, there are 3 "escape hatches" employees and admins can easily use:
1. The Policy Agent itself will remove unfulfilled policy requirements should it deem it no longer required i.e. an Uber expense comes in. Policy Agent mistakenly flags that attendees are required. The Uber receipt comes in and shows that it’s for a **Business Comfort** ride. Policy Agent removes the attendee requirement.
2. Cardholders can set **Attendees** field to **Just myself** :
3. Admins can dismiss policy requirements
To reduce the chances of attendees being required incorrectly, we recommend writing policy documentation language that is as specific as possible about:
- **What type of spend** requires attendees (for example, *client meals* or *business entertainment* )
- **What does not** require attendees (for example, *rideshare* , *commuting* , or *solo travel* )
- Any **exceptions** (for example, *internal team meals do not require external attendees* )
**Example (more specific):**
- “Attendees are required for *business entertainment meals with external guests* .”
**Example (less specific, more likely to over-trigger):**
- “Attendees are required for meals.”
---
# Edit your policy when using Policy Agent
> Official Ramp Help Center article. Topic: Expense Management / Policy Agent. [View the canonical page](https://support.ramp.com/edit-your-policy-when-using-policy-agent).
Once Policy Agent is set up, you can refine your policy at any time. The agent-facing policy is fully versioned, supports draft and published states, and allows complex rules—including entity-specific logic, department-based rules, card-specific requirements, and hidden exceptions. This article explains how to safely update your policy, manage versions, and ensure the agent interprets your rules correctly.
---
---
## How drafts and publishing work
All edits to your agent-facing policy begin as **drafts**. Drafts allow you to modify rules without affecting existing or new expense evaluations.
In a draft, you can:
- Rewrite or restructure rules
- Add clarifications or examples
- Add group- or entity-specific exceptions
- Add card-specific purchase requirements
- Add hidden notes for sensitive or executive exceptions
- Replace the policy with a new starting document
Draft changes do **not** take effect until you select **Publish**.
Publishing:
- Updates Policy Agent’s knowledge center
- Does **not** change the employee-facing PDF automatically
- Does **not** force employees to re-sign the policy
- Applies only to **future** evaluations (unless you refresh assessments—see below)
After initial setup, Policy Agent evaluates recent expenses and notifies you on your homepage when the results are ready. Once you [publish an update](https://app.ramp.com/settings/policy-intelligence), Policy Agent immediately uses it for future transactions, although Ramp may take up to five minutes to finish processing the update.
---
## View and manage version history
The Policy Agent editor includes a full version history.
To view history:
1. Open the policy editor
2. Click the **three-dot menu** in the top-right corner
3. Select **See version history**
Version history shows:
- Every published version
- Who made each change
- Publish dates
- A **change log** describing what was updated
- A **Changes** view comparing the selected version with the previous version
- The option to **revert** to any previous published version
FAQ – How can I see what changes were made to Policy Agent’s knowledge center? Use the three-dot menu → **See version history**, then select **Changes** to compare a version with the previous version.
---
## Edit rules, exceptions, and hidden notes
Your agent-facing policy should reflect the exact rules you want enforced. When writing or editing rules:
### State rules in plain English
Clearly describe:
- Limits (per-person, per-day, per-trip)
- Allowed and disallowed spend
- Required information (receipts, attendees, memos, trip details)
- Conditions that require additional review
Avoid vague terms like “reasonable” or “after hours” without definitions.
### Write explicit exceptions
Exceptions may apply to teams, roles, offices, departments, or specific people.
Example:
> **Note:** “Sales team may expense alcohol when dining with customers.”
Team or department names must match **exactly** how they appear in Ramp.
### Use hidden notes for sensitive exceptions
Hidden notes:
- Are visible only to admins and Policy Agent
- Do not appear to employees
- Work like normal rules for evaluation
- Are ideal for executive or confidential exceptions
FAQ – Can I add hidden notes or exceptions? Yes. Hidden notes allow you to include exceptions or rules visible only to admins and the agent.
---
## Write group-specific rules (entities, departments, roles, locations)
Policy Agent can apply different rules to different groups as long as you express them clearly.
### Multi-entity logic
Write entity-specific rules directly within the relevant section.
Example:
> **Note:** “For US Entity, economy class is required for domestic flights. For UK Entity, premium economy is allowed for all flights over 3 hours.”
Entity names must **match exactly** what appears in Ramp.
FAQ – How can I set up multiple entities? Specify rules for each entity in plain English within the same thematic section. Do not split them into separate documents.
### Department-, role-, or location-based rules
Policy Agent supports tailoring rules using HRIS or custom fields already in Ramp.
Example:
> **Note:** “Employees in the Engineering department may spend up to $100 per month on home office supplies.”
If you reference "role," "department," or “location,” those fields must exist in Ramp.
---
## Use custom fields correctly
Custom fields allow you to encode structured criteria such as job level, region, team type, or travel tier.
To use them:
1. Create custom fields in [**Custom data**](https://app.ramp.com/settings/all/custom-data)
2. Use **exact field names** in your policy text
3. Add a clear description when creating the field—this helps both admins and the agent interpret the field reliably
Example:
> **Note:** “Employees with Level = L4 may book premium economy on flights over 5 hours.”
FAQ – Does Policy Agent know my HRIS data? Policy Agent only knows HRIS data that already exists in Ramp. Add custom fields to introduce additional employee data.
---
## Write card-specific purchase rules
Policy Agent can enforce rules that require purchases to be made on **specific cards or Spend Programs**. These must be written in **plain English** in your agent-facing policy.
Examples:
- “Laptop accessories must be purchased on the `IT Procurement` virtual card. Purchases on any other card are out-of-policy.”
- “Travel bookings must be made on cards in the `Travel` Spend Program. Personal cards or general corporate cards are not allowed.”
When creating these rules:
- Reference the **exact name** of a virtual card or Spend Program, or use the card’s last four digits
- Include exceptions (entity-, role-, or department-specific) if applicable
- Ensure the rule reflects how your card programs are actually used
## How the agent enforces card-specific rules
Policy Agent evaluates:
- **Card last 4 digits**
- **Physical vs virtual card**
- **Associated Spend Program**
If a purchase violates a card requirement:
- Policy Agent may return **Rejection recommended** (clear violation), or
- **Requires review** (missing context or ambiguous rule)
FAQ – Will the agent flag a purchase made on the wrong card? Yes. If your policy specifies that purchases must be made on specific cards or programs, Policy Agent will flag violations accordingly.
FAQ – Do I need workflows or flags for card-specific rules? For assessments, policy text is sufficient. For automatic enforcement, pair your policy with workflows and keep any necessary deterministic flags.
---
## Align submission requirements with rules
If your policy relies on context—like attendees, trip details, or specific memo fields—your submission requirements must ensure that information is collected.
Examples:
- If meals require attendee names → enable attendee submission requirements
- If flight rules depend on itinerary → require trip details fields
- If limits depend on purpose → require memo or allocation details
Flags are one input Policy Agent considers alongside your written policy and expense context; they do not override applicable policy evaluations. Ramp submission requirements control whether Policy Agent evaluates rules for fields such as receipts, attendees, and memos. If Ramp does not require a field, Policy Agent treats policy requirements for that field as optional.
---
## Formatting requirements: what the agent can and cannot read
Policy Agent can only interpret **plain text**.
- **Cannot read:** images, screenshots, tables-as-images, diagrams, or hyperlinks
- **Cannot infer:** rules that are implied only by examples or screenshots
- **Has best performance when:** each rule is stated as a sentence that clearly applies limits or describes conditions
Always rewrite important rules into text, even if your original policy uses tables or visual layouts.
---
## Refresh assessments after edits (optional)
When [publishing a policy update](https://app.ramp.com/settings/policy-intelligence), you can choose to **refresh assessments** for up to 200 related unreviewed expenses. This is optional.
Refreshing:
- Re-evaluates only **unreviewed** expenses linked to the edited section
- Does **not** affect already reviewed expenses
- Helps you quickly apply new clarifications or corrections across recent spend
---
## Who can see drafts
Only **admins** can view or edit drafts of the agent-facing policy.
Reviewers and employees:
- Do **not** see draft changes
- Only interact with the published version
FAQ – Who can see drafts? Only admins can see drafts in the policy editor.
---
# Policy Agent: Full Expense Checks
> Official Ramp Help Center article. Topic: Expense Management / Policy Agent. [View the canonical page](https://support.ramp.com/policy-agent-full-expense-checks).
> **Early Access.** This feature is currently available to select customers. Opt in from [What's new](https://app.ramp.com/features/whats-new).
## Overview
Ramp's Policy Agent now provides a full, structured assessment of every expense — going beyond a simple "in policy" or "out of policy" label. When reviewing an expense, you'll see exactly what Ramp evaluated and why it made its recommendation, so you can make faster, more confident approval decisions.
---
## What you'll see
When you open a transaction or reimbursement for review, the expense detail page shows a summary of the most important findings at the top. To see the full assessment, click **See what Ramp checked**. This expands a detailed breakdown across four areas:
- **Submission quality** — Is everything filled out? Does the receipt match the transaction? Is it legible and legitimate?
- **Policy alignment** — Does this expense comply with company rules?
- **Business purpose** — Is there a clear, legitimate reason for the spend?
- **Risk checks** — Any fraud signals, risky employee behaviors, personal expense indicators, spending anomalies, or duplicates?
Each area shows a colored status indicator (green, neutral, or red) along with a written explanation specific to that expense.
---
## How it works
The Policy Agent evaluates each expense by checking submission quality, alignment with your company's expense policy, risk signals, and business purpose, then synthesizing those findings into a structured summary with the most critical details surfaced at the top.
The assessment draws from:
- Your company's expense policy, programs, fund details, and any custom rules you've configured
- The full expense details, to ensure fields are complete and consistent
- Receipt checks for missing, duplicate, illegible, or questionable receipts
- Spending pattern analysis to flag anomalies or potential personal expenses
- Risky employee behaviors such as repeat violations
- Market rate benchmarks for flights and hotels, when available
---
## What you can do
The assessment is designed to help you make informed decisions. Based on what the Policy Agent finds, you can:
- **Approve** the expense
- **Request changes** from the cardholder (for example, ask for a missing receipt or clearer memo)
- **Reject** the expense and request repayment
---
## Frequently asked questions
### Is this available for both transactions and reimbursements?
Yes. The full assessment applies to both card transactions and reimbursements.
### Does every expense show the same four areas?
Yes. Every expense is evaluated across the same four areas for consistency. Some areas may show as not applicable if they don't apply to a particular expense.
### Can I still see the original policy status?
Yes. This is only additive — all the original policy checks and status will still be presented.
### Who can see the full assessment?
{/* vale Ramp.ProductTerms = NO */}
The assessment is controlled by the Policy Agent visibility settings under [**Policy** > **Travel & expenses**](https://app.ramp.com/settings/expense-policy/travel-and-expenses) > **Policy agent**. We recommend showing this to all reviewers, as it drives significantly more compliant reviewer behavior.
{/* vale Ramp.ProductTerms = YES */}
### I don't use the Policy Agent — can I access this?
No. You need to use the [Policy Agent](https://app.ramp.com/settings/expense-policy/travel-and-expenses) to access this feature.
---
# Real-time reporting
> Official Ramp Help Center article. Topic: Expense Management / Reports & Insights. [View the canonical page](https://support.ramp.com/real-time-reporting).
Ramp's real-time reporting shows company spend across all payment types in one place.
> **Note:** Users with Reporting access see spend based on their permissions. A report shared using **With my access** shows data available through the sender's access instead. A shared report does not grant access to other reports; if you need broader Reporting access, ask your Ramp Admin.
## Overview
Use Reporting to build saved reports, organize them into dashboards, and track spend across Cards, Reimbursements, and Bills. You can reuse saved reports, share individual reports with teammates, and export report data when your role has access.
## Create and save reports
Custom reports let you save the views you use most often and organize them into custom dashboards.
1. In the left panel, go to **Insights** > [**Reports**](https://app.ramp.com/insights/reports).
2. Build or open a report, then save it to an existing dashboard or a new custom dashboard.
3. To create a copy of an existing report, open the report and click **Save as new** .
Saved reports and custom dashboards stay in Ramp until they are deleted. Unsaved changes do not persist.
## Share reports and send exports
> **Available on Ramp Plus.** Report sharing and emailed or scheduled exports require Ramp Plus. See [Ramp Plus overview](/ramp-plus-overview) for plan details.
Owner, Admin, Accounting, and Reporting Admin roles can share reports. Managers cannot share reports, but they can download report data and send report exports by email.
To share or export a report, open the report and click **Share** in the top right. You will see these options:
- **Share report** - Shares the report with Admin and Accounting roles. You can add a Reporting Admin from this flow. For reports that offer access modes, select **With my access** to share data available through your access or **With their access** so recipients only see data available through their own Reporting access.
- **Send export** - Emails report data to recipients. You can schedule the export and include a message. Exports include either **Aggregated data** (totals and groupings) or **Raw data** (row-level records).
**Aggregated data** exports only produce grouped output when the report uses a chart visualization such as bar, line, pie, area, or sankey. If the report uses the **Data** table visualization, the export contains row-level data regardless of which export option you choose.
On Ramp Plus, eligible users can share a custom dashboard when **Share dashboard** is available. Dashboard exports are not supported.
## Manage dashboards
You can rename or delete custom dashboards from the dashboard menu. Built-in dashboards cannot be deleted. **Shared with me** dashboards are read-only, but recipients can delete their own copy without deleting the original dashboard.
1. In the left panel, go to **Insights** > [**Reports**](https://app.ramp.com/insights/reports) and open the dashboard.
2. Open the dashboard menu in the top right.
3. Select **Delete dashboard** and confirm.
Deleting a custom dashboard also deletes the reports saved in that dashboard.
## Import directly to excel
For the Excel add-in and direct import workflow, see [Ramp for Excel](/ramp-for-excel).
## Frequently asked questions
### Can dashboards be shared?
Yes, eligible Ramp Plus users can share custom dashboards when **Share dashboard** is available. See [Share reports and send exports](#share-reports-and-send-exports).
### How do I share a report with my team?
Open the report and click **Share**. See [Share reports and send exports](#share-reports-and-send-exports) for access modes and recipient data visibility.
### How do I duplicate a report?
Open the report and click **Save as new**. This creates a separate copy you can edit without changing the original report.
### Can I duplicate a dashboard?
Yes. Open the dashboard menu and select **Copy dashboard**. Ramp creates a new dashboard with copies of its reports.
### Can I create a report that shows approved bills scheduled for payment each month?
No. Reporting's **Payment date** is the date a bill was paid, not its scheduled payment date. To review approved bills by scheduled month, use [Advanced filtering on reporting tables](/advanced-filtering-on-reporting-tables) and filter by **Payment send date** or **Payment arrival date**.
### Does Ramp save past created reports?
Saved reports and custom dashboards stay in Ramp until they are deleted. A report may seem to disappear if it was never saved, if it was moved to another dashboard, if you were viewing a shared report that was later unshared, or if you made changes to a read-only shared report without using **Save as new**.
---
# Reporting Agent
> Official Ramp Help Center article. Topic: Expense Management / Reports & Insights. [View the canonical page](https://support.ramp.com/reporting-agent).
## Overview
Reporting Agent lets you ask questions about your company’s spend in plain English, and instantly receive charts, insights, and answers. No need to build reports manually or dig through filters. Just type your question, and Ramp’s AI will do the work.
With Reporting Agent, you can:
- Ask natural-language questions about your Ramp data
- Instantly generate reports with visualizations and summaries
- Drill into trends by vendor, department, category, or time period
- Chat with the AI to refine your question or ask follow-ups
- Export or share reports with teammates (based on permissions)
## How it works
Simply ask a question, and Ramp's AI will build the appropriate visualizations and provide relevant insights.
1. **Access Reporting Agent:** In the left sidebar, go to `Insights` → Reporting → Create Report. At the top you will see the entry point to ask a question
2. **Ask your first question:** Be specific about period, department, category, or vendor for sharper results. You can ask any question in plain English about your spend data.
3. **Interpret the results:** Review the AI-generated report with charts, tables, and insights. Use interactive elements to explore the data and ask follow-up questions to dive deeper into specific areas.
4. **Iterate with chat:** Ask follow‑ups like “break this down by department” or “show last quarter vs this quarter.”
5. **Save and share:** To save an AI-generated report, open the report from the icon in the top-right corner of the Reporting Agent results. In the new report window, click **Save as new** . You can’t save the report directly from the AI creation panel. After saving, you can share or export it like any other report if your role has access.
- **Contextual AI access:** You can also launch Reporting Agent from existing reports and ask questions without switching tabs or losing your place by clicking on the chart and selecting ‘Ask Ramp’
## Sample use cases
**1. Department Spend Analysis:** Ask "How much did the marketing department spend this quarter compared to last quarter?"
**2. Vendor Spend Tracking:** Ask "Which vendors did we spend the most money with last month?"
**3. Spend Optimization:** Ask "Which vendors increased 30%+ this quarter vs last?" or "List duplicate SaaS tools by department"
**4. Period-End Reconciliation:** Ask "List all unmatched transactions over $500 from October" or "What are the top 5 spend categories with MoM deltas as a table?"
**5. Executive Ad Hoc Analysis:** Ask "How much did we spend on travel last month compared to our pre-pandemic average?"
## Best practices and tips
- Be specific in your questions
- Include time periods (e.g., "last month," "Q2," "year-to-date")
- Specify departments, categories, or vendors when looking for specific information
- Use follow-up questions to drill down into interesting data points
- Combine multiple aspects in one question (e.g., "What was our top expense category by department last quarter?")
- Ask for visualizations if you have a preference (e.g., "Show me a bar chart of...")
- Save frequently used reports for quick access in the future
## Frequently asked questions
### What kinds of questions can I ask the Reporting Agent?
You can ask almost any question related to your spend data in Ramp. This includes questions about spending by department, vendor, category, time period, compliance status, and more. The AI can handle complex queries that combine multiple dimensions and time periods.
### How accurate are the AI-generated reports?
Reporting Agent pulls directly from your Ramp data, so the information is as accurate as your underlying data.
### Why can’t I save a report directly from the Reporting Agent panel?
Saving isn’t available in the AI creation panel. To save the report, open it from the top-right icon, then click **Save as new** in the new window.
### Can I share AI-generated reports with my team?
Yes, you can save and share reports generated by Ramp’s Reporting Agent. This makes it easy to distribute insights across your organization without requiring everyone to build their own reports. Access to shared reports is still governed by your organization's permission settings.
---
# Ramp Savings Insights
> Official Ramp Help Center article. Topic: Expense Management / Reports & Insights. [View the canonical page](https://support.ramp.com/ramp-savings-insights).
> **Note: This article primarily applies to Ramp Administrators.**
> Cardholders may find other articles in the [Reports & Insights](/expense-management/reports-and-insights) section to be more applicable.
## Overview
Ramp savings insights are personalized recommendations sent periodically to Administrators and managers to help lower your company's spend. You can expect to see duplicate spend, overspending, and missed rewards all within the **Insights** tab to help make every dollar count.
## How does this work?
As you begin using your card, Ramp will automatically analyze your transactions and find ways to help improve your company's financial health.
Examples that have helped our customers save thousands of dollars include: finding redundant subscriptions, advising on better SaaS pricing options, and canceling unused solutions. Ramp will continuously enhance these insights to maximize your company's savings.
---
# Price Intelligence on Ramp
> Official Ramp Help Center article. Topic: Expense Management / Reports & Insights. [View the canonical page](https://support.ramp.com/price-intelligence-on-ramp).
> **Note:** Price Intelligence is available by default to Admins, Owners, and financial roles. Admins on Ramp Plus can also enable it for Custom Roles in [role settings](https://app.ramp.com/settings/all/roles-and-permissions). See [Ramp Plus overview](/ramp-plus-overview) for plan details.
## Overview
Get the best price on software with Ramp’s Price Intelligence. Accessible through [**Insights** > **Price Intelligence**](https://app.ramp.com/price-intelligence) in the left navigation, Price Intelligence uses anonymized spend data from thousands of Ramp customers to help you understand whether you are paying too much for software.
## How does it work?
When customers upload documentation (e.g., contracts, invoices and receipts) or execute payment transactions, we extract and process associated data, like the amounts paid, products purchased and payment terms. We then apply a variety of machine and human analysis, including large language models, to generate Price Intelligence. While we take steps to validate and produce accurate Price Intelligence, our analysis may be based on incomplete or outdated data and we may generate misleading or incorrect information.
## How to access Price Intelligence?
Go to [**Insights** > **Price Intelligence**](https://app.ramp.com/price-intelligence).
In the **Vendors** table, the **Price data** badge appears for supported vendors. Select it to open the vendor's Price Intelligence details.
On the Price Intelligence page, you can browse through the list of supported vendors. Vendors you already have vendor profiles for will be separated in their own section, however, you may view Price Intelligence data for vendors you don't have profiles for yet.
Don’t see a vendor you are looking for - no worries, you can always request Ramp to add data for that vendor.
After selecting a vendor, choose the product or service and billing frequency to view the average price and number of businesses sharing data.
Easily compare prices by uploading a contract for the vendor.
*Please note this is fictional data*
---
---
# Set up Ramp's license intelligence
> Official Ramp Help Center article. Topic: Expense Management / Reports & Insights. [View the canonical page](https://support.ramp.com/set-up-ramps-license-intelligence).
## Overview
> **Beta.** This feature is currently in Beta.
Ramp's License Intelligence provides instant visibility into your software usage so you can identify inactive users to reduce costs. License Intelligence is available to Owner, Admin, IT Admin, Finance Admin, and Accounting roles. It supports Okta, Microsoft Entra, Google Workspace, and Ramp Chrome extension data.
## Connect Ramp to Okta
Go to [**License Intelligence**](https://app.ramp.com/seat-intelligence) to connect your Okta account. You must be assigned the Owner, Admin, IT Admin, Finance Admin, or Accounting role to access this feature.
1. In the Okta Admin Console, go to **Applications > Applications** .
2. Click **Create App Integration** and select **API Services** as the sign-in method.
3. In the service app that you created, select **Admin Roles > Edit assignments** .
4. Select **Read-only Administrator** from the **Role** dropdown and save changes.
5. Under the **Okta API Scopes** tab, grant the following scopes:
- `okta.apps.read` - lets Ramp read your app inventory for License Intelligence
- `okta.users.read` - lets Ramp fetch user assignment data tied to those apps
- `okta.logs.read` - lets Ramp read activity data needed for License Intelligence insights
6. Return to Ramp, enter your Okta credentials, and click **Connect to Okta** to complete the connection.
If you're having trouble with setup, watch the [Okta setup video](https://www.youtube.com/watch?v=27EntGXh5M8).
After you connect, our system will fetch information to visualize usage data in the Ramp dashboard. **This may take up to 6 hours**, please circle back later to see your information.
## Connect Ramp to Microsoft Entra
Go to [**License Intelligence**](https://app.ramp.com/seat-intelligence) to connect your Microsoft Entra account. You must be assigned the Owner, Admin, IT Admin, Finance Admin, or Accounting role to access this feature.
**Microsoft Entra ID P1 or P2 is required.** Ramp uses Entra audit logs to calculate License Intelligence insights, and Entra tenants without P1 or P2 do not provide the audit log data Ramp needs. If your tenant does not have P1 or P2, work with your Microsoft Entra admin to upgrade before you connect.
1. In the Microsoft Entra admin center, go to **App registrations > New registration** to create a Microsoft Entra enterprise application.
2. Name your app and click **Register** . Save the Tenant ID and Client ID for the next page.
3. In the app you created, go to **Certificates & secrets** and create a client secret. You can choose any expiry, but we recommend 365 days so you do not need to rotate it as often. Save the client secret value for the next page.
4. Under the **API permissions** tab, click **Add a permission > Microsoft Graph > Application permissions** , add the following permissions, and grant admin consent:
- `Application.Read.All` - lets Ramp read all applications
- `AuditLog.Read.All` - lets Ramp read all audit log data
- `GroupMember.Read.All` - lets Ramp read all group memberships
- `User.Read.All` - lets Ramp read all users' full profiles
5. Double-check that the **Status** column shows **Granted** for each permission before you continue.
6. Return to Ramp, enter the Tenant ID, Client ID, and Client Secret, and click **Connect to Microsoft Entra ID** to complete the connection.
If you're having trouble with setup, watch the [Microsoft Entra setup video](https://www.youtube.com/watch?v=N9OH5VUrP-Y).
After you connect, our system will fetch information to visualize usage data in the Ramp dashboard. **This may take up to 6 hours**, please circle back later to see your information.
## Connect Ramp to Google Workspace
Go to [**License Intelligence**](https://app.ramp.com/seat-intelligence) to connect your Google Workspace account. You must be assigned the Owner, Admin, IT Admin, Finance Admin, or Accounting role to access this feature.
**Google Workspace super admin access is required** for the steps below (creating admin roles and configuring Domain Wide Delegation). If you are not a Google Workspace super admin, ask your Google Workspace super admin to complete steps 1–7 before you continue.
1. In the [Google Admin console](https://admin.google.com), go to **Directory > Users > Add new user**. Create a dedicated License Intelligence admin user and save the email address.
2. Go to **Account > Admin roles**, then click **Create new role**. Add a role name and description, then select the following privileges:
- **Reports** — detects which apps are actively used versus dormant
- **Users > Read** — pulls your employee roster, including names, emails, and departments
3. Click **Create role**, then click **Assign members** and add the dedicated admin user's email address.
4. Go to **Security > Access and data control > API controls**. Under **Domain Wide Delegation**, click **Manage Domain Wide Delegation**.
5. Click **Add new**, then paste Ramp's client ID: `116896186460888396036`
6. Paste the following comma-separated OAuth scopes into **OAuth scopes**: `https://www.googleapis.com/auth/admin.directory.user.readonly,https://www.googleapis.com/auth/admin.reports.audit.readonly`
7. Click **Authorize**.
8. Return to Ramp, enter the dedicated admin user email, and click **Connect to Google Workspace** to complete the connection.
If you're having trouble with setup, watch the [Google Workspace setup video](https://www.youtube.com/watch?v=2MvqimFJLe8).
After you connect, Ramp will sync your Google Workspace user information and OAuth token audit events from the past 90 days. **This may take up to 6 hours**, please check back later to see your data on the License Intelligence dashboard.
**Note:** The Google Workspace integration detects app access from OAuth token audit events, not app sign-ins or overall app activity. Unlike Okta and Microsoft Entra, it does not show assigned users.
## Enable Chrome extension tracking
The [Ramp Chrome extension](/ramp-chrome-extension) can help License Intelligence identify browser-based activity for supported vendors. The default setting depends on how the extension is installed.
If your company [force-installs Ramp for Chrome](/install-ramp-for-chrome-for-employees-in-google-admin), License Intelligence tracking is enabled by default for employees unless they opt out. If employees install Ramp for Chrome themselves, tracking is off by default until they enable the **Vendor domain detection** toggle.
To change the setting, right-click the **Ramp** extension icon in Chrome, select **Settings**, and update the **Vendor domain detection** toggle.
When this setting is enabled, Ramp records a domain-level visit when an employee opens a supported vendor site in Chrome. Ramp stores only the supported base domain for that visit and associates it with the employee's Ramp account so License Intelligence can measure vendor activity and utilization.
Detection is limited to supported vendor domains that Ramp recognizes for License Intelligence, such as Notion, Figma, and Salesforce. The extension looks only at top-level Chrome page loads and does not collect page content, full URLs, page titles, keystrokes, form input, screenshots, activity in embedded frames, browsing on unsupported sites, or activity in desktop apps.
## View app usage data
1. Ramp counts a user as active when their most recent activity from a connected identity provider or the Ramp Chrome extension was within the past 31 days. For Google Workspace, active usage is based on OAuth token audit events.
2. Use the License Intelligence table to review **Sign-ins** or **Access users**, **Assigned users** when available, **30-day spend**, and **Total spend**.
3. Select an app to review users and their latest sign-in or access date. Click **Download CSV** to export the data.
4. During the import, we'll match apps from your connected identity provider with the vendors that you have on Ramp. We'll pull in spend information so you can identify potential cost savings. Select an app to update its **Mapped vendor**.
[Please send any feedback using this form.](https://app.ramp.com/support/product-feedback) We're continuing to make improvements to this feature to make it more useful for your team to identify unused software spend.
---
# Advanced filtering on reporting tables
> Official Ramp Help Center article. Topic: Expense Management / Reports & Insights. [View the canonical page](https://support.ramp.com/advanced-filtering-on-reporting-tables).
Ramp’s enhanced date filtering and improved filter actions make it faster and more precise to segment and navigate data across Bill Pay, Card Transactions, Vendors, and other reporting tables. The goal is to enable finance teams to build expressive, predictable filters and find the exact records they need quickly.
### What you need to know
- Tables support multiple date-related filters applied at the same time. For example, filter Bill Pay by both **Invoice date** and **Payment send date** concurrently.
- Each table has a designated **primary date filter** near the main search bar, such as **Invoice date** on Bill Pay or **Card transaction date** on Card Transactions.
- Additional date filters appear as badges below the primary filter, making it easy to layer criteria.
- Common ranges include **Today** , **Yesterday** , **This month** , **Last month** , and custom ranges.
### Methods of filtering
- [AI search on tables](#ai-search-on-tables)
- [Layered date filtering](#layered-date-filtering)
## AI search on tables
AI search helps you find exactly what you're looking for in Ramp tables using natural language. Instead of manually selecting multiple filters, you can type queries like "Meals over $200 last month," and AI may suggest or apply supported filters for you.
## How AI search works
AI search is an additive experience designed to help you filter tables faster without changing how tables work. When you use the **Ask** option in table filters, here's what happens:
1. **Immediate text search** — As soon as you press Enter, your search runs against the table as a text search so you can see initial results right away.
1. **AI analysis** — At the same time, AI analyzes your query against the filters and table options supported by AI search.
1. **Smart results** — Based on how AI interprets your query:
- AI may suggest changes in a popup for you to review.
- AI may apply changes automatically when it can confidently interpret your request.
- If AI does not identify a supported table change, the text-search results remain.
This additive approach keeps the immediate text search available while AI identifies supported table changes.
## Using AI search
1. On a supported table, click the **Search or filter** field
2. Review the rotating examples in the **Ask:** row for queries that work well
3. Type your query in natural language
4. Press **Enter** or select **Ask: [your query]** from the dropdown
While AI search is processing, you'll see an animated badge with your search text and moving dots.
## Reviewing suggested filters
When AI search suggests filters (instead of applying them automatically), a popup will appear anchored to the search badge showing:
- A **Suggested filter** or **Suggested filters** badge
- The filters, sorts, or groupings the AI identified
- Keyboard shortcuts for quick actions
**To accept the suggestions:**
- Press **Y** on your keyboard, or
- Click **Apply all**
**To dismiss the suggestions:**
- Press **N** on your keyboard, or
- Click the **X** button
**To apply individual suggestions** (when there are multiple suggestions):
- Click a suggestion to apply or remove it immediately
If you dismiss the suggestions, your original text search results will remain on the table.
## Canceling a search
To cancel an AI search while it's processing:
- Hover over the animated badge and click the **X** button that appears
## Clearing and resetting
- Type "clear" and press Enter to remove user-applied filters. Filters fixed by the table remain.
- Type "reset" and press Enter to restore the table's configured default filters. This does not reset sorting, grouping, or columns.
## Example queries
AI search understands a variety of natural language patterns. Here are some examples by category:
**Amounts and dates**
- "Over $500 last month"
- "Between $100 and $200 in Q4"
- "Under $50 this week"
**Status and states**
- "Pending approval"
- "Missing receipts"
- "Cleared transactions"
**Combining criteria**
- "Meals over $200 last month"
- "Pending invoices from engineering vendors"
- "Failed payments in the last 7 days"
**Sorting and grouping**
- "Sort by amount descending"
- "Group by department"
**Clearing or resetting filters**
- "Clear" removes user-applied filters
- "Reset" restores the table's configured default filters
## Where AI search is available
AI search is available on enabled tables that have at least one supported structured filter. When it is available, example queries rotate in the **Ask:** row of the filter dropdown.
## Tips for best results
**Be specific when needed**
- The AI will try to match your query to the most relevant filter
- If you search for "David Wallace," it may match to cardholder, next approver, or another person-related filter
- To target a specific filter, include it in your query: "next approver David Wallace" or "cardholder David Wallace"
**Use clear time references**
- "Last month," "Q4," "this week," and specific dates all work well
- "Recently" is less precise and may not filter as expected
**Reference filter values directly**
- "Pending" is clearer than "not yet approved"
- Use the same terminology you see in the table's existing filters
**Combine multiple criteria**
- AI search can handle complex queries like "Cleared transactions from software vendors over $1,000 last quarter"
## Troubleshoot AI search filters
**Filters aren't matching what I expected**
- Try being more specific about which filter you want to target
- Check the existing filter options in the table to see what values are available
- Use explicit amounts and dates rather than relative terms like "large" or "recent"
**I want to clear the AI search**
- Click the **X** on the AI search badge to remove it
## Related articles
- Advanced filtering on reporting tables
- Exporting table data
- Saved views and custom table configurations
## Layered date filtering
**Step-by-step**
1. Set primary and secondary date filters
- Locate the primary date filter near the search bar, e.g., **Invoice date** on Bill Pay. Pick a date or range.
- Add secondary date filters, e.g., **Payment send date** , **Contract end date** , which appear as badges below.
2. Use filter actions consistently
- For a removable filter, use **Remove filter** on the left side of its badge to clear it.
- Available actions depend on the filter. Some filters may show **Apply**, some date filters may show **Reset**, and supported list filters may show **Exclude**.
3. Enter free-text search terms
- On tables with dedicated free-text search, click the search field to type vendor names or keywords.
- Edit or remove the resulting search badge next to the search bar to adjust your query.
## Role-based functionality
**For employees**
- Quickly find relevant transactions or invoices by combining dates and amounts. Consistent action placement and keyboard autofocus speed up daily searches.
**For managers**
- On tables that support saved views, create detailed views using multiple date filters for recurring spend monitoring. Use date filters and the search badge to monitor contract statuses and vendor health.
**For admins**
- Configure robust reports with multi-date filters and free-text search where those controls are available.
## Use cases and examples
- **Finance team reviewing bill payments:** Use **Invoice date** and **Payment send date** together to find invoices sent last month but paid this month.
- **AP analyst tracking card transactions:** Filter by **Card transaction date** plus amount ranges to audit a period for reconciliation.
- **Vendor manager monitoring renewals:** Apply **Contract start date** and **Contract end date** together to see contracts ending soon, and use the search badge to find vendors by name.
## Best practices and tips
- Combine multiple date filters to fine-tune results, e.g., custom **Invoice date** range plus **Payment send date: This month** .
- Filter actions depend on the filter type. For removable filters, **Remove filter** appears on the left, while **Apply**, **Reset**, or **Exclude** appear when supported.
- Use keyboard autofocus in filter inputs to minimize mouse usage and accelerate entry.
- Use search badges for vendors or keywords to keep text search separate from structured filters.
- On tables that support saved views, save a view with multiple date filters for recurring audits and reports.
## Frequently asked questions
### Can I apply more than two date filters at the same time?
Yes. Multiple date filters can be applied simultaneously for detailed queries across three or more date fields.
### How do I remove a date filter once applied?
If **Remove filter** is available, click it on the left side of the filter badge you want to clear.
### Can I search vendors using free-text while applying date filters?
Yes. Free-text search appears as a separate, clearable badge next to the search bar and works alongside your date filters.
### Where can I find the primary date filter on each table?
Near the main search bar at the top of each table, labeled per context (e.g., **Invoice date** on Bill Pay).
### How do I save a filtered view with multiple date filters?
On a table that supports saved views, apply the filters and select **Save as new view** from the view menu.
---
# Expenses (transactions and reimbursements) filters
> Official Ramp Help Center article. Topic: Expense Management / Reports & Insights. [View the canonical page](https://support.ramp.com/expenses-transactions-and-reimbursements-filters).
## Filtering transactions (expenses)
You can filter transactions on the **Expenses** tab by selecting **Search or filter…** at the top of the table. From there, select the fields you want to narrow your results. Sometimes you may need to use multiple filters (e.g. cardholder and merchant) to find the transaction you're looking for.
> **Note:** Filters apply to whatever tab you’re viewing (e.g., All, Needs review, Flagged).
## Primary tabs (by role)
### All
- **Includes:** Card transactions across all statuses that you have permission to view
- **Admins:** See all transactions
- **Managers:** See their own + their team’s
- **Employees:** No access
### Needs review
- **Includes:** Transactions that **require review** (not fully approved)
- **Admins:** See all needing review
- **Managers:** See their own + their team’s
- **Employees:** No access
### Flagged
- **Includes:** All **flagged** transactions, including those already fully approved
- **Admins:** See all flagged
- **Managers:** See flagged for their team + themselves
- **Employees:** No access
### Fully approved
- **Includes:** All **fully approved** transactions, including flagged
- **Admins:** See all fully approved
- **Managers:** See fully approved for their team + themselves
- **Employees:** No access
### Declined
- **Includes:** All **declined** transactions
- **Admins:** See all declined
- **Managers:** See declined for their team + themselves
- **Employees:** No access
## Saved views
Saved views let you save a customized configuration of the Expenses table — including filters, column order, column visibility, sorting, and grouping — so you can return to it without reconfiguring each time. Saved views appear as tabs at the top of the table alongside the built-in views.
Saved views are available on both the [**Transactions**](https://app.ramp.com/expenses/transactions) and [**Reimbursements**](https://app.ramp.com/expenses/reimbursements) tables. You cannot create a saved view from the **Declined** transaction view. Saved views are also available on the [Accounting tab](/accounting-filters-and-custom-views).
### Built-in views
Each table includes built-in views that cannot be edited or deleted:
- **Transactions:** All, Needs review, Flagged, Fully approved, Declined
- **Reimbursements:** Overview and History. Depending on your business's reimbursement payment setup, you may also see Needs review and Pending, or For approval, For payment, and Processing.
### Create a saved view
1. Navigate to the [**Expenses**](https://app.ramp.com/expenses/transactions) tab and select either **Transactions** or **Reimbursements** .
2. Modify the table by applying filters, changing column order or visibility, adjusting sorting, or setting a group-by option.
3. Select **Save as new view** at the top of the table.
4. Enter a name for your view and confirm.
The new view appears as a tab alongside the built-in views. It persists your filters, sort order, group-by setting, column order, column visibility, and column size.
### Edit a saved view
Select your saved view tab, then make changes to the table configuration. Open **Options** and select **Save changes to view** to update the saved view with your current settings.
### Rename, copy, or delete a saved view
Open **Options** while viewing your saved view to access these actions:
- **Rename** — Change the view name
- **Save as new view** — Creates a duplicate named "[View name] (copy)"
- **Delete** — Permanently removes the saved view
## Exporting
- Export current results (including applied filters) to **CSV** from the Expenses table
- Useful for external analysis or sharing a filtered snapshot
---
# Set up AI Token Spend Management
> Official Ramp Help Center article. Topic: AI Token Spend Management / AI Token Spend Management. [View the canonical page](https://support.ramp.com/ai-token-spend-management).
## Overview
AI Token Spend Management gives your finance team consolidated visibility into token usage, costs by model, and spend trends across AI providers like Anthropic and OpenAI. Instead of reconciling invoices from multiple dashboards, you can track it all in one place on Ramp.
If your business uses Ramp only for AI Token Spend Management, see [AI Token Spend Management for standalone businesses](/ai-token-spend-management-standalone). That experience has different access and navigation.
---
## Getting started
In the Ramp app, go to [**Manage Spend > Tokens**](https://app.ramp.com/ai-spend/overview).
## Connect AI providers to AI Token Spend Management
Connect a provider so Ramp can load its cost and usage data. Follow the guide that matches the provider account you use:
- [Connect Claude developer API](/connect-anthropic-platform-ai-token-spend)
- [Connect Claude app (Enterprise only)](/connect-claude-enterprise-ai-token-spend)
- [Connect OpenAI developer API](/connect-openai-platform-ai-token-spend)
- [Connect ChatGPT app (Enterprise only)](/connect-chatgpt-enterprise-ai-token-spend)
- [Connect Cursor](/connect-cursor-ai-token-spend)
- [Connect Google Cloud (Gemini)](/connect-google-cloud-ai-token-spend)
- [Connect AWS Bedrock](/connect-aws-bedrock-ai-token-spend)
- [Connect Fireworks AI](/connect-fireworks-ai-token-spend)
> Claude Teams is not supported. To connect Claude.ai, your organization must use Claude Enterprise.
### Who can access AI Token Spend Management
Access to AI Token Spend Management varies by role:
| Role | View company-wide data | Manage settings, API keys, and provider connections | Manage Spend Limits |
| --- | --- | --- | --- |
| Owner | Yes | Yes | Yes |
| Admin | Yes | Yes | Yes |
| IT Admin | Yes | Yes | No |
| Finance Admin | Yes | No | No |
| View-Only Admin | Yes | No | No |
| [AI Token Spend Admin Custom Role](/customizing-roles-and-permissions) **(Plus only)** | Yes | Yes | Yes |
To add a user to the AI Token Spend Admin role, go to **Company** > [**People**](https://app.ramp.com/people/all) and select **Edit Profile** or **Invite People**. Under **Additional Roles**, select **AI Token Spend Admin**.
Employees with access to their own AI Spend data can view it from [My AI Spend](https://app.ramp.com/home/my-ai-spend) after their business completes AI Token Spend onboarding. They cannot access company-wide data or settings.
### If you have multiple keys per provider
- Settings → Manage → Add API key
- Once connected, the AI Spend page will load with the additional data
### AI Token Spend Management data and sync details
| **Detail** | **Description** |
| --- | --- |
| **Sync frequency** | Data syncs daily. Expect data to reflect T-1 day. |
| **Initial backfill** | Up to 24 hours depending on account size and provider rate limits (Anthropic rate limits are currently 1 request per minute). |
| **Cost calculation** | For OpenAI credit-based plans, Costs and Unified Daily Usage do not distinguish included or prepaid credit consumption from overage usage. Dollar estimates value all consumption at the workspace's overage rate, so they are not actual billed spend. Costs can show consumption breakdowns but not the overage-spend split. |
## Troubleshoot missing or unexpected AI Token Spend data
AI Token Spend Management displays usage and cost data exposed by the provider connection. Data syncs daily and normally reflects T-1 day. A new connection can take up to 24 hours to complete its initial backfill, and larger Anthropic accounts can take longer because of provider rate limits.
### Check the provider connection and data source
Use the connection guide that matches the provider product that generated the missing usage. Claude developer API and Claude app are separate connections, as are OpenAI developer API and ChatGPT app. Google Cloud data comes from the Cloud Billing export for the selected billing account, which covers only projects paid by that account.
For ChatGPT app, the API key's organization must match the ChatGPT workspace organization, and it must include `codex.enterprise.analytics.read` and `chatgpt.enterprise.usage_limit.read`. If you plan to use Ramp to control workspace usage limits, it must also include `chatgpt.enterprise.usage_limit.write`. For Claude developer API and OpenAI developer API, personal accounts cannot connect.
### Check how usage is attributed
Ramp can display provider-provided reporting dimensions such as user, email address, internal user or team label, API-key label, provider, and model. A breakdown is available only when the connected provider exposes the relevant identifier or dimension in its usage export.
### Get help with unresolved data differences
If the expected refresh window has passed and the connection guide confirms the correct provider account and credentials, [contact Ramp Support](/how-to-contact-ramps-support-team). Include the provider, connected account type, affected date range, and the missing or unexpected provider, user, or API-key data.
---
## Security and data handling
Ramp takes the security of your provider credentials and usage data very seriously.
### Credential storage
Ramp stores the API keys you provide for Claude developer API, OpenAI developer API, ChatGPT app, and Fireworks AI in an encrypted format consistent with Ramp's existing integration security standards. Decrypted keys are not stored by Ramp; we decrypt your key when the system calls the relevant provider API. For GCP, Ramp stores only the BigQuery billing table ID you provide — Ramp does not store any GCP credentials.
### Access control
Access to AI Token Spend data and provider administration is role- and permission-based. See [Who can access AI Token Spend Management](#who-can-access-ai-token-spend-management) for the current access scopes.
### Data minimization
AI Token Spend Management is designed to ingest the fields needed to power spend reporting and analytics and does not require you to provide prompts or message content.
### How the product works
For Claude developer API and OpenAI developer API, AI Token Spend Management uses the Admin API keys you provide to call the provider's Admin APIs. For Claude developer API, Ramp also uses the key's write access to lock API keys when you use API-key controls. For ChatGPT app, Ramp uses an Admin API key with **Codex analytics API** read access to import usage and billing-related data, such as token usage, cost, provider and model identifiers, and provider-provided reporting dimensions. Ramp uses `chatgpt.enterprise.usage_limit.read` to read workspace usage-limit settings. If you plan to use Ramp to control those limits, it also uses `chatgpt.enterprise.usage_limit.write` to change them. For GCP, Ramp reads cost and usage data directly from the BigQuery billing export table you configure — no API key is involved.
### Retention
Ramp retains imported spend and usage data to provide historical reporting and trend analysis. Disconnecting a provider stops subsequent scheduled imports but does not delete previously imported data, which remains subject to Ramp's standard retention and deletion practices and contractual obligations. For Fireworks AI, usage and cost data from the disconnected configuration no longer appears in reporting.
Disconnecting Anthropic, OpenAI, Cursor, or Fireworks AI immediately clears the stored encrypted API-key value. Disconnecting GCP retains the configured billing table ID. Disconnecting AWS retains the role ARN, account information, and External ID. The table below summarizes these outcomes:
| Provider | Stored connection details after disconnecting |
| --- | --- |
| Anthropic | Ramp immediately clears the encrypted API-key value. |
| OpenAI | Ramp immediately clears the encrypted API-key value. |
| Cursor | Ramp immediately clears the encrypted API-key value. |
| Fireworks AI | Ramp immediately clears the encrypted API-key value. |
| GCP | Ramp retains the configured billing table ID. |
| AWS | Ramp retains the role ARN, account information, and External ID. |
## Manage AI Token Spend after setup
### Investigate unexpected activation or invitations
Connecting your first provider creates an AI Token Spend Admin role for your business, but it does not by itself send Ramp invitations. If you see an unexpected pending invitation, review it from [**Invited**](https://app.ramp.com/people/invites/invited) and select **Revoke invite** before it is accepted.
### Review AI Token Spend activity and export spend data
The AI Token Spend **Activity** tabs record the actor and timestamp for user or API-key soft-limit creation, changes, and deletion; supported key locks and unlocks; and API-key owner reassignment. They do not show provider-connection or provider-credential history, and activity events cannot be exported from AI Token Spend Management.
CSV exports are separate from the Activity tabs. When available, the API-key and people tables export spend and inventory data, not an activity log. Reports and CSV exports require company-wide view access and are not available with team access.
### Controlling your access
For Claude developer API, Claude app, OpenAI developer API, ChatGPT app, Cursor, and Fireworks AI, delete the specific connected key in the provider's credential settings to revoke access through that key; other active connections continue to work. For GCP, remove Ramp's read access to the configured BigQuery data. For AWS, remove the IAM role deployment to block new sessions; temporary sessions issued before removal remain active until they expire. Disconnecting GCP or AWS in Ramp does not revoke access by itself. Use the provider-specific destinations below:
| Provider | How to revoke Ramp's access |
| --- | --- |
| Claude developer API | Delete the key from [Admin API keys](https://platform.claude.com/settings/admin-keys). |
| Claude app | Delete the key from [organization API settings](https://claude.ai/admin-settings/api-access). |
| OpenAI developer API | Delete the key from [OpenAI Admin API keys](https://platform.openai.com/settings/organization/admin-keys). |
| ChatGPT app | Delete the key under **Credentials** > **Admin keys** in the [OpenAI Admin Console](https://admin.openai.com). |
| Cursor | Delete the key from [Cursor API Keys](https://cursor.com/dashboard/api). |
| Fireworks AI | Delete the key from [Fireworks AI API keys](https://app.fireworks.ai/settings/users/api-keys). |
| GCP | Remove Ramp's read access to the configured BigQuery data in the Google Cloud console. |
| AWS | Remove the IAM role deployment to block new sessions by following [Disconnect AWS Bedrock](/connect-aws-bedrock-ai-token-spend#disconnect-aws-bedrock). Temporary sessions issued before removal remain active until they expire. |
---
## Frequently asked questions
### What data does Ramp import from my AI providers?
Ramp imports usage and cost data exposed through the provider APIs you connect. For example: token usage, spend/cost, provider/model identifiers, and time-based usage metrics. This data is used to power spend reporting and analytics in AI Token Spend Management.
### Does Ramp ingest prompts, message content, or model outputs?
AI Token Spend Management is designed for spend and usage reporting and does not require prompts or message content. Ramp uses provider APIs to import usage and cost information rather than application content.
### Which providers require an Admin API key?
The credentials required depend on the provider:
- **Claude developer API:** Requires an Admin API key with write access. Ramp uses the provider's Admin API to import organization-wide usage and billing data, including user-level attribution when the provider makes it available. When you use API-key controls, Ramp also uses this access to lock Anthropic API keys.
- **OpenAI developer API:** Requires a read-only Admin API key. Ramp uses the provider's Admin API to import organization-wide usage and billing data, including user-level attribution when the provider makes it available.
- **ChatGPT app:** Requires an Admin API key with **Codex analytics API** read access to import usage and cost data. Ramp also requires `chatgpt.enterprise.usage_limit.read` to display workspace usage-limit settings. The `chatgpt.enterprise.usage_limit.write` permission is needed only if you use Ramp to control those limits.
- **Claude app:** Uses an Analytics API key to import Claude usage and cost data.
- **Cursor:** Does not use an Admin API key. It uses a read-only Team API key to import usage and cost data.
- **Fireworks AI:** Uses an API key created by a Fireworks AI account admin. The key must give Ramp access to exactly one account and its administration, user, API-key, usage, and cost data.
- **Google Cloud (Gemini and Vertex AI):** Does not use an API key. Ramp reads cost and usage data from the BigQuery Cloud Billing export table you configure.
For every provider, AI Token Spend Management imports data needed for spend reporting and does not retrieve prompts, message content, or model outputs.
### Is any of this personal data?
Typically, the imported data is business account usage and cost data. Depending on your provider configuration, the usage export may include identifiers like a user name, email address, or internal user/team label. If present, Ramp uses those identifiers only to provide spend breakdowns and access-controlled reporting.
### How does Ramp use this data?
Ramp uses imported usage/cost data to provide reporting, trend analysis, and cost allocation insights inside AI Token Spend Management. Aggregated or anonymized information may be included in Ramp reports or benchmarks, unless this is precluded by your company's agreement with Ramp. Other Ramp customers do not see your company's provider-level, model-level, team-level, user-level, or API key-level data.
### Can Ramp employees see my usage data?
Access is restricted and role-based. Only authorized personnel may access customer data for limited purposes such as support, troubleshooting, and maintaining the service, consistent with Ramp's access controls and logging practices.
### How long does Ramp retain this data?
Ramp retains imported data under its standard retention and deletion practices and contractual obligations. Fireworks AI usage and cost data no longer appears in reporting after disconnecting. See [Retention](#retention) for provider-specific disconnect behavior.
### Does Ramp use this data to train AI models?
AI Token Spend Management uses your provider data to display reporting and analytics. Ramp does not use your company's provider credentials to perform actions in your provider account beyond retrieving usage and cost data, except when you use API-key controls to lock Anthropic API keys or use Ramp to control ChatGPT app workspace usage limits. In that case, Ramp uses `chatgpt.enterprise.usage_limit.read` to read settings and `chatgpt.enterprise.usage_limit.write` to change them.
### Can other Ramp customers see my company's AI usage data?
No. Other customers do not see your company's provider-level, model-level, team-level, user-level, or API key-level data.
### How does Ramp aggregate and de-identify AI spend data for benchmarks?
Ramp may use aggregated and anonymized customer data to report industry-level AI spending trends and benchmarks. Benchmark reporting is not intended to identify your business, individual users, API keys, or provider account details.
### Why is my data taking a long time to load?
Anthropic rate limits are currently 1 request per minute, so larger accounts may take longer to import. We recommend waiting overnight for the initial data load to complete in the background.
### How are OpenAI costs calculated for credit-based plans?
For OpenAI credit-based plans, dollar estimates are not actual billed spend. See [AI Token Spend Management data and sync details](#ai-token-spend-management-data-and-sync-details) for how Ramp calculates these estimates and what Costs can report.
### How often does data sync?
Data syncs daily and should be up to date with T-1 day.
### Can Ramp track AI agent spend?
AI Token Spend Management can track AI agent spend when the connected provider exposes the usage data. The available attribution depends on the identifiers and reporting dimensions that the provider includes in its usage export.
### How can we set AI Spend Limits?
Owners and Admins can manage limits for users and API keys from [AI Token Spend](https://app.ramp.com/ai-spend/overview). Users with the AI Token Spend Admin Custom Role can also manage limits on [Ramp Plus](/ramp-plus-overview). Hard limits apply only to ChatGPT Enterprise workspace usage limits and prevent additional workspace usage after the configured threshold is reached. For Anthropic Platform and OpenAI Platform, limits send notifications and do not prevent provider charges.
### How can we monitor unexpected AI spending?
Use [AI Token Spend](https://app.ramp.com/ai-spend/overview) to set spend-limit thresholds and review unusual spikes. Ramp can alert you when spend reaches configured thresholds and uses anomaly detection to identify unexpected spending patterns.
### What permissions are needed?
Claude developer API requires an Admin API key with write access to retrieve usage and billing data and lock API keys when you use API-key controls. OpenAI developer API requires an Admin API key limited to read-only permissions for the provider endpoints needed to retrieve usage and billing data. ChatGPT app requires an Admin API key with **Codex analytics API** set to **Read** and `chatgpt.enterprise.usage_limit.read`. If you plan to use Ramp to control workspace usage limits, also grant `chatgpt.enterprise.usage_limit.write`. Ramp uses the read scope to read usage-limit settings and the write scope to change them. For GCP, you need Billing Account Costs Manager or Billing Account Administrator on the billing account, plus BigQuery User on the dataset project.
---
# Set up AI Token Spend Management (for standalone businesses)
> Official Ramp Help Center article. Topic: AI Token Spend Management / AI Token Spend Management. [View the canonical page](https://support.ramp.com/ai-token-spend-management-standalone).
## Overview
This article applies to businesses that use Ramp only for AI Token Spend Management. It helps you track estimated token usage and spend across supported AI providers. Users with access to business-wide data can use [AI token spend](https://app.ramp.com/ai-spend) to review usage, API keys, Spend Limits, and controls. If your business also uses Ramp spend products, see [Set up AI Token Spend Management](/ai-token-spend-management).
Owners and Admins can view and manage usage and spend data, settings, API keys, labels, user and API-key Spend Limits, and manual API-key locks. Employees can use [My AI spend](https://app.ramp.com/home/my-ai-spend) to view only their own mapped data.
## Connect your AI providers
Connect a provider so Ramp can load its cost and usage data. Follow the guide that matches the provider account you use:
- [Connect Claude developer API](/connect-anthropic-platform-ai-token-spend)
- [Connect Claude app (Enterprise only)](/connect-claude-enterprise-ai-token-spend)
- [Connect OpenAI developer API](/connect-openai-platform-ai-token-spend)
- [Connect ChatGPT app (Enterprise only)](/connect-chatgpt-enterprise-ai-token-spend)
- [Connect Cursor](/connect-cursor-ai-token-spend)
- [Connect Google Cloud (Gemini)](/connect-google-cloud-ai-token-spend)
- [Connect AWS Bedrock](/connect-aws-bedrock-ai-token-spend)
- [Connect Fireworks AI](/connect-fireworks-ai-token-spend)
> Claude Teams is not supported. To connect Claude.ai, your organization must use Claude Enterprise.
Only Owners and Admins can connect providers. If you are an Employee, ask an Owner or Admin to connect the provider.
## Overview tab: Unified view of your AI spend
The dashboard supports Anthropic, OpenAI, Cursor, Gemini, AWS Bedrock, and Fireworks AI usage and cost data. You can filter or report on available dimensions such as provider, model, configuration, user, department, API-key label, etc. AWS Bedrock data comes from Cost Explorer and covers Amazon Bedrock costs. See [Connect your AI providers](#connect-your-ai-providers) for setup instructions for each provider.
Users with access only to their own data can use [My AI spend](https://app.ramp.com/home/my-ai-spend) to view usage and API keys mapped to them.
## Briefing tab: Insights and saving recommendations about your company’s spend
The Briefing is a weekly generated analysis for your business about your spend, trends, spikes, and savings opportunities. It analyzes your usage and cost data to recommend optimizations.
## Team tab: Track team spend, view spending spikes, and configure user level limits
**Unusual spend callout cards** - Unusual spending for a user is surfaced in callout cards on the top. Click on the card to see insights about the spike, drivers behind it, and recommendations.
**Table** - See AI spend mapped to each individual user and how their spend has tracked over time.
**User drawer** - click on a team member to see their details. See insights about each user’s spend and API keys mapped to them.
**User Level Limits** - click “Set limits” to set a user level limit that tracks all spend mapped to them.
- Owners and Admins will receive notifications by default 80%, 100% of the way there. Owners and Admins can configure a custom notification threshold as well.
- Exclude any API key you do not want to include in the user limit calculation. Any changes to the user limit will be recorded in the Activity tab.
User limits are notify-only. Exceeding the limit does not lock the key.
## API key tab: Track team spend, view unusual spikes, and configure API-key Spend Limits
**Table** - See your AI spend mapped to each API key and metadata (e.g. Owner, Provider, Workspace, Status) synced from your provider console.
**API key labels** - Ramp tags your API keys based on usage and metadata to organize your keys for auditing and reporting. You can group by these labels on your dashboard. Labels are tags applied to API keys; they do not rename the provider's key. Owners and Admins can create, edit, and delete labels at anytime from the 3-dot menu or Settings.
**Manual locks** - Manual API-key lock and unlock are available for Anthropic keys only. Owners and Admins have permission to manually lock / unlock keys.
Once locked this will disrupt any production workflow these keys are used for.
**API key Spend Limits** - Owners and Admins can click “Set Spend Limit” from the 3-dot menu or API key drawer.
- Enter an amount and frequency. Limits use estimated cost in USD and can recur monthly, quarterly, or yearly.
- Owners and Admins receive notifications by default at 80% and 100% of the limit, or configure a custom notification threshold.
- Owners and Admins can create / edit / delete API-key Spend Limits at any time.
- Updates to the API key Spend Limits are recorded in the Activity tab on the API key drawer.
**API key drawer** - click on an API key to see details about its spend and metadata synced from the provider.
## Invite teammates to AI Token Spend app
You can invite teammates from Company → People → Invite. You can invite via email or a shareable link.
**Roles:**
- Employees can view their own AI spend on My AI spend. They cannot view company AI spend data on AI token spend.
- Owners and Admins can view and manage company AI spend, users, limits, and settings.
## Frequently asked questions
### What can an Owner or Admin manage?
Owners and Admins can view and manage settings and integrations, user and API-key Spend Limits, manual locks, and API key labels.
### How does the Unbundled AI Token Spend app differ from Ramp Suite?
The unbundled app experience includes AI token spend, My AI spend, and Company, with Settings in the footer. It does not include standard spend and expense, Bill Pay, procurement, or treasury capabilities. AI token spend includes Overview, Briefing, Team, and API keys.
### Can I upgrade from the Unbundled AI Token Spend app?
Businesses can click [Explore Ramp](https://app.ramp.com/verification/suite-enablement) in the navigation bar to upgrade to Ramp Plus. This creates a financing application.
---
# Connect Claude developer API to AI Token Spend Management
> Official Ramp Help Center article. Topic: AI Token Spend Management / AI Token Spend Management. [View the canonical page](https://support.ramp.com/connect-anthropic-platform-ai-token-spend).
## Overview
Connect Claude developer API so Ramp can import your API cost and usage data into AI Token Spend Management. You can connect automatically with Ramp for Chrome or manually with an Admin API key.
> **Note:** Provider setup is the same whether your business has a standalone AI Token Spend Management account or a core Ramp account.
## Before you connect Claude developer API
You must belong to a Claude Platform organization. Personal accounts cannot connect.
Business Admins, Owners, IT Admins, and users with the AI Token Spend Admin Custom Role can connect providers for core Ramp accounts. Owners and Admins can connect providers for standalone accounts. If you do not have one of these roles, ask someone who does to connect the provider.
## Connect automatically with Ramp for Chrome
This option is available only when automatic setup is enabled for your business, you use a supported browser with Ramp for Chrome installed, and you have permission to administer AI Token Spend Management. If you have permission to administer AI Token Spend Management but do not see **Connect automatically**, use the manual Admin API key instructions instead.
1. Install [Ramp for Chrome](https://chromewebstore.google.com/detail/ramp-for-chrome/idefohglmnkliiadgfofeokcpjobdeik?hl=en-US).
2. Open [Connect Claude developer API](https://app.ramp.com/s/connect-ai-provider/anthropic-platform) in Ramp.
3. Select **Connect automatically**. If you are a Claude Platform admin, Ramp creates the API key. Otherwise, Ramp identifies your admins and emails them instructions.
## Connect manually with an Admin API key
1. Open [Admin API keys](https://platform.claude.com/settings/admin-keys) in Claude Platform and select **Create admin key**.
2. Give the key a descriptive name and set its expiration.
3. Copy the key, open [Connect Claude developer API](https://app.ramp.com/s/connect-ai-provider/anthropic-platform) in Ramp, paste the key, and select **Connect**.
## Troubleshoot connecting Claude developer API
### Check whether you are a Claude Platform admin
1. Open [Admin API keys](https://platform.claude.com/settings/admin-keys) in Claude Platform.
2. If you are an admin, **Admin keys** appears under **Organization settings** and you can select **Create admin key**.
### Get help from a Claude Platform admin
1. Find your Claude Platform admins from the [members page](https://platform.claude.com/settings/members?role=admin).
2. Open [Connect Claude developer API](https://app.ramp.com/s/connect-ai-provider/anthropic-platform) in Ramp.
3. Select **Email admin** and send the connection instructions to an admin.
### Upgrade to a Claude Platform team organization
AI Token Spend Management is not compatible with individual Claude Platform organizations. Upgrading to a team organization is free.
1. Open [Organization settings](https://platform.claude.com/settings/organization) in Claude Platform and select **Convert to team**. If you are a Claude Platform admin and do not see **Convert to team**, you are already in a team organization.
2. Complete the form.
3. After you submit the form, **Admin keys** appears under **Organization settings**. You can now create an Admin API key and connect Claude developer API to Ramp.
---
# Connect Claude app to AI Token Spend Management
> Official Ramp Help Center article. Topic: AI Token Spend Management / AI Token Spend Management. [View the canonical page](https://support.ramp.com/connect-claude-enterprise-ai-token-spend).
## Overview
Connect Claude app so Ramp can import your organization's Claude usage and cost data into AI Token Spend Management. You can connect automatically with Ramp for Chrome or manually with an Analytics API key.
> **Note:** Provider setup is the same whether your business has a standalone AI Token Spend Management account or a core Ramp account.
## Before you connect Claude app
To connect Claude app, your organization must be on the Claude Enterprise plan. See [Check whether you have a Claude Enterprise account](#check-whether-you-have-a-claude-enterprise-account).
Business Admins, Owners, IT Admins, and users with the AI Token Spend Admin Custom Role can connect providers for core Ramp accounts. Owners and Admins can connect providers for standalone accounts. If you do not have one of these roles, ask someone who does to connect the provider.
To connect manually, you must be the Claude.ai primary account owner.
## Connect automatically with Ramp for Chrome
This option is available only when automatic setup is enabled for your business, you use a supported browser with Ramp for Chrome installed, and you have permission to administer AI Token Spend Management. If you have permission to administer AI Token Spend Management but do not see **Connect automatically**, use the manual Analytics API key instructions instead.
1. Install [Ramp for Chrome](https://chromewebstore.google.com/detail/ramp-for-chrome/idefohglmnkliiadgfofeokcpjobdeik?hl=en-US).
2. Open [Connect Claude app](https://app.ramp.com/s/connect-ai-provider/anthropic-subscription) in Ramp.
3. Select **Connect automatically**. If you are the Claude.ai primary account owner, Ramp creates the API key. Otherwise, Ramp helps identify the owner and emails them instructions.
## Connect manually with an Analytics API key
You must be the Claude.ai primary account owner to complete this setup.
1. Open [organization API settings](https://claude.ai/admin-settings/api-access) in Claude.ai.
2. Turn on **Analytics API** and select **Create key**.
3. Give the key a descriptive name and assign the `read:analytics`, `read:spend_limits`, and `write:spend_limits` scopes.
4. Copy the key, open [Connect Claude app](https://app.ramp.com/s/connect-ai-provider/anthropic-subscription) in Ramp, paste the key, and select **Connect**.
## Troubleshoot connecting Claude app
### Check whether you have a Claude Enterprise account
1. Open the [**Billing** page](https://claude.ai/admin-settings/billing) in Claude.ai.
2. Confirm **Current plan** shows **Enterprise plan**.
If your current plan is not **Enterprise plan**, Ramp cannot import your Claude.ai usage and cost data. Contact your Claude.ai primary account owner to confirm which plan your organization is on.
### Check whether you are the Claude.ai primary account owner
1. Open your organization's [API settings](https://claude.ai/admin-settings/api-access) in Claude.ai.
2. If you are the primary account owner, you can see the API tab under organization settings, the **Analytics API** toggle, and the **Create key** button.
### Get help from the Claude.ai primary account owner
1. Open [Account settings](https://claude.ai/new#settings/account) in Claude.ai.
2. Find the person listed in the **Your account's primary owner** field.
3. Open [Connect Claude app](https://app.ramp.com/s/connect-ai-provider/anthropic-subscription) in Ramp.
4. Select **Email admin** and send the connection instructions to the primary account owner.
---
# Connect OpenAI developer API to AI Token Spend Management
> Official Ramp Help Center article. Topic: AI Token Spend Management / AI Token Spend Management. [View the canonical page](https://support.ramp.com/connect-openai-platform-ai-token-spend).
## Overview
Connect OpenAI developer API so Ramp can import your API cost and usage data into AI Token Spend Management. You can connect automatically with Ramp for Chrome or manually with an Admin API key.
> **Note:** Provider setup is the same whether your business has a standalone AI Token Spend Management account or a core Ramp account.
## Before you connect OpenAI developer API
You must belong to an OpenAI Platform organization. Personal accounts cannot connect.
Business Admins, Owners, IT Admins, and users with the AI Token Spend Admin Custom Role can connect providers for core Ramp accounts. Owners and Admins can connect providers for standalone accounts. If you do not have one of these roles, ask someone who does to connect the provider.
## Connect automatically with Ramp for Chrome
This option is available only when automatic setup is enabled for your business, you use a supported browser with Ramp for Chrome installed, and you have permission to administer AI Token Spend Management. If you have permission to administer AI Token Spend Management but do not see **Connect automatically**, use the manual Admin API key instructions instead.
1. Install [Ramp for Chrome](https://chromewebstore.google.com/detail/ramp-for-chrome/idefohglmnkliiadgfofeokcpjobdeik?hl=en-US).
2. Open [Connect OpenAI developer API](https://app.ramp.com/s/connect-ai-provider/openai) in Ramp.
3. Select **Connect automatically**. If you are an OpenAI Platform admin, Ramp creates the API key. Otherwise, Ramp identifies your admins and emails them instructions.
## Connect manually with an Admin API key
1. Open [OpenAI Admin API keys](https://platform.openai.com/settings/organization/admin-keys) and select **Create admin key**.
2. Give the key a descriptive name and set its expiration.
3. Copy the key, open [Connect OpenAI developer API](https://app.ramp.com/s/connect-ai-provider/openai) in Ramp, paste the key, and select **Connect**.
## Troubleshoot connecting OpenAI developer API
### Check whether you are an OpenAI admin
1. Open [OpenAI Admin API keys](https://platform.openai.com/settings/organization/admin-keys).
2. If you are an admin, **Admin keys** appears in the left navigation and you can select **Create new Admin key**. This is different from the **API keys** page.
### Get help from an OpenAI admin
1. Open [Settings](https://platform.openai.com/settings) in OpenAI Platform, then select **Members**.
2. Find members with the **Organization Owner** label.
3. Open [Connect OpenAI developer API](https://app.ramp.com/s/connect-ai-provider/openai) in Ramp.
4. Select **Email admin** and send the connection instructions to an OpenAI admin.
---
# Connect ChatGPT app to AI Token Spend Management
> Official Ramp Help Center article. Topic: AI Token Spend Management / AI Token Spend Management. [View the canonical page](https://support.ramp.com/connect-chatgpt-enterprise-ai-token-spend).
## Overview
Connect ChatGPT app so Ramp can import your organization's ChatGPT usage and cost data into AI Token Spend Management.
> **Note:** Provider setup is the same whether your business has a standalone AI Token Spend Management account or a core Ramp account.
## Before you connect ChatGPT app
To connect ChatGPT app, you must belong to a ChatGPT Enterprise account. You cannot connect using a personal account. See [Check whether you have a ChatGPT Enterprise account](#check-whether-you-have-a-chatgpt-enterprise-account).
Business Admins, Owners, IT Admins, and users with the AI Token Spend Admin Custom Role can connect providers for core Ramp accounts. Owners and Admins can connect providers for standalone accounts. If you do not have one of these roles, ask someone who does to connect the provider.
### OpenAI developer API and ChatGPT app
OpenAI developer API is for developers building custom AI-powered apps, agents, and workflows through APIs and SDKs. ChatGPT app is a ready-to-use AI workspace for employees, with administrative controls such as SSO, SCIM, domain verification, and usage insights on the Enterprise plan. Use OpenAI developer API when you need to embed AI into your own product or internal system. Use ChatGPT app when employees need direct access to ChatGPT for everyday work. Many organizations use both, but they have separate access and billing.
## Connect ChatGPT app
> **Note:** You must be a ChatGPT Enterprise admin to create an Admin API key. If you are not an admin, Ramp will send instructions to a ChatGPT Enterprise admin on your behalf. See [Check whether you are a ChatGPT Enterprise admin](#check-whether-you-are-a-chatgpt-enterprise-admin).
1. Sign in to your workspace in the [OpenAI Admin Console](https://admin.openai.com).
2. Open **Credentials**, select **Admin keys**, and select **Create new admin key**.
3. Give the key a descriptive name and set its expiration.
4. Under **Permissions**, select **Custom**. Set **Codex analytics API** and **Usage limits** to **Read**. If you plan to manage ChatGPT workspace usage limits in Ramp, set **Usage limits** to **Write** instead.
5. Select **Submit**, copy the key, and keep the OpenAI tab open.
6. In a separate tab, open [Connect ChatGPT app](https://app.ramp.com/ai-spend/api-keys#/d/ai-token-tracking/openai-subscription/connect) in Ramp and paste the key.
7. Return to OpenAI, open the three-dot menu next to the key, and select **Edit**.
8. Copy the **Workspace ID**, paste it into Ramp, and select **Connect**.
## Troubleshoot ChatGPT app connection
### Check whether you have a ChatGPT Enterprise account
1. Go to the [**Members** page](https://chatgpt.com/admin/members) in ChatGPT.
2. Check the plan shown for your workspace.
If your plan is not **Enterprise License**, including ChatGPT Business, Ramp cannot import your ChatGPT usage and cost data. Contact your ChatGPT account Owner to confirm which plan your organization is on.
### Check whether you are a ChatGPT Enterprise admin
1. Go to [**Credentials**](https://admin.openai.com/) in ChatGPT Enterprise.
2. You should see **Credentials** in the left navigation and a **Create new admin key** button in the top right corner of the page.
If you do not have access, you will most likely see an **Access required** error.
### Get help from a ChatGPT Enterprise admin
If you are not a ChatGPT Enterprise admin, you can invite an admin through Ramp and Ramp will provide them with instructions to set up the integration.
1. Open the **Members** page in ChatGPT Enterprise.
2. Filter by **Owner**.
3. Look for the people with the **Owner** role.
4. Go to the **Connect ChatGPT app** page on Ramp.
5. Select **Email admin** and send the instructions to your ChatGPT Enterprise admins.
---
# Connect Cursor to AI Token Spend Management
> Official Ramp Help Center article. Topic: AI Token Spend Management / AI Token Spend Management. [View the canonical page](https://support.ramp.com/connect-cursor-ai-token-spend).
## Overview
Connect Cursor so Ramp can import your Cursor usage and cost data into AI Token Spend Management. You can connect automatically with Ramp for Chrome or manually with a Team API key.
> **Note:** Provider setup is the same whether your business has a standalone AI Token Spend Management account or a core Ramp account.
## Before you connect Cursor
Business Admins, Owners, IT Admins, and users with the AI Token Spend Admin Custom Role can connect providers for core Ramp accounts. Owners and Admins can connect providers for standalone accounts. If you do not have one of these roles, ask someone who does to connect the provider.
## Connect automatically with Ramp for Chrome
This recommended option is available when you use a supported browser with Ramp for Chrome installed. If you do not see **Connect automatically**, use the manual Team API key instructions instead.
1. Install [Ramp for Chrome](https://chromewebstore.google.com/detail/ramp-for-chrome/idefohglmnkliiadgfofeokcpjobdeik?hl=en-US).
2. Open [Connect Cursor](https://app.ramp.com/s/connect-ai-provider/cursor) in Ramp.
3. Select **Connect automatically**. If you are a Cursor admin, Ramp creates the API key and starts the import. The initial backfill can take up to 24 hours; after that, data syncs daily and reflects the previous day's activity. Otherwise, Ramp identifies your Cursor admins and emails them instructions.
## Connect manually with a Team API key
> **Note:** You must be a Cursor admin to create a Team API key. If you are not an admin, Ramp can send setup instructions to your Cursor admins. See [Check whether you are a Cursor admin](#check-whether-you-are-a-cursor-admin).
1. Open [Cursor API Keys](https://cursor.com/dashboard/api) and select **Team**. If you do not see **Team**, ask a Cursor admin to connect the provider.
2. Select **New API Key**.
3. Give the key a descriptive name and set your desired expiration.
4. Set the scope to **Read-only**.
5. Select **Save**, then copy the key.
6. Open [Connect Cursor](https://app.ramp.com/s/connect-ai-provider/cursor) in Ramp.
7. Paste the key and select **Connect**. Ramp starts the import. The initial backfill can take up to 24 hours; after that, data syncs daily and reflects the previous day's activity.
## Troubleshoot connecting Cursor
### Check whether you are a Cursor admin
1. Open [Cursor API Keys](https://cursor.com/dashboard/api).
2. Confirm that you can see both **User** and **Team**.
3. Select **Team** and confirm that **New API Key** appears. If either option is unavailable, ask a Cursor admin to connect the provider.
### Get help from a Cursor admin
If you are not a Cursor admin, you can invite an admin through Ramp. Ramp will provide them with instructions to set up the integration.
1. Open **Members & Groups** in Cursor.
2. On the **Members** tab, select the **Role** table header once to sort roles in ascending order.
3. Find members with the **Admin** role.
4. Open [Connect Cursor](https://app.ramp.com/s/connect-ai-provider/cursor) in Ramp.
5. Select **Email admin** and send the instructions to your Cursor admins.
---
# Connect Google Cloud (Gemini) to AI Token Spend Management
> Official Ramp Help Center article. Topic: AI Token Spend Management / AI Token Spend Management. [View the canonical page](https://support.ramp.com/connect-google-cloud-ai-token-spend).
## Overview
Connect Google Cloud so Ramp can import your Gemini and Vertex AI cost and usage data into AI Token Spend Management. This connection uses a Cloud Billing export to BigQuery — Ramp reads the exported billing table and does not store any Google Cloud credentials.
> **Note:** Provider setup is the same whether your business has a standalone AI Token Spend Management account or a core Ramp account.
## Before you connect Google Cloud
Business Admins, Owners, IT Admins, and users with the AI Token Spend Admin Custom Role can connect providers for core Ramp accounts. Owners and Admins can connect providers for standalone accounts. If you do not have one of these roles, ask someone who does to connect the provider.
You also need the following Google Cloud permissions before starting:
- **Billing Account Costs Manager** or **Billing Account Administrator** on the target Cloud Billing account
- **BigQuery User** on the project that will contain the dataset
- **Project Creator** (only if you need to create a new project)
## Step 1: Select or create a Google Cloud project
Before enabling Cloud Billing data exports, choose or create a Google Cloud project where the exported billing data will be stored. For ease of management, we suggest creating a new project specifically for billing if one doesn't already exist. Make sure billing is enabled on this project and that it is linked to the Cloud Billing account that pays for your Gemini or Vertex AI projects — otherwise the export setup will not offer this project as a destination.
## Step 2: Create a BigQuery dataset
1. Open **BigQuery** in the Google Cloud console.
2. Select the project you created or chose in Step 1 from the project selector at the top of the BigQuery console.
3. Click **Create dataset**.
4. Enter a dataset ID, such as `all_billing_data`.
5. Click **Create dataset**. The dataset should now appear under your selected project.
## Step 3: Enable Cloud Billing export
1. Click the navigation menu icon to the left of the Google Cloud logo, then select **Billing**.
2. If you have more than one Cloud Billing account, select the billing account that pays for your Gemini or Vertex AI projects. The export covers only the projects paid by the selected account.
3. Click **Billing export**.
4. Click **Enable detailed export**.
5. Complete the setup modal with the project you want to export billing data to and the dataset you created in Step 2.
## Step 4: Copy the billing table ID into Ramp
1. The billing export should automatically create a BigQuery table under your selected project and dataset. This may take about 24 hours.
2. After the table is created, navigate to it, select the three-dot menu next to it, and click `Copy ID`.
3. Return to the [AI Token Spend](https://app.ramp.com/ai-spend/overview) page in Ramp, paste the billing table ID, and save the connection.
---
# Fireworks AI integration: Connect to AI Token Spend Management
> Official Ramp Help Center article. Topic: AI Token Spend Management / AI Token Spend Management. [View the canonical page](https://support.ramp.com/connect-fireworks-ai-token-spend).
## Overview
> **Early Access.** Fireworks AI connections are available only to businesses with access already enabled. Self-service enrollment is not available.
Connect Fireworks AI so Ramp can import your organization's usage and cost data into [AI Token Spend Management](https://app.ramp.com/ai-spend/overview). Ramp reports spend by API key and model and can attribute spend to people based on each API key's current owner.
> **Note:** Provider setup is the same whether your business has a standalone AI Token Spend Management account or a core Ramp account.
## Before you connect Fireworks AI
Business Admins, Owners, IT Admins, and users with the AI Token Spend Admin Custom Role can connect providers for core Ramp accounts. Owners and Admins can connect providers for standalone accounts. If you do not have one of these roles, ask someone who does to connect the provider.
You must be a Fireworks AI account admin and create an API key that gives Ramp access to exactly one Fireworks AI account. Ramp validates that the key can read account administration, user, API-key, usage, and cost data. A key that accesses no accounts or more than one account cannot connect.
## Connect Fireworks AI
1. Open the Fireworks AI [Users page](https://app.fireworks.ai/account/users), find your user, and confirm that its role is **Admin**. Access to the Users page alone does not confirm that you are an account admin. If your user does not show the **Admin** role, you are not a Fireworks AI account admin and must ask one to create the key.
2. Open [API keys](https://app.fireworks.ai/settings/users/api-keys) and select **Create API Key**.
3. Enter a descriptive **API Key Name**.
4. To keep scheduled imports active without planned key rotation, do not select **Set expiration date**. If your company's security policy requires expiring keys, set an expiration date and rotate the saved key in Ramp before it expires. Ramp does not warn you before a Fireworks AI key expires. Select **Generate Key**, then copy the new API key.
5. Open [AI Token Spend provider settings](https://app.ramp.com/ai-spend/overview#/d/ai-token-tracking/settings/providers).
6. Under **Available providers**, find **Fireworks AI** and select **Connect**.
7. Enter a unique name in **Name your key**, paste the key into **API key**, and select **Connect**.
Ramp encrypts the API key and starts importing account mappings, usage, and cost data in the background. Recent data is imported first, so reporting may be incomplete while older history continues importing.
## Review Fireworks AI usage and cost data
Fireworks AI reporting is available from [AI Token Spend](https://app.ramp.com/ai-spend/overview). Ramp imports metered usage for serverless, dedicated, and training activity. Ramp also imports rated serverless costs and supports breakdowns by API key and model.
> **Note:** Fireworks AI provides rated per-key serverless costs only for a rolling recent window. Ramp imports up to the latest 99 completed UTC days of costs. Metered usage can extend farther back, so older usage may appear without matching cost data.
Ramp attributes usage to people using the current ownership information associated with each Fireworks AI API key. Reassigning a key can therefore change how its usage is attributed; Fireworks AI does not provide a historical user on each usage record.
Each connected business syncs once daily. During each sync, Ramp also refreshes the previous four completed UTC days so late or corrected provider data can appear in reporting. Fireworks AI does not support a customer-triggered historical usage backfill.
## Use Spend Limits with Fireworks AI
When Spend Limits are available for your business, a user-level Spend Limit can include Fireworks AI spend attributed through that user's mapped API keys. You can exclude individual Fireworks AI API keys from that user-level limit.
Fireworks AI API keys cannot be direct Spend Limit targets. Ramp also cannot lock, unlock, or terminate Fireworks AI API keys when a limit is reached. To stop a key from spending, revoke it in Fireworks AI.
## Manage a Fireworks AI connection
Open [AI Token Spend provider settings](https://app.ramp.com/ai-spend/overview#/d/ai-token-tracking/settings/providers), expand **Fireworks AI**, and open the menu for the configuration you want to manage.
- **Rename:** Change the configuration's display name.
- **Rotate API key:** Replace the saved credential with a new Fireworks AI API key. If your key has an expiration date, rotate it before that date to prevent interrupted imports. If the key has already expired, Ramp may still show the connection as connected even though new data is not importing. Rotating to a valid key starts a background import of the account's mappings, usage, and cost data. Recent data may appear first while older history continues importing.
- **Delete:** Remove the configuration and its stored credential from Ramp. Deleting a configuration does not revoke the API key in Fireworks AI; revoke it from [Fireworks AI API keys](https://app.fireworks.ai/settings/users/api-keys) if it should no longer work.
Previously imported usage and cost data from that configuration no longer appears in Ramp reporting after you delete the connection.
## Troubleshoot connecting Fireworks AI
### Ramp says the API key is invalid
Confirm that you copied the complete key from [Fireworks AI API keys](https://app.fireworks.ai/settings/users/api-keys), then use **Rotate API key** to replace it. If the key was revoked in Fireworks AI, create a new key before rotating it in Ramp.
### Ramp says the API key does not have permission
Open the Fireworks AI [Users page](https://app.fireworks.ai/account/users), find your user, and confirm that its role is **Admin**. Other roles can view this page but do not have full account administration access. If your role is not **Admin**, ask a Fireworks AI account admin to create the key.
### Ramp says the API key accesses the wrong number of accounts
Use a key that has access to exactly one Fireworks AI account. Ramp cannot connect a key that accesses no accounts or multiple accounts.
### Fireworks AI data is missing or assigned to the wrong person
Ramp does not show a completion status or estimated completion time for Fireworks AI imports. After you connect or rotate a key, recent data may appear first in [AI Token Spend](https://app.ramp.com/ai-spend/overview) while older history continues importing. Timing varies with account history and Fireworks AI's response. Ramp assigns Fireworks AI usage based on each API key's current ownership mapping. If data is still missing after you check again later, or is incorrect, [contact Ramp Support](/how-to-contact-ramps-support-team) with the affected date range, API-key name, and model. Do not include the API key value.
---
# AWS Bedrock integration: Connect to AI Token Spend Management
> Official Ramp Help Center article. Topic: AI Token Spend Management / AI Token Spend Management. [View the canonical page](https://support.ramp.com/connect-aws-bedrock-ai-token-spend).
## Overview
Connect AWS Bedrock so Ramp can import your Bedrock cost data into AI Token Spend Management. This connection does not use an API key — instead, you create a read-only IAM role in your own AWS account that Ramp is allowed to assume, then submit that role's ARN to Ramp.
## Before you connect AWS Bedrock
Business Admins, Owners, IT Admins, and users with the AI Token Spend Admin Custom Role can connect providers for core Ramp accounts. Owners and Admins can connect providers for standalone accounts. Only these users can submit the role, sync, disconnect, or reconnect AWS Bedrock — everyone else sees a read-only view of the connection and needs to ask one of these users to make changes.
You also need the following in AWS before starting:
- Access to the AWS payer/management account is required to import Bedrock spend across your entire organization; [learn why the payer/management account is required](#why-must-i-connect-the-payer-or-management-account).
- Permission to create CloudFormation stacks or to run Terraform 1.5 or later in that account. If you do not manage your company's AWS infrastructure, a cloud infrastructure or DevOps engineer on your team can complete Step 2 and send you the role ARN.
## Step 1: Copy the External ID from Ramp
1. Open [AWS Bedrock Settings](https://app.ramp.com/s/connect-ai-provider/aws) in Ramp. You can also reach this drawer by selecting **AWS Bedrock** from the **Providers** tab on the [AI Token Spend](https://app.ramp.com/ai-spend) page, or from the provider list on the AI Token Spend setup page.
2. Copy the **External ID** that Ramp generates. AWS uses this value so that only Ramp can assume the role you deploy. Your External ID does not expire, and it stays the same if you later disconnect and reconnect. For background, see [how AWS uses external IDs](https://docs.aws.amazon.com/IAM/latest/UserGuide/id_roles_common-scenarios_third-party.html#id_roles_third-party_external-id).
## Step 2: Create the Ramp IAM role in AWS
In this step you create a new IAM role in your own AWS account. You are not sending Ramp any credentials — instead, the role's trust policy names Ramp as the only party allowed to assume it, and requires the External ID from Step 1 as proof. When Ramp needs your cost data, it assumes this role to obtain short-lived AWS credentials.
The role is read-only and narrowly scoped: it grants Cost Explorer read access (`ce:GetCostAndUsage` and `ce:GetDimensionValues`) and nothing else. Ramp cannot read, create, or change any other resource in your AWS account, and cannot invoke Bedrock models. Ramp also filters every Cost Explorer request to the Amazon Bedrock service, so non-Bedrock AWS spend is never imported.
Ramp gives you two ways to create the role — Terraform or CloudFormation. Both produce the same role, named `token-spend-management` under the `ramp/` path. Use whichever matches how you manage infrastructure; you do not need both.
### Create the role with Terraform
1. Download the [Terraform module](https://assets.ramp.com/customer-cloud-access/token-spend-management/v1/terraform-module.zip).
2. Set the module's `external_id` input to the External ID you copied from Ramp.
3. Apply the module with Terraform 1.5 or later, in the AWS account you chose above.
4. Copy the value of the module's `role_arn` output.
### Create the role with CloudFormation
1. In the [AWS Bedrock Settings](https://app.ramp.com/s/connect-ai-provider/aws) drawer, select **Open CloudFormation**. This opens the AWS console pre-filled to create a stack named `ramp-token-spend-management` in the `us-east-1` region, with your External ID already filled in.
2. Confirm you are signed in to the AWS account you chose above, select **I acknowledge that AWS CloudFormation might create IAM resources with custom names**, then select **Create stack**.
3. When the stack finishes, copy the role ARN from the stack outputs.
## Step 3: Submit the role ARN and verify the connection
1. Paste the role ARN into the [AWS Bedrock Settings](https://app.ramp.com/s/connect-ai-provider/aws) drawer in Ramp. It must match this format exactly, where the account number is that account's 12-digit AWS account ID:
```
arn:aws:iam::<12-digit-account>:role/ramp/token-spend-management
```
For example: `arn:aws:iam::123456789012:role/ramp/token-spend-management`
If the ARN is rejected when you submit it, check the AWS account ID and the exact role path — the role name and `ramp/` path must match the format above.
2. Select **Verify connection**. Ramp confirms that the role's trust policy requires your External ID, that the role belongs to the account in the ARN you submitted, and that the role allows Cost Explorer access (`ce:GetCostAndUsage`).
Verification can take a few minutes. The drawer updates on its own when it finishes — you do not need to refresh. If verification fails, the button changes to **Retry verification**; see [Troubleshoot connecting AWS Bedrock](#troubleshoot-connecting-aws-bedrock) for the fix that matches the error Ramp shows.
> **Note:** While checking the trust policy, Ramp deliberately attempts to assume the role with a missing and an incorrect External ID and expects both to be denied. Two `AccessDenied` `AssumeRole` events per verification attempt are expected in CloudTrail and do not indicate a problem.
## What happens after AWS Bedrock connects
Once the connection is verified, Ramp imports up to 365 days of Cost Explorer history, starting with the newest costs. AWS actuals appear in your AI Token Spend reports after the full import completes.
## Troubleshoot connecting AWS Bedrock
Ramp shows the reason verification failed in the [AWS Bedrock Settings](https://app.ramp.com/s/connect-ai-provider/aws) drawer. Find the matching heading below, resolve the issue in AWS, then submit the role ARN again and select **Retry verification**.
### Ramp couldn't assume the AWS role
Review the role's trust policy and confirm the External ID in the policy matches the External ID shown in Ramp. Then resubmit the role ARN.
### The AWS trust policy is invalid
The role can be assumed without the correct External ID, which means its trust policy is too permissive. Update or redeploy the stack with the current External ID from Ramp, then submit the role ARN again.
### Cost Explorer access is missing
Confirm the role's policy allows `ce:GetCostAndUsage`, then resubmit the role ARN.
### The payer account doesn't match
The role Ramp assumed belongs to a different AWS account than the one in the role ARN you submitted. Confirm you deployed the stack in the account whose Cost Explorer data you want Ramp to import, then submit that account's role ARN.
### AWS is temporarily unavailable
Wait a few minutes, then resubmit the role ARN.
### AWS verification failed
Review your deployment and resubmit the role ARN. If verification keeps failing, [contact Ramp Support](/how-to-contact-ramps-support-team) with the role ARN and the error shown in Ramp.
## Disconnect AWS Bedrock
Disconnecting in Ramp stops new Cost Explorer imports. Cost data Ramp already imported is retained and stays visible in your reports.
Disconnecting in Ramp does not change anything in your AWS account, and Ramp retains your stored role ARN and External ID so you can reconnect later. Because of that, disconnecting alone does not revoke Ramp's access — to fully revoke it, you must also remove the deployment you created:
- **Terraform:** remove Ramp's module and apply your configuration again.
- **CloudFormation:** delete the `ramp-token-spend-management` stack.
AWS sessions that were already issued to the role can remain valid for up to one hour after you remove the deployment.
## Frequently asked questions
### Why must I connect the payer or management account?
We receive billed costs across your entire org by connecting to the payer/management account. A dedicated least-privilege service account does not support providing org wide cost and usage data. Placement in the payer/management account carries no elevation of privilege. The role contains only read-only Cost Explorer actions, with no write access, no IAM or AWS Organizations permissions, and no access to workloads, resource configuration, or application data.
---
# Router overview
> Official Ramp Help Center article. Topic: AI Token Spend Management / Router. [View the canonical page](https://support.ramp.com/router-overview).
## Overview
> **Beta.** Router is currently in Beta. Create an account at [Router](https://router.com/).
Router is an LLM routing layer that lets you access supported models from multiple providers through one API. It is available only to individual developers and teams in the US at this time.
You do not need to be a Ramp customer to use Router. It is separate from Ramp's finance products.
## Get started with Router
Create an account at [Router](https://router.com/). Use the [Router quickstart](https://docs.router.com/docs/getting-started/quickstart) to create an API key and send your first request.
## Learn more about Router
For a high-level product overview, feature information, savings details, and frequently asked questions, visit [Router](https://router.com/).
For setup instructions, supported models, routing strategies, guides, and API reference material, visit the [Router documentation](https://docs.router.com/).
## Get Router support
For troubleshooting help with account access, API keys, billing, request failures, or model routing behavior, email [router@ramp.com](mailto:router@ramp.com). Do not include API keys, provider credentials, or other secrets in your message.
See [Support and feedback](https://docs.router.com/resources/support-and-feedback) for information to include in a support request and how to submit product feedback.
---
# Submitting reimbursements
> Official Ramp Help Center article. Topic: Reimbursements / Submit Reimbursements. [View the canonical page](https://support.ramp.com/submitting-reimbursements).
## Overview
As an employee using Ramp, here's everything you need to know to submit reimbursements and get paid back. Depending on how your company has set up reimbursements, Ramp supports out-of-pocket expenses, mileage, and per diem requests. Please note that your finance team must enable reimbursements for your company before you can submit a reimbursement.
## Set up your bank account
Once your company has turned on reimbursements, you'll see the [**Request reimbursement**](https://app.ramp.com/details/reimbursements/new) or **New > Reimbursement** button on the top-right-hand corner of your **Home** page. Depending on your company's preferred payment method, you may be required or recommended to link a bank account to receive payment.
**Your finance team's preferred reimbursement method:**
- If your company requires electronic payments, you'll be prompted to link a bank account if you try to submit a reimbursement.
- If your company has payments off Ramp enabled, your admin or manager may reimburse you and pay you outside Ramp using other methods such as Zelle, venmo, check, etc.
**Add your personal bank account:**
- If your company has turned on electronic payments via Ramp, you'll need to add your US-based personal bank or international bank account details (see [International reimbursements](/international-reimbursements)) for your organization to pay you directly. You can do this on the **Profile** (top-right-hand corner) **> My Settings >** [**Banking**](https://app.ramp.com/settings/personal-settings/banking) .
**Please note:**
- **Linking the correct bank:**
- Your bank account must be able to make payments and receive them
to make repayments (e.g. you may not link a credit card)
- You can enter your personal mailing address if prompted for an
address.
- While users are **not** required to verify their
bank accounts to receive reimbursements, we strongly encourage
verification as a best practice.
- If your company hasn't already provided your location via its
human resources information system (HRIS), you'll be prompted
to enter your place of residence for regulatory purposes before
you can continue to connect your bank account. You may update
this field in the future by going to **Profile** (top-right-hand corner) **> My Settings** **> Profile > [Edit profile](https://app.ramp.com/settings/personal-settings/profile/edit)** .
- **Payment timeline:**
- Once a reimbursement is approved, ACH reimbursement payments typically take 3-5 business days. Repayments to your company may also take 3-5 business days.
## Submitting reimbursements
### How Ramp replaces an expense report
Ramp Card transactions and reimbursements are individual expenses. Attach receipts, memos, and any required accounting details to each expense as it occurs, then submit each expense for review when it is complete instead of waiting to assemble a traditional expense report. Bulk uploading, editing, and submitting are quick actions across multiple separate reimbursements; they do not keep those reimbursements together after submission. If available to you, [Expense Groups](#group-related-reimbursements-with-expense-groups) provide optional report-like grouping that keeps related reimbursements together through submission and review. Reviewers and approvers see the group only when their approval table is grouped by **Expense groups**.
### How to submit a reimbursement
There are three possible types of reimbursements that you may submit depending on how your company has set up reimbursements:
- **Out-of-pocket** : any purchase you paid for yourself on behalf of your company, including with cash or a personal card, excluding mileage
- **Mileage** : mileage reimbursements. (Note: If you don't see this option, your finance team has mileage reimbursements turned off for the company.)
- **Per diem** : Fixed amount reimbursements for travel.
To start a new reimbursement, select [**Request reimbursement**](https://app.ramp.com/details/reimbursements/new) or go to **Home > New >** [**Reimbursement**](https://app.ramp.com/home/reimbursement/new). Both options start the same reimbursement draft workflow. To find and complete a reimbursement you already started, go to **My Expenses >** [**Reimbursements**](https://app.ramp.com/home/my-reimbursements) and open it under **Drafts**.
There are several ways to submit a reimbursement:
- **Send or forward receipts to [reimbursements@ramp.com](mailto:reimbursements@ramp.com).** Ramp creates one draft reimbursement for each emailed receipt and sends you a confirmation email. Complete and submit these drafts from **My Expenses >** [**Reimbursements**](https://app.ramp.com/home/my-reimbursements) **> Drafts**.
- **Submit via the mobile app.**
Download our mobile apps ([iOS](https://apps.apple.com/us/app/ramp/id1628197245), [Android](https://play.google.com/store/apps/details?id=com.ramp.android.app&pli=1)) to submit receipts easily on the go. You can save photos as draft receipts right from the app and even allow the app to track your GPS for mileage reimbursements.
- **Text your receipt to HIRAMP 447-267 (For international users, 844-331-1023)**
Take a picture or screenshot of your receipt and text it to our number. We'll text you asking if you want to match it to a transaction or create a reimbursement. After selecting the reimbursement option, you can complete the reimbursement on the mobile app or at a later time.
- **Create a new Reimbursement via web or mobile browser.** Go
to **Home** **> New >** [**Reimbursement**](https://app.ramp.com/home/reimbursement/new) ,
where you can drag and drop your receipts. Your company configures the accounting fields and available options shown on reimbursement forms. Field names may reflect your company's internal terminology. Ask your manager or finance team if you're unsure which option to choose. You will then have to add
a receipt,
memo, and any other policy requirements that your organization requires.
To add multiple receipts to a single reimbursement, click on the existing
draft reimbursement, and click on the **upload** button
in the
top left corner.
- **Duplicate a previous reimbursement.** You may duplicate
any reimbursement by clicking into the draft, approved, or rejected reimbursement
and clicking **duplicate** .
### Recurring reimbursements
Ramp supports recurring schedules for your own out-of-pocket and mileage reimbursements.
1. Create the reimbursement first from [**Request reimbursement**](https://app.ramp.com/details/reimbursements/new) . You cannot set a recurring schedule on the initial page.
2. Open the draft or reimbursement details, then click **Make recurring** or **Edit recurring schedule** .
3. Choose one of the available schedules: **Daily** (weekdays only), **Weekly on Monday** , or **Monthly on the 1st** .
Ramp creates future recurring reimbursements as **drafts**. For each recurring out-of-pocket reimbursement, upload a receipt before submitting. If you do not have one and your company allows affidavits, an eligible draft can use a [reimbursement receipt affidavit](/reimbursement-receipt-affidavits) instead.
### Out-of-pocket reimbursements
For out-of-pocket reimbursements, here are a few additional details.
- **Paid with cash or a personal card**: Submit these as a standard out-of-pocket reimbursement using the steps above — you enter the merchant, amount, and transaction date yourself. If you don't have a receipt and **I don't have a receipt** appears, select it when creating the reimbursement. When your company requires a receipt and allows an affidavit instead, see [Reimbursement receipt affidavits](/reimbursement-receipt-affidavits). The **Personal Card Reimbursements** feature below is a separate, optional shortcut that applies only when you connect a personal card to import its transactions.
- **Personal Card Reimbursements (Plus)** : If your business has this feature enabled, go to [**Banking**](https://app.ramp.com/s/personal-settings/banking) , use the **Personal credit card** section to click **Connect card** , then choose **Import via personal card** when creating a reimbursement. Ramp pre-fills the merchant, amount, and date, and you still submit through the normal reimbursement flow.
- **Bulk actions**: Bulk upload receipts to create multiple separate reimbursement drafts, bulk edit selected drafts, or bulk submit completed drafts. These actions speed up work across reimbursements but do not create a group. See [Bulk edit reimbursement drafts](#bulk-edit-reimbursement-drafts). To keep related reimbursements together through submission and review, use [Expense Groups](#group-related-reimbursements-with-expense-groups), if available.
- **Group with trip**: If your reimbursement is part of company travel, you may add it to a trip to group them together for submission and review. Open the **Trip** field (click **Show optional fields** if you don't see it), then select an existing trip or click **Create new trip**.
- **Add meal attendees**: click the "Add Attendees" button.
- **Reimburse from**: Select the fund or Spend Limit that this reimbursement should draw from. Your selection also determines the policy and approval route for this reimbursement. We will automatically fill in the fund if there is only one available to spend from, and if there isn't one available, **None** will be pre-filled if allowed by your company's expense policy. If your company uses [Purchase Orders](/purchases-orders-in-ramp) with reimbursements enabled, PO-backed funds appear in **Reimburse from**. Selecting one counts the reimbursement toward that Purchase Order's total.
- **Auto-save**: Reimbursements will auto-save as you edit them and appear as a draft on your Reimbursements main page if you click the back button.
- **Edit a reimbursement after submission** : Unless a missing-receipt affidavit is attached, before final approval, you or an eligible reviewer may edit a pending reimbursement. Some fields can be edited inline, while reimbursement-defining fields require **Edit & resubmit**, which returns the reimbursement to **Draft** and resets the approval chain. See [Editing a reimbursement you submitted](#editing-a-reimbursement-you-submitted) for the fields and steps in each path.
- **Submitting towards a locked card** : If your card was auto-locked,
you may submit a reimbursement if the transaction date is before the
lock date. If your card was locked by a manager or admin, you will not
be able to submit a reimbursement for this card. Please contact your
manager or finance team to unlock this card and submit a reimbursement
towards it.
### Mileage reimbursements
If your company has turned on mileage reimbursements, here are additional details.
- **GPS mileage** : Ramp's mobile apps allow you to use GPS location to track the exact number of miles you've driven. Distances less than 500 meters and durations shorter than 30 seconds will be discarded. If your trip is lost before saving, it cannot be recovered.
- **Entering destinations** : You can input the starting and ending destinations (and multiple stops) to auto-calculate the distance traveled. Ramp uses the Google Maps recommended route based on the average traffic conditions. The number of miles Ramp calculates may differ from the actual miles you drove. You may edit the calculated number of miles if that is the case.
- **Manually entering miles driven** : You can manually enter a maximum of 999 miles when entering the number of miles driven. However, the reimbursement can still be submitted if you enter two addresses with a distance greater than 1,000 miles.
- **Deducting commute distance** : If your finance team has enabled commute deductions, you can subtract your regular commute distance from a mileage reimbursement. After you enter your start and end locations, a **Commute** row appears in the distance summary. Click the edit icon next to it to enter your home and office addresses and choose whether to deduct a one-way or round-trip commute. Ramp saves the addresses you enter once the reimbursement is submitted, so they are pre-filled the next time you submit a mileage reimbursement. Saving a draft alone does not store the addresses as defaults. However, the commute deduction is not applied automatically — you must choose to apply it on each new request.
- **Reimbursement rate** : Your finance team can edit the reimbursement amount per mile, which defaults to the IRS rate for the year.
- **Frequent trips:** Frequent trips are defined as the same destinations entered in reimbursement requests submitted at least three times. These will now appear at the top of the mileage reimbursement draft during the submission process. Employees can use a checkbox to indicate whether the trip is a round trip. Previously used locations will automatically display when users begin typing.
### Per diem reimbursements
If your company has per diem reimbursements enabled, you can submit per diem reimbursement requests for business travel. To get started, go to **Home** > **New** > [**Reimbursement**](https://app.ramp.com/details/reimbursements/new) and select **New per-diem**.
On the per diem form, enter your travel destination and date range. The reimbursement amount is calculated automatically based on your company's per diem rate configuration.
If your company has meal deductions configured, a daily breakdown table appears where you can mark which meals (breakfast, lunch, dinner) were provided by your employer on each day of travel. Provided meals reduce the per diem amount according to your company's configured rates.
### Per diem for international employees
If your company has enabled country-specific per diem rates and your country of residence is in the list of supported countries, your per diem reimbursements are calculated using your country's government-mandated statutory rates.
The per diem form will show additional fields:
- **Departure time** and **Return time** — required fields that determine how many hours you traveled on your first and last day. The system uses these times to calculate partial-day rates based on your country's time-tier rules.
- **Meals provided** — if your country has statutory meal deductions, a daily table appears with checkboxes for breakfast, lunch, and dinner. Check the meals that were provided by your employer to apply the deduction.
The reimbursement amount section shows the rate basis, such as "Based on government-mandated per diem rates for Germany," and the calculated total. For international trips, the destination country determines the applicable rate from your home country's international rate table.
### Waiting for reimbursement approval
Once you submit a reimbursement, it will be routed to either your direct manager or admins for approval or a combination of reviewers for approval, based on the Expenses approval setup.
Reimbursement expenses will by default follow the Default approvals flow.
To use a different Expenses policy for reimbursement requests, the submitter must choose an existing fund linked to the desired policy in **Reimburse from** on the form.
- **If your reimbursement is approved,** it can be approved for electronic payment on Ramp or with another method your finance team chooses off Ramp. More in the "Getting paid back on or off Ramp" section.
- Approved reimbursements cannot be edited.
- **If a reimbursement is rejected,** you can [edit it and resubmit it](#editing-a-reimbursement) unless a missing-receipt affidavit is attached.
### Editing a reimbursement you submitted
You can edit a reimbursement that is in **Draft**, **Pending**, or **Rejected** status unless a missing-receipt affidavit is attached. To change a reimbursement with an affidavit, [delete the affidavit while the reimbursement is still a draft](/reimbursement-receipt-affidavits#change-a-reimbursement-after-signing-an-affidavit). After the reimbursement leaves **Draft**, you cannot edit it while the affidavit is attached. Approved reimbursements cannot be edited by the submitter.
**Editing a pending reimbursement inline:**
You can edit the following fields directly without returning the reimbursement to **Draft** or resetting its approval chain: memo; receipt or XML receipt attachments; attendees; trip association for non-per-diem reimbursements; entity; Sunshine Act details; policy and accounting tracking categories and tax amounts; per-diem daily-limit inclusion; budget mapping; custom fields; accounting date and amortization; and accounting splits or coding.
1. Go to **My Expenses** > [**Reimbursements**](https://app.ramp.com/home/my-reimbursements)
2. Click on the reimbursement you want to edit
3. Click the options menu ( **...** ) and select **Edit**
4. Update the inline fields you need to change
5. Click **Save changes**
6. Review the summary of your changes and confirm
**Editing and resubmitting a pending reimbursement:**
Use **Edit & resubmit** to change reimbursement-defining fields: merchant, amount or currency, transaction date, or per-diem dates, location, times, meals, lodging, weekend, or amount inputs. For a mileage reimbursement, this path is also required to change the route, distance, stops, round-trip selection, vehicle class, or personal-commute details. **Edit & resubmit** returns the **Pending** reimbursement to **Draft**, terminates its current approval chain, resets approvals when it is resubmitted, and reopens the full reimbursement form for editing.
1. Go to **My Expenses** > [**Reimbursements**](https://app.ramp.com/home/my-reimbursements)
2. Click on the pending reimbursement
3. Click the options menu ( **...** ) and select **Edit & resubmit**
4. Update the reimbursement-defining fields and submit the reimbursement
**Editing and resubmitting a rejected reimbursement:**
1. Go to **My Expenses** > [**Reimbursements**](https://app.ramp.com/home/my-reimbursements)
2. Click on the rejected reimbursement
3. Click the options menu ( **...** ) and select **Edit & resubmit**
4. Update the fields as needed and submit
**Who can edit:** While a reimbursement is pending, you, your direct manager (and any manager in your reporting chain), your assigned assistant, and anyone with the Accounting or Admin role may edit it. Inline fields can be edited directly on the reimbursement detail page; reimbursement-defining fields require **Edit & resubmit**. For the reviewer workflow, see [Editing reimbursements as a reviewer](/reviewing-reimbursements#editing-reimbursements-as-a-reviewer).
**How edits affect approvals:** Inline edits do not reset the approval chain. Using **Edit & resubmit** returns the **Pending** reimbursement to **Draft**, terminates the current approval chain, and resets approvals when it is resubmitted.
### Deleting a reimbursement
You can delete your own reimbursement requests that have not yet been approved and paid. The **Delete** option is available on reimbursements with the following statuses: **Draft**, **Pending** (submitted, awaiting approval), **Rejected**, and **Failed**.
To delete a reimbursement:
1. Go to **My Expenses** > [**Reimbursements**](https://app.ramp.com/home/my-reimbursements)
2. Click on the reimbursement you want to delete
3. Click the options menu and select **Delete**
4. Confirm the deletion when prompted
To delete multiple draft reimbursements at once, select the check boxes next to each reimbursement in your **Drafts** list and click **Delete** at the bottom of the page.
> **Note:** Deletion is permanent and cannot be undone or recovered. If you still need the reimbursement after deleting it, [submit a new one](#how-to-submit-a-reimbursement).
If your reimbursement has already been approved and is awaiting or processing payment, you cannot delete it yourself. Ask your admin or owner to [cancel the payment](/reviewing-reimbursements#canceling-reimbursements) if it has not yet processed.
### Getting paid back on or off Ramp
You may get paid back in one of two ways depending on your finance team's preference.
- Electronic payment to your bank account
- Paid off the Ramp platform
**For payments on Ramp**
Once approved, you will receive funds directly into your bank account. The payment process after the final approval typically takes 3-5 business days *if* your finance team has scheduled real-time or daily payouts. Payments may be delivered in a week or a month if your finance team has scheduled weekly or monthly payouts.
After a reimbursement has been approved and before the payment begins processing, admins, and owners can cancel your reimbursement payment from the reimbursement drawer in case of mistakes in approval, payment method, or bank issues. This will both cancel and reject the reimbursement. If you believe this was done in error, you can duplicate and resubmit the reimbursement and let your manager and/or finance team know.
**For payments off Ramp**
If your company hasn't enabled payments via Ramp, you will be paid outside of the Ramp platform using alternative methods, such as Zelle, Venmo, check, payroll, or another method. The reimbursement will be marked as '**Paid Manually**,' which means:
- No ACH payment is sent through Ramp to your bank account. The ' **Paid Manually'** status is for tracking purposes only.
- For timing or details on the payment method, check with your manager, the company's finance, or the payroll team.
Ramp records off-platform reimbursements for tracking but does not provide employee paystubs or W-2s. If you need payroll documents, contact your employer's payroll provider.
## Bulk edit reimbursement drafts
Bulk uploading, bulk editing, and bulk submitting are quick actions that let you work across multiple reimbursements at once. Each reimbursement remains a separate expense for submission and review unless you add it to an Expense Group.
**Bulk upload:** Drag and drop up to 20 receipts into the upload section on the web. Ramp creates a separate reimbursement draft for each receipt.
**Bulk edit:** Apply the same field changes to multiple drafts:
1. Open [**Reimbursements**](https://app.ramp.com/home/personal-expenses/reimbursements)
2. Check the boxes on the left-hand side of the reimbursements you want to bulk edit
3. Click **Edit** on the bottom of the page
4. Select the field you want to bulk edit (e.g. memo, accounting fields, trip)
5. Enter the relevant information and click the green "Edit" button to save.
**Bulk submit:** Select multiple completed drafts, then click **Submit** in the action bar. Ramp submits each as a separate reimbursement unless the drafts are in an Expense Group.
## Group related reimbursements with Expense Groups
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
Expense Groups are different from bulk actions. You can still bulk upload, edit, and submit reimbursements, but adding drafts to an Expense Group keeps related reimbursements together through submission and review. Reviewers and approvers see the Expense Group and can review its individual reimbursements only when their [approval table is grouped by **Expense groups**](/reviewing-reimbursements#approving-expense-groups). Grouping is optional; you can submit reimbursements without an Expense Group.
### Create an Expense Group from uploaded receipts
1. Open [**Reimbursements**](https://app.ramp.com/home/personal-expenses/reimbursements).
2. Click **New > Reimbursement**, then select or drag and drop up to 20 receipts.
3. After Ramp creates the reimbursement drafts, they appear under **Other drafts**. Click **Create group**, choose the drafts you want to include or click **Select all**, then click **Create group** again.
4. Ramp may suggest a contextual group name based on the selected reimbursements. Review or edit the name in **Describe these expenses** on the web or **What are these expenses for?** on mobile.
5. Fill out the required fields for each reimbursement. Draft labels change from **Incomplete** to **Complete** when all required information is added.
6. Submit the Expense Group for review.
### Create an Expense Group from existing reimbursement drafts
From [**Reimbursements**](https://app.ramp.com/home/personal-expenses/reimbursements), select the draft reimbursements you want to group and click **Review & submit**. Ramp reopens an existing Expense Group only when every selected draft belongs to that same group. If the selected drafts are ungrouped or belong to different Expense Groups, Ramp creates a new Expense Group and may suggest a contextual name that you can change.
While reviewing reimbursements, you can also click **Create group** and select drafts from **Other drafts** or existing Expense Groups. To add another draft to an existing Expense Group, drag it to that group's **Drag to add to group** area. Each reimbursement draft can belong to only one Expense Group, so moving a draft removes it from its previous group.
## Missing Employee reimbursement permissions
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
If you are in the Employee role and your business is on Ramp Plus, you might not see the ability to submit reimbursements. Your business Owner or Admin may have removed this permission from the Employee role capabilities. Contact them for more information, or see [Customize roles and permissions](/customizing-roles-and-permissions) for details on role permissions.
## Frequently asked questions
### Can I recover, restore, or undo a deleted reimbursement?
No. Deleting a reimbursement is permanent. Ramp does not provide any way to recover, restore, or undo a deletion. If you still need to be reimbursed, [submit a new reimbursement](#how-to-submit-a-reimbursement). To avoid accidental deletions, Ramp shows a confirmation prompt before deleting a reimbursement.
### Can I delete a card transaction?
No. Card transactions are permanent records of completed purchases and cannot be deleted or removed from Ramp. If a charge is unauthorized or incorrect, see [Disputes at Ramp](/disputes-at-ramp). If you used your Ramp card for a personal or accidental purchase, see [Accidental or personal charges on Ramp](/accidental-or-personal-charges-on-ramp).
### Can I delete an expense on Ramp?
It depends on the type of expense. Out-of-pocket reimbursement expenses can be [deleted](#deleting-a-reimbursement) when they have not yet been approved and paid. Card transaction expenses cannot be deleted because they are permanent records of completed purchases.
### How do I cancel a reimbursement I already submitted?
If your reimbursement is still pending approval, you can [delete it](#deleting-a-reimbursement). If it has already been approved, ask your admin to [cancel the payment](/reviewing-reimbursements#canceling-reimbursements).
### Can I change the "Reimburse from" fund after a reimbursement is approved?
The **Reimburse from** fund can be changed while a reimbursement is in **Draft** or **Pending** status. While pending, you or anyone in your [approval chain](#editing-a-reimbursement-you-submitted) can edit the fund along with other reimbursement fields unless a missing-receipt affidavit is attached. Once the reimbursement is approved, the fund is locked and cannot be changed — even if it has not yet been paid or synced to your accounting provider.
If the reimbursement has been approved but payment has not yet begun processing, ask your Admin or Owner to [cancel the payment](https://support.ramp.com/reviewing-reimbursements#canceling-reimbursements) so you can resubmit it with the correct fund. If payment is already processing or complete, the fund cannot be changed. Contact your finance team to determine how to handle the correction.
After approval, only accounting fields (such as accounting categories, memo, and entity) can be edited by Accounting or Admin users. For more details on post-approval editing rules, see [Editing reimbursements as a reviewer](https://support.ramp.com/reviewing-reimbursements#editing-reimbursements-as-a-reviewer).
### Can I enter a negative amount or add a credit line item to a reimbursement?
No. Reimbursement amounts must be greater than zero. There is no way to add a negative or credit line item to reduce a reimbursement amount. To return all or part of an eligible paid reimbursement, use [Reimbursement repayments](/reimbursement-repayments). To return money for an accidental or out-of-policy Ramp Card transaction, use [Employee repayments](/employee-repayments).
### Can I use Ramp to get reimbursed for hours worked, submit timesheets, or track billable hours?
Ramp does not provide a native timesheet, time-entry, or billable-hours workflow to support this.
---
# Paystubs and W-2 forms
> Official Ramp Help Center article. Topic: Reimbursements / Submit Reimbursements. [View the canonical page](https://support.ramp.com/paystubs-and-w-2-forms).
## Overview
Ramp does not provide employee paystubs, W-2s, or W-4 forms, even if your company uses Ramp for cards, reimbursements, or bill payments. For these documents, contact your employer's payroll provider or HR team.
The tax document features in Ramp — such as [1099 filing](/1099-filing-on-ramp) and [W-9 collection](/manage-vendor-tax-details) — do not include employee payroll forms.
## Payroll-related activity in Ramp
Your company may use payroll to settle reimbursements or card repayments outside of Ramp. When that happens, you may see related activity in Ramp:
- **Reimbursements paid outside Ramp** show a **Paid Manually** status. This means your company handled the payment off-platform. Ramp does not generate a paystub or W-2 for it. For details on reimbursement timing and status, see [Submitting reimbursements](/submitting-reimbursements).
- **Card repayments settled outside Ramp** use the **Repay off Ramp** flow and the **Mark as repaid** action. For details, see [Employee repayments](/employee-repayments).
## Frequently asked questions
### Why does Ramp show a reimbursement as paid manually?
**Paid Manually** means your company paid the reimbursement outside of Ramp — for example, through payroll, by check, or through another internal process. Ramp records this status for tracking, but payroll documents come from your employer's payroll provider, not from Ramp.
### Where do I get a W-4 form?
Contact your employer's payroll provider or HR team. Ramp does not provide W-4 forms.
---
# Reimbursement receipt affidavits
> Official Ramp Help Center article. Topic: Reimbursements / Submit Reimbursements. [View the canonical page](https://support.ramp.com/reimbursement-receipt-affidavits).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
> **Alpha.** This feature is in early development and may change based on feedback.
Reimbursement receipt affidavits let employees sign a statement when a receipt for an out-of-pocket expense is lost or was never issued. If the business allows affidavits for reimbursements, the signed affidavit fulfills an ordinary receipt requirement and the reimbursement continues through its normal approval flow.
During Alpha, this feature may not be enabled for every Ramp Plus business.
## Submit a reimbursement receipt affidavit
You can sign an affidavit only for your own draft out-of-pocket reimbursement when no receipt is attached. Your business must enable reimbursement affidavits, and the reimbursement must be at or below any amount threshold the business sets.
1. Create or open your draft [reimbursement](https://app.ramp.com/details/reimbursements/new).
2. Enter the merchant, a positive amount, the transaction date, and a memo if your policy requires one.
3. If your company allows affidavits in its expense policy, **I don't have a receipt** appears under **Options**. Select it to sign an affidavit instead of attaching a receipt.
4. Describe what you purchased, the business purpose, and why the receipt is missing. Enter your full legal name as your signature, then select **Save**.
5. Confirm that Ramp generated a signed affidavit PDF and attached it to the reimbursement, then submit the reimbursement when its other requirements are complete.
Signing the affidavit locks the draft fields covered by the signed statement, but it does not submit the reimbursement. The reimbursement still follows your business's normal approval process, and an affidavit does not guarantee approval.
If **I don't have a receipt** does not appear, the reimbursement is not eligible. Confirm that it is your own draft out-of-pocket reimbursement, has no receipt, and does not exceed your business's affidavit threshold. Ask an Admin to confirm that affidavits are enabled for reimbursements.
## Change a reimbursement after signing an affidavit
You can change a reimbursement with an affidavit only while the reimbursement is still a draft. The signed affidavit must be removed before you can edit the reimbursement.
1. Open **Options** and select **Delete affidavit**.
2. Update the reimbursement fields.
3. Select **I don't have a receipt** and complete the affidavit form again.
Deleting the affidavit voids it and unlocks the draft. The previous affidavit responses are not carried into the new affidavit, so review and re-enter every response before signing. After the reimbursement leaves the draft state, you cannot edit it while its affidavit is attached.
## Configure affidavits for reimbursements
From **Policy** > **Travel & expenses** > **Additional controls** > [**Expense requirements**](https://app.ramp.com/settings/expense-policy/travel-and-expenses#/d/expense-policy/submission-policies), Admins can manage this feature under **Receipt compliance**. The reimbursement setting is off by default, and changing it requires permission to manage global reimbursement settings.
1. Under **Receipt compliance**, turn on **Require affidavits for missing receipts**.
2. Under **Apply to**, select **Reimbursements**.
3. Optional: Under **Advanced restrictions**, enter an **Amount threshold** in USD. Leave the field as **No limit** to allow eligible reimbursements of any amount.
The threshold is inclusive: an affidavit is allowed when the reimbursement's USD amount is equal to or below the threshold. When both **Card transactions** and **Reimbursements** are selected, the displayed threshold applies to both scopes. Blocked merchant and merchant-category restrictions apply only to card transactions, not reimbursement affidavits.
## How affidavits affect receipt requirements
A reimbursement affidavit is not a receipt. It is an optional substitute that fulfills an ordinary required-receipt policy only when the business has enabled affidavits for reimbursements and the reimbursement is eligible. Enabling the feature does not require employees to use an affidavit when a receipt is missing.
An affidavit does not fulfill a separate XML receipt requirement. Reimbursements with affidavits continue through the normal approval process and remain subject to the business's other policy requirements.
---
# How to add / change personal bank account details
> Official Ramp Help Center article. Topic: Reimbursements / Submit Reimbursements. [View the canonical page](https://support.ramp.com/how-to-add-change-personal-bank-account-details).
## Overview
Ramp allows all users to connect a personal bank account to receive reimbursement payments from their employer. US-based employees can also use this account to submit repayments for accidental charges, which we provide details on [here](/employee-repayments).
We currently support direct and manual connections to US-based accounts for ACH payments, and manual connections with non-US accounts to receive wire payments.
Please note you can only have one personal bank account connected at a time.Also, we do not currently support spending from credit/debit cards or third-party money transfer accounts.
## Adding a US-based account
To add your personal bank account for reimbursements:
1. Sign in to your account and click Profile (top right) > My settings > [Banking Tab](https://app.ramp.com/settings/personal-settings/banking).
2. Click "[Connect New Account](https://app.ramp.com/settings/profile/banking-setup)."
3. If your banking institution is supported, select that option, follow the prompts, and you'll be all set (if you are prompted to add a mailing address, please enter your personal mailing address).
If your bank is not supported, or you have trouble connecting directly, you can click the **Add account details** button to establish a manual connection. This will prompt you to enter your account and routing information directly.
Keep in mind that checking accounts will work best, and to make repayments, your bank account must be able to make payments as well as receive them.
> **Please note:** we encourage users to verify their bank accounts as a best practice, but it's not necessary to receive reimbursements. Users can submit and process reimbursements without verification. However, verification is required to initiate repayments.
## Adding an international bank account
To add your personal bank account for reimbursements:
1. Sign in to your account and click Profile (top right) > My settings > [Banking tab](https://app.ramp.com/settings/personal-settings/banking).
2. Click "[Connect New Account](https://app.ramp.com/settings/profile/banking-setup)."
3. To add an international bank account, scroll past the list of banks and click "[Add account details](https://app.ramp.com/settings/profile/banking-setup/manual-bank-account)".
4. From there, select your country, enter your account details, and you're good to go. Note that required fields for bank accounts vary by country. If you're not sure how to enter your information or what is being requested, your bank representative may be of assistance.
> **Please note:** Businesses based in Nevada, and businesses in certain industries, may not be able to use international reimbursements or may require Enhanced Due Diligence (EDD). See [Limitations for international reimbursements](/limitations-for-international-reimbursements) for details. Additionally, we currently do not support repayments to international bank accounts.
## Removing a personal bank account
To remove your personal bank account for reimbursements:
1. Sign in to your account and click Profile (top right) > My settings > [Banking tab](https://app.ramp.com/settings/personal-settings/banking).
2. Click on the three small dots to the right and select "Remove Connection".
---
# Personal Card Reimbursements
> Official Ramp Help Center article. Topic: Reimbursements / Submit Reimbursements. [View the canonical page](https://support.ramp.com/personal-card-reimbursements).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
Personal Card Reimbursements lets employees connect a personal credit card to Ramp via Plaid and create reimbursement drafts from imported personal card transactions. Ramp pre-fills the merchant, amount, and date so employees can submit faster and reviewers can better verify that the expense came from a real card transaction.
Your company must have reimbursements enabled before you can use this feature.
In Ramp, you may see this workflow described by labels such as **Personal credit card**, **Connect card**, **Import via personal card**, and **Personal Card Transactions**.
## How it works
1. Go to [**Banking**](https://app.ramp.com/s/personal-settings/banking) and use the **Personal credit card** section to click **Connect card** , then follow the prompts on the screen to connect your card.
2. Return to your homepage and click **New** > **Reimbursement** to open the personal card feed.
3. Choose one or more transactions from feed to create reimbursement drafts, or select **I didn't use this card** if your reimbursement was on a different card.
4. Review the pre-filled merchant, amount, and date, then add any other fields your company requires.
5. Submit the reimbursement through the normal reimbursement flow.
For general reimbursement requirements, payment setup, and payout timing, see [Submitting reimbursements](/submitting-reimbursements) and [How to add / change personal bank account details](/how-to-add-change-personal-bank-account-details).
## Privacy and visibility
- Assistant access to your personal card transactions is off by default. If this setting stays off, nothing changes and your Assistants do not get access to your personal card transaction feed.
- To grant your own Assistant access, open your [Delegation settings](https://app.ramp.com/settings/personal-settings/delegation), select the assigned Assistant, enable **View and import personal card transactions**, and save your changes.
- Ramp requires MFA or another step-up verification when this setting changes.
- An assigned Assistant with this setting enabled can view and import your personal card transactions and create reimbursement drafts for you. Your company's normal reimbursement permissions apply after a draft is created.
- You remain responsible for connecting, relinking, and refreshing your personal card account. Assistants cannot perform these account actions for you.
- Being an Admin, manager, or reviewer does not grant access to your personal card transactions. Personal card transactions are only visible after you or an enabled assigned Assistant creates a reimbursement from it.
- Personal card transactions are excluded from logging and impersonation access.
- For more information on our security posture, visit our [security brief](/personal-card-reimbursements-security-brief).
## What reviewers see
- When you submit a reimbursement created from a personal card transaction, reviewers see the label **Imported via personal card** .
- This helps reviewers verify that the expense is tied to a real card transaction while still following the normal reimbursement approval flow.
- Reviewers do not get access to the rest of your personal card transaction feed.
For more on approval actions after submission, see [Reviewing reimbursements](/reviewing-reimbursements).
## Frequently asked questions
### Do I still need to complete my company's required reimbursement fields?
Yes. Personal Card Reimbursements pre-fills the merchant, amount, and date, but your company's normal reimbursement requirements still apply.
### Can I create reimbursements from more than one personal card transaction?
Yes. You can use one transaction or multiple transactions from your imported personal card feed to create reimbursement drafts.
### Can I link multiple personal credit cards?
At this time, you may only link one personal credit card at a time.
### Can my admin or manager see all of my personal card transactions?
No. Being an Admin or manager does not grant access to your personal card transaction feed. See [Privacy and visibility](#privacy-and-visibility) for the separate opt-in access available to an assigned Assistant.
### What if I do not see Personal Card Reimbursements in Ramp?
This feature is available on [Ramp Plus](/ramp-plus-overview). If you do not see it, your business may not be on Ramp Plus, or may not have reimbursements enabled.
### What labels should I look for in Ramp?
Look for the **Personal credit card** section in **Banking**, the **Connect card** button, the **Import via personal card** option when creating a reimbursement, and the **Imported via personal card** label after you submit.
---
# Personal Card Reimbursements: Security Brief
> Official Ramp Help Center article. Topic: Reimbursements / Submit Reimbursements. [View the canonical page](https://support.ramp.com/personal-card-reimbursements-security-brief).
*Prepared for Legal, Privacy, and Compliance*
Sometimes employees have to use a personal card for business expenses. The problem: submitting reimbursements for expenses on personal cards used to be a pain. Ramp's Personal Card Reimbursements make this process easy. Employees can connect their personal card via [Plaid](https://plaid.com/docs/transactions/) and choose which business transactions to submit for reimbursement.
## Data flow overview
## Product overview: personal card reimbursements
When an employee chooses to link a card, Ramp uses [Plaid](https://plaid.com/docs/transactions/) to retrieve a bounded window of recent transactions and shows a limited transaction summary in the Ramp app. The interface is limited to the data fields needed to identify the charge, such as merchant, amount, date, currency, and pending status. Being a manager, company Admin, or company Owner does not grant access to this data. An assigned Assistant can access the feed only after the employee explicitly enables access.
The employee can select one or more transactions to create a personal card reimbursement, after which the reimbursement enters Ramp's standard approval workflow. Ramp does not require a card connection to submit reimbursements and does not retain personal card or account metadata as part of the reimbursement record. Learn more about how to use this feature in our [Help Center article](/personal-card-reimbursements).
## Ramp's overall security posture
Ramp maintains a SOC 2 Type II report which provides validation from an independent third-party auditor that our security program meets industry standards to keep your data protected. This report is updated on an annual basis—you can download the latest version and learn more about our security program at [trust.ramp.com](https://trust.ramp.com/).
## Threat model: personal card reimbursements
Some of the key privacy and security risks we considered and worked to mitigate when designing this feature include:
- Potential compromise of linked-card credentials or tokens, or third-party access, which could be used to access user transactions through plaid by an unauthorized party
- Potential compromise of Ramp storage, admin surfaces, or observability tooling, which could expose personal transaction details or related metadata.
- Excessive collection, retention, or internal visibility, which would create avoidable privacy and compliance risk for a feature involving personal financial data.
To help mitigate these risks, Ramp designed the Personal Card Reimbursements feature to limit the personal data collected and stored, protect credentials and reimbursement-linked data, restrict data access, and give employees clear control over the connection.
## Mitigations
### Access to personal transaction data
The connection is employee-initiated through Plaid. Once the connection is completed, Ramp retrieves transactions from the past 30 days. Assistant access is off by default, and only the personal card owner can enable access for Assistants. Ramp requires MFA or another step-up verification for this change. If the setting stays off, Assistants receive no access to the feed. See [Personal Card Reimbursements](/personal-card-reimbursements#privacy-and-visibility) for the access workflow and account responsibilities. The reimbursement record is tied only to the selected transaction used to support the reimbursement; unrelated [personal account metadata](https://plaid.com/docs/api/processor-partners/#processor-transactions-get-response-account) is not saved by Ramp as part of that record.
### User control, consent, and disconnecting access
Employees can choose to connect or disconnect their card at any time. When a user disconnects from Plaid or is offboarded by their organization, Ramp removes the connection from active use and deactivates the access token, rendering it unusable by Ramp or any other party.
### Data minimization
Before a reimbursement is created, Ramp retrieves a 30-day recent transaction window and presents a limited summary of candidate transactions to the employee. Transaction IDs are hashed and cannot be used to fetch the original from Plaid. The selection interface is limited to fields needed to identify the charge, such as merchant, amount, date, currency, and pending status. Once the employee selects a transaction, Ramp stores the selected transaction information corresponding to that reimbursement ([more info here](https://plaid.com/docs/api/products/transactions/#transactions-get-response-transactions)). The created reimbursement record does not retain personal card or account metadata, aside from the account ID (which cannot be used to retrieve transactions without an access token, which we encrypt) and the account mask (last 4 digits). Plaid transaction data linked to a reimbursement follows the reimbursement record's lifecycle and deletion model.
Ramp also records limited merchant information from linked-card transactions, including transactions not selected for reimbursement through Ramp to identify and standardize merchant names and categories and improve merchant matching from personal card transactions. Ramp may retain the resulting merchant mapping for reuse in the matching process. The merchant data stored is limited to the merchant name only, and cannot be linked back to the user.
### Protecting stored data
Credentials used to access the linked-card connection are encrypted at rest using a dedicated key domain separate from other Ramp encryption keys. Data is transmitted over encrypted connections (TLS 1.2+ between Ramp, user, and Plaid. More info on how Plaid handles data found [here](https://plaid.com/safety/)). Ramp maintains controls designed to prevent monitoring or logging of transaction data from the recent transaction window before it has been imported to Ramp, except that limited merchant information may be processed through Ramp's merchant-matching and observability flow for matching and evaluation purposes, without explicit customer or transaction identifiers.
### Retention and deletion
Pre-selection transaction data is encrypted and expires automatically. When a reimbursement tied to Plaid data is deleted, we delete the corresponding Plaid data, and the associate reimbursement is deleted in accordance with our retention policies. When a card connection is disconnected or a user is offboarded, Ramp removes the connection from active use and disables the connection from future use. Selected transaction data remains tied to the reimbursement record consistent with financial record-keeping needs. Merchant-matching results, containing only the merchant descriptor, lifecycle timestamps, and the corresponding Ramp merchant identifier, are retained for as long as the mapping remains active and continues to serve the merchant-matching function. These results are soft-deleted when the mapping is no longer active.
---
# Employee reimbursements for Canadian businesses
> Official Ramp Help Center article. Topic: Reimbursements / Submit Reimbursements. [View the canonical page](https://support.ramp.com/employee-reimbursements-for-canadian-businesses).
## Overview
Ramp supports CAD reimbursements for Canadian businesses, funded from the company's CAD bank account. Payouts are delivered to the employee's local bank account via Wise; employees in Canada can receive a standard Canadian bank transfer, with Interac e-Transfer available as an option.
Domestic reimbursements within Canada and international payouts to employees in 65+ countries are both supported.
## How reimbursements work
1. An employee submits a reimbursement request in Ramp, including a receipt and the amount spent.
2. A finance admin or designated approver reviews the request.
3. Once approved, Ramp initiates the payout from your connected CAD bank account.
4. The employee receives the funds in their local bank account via Wise. Employees in Canada can receive a standard Canadian bank transfer, with Interac e-Transfer available as an option. For Interac e-Transfer payouts, the employee receives a notification email from Ramp's payment partner with instructions to claim the funds.
## Eligibility
To use CAD-funded reimbursements, your business must:
- Have a legally registered entity in Canada
- Have completed Canadian KYB/KYC (the same verification completed during your Ramp card application — you only need to do this once)
- Use a supported accounting setup: QuickBooks Online, Xero, NetSuite OneWorld, Sage Intacct, or Universal CSV
## Payment timelines
| Destination | Estimated timeline |
| --- | --- |
| Canada (CAD payout) | ~5 business days |
| International (local currency payout) | 3–7 business days (varies by country) |
## Setting up reimbursements
1. Confirm your entity has completed Canadian KYB/KYC. If you've already set up a Ramp card program, this step is done.
2. Connect your CAD bank account under **Settings → Entities** .
3. Enable reimbursements under **Expenses → Reimbursements → Settings** .
4. Configure your approval policy to define who reviews and approves reimbursement requests and at what thresholds.
5. Employees can begin submitting reimbursements from the **Expenses** tab in the Ramp web app or mobile app.
## Reimbursing employees outside Canada
Canadian businesses can reimburse employees in 65+ countries in local currencies. This is particularly useful for distributed teams with employees in the US, UK, Europe, or APAC.
Payouts are initiated from your CAD bank account. Employees add their local bank account details to their Ramp profile to receive payouts.
## Tax coding
Ramp supports GST, HST, and PST tax coding for reimbursement transactions. Employees can tag the applicable tax code when submitting an expense request, and Ramp syncs the transaction to your connected accounting software with the correct tax classification applied.
When your business has AI coding enabled and meets the tax setup requirements, Ramp can [automatically apply a tax code from the receipt](/automatically-code-international-tax-from-receipts) after the employee submits the reimbursement. Ramp does not automatically code tax fields while the reimbursement is a draft. Employees can still select a tax code manually.
*Note: Tax code syncing is supported for QuickBooks Online, Xero, NetSuite OneWorld, and Sage Intacct.*
## Employee setup
For employees to receive reimbursements, they need to:
1. Accept their Ramp invite and create a profile.
2. Add their bank account details under **Profile → Reimbursements** . Canadian employees should add a Canadian bank account (institution number, transit number, and account number).
3. Employees outside Canada should add their local bank account details in the supported format for their country.
## Frequently asked questions
### Can I reimburse employees who are based outside Canada?
Yes. Ramp supports payouts to employees in 65+ countries. Employees outside Canada add their local bank account details to their Ramp profile to receive payouts in their local currency.
### Can employees submit expenses in currencies other than CAD?
Yes. Employees can log expenses in any currency. Ramp converts the amount and reimburses accordingly — in CAD for domestic employees, or in local currency for employees abroad.
### Do I need to complete KYB again if I already did it for my card application?
No. KYB/KYC is completed once and applies across all Ramp products — cards, reimbursements, and Bill Pay. No additional verification is required.
### How do Canadian employees receive domestic reimbursement funds?
Canadian employees can receive domestic CAD reimbursements by standard Canadian bank transfer or Interac e-Transfer. For reimbursements delivered by Interac e-Transfer through Ramp's payment partner:
1. The employee receives a notification email from Ramp's payment partner (not from Ramp) with instructions to claim the Interac e-Transfer.
2. The employee follows the instructions to claim and deposit the funds to their Canadian bank account. A security question or PIN may be required to complete the claim.
> **Important:** The Interac e-Transfer notification and any related security information come from Ramp's payment partner — not from Ramp. If you don't see the notification email, check your spam or junk folder.
### What if an employee enters incorrect bank account details?
If a payout fails due to incorrect bank information, the funds are returned to your account and you'll be notified. The employee will need to update their bank details and the reimbursement can be reissued.
---
# Fund reimbursements in local currency
> Official Ramp Help Center article. Topic: Reimbursements / Submit Reimbursements. [View the canonical page](https://support.ramp.com/employee-reimbursements-for-international-businesses).
## Overview
> **Available on Ramp Enterprise.** See [Ramp Enterprise overview](/ramp-enterprise-overview) for plan details.
> **Note:** This feature supports Sage Intacct, NetSuite, and Universal CSV integrations only. Other ERPs are not supported. To opt in, contact your Account Manager.
If your business operates an international entity, you can fund employee reimbursements directly from a local-currency bank account — avoiding FX fees and the need to wire funds from a parent entity every pay cycle.
This article covers international reimbursements **funded from an international entity's local-currency bank account**. If you need to reimburse employees to an international bank account without funding from a local-currency entity bank account, see [Reimburse employees in local currency](/international-reimbursements).
| If you need to... | Read |
| --- | --- |
| Reimburse employees to an international bank account without funding from an international entity's local-currency bank account | [Reimburse employees in local currency](/international-reimbursements) |
| Fund reimbursements from an international entity's local-currency bank account, available on Ramp Enterprise with supported ERPs | [Fund reimbursements in local currency](/employee-reimbursements-for-international-businesses) |
## Supported currencies
Locally-funded reimbursements are available in:
- **CAD** — Canadian Dollar
- **GBP** — British Pound
- **EUR** — Euro
- **AUD** — Australian Dollar
- **SGD** — Singapore Dollar
- **JPY** — Japanese Yen
- **MXN** — Mexican Peso
- **BRL** — Brazilian Real
- **ZAR** — South African Rand
- **INR** — Indian Rupee
Each currency requires a connected bank account in the matching country. CAD reimbursements have a dedicated setup guide — see [Employee reimbursements for Canadian businesses](/employee-reimbursements-for-canadian-businesses). INR reimbursements have additional setup steps — see [Indian Rupee (INR) reimbursements](/indian-rupee-inr-reimbursements).
## How can your business benefit?
### Eliminate inter-company transfers
By paying employees directly from your local bank account, you avoid funding your local entity from a parent entity each pay cycle. This simplifies cash management and reduces audit complexity for multi-entity businesses.
### Avoid FX fees on same-currency reimbursements
Funding reimbursements from a local-currency bank account means no currency conversion when the reimbursement is in the same currency as the funding account.
## How does it work?
Setup is two steps:
1. **Add and verify your local bank account** at [**Banking > Linked accounts**](https://app.ramp.com/s/company-settings/financial-accounts) . The account must be verified before it's available for reimbursements — see [International bank connections overview](/international-bank-connections-overview) for the linking flow.
2. **Assign the account to your entity** at [**Settings > Entities**](https://app.ramp.com/settings/entities) **> [your entity] > Reimbursements card > Settings > Payment** . Once assigned, employee reimbursements that match the entity's currency are paid directly from that account.
Some currencies require Account Manager enablement first. If you see "Contact support to get access," reach out to your AM.
## Do locally-funded reimbursement payments sync to my accounting provider?
Not entirely. While **individual employee reimbursements** will sync to your ERP (e.g., Sage, NetSuite, UCSV) as **open bills**, the **statement payment that settles those reimbursements does not sync**. To reconcile, customers must:
1. Create a **manual journal entry** in their ERP at the end of the month to reflect the consolidated reimbursement statement payment.
2. Use that entry to close out all synced open reimbursement bills.
## How should I reconcile GBP/EUR locally-funded reimbursements?
For reimbursements paid in GBP or EUR, we recommend using a **"Default Vendor"** setup. This ensures all same-currency reimbursements can be grouped under one manually recorded payment. At the month's end, record a **manual payment** in your ERP for the total reimbursement statement, then select all related GBP/EUR bills to close them out. This process is currently **not automated** and must be done manually.
## Frequently asked questions
### Are there industry or location restrictions?
Yes. International reimbursements have industry and state restrictions. See [Limitations for international reimbursements](/limitations-for-international-reimbursements).
### Does Ramp also pay our card statement from the same local bank account?
Yes — that's a separate but related feature. See [Locally-funded statement payments](/locally-funded-statement-payments).
## Related articles
- [Reimburse employees in local currency](/international-reimbursements)
- [Employee reimbursements for Canadian businesses](/employee-reimbursements-for-canadian-businesses)
- [Indian Rupee (INR) reimbursements](/indian-rupee-inr-reimbursements)
- [International bank connections overview](/international-bank-connections-overview)
- [Locally-funded statement payments](/locally-funded-statement-payments)
- [Limitations for international reimbursements](/limitations-for-international-reimbursements)
---
# Indian Rupee (INR) Reimbursements
> Official Ramp Help Center article. Topic: Reimbursements / Submit Reimbursements. [View the canonical page](https://support.ramp.com/indian-rupee-inr-reimbursements).
## Overview
Ramp supports Indian Rupee (INR) reimbursements for multinational companies with employees in India. With INR reimbursements on Ramp, you can reimburse employees in INR directly from your Indian bank accounts.
---
## INR reimbursements
With INR Reimbursements, your company prefunds an INR balance on Ramp, and approved employee reimbursements are automatically paid out in INR from that balance.
***Note:** INR Reimbursements with a prefunded account are only available on the **Enterprise** plan.*
### Setting up INR reimbursements
To enable INR Reimbursements, an admin must complete the following steps:
1. Navigate to [**Settings** > **Entities**](https://app.ramp.com/settings/entities) and select your Indian entity (or create a new one).
2. Choose **INR Prefunded Account** as the reimbursement payment method.
- You'll see the option: *"Fund the Prefunded Account with your INR bank account. Reimbursements will be paid in INR."*
3. Complete the required KYB (Know Your Business) verification when prompted + accept the required legal agreements. You can track your KYB status on the entity settings page.
4. Once KYB is complete and agreements are accepted, your INR Reimbursement Account will be provisioned and appear under **Banking**.
### Funding your reimbursement account
Before reimbursements can be paid out, you need to prefund your INR Reimbursement Account:
1. Go to [**Banking**](https://app.ramp.com/banking) and select your INR Reimbursement Account.
2. Click **Deposit funds** , then click **See NEFT details** to view the transfer information.
3. You'll be shown the NEFT transfer details for your Ramp account, including the **Holder** (legal entity name), **IFSC code** , **Account** number, **Beneficiary address** , and **Bank name** .
4. Add and verify your Indian bank account as a funding source by clicking the three dots > Account settings.
- *Note: Ramp only accepts INR NEFT transfers from verified accounts you add in the account settings.*
5. Initiate a NEFT transfer from your Indian bank account to the Ramp account details shown.
6. Once the funds arrive, your **Total balance** and **Available balance** will update on the account page.
### How employees submit and get paid
For employees at an Indian entity:
1. The employee links their personal Indian bank account in Ramp, including their **Account holder name** , **Account number** , and **IFSC code** .
2. The employee submits a reimbursement request in Ramp and selects **INR** as the currency.
3. The reimbursement goes through your company's normal approval workflow.
4. Once approved, Ramp automatically pays the employee in INR from your prefunded balance. No manual payout step is needed.
### Low balance alerts
To make sure reimbursements aren't delayed, you can set up low balance alerts:
1. Go to your **INR Reimbursement Account** in [**Banking**](https://app.ramp.com/banking) .
2. Open **Settings** for the account.
3. Set a **Low balance alert threshold** in INR. When your available balance drops below this amount, you'll receive a notification to add more funds.
When your balance is low, a banner will appear on the **Reimbursements** page alerting you to deposit additional funds. Approved reimbursements in your Indian entity will be automatically paid from this account, so keeping a healthy balance ensures timely payouts to your team.
### Customer onboarding
**Stage 1: Entity Information (KYB)**
Actor: Any authorized Ramp user (US Admin or Indian Delegate). Goal: Capture unique identifiers to verify entity against government portals.
1. Company Identifiers (User Input - Plain Text)
- Company Legal Name (Ops note: must match MCA/GST records exactly)
- Registered Address (City, State, Zip)
- CIN (Corporate Identity Number, 21-character alphanumeric)
- GST Identification Number (GSTIN) (15-character alphanumeric, PAN extracted from chars 3–12)
**Stage 2: Individuals**
Actor: Any authorized Ramp user. Goal: Identify Authorized Signatories and Beneficial Owners. Collect identity documents for verification and sanctions screening.
1. Define Individuals. For each individual, capture:
- Full Name
- Title
- Email
- Phone
- Date of Birth
- Role (Authorized Signatory or Director / Beneficial Owner / Both)
- Residential Address
*Beneficial Owner = individual owning >10% shares/capital, per PMLA Rules 2023.*
2. KYC (Per Individual)
- PAN: Mandatory when residential address is in India. Optional otherwise. Validation: 10 characters (5 letters, 4 numbers, 1 letter).
- Passport Copy: Required.
**Stage 3: Bank Account Selection**
Actor: Any authorized Ramp user. Goal: Identify and select a company bank account as required by Ramp’s reimbursements flow of funds.
---
## USD-Funded INR reimbursements
Ramp also supports INR reimbursement payouts funded from your company’s linked USD bank account.
With this option:
- Employees submit reimbursements in INR as usual.
- Once approved, Ramp debits your company’s linked USD bank account via direct debit, and then initiates the INR payout to the employee.
> **Note:** USD-funded INR reimbursements are available on **Free**, **Plus**, and **Enterprise** plans.
---
# International mileage reimbursements
> Official Ramp Help Center article. Topic: Reimbursements / Submit Reimbursements. [View the canonical page](https://support.ramp.com/international-mileage-reimbursements).
## Overview
Ramp streamlines mileage reimbursements for your international team. We support country-specific rates, ensuring accurate compensation for employees wherever they drive. Just submit the mileage – Ramp handles the rest, calculating reimbursements based on each country's standard rates. If your country is not supported, contact your finance team for more information on how to submit mileage reimbursements.
## Single rate countries
| **Country** | **Rate** |
| --- | --- |
| United States | 72.5¢/mi through June 30, 2026; 76¢/mi from July 1, 2026 |
| Canada | 73¢/km \<= 5,000 km (per tax year), 67¢/km > 5,000 km (per tax year) |
| United Kingdom | 55p/mi \<= 10,000 mi (per tax year), 25p/mi > 10,000 mi (per tax year) |
| Spain | €0.26/km |
| Germany | €0.30/km |
| Australia | $0.88/km |
| Belgium | €0.4326/km |
| Netherlands | €0.23/km through December 31, 2025; €0.25/km from January 1, 2026 |
| South Africa | ZAR 4.95/km (from March 1, 2026), ZAR 4.76/km (from March 1, 2025) |
## Vehicle class rate countries
Certain countries reimburse mileage at different rates depending on the vehicle class, engine capacity, or distance traveled. Reimbursement rates in these countries may vary based on vehicle type or fuel consumption. France, Ireland, Poland, Finland, Denmark, and Austria are among the countries for which Ramp supports vehicle class-specified or tiered mileage reimbursement rates.
### France
France's mileage reimbursement is based on total travel kilometers per tax year. Ramp accurately sums your total traveled mileage for the tax year.
| **Engine Power** | **Up to 5,000 km** | **5,001 - 20,000 km** | **20,001 km and over** |
| --- | --- | --- | --- |
| Up to 3 CV | €0.529 | €0.316 | €0.370 |
| 4 CV | €0.606 | €0.340 | €0.407 |
| 5 CV | €0.636 | €0.357 | €0.427 |
| 6 CV | €0.665 | €0.374 | €0.447 |
| 7 CV and over | €0.697 | €0.394 | €0.470 |
Example: you have a 3 CV vehicle and traveled a total of 15,000 km for the tax year:
- 5,000 km x €0.529 + 10,000 km \* €0.316 = €5,805 reimbursed for the year
### Ireland
Ireland's mileage reimbursement is based on total travel kilometers per tax year. Ramp accurately sums up your total traveled mileage for the tax year.
| **Engine Capacity** | **Up to 1,500 km** | **1,501 - 5,500 km** | **5,501 - 25,000 km** | **25,001+ km** |
| --- | --- | --- | --- | --- |
| Up to 1200cc | €0.4180 | €0.7264 | €0.3178 | €0.2056 |
| 1201cc - 1500cc | €0.4340 | €0.7918 | €0.3179 | €0.2385 |
| 1501cc and over | €0.5182 | €0.9063 | €0.3922 | €0.2587 |
Example: you have a 1200cc vehicle and traveled a total of 15,000 km for the tax year:
- 1,500 km x €0.4180 + 4,000 km \* €0.7264 + 9,500 km x €0.3178 = €6,551.7 reimbursed for the year
### Poland
| **Engine Capacity** | **Rate per Kilometer** |
| --- | --- |
| Up to 900cc | PLN 0.89 |
| 901cc and over | PLN 1.15 |
### Finland
Finland's mileage reimbursement rates vary by vehicle type. The most common rates are listed below. Additional specialized vehicle types (e.g., vehicles towing trailers, transporting heavy cargo, or traveling on forest/construction roads) are also supported with higher rates.
| **Vehicle Type** | **Rate per Kilometer (2026)** |
| --- | --- |
| Car | €0.55/km |
| Company car (employee pays fuel) | €0.11/km |
| Motorcycle | €0.42/km |
| Moped | €0.23/km |
### Denmark
Denmark's mileage reimbursement rates are tiered based on total distance traveled per tax year, with a threshold at 20,000 km.
| **Vehicle Type** | **Up to 20,000 km (2026)** | **Over 20,000 km (2026)** |
| --- | --- | --- |
| Car or motorcycle | DKK 3.94/km | DKK 2.28/km |
| Bike or scooter | DKK 0.64/km | DKK 0.64/km (flat) |
### Austria
Austria's mileage reimbursement rates vary by vehicle type (2025).
| **Vehicle Type** | **Rate per Kilometer (2025)** |
| --- | --- |
| Car | €0.50/km |
| Car with additional passenger | €0.65/km |
| Motorbike | €0.50/km (Jan–Jun 2025), €0.25/km (Jul 2025+) |
| Bicycle | €0.50/km (Jan–Jun 2025), €0.25/km (Jul 2025+) |
## Unsupported countries
Specific mileage reimbursement rates are only supported for the countries in this article: United States, Canada, United Kingdom, Spain, Germany, Australia, France, Ireland, Poland, Belgium, Netherlands, Finland, Denmark, Austria, and South Africa. If you need to submit a mileage reimbursement for a different country, please use the [normal reimbursement](/international-reimbursements) with the appropriate amount.
## Frequently asked questions
### How does Ramp determine which rate to use?
First, Ramp looks at your place of residence. If there is no place of residence, then we look at your linked bank account. If none are set, then we use the United States rate.
### How does Ramp calculate rates that are set per tax year?
Ramp sums each employee’s total mileage for the tax year for countries who reimburse for the total year. These countries include Canada, the United Kingdom, France, and Ireland.
### What if an Admin changes the default rate?
Changing the default rate in the [Reimbursement Settings](http://ramp.com/expenses/reimbursements/needs-review/settings) will affect all employees in the United States
---
# Limitations for international reimbursements
> Official Ramp Help Center article. Topic: Reimbursements / Submit Reimbursements. [View the canonical page](https://support.ramp.com/limitations-for-international-reimbursements).
## Overview
Some businesses may not be able to use international reimbursements on Ramp. These limitations are based on where your business is based and the industry your business operates in.
This guidance applies to [international reimbursements](/international-reimbursements). For international Bill Pay limitations, see [Limitations for international Bill Pay](/limitations-for-international-bill-pay).
## When these limitations apply
### USD-funded reimbursements
For USD-funded reimbursements, these limitations apply when the payment is being sent internationally. Your business may still be able to use domestic payment methods, such as ACH or domestic wire, when those methods are available on Ramp.
### Reimbursements funded in CAD, EUR, or GBP
Reimbursements funded in CAD, EUR, or GBP are treated as international payments on Ramp. The limitations in this article apply.
## When international reimbursements aren't available
### Businesses based in Nevada
Businesses based in Nevada can't use international reimbursements on Ramp at this time, and exceptions aren't available.
### Not currently supported industries
Businesses in the following industries can't use international reimbursements on Ramp at this time:
- Cryptocurrency companies
- Money service businesses
- Tobacco
- Adult content
- Gambling and online gaming
- Weapons and military goods
- Cannabis-related businesses
## When enhanced due diligence (EDD) is required
## Enhanced review industries
Businesses in the following industries require Enhanced Due Diligence (EDD) before international reimbursements can be enabled:
- Company establishment services
- Freelance platforms
- Crowdfunding
- Charities and non-profits
- Financial services businesses
- Holding companies
- Insurance companies
- Investment companies
- Alcohol
- Pharmaceuticals
- Pharmacies
- Government services
- Automotive sales
- Chemicals
- Precious stones and metals
- Marketplaces and auction sites
- Ride-sharing services
If your business is in one of these industries, contact Ramp Support to start Enhanced Due Diligence (EDD). See [How to contact Ramp's Support team](/how-to-contact-ramps-support-team).
## Frequently asked questions
### If my business is USD-funded, can I still use ACH or domestic wire?
Yes. These limitations apply only when the reimbursement is being sent internationally. If domestic payment methods are available on Ramp, you may still be able to use them.
### Do these limitations apply to reimbursements funded in CAD, EUR, or GBP?
Yes. Reimbursements funded in CAD, EUR, or GBP are treated as international payments on Ramp, so the limitations in this article apply.
### Can I request an exception if my business is based in Nevada?
No. Businesses based in Nevada can't use international reimbursements on Ramp at this time.
### Can I request an exception if my business is in an industry that is not currently supported?
No. Businesses in industries that are not currently supported can't use international reimbursements on Ramp at this time.
### What happens if my business is in an enhanced review industry?
Businesses in enhanced review industries require Enhanced Due Diligence (EDD) before international reimbursements can be enabled. Contact Ramp Support to start EDD.
---
# Reimburse employees in local currency
> Official Ramp Help Center article. Topic: Reimbursements / Submit Reimbursements. [View the canonical page](https://support.ramp.com/international-reimbursements).
## Overview
With Ramp, you can use international reimbursements to pay employees in their local currency across 60+ countries.
This article covers reimbursement payouts to an employee's international bank account. If your Ramp Enterprise business uses Sage Intacct, NetSuite, or Universal CSV and wants to fund reimbursements from an international entity's local-currency bank account, see [Fund reimbursements in local currency](/employee-reimbursements-for-international-businesses).
| If you need to... | Read |
| --- | --- |
| Reimburse employees to an international bank account without funding from an international entity's local-currency bank account | [Reimburse employees in local currency](/international-reimbursements) |
| Fund reimbursements from an international entity's local-currency bank account, available on Ramp Enterprise with supported ERPs | [Fund reimbursements in local currency](/employee-reimbursements-for-international-businesses) |
Businesses based in Nevada, and businesses in certain industries, may not be able to use international reimbursements or may require Enhanced Due Diligence (EDD). See [Limitations for international reimbursements](/limitations-for-international-reimbursements) for details.
## How it works
### Step 1
Employees add their international bank accounts on Ramp.
### Step 2
Employees submit reimbursement and specify the currency of the transaction. Note: they will always be reimbursed in the local currency of their bank account's country.
### Step 3
Once the reimbursement is approved, a payment will be made from your US bank account to cover the reimbursement.
## Supported countries and currencies for international reimbursements
Argentina (ARS), Australia (AUD), Austria (EUR), Belgium (EUR), Botswana (BWP), Brazil (BRL), Bulgaria (EUR), Canada (CAD), Chile (CLP), China (CNY), Colombia (COP)\*\*, Costa Rica (CRC), Croatia (HRK), Cyprus (EUR), Czech Republic (CZK), Denmark (DKK), Egypt (EGP), Estonia (EUR), Finland (EUR), France (EUR), Georgia (GEL), Germany (EUR), Ghana (GHS), Greece (EUR), Hong Kong (HKD), Hungary (HUF), India (INR), Indonesia (IDR), Ireland (EUR), Israel and Palestinian territories (ILS)\*, Italy (EUR), Japan (JPY), Kenya (KES), Latvia (EUR), Liechtenstein (CHF), Lithuania (EUR), Luxembourg (EUR), Malaysia (MYR), Malta (EUR), Mexico (MXN), Monaco (EUR), Morocco (MAD), Nepal (NPR), Netherlands (EUR), New Zealand (NZD), Norway (NOK), Pakistan (PKR), Philippines (PHP), Poland (PLN), Portugal (EUR), Romania (RON), Singapore (SGD), Slovakia (EUR), Slovenia (EUR), South Africa (ZAR), South Korea (KRW), Spain (EUR), Sri Lanka (LKR), Sweden (SEK), Switzerland (CHF), Thailand (THB), Turkey (TRY), United Arab Emirates (AED)\*, United Kingdom (GBP), Uruguay (UYU), Vietnam (VND)
\* Israel and Palestinian territories: account address cannot be in the UAE
\* United Arab Emirates: account address cannot be in Israel
\*\* Colombia: only some Bancolombia accounts are partially supported
## More details
### Currency conversion
We use competitive currency conversion rates from Open Exchange based on the transaction date found [here](https://ramp.com/international-payments-pricing#app).
### Payment method
International reimbursements are always processed as an EFT.
### Fees
Employees will never incur costs for using international reimbursements. Please note that our payment provider may have additional fixed fees associated with some international reimbursements.
### Currency display for employees
Employees will see their local currency.
### Currency display for Admins
Admins will see the receipt amount and the payee amount. Ramp will show a message with the itemized amounts if the payee or statement amount differs from the receipt.
### International mileage reimbursements
Ramp supports international mileage reimbursements for specific countries on the web and mobile app. Ramp automatically reimburses international employees at their respective country's mileage reimbursement rate. See more on international mileage reimbursements and support countries [here](/international-mileage-reimbursements).
---
# Reimbursements overview for Admins
> Official Ramp Help Center article. Topic: Reimbursements / Manage Reimbursements. [View the canonical page](https://support.ramp.com/reimbursements-overview-for-admins).
> **Note: This article primarily applies to Ramp Administrators.**
> Cardholders may find other articles in the [Reimbursements](/reimbursements) section to be more applicable.
## Overview
Ramp aims to help you handle all company expenses in a single place. This includes paying employees back for mileage or out-of-pocket expenses via our Reimbursement product.
With Reimbursements, both domestic and foreign employees can submit requests for reimbursement, managers can review and approve these expenses, and Ramp will automatically facilitate payment to the employee within 3 business days. It's the fastest reimbursement product on the market.
## Setting up reimbursements
For a detailed setup guide, check out [this article](/reimbursements-set-up).
The basics are:
### Set your preferred payment method
Ramp enables and recommends paying employees directly to their bank account (via ACH if they're in the US and [via wire to more than 50 foreign countries](/international-reimbursements)).
Choose a company bank account to make payments from, have employees follow a [simple process to connect their bank account](/how-to-add-change-personal-bank-account-details), and begin making payments in no time. If you prefer to handle payments outside of Ramp, toggle on "Allow payments outside of Ramp," and you can use any method you like to handle payments off-platform.
### Set up your mileage policy
Choose whether or not you will allow mileage reimbursements and how much to pay per mile. You can also assign different rates based on department, place of residence, or individual employees.
**Google maps mileage**
Ramp's Google Maps mileage feature populates the mileage after employees enter a start and end location. This will then automatically compute how much to reimburse employees based on the route with the fewest number of miles. Mileage rates default to the IRS Standard Mileage Rate for business purposes for that calendar year.
**Deduct commute**
You can also set up the ability for your employees to deduct their commute by following these steps:
1. Open your [Reimbursement settings](https://app.ramp.com/expenses/reimbursements/all/settings)
2. Select the **Mileage** tab
3. Click **Enable commute deductions**
Employees will then have the option to set their home and office addresses and to choose whether to deduct one-way or round-trip fares.
**International mileage reimbursements** are available for the following countries on both the web and mobile iOS experience: Canada, United Kingdom, Spain, Germany, France, Australia, Belgium, Poland, Ireland, Netherlands, Finland, Denmark, Austria, and South Africa. Ramp automatically reimburses international employees at their respective country's mileage reimbursement rate.
> **Note:** You may manually adjust your mileage rate at any time by opening your [Reimbursement settings](https://app.ramp.com/expenses/reimbursements/all/settings) and selecting the *Mileage* tab. Also, if you disable mileage reimbursements, past mileage reimbursements cannot be edited.
### Set up your per diem policy
Admins can configure per diem rates for reimbursements by opening your [Reimbursement settings](https://app.ramp.com/expenses/reimbursements/all/settings) and selecting the **Per Diem** tab. Choose between GSA Standard rates or a custom daily rate. For businesses with international employees, Ramp also supports country-specific statutory per diem rates for 20 European countries. See the detailed setup article [here](/reimbursements-set-up#gsa--per-diem-reimbursements).
### Set up your submission policy
Confirm what information will be required when an employee submits a reimbursement, including receipts, memos, and any important accounting categories. More information on that here: [Submission Policies](/submission-policies)
### Set up your approval policy
Set up a custom approval workflow to ensure that all submitted reimbursements are reviewed and approved before paying. More information here: [Approval policies](/setting-up-expense-review-policies-for-transactions-and-reimbursements)
## How do employees submit reimbursements?
Submitting reimbursements through Ramp is easy. With just a few clicks, employees can create a reimbursement draft, fill it out with the relevant details, and get it sent off for approval.
Check out this article, [Submitting reimbursements](/submitting-reimbursements), for more information on:
- Editing reimbursement amounts
- Bulk approving reimbursements
- Foreign transaction reimbursements
- International reimbursements
- Reimbursement payment options
## Payment flow and timing
By default, Reimbursements and payments are 1-1. For each reimbursement, one debit will be made to your business bank account, and one credit will be made to the employee's bank account. Payments can also be batched by employee according to a configurable schedule. You can enable or disable this feature in the [Reimbursements Settings](https://app.ramp.com/reimbursements/needs-review/settings) page.
## Batch reimbursements
With batch payments enabled, we send a single payment to an employee's bank account for the reimbursements included in each scheduled batch and withdraw one amount per employee from your connected bank account. This means that if an employee submits ten reimbursements for $4 each, instead of sending your employee receiving ten separate payments for $4 as we would normally expect, we'll send a single batch payment to their bank account for $40 instead. When we debit the business, we will debit once for $40 as well in this case.
Reimbursements will show in your bank statement using the following format:
"RAMP REIMBURSE," followed by the first initial and last name of the employee being reimbursed.
To see which reimbursements were included in an ACH batch, you can click the relevant reimbursement in Ramp, click "Batched with other reimbursements", and get taken to a filtered view of all reimbursements included with that payment.
> **Please note:** international reimbursements can not be batched at this time.
## Accounting flow
Accounting for reimbursements is lightning fast like our Ramp card transactions. Currently, we use Bills to sync reimbursements to your Accounting Provider. If you've configured direct payments, we'll also sync a Bill Payment for you.
Check out this article for a more detailed breakdown: [Syncing reimbursement to accounting](/syncing-reimbursements-to-accounting)
## Reimbursing candidates and non-employees
If you need to reimburse job candidates or other non-employees for out-of-pocket expenses—like travel or parking—you can do so using Ramp’s **Guest** role. This limited-access role is ideal for individuals who need to submit reimbursements without being full users on your Ramp account.
To use this functionality:
- Assign the **Guest** role to the individual
- Guests can submit reimbursement requests directly through Ramp
The Guest role is available to businesses enrolled in**Ramp****Plus**Learn more about [Guest user functionality here](/user-role-deep-dive-guest).
## Frequently asked questions
### Can I submit reimbursements for someone else?
Yes. Anyone with the owner, admin, or Accounting role can submit reimbursements for another user as long as they have a bank account linked for ACH payments, and if payments outside of Ramp are not configured. Here are the steps:
1. Navigate to **Expenses** > **Reimbursements** tab.
2. Click **Request Reimbursement** .
3. Add the relevant receipt.
4. Use the **Choose person** option to select the user who should receive the reimbursement.
5. Click **Submit** —you're all set.
### Can I use Ramp for cash advances or prepayments for employee expenses?
Ramp does not offer a general cash advance or prepayment workflow for employee expenses. For expenses that need approval before purchase, issue [Ramp cards or funds](/issuing-a-ramp-card-or-funds), or have employees submit a booking request before purchase in [Booking travel on Ramp: Admin guide](/booking-travel-on-ramp-admin-guide) when they are booking flights or hotels in Ramp Travel. For out-of-pocket expenses, employees submit reimbursements after they pay. The exception is per diem reimbursements, which you can configure to allow submission before travel in [Reimbursements set up](/reimbursements-set-up#gsa--per-diem-reimbursements).
### Can I set up different policy requirements for mileage reimbursements?
Yes. If you do not want to require your employees to upload a receipt for mileage for example, you can update your submission policy for mileage reimbursements. You'll be able to update your submission policy for both mileage and regular reimbursements.
### How is mileage distance calculated?
We automatically calculate the distance between the start and end locations for a mileage reimbursement. The route we derive for that travel is based on the current road conditions (which account for traffic patterns and road closures), but this can also be manually overridden if needed.
---
# Reimbursements set up
> Official Ramp Help Center article. Topic: Reimbursements / Manage Reimbursements. [View the canonical page](https://support.ramp.com/reimbursements-set-up).
> **Note: This article primarily applies to Ramp Administrators.**
> Cardholders may find other articles in the [Reimbursements](/reimbursements) section to be more applicable.
## Overview
Ramp's Reimbursement feature allows businesses to reimburse domestic and international employees for business-related charges made on non-Ramp cards.
## Enable reimbursements for your business
Reimbursements are turned off by default. Navigate to **Expenses** -> **Reimbursements** and click **Setup** **reimbursements** to get started.
## Payment
To select the reimbursement payment methods and batching available to your employees, open your [Reimbursement settings](https://app.ramp.com/expenses/reimbursements/all/settings) and select the *Payment* tab.
### ACH / international transfers payments
If you'd like to pay your employees directly through Ramp, turn on ACH payments by clicking the slider next to ACH / International Transfers Disabled and configure a company bank account.
For multi-entity businesses on Ramp, please note that every Ramp account needs to have a bank account to spend from for payments to work.
### Payments outside of Ramp
Toggle on "Allow payments outside of Ramp" if you'd like to have the option to pay your employees off Ramp, for example, via check, payroll, etc. These types of payments aren't supported directly within the platform.
### Batch reimbursement payments
Toggle on "Batch reimbursement payments" if you'd like each employee's approved reimbursements to be batched into a single daily, weekly, or monthly debit instead of an individual debit for each reimbursement. When this option is enabled, domestic and international reimbursements will be batched at the following times:
- Daily: Payments are initiated at 8:30pm ET if approved in the past 24 hours
- **(Plus)** Weekly: Payments are initiated at 8:30pm ET on Fridays if approved in the past 7 days
- **(Plus)** Biweekly: Payments are initiated at 8:30pm ET every other Friday after configuring biweekly payments
- **(Plus)** Monthly: Payments are initiated at 8:30pm ET on the first of the month if approved within the past month
The accounting date is synced by default. To sync the approval date instead, clear the accounting date.
### GSA / per diem reimbursements
Admins can set per diem rates for reimbursements. Employees can request per diem reimbursements for future travel dates before the trip occurs. To configure per diem settings, open your [Reimbursement settings](https://app.ramp.com/expenses/reimbursements/all/settings) and select the **Per Diem** tab.
Toggle on **Enable per diem reimbursements**, then choose a rate type:
- **GSA Standard** — uses U.S. General Services Administration [per diem rates](https://www.gsa.gov/travel/plan-book/per-diem-rates) based on the travel destination. You can optionally enable:
- **Apply meal deductions** — reduces per diems by the set [M&IE](https://www.gsa.gov/travel/plan-a-trip/per-diem-rates/mie-breakdowns) rate when meals are provided to employees
- **Use reduced rates for travel days** — reimburses departure and return days at 75% of the daily rate
- **Custom Rate** — set a flat daily rate in any currency. You can optionally configure per-meal deduction amounts for breakfast, lunch, and dinner, and set a custom reduced-rate percentage for travel days.
### International per diem rates
Ramp supports country-specific statutory per diem rates for international employees. When enabled for your business, the system automatically applies your employee's home country's government-mandated per diem rules, including time-based rate tiers and meal deductions.
**How it works:**
- When an employee submits a per diem reimbursement, Ramp determines their country of residence and applies that country's statutory rules automatically.
- The daily rate may vary based on the total hours traveled. For example, in Germany, trips under 8 hours receive no per diem, 8 to 24 hours receive 50% of the daily rate, and trips over 24 hours receive the full daily rate.
- When an employee travels to a different country, the destination determines the rate from their home country's international rate table.
- When meals are provided by the employer, the per diem is reduced by government-mandated percentages that vary by country and meal type.
- Rates are updated annually. Historical trips use the rate that was in effect at the time of travel.
> **Note:** International per diem rates are configured for your business by Ramp. Contact your Account Manager or [Ramp Support](/how-to-contact-ramps-support-team) to enable country-specific rates.
**Supported countries:** Austria, Bulgaria, Croatia, Czechia, Denmark, Finland, Germany, Hungary, Iceland, Ireland, Latvia, Lithuania, Norway, Poland, Romania, Slovakia, Slovenia, Spain, Sweden, and the United Kingdom.
> **Note:** Lodging is not included in per diem reimbursements. Lodging expenses should be submitted as separate out-of-pocket reimbursements.
### Entity-level reimbursement settings
In the same payment tab, you may configure the following settings for each entity by clicking on the dropdown next to the name of your entity:
- Different reimbursement payment bank accounts for each entity
- Different payment methods (Payments on Ramp or off Ramp)
## Mileage reimbursement settings
If you'd like your employees to submit mileage reimbursements, you can turn this on by opening your [Reimbursement settings](https://app.ramp.com/expenses/reimbursements/all/settings) and selecting the *Mileage* tab. In this tab, you can do the following:
- Set one or multiple mileage rates (Note: multiple mileage rates are only available to Plus customers)
- You can use the IRS rate, which Ramp automatically updates each year
- Or you can use a custom rate based on department, place of residence, or individual employees
- Set the ability for your employees to deduct their commute.Employees will then have the option to set their home and office addresses and whether they want to deduct one-way or round-trip.
## Business settings
### Reimbursement accounting
Configure your accounting setup. Currently, we sync approved reimbursements as Bills to your accounting provider. If you've enabled/used ACH payments, we'll also sync a Bill Payment (manual payments outside of Ramp will not sync a payment).
Choose your A/P account and/or Cash Account, and keep in mind that:
- If you're using Sage or Xero, we'll select the default A/P account that's provided from your accounting provider.
- If you're using Xero, you can only select Cash Accounts that have account codes. You'll need to configure this in Xero and select it in Ramp. You can do so [here](https://go.xero.com/GeneralLedger/ChartOfAccounts.aspx) .
### Reimbursement expense policy (required fields)
By default, employees will be required to submit receipts and memos depending on your company's expense policy. **Reimburse from** appears on reimbursement forms by default to increase policy adherence. Select the fund or Spend Limit that this reimbursement should draw from. Your selection also determines the policy and approval route for this reimbursement. You can also default **Reimburse from** to **None** under [**Policy** > **Travel & expenses** > **Additional controls** > **Expense requirements**](https://app.ramp.com/settings/expense-policy/travel-and-expenses#/d/expense-policy/submission-policies) by selecting **Reimbursements** and toggling on **Default to None**.
You can set up optional fields, such as Accounting Category, for your employees to fill out in the same **Expense requirements** settings.
### Turn reimbursements off at the company level
To turn off reimbursements for your entire company, open your [Reimbursement settings](https://app.ramp.com/expenses/reimbursements/all/settings), select the **Business settings** tab, and click **Disable reimbursements**. Employees will no longer be able to submit reimbursement requests. No workflow or policy changes are needed if this toggle is used.
## Employee bank account setup
When your employee submits a reimbursement, and you have payments enabled, they'll also need to connect their bank account so they can receive those payments from Ramp for the reimbursement. While the bank account is highly recommended to be verified before the reviewer initiates payment, the employee bank account doesn't need to be verified for the payment to go through.
Feel free to direct them to our Help Center article on [adding a personal bank account.](/how-to-add-change-personal-bank-account-details)
---
# Reimbursements pricing
> Official Ramp Help Center article. Topic: Reimbursements / Manage Reimbursements. [View the canonical page](https://support.ramp.com/reimbursements-pricing).
> **Note: This article primarily applies to Ramp Administrators.**
> Cardholders may find other articles in the [Reimbursements](/reimbursements) section to be more applicable.
## Overview
Domestic reimbursements are free to use.
For international reimbursements in local currency, Ramp may include a margin on foreign exchange. Administrators can view current margins in [international payment fees](https://app.ramp.com/settings/legal/international-payment-fees).
---
# Reviewing reimbursements
> Official Ramp Help Center article. Topic: Reimbursements / Manage Reimbursements. [View the canonical page](https://support.ramp.com/reviewing-reimbursements).
> **Note:** This article primarily applies to Ramp Administrators. Cardholders may find other articles in the [Reimbursements](/reimbursements) section to be more applicable.
## Overview
Once employees submit their reimbursements, they will appear in the Pending or [Needs Review](https://app.ramp.com/reimbursements/needs-review) tab under Expenses > Reimbursements.
## Editing reimbursements as a reviewer
While a reimbursement is pending, the submitter's direct manager (and any manager in the reporting chain), assigned assistant, and anyone with the Accounting or Admin role may edit it. Memo, receipt attachments, attendees, accounting or tracking categories, custom fields, and accounting date or splits can be edited inline; reimbursement-defining fields require **Edit & resubmit**.
To edit these fields inline:
1. Navigate to **Expenses** > [**Reimbursements**](https://app.ramp.com/expenses/reimbursements/needs-review)
2. Click on the reimbursement you want to edit
3. Click the options menu ( **...** ) and select **Edit**
4. Update the inline fields as needed
5. Click **Save changes** and confirm
Reimbursement-defining fields use **Edit & resubmit**, which returns the **Pending** reimbursement to **Draft**, terminates the current approval chain, and resets approvals when it is resubmitted. These fields include merchant, amount or currency, transaction date, per-diem-defining inputs, and mileage route, distance, stops, round-trip selection, vehicle class, or personal-commute details. See [Editing a reimbursement you submitted](/submitting-reimbursements#editing-a-reimbursement-you-submitted) for the complete field lists and approval effects for both edit paths.
After a reimbursement has been approved and paid, only accounting fields can be edited — and only by users with the Accounting or Admin role. Editable accounting fields include accounting categories, memo, and entity. Fields such as amount, receipt, merchant, date, and **Reimburse from** (fund) cannot be changed once the reimbursement has been approved, regardless of whether it has been synced to your accounting provider.
> **Note:** The **Reimburse from** fund and the reimbursement amount are locked at approval. Whether the reimbursement has synced to your ERP does not affect which fields can be edited — editability is determined by approval and payment status, not sync status.
## Canceling reimbursements
After a reimbursement has been approved and before the payment begins processing, Admins and Owners (not Assistants or card managers) can cancel the reimbursement in case of mistakes in approval, payment method, or bank issues.
To cancel a Reimbursement:
1. Navigate to **Expenses** > [**Reimbursements**](https://app.ramp.com/expenses/reimbursements/all)
2. Click on the reimbursement, and select the **Cancel payment** button at the bottom
3. This will both cancel and reject the reimbursement
If the payment has already been withdrawn from your company's bank account, you will automatically receive your funds back after another 5-7 business days.
Employees can delete their own reimbursement requests that are in Draft, Pending, Rejected, or Failed status. Deletion is permanent and cannot be undone. For details on the employee experience, see [Deleting a reimbursement](/submitting-reimbursements#deleting-a-reimbursement).
## Bulk approving reimbursements
Admins and managers may approve reimbursements in bulk by selecting the check boxes next to each reimbursement. After clicking "**Approve**," you'll be prompted to confirm your selection.
**Please note:** When you click the "**Approve**" button while multiple reimbursements are selected, those reimbursements will be approved, and payment will be initiated. If your configuration has "**Batching**" enabled for reimbursements, then you will see "**Awaiting payment**" instead of "**Payment initiated**" until the end of the day.
## Approving expense groups
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
In addition to bulk approvals for individually submitted reimbursements, you can approve reimbursements in employee-submitted groups. Employees may elect to submit a group of reimbursements at once (e.g., for a trip or for a project).
Reviewers can then approve these expense groups and review individual reimbursements as needed. Your approval tables must be grouped by “Expense groups” to view.
## Personal card reimbursements
Personal card reimbursements are available on [Ramp Plus](/ramp-plus-overview). See [Personal Card Reimbursements](/personal-card-reimbursements) for details.
- Reviewers can tell when a reimbursement was created from a personal card transaction because Ramp shows the label **Imported via personal card**.
- This helps verify that the reimbursement is tied to a real card transaction.
- Being an Admin or manager does not grant access to an employee's personal card transaction feed. An assigned Assistant can access the feed only after the employee explicitly enables access, as described in [Personal Card Reimbursements](/personal-card-reimbursements#privacy-and-visibility).
## Foreign transaction reimbursements
If an employee spends in a currency other than USD, they can let you know when they submit their reimbursement.
The employee will see the estimated USD they will receive, and you'll see a globe icon indicating the amount in the transaction's original currency.
## International reimbursements
Admins and managers will see USD-equivalent amounts for reimbursements paid out in foreign currencies.
If the employee both had a foreign transaction *and* needs to be paid out in a foreign currency (ex. your Canadian employee spends GBP on a work trip to London), you'll see both the transaction's original currency and the currency they will be paid out on.
*Businesses based in Nevada, and businesses in certain industries, may not be able to use international reimbursements or may require Enhanced Due Diligence (EDD). See [Limitations for international reimbursements](/limitations-for-international-reimbursements) for details.*
## Reimbursement payment options
- Approve & pay: Refers to approving and paying via ACH and Wire
- ACH Pay: Approve and pay back the employee via ACH on Ramp. Your employee will have to enter their bank details to have this option.
- Wire Pay: Approve and pay back the employee via International Wire on Ramp. Your employee will have to enter their international bank details to have this option.
- Paid off Ramp: Mark a payment made outside of Ramp.
- Reject: You can reject the reimbursement request with an optional note that's sent to the employee.
## Sending reminders for pending reimbursements
Admins can send manual reminders to managers who have reimbursements waiting for their review. To send reminders:
1. Navigate to **Expenses & travel** > [**Reimbursements**](https://app.ramp.com/expenses/reimbursements/needs-review)
2. Click the **Reminders** button in the page header
3. In the drawer that opens, you will see a list of approvers with pending reimbursements to review, grouped by person
4. Click **Remind** next to an individual approver, or click **Remind all** at the bottom to notify all approvers at once
Reminders are delivered via email and include a list of the reimbursements that need the approver's attention. You can send a reminder to each approver once per day.
Ramp also sends managers a weekly reminder email about transactions and reimbursements that are pending their review. For information on managing these notification preferences, see [Manage your communication preferences](/manage-your-communication-preferences).
For reminders related to card transactions and missing receipts or memos, see the [Sending reminders to employees for missing items](/reviewing-transactions-from-ramp-cards#sending-reminders-to-employees-for-missing-items) section in the Reviewing transactions article.
## Frequently asked questions
### Why can't I reimburse an employee directly via Ramp?
- Make sure that you've enabled ACH payments in your [Reimbursement Settings](https://app.ramp.com/review-reimbursements/settings).
- If an employee hasn't added their personal bank account details, you won't be able to pay them directly via Ramp.
### What's the difference between the Pending and Needs Review tab?
- Admins will see reimbursements in the *Pending* tab rather than the **Needs Review** tab if they are not the next person in line to approve
- The **Needs Review** tab will show the reimbursements the Manager or Admin is directly responsible for approving
### How do I approve any reimbursements as an Admin?
Admins can approve pending reimbursements from any employee (even if not the direct manager) by clicking on them, scrolling down to the bottom, and clicking on the three dots. From there, you'll be given the option to bypass the manager's approval.
### Can I undo or reverse an approved reimbursement?
Yes, but only one reimbursement at a time and only before payment begins processing. Admins and Owners can open the reimbursement from [**Expenses** > **Reimbursements**](https://app.ramp.com/expenses/reimbursements/all) and click **Cancel payment**. This cancels the payment and rejects the reimbursement. Managers, Assistants, and card managers can't do this. Ramp supports bulk approvals and bulk rejections in **Needs Review**, but not bulk cancel or bulk undo for approved reimbursements.
### Why did my employee's reimbursement payment fail?
Typically, it's due to incorrect bank details. To resolve this, the employee will have to update the ACH details and retry the payment.
### How to retry a reimbursement repayment if it fails?
Only the employee who owns the source reimbursement can retry its failed repayment. See [Cancel or retry a reimbursement repayment](/reimbursement-repayments#cancel-or-retry-a-reimbursement-repayment) for the requirements and steps.
---
# Issues with reimbursement payments
> Official Ramp Help Center article. Topic: Reimbursements / Manage Reimbursements. [View the canonical page](https://support.ramp.com/issues-with-reimbursement-payments).
## Overview
When a reimbursement payment fails to process, it’s often due to issues with the payer’s or recipient’s bank account or how it's linked. This article outlines common failure reasons, how to resolve them, and what additional steps you can take if the issue isn't immediately clear.
## Common failures and how to fix them
### Company bank account issues
When the failure occurs due to issues with the company's linked bank account for reimbursements, the admin must resolve it before a payment can be retried. There is no action item for the employee or admin.
1. **Insufficient Funds**
*What happens:* There isn’t enough money in the business account when the payment is attempted.
*How to fix it:*
- Ensure the account has adequate funds.
- Retry the payment or switch to another account
2. **Closed or Frozen Accounts**
*What happens:* The business bank account has been closed or frozen.
*How to fix it:*
- Use a valid, active account.
- If you believe the account is active, contact your bank with the transaction ID.
3. **Invalid Account Details**
*What happens:* Mistakes such as typos or outdated routing/account numbers.
*How to fix it:*
- Verify that the account and routing numbers are accurate.
- Re-link the correct bank account.
4. **Debit Block**
*What happens:* The business bank has a block preventing debits from Ramp.
*How to fix it:*
- Ask your bank to whitelist Ramp’s originator IDs. See the following article: [Lifting a debit block on a bank account](/lifting-a-debit-block-on-a-bank-account)
- Use another payment method while resolving the block.
### Employee bank account issue
When the failure occurs due to issues with the employee's linked bank account for reimbursements, the employee must resolve it before a payment can be retried. There is no action item for the admin or manager.
1. **Closed Account**
*What happens:* The employee's bank account is closed.
*How to fix it:*
- Update your banking details to an active bank account
2. **Currency Mismatch**
*What happens:* The employee's account can’t receive funds in the transaction’s currency.
*How to fix it:*
- Confirm which currencies the your bank account supports and update if needed.
- Retry the payment in a compatible currency.
3. **Rejected Payments**
*What happens:* The employee's bank rejects the ACH transfer.
*How to fix it:*
- Make sure the linked account accepts ACH payments.
- Refer to the trace ID surfaced on the reimbursement and follow up with your bank.
4. **Invalid Account Details**
*What happens:* The account details don’t match the required formats or are not valid for ACH.
*How to fix it:*
- Confirm details match a valid checking or domestic ACH account.
- Double-check routing and account numbers.
## Frequently asked questions
### Am I automatically refunded if a payment fails?
No, if the credit leg fails (e.g., transfer to the recipient), the funds are not returned automatically. You can retry sending the reimbursement without redoing the debit leg.
### Why can't my employee link their account?
The account used for reimbursements must be capable of sending and receiving payments. Credit cards cannot be linked.
### Why haven't I received my reimbursement yet?
Refer to the payment estimated date shown in the web app. Payments should arrive on the estimated date. Allow a few business days for delays and bank holidays. Otherwise, double-check whether the reimbursement is marked as manually paid. If so, contact your Admin to process the payment outside of Ramp.
Note that the payment process timeline begins after the reimbursement is approved, and most payments arrive within 2 business days, unless your finance team has set up batch payments on a weekly, bi-weekly, or monthly cadence.
### My international reimbursement failed. What can I do?
Previously, international reimbursements could not be retried and required resubmission. However, now, you can simply retry failed international reimbursement payments.
### I'm still waiting to receive my refund for a canceled reimbursement. What should I do now?
Ramp initiates a refund once the debit has settled and the reimbursement is canceled. Please note, it may take 3-5 business days for the debit to settle. Once settled, we immediately initiate the refund back to your business bank account which may take 2-3 business days.
---
# Syncing reimbursements to accounting
> Official Ramp Help Center article. Topic: Reimbursements / Manage Reimbursements. [View the canonical page](https://support.ramp.com/syncing-reimbursements-to-accounting).
> **Note: This article primarily applies to Ramp Administrators.**
> Cardholders may find other articles in the [Reimbursements](/reimbursements) section to be more applicable.
## Overview
Accounting for reimbursements is lightning fast. We sync directly to your accounting provider leveraging our direct integrations. Note that we sync reimbursements as bills at this time.
**To see how each supported accounting provider handles reimbursements, please reference the provider-specific overview:**
- [QuickBooks Online](/quickbooks-online-overview)
- [NetSuite](/netsuite-overview)
- [Xero](/xero-overview)
- [Sage Intacct](/sage-intacct-overview)
- [QuickBooks Desktop](/quickbooks-desktop-file-export-overview)
- [All other providers](/universal-csv-overview)
## How it works
1. **Where to sync:** Once reimbursements have been enabled for the business, you will see a section in your Accounting tab for "Reimbursements." Similar to Ramp Card transactions, you can code the Accounting Category and other additional fields, mark the reimbursements as ready, and sync them automatically to your accounting provider.
2. **What to sync:** Paid reimbursements can be synced, whereas reimbursements in the awaiting payment state cannot be synced. Once a reimbursement has been fully approved and the payment has begun processing, it will appear in the Accounting tab.
3. **Syncing if Ramp processes the payment:** If the reimbursement was paid via ACH through Ramp, we'll sync a bill to your A/P account and mark it as paid. The date on the bill and bill payment is when the reimbursement was approved in Ramp. You must configure your A/P Account and Cash Account in your Accounting settings to sync reimbursements to your books. Each reimbursement will appear as a single bill, even if you've chosen to batch payout. For where to find reimbursements in your accounting provider, please reference [this article](/overview-of-ramp-accounting) .
4. **Syncing if payment is made outside of Ramp.** If the reimbursement was approved for manual payment, we'll sync an open Bill to your A/P Account. Once you pay back the employee outside of Ramp, you'll need to mark the bill as paid on the Accounting Provider.
5. **If the Sync button is missing for reimbursements** : Re-select and save your QuickBooks Online Cash Account in **Accounting** > **Settings** > **Sync Settings** to refresh the connection. After saving, return to the Accounting tab and verify that the Sync button now appears.
6. **If reimbursements are stuck with sync errors** and cannot be marked as **Ready** or accessed from the **Accounting** tab: Click the “Sync all” button at the top right of your **Accounting** tab, then select “Download CSV” instead of syncing directly to QuickBooks. This will download the transactions as a CSV and remove them from your pending sync queue.
7. **Tip** : Ensure each reimbursement has all required fields completed. Incomplete coding can also hide bulk actions.
---
# Batch reimbursement payment syncing
> Official Ramp Help Center article. Topic: Reimbursements / Manage Reimbursements. [View the canonical page](https://support.ramp.com/batch-reimbursement-payment-syncing).
Ramp now syncs reimbursement payments in batches, ensuring that the amounts recorded in your accounting platform match the actual payments processed. This update improves accuracy and eliminates the need to reconcile multiple records for a single payment.
**Note: This feature is available for all native Ramp ERP integrations with the exception of Oracle Fusion and Workday.**
## Overview
Ramp groups an employee's approved reimbursements into one payment according to the configured reimbursement payment schedule. With **batch reimbursement syncing**, Ramp now syncs a single payment per batch, just like what you see in your bank account.
This feature applies when batch reimbursement payments are enabled and your connected accounting system supports batch payment syncing. If your accounting system does not support it, Ramp syncs reimbursements and their payments individually.
## Key benefits
- Ensures synced reimbursements match actual payouts
- Reduces reconciliation work for finance teams
## How it works
Ramp automatically groups reimbursements by payment batch and syncs the reimbursements with the corresponding payment that matches the financial activity from the bank. This batch syncing happens on the **Accounting > Reimbursements** page.
### Step 1
Submit / Approve reimbursements (e.g., David submits three reimbursements on August 6 and they are approved by his manager and finance team).
### Step 2
Ramp initiates one payment to the employee for the total amount (e.g., $2,026 for all three reimbursements).
### Step 3
On the **Accounting > Reimbursements** page, reimbursements are grouped by payment batch. Each batch shows how many reimbursements it includes and the total payment amount
### Step 4
Categorize, review and sync over reimbursements to your accounting system. The payment will also be synced as part of this process.
Note: the payment will only sync over once all reimbursements part of that payment are synced over.
### Step 6
When performing bank reconciliation, match the payment or journal entry from Ramp to the corresponding financial activity from your bank account.
## Role-based functionality
## For Admin and accounting roles
Admin and Accounting roles can:
- View reimbursement batches on the **Accounting > Reimbursements** page
- See sync status by reimbursement
- Control when each reimbursement is marked as ready
- Sync the entire batch once all reimbursements are ready
Employees cannot view or control reimbursement sync behavior.
## Use cases and examples
## Example: three reimbursements, one payment
David submits three reimbursements for $500, $800, and $726 on the same day. Ramp processes one payment of $2,026. Once all three reimbursements are marked ready and synced, Ramp pushes a **single $2,026 payment** to your accounting platform, matching the bank payment exactly.
## Best practices and tips
- **Mark all unsynced reimbursements in a batch as ready.** You can sync individual reimbursements, but the payment will only sync once all reimbursements in the payment are synced.
- **Check the sync status** of each reimbursement on the **Accounting > Reimbursements** page.
- **Avoid partial syncs**, as they prevent the payment from appearing in your accounting system.
## Frequently asked questions
### What happens if one reimbursement in a batch is not synced?
Ramp will not sync the payment until all reimbursements in the batch are ready and synced.
### Can I sync individual reimbursements?
Yes, but the payment will only be synced once **all** reimbursements in the batch are synced.
### Why do I not see a payment in my accounting system?
Check the **Reimbursements** tab to confirm that all reimbursements in the batch have been marked as ready and synced.
### Do I need to take any manual steps to enable batch syncing?
No. Ramp applies batch syncing automatically when both eligibility requirements in the [Overview](#overview) are met.
---
# Sync repayments to your accounting software
> Official Ramp Help Center article. Topic: Reimbursements / Manage Reimbursements. [View the canonical page](https://support.ramp.com/sync-repayments-to-your-accounting-software).
## Overview
When an employee pays the company back for a charge on their Ramp card, it is called a **repayment**. You must track these in your books to keep your records accurate. Ramp can sync eligible repayments to your accounting software to reverse the expense impact of the original transaction, keeping your General Ledger (GL) balanced without manual data entry.
Repayment syncing is supported for **QuickBooks Online**, **Sage Intacct**, **NetSuite**, **Xero**, **Microsoft Dynamics Finance and Operations**, **Microsoft Dynamics Business Central**, and **Workday Financial**. Ramp supports repayments made by **bank account**, **manual payment**, **payroll**, or **debit card**.
Sage Intacct, NetSuite, and Microsoft Dynamics Business Central repayment syncing require [Ramp Plus](/ramp-plus-overview). Microsoft Dynamics Finance and Operations and Workday Financial repayment syncing require [Ramp Enterprise](/ramp-enterprise-overview). Debit card repayment syncing requires Ramp Plus.
This article applies to Admins and users with the Accounting role who manage accounting syncs.
## Prerequisites
Before a repayment can sync, confirm the following:
- Your supported accounting integration is connected in Ramp. See the setup overview for [QuickBooks Online](/quickbooks-online-overview), [Sage Intacct](/sage-intacct-overview), [NetSuite](/netsuite-overview), [Xero](/xero-overview), [Microsoft Dynamics Finance and Operations](/microsoft-dynamics-finance-operations-integration-overview), [Microsoft Dynamics Business Central](/microsoft-dynamics-business-central-overview), or [Workday Financial](/workday-financial-accounting-integration-overview).
- The original Ramp card transaction has already synced to your accounting software.
- The repayment has finished processing in Ramp and is linked to the original transaction.
- For **bank account, manual, or payroll repayments** : the bank account used for statement payments or autopay is mapped to a cash account in [**Accounting Settings**](https://app.ramp.com/settings/accounting) .
- For **debit card repayments (Ramp Plus)** : a credit card liability GL account is mapped in [**Accounting Settings**](https://app.ramp.com/settings/accounting) .
- The original transaction has complete accounting coding, including any required dimensions or tracking categories for your provider.
## Where to find repayments in Ramp
Repayments appear in two places in Ramp.
To see all repayments:
1. Go to **Expenses** > **Card transactions** in the sidebar.
2. Click the three-dot menu on the right side of the screen and select **Repayments** .
To see repayments ready to sync:
1. Go to **Accounting** > **Card transactions** in the sidebar.
In the repayments table, the **Sync Status** column shows the current state: `SYNC_SUCCESS`, `SYNC_FAILURE`, `IN_PROGRESS`, or `NOT_STARTED`.
## How bank account, manual, and payroll repayments sync
For repayments made by bank account, manual payment, or payroll, Ramp creates a record in your accounting software that reverses the expense impact of the original transaction. Ramp starts with the original transaction's accounting coding, and you can update the repayment's accounting coding in Ramp before the repayment syncs to your ERP.
Sage Intacct, NetSuite, and Microsoft Dynamics Business Central require Ramp Plus. Microsoft Dynamics Finance and Operations and Workday Financial require Ramp Enterprise.
### QuickBooks Online
Ramp syncs bank account, manual, and payroll repayments as **Deposit** objects in QuickBooks Online.
- Each credit line uses the same expense account as the original transaction and copies the original tracking categories (class, location, department).
- The debit line uses the account selected under **Statements & Payments** in [**Accounting Settings**](https://app.ramp.com/settings/accounting) .
### Sage Intacct
Ramp syncs bank account, manual, and payroll repayments as **journal entries** (GL Batch) in Sage Intacct.
- Creates debit lines in the cash or bank GL account mapped to your statement payment or autopay bank account.
- Creates credit lines for each line item in the original transaction, using the same GL coding and dimensions.
- Uses the **repayment date** as the journal entry date.
After the sync succeeds, you can open the Sage Intacct journal entry directly from Ramp using the deep link.
### NetSuite
Ramp syncs bank account, manual, and payroll repayments as **journal entries** in NetSuite.
- Creates one balancing debit line in the cash account mapped to your statement payment bank account.
- Creates one credit line for each line item in the original transaction.
- Carries over the original GL coding and tracking categories.
- Uses the repayment date as the journal entry date.
If you use **NetSuite OneWorld**, Ramp also includes the subsidiary tied to the business entity on the journal entry.
### Microsoft Dynamics Finance and Operations
Ramp syncs bank account, manual, and payroll repayments as **journal entries** in Microsoft Dynamics Finance and Operations.
- Creates one balancing debit line in the cash or bank GL account.
- Creates one credit line for each line item in the original transaction.
### Workday Financial
Ramp syncs bank account, manual, and payroll repayments as **journal entries** in Workday Financial.
- Creates one balancing debit line in the cash or bank GL account.
- Creates one credit line for each line item in the original transaction.
### Microsoft Dynamics Business Central
Ramp syncs bank account, manual, and payroll repayments as **journal entries** in Microsoft Dynamics Business Central.
- Creates one balancing debit line in the cash or bank GL account.
- Creates one credit line for each line item in the original transaction.
### Xero
Ramp syncs bank account, manual, and payroll repayments as **Bank Transaction (Receive)** records in Xero. The receipt posts to the cash or bank account.
## How debit card repayments sync
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
When an employee repays via debit card, Ramp creates a record in your accounting software that reverses the original expense, using the credit card liability GL account as the offset instead of a bank cash account.
### QuickBooks Online
Ramp syncs debit card repayments as **Credit Card Purchase (credit)** objects in QuickBooks Online.
- **Credits** the original expense accounts used in the card transaction, preserving tracking categories (class, location, department).
- **Debits** the credit card liability GL account mapped in [**Accounting Settings**](https://app.ramp.com/settings/accounting) .
After the sync, the record appears as a positive credit card credit in QuickBooks Online.
### Sage Intacct
Ramp syncs debit card repayments as **Credit Card Transactions** (refund type) in Sage Intacct.
- **Credits** the original expense lines using the same GL coding and dimensions.
- Uses the credit card associated with the liability account mapping as the card ID.
- Uses the **repayment date** as the transaction date.
After the sync, the record appears as a negative amount on the credit card associated with the liability account mapping.
### NetSuite
Ramp syncs debit card repayments as **journal entries** in NetSuite, using the same structure as bank account repayments.
- Creates one balancing debit line in the credit card liability GL account instead of the bank cash account.
- Creates one credit line for each line item in the original transaction.
- Carries over the original GL coding and tracking categories.
If you use **NetSuite OneWorld**, the subsidiary is included on the journal entry.
### Microsoft Dynamics Finance and Operations
Ramp syncs debit card repayments as **journal entries** in Microsoft Dynamics Finance and Operations.
- Creates one balancing debit line in the liability or card GL account.
- Creates one credit line for each line item in the original transaction.
### Workday Financial
Ramp syncs debit card repayments as **journal entries** in Workday Financial.
- Creates one balancing debit line in the liability or card GL account.
- Creates one credit line for each line item in the original transaction.
### Microsoft Dynamics Business Central
Ramp syncs debit card repayments as **journal entries** in Microsoft Dynamics Business Central.
- Creates one balancing debit line in the liability or card GL account.
- Creates one credit line for each line item in the original transaction.
### Xero
Ramp syncs debit card repayments as **Bank Transaction (Receive)** records in Xero. The record appears as money received against the same card or liability account associated with the original transaction.
## Repayment sync summary by provider
| **Provider** | **Provider-specific plan requirement** | **Bank account, manual, or payroll repayment** | **Debit card repayment (Ramp Plus)** | **Offset account** |
| --- | --- | --- | --- | --- |
| QuickBooks Online | None | Deposit | Credit Card Purchase (credit) | Bank account: Cash or bank GL account Debit card: Credit card liability GL account |
| Sage Intacct | Ramp Plus | Journal Entry (GL Batch) | Credit Card Transaction (refund) | Bank account: Cash or bank GL account Debit card: Credit card liability GL account |
| NetSuite | Ramp Plus | Journal Entry | Journal Entry | Bank account: Cash account Debit card: Credit card liability GL account |
| Microsoft Dynamics Finance and Operations | Ramp Enterprise | Journal Entry | Journal Entry | Bank account: Cash or bank GL account Debit card: Liability or card GL account |
| Workday Financial | Ramp Enterprise | Journal Entry | Journal Entry | Bank account: Cash or bank GL account Debit card: Liability or card GL account |
| Microsoft Dynamics Business Central | Ramp Plus | Journal Entry | Journal Entry | Bank account: Cash or bank GL account Debit card: Liability or card GL account |
| Xero | None | Bank Transaction (Receive) | Bank Transaction (Receive) | Bank account: Cash or bank account Debit card: Card or liability account associated with the original transaction |
## How syncs are triggered
You can trigger a repayment sync manually in Ramp, or Ramp can pick it up automatically once the repayment is ready to sync.
### Manual syncs
- **Sync from the repayments page.** Go to **Expenses** > **Card transactions** , open the three-dot menu, and select **Repayments** . For a repayment with a **Repaid** status, open the three-dot menu and select **Sync Repayment** .
- **Mark a repayment as synced.** If the repayment already exists in your accounting software or you resolved the accounting entry outside Ramp, open the repayment's three-dot menu and select **Mark as synced** . This marks the repayment as synced in Ramp without creating another record in your accounting software. If Ramp should create the record for you, use **Sync Repayment** instead.
- **Retry from Sync History.** Go to **Accounting** > **Card transactions** , open the three-dot menu, and select **Sync History** . If a repayment sync attempt failed, fix the underlying issue and use **Retry Sync** to rerun that sync commit.
### Automatic syncs
- **Daily automatic sync.** Ramp runs a daily sync job for repayments that are ready to sync for supported providers other than Workday Financial.
- **Workday Financial.** Workday Financial repayments do not sync automatically. Use the manual sync steps above.
- A repayment is ready when the original card transaction has already synced and the repayment is in **Repaid** status.
After a successful sync, you can use the deep link on the repayment to open the synced record directly in your accounting software.
## Partial repayments
Ramp distributes partial repayments **proportionally** across all split lines in the original transaction, based on each line's share of the total amount.
## Example
Original transaction:
- Split Line A: $60 (60%)
- Split Line B: $40 (40%)
- **Total: $100**
Partial repayment: **$30**
Distribution:
- Line A: $30 x 60% = **$18**
- Line B: $30 x 40% = **$12**
Each split line receives a portion of the repayment that matches its original percentage of the total. If you need to apply the repayment to only one split line, manually update the entry in your accounting software after it syncs.
## Troubleshooting
If a repayment fails to sync, check for these common causes:
- **Original transaction has not synced yet.** The original card transaction must sync to your accounting software before the repayment can sync. Check the transaction's sync status in Ramp and resolve any sync errors first.
- **Repayment still processing.** Wait for the repayment to finish processing in Ramp before attempting a sync.
- **Repayment not linked.** The repayment must be linked to a transaction that has already synced.
- **Missing account mapping.** For bank account, manual, or payroll repayments, the statement payment bank account must be mapped to a cash account. For debit card repayments, the credit card liability GL account must be mapped. Update the mapping in [**Accounting Settings**](https://app.ramp.com/settings/accounting) and retry the sync.
- **Missing required dimensions or tracking categories.** The original transaction may be missing required fields for your accounting provider. Complete the accounting coding on the original transaction, then retry the repayment sync.
- **Invalid integration connection.** Your accounting integration may be expired or the connected user may lack permissions. Reconnect the integration in Ramp with an admin-level user, then retry the sync.
- **Repayment already exists in your accounting software.** If the repayment is already recorded in your accounting software and you do not want Ramp to create a duplicate record, use **Mark as synced** from the repayment's three-dot menu.
## Frequently asked questions
### Which accounting providers support repayment syncing?
QuickBooks Online and Xero have no provider-specific plan requirement. Sage Intacct, NetSuite, and Microsoft Dynamics Business Central require Ramp Plus. Microsoft Dynamics Finance and Operations and Workday Financial require Ramp Enterprise.
### Which repayment methods sync?
Ramp supports repayments made by bank account, manual payment, payroll, or debit card. Debit card repayment syncing requires Ramp Plus.
### When are repayments eligible to sync?
Repayments are eligible to sync once the underlying transaction has successfully synced and the repayment has been fully processed.
### What record does Ramp create in my accounting software?
It depends on the provider and repayment method. See the [summary table](#repayment-sync-summary-by-provider) for details.
### Can I change the accounting coding on a repayment?
Yes. Ramp starts with the original transaction's accounting coding, and you can update the repayment's accounting coding in Ramp before it syncs. Ramp syncs the repayment using the coding currently shown on the repayment.
### Where can I find the synced record?
After a successful sync, Ramp stores a deep link to the record in your accounting software. Open it directly from the repayment in Ramp.
### Does Ramp create an AP payment for repayments?
No. Ramp creates the record shown in the [summary table](#repayment-sync-summary-by-provider). It does not create AP payments, vendor bills, or bill payments.
## Related articles
- [QuickBooks Online overview](/quickbooks-online-overview)
- [Sage Intacct overview](/sage-intacct-overview)
- [How to set up Ramp to sync with NetSuite](/how-to-set-up-netsuite-with-ramp)
- [How to set up Ramp to sync with Sage Intacct](/how-to-set-up-ramp-to-sync-with-sage-intacct)
---
# Resolving “Configure to Sync” Issues When Syncing Reimbursements
> Official Ramp Help Center article. Topic: Reimbursements / Manage Reimbursements. [View the canonical page](https://support.ramp.com/resolving-configure-to-sync-issues-when-syncing-reimbursements).
### Overview
If reimbursements (such as mileage or out-of-pocket expenses) are stuck in a **"Ready to Sync"** state but show a **“Configure to Sync”** button instead of **“Sync”**, there may be an issue with the **payable account configuration** in your accounting integration.
This guide explains common causes and how to resolve the issue.
---
### Common cause
The **“Configure to Sync”** message typically appears when:
- The selected **payable account** in Ramp is no longer available in your accounting provider,
**or**
- The account is not set up with the correct **account type**, making it ineligible for mapping to reimbursements.
---
### How to resolve
### Step 1: Re-select your payable account in Ramp
1. In Ramp, go to **Accounting** → **Reimbursements**.
2. Click **Settings** → **Export Settings**.
3. Under **Reimbursements Payable Account**, re-select the correct account from the dropdown.
4. Click **Save**.
5. Return to your list of reimbursements and try syncing them again.
If your intended account doesn’t appear in the dropdown, continue to Step 2.
---
### Step 2: Confirm the account type in your accounting system
If the desired account (e.g., a clearing account for reimbursements) is missing from Ramp’s selection:
1. Sign in to your accounting system.
2. Locate the account you want to use for syncing reimbursements.
3. Verify that it is classified as a **payable account** (often referred to as an **Accounts Payable (A/P)** type).
4. If not, update the account’s type or create a new payable account.
Once the account type is correctly set, return to Ramp and select the account in your export settings
---
# Syncing International Reimbursements
> Official Ramp Help Center article. Topic: Reimbursements / Manage Reimbursements. [View the canonical page](https://support.ramp.com/syncing-international-reimbursements).
There are four key currency types:
1. **Employee Bank Account Currency:** The currency in which an employee's bank account is denominated.
2. **Receipt/Expense Currency:** The currency in which the original receipt or expense is recorded.
3. **Payment Currency:** The currency used for making the reimbursement payment.
4. **Functional Currency of Entity:** This is the primary currency of the entity
## Reimbursement scenarios
There are two main scenarios for international reimbursements:
1. **USD Business Bank Account Paying Internationally:** Reimbursements involving payments from a USD-denominated business bank account to international employees.
2. **Non-USD Bank Account Payments:** Transactions involving payments from a non-USD bank account for international reimbursements.
## Accounting limitations
The systems have certain limitations:
- One of the currencies must be the entity’s functional currency
- If the currency we send is the entity’s functional currency, only that one currency can be represented on the expense
- The exchange rate always converts to the entity’s functional currency.
## Sync behavior by ERP
The behavior of different ERPs with respect to syncing payment and transaction currencies:
- **Sage Intacct, QuickBooks Online, Xero, CSV:** Syncs in payment currency.
- **NetSuite:** Syncs in the original receipt currency.
## Syncing international reimbursements
Unlike U.S. reimbursements, **international reimbursements are not available to sync to your ERP until they are fully paid**.
For U.S. reimbursements, the transaction becomes available for sync **immediately after approval**. However, for international reimbursements, **sync is delayed until the payment has been completed**.
- If you're not seeing an international reimbursement available for sync, check whether the payment has been processed.
## Exchange rates
- Exchange rates are pulled from the open exchange rate API.
- Rates are applied based on the transaction or approval date.
- Conversion rates cannot be applied for reimbursements made in a single currency.
| **Scenario** | **Sage Intacct** | **NetSuite** | **QBO** | **Xero** | **UCSV** |
| --- | --- | --- | --- | --- | --- |
| USD Business Bank Account + Paying international employee | Sync in payment currency (USD) | Sync in original receipt currency (NOT EQUAL TO EMPLOYEE CURRENCY) | Sync in USD (payment currency) | Sync in USD (payment currency) | Sync in USD (payment currency) |
| Non-USD Bank Account (international reimbursement debiting) | Sync in payment currency | Sync in original receipt currency | Not supported | Not supported | Sync in payment currency |
## *Example 1: USD business bank account + paying international employee*
### *Context*
- *Your company is headquartered in the US, and your functional currency is USD.*
- *Your business checking account is held in USD.*
- *You have an employee located in France who submits an expense report in EUR.*
### *Process*
- ***Sage Intacct, QuickBooks Online, Xero, CSV****: The transaction is recorded in USD (the****payment currency****).*
- ***NetSuite****: The transaction syncs in the original receipt currency (EUR). However, NetSuite will still convert to USD in the background for your entity’s overall accounting, as required.*
## *Example 2: non-USD bank account (international reimbursement debiting)*
### *Context*
- *Your company is still headquartered in the US (functional currency = USD).*
- *However, you maintain a UK business bank account in GBP.*
- *An employee in the UK incurs expenses in GBP and needs to be reimbursed directly from your GBP account.*
### *Process*
- ***Sage Intacct, CSV****: The transaction is recorded in the****payment currency****(GBP).*
- ***NetSuite****: The transaction syncs in the original receipt currency (GBP).*
- ***QuickBooks Online, Xero****: Currently do****not****support non-USD reimbursements in this workflow.*
---
# Employee repayments
> Official Ramp Help Center article. Topic: Reimbursements / Manage Reimbursements. [View the canonical page](https://support.ramp.com/employee-repayments).
## Overview
Ramp's Employee Repayment (a.k.a. "reverse reimbursement") feature allows employees to easily pay back their company for accidental or out-of-policy transactions made on their corporate card. This feature gives reviewers a simple way to request full or partial repayments for these charges and lets employees self-initiate repayments from the account they linked for reimbursements.
To return all or part of an eligible paid reimbursement instead of a Ramp Card transaction, see [Repay a reimbursement](/reimbursement-repayments).
To repay through Ramp by ACH, a US employee may need to [link a personal bank account](/how-to-add-change-personal-bank-account-details), which can take 2-3 business days. When bank account repayment is not possible, the [Repay off Ramp](#repay-off-ramp) flow lets employees and admins record repayments settled outside the platform.
**Enterprise** For employees outside the US or with Ramp cards issued in any supported currency, a debit card can be used to repay through Ramp.
## For Admins, Owners, and managers
Repayments are available by default to all businesses. To successfully request and receive ACH repayments in the US, an employee may need to link a personal bank account. If the US employee does not have a bank account linked, they will still see a **Repay transaction** option, but it will default to **Repay Off Ramp**.
**Requesting Repayment on a Transaction**:
1. Navigate to **Expenses** > **Card transactions** .
2. Click the transaction for which repayment is being requested.
3. Select **Reject** .
4. This will prompt you with two options: **Request Repay** and **Request Changes** .
5. If requesting repayment, select **Request Repay** to proceed.
The **Reject** button will appear only if the transaction is not fully approved (still in review or eligible for a reviewer's action) and is not fully matched to a bill in Bill Pay.
**Confirming Repayment Request**:
1. The employee will receive an email notification informing them of the repayment request. **Reminder:** a US employee may need to [link a US bank account](/how-to-add-change-personal-bank-account-details) to repay by ACH, and a non-US employee or any employee with a Ramp card issued in any supported currency must have a personal debit card connected to Ramp to repay.
2. Once the employee has initiated the repayment, you'll receive a notification in the Ramp dashboard.
3. The repayment amount will be transferred from the employee's bank account to the company's bank account in an estimated five business days.
4. The company must create a manual journal entry to account for the repayment once it is complete.
## For Employees
To repay your company for [accidental or out-of-policy transactions](/accidental-or-personal-charges-on-ramp), see the article Accidental or personal transactions.
## Repaying a pending transaction
Cardholders can repay a pending transaction before it clears. Ramp will queue the repayment and process it after the transaction clears.
If the cleared amount is different from the pending amount, Ramp cancels the queued repayment and emails the cardholder so they can repay the cleared amount instead.
## Debit card repayments
> **Available on Ramp Enterprise.** See [Ramp Enterprise overview](/ramp-enterprise-overview) for plan details.
Employees outside the US, or employees with Ramp cards issued in any supported currency, can use a personal debit card to repay transactions through Ramp.
> **Note:** Personal credit cards are supported only for CAD repayments.
Employees can enter their debit card information by:
- Navigating to the employee profile in the top right corner
- Selecting the **Payment methods** tab
The funds will be withdrawn via the employee’s debit card, and your company will receive a credit on your card statement for the value of the transaction.
Ramp will cover all fees associated with card processing for your company so that you receive the full amount as a credit. The only fee that may be assessed is a foreign transaction fee charged by the employee’s bank.
**Example**:
- John Doe, an Irish employee with a personal debit card in EUR, spends $100 USD on Uber on a USD Ramp card
- John opts to repay the transaction, which was for personal use
- John’s debit card is charged $100 USD
- John will see a charge for $100 USD converted to EUR (may include fees) by his bank on his bank statement
- The company will see a credit for $100 USD on their next Ramp statement
Ramp can sync repayments to supported accounting providers. See [Sync repayments to your accounting software](/sync-repayments-to-your-accounting-software) for supported providers, setup requirements, and sync behavior.
## Repay off Ramp
When bank account repayment is not possible, Ramp lets employees, managers, and admins settle accidental or out-of-policy card spend through any method outside the Ramp platform (e.g., ACH, payroll deduction, wire, cash, etc.) and record the result in Ramp for clean books and clear audit trails.
### When bank account repayment is not possible
- Reimbursements are disabled for the company
- ACH or debit card fails (e.g., insufficient funds)
### How repay off Ramp works
- An employee may initiate repayments from the transaction page on desktop web and mobile app, or from a repayment request made by a transaction approver.
- If Ramp determines that the employee cannot repay via their bank account, Ramp will direct the employee through the Repay Off Ramp flow, where the employee will confirm their repayment amount.
- After an employee initiates Repay Off Ramp, the repayment will appear in the Repayment table as \`Repay off Ramp\`. Throughout the product, the original transaction that the employee is repaying will be shown as "repayment in progress." Ramp will notify admins at the business via weekly digest emails after an employee initiates repayment outside Ramp.
- Upon seeing the repayment, an admin needs to manually settle the repayment outside of Ramp with the employee, via payroll deduction, wire transfer, check, or another method used by the company.
- Once the admin has manually settled the transaction, they can click \`Mark as repaid\`. Ramp will now reflect that the repayment is complete.
- If the admin decides not to collect repayment, they can also cancel the repayment and approve the transaction instead.
## Frequently asked questions
- **How can I view the repayment status of transactions?**
- Manager, admin, and Accounting roles can use **Expenses** > **Card Transactions** > ***three dots in the top right*** > **Repayments** to view repayment details.
- This method is available to those with the Accounting role and other non-admin roles if permitted by your company's settings. Cardholders without access to the Expenses tab can view individual statuses only by clicking into the transaction details for relevant transactions.
- **Can I request repayment from an employee for a reimbursement?**
- No. Only the employee who owns an eligible paid reimbursement can start a [reimbursement repayment](/reimbursement-repayments). Reviewers can continue to request repayments for transactions made on Ramp Cards.
- **Can a second repayment be requested after a partial repayment completes?**
- No. Ramp supports only one in-Ramp repayment per card transaction. If a balance remains after a partial repayment, settle the rest outside Ramp.
- **Can employees self-initiate a repayment for accidental charges?**
- Yes, employees have the option to self-initiate repayments for accidental charges. Please take a look at the article [Accidental or Personal Transactions](/accidental-or-personal-charges-on-ramp) .
- If repayments through Ramp are not possible for certain employees, arrange repayment outside Ramp (for example, payroll deduction or bank transfer) following your internal process. After the repayment is settled outside Ramp, an admin can use **Repay off Ramp** and **Mark as repaid** on the repayment to record that the transaction has been repaid.
- **Can I repay a pending transaction?**
- Yes. Cardholders can start the repayment while the transaction is still pending, and Ramp will queue it until the transaction clears.
- **Can admins request repayment on a pending transaction?**
- No. Only the cardholder can initiate repayment while the transaction is still pending.
- **What's the repayment processing timeline?**
- Repayments take five business days to transfer from the employee's bank account to the business account. If an employee needs to have a [bank account connected](/how-to-add-change-personal-bank-account-details) , the verification process may take 2-3 days to complete.
- **What if I don't see the repayment option for my transaction?**
- Ask an admin or account owner to update reimbursement settings if you are an employee or manager who cannot see the **Repay transaction** button.
- For admins, confirm that **Reimbursements** is enabled and a company bank account is connected in your [Reimbursement settings](https://app.ramp.com/expenses/reimbursements/all/settings) on the **Payment** tab. If repayments are disabled here, the **Repay transaction** option will not appear.
- **How do I handle accounting for employee repayments as an Admin?**
- Ramp can sync repayments to supported accounting providers. See [Sync repayments to your accounting software](/sync-repayments-to-your-accounting-software) for supported providers, setup requirements, and sync behavior. If your business does not use repayment syncing, create manual journal entries from the bank feed in your accounting provider to reflect these repayments as bank refunds.
- **In which bank account will I receive the repayment as an Admin?**
- We'll send the repayment funds to the business bank account set as the auto-pay source in Banking Settings.
- **Will funds ever be pulled from my account without permission?**
- No funds will be withdrawn from linked bank accounts without permission for repayment or any other reason.
- **What happens if I select Repay transaction and then cancel the repayment?**
- If a user starts repayment with **Repay transaction** and then cancels the repayment, **non-admin users will not see the required fields (e.g., memo, accounting codes) revert to an editable state**. Admins should be aware that this could be confusing for users who expect those fields to become changeable again.
- **What happens to repayments if an employee is made inactive?**
- If a repayment is already processing, making the employee inactive will not stop or reverse the repayment. The repayment will continue to settle as expected.
- Making an employee inactive only restricts their ability to initiate new activity. It does not affect transactions already underway, including repayments in progress.
---
# Repay a reimbursement
> Official Ramp Help Center article. Topic: Reimbursements / Manage Reimbursements. [View the canonical page](https://support.ramp.com/reimbursement-repayments).
## Overview
> **Alpha.** This feature is in early development and may change based on feedback.
Reimbursement repayments let an employee return all or part of an eligible paid reimbursement to their company. Ramp pulls the repayment by ACH from the employee's linked personal bank account and sends it to the company's reimbursement bank account.
Only the employee who owns the reimbursement can start a repayment. Your business must have access to reimbursement repayments during Alpha.
## Check reimbursement repayment eligibility
A reimbursement can be repaid only when all of these requirements are met:
- The reimbursement belongs to you and is in an eligible paid state. Unpaid and canceled reimbursements are not eligible.
- You are a US resident and your place of residence is saved in Ramp.
- The reimbursement, your default personal bank account, and your company's reimbursement bank account all use USD. Ramp does not support non-USD reimbursement repayments at this time.
- Your default personal bank account is active and can send ACH payments. Add or update it from [Personal settings > Banking](https://app.ramp.com/settings/personal-settings/banking).
- Your company has enabled Reimbursements and ACH repayments, and it has a USD reimbursement bank account. Admins can review the setup in [Reimbursement settings](https://app.ramp.com/expenses/reimbursements/all/settings).
- No repayment has already been created for the reimbursement. You can retry an existing repayment only if it failed.
The **Repay** action is hidden when the reimbursement itself cannot be repaid. For other unmet requirements, Ramp disables the action and shows the reason. If all requirements are met but the action is not available, your business may not have access during Alpha. Ask your finance team to arrange the return outside Ramp.
## Repay a reimbursement
You can repay the full reimbursement or part of it. The amount must be at least $0.01 and cannot exceed the original reimbursement amount.
1. Open [My Expenses > Reimbursements](https://app.ramp.com/home/my-reimbursements), then select the paid reimbursement.
2. Open the three-dot **Options** menu, then select **Repay**.
3. In **How much do you want to repay?**, enter the amount. Ramp selects the full amount by default.
4. Optional: Enter a reason for the repayment.
5. Select **Repay [amount]**.
6. Review the reimbursement and the default personal bank account in **Authorize [amount] repayment**, then select **Continue**.
Ramp shows **Repayment submitted** after it creates the repayment. You cannot choose a different bank account in this flow. To use another eligible account, update your default account before you start the repayment.
## Track reimbursement repayment status
The source reimbursement shows the repayment amount and its current status:
- **Awaiting payment:** Ramp has received the request but has not started the transfer.
- **Processing:** Ramp is transferring the money from the linked personal bank account.
- **Repaid:** Ramp processed the repayment.
- **Failed:** Ramp could not transfer the money from the linked personal bank account.
- **Canceled:** The employee canceled the repayment before it completed.
Admins and finance team members with permission to view business reimbursements can open [Expenses > Reimbursements > Repayments](https://app.ramp.com/expenses/reimbursements/repayments). This page shows requested and submitted repayments, their payment and accounting sync statuses, the employee, the repayment amount, the original reimbursement amount, and other repayment details.
## Cancel or retry a reimbursement repayment
Only the employee who owns the source reimbursement can cancel or retry its repayment.
**Cancel an awaiting repayment:** Open the reimbursement, select **Cancel repayment**, and confirm. After you cancel, you cannot create another repayment for the same reimbursement.
**Retry a failed repayment:** Open the failed repayment from the reimbursement or the [Reimbursement repayments](https://app.ramp.com/expenses/reimbursements/repayments) page, then select **Retry**. Ramp checks the eligibility requirements again and permits up to five retries after the first attempt.
Before you retry, update your [personal bank account](https://app.ramp.com/settings/personal-settings/banking) if Ramp says that the account is missing or invalid. Ramp shows **Repayment retry submitted** when the retry starts.
---
# Travel admin dashboard and reporting
> Official Ramp Help Center article. Topic: Travel / Set up Travel Policies. [View the canonical page](https://support.ramp.com/travel-admin-dashboard-and-reporting).
## Overview
The Travel admin dashboard gives you a centralized view of your company's travel spend, trip activity, and booking analytics. From the dashboard, you can track key metrics such as total travel spend, see where employees are traveling on an interactive map, review trip details, and export data as CSVs for further analysis.
To access this info, go to the **Travel** section in the left sidebar.
It contains two pages:
- **Overview** — travel spend metrics, category breakdowns, and the travel spend table.
- **Trip management** — the traveler map, all trips table, and booking requests.
These pages are available for admins and travel managers for team-wide data, and for managers viewing their direct reports' data. Employees cannot access the Travel admin dashboard — they can only view their own trips and bookings.
## Overview page
The Overview page gives you a high-level snapshot of how your company or team is spending on travel. Use the date picker at the top to set the reporting period (e.g., last 30 days, last quarter), and apply filters as needed. Every card and chart on the page is clickable — drill into any one to see a detailed visualization plus a full data table you can slice, filter, group, and export to CSV.
The Overview page is built to help travel admins answer the questions they actually care about:
- **Is our travel spend trending up or down?** Total travel spend over time shows you the trajectory at a glance, with period-over-period comparisons so you can flag unusual spikes early.
- **Where is the money going?** Spend by category (flights, hotels, car rentals, other) shows you which buckets dominate your budget — and grouping by department, Spend Program(s), or merchant helps you pinpoint the teams and vendors driving it.
- **Which vendors should we negotiate with?** Top merchants and top destinations surface the biggest spend. These are your highest-leverage candidates for negotiated rates — for example, if Marriott is your top hotel merchant and New York is your top destination, those are the conversations worth having.
- **Are employees booking through Ramp or going around it?** Off-ramp bookings over time shows how much travel is being booked outside the platform — a key signal for adoption and policy compliance.
- **Who and what are the outliers?** Biggest trip, top spender, and out-of-policy flags help you spot the trips and people worth a closer look.
## Trip management page
The Trip management page shifts the focus from spend totals to the trips themselves. When you need to know where your travelers are and review the details of their plans, this is where you'll find that visibility in one place.
It includes the live traveler map, a table of all trips, and a table of booking requests.
### Traveler map
The traveler map is an interactive global map showing where your employees are traveling right now. You can control what's shown on the map by:
- Searching for a specific traveler
- Filtering by department
- Adjusting the date range to view trips during a specific period
- Showing only ongoing trips
### All trips table
A complete table of trips with filters for trip status, traveler, department, and date range. Use the export button to download a CSV of all trips.
### Booking requests
The booking requests tab shows pending pre-booking requests that require admin action. This view helps you quickly identify travelers who are waiting on approval so you can keep trips moving.
## Frequently asked questions
### What is the difference between "Ramp Travel booking" and "Off-platform booking"?
"Ramp Travel booking" (on-platform) refers to travel booked directly through Ramp Travel. "Off-platform booking" refers to travel booked through external platforms or travel management companies. You can filter the travel spend table by booking source to see the breakdown.
### How is spend by category determined?
Ramp automatically categorizes travel transactions into Airlines, Lodging, Rail, Ground transportation, Per diem, and Other based on the merchant category and transaction data. These categories appear in the spend chart and are also available as filters in the travel spend table.
### Why do I see clusters instead of individual pins on the traveler map?
When multiple travelers are in the same geographic area, the map groups them into clusters for readability. Click a cluster to zoom in and see individual pins. When travelers are at the exact same location, a grouped pin appears with a list of all travelers — click any one to open their trip details.
### How do I track out-of-policy travel spending?
Use the **In policy** filter on the travel spend table and select "No" to show only out-of-policy transactions. Out-of-policy transactions are also flagged individually in the Flags column.
### Can I export travel data?
Yes — you can export travel data as CSV files for use in spreadsheets or other systems. Use the export button when you are on the View data pages.
---
# Booking travel on Ramp: Admin guide
> Official Ramp Help Center article. Topic: Travel / Set up Travel Policies. [View the canonical page](https://support.ramp.com/booking-travel-on-ramp-admin-guide).
## Overview
This article introduces Ramp Travel, outlining the steps for setting up and enforcing travel policies, managing bookings, and overseeing travel expenditures. It explains how admins can configure policies for flights, hotels, and cars, including dynamic rules based on market rates and approval processes for out-of-policy bookings. Additionally, the article provides guidance on tracking trips and expenses and addresses common FAQs related to travel booking and policy enforcement.
**Video walkthrough:** Set up travel policy, tour the travel dashboard, and book flights, hotels, and cars on Ramp as an Admin. Best when rolling out Ramp Travel so policies and approval flows are ready before your team's first booking. [Watch the video](https://ramp.wistia.com/medias/surrb75p65).
## Setting up your policy
Ramp Travel enables you to set up robust controls to inform your employees which flights, hotels and cars are out of policy when booking and also to alert your team when out-of-policy bookings occur.
To set up your travel policy on Ramp, navigate to **Travel** > **Manage**> [**Travel Policy**](https://app.ramp.com/expenses/travel/travel-rules)[.](https://app.ramp.com/settings/expense-policy/travel-rules)
You can set:
- The maximum amount an employee is allowed to spend on a flight, hotel, or car rental
- Additionally, the maximum amount may be based on the market rate. Note that this rule only applies to bookings made on Ramp. The market rate is considered a fair price for your search and is calculated by: scanning all flights for the route/hotels for the destination and dates of your search. Excluding booking options not suited for the travel business. Computing the market rate on the filtered inventory
- For hotels, the maximum amount may also be based on the location-specific GSA rate
- How far in advance they need to book their travel
- What cabin classes are allowed
- Require refundable hotel room bookings
- Maximum per diem spend (includes restaurants, alcohol and bars, supermarket and groceries, entertainment)
- Option to enable GSA rates (location-based per diem)
- Find out more about per diem [from the Per Diem Policy on Ramp page](/per-diem-policy-on-ramp)
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
Create multiple travel policies for your company based on a variety of conditions such as Ramp role, department, location and more in [Travel Policy](https://app.ramp.com/settings/expense-policy/travel-rules) (scroll to the bottom).
## Enforcing your policy
When your employees search for flights or hotels using Ramp Travel, Ramp will denote which flights or hotels are out of your company's policy as they search on their end.
When an employee spends out of policy, notifications will be sent out to transaction approvers to review the out-of-policy spend. Please note that Ramp Travel Policies will not decline transactions but notify managers and administrators of out-of-policy spend.
Admins can set up what bookings require approval before employees book travel on Ramp by navigating to [Ramp Travel settings](https://app.ramp.com/expenses/travel/travel-settings). Select from 3 available templates: require approval for out-of-policy bookings, always require approval, or set up custom logic where admins can configure different conditions and actions.
For example, an admin has set up a travel policy of max $500 / night for hotels and an approval policy to require approval for all out-of-policy bookings. When an employee tries to book a hotel for $600 / night, they won't be able to book directly without the manager's approval. They would submit a request instead of booking, which would trigger a notification to their manager. Once their manager approves, the booking will go through and employees will receive a booking confirmation email. It is possible that the price of booking would change from the time of request, and managers would see the price changes and can decide to approve or reject.
For flights and hotels, users can now request new funds at the end of the booking flow if they have insufficient spend or do not have an available card. By default, all spend requests require manager approval. Admins can modify this by setting up custom logic under [Booking Requests settings](https://app.ramp.com/expenses/travel/travel-settings).
## Overseeing trips and travel spend
Administrators on Ramp have the ability to oversee all travel spend at their companies, and managers have the ability to oversee travel spend for their reports on Ramp. You can view your team's upcoming, active, and completed trips by navigating to [**Travel**.](https://app.ramp.com/expenses/travel) You can additionally edit your Travel policy directly from this tab as well.
As an admin or a manager, you also can edit an employee's trip, add expenses to a trip, or submit reimbursements on behalf of an employee. If you see a transaction that doesn't belong as part of a trip, simply click the kebab icon next to the transaction and click "Remove Expense". For more details about a transaction, click "View Expense Details".
Ramp will provide insights to you such as cashback accrued, average trip cost, expensive trips, and more.
Clicking the download icon on the table will provide you with a CSV containing even more details, such as reporting on total per diem spend, flight spend, hotel spend, and more.
## Frequently asked questions
- **We have negotiated rates with a hotel. Are you able to support our negotiated rates?**
Yes. Please follow these instructions for setup: [Loading company's negotiated hotel rates](/loading-companys-negotiated-hotel-rates)
- **How do I add car rental corporate discount codes?**
In [**Travel** > **Manage** > **Ramp Travel settings**](https://app.ramp.com/expenses/travel/travel-settings) , scroll to the **Car rental corporate rates** section. Select the car rental company from the dropdown, enter your corporate discount code, and save. You can add codes for multiple car rental companies. These codes are automatically applied when employees search for and book car rentals on Ramp.
- **Can I set a default, or favorited hotel for my team to book at?**
Yes, you can set up preferred hotels in Travel settings
- **What is the refund process for canceled flights?**
- **Fully Refundable Fares:** If a fully refundable fare is canceled, the refund will be credited back to your Ramp card, regardless of when or where the cancellation occurs
- **Standard Fares:** These fares are typically non-refundable but can be changed. Canceling a standard fare will usually result in receiving a credit from the specific airline (e.g., a Delta credit)
- **How long does my team have to cancel a flight or a hotel?**
Most flights have a 24-hour cancellation policy. However, depending on the cabin class, you can have refundable or adjustable flights. **Most** refundable hotels allow you to cancel up to 48 hours before your stay. However, the final timeline depends on the specific hotel
- **How can I turn Ramp Travel booking on for our employees?**
Booking travel on Ramp is enabled by default for your company’s employees. As an admin, you can manage this by navigating to your Travel homepage (Travel > Manage > Ramp Travel settings). If you want to disable Ramp Travel for everyone, including admins, switch off the toggle for bookings on Ramp. You can always revisit this page to turn Ramp Travel back on.
*Note: If you do not see "Ramp Travel" section where you can enable Ramp Travel for admins and/or employees, please reach out to your Account Manager or* [*contact Ramp Support*](/how-to-contact-ramps-support-team) *.*
- **How can a company admin manage bookings or edit a traveler's profile for employees?**
Use [Travel Manager Permissions](/travel-manager-permissions) . If a company admin needs to modify or cancel a booking for a terminated employee, please reach out to the Ramp Support team
- **Can admins add multiple office locations?**
Yes, you can add multiple office locations via **Travel** page > **Manage** > **Ramp Travel settings**. These office locations appear on the map while travelers are searching for hotels.
---
# Booking travel off Ramp: Admin guide
> Official Ramp Help Center article. Topic: Travel / Set up Travel Policies. [View the canonical page](https://support.ramp.com/booking-travel-off-ramp-admin-guide).
## Overview
Ramp for Travel is the newest and fastest way to manage your travel spending from Ramp. Now, finance teams can centralize control of travel spending while allowing employees to book travel using their favorite booking platforms. From bookings to expense reporting, Ramp for Travel makes travel management much easier for your employees while giving you the same controls, insights, and automation that you’d get from a standalone travel solution.
As an admin, you now can:
1. See every active employee trip in one dashboard with complete itineraries
2. See all travel expenses related to a trip grouped by category
3. Get real-time alerts when employees spend out-of-policy per your per diem
Employees can request to travel and book wherever they want. Thanks to Ramp's receipt integrations and travel enrichment capabilities, they will spend less time submitting expenses. Finance teams will also maintain real-time visibility into their travel plans. This data is automatically generated based on the transactional data on your company Ramp funds - no more manual entry or separate travel booking platform.
## Requesting travel and issuing funds
1. Employee requests funds to travel from their Ramp dashboard. **Tip:** Use Spend Programs to quickly issue funds and physical cards tied to travel in bulk.
2. The travel request gets routed and approved following the approval workflow. This can be done via email, Slack, or within the Ramp dashboard.
3. The fund can be restricted to specific travel spending categories.
4. Employees can book flights and hotels and use their funds for taxis and per diems ( **note that travel by train won't be included in Travel** ). **Tip:** Save your travel funds within your favorite travel booking software.
See: [Approval Policies.](/setting-up-spend-request-approvals)
## Managing travel spend and submitting expenses
1. After a cardholder forwards their airline confirmation email to [receipts@ramp.com,](mailto:receipts@ramp.com,) Ramp will automatically detect the user is going on a trip and generate an itinerary.
2. All transactions from the user during the trip will automatically be linked to a single trip.
3. Ramp will automatically surface insights on the trip to the manager and admin - including itinerary information and total costs. See the [Travel Dashboard](#travel-dashboard) section for more details.
4. User simply has to submit receipts, memos, and other accounting information to Ramp.
5. Transactions on these funds can be automatically coded with card or funds-level rules to the right projects or class codes.
6.**Transactions (for restaurants and bars only) and reimbursement may also be split.** For transactions, (1) click into the transaction → (2) scroll down and click "More" → (3) click the "Add Attendees" button, type in the names and click "Add attendees". On this page, you have the option to enter attendees directly or download the CSV template to upload attendees in bulk. For reimbursements, the same "Add Attendees" button will appear before you submit the reimbursement.
> **Note**: If a cardholder exceeds their per diem spend while traveling, their transaction will be flagged, and the user will be prompted to either repay the transaction or split the bill.
See: [Submitting Receipts & Memos via SMS or Email](/submitting-receipts-memos-and-accounting-for-your-ramp-transactions)
## Setting up travel policy
Within Ramp, admins can define their company's Travel Policy by going to Travel > Manage > [Travel Policy](https://app.ramp.com/expenses/travel/travel-rules). Please note that travel policy rules only apply when a trip has been created. Once a trip has been created and a transaction has been added to the trip, our system will only then evaluate the transaction and flag it if it violates the travel policy. Otherwise, the approval chains will behave normally.
This includes:
1. Maximum airfare cost per one-way flight and hotel nightly rate
2. Flight booking class allowed based on flight time
3. How long in advance you need to book
4. Maximum per diem (daily spend on restaurants, alcohol and bars, supermarket and groceries, or entertainment) and GSA rates (location-based per diem)
*Find out more about per diem [here](/per-diem-policy-on-ramp)*
Fill out the rules as needed, and please note that this will affect all of your Ramp funds. Once implemented, Ramp will automatically flag transactions out of policy based on these rules. We do this by pulling itinerary information from the receipts forwarded to Ramp to understand everything about the trip.
Here is how this works:
| **Rule** | **How it works** |
| --- | --- |
| Maximum airfare cost | Total airfare cost of the trip |
| Booking class | Compares ticket class (e.g., Economy, Economy Plus, Premium Economy, Business) with the duration of that specific leg |
| Advanced booking | Compares the transaction time with the time of the trip To disable, select "No restrictions" |
| Maximum nightly cost for hotel | Compares the hotel cost per night for that booking |
| Per Diem | Automatically adds up card transactions on meals, drinks and entertainment during the period of the trip by day and compares that with the per diem limit |
## Multiple travel policies
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
Admins can create multiple travel policies for your company based on a variety of conditions such as Ramp role, department, location and more.
In order to set up multiple travel policies, first set up a default travel policy by going to Travel > Manage > [Travel Policy](https://app.ramp.com/expenses/travel/travel-rules). Then scroll down and click "New travel policy" where you can name the policy, set audience conditions and define travel policy rules.
The sample video below walks through setting up a more generous travel policy for sales team who travel frequently:
## Travel dashboard
The new [Travel Dashboard](https://ramp.com/insights/travel) enables you to see all your company travel spend and details live. There are two main sections to this dashboard:
1. **Metrics View** - see a summary of your travel spending over time, including the breakdown by category (flights, hotels, per diems, transit), top spenders or vendors, largest trip expenses, etc. Slice and dice data in any dimension you need.
2. **Trips View** - see a holistic list of active, upcoming, and completed trips on the dashboard.
## Ramp trips
A **"Trip"** on Ramp represents a grouping of transactions and reimbursements that are associated with a single Trip. Trips can be created in several ways:
1. Trips are automatically generated as users spend on their Ramp funds and forward their receipts to [receipts@ramp.com](mailto:receipts@ramp.com) . This confirms their itinerary.
2. Cardholders can also create a trip manually by clicking into a transaction from the trip and clicking "Add to Trip" at the bottom of the drawer. The next panel will allow them to create a new trip and showcase all the transactions between those dates that can be selected and added to an existing trip).
3. Managers, admins, and owners may create trips for others.
To view a trip, cardholders can click on a transaction tied to a trip and click "View Trip" in the banner. To add a transaction to a trip, they can click "Add to Trip." Within a single Trip, cardholders can see a full set of expenses automatically categorized for convenience:
1. Total cost of the trip
2. Dates of the beginning and end of the trip
3. Source and destination of the trip
4. Airline transactions (and links to flight itinerary)
5. Lodging transactions (and links to lodging details)
6. Ground transportation (e.g. Uber / Lyft)
7. Per Diem (any spend on restaurants/grocery/alcohol/entertainment during the trip)
8. Miscellaneous (any misc. spend that falls outside of the above categories, etc.)
Managers, admins, and owners can make changes to a trip with the following instructions:
1. Go to the Travel tab
2. Click on the relevant user to whom the trip is assigned
3. Utilize options to Delete Trip or Add Expenses/Submit Reimbursements
Trips cannot be created with overlapping dates for a single user. They may be created for retroactive dates as well as future dates. Any reimbursement or transaction can be tied to a trip, regardless of whether the trip dates were before or after the reimbursement or transaction date.
To add an **existing reimbursement** to an existing trip, please follow these instructions:
1. Navigate to **Expenses**
2. Click on **Reimbursements**
3. Click on the **History** sub-tab
4. Search for the reimbursement that you would like to add to a trip and click on it
5. Click on the **three dots** in the bottom right-hand corner of the reimbursement
To add a **new reimbursement** to a trip:
1. Go to [Request reimbursement](https://app.ramp.com/details/reimbursements/new)
2. Fill in the reimbursement details (the required fields depend on the reimbursement type — for example, out-of-pocket reimbursements use merchant, amount, and date)
3. In the **Trip** field, select an existing trip or click **Create new trip**. If you don't see the **Trip** field, click **Show optional fields** first (it appears automatically if your company requires a trip on reimbursements)
4. Click **Submit** when all required fields have been completed
## Travel integrations
With Ramp, you can use your Ramp funds safely and easily with your favorite online booking platform - all transactions and itinerary information will show up on Ramp once receipts are submitted.
For companies that would like to use a managed travel solution (not recommended unless you are spending a significant amount on travel company-wide), Ramp has direct integrations with a few partners that will automatically send a receipt and itinerary information to the Ramp platform upon booking - making your life even easier. Check out the list of partners below and feel free to mention Ramp sent you.
1. **Melon:** [https://www.corporatetraveler.us/en-us](https://www.corporatetraveler.us/en-us)
2. **Travel Perk:** [https://www.travelperk.com/](https://www.travelperk.com/)
---
# Loading company's negotiated hotel rates
> Official Ramp Help Center article. Topic: Travel / Set up Travel Policies. [View the canonical page](https://support.ramp.com/loading-companys-negotiated-hotel-rates).
## Overview
If your company has negotiated rates with specific hotels, you can make those rates available for employees booking through Ramp Travel. Once loaded, negotiated rates appear automatically in hotel search results and are labeled **Corporate rate**, so employees do not need to enter any codes manually.
## How it works
1. **Submit hotel details:** An admin submits the hotel information via [**this form**](https://amethyst-partner-f48.notion.site/7aa982c97c354e3eafd1e47b9a585445?pvs=105) .
2. **Rate loading:** Ramp works with its travel agency partner, Duffel, to load the negotiated rates. Duffel contacts the hotel directly to complete setup, which typically takes ~4 weeks.
3. **Rates appear in search:** Once setup is complete, employees searching for that hotel on Ramp will see the negotiated rates labeled **Corporate rate** in the room selection list. Employees can also filter rooms by **Corporate rate** to find them quickly.
## Frequently asked questions
**Where should I go if I have questions about this process?**
Please contact us at hotel-cnrs@ramp.com.
**We don't have a hotel representative. What should we do?**
Please reach out to the hotel employee with whom you negotiated the rates.
**How do employees see the negotiated rates?**
Negotiated rates appear automatically in hotel search results and are labeled **Corporate rate**. Employees do not need to enter any codes. They can filter by **Corporate rate** in the room selection filters to find negotiated rates quickly.
**Can Ramp load chain-level rates that apply across multiple locations?**
No. Ramp supports corporate rates on a per-property basis, which means we cannot load chain-level rates that apply across multiple locations.
**Can employees manually enter promo codes or discount codes for hotels?**
No. Ramp Travel does not support manually entering promo codes or discount codes for hotel bookings. Negotiated rates are loaded by Ramp and appear automatically.
---
# Per Diem Policy on Ramp
> Official Ramp Help Center article. Topic: Travel / Set up Travel Policies. [View the canonical page](https://support.ramp.com/per-diem-policy-on-ramp).
## Overview
Per diem sets a daily spending limit on meals and incidentals for employees while they travel. Enabling per diem on Ramp replaces manual tracking with automated visibility — flagging overages in real time, giving reviewers instant context, and helping travelers self-correct their spend on the go. If your organization has a per diem policy, turning it on in Ramp ensures travel spend is tracked consistently across every trip.
## How to set it up
Admins should go to **Travel**page→ **Manage** → **Travel policies** → **Per diem rate**
There, they can choose a rate type:
- **Flat rate:** a fixed daily amount (e.g. $100/day) for all trips
- **Location-based (GSA):** automatically applies U.S. GSA rates based on the traveler's destination. For areas not covered by GSA rates, including international travel, the default per diem rate is used.
## Per diem for reviewers (Admins and managers)
### Why enable per diem?
Enabling per diem automates daily limit tracking for meals and incidentals, flags overages as they happen, and gives reviewers full context at approval time. Without it, finance teams have to manually audit expenses — a slow, error-prone process that creates friction with employees.
### What can reviewers do?
1. **Review all transactions for a trip:** including per diem transactions broken down by day
2. **See overspend instantly:** a compliance flag appears on the expenses that push an employee over their daily limit, showing the overage
3. **Take corrective actions:** mark the expense as **Exclude from per diem** if it was miscategorized, or **Add attendees** to an expense
## Per diem for travelers
### Why should travelers pay attention to per diem?
Per diem on Ramp gives travelers instant visibility into their daily spending budget and helps them stay within limits without manual tracking. Travelers see their balance update in real time after each purchase in the app and via SMS notifications. If a traveler goes over, they can quickly adjust by providing the reason for the overspend, excluding miscategorized expenses, or adding attendees to split the costs — giving them control to self-correct before approval time.
### What can travelers do?
1. **See progress in real time:** track daily per diem balance on the home or trip page
2. **Take corrective actions:** mark the expense as **Exclude from per diem** if it was miscategorized, or **Add attendees** to an expense
3. **Interact via SMS:** receive real-time SMS notifications after each purchase showing the updated daily balance, and correct via SMS in real time as spend happens — not after the trip
## Frequently asked questions
### What expenses count as per diem?
Per diems cover meals and incidentals during trips, which typically include spend in merchant categories like restaurants, alcohol and bars, supermarkets and groceries, and entertainment. Ground transportation (for example, Uber or public transit) does not count toward the per diem limit.
### How does Ramp detect per diem expenses?
Per diem limits apply to eligible expenses whenever Ramp detects an employee is on a trip. Ramp creates a trip automatically when a traveler books through Ramp or uploads travel receipts (flights, hotels, cars, trains). Employees can also create a trip manually. Once a trip is detected, per diem kicks in automatically — no action is needed from the traveler or admin.
### If attendees are added, how is the per diem amount affected?
The cost is divided by the number of attendees. However, it isn’t reflected on attendees’ accounts and doesn’t count toward their daily limits — only the cardholder’s per diem tracking is affected. If you’d like the cost to be tracked against attendees’ accounts as well, please [contact Ramp Support](/how-to-contact-ramps-support-team) , and we’ll enable this for your company.
---
# Travel Manager Permissions
> Official Ramp Help Center article. Topic: Travel / Set up Travel Policies. [View the canonical page](https://support.ramp.com/travel-manager-permissions).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
Travel Manager permissions let designated users book trips on behalf of other employees and manage travel settings for the company. This article explains how admins can create and assign a Travel Manager Custom Role, and how Travel Managers can book, manage bookings, and update travel policy settings in Ramp.
## How to set it up
**Note:** Travel Manager permissions are automatically applied to all admins. To assign them to a regular non-admin user, create a custom Travel Manager role with these permissions, then assign the user to that role.
To create a Custom Role, admins should go to the **Company**>**Settings**> **User roles** page and create a new Custom Role with Travel Manager permissions. Read more about [Creating a Custom Role](/creating-a-custom-role).
## How it works
A user with the Travel Manager permissions can book travel for the entire company and/or manage travel settings.
**To make a booking**
Go to the **My Travel** page, select **Book for someone else**, and book a trip for any employee in your company:
**To manage a booking**
Go to **My Travel** page -> **View all bookings**-> locate the booking made for another traveler:
Click on a booking to open the booking details page and confirm the available support options, including **Chat with support**:
**To manage company travel settings**
To manage your company travel settings in Ramp, go to [Travel page](https://app.ramp.com/s/travel) and open the **Travel policy** page.
---
# Booking travel on Ramp: Employee guide
> Official Ramp Help Center article. Topic: Travel / Book & Manage Trips. [View the canonical page](https://support.ramp.com/booking-travel-on-ramp-employee-guide).
*Want to book a trip using Ramp Travel? You're in the right place.*
*Want to book travel using Ramp funds and another travel platform? Read more*[*here*](/booking-travel-off-ramp-employee-guide)*.*
## Overview
We're excited to introduce Ramp Travel, your streamlined solution for business travel. With Ramp Travel, booking flights and hotels is easy. You can search for flights and hotels directly within Ramp and know exactly which options are within your company's policy. After booking with Ramp Travel, there's no need to hassle with receipt submissions. Everything is seamlessly managed on the same spend management platform. You can also easily track and manage all your bookings and trips within the [**My travel**](https://app.ramp.com/home/travel/) tab.
## How it works
Booking Travel on Ramp is easy. Open [**My travel**](https://app.ramp.com/home/travel/) to search for flights, hotels, and cars, or access previous and upcoming trips.
**Video walkthrough:** Book flights, hotels, and cars on Ramp as an Employee. Best before your first trip so you can search, book, and apply your travel policy without leaving Ramp. [Watch the video](https://ramp.wistia.com/medias/qln6wrgrf0).
Note that you will not be able to see this tab unless your admin has enabled this function for their employees. See [here](/booking-travel-off-ramp-employee-guide) for more details on booking travel off-ramp.
## Booking flights
Follow the steps below to book your desired flights:
1. **Enter your travel details:** On the **My travel** page, enter your departure city or airport, destination city or airport, departure date, and return date (if it's a round trip), and click on the search button.
2. **Review search results:** Ramp will display a list of available flights based on your criteria and you can filter by price, airline, departure time, policy etc. Evaluate options and select a flight that meets your company's travel policy. The icon next to the price indicates whether a flight is within your travel policy. If a flight is flagged as out of policy, toggle on the price to learn why. If you believe a flight outside the policy is justified, ensure you have the necessary approvals before booking.
3. **Review fare options:** Some flights may offer different fare options, such as basic economy, economy, or business class with different cancellation policies and perks. Review these options carefully to see what's included. The icon next to the price indicates policy compliance on the top right. Once you're ready, click **Continue to checkout** .
4. **Enter traveler information:** After selecting your flight, enter your passenger information. You'll only need to enter your information once since Ramp saves the data for easier checkout in the future.
5. **Select funds:** Select the correct funds, or submit a new funds request.
6. **Review and confirm:** Before completing your booking, review all the details, including the flight itinerary, passenger information, fare options, and cancellation policy. Ensure everything is correct, as most flights are non-refundable. Flights may be voidable for the first 24 hours after booking.
7. **Complete booking:** Once you're ready, click on the **Book flight** button to finalize your reservation. If the booking is successful, you will receive a confirmation email shortly afterward with all the details of your booking.
8. **View your booking (optional):** After booking your flight, open [**My travel**](https://app.ramp.com/home/travel/) to view your booking itinerary, cancel your flight (if it is within the cancellation period), or resend your confirmation email.
To add extras such as travel insurance, paid pieces of baggage, as well as online check-in, please sign in to the airline app or website and manage your booking from there.
## Booking hotels
Follow the steps below to book your desired hotel:
1. **Enter your travel details:** On the **My travel** page, toggle to **Hotels** and enter your destination city or area, check-in date, and check-out date. Click on the search button.
2. **Review search results:** Ramp will display a list of available hotels based on your criteria and you can filter by hotel class, price, policy, etc. Evaluate options and select a hotel that meets your company's travel policy. The red icon next to the price/night indicates whether a hotel is out of policy, you can toggle on the icon to learn why. If you believe a hotel outside the policy is justified, ensure you have the necessary approvals before booking.
3. **Review hotel and different room options:** Click **Select** on the hotel you're interested in to access more information and choose between the different room options. Different room types may offer different cancellation policies and perks. Review these options carefully to see what's included. The icon next to the price indicates policy compliance. Once you've decided, click **Select** .
4. **Enter traveler information:** Enter your personal information and existing loyalty programs. You'll only need to enter your information once since Ramp saves the data for easier checkout in the future.
5. **Select funds:** Select the correct funds, or submit a new funds request.
6. **Review and confirm:** Before completing your booking, review all the details, including the hotel details, personal information, refunds, and cancellation policy. Make sure everything is correct, as some bookings may be non-refundable.
7. **Complete booking:** Once you're ready, click on the **Book hotel** button to finalize your reservation. If the booking is successful, you will receive a confirmation email shortly afterward with all the details of your booking.
## Booking cars
Follow these steps to book your desired car rental on Ramp:
1. **Enter Your Travel Details:**
On the **My travel** page, toggle to **Cars** and input your pick-up location, drop-off location, pick-up date, and drop-off date. Click on the search button.
2. **Review Search Results:**
Ramp will display a list of available car rentals based on your criteria. You can filter by car type, price, policy compliance, and more. Evaluate your options and select a car that meets your company's travel policy. A red icon next to the rate will indicate if a car rental is out of policy—click the icon to see the details. If you need to book a car outside of policy, ensure you have the necessary approvals before proceeding.
3. **Review Car Details and Options:**
Confirm that the rental aligns with your requirements and policy compliance. Once satisfied, click **Select** to proceed.
4. **Enter Traveler Information:**
Fill in your personal details. Ramp saves your information for future bookings, so you'll only need to enter it once.
5. **Select funds:** Select the correct funds. Ramp currently doesn't allow submitting fund requests for car rental bookings.
6. **Review and Confirm:**
Before finalizing your booking, review all the details, including the car rental information, personal details, refund policies, and cancellation terms. Ensure that everything is correct, especially since some bookings may be non-refundable.
7. **Complete Booking:**
Once you're ready, click on the **Book car** button to finalize your reservation. If the booking is successful, you'll receive a confirmation email shortly afterward with all the details of your rental.
This step-by-step process ensures that you get the best corporate rates and maintain compliance with your company's travel policies—all while enjoying the ease of managing your travel in one place with Ramp.
## Submitting travel requests for approval
Depending on your company's [travel policy](https://app.ramp.com/home/travel/bookings/travel-policy), some travel bookings may require manager or admin approval before you can complete your booking on Ramp.
1. **Book your travel:** Select your flight, hotel, or car rental as usual.
2. **Submit for approval:** At the end of the checkout flow, click the **Submit Request** button.
3. **Notification:** Your manager or admin will be notified of your request.
4. **Approval:** Upon approval, the booking will be processed, and you will receive a confirmation email.
Please note that the price of the booking may change, and the request will reflect the latest price. To track its status, open [**My travel**](https://app.ramp.com/home/travel/), then select **View all bookings** and **Requests**.
## How do I retrieve my booking details?
Open [**My travel**](https://app.ramp.com/home/travel/), select the trip and booking, then click **Resend email** to resend the flight or hotel confirmation email.
## How do I modify/cancel my booking?
To confirm available support options, open [**My travel**](https://app.ramp.com/home/travel/) and select the trip and booking. On the booking details page, you'll see options such as **Change flights**, **Cancellation options**, and **Chat with support**.
### For cancellations
- If your booking is within the cancellation period, you can cancel on Ramp website by clicking **Cancel reservation** .
- If your booking is no longer eligible for cancellation, please contact a travel specialist to discuss your options. Depending on the booking type, you will either see a 24/7 chat option — where you can contact the travel support team — or a phone number to reach Priceline for any intended modifications. Only car rental bookings require contacting Priceline directly — all other booking types are handled by the travel support team.
### For modifications
If you need to modify travel dates, flight fare class, or hotel room type, please check your booking's modification and cancellation policy on the booking page.
**Flights:**
- You may be able to modify your flight on the Ramp website. Find more details in the [Flight modifications](/flight-modifications) article. If you don't see this self-serve option, please contact a travel specialist via 24/7 chat on the booking page.
**Hotels:**
- If you are extending your hotel stay, make a new booking via the Ramp Travel portal and call the hotel to combine the reservations.
- Otherwise, please contact a travel specialist to help you with any modifications. Depending on your booking type, you will either see a 24/7 chat option or a phone option, allowing you to contact the travel support team.
**Cars:**
- For a pay-at-pick-up car booking, the best approach is to book a new car rental and cancel your original for a full refund.
- Otherwise, please call Priceline for assistance with any modifications.
## Mid-trip disruptions and emergency situations
For mid-trip disruptions, contact the travel specialist for help. Open [**My travel**](https://app.ramp.com/home/travel/), select the trip and booking, then use **Chat with support** or another available support option on the booking details page. Only car rental bookings require contacting Priceline directly — all other booking types are handled by our travel support team.
Your booking page is the quickest way to get in contact with a travel specialist. **However,** if you are on your way to the airport or already there, please contact the airline directly, as they will be best positioned to help close to departure time.
## Delegate booking
Assistants can book business travel on behalf of other employees. After someone is assigned as an assistant, they can book and manage travel directly for the traveler, with personal details and travel policies auto-filled and applied, making the booking process much faster and more efficient.
To learn more about setting up an assistant and how to use this feature, visit [Travel Delegate Booking via Assistant Role](/travel-delegate-booking-via-assistant-role).
> **Please note:** this feature is currently only available to businesses that have enabled Ramp Travel for all employees.
## Using loyalty programs for flights and hotels
### Flights
You can add your loyalty number during the booking process or directly in your traveler profile. If you're unable to do this on Ramp, you can also add your loyalty number directly on the airline's website after booking.
### Hotels
For hotels, you can also add your loyalty number during the booking process or in your traveler profile. Please note that not all hotels or rates are eligible for loyalty benefits.
### Adding loyalty programs directly to the traveler profile
1. Go to Profile > My traveler profile.
2. Go to the Loyalty section, add your loyalty numbers, and click **Save**
## Frequently asked questions
- **What happens to the approval if the flight/hotel room is no longer available before the manager approves?**
The booking fails, users receive an email asking them to rebook.
- **I'm not sure if my booking went through. What should I do?**
Sometimes confirming a booking can take a little longer than expected. Once it's confirmed or failed, we'll send an update to your work email. If you see a charge on your card for the booking amount, that usually means it was successful, and you should receive a confirmation email within 10 minutes.
- **I can't find my booking. What should I do?**
Open [**My travel**](https://app.ramp.com/home/travel/) and select **View all bookings** to double-check whether your booking appears. If it does not, please contact Ramp support.
- **I didn't receive my confirmation email. How can I get my booking details?**
Open [**My travel**](https://app.ramp.com/home/travel/), select the trip and booking, then click **Resend email** to resend the flight or hotel confirmation email. Feel free to reach out to Ramp support at any time as well.
- **Can I make a booking on behalf of a team member?**
Yes, after the traveler assigns you as their Assistant, you can book and manage travel on their behalf. See more details in [Travel Delegate Booking via Assistant Role](/travel-delegate-booking-via-assistant-role) .
- **Can I coordinate group trips and make a group booking?**
As of today, you will not be able to coordinate group trips or book multiple flights or rooms in one go, but we expect to support this functionality in 2026.
- **Can I redeem flights or hotels with points?**
While users can add frequent flyer information to accrue points for flights only, they cannot use points to purchase flight or hotel bookings.
- **What is the process for booking multi-city trips?**
Currently, we do not support multi-city trips. The best way is to book multiple one-way flights.
- **Do negotiated rates with specific hotels appear on Ramp?**
Yes, your company admins should follow [these instructions](/loading-companys-negotiated-hotel-rates) to enable hotel negotiated rates.
- **Can I apply a promo code or discount code when booking a hotel?**
Ramp Travel does not support manually entering promo codes or discount codes for hotel bookings. If your company has negotiated rates with specific hotels, those rates appear automatically in search results and are labeled **Corporate rate** . Contact your Ramp admin to set up negotiated hotel rates, or see [Loading company's negotiated hotel rates](/loading-companys-negotiated-hotel-rates) for details.
- **How can I set up or edit my Traveler Profile?**
On the **Home** page, go to **Profile** > **Traveler profile** to add or edit your information.
- **Can I book train travel (such as Amtrak) on Ramp?**
No. Ramp Travel currently supports booking flights, hotels, and car rentals only. Train and rail bookings are not available through the Ramp Travel portal. If you need to book train travel, book directly with the rail provider and use your Ramp card to pay. You can then forward your confirmation email to [receipts@ramp.com](mailto:receipts@ramp.com) so the expense is tracked and added to your trip.
- **How do I apply a flight credit?**
If you received an airline credit after canceling a non-refundable flight, you can't currently apply that credit during Ramp's self-service booking flow. Instead, use one of these options:
1. Book with help from Ramp Travel support. Go to [**View all bookings**](https://app.ramp.com/home/travel/all-bookings/all), open the canceled booking, then click **Chat with support**. The travel support team can help you review your rebooking options for that canceled booking and any associated airline credit.
2. Book directly with the airline. Go to the airline's website, sign in to your account, and check whether your credit is available to apply during checkout.
- **Can I add personal days to a business trip or pay the difference for a personal upgrade?**
Ramp Travel is designed for business travel. All bookings are funded through your company's Ramp cards, and there is no option to split costs between your company and a personal payment method. If you want to extend a business trip for personal reasons or upgrade beyond what your company's travel policy allows, book the business portion of your trip through Ramp Travel and arrange the personal portion separately, such as booking personal flights or extra hotel nights directly with the airline or hotel using a personal card.
- **Where can I find information about Visa travel benefits and rental car coverage?**
Information about Visa Travel and Emergency Assistance Services and Auto Rental Collision Damage Waiver is available in Ramp's [Guide to Benefits](https://ramp.com/legal/visa-card-benefits#visa-signature-business-card) .
- **Can I add my travel booking to my personal calendar?**
Yes. Open [**My travel**](https://app.ramp.com/home/travel/), select the trip and booking, then select **Add to calendar** and choose Google Calendar or Outlook. This option is available for flight, hotel, and car rental bookings.
Our team is working hard to build and unlock further features to better support you and your team. If you have any feedback, please complete this [survey](https://a.sprig.com/cGsyNm9lVWhPeX5zaWQ6MjZhMmRjODEtYjE4ZC00ODlhLTg3M2MtMWM0YzViNTdkMDU1).
---
# Booking travel off Ramp: Employee guide
> Official Ramp Help Center article. Topic: Travel / Book & Manage Trips. [View the canonical page](https://support.ramp.com/booking-travel-off-ramp-employee-guide).
*Want to book travel using Ramp funds on another travel platform? You're in the right place.*
*Want to book a trip using Ramp Travel? Read more [here](/booking-travel-on-ramp-employee-guide).*
## Overview
Ramp makes it easy for you to manage your travel booking with your preferred travel providers. Submitting receipts is as seamless as ever. If your company uses Perk (formerly TravelPerk) or Flightcenter, Ramp will automatically collect the receipt information from these travel booking partners. Otherwise, after booking, forward receipts directly from the airline to [receipts@ramp.com.](mailto:receipts@ramp.com) Ramp will automatically create a trip itinerary and submit expenses on your behalf.
## How do I forward an itinerary on Ramp?
Forward your itinerary to [receipts@ramp.com](mailto:receipts@ramp.com). We'll handle it from there.
---
# Onboarding employees to Ramp Travel
> Official Ramp Help Center article. Topic: Travel / Book & Manage Trips. [View the canonical page](https://support.ramp.com/onboarding-employees-to-ramp-travel).
To make your rollout of Ramp Travel as smooth as possible, we’ve created some resources with everything you need:
- [Comms template](https://docs.google.com/document/d/1PznMf4a0b36lPei8vF0R0QGWlSH9q6fw5JLU01DXKtM/edit?usp=sharing) to easily introduce your travel policy and booking guidelines to employees
- **Employee video walkthrough:** Book flights, hotels, and cars on Ramp as an Employee. Best before your first trip so you can search, book, and apply your travel policy without leaving Ramp. [Watch the video](https://ramp.wistia.com/medias/qln6wrgrf0) .
- [Concise guide](https://drive.google.com/file/d/1CTvu31MthEGJBUGu2ry5rYbrUZqumgxl/view?usp=drive_link) to explain the key process change for employees
- **Admin video walkthrough:** Set up travel policy, tour the travel dashboard, and book flights, hotels, and cars on Ramp as an Admin. Best when rolling out Ramp Travel so policies and approval flows are ready before your team's first booking. [Watch the video](https://ramp.wistia.com/medias/surrb75p65) .
Here is a preview of Ramp's booking platform:
We hope these resources make the transition easier for you and your team. For more directions on how to enable Ramp Travel for your team, follow the instructions [here](/booking-travel-on-ramp-admin-guide#setting-up-your-policy).
---
# Booking for a Guest
> Official Ramp Help Center article. Topic: Travel / Book & Manage Trips. [View the canonical page](https://support.ramp.com/booking-for-a-guest).
## Overview
The guest booking flow in Ramp Travel allows users to book travel on behalf of guests while maintaining control over the process. This ensures a seamless experience for both the user and the guest.
It ensures policy compliance, maintains existing approval processes, provides transaction transparency, and simplifies guest interactions by sharing booking details via email without platform access.
Guest booking is available when Ramp Travel is enabled for your business and your role is allowed to book for guests.
In Ramp Travel, you can book flights and hotels for an external guest, but not rental cars.
## How it works
### Enabling Guest bookings
- From the [Travel page](https://app.ramp.com/s/travel), open the travel settings page. This appears under **Travel policy** on the **Settings** tab.
- Scroll down to the **Guest bookings** section
- Enable everyone who should be able to book for guests.
### Step 1: Initiating a Guest booking
- Open [My travel](https://app.ramp.com/s/travel).
- Select the option to **book for an external** **guest** rather than yourself.
- Start a new booking by entering the required locations and dates.
### Step 2: Searching for flights
- Interact with the flight search as normal, selecting the preferred flights based on availability and policy.
- Review different options, including pricing and itinerary details.
### Step 3: Entering guest information
- Provide the guest’s full name and email address.
- Confirm the details match the required format.
- Proceed to the next step.
### Step 4: Reviewing policies
- Before finalizing, a confirmation screen will display the **policy applied to the booking** , which is based on the person making the booking.
- Review the policy terms to ensure compliance with the company’s travel policies.
### Step 5: Completing the booking
- Confirm and submit the booking.
- A confirmation page will display, ensuring the booking is successful.
### Step 6: Approval process
- Any required approvals for the booking will follow the same process as for the person making the booking.
- If approvals are needed, the booking will remain pending until approved.
- Once approved, the guest will receive a confirmation email.
### Step 7: Guest notification
- The guest will receive an **email notification** with their booking details.
- **Note:** The guest cannot access or modify the booking within Ramp Travel. The booker, an [Assistant using Assistant Mode](/travel-delegate-booking-via-assistant-role), or a user with [Travel Manager permissions](/travel-manager-permissions) can manage the booking from [**My travel**](https://app.ramp.com/s/travel) by selecting **View all bookings**.
## Use cases and examples
This feature is useful any time you would like to book for a traveler without a Ramp account whilst adhering to company policies, for example, when bringing a plus one to a work event.
## Frequently asked questions
### Can the guest modify their booking?
No. See [Guest notification](#step-7-guest-notification) for who can make changes.
### Where can the booker see the transaction?
Under their 'My Travel' tab, marked as an external booking.
### What happens if approvals are required?
The booking remains pending until approved, following the same process as the booker’s own bookings.
### Will the guest be notified?
Yes, they will receive an email with their booking details.
### What if the guest does not receive a confirmation email?
Ensure they check their email (including spam). If missing, the booker should contact support.
### What policy is applied?
The same policy as that of the person making the booking.
---
# Inviting a Guest User to book
> Official Ramp Help Center article. Topic: Travel / Book & Manage Trips. [View the canonical page](https://support.ramp.com/inviting-a-guest-user-to-book).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
The Guest User Booking feature enables Ramp users to invite guest users to book flights and hotels on the platform. Additionally, it allows users to make bookings on behalf of existing guests, streamlining the travel management process for external partners.
This simplifies travel coordination by allowing external guests to book through Ramp and enhances user flexibility by enabling bookings on behalf of guests.
In Ramp Travel, you can book flights and hotels for an external guest, but not rental cars.
## How it works
### Step 1: Initiating an external Guest booking
- Navigate to the Ramp Travel booking portal.
- Select the option to **invite a guest to book** .
### Step 2: Entering guest details
- Provide the **guest's email,** as well as their **department** , **location** , and **manager** .
- Optionally enter a deactivation date for the profile we will create on their behalf.
### Step 3: Allocate travel-specific funds
- Open the ‘will they be traveling’ section and enter information about the origin, destination, location, and dates of the trip.
- We will then generate a “budget” for flights, hotels, and per-diem, which can be allocated as funds to a virtual card.
### [Optional] step 4: add additional funds
- Optionally add more funds for things like gas, meals, or general expenses.
### Step 5: Send invitation
- Send the allocated funds to the specified email. This email will allow the user to either sign in to Ramp Travel to make their bookings, or use the allocated budget to book directly on a supplier website.
## Use cases and examples
- You can use this feature to, for example, invite guest speakers to book necessary travel on Ramp.
- You can also use this feature to generate a virtual card that a guest speaker could use to book travel outside of Ramp.
## Frequently asked questions
### What policy will be applied for this guest?
This guest will be held to the company policy unless a specific 'guest policy' has been set up in the company settings.
### Can an external guest modify their allocated budget?
No, only the inviter or an authorized manager can make modifications.
### Where can the inviter track the guest’s expenses?
In the Travel section under “Expenses & Travel.”
### What happens if approval is required?
The booking request follows the specified approval workflow before final confirmation.
### Will the guest receive a confirmation email?
Yes, the email includes sign-in credentials and details about the allocated budget.
### Can a physical card be sent to the guest?
No, a physical card can't be issued to a user with a guest role.
### Can someone book on behalf of an external guest?
Yes, once the guest has accepted their invite, the person who invited them will be assigned as an assistant and can make bookings on their behalf.
---
# Travel Delegate Booking via Assistant Role
> Official Ramp Help Center article. Topic: Travel / Book & Manage Trips. [View the canonical page](https://support.ramp.com/travel-delegate-booking-via-assistant-role).
## Overview
Travel Delegate Booking allows assistants to book travel for other team members without needing to manually input traveler details each time on Ramp Travel. Once an assistant is assigned, they can book travel in **Assistant Mode**, where the traveler’s details and preferences are auto-filled. This removes the need for back-and-forth communication to gather traveler information and ensures policies are consistently followed.
> **Note:** Watch a walkthrough video of the Travel Delegate Booking feature here.
## How to set up delegate booking
Travelers can assign assistants to book on their behalf through one of the following methods:
1. **Home > My travel > [Traveler Profile](http://app.ramp.com/home/travel/bookings/traveler-profile)**
Under "Who can book on my behalf?" assign your assistant by typing their name. Ensure that traveler details (birthday, loyalty numbers, preferences) are up-to-date in the profile.
2. **My Settings > [Delegation](https://app.ramp.com/settings/personal-settings/delegation)**
Assign assistant(s) by typing in their names. This is available to all users.
Admins can assign assistants for employees by navigating to:
- **[People](http://app.ramp.com/people/all) > Select Employee > Edit Profile > Account Settings > Assistants**
## How to use delegate booking
Once assigned, the assistant can access **Assistant Mode** to book travel for the traveler.
1. **Access Assistant Mode**
From the bottom left, enter Assistant Mode, then navigate to **Home > [Travel](https://app.ramp.com/home/travel/bookings)**.
2. **Initiate Booking**
Begin the booking flow. The traveler's details will automatically populate in the checkout page if they’ve been pre-filled by the traveler. If not, fill them in during this booking. They’ll be saved for future trips.
3. **Choose Available Funds**
Under "spend from," only available funds from the traveler will appear. Funds assigned to the assistant won’t show up here.
4. **Confirmation and Notifications**
Upon booking confirmation, both the assistant and the traveler will receive email notifications. The traveler receives the original email, and the assistant is CC’d. Follow-up emails from airlines or Priceline are sent only to the traveler.
5. **Managing Multiple Travelers**
Assistants can toggle between profiles at the top to manage multiple travelers and make bookings for each as needed.
## Key callouts
- **Eligibility** : Delegate booking works only for businesses that have **Ramp Travel enabled** for all employees.
- **Role Requirements** : The feature is available through the **Assistant Role** . Users designated as assistants can also handle non-travel-related tasks on behalf of travelers, such as submitting receipts, coding expenses, and managing reimbursements.
- **Profile Access** : When an assistant books on behalf of another, they can update the traveler’s profile, view what’s in or out of policy, and manage bookings more efficiently.
## Frequently asked questions
### 1. How do I enable delegate booking?
Delegate booking becomes available once **Ramp Travel is enabled** for all employees in the business. Travelers or admins can then assign assistants as described above.
### 2. Who can book on behalf of others?
Only users marked as an “Assistant” for others. Assistants can also view and edit other transactions on behalf of the individual they are booking for.
### 3. Who will receive follow-up emails from Priceline or airlines?
Only the traveler receives these emails, while the assistant is CC’d only on the booking confirmation.
### 4. Can assistants book on behalf of multiple people?
Yes, assistants can manage multiple profiles, though they can only book for one traveler at a time.
### 5. What’s the main benefit of delegate booking?
Delegate booking simplifies the process for assistants, allowing them to automatically access traveler profile information during the booking flow.
### 6. Is this feature available for Guest Role?
No, delegate booking is not currently available for users with the Guest role.
For more information on setting up Assistant Mode and additional assistant functions, refer to [Assistant Role (Previously Copilot)](/user-role-deep-dive-assistant).
---
# Flight seat selection
> Official Ramp Help Center article. Topic: Travel / Book & Manage Trips. [View the canonical page](https://support.ramp.com/flight-seat-selection).
## Overview
Users can now select both free and paid seats at checkout within Ramp Travel. This eliminates the extra step of visiting the airline site to choose a seat, honors loyalty-status perks, and keeps the flight and seat selection process within one approval flow.
## How it works
### Step 1
Start a flight search in the Ramp Travel booking portal — enter destination, dates, passengers, and filters, then choose your preferred itinerary.
### Step 2
On the **checkout page**, click the **Select seats**button to view the seat map for your chosen flight.
### Step 3
Click on a seat to select it. Hovering over a seat shows the price (if any).
### Step 4
- If the flight requires approval, submit the booking for approval as usual.
- Ramp will attempt to book the selected seats upon approval.
- If the selected seat is no longer available at that time, the flight will be booked without the seat, and no seat charge will be posted.
## Best practices and tips
- Add loyalty numbers to profiles first — complimentary and discounted seats will surface automatically in the seat map
- If you expect a policy exception, add a short justification in the approval note to streamline manager approval.
## Frequently asked questions
### Can I book a flight now and select a seat later?
No. Currently, seats can only be selected during the original checkout in Ramp. After the booking is completed, any seat selections have to be made directly through the airline.
### Is seat selection available on all flights?
No. It is possible that you do not see the seat selection as an option on a flight. If you don’t see the seat selection during checkout, you can check directly on the airline’s website.
### What if a seat vanishes during approval?
The flight will still be booked after approval, but without the seat, and no seat charge will be posted.
### Are seat charges refundable?
Generally not. When a flight is refunded, the original seat cost remains visible as a separate charge.
### Where can I find my selected seats after booking?
Seat selections appear in your receipt, confirmation email, and the booking view in Ramp.
### Do loyalty perks apply?
Yes. Stored loyalty numbers automatically unlock eligible free seats in the seat map.
### Will Ramp detect seat changes made on the airline site?
No. Any changes to seat selection made directly on the airline’s website will not sync back to Ramp.
### Can seats be approved separately from flights?
No. The flight and its selected seat are approved or denied together.
### Where can I find paid seat transactions?
Paid seat transactions appear in **Reporting › Travel** and are automatically linked to the originating flight for auditors.
---
# Auto-Collision Damage Waiver
> Official Ramp Help Center article. Topic: Travel / Book & Manage Trips. [View the canonical page](https://support.ramp.com/auto-collision-damage-waiver).
## Overview
When using your Ramp card to book a car rental, please fill out the waiver from Visa: [https://usa.visa.com/support/small-business/card-benefits.html](https://usa.visa.com/support/small-business/card-benefits.html)
---
# Visa travel and emergency assistance services
> Official Ramp Help Center article. Topic: Travel / Book & Manage Trips. [View the canonical page](https://support.ramp.com/visa-travel-and-emergency-assistance-services).
## Overview
Please review this on Visa's website: [Travel Support](https://usa.visa.com/support/consumer/travel-support.html)
---
# Flight modifications
> Official Ramp Help Center article. Topic: Travel / Book & Manage Trips. [View the canonical page](https://support.ramp.com/flight-modifications).
## Overview
You can now change the date, time, or route of an existing flight reservation inside Ramp Travel without contacting the support team.
## How it works
### Step 1
Open **My Travel › Trip page › Flight details** and click **Change flight**. Note this may not always be available, if you don't see the **Change flight**button you should chat with an agent for assistance (click **Chat now**).
### Step 2
Select your new origin(s), destination(s), and date(s), and click **Continue.**
### Step 3
You will then be presented with all available flight options in the same format as a normal flight search, with the associated price of exchanging shown for each fare. If you do not see any results, you may need to contact an agent for further assistance.
### Step 4
Once you have selected your new flight, you will be presented with a checkout screen displaying your old and new itinerary, as well as the ability to select the associated fund from which to pay for this flight. If you do not have any funds available you will need to request these before processing the exchange.
> **Note:** The exchange will not be routed for approval, but if it is out of policy it will be flagged to your approver.
### Step 5
You will receive a confirmation email once the exchange has been successfully processed, and see an associated transaction on your reporting page.
## Best practices and tips
- Check refundability first – if a fare is fully refundable, cancel & re-book instead. It’s usually cheaper.
- It is always best to exchange your flight as far in advance of the departure date as possible to ensure availability and reduce the likelihood of significant price differences.
- If you are within 24 hours of departure, it is best to contact the airline desk directly to ensure speed of resolution.
## Frequently asked questions
### I am not seeing the ability to change my flight in the app. What's going on?
Not all flights can be modified directly within the app for a number of reasons. If you are not seeing the **Change flight** button, it's best to use the **Chat now** functionality for assistance. Common reasons a flight may not be eligible for modification include:
- It's less than 24 hours before departure.
- It's less than 24 hours since the flight was booked.
- The traveler has already checked in.
- The flight has already been modified previously.
### Can I upgrade my flight using this flow?
No, currently we only support changing flights within the same cabin class.
### I want to exchange my flight for later today. Should I use this flow?
Within 24 hours of departure, it is best to contact the airline directly to ensure the fastest possible resolution.
### Only out-of-policy flights are left. Will I need to wait for approval to book?
No, we will not send exchanges for approval, but we will flag to your approver that the exchange was out of policy. If they deem this to have been unnecessary, they may request a reimbursement. It's always best to check in with your approver before finalizing the purchase.
### Can I choose seats when changing my flight?
Seat selection isn’t currently available during the change process. Previously selected seats won’t carry over, and new seats can’t be chosen at this time. For seat requests, please contact the airline or support after changing your flight.
---
# Hotel Price Drop
> Official Ramp Help Center article. Topic: Travel / Book & Manage Trips. [View the canonical page](https://support.ramp.com/hotel-price-drop).
## Overview
The Hotel Price Drop feature from Ramp Travel monitors your refundable hotel reservations and automatically rebooks your stay if the price drops by more than $50. This ensures you always get the best deal without any additional effort.
The feature saves money by securing better rates, encourages the use of Ramp Travel through tangible savings, and sets Ramp apart by offering auto-rebooking without extra fees or limitations.
This feature is available as part of Ramp's standard product.
## How it works
Once you book a refundable hotel through Ramp Travel, the feature monitors price drops. If a price drop of more than $50 is detected for the same room type, Ramp automatically rebooks at the lower rate. The original reservation is canceled only after the new one is confirmed, avoiding any gap or risk of losing a room.
### Step 1
Book a refundable hotel stay using Ramp Travel. The full amount is charged to your Ramp card at booking.
### Step 2
Ramp checks the hotel's price regularly until the room is no longer fully refundable, typically within a few days of check-in.
### Step 3
If the price drops by more than $50 for the same room type, a new reservation at the lower price is created on the same card.
### Step 4
Once the new reservation is confirmed, the original is canceled, ensuring continuous reservation.
### Step 5
Travelers receive an email confirming the savings and new booking details. Refunds are generally processed within 12–26 hours.
## Use cases and examples
Imagine booking a refundable hotel and noticing a price drop weeks later. Instead of manually rebooking, Ramp updates your booking automatically, reflecting the new, lower rate in your travel expenses report.
## Best practices and tips
Book refundable hotels to be eligible for the price drop feature.
Book as far in advance of check-in as possible to maximize the potential for price fluctuations.
## Frequently asked questions
### How do I enable the Price Drop Rebooking feature?
It is enabled by default for all users.
### Does Ramp rebook different room types or upgrades?
No. Rebooking is only for the exact same room type and amenities to ensure consistency.
### Is there a fee for this service?
No, this feature is free for hotels booked through Ramp Travel.
### What is the minimum price drop triggering rebooking?
The price drop must be over $50.
### Could this temporarily reduce the traveler’s card limit?
No, we will ensure that there is no additional hold on your funds while the rebooking is occurring.
### Does this feature apply to non-refundable hotel rooms?
No, it only applies to fully refundable bookings.
### How will I know if a rebooking happened?
Travelers receive an email with details of the saved amount and new booking confirmation.
### What if the rebooking fails or the rate disappears mid-booking?
The original reservation remains unchanged unless the new booking is confirmed.
### Will admins see a breakdown of total savings for the company?
Not at first, but future updates will include detailed reporting.
---
# Book now, approve later
> Official Ramp Help Center article. Topic: Travel / Book & Manage Trips. [View the canonical page](https://support.ramp.com/book-now-approve-later).
## Overview
When booking on Ramp, the new **Book now, approve later** setup lets employees book travel right away, while managers can still review and approve (or reject) requests after the booking is made. This prevents failed requests and avoids higher prices caused by waiting for approval. If a request is rejected, the booking is automatically canceled. More flexibility for employees, the same control for managers.
## How to set it up
Admins should go to the Travel policy settings (**Travel** page > **Manage** > **Travel policy**) and review the **Bookings** section.
Set how to handle in-policy and out-of-policy bookings. To balance flexibility and control, we recommend selecting **Book without approval** for in-policy bookings and **Book ahead of manager approval**for out-of-policy bookings.
The default simplified approval workflows (shown above) work for most Ramp customers. However, if you need special approval rules, you can create a custom approval workflow. Select the **Book ahead of manager approval**template to get started.
## How book ahead of manager approval works
When **Book ahead of manager approval** is selected as the approval policy, employees book travel right away, while managers can still review and approve (or reject) requests after the booking is made.
**Fully refundable bookings**
Fully refundable bookings (flights, hotels, and cars) are booked instantly.
- If a manager approves, the booking stays as is — no changes.
- If a manager rejects, the booking is canceled, and the traveler receives a full refund.
**Non-refundable bookings**
Non-refundable bookings require manager approval before they’re booked, since they can't be canceled with a refund.
**Exception: non-refundable flights with a void window**
The majority of non-refundable flights include a void window (typically 24 hours). For these flights, the **Book ahead of manager approval** policy will be applied. This exception exists because most flights are non-refundable.
- If the flight booking is rejected within the void window, it's canceled, and the traveler receives a full refund.
- If the flight booking is canceled after the void window, the traveler may receive airline credits instead of a refund. In those cases, a manager can request repayment from the traveler.
**Auto-approval window**
If the manager does not approve or reject a booking, it is automatically approved after 5 days.
**Bookings that require a fund request**
Bookings that require a fund request must be approved before they’re booked.
---
# Vendor management on Ramp
> Official Ramp Help Center article. Topic: Vendor Management / Set up Vendor Management. [View the canonical page](https://support.ramp.com/vendor-management-on-ramp).
## Overview
Relationships with vendors are incredibly important. Ramp makes it easy to create, manage, and pay vendors on time. Vendor management simplifies storing, analyzing, and discovering all your vendor records and data.
## Vendor management table
All vendors paid by card and bill are housed in the Vendors table. A vendor record is added to this table whenever a card transaction or bill payment for a new vendor occurs (even if the transaction declines or bill payment fails).
You can easily view vendor details like the Vendor owner, Department, Total spend, Tax details, and more. Visibility of vendors varies by user role:
- Admin, Accounts Payable, and Accounting roles can view all vendors
- Vendor owners (and their managers) can view vendors they own
Click on a vendor to see the full vendor profile, with details like associated cards & funds, recent bills or card transactions. You can also edit vendor details from here.
Businesses using Bill Pay or Ramp Procurement can use five statuses to track vendors through approval, payment, hold, and deactivation workflows. See [Vendor lifecycle statuses](/vendor-lifecycle-statuses) for each status, the available transitions, permission requirements, and bulk-action limits.
### Sorting and filtering
You can easily search, sort, and filter for vendors from the Vendors table by a variety of details like name, category, owner, payment type, tax status, etc.
### Merge vendors
If you have duplicate vendors that need to be merged, please reference [this article.](/merging-vendors)
## Vendor details
### Accounting line items
You can assign default accounting preferences for invoice line items in Edit vendor details > Line item accounting. See this page for more information about [Bill Pay Accounting](/bill-pay-accounting).
### Contact info
You must add a vendor contact when creating a vendor. You can update this contact or add additional contacts at any time, and select one as the default. You can send [requests for payment & tax details, and documents](/request-payment-tax-and-other-details-from-vendors) from your vendor contact. Only the default contact will receive communications from Ramp, other than requests sent to [multiple contacts](/request-payment-tax-and-other-details-from-vendors).
> **Note:** If a vendor is connected to [Vendor Network](/ramp-vendor-network), the default contact cannot be edited while connected. See [Ramp Vendor Network](/ramp-vendor-network#updating-vendor-details) for details on how to disconnect and edit the contact.
### Ramp category
Ramp Category helps customers classify vendors into specified groups. For vendors paid by card, the category is pre-determined, can't be changed, and is tied to the category restrictions you may set for card purchases. Learn more about setting up category restrictions [here](/setting-up-category-and-merchant-restrictions).
You can select a category to classify non-card spend vendors. This classification is helpful when filtering and sorting vendors within the [Vendor Management tab](https://app.ramp.com/vendors).
### Documents
Ramp allows you to easily upload and store critical documents relevant to your vendor in the *Documents*section. When you upload a document, Ramp analyzes the document to parse what the document type might be, but you can select the type yourself.
You can also request Documents from vendors. Read more [here](/vendor-documents).
## Custom fields
Custom fields let you track additional vendor data beyond Ramp's built-in fields. Use them to store details like contract renewal dates, risk scores, vendor tiers, or certification status. Custom field values appear on vendor profiles and can be used to filter the vendor management table.
Admins and users with the Accounts Payable or Accounting role can create and manage custom fields from the [**Vendors**](https://app.ramp.com/vendors) page.
### Field types
When creating a custom field, select the type that matches the data you want to capture:
| **Type** | **Description** | **Examples** |
| --- | --- | --- |
| Text | Short free-text value | External ID, Notes |
| Yes / No | Boolean toggle | Requires approval, Is strategic |
| Number | Numeric value | Priority score, SLA days |
| Date | Calendar date | Renewal date, Review date |
| Select | Single choice from a list of options you define | Tier, Region |
| Multi select | Multiple choices from a list of options you define | Certifications, Tags |
| Email | Email address | Shared inbox, Escalation contact |
| URL | Web link | Vendor Portal, Documentation |
### Create a custom field
1. Navigate to [**Vendors**](https://app.ramp.com/vendors) .
2. Click the three-dot menu (⋯) and select **Manage fields** .
3. Click **New** .
4. Enter a **Name** for the field.
5. Select a **Type** .
6. For Select or Multi select types, add at least one option in **Field options** .
7. Optionally add a **Description** .
8. Click **Create** .
To edit a field's name or description after creation, open **Manage fields** and click on the field. You cannot change a field's type after it is created.
### Expiration tracking
You can set an expiration date and renewal frequency on a custom field so that the field value is automatically marked as expired on a recurring schedule. This is useful for fields that must be periodically refreshed, such as insurance certificates or compliance documentation dates.
To enable expiration tracking on a field:
1. Open **Manage fields** from the [**Vendors**](https://app.ramp.com/vendors) page.
2. Click **New** to create a field, or click an existing field to edit it.
3. Toggle **Expiration tracking** on.
4. Set the expiration **Date** and **Frequency** (Weekly, Monthly, or Yearly).
Once enabled, the field will cycle between Active and Expired statuses based on the frequency you set.
### Edit custom field values
To update a custom field value for a specific vendor:
1. Navigate to [**Vendors**](https://app.ramp.com/vendors) and click on the vendor.
2. Click **Edit vendor details** .
3. Scroll to the **Custom fields** section and update the values.
4. Click **Save** .
You can also filter the vendor management table by custom field values to find vendors based on specific criteria.
### Import custom field values
To update custom field values for multiple vendors at once:
1. Navigate to [**Vendors**](https://app.ramp.com/vendors) and open **Manage fields** .
2. Click **Import custom field values** .
3. Download the template and enter values for the fields you want to populate. Ensure values match the correct format for each field type (for example, dates for Date fields, numbers for Number fields).
4. Upload the completed template and review the changes.
5. Click **Update custom field values** to save.
### Delete a custom field
1. Open **Manage fields** from the [**Vendors**](https://app.ramp.com/vendors) page.
2. Click on the field you want to remove.
3. Scroll to **Delete** and click it.
4. Confirm the deletion in the dialog.
> **Note:** Deleting a custom field permanently removes it and its values from all vendor profiles. This action cannot be undone.
## Payment and tax details
You can add payment and tax details for your vendor, or [request them from your vendor](/request-payment-tax-and-other-details-from-vendors).
- Only 1 tax address per vendor is supported.
- When paying vendors by check, you can add multiple mailing addresses (no limit) to route payments to the correct remittance location, then select the appropriate address when sending a check payment.
- Ramp allows different vendors to receive ACH or check payments to the same bank account number. When adding payment details for a vendor, there is no restriction against reusing an account number that is already associated with another vendor. Double-check that vendor names are correct to avoid misrouting payments.
Read more about [tax status and vendor tax details here](/manage-vendor-tax-details), and [TIN verification here](/vendor-tin-verification).
### Editing vendor addresses
To add or edit a check mailing address or tax address, navigate to [**Vendors**](https://app.ramp.com/vendors), click on the vendor, then click **Edit** > **Payment & tax details**. From there you can add a new check address via **Add payment method** > **Check**, edit an existing mailing address, or update the tax address in the Tax details section. If [vendor approvals](/vendor-approvals) are enabled, address changes may require approval before taking effect.
If your business uses [Two-Way Vendor Information Sync](/two-way-vendor-information-sync), the check mailing address in Ramp can sync with the default address field in your ERP. The exact fields that sync and the sync direction depend on your accounting provider. For example, QuickBooks Online syncs the mailing address bidirectionally, while some providers sync certain address components in one direction only. You can configure the address mapping and view the full field list in [Two-Way Vendor Information Sync](/two-way-vendor-information-sync).
### Vendor default payment method
You can set a default payment method to efficiently and consistently pay vendors. It can be set from a draft bill or vendor profile.
- From a draft bill, when you add or edit a payment method, you can set it as the default
- From a vendor profile, edit Payment details > make preferred method default > Save
- If there are any **pending bills** for this vendor, you can choose to update their payment method to the new default
- Each vendor can only have 1 default payment method, and it can be edited at any time
- The first payment method added for a vendor will automatically be set as the default
- If you sent your vendor a request for payment details, once they share their details, if it's the first payment details for that vendor's profile, it will be set as the default automatically and applied to any pending bills for that vendor
- You can update default payment methods in bulk across vendors through the bulk vendor update CSV. See [Bulk update/edit vendors.](/bulk-updateedit-vendors)
### Net payment terms
Net payment terms define the number of days a vendor allows for payment after an invoice is issued. When set on a vendor profile, Ramp automatically calculates the due date on new bills for that vendor using the formula: invoice date + net payment terms = due date. This due date takes precedence over any due date extracted via OCR.
To set or update net payment terms:
1. Navigate to [**Vendors**](https://app.ramp.com/vendors) .
2. Click on a vendor to open their profile.
3. Click **Edit vendor details** .
4. Select a value from the **Net payment terms** dropdown.
5. Click **Save** .
Available options:
- Due on receipt
- 7, 10, 15, 30, 45, 60, or 90 days
- Custom (enter any number of days)
> **Note:** Only Admins can edit net payment terms. Vendor owners cannot update this field unless they also have an Admin role. You can also update net payment terms in bulk through the bulk vendor update CSV. See [Bulk update/edit vendors](/bulk-updateedit-vendors).
For more detail on how payment terms affect bill creation, see [Bill creation defaults](/creating-draft-bills-on-bill-pay#bill-creation-defaults) in Creating draft bills on Bill Pay.
## Creating vendors
Ramp supports multiple methods for vendor creation. You can create a vendor:
- From bill creation
- If your ERP is connected to Ramp, we'll automatically search for any existing vendors that seem relevant to the created bill to match the vendor. If no match is found, you can create a new vendor in your accounting software from Ramp to maintain a 1:1 relationship. It's important to exercise caution and not create duplicate vendors.
- From a purchase order
- Read more about [vendor onboarding in Procurement](/vendor-onboarding-in-procurement)
- From the Vendors table
- Click *New vendor* in the top right of the table
- Bulk import
- Read instructions [below](#bulk-import-vendors)
- [Import vendors from ERP](/import-erp-vendors-into-ramp)
## Bulk import vendors
You can import multiple vendors at once to help onboard to Ramp Bill Pay. From the [**Vendors**](https://app.ramp.com/vendors/overview) page, select **New vendor**, then [import vendors via CSV](https://app.ramp.com/vendors/overview#/d/vendors/settings/bulk-upload-vendors). Download the template and fill out as much information as possible.
**Required Fields**
- **Vendor name:** Ensure the vendor name in the CSV matches the exact vendor name in your accounting provider to avoid creating duplicates. Vendor names cannot be edited after creation in Ramp, but you can edit the name in your accounting provider, then edit the vendor in Ramp and click "save" without making any changes for the new name to sync. You can also optionally add a Vendor DBA Name.
- **Vendor contact email:** This should be your point of contact with the vendor. Entering N/A is not an option.
- **Vendor Owner email:** The email for the person/people at your company that own or manage this vendor. [Learn more about Vendor Owners below.](#vendor-owners)
- **Country code:** The two-digit country code where your vendor is based.
- **State / Province** : Required if the vendor is based out of the US, Canada, or Australia(e.g. NY for New York, AB for Alberta, SA for South Australia). State can only be left blank if the vendor country is not one of these 3.
**Optional Fields**
- **ACH details (Routing/Account number):** Verify all account details are correct. CSV file formatting can often cut off preceding 0s (e.g. CSV may change 0123 to 123) or change numbers to scientific format (e.g. CSV may change 123 to 1.23E+2).
- If no ACH details are provided, you can request them from the vendor by entering "True" in the **Request ACH details** column. The request will be sent to the email listed in the **Vendor contact email** column.
- If the ACH details were provided by a vendor over the Vendor Network, you will not be able to view the routing/account numbers for security reasons.
- **Mailing address (address, city, state, postal code):** If you do decide to enter an address for a vendor, the remaining address fields for that vendor will become required (e.g. if you input a city, then address line 1, state, country, and zip code will become required fields
- **Request details from vendors:** You can request specific payment and tax details by entering *True* in the corresponding columns: **Request tax details** , **Request ACH details** , **Request check by mail details** , **Request domestic wire details** , and **Request international payment details** . Each request type is sent separately to the vendor contact email.
- **GL Code:** Add a GL Code to link the vendor in Ramp to a corresponding vendor in your ERP
*Note:*In order for vendors created via bulk upload to be automatically matched to vendors in your ERP, the Vendor Name and GL Code fields in your CSV must exactly match to the vendor name and GL code in your ERP.
Any field (required or option) not listed in the provided template must be added as a [custom field](/vendor-management-on-ramp#custom-fields) after your vendors have been uploaded to Ramp. Once you've clicked **Begin import**, you'll have a chance to clean up the data before finalizing.
**Common Errors:**
Here are a few helpful reminder if you are running into errors while uploading your file:
- Ensure that all fields are correctly formatted. Unsuccessful uploads are most often caused by missing or incorrect fields. See above for a list of [Required and optional fields](#bulk-import-vendors) .
- Ensure that all [4 required fields](#bulk-import-vendors) are filled in the correct format.
- The file size may be too large. Ramp can currently handle up to 1,000 vendors at a time, so consider a smaller upload if you're having trouble
## Deleting vendors
To remove a Bill Pay vendor from Ramp you can follow these steps:
1. Delete a single vendor:
- Go to the vendor profile > Edit vendor details
- Scroll down to **Danger zone** and click **Delete vendor**
2. Delete multiple vendors at once:
- Select the vendors from the table using the checkbox
- Select the 3 dots at the bottom of the page > **Delete vendors**
Deleting a vendor removes it from your active vendor list and marks it inactive. Ramp does not delete the vendor's bill history.
You can only delete vendors that do not have any bills in Ramp, including paid bills. Vendors with bills, active recurring bill templates, vendor contracts, or spend requests cannot be deleted. If you need to stop future payments for one of those vendors, mark the vendor inactive instead.
## Vendor owners
A Vendor Owner is the user(s) with the most context about a vendor's transactions and relationship, responsible for managing it. They can answer questions about payments, renewals, and services with this vendor. For example, the marketing manager overseeing Facebook ad spend would be a good vendor owner for Facebook Ads. Vendor owners are often the first approvers in Bill Pay [approval flows](/bill-pay-approvals), confirming that goods or services have been delivered.
When you assign a vendor owner, Ramp recommends likely owners based on the vendor's spend history, approval activity, and other signals. See [Assign and manage vendor owners](#assign-and-manage-vendor-owners) below.
**Vendor Owner Capabilities:**
- View all bills for your assigned vendors (regardless of your position in the approval chain)
- Generate new bills for vendors under your management
- Add comments to bills
- Make approval or rejection decisions on bills for your vendors
- Add other vendor owners
**Restrictions:**
Vendor owners cannot edit the following if they aren't an admin -
- Payment information
- Tax information
- Bill accounting fields
- Accounting Vendor
- Net Payment Terms
- Managed / Unmanaged Setting
- Remove vendor owner
## Assign and manage vendor owners
You can assign multiple vendor owners. Add them when creating a new vendor or directly from the vendor's profile. Vendor owner, Admin, Owner, and Accounts Payable roles can change the owner from the vendor profile.
A vendor owner is **required** on Bill Pay vendors, but not on vendors with only card transactions.
When you open the owner selection field, Ramp may suggest owners for these reasons:
- **Top spender**
- **Bill approver**
- **PO approver**
- **Department head**
- **Similar vendor owner**
- **Current owner's manager**
Suggested owners appear at the top of the dropdown with a reason for each recommendation. These are recommendations, not a separate approval step. Normal vendor owner assignment permissions and rules still apply when you choose a suggested owner or another user in your organization.
To bulk update vendor owners, select the vendors from the table, click the three-dot menu (⋯) at the bottom, select **Edit owners**, choose the updated owner(s), and save.
When an employee is terminated, vendor ownership must be reassigned. An Admin can assign all vendors to one person or use Ramp's suggestions and assign owners individually during the termination flow. Newly added owners from the individual assignment flow receive a Ramp digest notification. For the full termination process, see [Deactivating and removing users from Ramp](/deactivating-and-removing-users-from-ramp).
For Bill Pay vendors, Ramp shows a notice when a vendor owner has been deactivated. Open the notice to filter the Vendors table for affected vendors, then assign an active owner.
## Vendor notifications
Vendors and Admins can receive the following emails:
- Request for payment details (users: Vendor)
- Reminder to add your bank details before the payment date (users: Vendor)
- Reminder to add your bank details on and after the payment date (users: Vendor)
- Vendor bank details added successfully (users: the Accounts Payable role and Admin, if bill originators)
- Vendor bank details failed to add bank details (users: the Accounts Payable role and Admin if bill originators)
- Payment was sent (users: Vendor)
- Payment was delivered (users: Vendor)
- Payment was failed, returned, or changed (users: Vendor)
## Vendor settings
You can manage **vendor requests**in Vendor settings > Vendor onboarding.
- Toggle on **Use entity name in vendor emails** if you want the default entity name to be shown in vendor emails. When this is off, the primary business name will show in emails. This is particularly useful for multi-entity businesses.
## Frequently asked questions
### How do I pause or hold payments for a vendor?
If your business has access to vendor holds, you can place a vendor on hold to block all current and future payments at once. See [Hold payment for bills and vendors](/hold-payment-for-bills-and-vendors#hold-a-vendor).
Otherwise, use these options depending on the situation:
- **Unschedule approved bills** — Select bills in the [**Bill Pay**](https://app.ramp.com/bills) tab and choose **Unschedule** to remove their payment dates. This prevents payment from being initiated while keeping the bills in your queue. You can reschedule them later when ready. See [bill bulk actions](/managing-bills-and-payments-on-bill-pay#bill-bulk-actions) for details.
- **Cancel payments that are still cancelable** — Ask an Admin to open the bill in [**Bill Pay**](https://app.ramp.com/bills) and check whether **Cancel payment** is still available. If it is, the payment can still be canceled. If it isn't, the payment can no longer be canceled in Ramp. See [Cancel a bill](/bill-lifecycle#cancel-a-bill) for details.
- **Mark the vendor as inactive** — [Changing the vendor to Inactive](/vendor-lifecycle-statuses#change-one-vendors-status) deactivates the vendor and retains its existing vendor owners. This does not stop existing scheduled or in-flight payments.
### Can I put a single bill on hold?
If your business has access to bill holds, you can place a hold on an individual bill directly from the bills table or bill detail drawer. See [Hold payment for bills and vendors](/hold-payment-for-bills-and-vendors#hold-a-bill).
Otherwise, you can unschedule the bill to remove its payment date, or cancel its payment if it has already been initiated. Navigate to the bill in [**Bill Pay**](https://app.ramp.com/bills) and use the available actions. See [Managing bills and payments on Bill Pay](/managing-bills-and-payments-on-bill-pay#bill-bulk-actions) for the full list of bill actions.
### Does Ramp support early payment discount terms (such as 2/10 net 30)?
Ramp does not currently support configuring structured early payment discount terms on vendor profiles or bills. [Net payment terms](#net-payment-terms) set the due date for bills but do not include a discount component. To apply a discount or credit against a bill, see [Vendor credits / Credit memos on Ramp Bill Pay](/vendor-credits-credit-memos-on-ramp-bill-pay).
### How do I stop paying a SaaS vendor or cancel a subscription?
Ramp does not cancel subscriptions with external vendors on your behalf — you must cancel the subscription directly with the vendor. However, Ramp provides several tools to manage the process and stop payments on your side:
- **Mark the contract as "won't renew"** — If you track the vendor's contract in [Contracts & renewals](/contracts-renewals) (Ramp Plus), open the contract and select **Mark as won't renew** . You must provide a reason. You can also choose to mark the vendor as inactive at the same time. This records the decision and updates the contract status, but does not automatically stop pending payments or block cards.
- **Mark the vendor as inactive** — [Change the vendor to Inactive](/vendor-lifecycle-statuses#change-one-vendors-status). This deactivates the vendor and retains its existing vendor owners, but does not stop existing scheduled or in-flight payments.
- **Lock or terminate the card** — If the subscription charges a Ramp card, lock or terminate that card to prevent future charges. See [Manually lock or terminate Ramp funds and cards](/how-to-lock-or-terminate-ramp-funds-and-cards).
- **Unschedule or cancel pending bills** — If you pay the vendor through Bill Pay, unschedule approved bills or cancel in-flight payments from the [**Bill Pay**](https://app.ramp.com/bills) tab. See [Managing bills and payments on Bill Pay](/managing-bills-and-payments-on-bill-pay#bill-bulk-actions) for details.
> **Note:** Each of these steps is independent. Marking a vendor as inactive or a contract as "won't renew" does not automatically stop pending payments or block cards. Take each step separately based on how you pay the vendor.
---
# Vendors Custom Role and Permissions
> Official Ramp Help Center article. Topic: Vendor Management / Set up Vendor Management. [View the canonical page](https://support.ramp.com/vendors-custom-role-and-permissions).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
[Custom Roles](/creating-a-custom-role) allow admins to customize the specific permissions of each role across the different product areas on the platform.
The Vendors permission group lets admins give users targeted access to vendor management in Ramp without giving them full Admin access. You can use these permissions on a customizable built-in role or add them to a Custom Role when someone needs to view vendors, manage vendor records, or work with vendor contracts.
## To get started:
- Go to Company > Settings > Roles & permissions to edit role permissions.
- You can apply these permissions to a customizable built-in role, or to a Custom Role if only a subset of users needs vendor access.
- Some Vendors permissions apply to all vendors in your account, while others apply only to vendors the user owns.
- For a complete breakdown of permissions across all product areas, see Customizing Roles and Permissions.
## How to configure vendors permissions
1. Go to Company > Settings > User roles.
2. Select the role you want to update, or create a Custom Role.
3. Scroll to the Vendors permission group.
4. Turn the relevant permissions on or off. If a permission includes a scope dropdown, choose the scope you want to apply.
5. Click Save changes.
## Vendors permissions
- View all vendors: allows users to open the Vendors page and view vendor profiles across your account.
- Edit details on vendors they own: allows users to update vendor records only for vendors they own.
- Create and delete any vendor: allows users to create vendor records and delete vendors.
- Delete vendors they own: allows users to delete only the vendors they own.
- Edit details on all vendors: allows users to update vendor records across the company, not just vendors they own.
- Edit vendor payment & tax details: allows users to update vendor payment details and tax details.
- If you want users to see this information without editing it, use View vendor payment & tax details.
- View vendor documents: allows users to open documents stored on vendor profiles, such as contracts or tax forms.
- Request payment details and onboarding forms from vendors: allows users to send vendors requests for payment details and onboarding forms from Ramp.
- Merge vendor contracts: allows users to merge vendor contract records.
- Modify vendor contracts and renewal information: allows users to update contract details and renewal information.
- View vendor contracts and renewal information: allows users to view contract details and renewal information.
- Price Intelligence: Allows users to access Ramp’s Price Intelligence for supported vendors.
- Seat Intelligence: Allows users to access Seat Intelligence in the vendor experience.
## Frequently asked questions
### Can I let someone create vendors without also letting them delete vendors?
No. The Create and delete any vendor permission is bundled, so it is not possible to grant vendor creation without also granting vendor deletion.
### What’s the difference between owned-vendor permissions and all-vendor permissions?
Owned-vendor permissions apply only to vendors the user owns. All-vendor permissions apply across your account.
### When should I use a Custom Role instead of editing a built-in role?
Use a Custom Role when only certain users need this vendor access. If every user with a built-in role should get the same Vendors permissions, you can update that built-in role instead.
---
# Import ERP vendors into Ramp
> Official Ramp Help Center article. Topic: Vendor Management / Set up Vendor Management. [View the canonical page](https://support.ramp.com/import-erp-vendors-into-ramp).
Ramp allows you to import your vendors and vendor information from your ERP, simultaneously linking them to existing Ramp vendors.
## Key features
- **Automated Vendor Import:** Seamlessly import all vendor data from your ERP into Ramp without manual entry.
- **Duplicate Prevention:** Ramp avoids creating duplicate vendors by linking existing Ramp vendors with ERP vendors based on name similarity.
- **Selective Import Options:** Choose to import all vendors or only those with associated bills
## How do I import and link my ERP vendors?
You can import ERP vendors in two ways:
- **During Bill Pay setup:** Ramp prompts you to choose which vendors to import from your connected accounting provider.
- **After Bill Pay setup:** From the [**Vendors**](https://app.ramp.com/vendors/overview) page, select **New vendor**, then [**Import vendors from [your accounting provider]**](https://app.ramp.com/vendors/overview#/d/vendors/settings/erp-import) to open the import settings. This option appears when you have a connected accounting provider that supports vendor importing and have finished setting up Bill Pay.
In the import settings, turn on importing and choose one of the following options:
- **All vendors:** Imports all vendors from your ERP into Ramp.
- **Only AP vendors:** Imports only vendors that have had an associated bill within the last year.
To keep the feature off so that no vendors are imported, leave the import toggle off.
Importing a vendor does not itself send a Vendor Network invitation. Vendor Network invitations are controlled separately by the **Invite vendors to Vendor Network by default** setting. When that setting is on, approving an eligible bill for an imported vendor can trigger an invitation. Learn more in [Ramp Vendor Network](/ramp-vendor-network).
## How does Ramp handle duplicate vendors?
When importing vendors from your ERP, Ramp ensures that duplicate vendors are not created by following these rules:
- **Linked Vendors:** If an ERP vendor is already explicitly linked to a Ramp vendor, no new vendor will be created.
- **Exact Name Match:**
- If the ERP vendor's name exactly matches an existing Ramp vendor's name, the vendors will be linked together.
- If we detect two vendors in your ERP with the same name, we will, by default, only import the most recently used vendor. However, you can override this to bring in all vendors regardless of name matching.
## Which vendor fields can be imported from my ERP?
| **Ramp Field** | **QuickBooks Online** | **NetSuite** | **Sage Intacct** | **Xero** | **Microsoft Dynamics Business Central** | **Workday Financial** |
| --- | --- | --- | --- | --- | --- | --- |
| **Vendor Name** | Vendor display name (only during initial import) | Company name (only during initial import) | Name (only during initial import) | Contact Name (only during initial import) | Vendor display name (only during initial import) | Supplier name (only during initial import) |
| **Print on Check Name** | Print on check name | Print on check as | Not available | Not available | Not available | Not available |
| **Vendor Type (Individual or Business)** | Not available in QBO | Person Type | Individual Person | Not available | Partner Type | Not available |
| **Country and State** | Pulled from Address (only during initial import) | Pulled from Address (only during initial import) | Pulled from Address (only during initial import) | Pulled from Address (only during initial import) | Pulled from address (only during initial import) | Pulled from address (only during initial import) |
| **Vendor Owner** | Set to user who imports | Set to user who imports | Set to user who imports | Set to user who imports | Set to user who imports | Set to user who imports |
| **Vendor Contact Email** | Name and contact (email) | email | Primary contact email | Primary person email | Primary contact or vendor email | Primary contact email |
| **Vendor Contact Name**\* | Name and contact | not synced | Primary contact name | Primary person name | Primary contact name | Primary contact name |
| **Vendor Contact Phone Number**\* | Name and contact (phone number) | Phone number | Primary phone (Primary contact) | Phone number (Business Information) | Primary contact or vendor phone | Primary contact phone |
| **Payment Terms** | Terms | Terms | Terms | Terms | Payment Terms Code (simple net terms only) | Net days (simple net terms only) |
| **Mailing address (can remap to Tax Address)** | Address | Default Address | Address | PO Box Address | Vendor Remit Address | Direct remit address |
| **Vendor GL accounting rule** | not available via QBO API | Expense account | Account | Default expense account | Vendor Posting Group Payables Account | Not available |
| **W9 toggle - 1099 status** | Track payments for 1099 (we cannot set it to false in QBO) | is 1099 eligible (syncs from Ramp to NetSuite when updated in Ramp) | 1099 status (only syncs from Sage to Ramp) | 1099 status (only syncs from Xero to Ramp) | 1099 status (only syncs from Business Central to Ramp) | 1099 status (enable-only) |
| **TIN** | TIN (syncs from Ramp to QBO) | TIN (syncs from Ramp to NetSuite when updated in Ramp) | TIN | TIN | Tax Registration No. | Typed EIN/SSN |
| **ACH - Routing Number, Account Number** | not available via QBO API | not available via NetSuite API | Bank file (only syncs from Sage to Ramp on initial import) | Bank file (only syncs from Xero to Ramp on initial import) | Vendor bank account (only syncs from Business Central to Ramp) | Supplier bank account (one eligible US account, add-only) |
| **Accounting ID**\*\*\* | n/a | entityid | vendorid | n/a | number | supplier_reference |
For Microsoft Dynamics Business Central, Ramp can import a payment term only when its due-date calculation can be represented as simple net days. Early-payment discounts and calendar or working-day formulas, such as `CM` and `CW`, are not represented in Ramp.
> **Available on Ramp Enterprise.** See [Ramp Enterprise overview](/ramp-enterprise-overview) for plan details.
For Workday Financial, Ramp imports payment terms that can be represented as simple net days. Unsupported Workday terms do not change the Ramp vendor's payment terms. See [Workday Financial vendor sync support](/two-way-vendor-information-sync#what-does-workday-financial-vendor-sync-support) for eligibility and resolution steps. The primary contact requires an email address — a supplier with a phone number but no primary email produces a sync error. Ramp imports at most one eligible US bank account per vendor.
\*We will only import the vendor contact name and phone number if the vendor contact email is present
\*\*Xero → Mailing Address in Ramp is mapped to the PO box address in Xero, and Tax address in Ramp is mapped to the Street Address
\*\*\*Accounting ID → in Acumatica = vendor_id, Dynamics BC = number, Workday = supplier_reference, Dynamics fo = vendor_account_number
## Frequently asked questions
### What should I do if I encounter issues with vendor imports?
If you face issues such as missing payment details due to ERP restrictions, consider using the regular CSV import for the initial upload. For bulk deletions, filter by`Vendor creation source = ERP Import`and disable the import feature before deleting.
### Can I customize which vendors I import?
Yes, you can choose to import all vendors or only those associated with bills. For more information, see [Bulk Vendor Upload](/vendor-management-on-ramp#bulk-import-vendors).
### Are inactive vendors imported?
They are excluded from being imported.
### How does Ramp choose the pay-to name for check payments?
For QuickBooks Online and NetSuite vendors, Ramp can import a separate **Print on Check Name** from the ERP and use it as the **Pay To** name on check payment details. If the ERP does not provide a separate value, Ramp uses the vendor name for check payments. A print-on-check value alone does not create a check mailing address; the imported vendor still needs check mailing address details.
---
# Vendor Approvals
> Official Ramp Help Center article. Topic: Vendor Management / Set up Vendor Management. [View the canonical page](https://support.ramp.com/vendor-approvals).
## Overview
Ramp’s vendor approvals enhance your ability to manage and oversee vendor information, ensuring security and accuracy across your transactions. This feature ensures that any new vendor added, or edits made to existing vendors, follows a structured approval to maintain integrity and compliance.
## How to set up vendor approvals
### Turn on approvals
To require approvals for new vendor creation or vendor creation, configure a vendor approval policy that meets your company's needs. To get started:
1. Navigate to Vendors > Vendor Settings > Setup & approvals
2. Toggle on require approvals for vendor creation or changes made to vendors
3. *Alternatively,* go to [**Policy** > **Vendor management**](https://app.ramp.com/settings/expense-policy/vendor-management).
If at any point your business no longer requires approvals for new vendors or vendor edits, an admin at the business can click “Turn Off” from the vendor approvals page.
### Configure your approval policy conditions
After, configure which conditions should trigger a vendor approval flow.
For **new vendor creation**, Ramp supports the following vendor approval conditions:
- Creation source (how the vendor was created)
- User role (who created the vendor)
For **vendor edits**, Ramp supports the following vendor approval conditions:
- Edited field (specific vendor fields that can be updated)
- Update source (how vendor details were updated)
- User role (who edited the vendor)
### Trigger vendor onboarding for new vendors
For new vendor approvals, you have the ability to add Vendor onboarding as a step in the approval chain. Doing so allows you to save time in collecting information from vendors, with a tailored vendor onboarding experience you can launch directly from a new vendor creation approval workflow.
### Configure vendor onboarding requirements
Add a step for Vendor onboarding, then configure the onboarding experience. You can add a welcome message, and select which forms you want your vendors to complete.
### Create new custom forms
You can create new custom forms (e.g. security questionnaire, compliance form) to onboard vendors as a part of the approval flow. You can add your company logo to be added to the email sent to vendors, and manage everything else related to Vendor Onboarding by going to Vendors > Vendor Settings > Vendor onboarding - read more [here](/request-payment-tax-and-other-details-from-vendors).
*Optional*: If you want to make the completion of these forms required for the new vendor to be approved, you can check off Require completion. Not doing so will allow vendor onboarding to happen in parallel, but not block creation.
### Add approvers and notifications
Once you have set your desired conditions, select individuals to add to the vendor approval chain or be notified.
Once your approval policy is configured, click the green **Save workflow** button to save your changes.
***Please note:***
1. Any updates or changes to approval policies will be applied to any future vendor creation/edits as Ramp cannot retroactively apply policy updates.
2. If a vendor updates their payment details and you accept these changes, doing so will not go through vendor controls.
3. If a vendor's details are manually added during creation (e.g. bank details), then your approval policy triggers a request to the vendor for these details, the details the vendor adds will override the ones manually entered during creation.
## Separation of duties
Enable **Enforce separation of duties** in your vendor approval policy so the person who creates or edits a vendor cannot approve their own request. You can turn it on separately for new vendor approvals and for vendor edit approvals from [**Policy** > **Vendor management**](https://app.ramp.com/settings/expense-policy/vendor-management).
- **When enabled:** If the vendor's creator or editor is in the approval chain, Ramp removes them so they cannot approve their own new vendor or vendor edit. If removing them would leave no eligible approver, approval falls back to your designated fallback approver group, or to your business admins — so a person who is your only eligible approver (such as a sole Owner) may still be able to approve their own request.
- **When disabled:** A user who creates or edits a vendor can approve their own request if they are an approver.
> **Note:** Only Owners can change the separation of duties setting. Admins can configure the rest of your vendor approval policy, but not this control — users without permission see the toggle disabled with the message "Missing required permissions to change this setting." If you need it changed, ask your business Owner or [transfer ownership](/transfer-business-ownership).
## Editing a vendor
Based on your organization's vendor edits approval policy, if an individual makes certain edits to a vendor, they will be told that review is required. Once the editor is done, they will see a banner at the top of the vendor profile indicating that the vendor is pending review.
Only once the vendor update proposal is approved by all reviewers will the vendor profile be formally updated with the new details. Until then, the vendor update is tentative and will not be reflected on the vendor profile.
Please note that while a vendor is undergoing review, additional edits and updates cannot not be made by anyone other than the original requestor.
## Creating a new vendor
Based on your organization's new vendor approval policy, if an individual creates a new vendor, they will be told that the vendor is pending approval. Once the creator is done, they will see a banner at the top of the vendor profile indicating that the vendor is pending approval.
### Provisional vendor
When a new vendor is created and pending approval, it is considered a provisional vendor. This vendor isn't visible on the vendor's table and can only be accessed by the requestor, approvers, or any users with access to edit vendors.
### Bill creation for provisional vendors
Users can create draft bills with provisional vendors, but real bills cannot be linked. Steps:
- Create a Provisional Vendor via a draft bill, and:
- Save as draft OR
- Submit the bill
- If the bill is submitted + linked to a Provisional Vendor, **it gets added to a queue** .
- If a user edits a queued bill, we'll ask them again if they want to save as draft or re-queue.
- Users can edit the provisional vendor via the bill by adding payment details
- If a Provisional Vendor is rejected, drafts are deleted.
- If approved, queued bills are auto-created from drafts
## Review and approve vendor edits/new vendors
Vendor edit approvals appear in the weekly Ramp digest as a task, and any vendor edits approved/rejected appear in the digest too.
They may review and approve directly from the email or from the Ramp platform. Approvers can review all pending vendor updates that require their approval from three areas within the Ramp.
1. From **Inbox > Vendors** tab
2. From **Vendors** > **Needs review** tab
3. From the yellow banner at the top of the vendor profile
|  |  |  |
| --- | --- | --- |
| From **Inbox > Vendors**tab | From **Vendors** > **Needs review** tab | From the yellow banner on the vendor profile |
They can also review pending requests from the “**Requires your approval**” section on the Ramp homepage.
Once all approvals are met, the vendor profile will be created or modified with the new approved details.
## Reject vendor creation or edits
If approvers reject a new vendor or vendor update, the requestor will be notified via email. Rejected vendor updates will **not** update the vendor profile and the profile will remain the same.
---
# Request payment, tax, and other details from vendors
> Official Ramp Help Center article. Topic: Vendor Management / Set up Vendor Management. [View the canonical page](https://support.ramp.com/request-payment-tax-and-other-details-from-vendors).
## Overview
Ramp can collect vendor payment and tax details, and documents on your behalf, saving you the time of emailing vendors and manually tracking responses. You can request details when creating a vendor, editing a vendor, while creating a bill, or in bulk.
If you need a vendor to verify ACH payment details before you pay them, see [Vendor verification](/vendor-verification).
## Request details
### From a new vendor
- Go to [Vendors](https://app.ramp.com/vendors/overview) > New Vendor > enter the vendor's info
- In **Payment details** and **Tax details** , choose *Request from the vendor* or enter details manually
- Note - if the vendor you're adding is on the Vendor Network, you will see the option *Use details from Vendor Network*
- Click Continue to review the vendor details and see what's being requested > Save vendor
*Video demonstrating new vendor creation and asking Ramp to request details from the vendor*
Ramp will email from the vendor a secure link to submit their payment and/or tax details from communication@ramp.com. For security reasons, internal employees will not be cc'd on the email. Vendors need to click *Submit information*on to share their details, which will be passed to their vendor profile you created.
*Vendors will receive this email to share their details (learn how to customize this email below)*
*Video of vendor entering their ACH and tax details via a provided email link*
Vendors may be asked to create their own Vendor Portal account on Ramp to track their Ramp payments and store their payment details for future use. Learn more about the Ramp Vendor Portal [here](/ramp-vendor-portal).
### From an existing vendor
You always have the option to request or re-request from existing vendors within your Vendors tab.
- Go to Vendors > Select vendor > Edit vendor > Payment & tax details > Request information. You can request:
- Payment and/or tax details
- [Documents](/vendor-documents) (you can add a custom document if there's one not on the list)
- Vendor forms (go to Vendor settings > Vendor onboarding to create a custom form)
- The vendor profile will be updated once a vendor has submitted the information
*Video of user re-requesting ACH details from their vendor*
### From a bill
- **New vendor:** You'll be prompted to create the vendor and can request details during that process. The payment details will default to *Request from vendor* .
- **Existing vendor:** In *Send payments to* select *Request from vendor* and choose ACH, Check, or International Wire.
*Note:* In a payment details request from a bill, the vendor's payment details will be locked to whatever currency you request. On a general payment details request, vendors can select any currency.
*Video of the user requesting vendor details while creating a bill for a new vendor*
*Video of user requesting vendor payment details while creating a bill for an existing vendor*
### From multiple vendors
You can send vendor requests to multiple contacts by going to the Vendor Profile > Request Information (or Bulk request from vendor table) > Add an email > Select an existing secondary contact or add one.
The default vendor contact will receive an email with the request. If the other email(s) requested have a Vendor Portal account, they will also receive an email to fulfill the request. If the other email(s) don't have a Vendor Portal account, only the default vendor contact will receive an email with the request and can invite them to join their Vendor Portal account. This allows them to fill out the information request.
## Bulk request details
You can bulk request vendor details from the Vendors table:
- Use the checkboxes to select the vendors you want to request information from (or select all) then click *Request information* at the bottom right of the table to see the request page
- Vendor contact email is a requirements to populate *Vendors selected* on the request page
- Select the details to request
*Note -*you can request details even if there is an outstanding request through the bulk request flow, but not on individual requests.
## Manage requests
You can filter the Vendors table by 'Information request pending' and select specific items, and track all outstanding requests in the *Requests* view to have visibility into request statuses. The Requests view becomes available when there is at least one pending request, allowing you to:
- See details collected or missing in the 'Requested information' column
- Click on a vendor to see a breakdown of the requested details and view submitted information
- Delete **Pending** requests in bulk or individually from the request or vendor profile. Once a request is canceled, the link the vendor receives to enter their details expires and they can't share details unless a new request is sent
- **Completed** requests cannot be deleted or removed, since the request has already been fulfilled. To see only outstanding requests, filter the Requests view by Status = Pending
- Send reminders in bulk or individually from the request or vendor profile. Reminders can be sent once per day
- Re-request details for expired requests
### Override requests
### Payment details
- Adding details on the vendor profile does not cancel requests tied to bills. Once the vendor fulfills the request, those payment details are added to both the bill and vendor profile in addition to anything you manually add.
- Adding details on a bill will cancel profile-level requests. If done, your vendor will hit an expired link and no longer be able to add their payment details.
- *Note:* Manually adding payment details for one bill will not automatically update all other bills and will not impact requests sent from other bills
### Tax details
- Adding details manually cancels out any outstanding requests
- When requesting details from international vendors, please note that international vendors can only provide requests details by submitting a W8 form, and manual input is not supported
## Customize request emails
- You can customize each request by **adding a message** to the request.
- You can also add your **company logo** to vendor request emails in Vendor Settings > Vendor Onboarding > Upload Company Logo. Make sure the image has a clear background and is square for it to look best. You can delete a logo at anytime after uploading.
- If your business is multi-entity, you can **display a specific entity name** on emails by toggling on *Use entity name in vendor emails* from Vendor settings
- *Note:* Doing so adds the entity name to vendor communications, but will not remove the requester's name and email address from the email copy.
## Frequently asked questions
### Do vendors need a Ramp Vendor Portal account to input their details?
Depending on the request, vendors may need to sign in to or create a Ramp Vendor Portal account before entering their details.
### What happens if a vendor doesn't input their payment details for a bill in time?
Payment will be delayed until details are added. You can add them manually to proceed.
### How long do requests stay active?
Requests expire after 30 days, after which you can re-request payment/tax information from your vendor.
### Who gets the request email?
The contact you set for the vendor, or all users in the Vendor Portal account if the vendor has one.
### What if my vendor isn't receiving my requests?
Confirm you've sent the request to the right email. Then, ask you vendor to check their spam folder and/or resend the request. Sometimes email security or filtering can cause emails from Ramp to bounce, so your vendor may also need to allowlist [communications@ramp.com](mailto:communications@ramp.com) or ensure this sender isn't blocked.
### What happens if a vendor does not submit their tax details?
Missing tax details do not block or delay bill payments. Bills can be scheduled and paid regardless of whether tax details (W-9/W-8) are on file. However, you will need vendor tax details for year-end [1099 filing](/1099-filing-on-ramp). You can [manage vendor tax details](/manage-vendor-tax-details) manually if needed.
### Are vendor notifications customizable?
Currently, the only customization offered is adding a message to a request and adding your company logo.Vendors will receive notifications for specific events such as when payment or tax details are requested, when a payment is initiated, delivered, or fails.
### Why do I get "Failed to remove requests" when I try to delete a request?
This error means the request is already **Completed**; see [Manage requests](#manage-requests) for deletion eligibility and how to filter for Pending requests.
---
# Vendor verification
> Official Ramp Help Center article. Topic: Vendor Management / Set up Vendor Management. [View the canonical page](https://support.ramp.com/vendor-verification).
## Overview
Vendor verification helps confirm two things before you pay a vendor through Ramp: the account can receive deposits, and the account belongs to the vendor. When available, a secure bank connection can complete both checks automatically. If direct linking is not available, the vendor may need to complete micro-deposit verification or provide a bank statement for manual review.
## Request vendor verification
To request vendor verification, [request ACH payment details from the vendor](/request-payment-tax-and-other-details-from-vendors) instead of entering ACH details yourself. Include bank account confirmation in the request when you need the vendor to provide verified ACH details. Ramp sends the vendor a secure email from [communications@ramp.com](mailto:communications@ramp.com) with a link to submit their information.
You can request details when you:
- Create a new vendor
- Edit an existing vendor
- Create a bill
- Bulk request ACH details from multiple vendors
If the vendor already has a Ramp Vendor Portal account, the request goes to the default vendor contact or to all users in the Vendor Portal account. Request links expire after 30 days, and you can resend or re-request details from Ramp.
## What vendor verification consists of
Vendor verification can include **deposit verification** and **bank account ownership verification**. Deposit verification confirms that the account can receive and return Ramp's verification transfers. Bank account ownership verification confirms that the account is associated with the vendor, either through bank connection data or through manual evidence such as a bank statement or bank verification letter.
The exact method depends on how the vendor submits their ACH details:
- **Secure bank connection:** The vendor connects their bank account through Ramp's secure bank connection flow. Ramp uses data from the bank connection to add or confirm the vendor's payment account details, which can complete deposit verification and bank account ownership verification without micro-deposits. See [Bank account linking for vendors](/bank-account-linking-for-vendors) for the vendor-facing flow.
- **Micro-deposits:** If the vendor enters bank details manually, Ramp may verify the account with two small deposits and one withdrawal equal to the sum of those deposits. After the deposits appear, the vendor enters the two deposit amounts to complete verification.
- **Bank statement review:** If direct bank linking is unavailable, including when the vendor's bank account requires OTP or MFA, the vendor can use the manual bank account connection process by providing a bank statement.
## What vendors do to complete verification
Vendors complete verification from the secure email link or from their Vendor Portal account. Creating a Vendor Portal account lets vendors manage payment details and share stored details with future customers.
The vendor's steps depend on how Ramp completes each verification check:
1. **Open the secure request:** The vendor opens the email from [communications@ramp.com](mailto:communications@ramp.com) or signs in to Vendor Portal to view the request.
2. **Submit ACH details:** The vendor connects their bank account directly or enters their routing and account numbers manually. A secure bank connection can add or confirm payment details automatically.
3. **Complete deposit verification:** If the vendor enters ACH details manually, Ramp sends two deposits under $1 and one withdrawal equal to the sum of the deposits. After the deposits appear, the vendor follows the email prompt to enter the two deposit amounts.
4. **Complete bank account ownership verification:** Ramp may verify ownership from secure bank connection data. If the vendor cannot connect their bank directly, they may need to upload a bank statement or bank verification letter so Ramp can manually review whether the account belongs to the vendor.
5. **Share verified payment details:** After the required checks are complete, the vendor can share the confirmed bank account with the customer requesting verified payment account information.
## What happens after verification
After the vendor submits payment details, Ramp updates the vendor profile and notifies you that the requested information is available. If the vendor confirms bank account details, Ramp shows the payment details as verified so you can distinguish verified ACH details from unverified details before paying the vendor.
If verification fails, the vendor receives an email with next steps. Payment may be delayed until valid payment details are available, but you can add payment details manually if needed.
## Frequently asked questions
### How long does micro-deposit verification take?
The deposits can take up to two business days to arrive. The vendor can complete verification after the deposits appear and does not need to wait for the withdrawal.
### What if a vendor cannot connect their bank directly?
If direct bank linking fails or is unavailable, the vendor can add bank details manually. When direct linking is blocked by OTP or MFA requirements, the manual bank account connection process consists of providing a bank statement.
---
# Vendor custom groups
> Official Ramp Help Center article. Topic: Vendor Management / Set up Vendor Management. [View the canonical page](https://support.ramp.com/vendor-custom-groups).
## Overview
> **Early Access.** Vendor custom groups is available to businesses enrolled in Feature Previews. Admins and users with vendor management permissions can create and manage vendor custom groups.
Vendor custom groups let you organize vendors into reusable sets based on criteria you define. Use groups to segment vendors by department, spend level, payment type, approval status, or other attributes, then reference those groups in approval workflows, procurement intake forms, and vendor table filters.
Vendors can belong to multiple groups simultaneously. Group membership updates automatically when vendor data changes or when you edit the group's rules.
## Creating a vendor custom group
Go to [**Vendors**](https://app.ramp.com/vendors/overview) > **⋯** (more options) > [**Manage groups**](https://app.ramp.com/vendors/custom-groups), then click **New vendor group**.
When creating a group, you define:
1. **Group name** — a descriptive name for the group. Names must be unique across your business.
2. **Rules** — filter criteria that automatically determine which vendors belong to the group.
3. **Manual overrides** — optionally include or exclude specific vendors regardless of whether they match the rules.
Click **Create** to save the group. Ramp evaluates the rules and populates the membership automatically.
## Adding vendors to a group
### Using rules
Rules automatically add vendors to the group based on criteria you define. Click **Add rule** in the **Overview** tab to add a filter condition. Each filter type can only be used once per group. When multiple rules are defined, a vendor must match all rules to be included.
Available filter types:
- **Status** — active or inactive
- **Category** — vendor spend category
- **Department** — assigned department
- **Approval status** — vendor approval state
- **Payment type** — Bill Pay or Card
- **Default payment method** — the vendor's default payment method
- **Stored payment method** — whether the vendor has payment details on file
- **Creation source** — how the vendor was created (such as manual entry or bulk import)
- **Has vendor owner** — whether a vendor owner is assigned
- **Vendor owner** — specific vendor owner(s)
- **Has active contract** — whether the vendor has an active contract
- **30-day spend** — total vendor spend in the last 30 days
- **365-day spend** — total vendor spend in the last 365 days
Each rule uses an **Is** or **Is not** condition to include or exclude matching vendors.
### Using manual overrides
Manual overrides let you add or remove specific vendors regardless of whether they match the rules.
- **Always include** — vendors in this list are always part of the group, even if they do not match the rules.
- **Always exclude** — vendors in this list are never part of the group, even if they match the rules.
To add an override, search for a vendor in the **Included** or **Excluded** tab of the Manual overrides section.
### From the vendor table
You can also manage group memberships from the [**Vendors**](https://app.ramp.com/vendors/overview) table. Click **Edit vendor groups** on any vendor row to open a modal where you can select which groups the vendor belongs to.
### From the vendor form
When creating or editing a vendor, use the **Vendor group** field to assign the vendor to one or more groups.
## Managing group members
Open a group from [**Vendors > Groups**](https://app.ramp.com/vendors/custom-groups) to open the group detail drawer. The drawer has three tabs:
- **Overview** — edit the group name, manage rules and manual overrides, and see a live preview of all current group members. Use the search bar to find specific vendors, or hover over any vendor and click **Exclude** to remove them from the group. The **Danger zone** section at the bottom lets you delete the group.
- **Visibility** — control who can see and edit the group and its vendors. See [Sharing and visibility](#sharing-and-visibility) .
- **Custom fields** — scope vendor custom record fields to this group. See [Scoping custom fields to a group](#scoping-custom-fields-to-a-group) .
**When does membership update?**
Membership updates roughly every 4 hours on a schedule. It also updates when you open the group details or edit the group's rules. New vendors are evaluated against all active groups at the time of creation. If a vendor's data was recently updated but they are not yet showing in the expected group, open the group to trigger a refresh.
## Sharing and visibility
The **Visibility** tab on a group controls who can see and edit the group and its vendors.
### General access
- **Open** (default) — everyone with vendor management permissions can see this group and its vendors.
- **Private** — only the people listed in the access list, plus Owners, Admins, and Vendor Owners, can access the vendors in this group. Users without access will not see these vendors in the vendor table or search results.
### People with access
You can grant access to specific people and groups. Each grantee receives one of two permission levels:
- **Full access** — read and edit the group and its members.
- **View only** — view the group and its members, but cannot make changes.
Access can be granted to:
- Individual users
- User roles
- User groups (dynamic employee groups)
- Departments
- Locations
To add access, search in the **Add people or user groups** field and click **Add**.
## Use vendor custom groups in approval workflows
Add **Vendor group** as a condition in your approval policies to route approvals based on which groups a vendor belongs to. The condition checks whether the vendor belongs to any of the selected groups. Vendor group conditions are available in:
- **Bill Pay approval policies** — route bill approvals based on the vendor's group membership.
- **Vendor create approval policies** — require additional approval when a new vendor that matches a specific group is created.
- **Vendor edit approval policies** — require additional approval when a vendor in a specific group is modified.
## Restricting vendors in Spend Programs
You can restrict the vendor picker on a Spend Program's request form so that only vendors from a specific vendor custom group are available. This is supported for Purchase Order and Approval Only Spend Programs.
### Configure vendor restrictions
When [creating or editing a Spend Program](/get-started-with-procurement#set-up-ramp-procurement), open the **Vendor** question configuration and toggle **Restrict available vendors**. Select the vendor group that requestors should be able to choose from. Vendors outside the selected group will not be available in the vendor selector for that program.
If no vendor groups exist yet, click **Create vendor group** to create one from within the Spend Program configuration.
### Allow adding new vendors to group
When vendor restrictions are enabled, requestors cannot create new vendors from the request form by default. To let requestors add new vendors, toggle **Allow adding new vendors to group** within the same vendor question configuration. When enabled, requestors can create a new vendor from the vendor picker, and the new vendor is automatically added to the Spend Program's linked vendor group. The new vendor still follows your business's [vendor approval and onboarding flow](/vendor-onboarding-in-procurement) before it is fully approved.
## Filtering vendors by group
When at least one vendor custom group exists, a **Vendor groups** filter appears in the [**Vendors**](https://app.ramp.com/vendors/overview) table toolbar. Use it to narrow the vendor list to members of one or more groups.
The **Vendor groups** column on the vendor table shows which groups each vendor belongs to.
## Scoping custom fields to a group
In the **Custom fields** tab on a group, you can assign vendor custom fields to the group. Scoped fields only appear on vendor profiles for vendors that belong to the group. Fields that are not scoped to any group appear on all vendor profiles regardless of group membership.
> **Note:** A custom record field cannot be scoped to a vendor group if it is currently used as a condition in an approval workflow. Remove it from workflows first.
## Deleting a group
To delete a group, open the group detail drawer and select **Delete** from the Danger zone section in the **Overview** tab. Deleting a group permanently removes the group and its membership data. Vendors themselves are not affected. If the group was used in approval workflows or Spend Program vendor restrictions, update those settings to remove the reference.
## Permissions
| **Action** | **Owner / Admin** | **Finance Admin / AP Clerk** | **Custom Role** |
| --- | --- | --- | --- |
| View vendor custom groups | Yes | Yes | Configurable |
| Create and manage vendor custom groups | Yes | Yes | Configurable |
| View and manage groups with general access set to Private (without an explicit access grant) | Yes | No | No |
Employees without vendor management permissions cannot view or manage vendor custom groups. If you need access, ask your [Ramp Admin](/ramp-admin-guide).
## Frequently asked questions
### Can a vendor belong to multiple groups?
Yes. Vendors can belong to any number of groups simultaneously. Group memberships are independent of each other.
### Are vendor custom groups the same as employee groups?
No. Vendor custom groups organize vendors (external payees). [Groups](/groups) organize employees (internal users) for approvals, Spend Programs, and policies. They are separate features.
## Related articles
- [Vendor management on Ramp](/vendor-management-on-ramp)
- [Get started with Procurement](/get-started-with-procurement)
- [Groups](/groups) (employee groups for approvals and policies)
---
# Contracts & renewals
> Official Ramp Help Center article. Topic: Vendor Management / Set up Vendor Management. [View the canonical page](https://support.ramp.com/contracts-renewals).
> **Note:** Contracts & renewals is a **Ramp Plus** feature. The following capabilities are available with the Procurement add-on: requesting a renewal, expansions, and linking contracts to purchase orders.
## Overview
Contracts & renewals helps teams manage vendor contracts, track upcoming renewals, and route renewal and expansion decisions through Ramp. It gives customers a single place to create, upload, import, and manage contracts; monitor key dates like contract end and last date to action; and take follow-up actions such as requesting a renewal, requesting an expansion, or marking a contract as renewed or not renewed.
To bring existing contracts into Ramp, [bulk upload contract documents](/bulk-upload-contract-documents), [forward contract documents by email](/forward-contract-documents-by-email), or [import contracts from Ironclad](/ironclad-integration-import-contracts).
With contracts & renewals, you can:
- Create, upload, or import contracts
- Track contract details such as amount, dates, auto-renewal, owners, and renewal status
- Request a renewal or expansion tied to an existing contract
- Use redirection to link requests to the correct contract when Ramp surfaces a likely match
- Merge related contracts for the same vendor into a unified view
- Configure renewal reminders at the company and contract level
- Build approval workflows with renewal- and expansion-specific logic
## Create and track contracts
You can create contracts directly in contracts & renewals, upload documents to existing contracts, or use contract tracking within procurement workflows.
When contract tracking is enabled for a Spend Program, Ramp scans any documents attached to spend requests and only enables contract creation when it detects contract-related documents, such as order forms or master services agreements (MSAs). You can also create contracts manually and review pre-filled fields before saving.
### Enable contract tracking on a Spend Program
1. Go to **Manage spend > Programs** .
2. Select the Spend Program you want to configure and click **Edit** .
3. Toggle on **Track contracts and receive renewal reminders** .
4. Save your changes.
### How document detection works
Once contract tracking is enabled:
1. A user submits a spend request through the program.
2. By default, the setting to create a contract is toggled off on the request.
3. When the user uploads a document, Ramp scans it automatically.
4. If Ramp detects a contract-adjacent document (e.g., an order form or MSA), it toggles contract creation on.
5. If the document is later reclassified to a non-contract type (e.g., an invoice), Ramp resets the toggle to off.
> **Note:** A user can manually toggle contract creation on or off at any time on the request. Once manually toggled, Ramp will no longer propagate automatic updates to that setting.
You can manage contract details such as:
- Contract name and description
- Start date and end date
- Last date to action
- Auto-renewal
- Amount and currency
- Reminder settings
### Create a contract from an existing purchase order
If you have purchase orders that were created before contract tracking was enabled, you can create contracts from them using AI. Ramp pulls information from the purchase order to pre-fill contract details, which you can review before saving.
1. Navigate to the purchase order.
2. Click **Options > Create contract** .
3. Ramp pre-fills contract details using information from the purchase order.
4. Review the details and click **Create contract** .
## Request a renewal
When a contract is approaching its end date, Ramp surfaces it as a renewal to manage. You can create a renewal request from the homepage or from the contract itself.
### Start a renewal request
1. Navigate to the contract from [**Contracts**](https://app.ramp.com/vendors/v2/contracts/all) or locate the renewal on your **Homepage** .
2. Select **Request renewal** .
3. Ramp uses AI to determine the best Spend Program for the renewal and pre-fills the request form using context from the existing contract, including linked purchase orders and attached documents.
4. Review the pre-filled information, adjust the Spend Program if needed, make any changes, and submit the request.
### Other renewal actions
Depending on contract state and request state, you may also be able to:
- **Continue an in-progress renewal** — Resume a renewal request that was started but not yet submitted.
- **Snooze** — Temporarily dismiss the renewal reminder from the homepage and email notifications.
- **Mark as renewed** — Manually mark a contract as renewed without submitting a request.
- **Mark as won't renew** — Indicate that you do not plan to continue the vendor relationship.
- **Reopen for renewal** — Reopen a contract that was previously marked as renewed or won't renew.
### What happens after a renewal request is approved
When a renewal request is approved, a new contract is automatically created for the renewal. The new contract links back to the previous contract, maintaining a clear renewal history, and renewal reminders are configured on the new contract so the cycle continues.
## Request an expansion
If a contract is active and not yet up for renewal, you can submit an expansion request to add spend against the existing agreement. Expansion requests are useful for mid-term changes like adding seats, services, or additional scope.
Expansion requests keep that incremental spend tied to the original contract, rather than treating it like a brand-new vendor purchase.
### Create an expansion request
1. Navigate to the contract you want to expand.
2. If the contract is not yet up for renewal, the default action is **Request expansion** . Click it.
1. Otherwise, navigate to **More actions > Request expansion.**
3. Enter the expansion details (e.g., number of additional seats, additional cost).
4. Ramp pre-fills the request form using the context of the existing contract.
5. Review and submit the request.
### What happens after an expansion request is approved
On approval, a purchase order is created for the expansion amount. The contract's total value is automatically updated to reflect the expansion (e.g., a $10,000 contract with a $5,000 expansion becomes $15,000), and the expansion purchase order is automatically linked to the contract.
## Redirection
Redirection helps ensure that spend requests intended as renewals or expansions get linked to the correct existing contract. When a user submits a request that Ramp identifies as a potential renewal or expansion, it prompts the user to confirm and link the request to the matching contract.
1. A user fills out a spend request for a vendor that has an existing contract.
2. Ramp identifies that the request may be a renewal or expansion and surfaces a prompt.
3. If the user confirms, Ramp uses the existing contract context to pre-fill the remainder of the request form.
4. On submission, Ramp automatically links the request to the contract as a renewal or expansion.
Once linked, the request continues through the appropriate procurement flow with the contract association preserved.
## Merge contracts
Contracts & renewals supports merging multiple contracts for the same vendor into a single view. This is useful when you have multiple related agreements and want a cleaner, more consolidated contract record.
1. Open [**Contracts**](https://app.ramp.com/vendors/v2/contracts/all).
2. Select the contracts you want to merge.
3. Click **Preview** .
4. Review the merge preview — purchase orders, documents, and fields from all selected contracts are shown together.
5. Confirm the merge.
Note: merging will be a suggestion on the homepage when multiple contracts that Ramp detects are mergable are up for renewal together.
## Renewal reminders
You can configure renewal reminders at both the company level and the individual contract level to help teams stay ahead of upcoming renewals without relying on manual tracking.
### Reminder settings support
- Company-wide default reminder settings
- Per-contract reminder overrides
- Reminder triggers based on contract milestones, including contract end / renewal and last date to action
- Recipient routing to configured stakeholders
### Set up company-level reminders
1. Open [**Contracts**](https://app.ramp.com/vendors/v2/contracts/all).
2. Open **Settings** .
3. Configure when reminders should be sent (e.g., 30, 60, or 90 days before a contract's end date or the Last date to action).
4. Configure which stakeholders should receive reminders.
### Customize reminders on a specific contract
1. Navigate to the contract.
2. Click the notification bell on the top right hand corner, and select **Manage renewal reminder settings** .
3. Adjust the reminder timing and recipients for that specific contract.
## Approval workflows
Contracts & renewals integrates with procurement approval workflows. Admins can build logic that branches based on request type and renewal- or expansion-specific criteria.
### Supported workflow conditions
Workflow logic can include conditions based on:
- Request type (renewal, expansion, or new)
- Renewal change amount
- Renewal change percentage
- Expansion change amount
- Expansion change percentage
### Configure renewal-specific approval logic
1. Go to **Manage spend > Programs** .
2. Select a program and open its approval workflow.
3. In the workflow builder, add a condition based on **Request type** (or any other contract/renewal conditional types).
4. Add additional conditions for renewal or expansion branches as needed.
5. Configure the appropriate approvers for each branch.
### Custom form questions
Teams can also condition custom form questions on other form fields so requests capture the right information.
1. In the Spend Program settings, go to **What's on the request form?**
2. Add a condition to a question based on the response to another form question.
3. Configure which questions should appear for each condition.
## Use cases and examples
### Staying ahead of auto-renewals
A procurement team enables contract tracking across their Spend Programs. When an employee submits a request and attaches an order form, Ramp detects the document and creates a contract with renewal reminders configured. Sixty days before the contract's end date, the configured stakeholder receives a reminder and submits a renewal request — giving the team time to renegotiate terms instead of being locked into an auto-renewal.
### Tracking mid-contract seat additions
A company signed a $10,000 annual contract with a SaaS vendor. Six months in, a team needs 100 additional seats at a cost of $5,000. Instead of creating a separate, unlinked request, the team lead submits an expansion request against the existing contract. On approval, the contract total updates to $15,000 and the expansion purchase order is automatically linked.
### Cleaning up legacy contracts
Over the years, a company signed three separate agreements with the same vendor — an initial contract, an expansion, and a renewal. Using contract merging, the procurement admin consolidates all three into a single contract view with purchase orders, documents, and fields aggregated together.
## Best practices and tips
- **Enable contract tracking on procurement programs** so that Ramp can detect contract documents and create contracts as part of the request flow.
- **Upload contracts and supporting documents** (order forms, MSAs, SOWs) to your contracts. The more context a contract has, the better Ramp can pre-fill renewal and expansion requests.
- **Link purchase orders to contracts** to maintain a clear paper trail between spend requests and agreements.
- **Set company-level reminders as a baseline** (e.g., 90 days out), then customize at the contract level for high-value or time-sensitive agreements.
- **Use approval workflow conditions** to route low-risk renewals (e.g., zero dollar change) for streamlined approval while requiring additional review for renewals with significant cost increases.
- **Merge related contracts periodically** to keep your contracts table clean and reduce vendor sprawl.
## Frequently asked questions
### What happens if I manually toggle contract creation on a request?
Once you manually toggle contract creation on or off, Ramp stops automatically updating that setting based on document detection. Your manual choice takes precedence.
### Can I create a contract from an existing purchase order?
Yes. Navigate to the purchase order and click **Create contract**. Ramp pre-fills the contract details from the purchase order information for you to review and save.
### What is the difference between a renewal and an expansion?
A renewal is used when a contract is nearing the end of its term and the business wants to continue the vendor relationship. An expansion is used when the contract is still active, but the business needs to add spend or scope mid-term.
### Can I undo a contract merge?
No, a merge cannot be undone.
### Who receives renewal reminders?
Reminder recipients depend on the configured reminder settings for the business or contract.
### Does redirection work for all spend requests?
Redirection activates when Ramp detects that a new spend request is likely a renewal or expansion of an existing contract for the same vendor. It prompts the user to confirm and link the request.
### Can I merge related contracts?
Yes. Contracts for the same vendor can be merged through the merge preview flow.
### Can I configure renewal reminders?
Yes. Reminder settings can be managed at the company level and overridden on individual contracts.
---
# Bulk upload contract documents
> Official Ramp Help Center article. Topic: Vendor Management / Set up Vendor Management. [View the canonical page](https://support.ramp.com/bulk-upload-contract-documents).
## Overview
Bulk contract upload adds multiple executed vendor contracts to [Contracts & renewals](https://app.ramp.com/vendors/v2/contracts/all) at once. Ramp processes each file, extracts contract details, matches the contract to a vendor when possible, and lets you review the results before completing the upload. See [Contracts & renewals](/contracts-renewals) for details about managing contracts after upload.
Bulk contract upload is available when your business has access to Contracts & renewals and your user role can view contracts and create contracts.
> **Note:** Bulk contract upload is different from [vendor document bulk upload](/vendor-documents), which stores general documents on vendor profiles. To ingest contracts for renewal tracking, ownership, and procurement visibility, use Contracts & renewals.
## Prepare contract documents for bulk upload
Your user role must be able to view contracts and create contracts. If the bulk upload option is unavailable, ask your Ramp Admin to review your assigned role and contract permissions.
The [bulk contract upload page](https://app.ramp.com/vendors/v2/contracts/bulk-upload) accepts documents with these requirements:
| Requirement | Limit or format |
|---|---|
| Documents per contract | One contract per file |
| Supported file types | PDF, PNG, JPG, and DOCX |
| Files per upload | Up to 1,000 files |
| File size | Up to 15 MB per file |
You can upload up to 1,000 PDF, PNG, JPG, or DOCX files at once. Each file must contain one contract and be no larger than 15 MB. Vendor names in Ramp that closely match the names in the contract documents improve matching.
## Upload contract documents in bulk
Start from the [bulk contract upload page](https://app.ramp.com/vendors/v2/contracts/bulk-upload).
1. Confirm that each file contains one contract document.
2. Drag the contract files into the upload area or select the area to choose files. Ramp starts the upload after you select the files.
Ramp processes the documents in the background. You can leave the page while processing continues and return to review the results.
## Review bulk contract upload results
After processing, Ramp groups each uploaded document by review status. Review each group before selecting **Done reviewing**.
| Review status | What it means | What to do |
|---|---|---|
| **Missing information** | Ramp identified a contract but needs additional details, such as the vendor, start date, or total value. | Add or correct the missing fields. |
| **Skipped** | Ramp did not create a contract from the document. | Review the skip reason and re-upload a corrected document when needed. |
| **Looks good** | Ramp extracted the required contract details and found no issue requiring review. | Confirm the details are correct. |
During review, you can confirm or edit available details such as the contract name, vendor, contract owners, currency, amount, start date, and end date. The end date is optional.
## Resolve contract documents that need review or were skipped
Ramp may require review when it cannot confidently identify required contract information. It may skip a document when the file should not create a new contract.
| Reason | What it means | What to do |
|---|---|---|
| **Missing vendor match** | Ramp could not match the contract to a vendor in Ramp. | Select the correct vendor during review. If available, select **Create new vendor**, or create the vendor and upload the document again. |
| **Missing contract data** | Ramp could not identify required fields, such as the start date or total value. | Add the missing details during review. |
| **Not a contract** | The file does not appear to be a contract document. | Upload the executed contract document instead. |
| **Duplicate document** | The document matches an existing contract document in Ramp. | Check the existing contract if you expected Ramp to create a new one. |
| **Duplicate contract details** | Ramp found an existing contract with matching contract details. | Check the existing contract if you expected Ramp to create a new one. |
| **Document processing failed** | Ramp could not process the file. | Upload the document again. If it still fails, convert it to a supported file type and retry. |
## Frequently asked questions
### Does Ramp create a contract for every uploaded file?
No. See [Review bulk contract upload results](/bulk-upload-contract-documents#review-bulk-contract-upload-results) for how Ramp groups processed files.
### Can I leave while Ramp processes contract documents?
Yes. See [Upload contract documents in bulk](/bulk-upload-contract-documents#upload-contract-documents-in-bulk) for what happens after you start an upload.
### What contract details does Ramp extract?
See [Review bulk contract upload results](/bulk-upload-contract-documents#review-bulk-contract-upload-results) for the details available during review.
### What should I do if Ramp cannot match a vendor?
See [Resolve contract documents that need review or were skipped](/bulk-upload-contract-documents#resolve-contract-documents-that-need-review-or-were-skipped) for vendor matching steps.
---
# Forward contract documents by email
> Official Ramp Help Center article. Topic: Vendor Management / Set up Vendor Management. [View the canonical page](https://support.ramp.com/forward-contract-documents-by-email).
## Overview
> **Important:** [contracts@ramp.com](mailto:contracts@ramp.com) is the universal address for contracts and renewal documents, not your business's unique *@ap.ramp.com* Bill Pay invoice address; invoices sent to contracts@ramp.com won't reach Bill Pay. To forward invoices, use [Bill Pay AP email forwarding](/bill-pay-ap-email-forwarding).
Email your contract documents to [contracts@ramp.com](mailto:contracts@ramp.com) (the same address for every business) to have Ramp process them for import into [Contracts & renewals](https://app.ramp.com/vendors/v2/contracts/all). Each email can create at most one contract, so all attachments in an email must belong to the same contract.
Ramp reviews the attachments, extracts contract details, and matches a vendor when possible. Ramp creates a contract when the documents can be imported and replies by email with the outcome and any next steps.
Your Ramp role must be able to create vendor contracts. If the forwarding option is unavailable, ask your Ramp Admin to confirm that your business has opted in to the feature and that your role has this permission.
## Prepare contract documents for email forwarding
Send the email from the address associated with your active Ramp account. Ramp cannot process a contract sent from an email address that is not associated with an eligible Ramp user.
Each email can create at most one contract. Attach up to 10 PDF, Word, JPEG, PNG, or WebP documents that all belong to the same contract. For example, you can attach a master services agreement and its related order form in one email. To add documents for different contracts, send a separate email for each contract or use [bulk contract upload](/bulk-upload-contract-documents).
When forwarding an existing email thread, confirm that every document you want Ramp to review is attached to the forwarded email. Email providers may not automatically include attachments from earlier messages in the thread.
## Forward contract documents to Ramp
Open [Contracts & renewals](https://app.ramp.com/vendors/v2/contracts/all) and follow these steps:
1. Select **New contract**.
2. Select **Forward to contracts@ramp.com** to open a new email, or select **Copy email** to copy the address.
3. Attach the documents for one contract.
4. Send the email.
Ramp processes the email and sends a reply when it finishes. You do not need to keep Contracts & renewals open while the documents are processing.
## Review the email forwarding result
Ramp sends one reply explaining the result and the next step. Use the link in the reply to review the imported contract, complete missing information, open an existing duplicate, or choose another upload method.
| Result | What it means | What to do |
|---|---|---|
| Contract imported | Ramp created the contract and matched a vendor. | Select **View contract** in the reply. Confirm the extracted details and add any missing information. |
| Vendor or contract information missing | Ramp created a contract that needs more information. | Select **Review contract** in the reply. Choose or create the vendor and complete the missing fields. |
| Duplicate contract or file | The contract already exists in Ramp, or the same file is already attached to a contract. | Open the existing contract from the reply instead of sending the file again. |
| No contract imported | Ramp could not use the email to create a contract. | Follow the reason and next step in the reply. See [Resolve an email that did not import a contract](#resolve-an-email-that-did-not-import-a-contract) for common causes. |
## Resolve an email that did not import a contract
Ramp does not create a contract when the email has no usable contract document, contains documents for different contracts, duplicates an existing contract, or cannot create a contract within your vendor access.
- **No documents found:** Attach a supported contract document and send a new email.
- **More than 10 attachments:** Send a new email with no more than 10 attachments.
- **No contract found:** Confirm that the attachment is a contract document and resend it. Decorative images, such as small email-signature images, do not count as contract documents.
- **Multiple contracts found:** Send the documents for each contract in a separate email, or use [bulk contract upload](https://app.ramp.com/vendors/v2/contracts/bulk-upload).
- **Vendor access unavailable:** Ask a Ramp Admin to confirm that you can access the contract's vendor, or ask another user who can create contracts for that vendor to forward it.
- **Processing failed:** Send the email again. If it fails again, use [bulk contract upload](https://app.ramp.com/vendors/v2/contracts/bulk-upload).
Replies from Ramp come from a no-reply address. To retry an import, send a new email to [contracts@ramp.com](mailto:contracts@ramp.com) with the corrected attachments.
---
# Ironclad integration: Import contracts
> Official Ramp Help Center article. Topic: Vendor Management / Set up Vendor Management. [View the canonical page](https://support.ramp.com/ironclad-integration-import-contracts).
## Overview
Ramp can connect to your Ironclad workspace and import completed contracts into Ramp. After setup, Ramp checks for new contracts daily, creates Ramp contract records with source documents, links them to vendors when possible, and gives your team a sync history for monitoring imports.
Use Ironclad contract ingestion if your team stores executed agreements in Ironclad and wants those agreements visible in Ramp for vendor contract tracking, renewal workflows, and procurement visibility.
Ironclad contract import is available when your business has access to [Contracts & renewals](/contracts-renewals), Ironclad is connected to Ramp, and your user role can manage integrations and create contracts.
## Prepare Ironclad contract import
Before importing contracts, confirm that:
- Your business has access to Contracts & renewals.
- Your user role can manage integrations and create contracts.
- An Ironclad Admin has [connected Ironclad to Ramp](/set-up-ramps-ironclad-integration) and authorized Ramp for your Ironclad workspace.
- Each Ironclad record you want to import has an executed signed copy.
- Vendor names in [Ramp Vendors](https://app.ramp.com/vendors) are similar to the corresponding counterparty names in Ironclad. This helps Ramp match contracts to the correct vendor.
If you cannot manage integrations and create contracts, ask a Ramp Admin or Owner to connect Ironclad and turn on contract import.
## Turn on automatic Ironclad contract import
Once Ironclad is connected, a user with permission to manage integrations and create contracts can turn on automatic import:
1. Open [**Contracts**](https://app.ramp.com/vendors/v2/contracts/all).
2. Select **New contract**, then **Import from Ironclad**.
3. Turn on **Automatically import contracts from Ironclad**.
4. Review the confirmation and select **Import contracts**.
The first import backfills eligible existing Ironclad contracts. Keep automatic import on for daily incremental syncs. To start an additional sync, return to the Ironclad import drawer and select **Sync contracts**.
## Understand Ironclad contract sync behavior
Ramp creates contract records from eligible Ironclad records, attaches the signed copy and additional attachments, and links each contract to a Ramp vendor when it can identify a match. The import drawer provides sync history for monitoring results.
Contract ingestion is a one-time transfer for each Ironclad record, not ongoing mirroring. Later changes to a successfully imported Ironclad record do not update the Ramp contract, and changes made in Ramp do not sync back to Ironclad. Update the Ramp contract separately when its source record changes. Ramp also skips Ironclad workflows launched from Ramp Procurement so the completed workflow does not create a duplicate contract.
## Check which Ironclad records Ramp imports
Ramp imports an Ironclad record when all of the following are true:
- The record has an executed signed copy.
- At least one attached document is identified as a contract.
- Ramp can identify a matching vendor from the Ironclad counterparty or contract document.
- One contract document contains the vendor, start date, and total contract value.
When one document meets these requirements, Ramp imports the Ironclad record with its signed copy and additional attachments. Records that do not meet every requirement remain available in Ironclad but are skipped in Ramp.
## Resolve Ironclad contracts that do not import
Contracts without a vendor match retry automatically during later daily syncs. Other ineligible records do not retry automatically. After correcting one of those records in Ironclad, create or upload the contract from [**Contracts**](https://app.ramp.com/vendors/v2/contracts/all).
| Possible cause | What it means | What to do |
|---|---|---|
| **Missing signed copy** | The Ironclad record does not have an executed signed copy available to import. | Add the executed contract document in Ironclad, then create or upload the contract in Ramp. |
| **Not a contract** | Ramp did not identify any attached file as a contract. | Add the actual contract document in Ironclad, then create or upload the contract in Ramp. |
| **No vendor match** | Ramp could not match the counterparty or contract document to a Ramp vendor. | Create the vendor in [Ramp Vendors](https://app.ramp.com/vendors), or make the Ramp vendor and Ironclad counterparty names more similar. Ramp retries the match during future daily syncs. |
| **Missing key contract fields** | No single contract document includes the vendor, start date, and total contract value. | Correct the executed document in Ironclad, then create or upload the contract in Ramp. |
| **Duplicate contract** | Ramp found the same document or an existing contract with matching vendor, dates, and value. | Check the existing Ramp contract. No action is usually required. |
| **Ramp-originated workflow** | The Ironclad workflow was launched from Ramp Procurement. | No action is required. Ramp skips it to prevent a duplicate contract. |
## Troubleshoot Ironclad contract import
**Import from Ironclad is missing:** Confirm that Ironclad is connected, you can manage integrations and contracts, and contract import is available for your business. If the option is still missing, [contact Ramp Support](/how-to-contact-ramps-support-team).
**An expected contract did not import:** Confirm the Ironclad record has a signed copy, an identifiable contract document, a matching Ramp vendor, and one document with the vendor, start date, and total contract value. Vendor-match skips retry daily after you create or rename the Ramp vendor. For other corrected records, create or upload the contract in Ramp.
**A sync failed:** Select **Sync contracts** to retry. If the sync continues to fail, [contact Ramp Support](/how-to-contact-ramps-support-team) and include the failure message shown in the import drawer.
## Frequently asked questions
### Can I disconnect Ironclad after importing contracts?
Yes. Disconnect Ironclad from [**Integrations**](https://app.ramp.com/settings/integrations) to stop future syncs. Contracts already imported into Ramp remain available after you disconnect the integration.
### Can I still launch Ironclad workflows from Ramp Procurement?
Yes. Contract import is separate from using Ironclad in procurement approval workflows. See [Ironclad integration: Set up](/set-up-ramps-ironclad-integration) to configure and launch Ironclad workflows from Ramp.
---
# Vendor TIN verification
> Official Ramp Help Center article. Topic: Vendor Management / Manage Vendors. [View the canonical page](https://support.ramp.com/vendor-tin-verification).
## Overview
Ramp enables Bill Pay users to [securely collect tax information from vendors](/request-payment-tax-and-other-details-from-vendors) and to maintain that information directly within Ramp. Ramp automatically checks supported US vendor TINs and EU VAT numbers against IRS or VIES records to confirm whether the legal name and tax identifier match.
## How does this work?
**Add Business Legal Name and TIN**
Add tax information for your vendors or request the info directly from the vendor within Ramp. Note that Ramp requires the business legal name and TIN of your vendor to complete this verification.
- For SSNs - the legal name and SSN can be found on the Social Security card
- For EINs - the legal name and EIN can be found on the CP 575 letter (the response to Form SS-4)
You can filter the Vendors table by tax verification status.
**Checks Run Automatically**
Ramp will automatically verify your vendors’ tax information with the IRS or VIES once all tax information has been added. View a vendor's profile and go to tax details to view TIN verification status.
**Failed Verification**
Verification most often fails due to an incorrect TIN number, and sometimes incorrect legal name. A failed TIN check does not block payments. If the vendor's TIN type is provided, you can continue [1099 filing](/1099-filing-on-ramp) and acknowledge the warning without re-entering the TIN.
1. Check that the business legal name and Tax ID in Ramp exactly match the information on the vendor's IRS-issued documentation (Social Security Card for SSNs, and CP 575 letter for EINs), including upper/lower case, symbols, and punctuation placement.
- *Note:* The IRS may use business name, owner name, and/or organization name, or other unexpected combinations of information in their records. Always confirm a vendor's legal name directly with them.
- LLC's names commonly include both the owner and the business name (e.g., *Business Name LLC Owner First Last Name* rather than just the business name).
- For Single Member LLC's: C-corp/S-corp use the LLC's name and EIN, while a disregarded entity (default) use the owner's name and SSN/TIN.
2. If the vendor is international, check that the country matches the tax authority that issued the foreign tin.
3. If TIN verification still fails, reach out to your vendor to ensure their information on file is accurate.
Ramp does not send you a notification when a TIN check fails, but if a vendor adds their own tax details, they will receive an email about the failure.
*Ramp also enforces country-specific Foreign TIN rules. For example, Poland VAT numbers must be exactly 10 digits.*
## Frequently asked questions
### Are we notified if a vendor's TIN check fails?
- Not at this time. If a vendor adds their tax details, they will receive an email about it failing.
### Does Ramp block payments to a vendor if the TIN check fails?
- No, a failed TIN verification does not block payment processing or prevent vendors from being paid.
### What countries are TIN Checks supported for?
- The US and countries in the EU.
### How long does a TIN check take?
- Ramp starts the TIN check after you save the vendor's TIN and legal name. The check runs asynchronously, so the result may not appear immediately.
### Can I block bill payments if a vendor has not provided tax details (W-9/W-8)?
- No. Missing or incomplete tax details do not block bill payments. Bills can be scheduled and paid regardless of whether a vendor's tax details are on file. To collect tax details, you can [request them from vendors](/request-payment-tax-and-other-details-from-vendors) or [add them manually](/manage-vendor-tax-details) .
---
# Vendor lifecycle statuses
> Official Ramp Help Center article. Topic: Vendor Management / Manage Vendors. [View the canonical page](https://support.ramp.com/vendor-lifecycle-statuses).
## Overview
> **Beta.** This feature is currently in Beta.
Vendor lifecycle statuses show whether a vendor can be used for payments or is still moving through an approval or setup workflow. During Beta, businesses with feature access can view and filter statuses from the [Vendors page](https://app.ramp.com/vendors/overview) when they use Bill Pay or Ramp Procurement. Businesses that use Ramp only for card expenses do not see vendor statuses. **On hold** is available only with Bill Pay.
## Understand vendor lifecycle statuses
Ramp uses five vendor statuses:
- **Active** — Approved for payments. An Active vendor can be changed to **On hold** or **Inactive**.
- **Inactive** — Deactivated, no payments allowed. Inactive vendors cannot be edited, but existing owners can be removed. Changing a vendor to Inactive retains its existing owners. Add or replace owners as part of reactivation, and confirm that at least one owner is selected.
- **On hold** — Temporarily paused from payments. This status is available to businesses using Bill Pay and prevents bills from being paid until the hold is removed. See [Hold payment for bills and vendors](/hold-payment-for-bills-and-vendors#hold-a-vendor).
- **Pending** — Awaiting approval to become active. A vendor remains Pending until the process that set this status completes, then Ramp resolves the status automatically. There is no manual action to move a vendor out of Pending. If the vendor profile shows an approval notice, select **View** to review the originating process.
- **Unmanaged** — Created from expenses. Unmanaged vendors do not have manual status actions. Ramp updates the status when the vendor is reused in vendor creation, a bill, or a qualifying spend request.
The Vendors table initially shows Active, Pending, and On hold vendors. Use the status filter on the [Vendors page](https://app.ramp.com/vendors/overview) to include Inactive or Unmanaged vendors.
## Vendor lifecycle statuses and accounting sync
If your business uses [Two-Way Vendor Information Sync](/two-way-vendor-information-sync) with a supported accounting integration, Ramp can add **Active** and **On hold** vendors to the vendor sync queue when an eligible vendor update occurs. Ramp does not newly add **Pending**, **Unmanaged**, or **Inactive** vendors to that queue.
Changing a vendor's lifecycle status does not by itself sync the vendor or deactivate, archive, or remove its matching vendor record in your accounting system. A vendor already queued for sync can still sync if its status changes before the sync is processed.
## Change one vendor's status
To change a status from the [Vendors page](https://app.ramp.com/vendors/overview), you need permission to modify all vendors. You can also change a status from a vendor profile when you have permission to edit that vendor. If another user's vendor edit is awaiting approval, status actions are unavailable until that approval is resolved. If you submitted the pending edit, you can still change the vendor's status; changing it to Inactive cancels the pending edit request. The available action depends on the current status:
- **Active:** Change the vendor to Inactive, or place it On hold if your business uses Bill Pay and you have permission to modify Bill Pay bills.
- **On hold:** If your business uses Bill Pay and you have permission to modify Bill Pay bills, change the vendor to Active to release the hold or change it directly to Inactive. Releasing a hold from the vendor profile's hold notice can also let eligible users set payment dates for affected bills.
- **Inactive:** Select **Active**, confirm that at least one vendor owner is selected in the reactivation form, and select **Reactivate**.
- **Pending:** Complete the process shown on the vendor profile. The status resolves automatically when the originating process completes and cannot be changed from the normal status menu.
- **Unmanaged:** No manual action is available. Ramp updates the status automatically when the vendor is reused in vendor creation, a bill, or a qualifying spend request.
Changing a vendor to Inactive does not cancel or unschedule its existing bills or payments. Review the vendor's bills from [Bill Pay](https://app.ramp.com/bills) and cancel or unschedule eligible payments separately.
## Change multiple vendor statuses
From the [Vendors page](https://app.ramp.com/vendors/overview), select vendors that have the same current status to use an available bulk status action:
- Active vendors can be changed to Inactive.
- On hold vendors can be changed to Active or Inactive if you have permission to modify Bill Pay bills.
You cannot place vendors On hold in bulk, reactivate Inactive vendors in bulk, or bulk-change Pending or Unmanaged vendors. A selection that contains different current statuses does not offer a bulk status action.
---
# Bulk update/edit vendors
> Official Ramp Help Center article. Topic: Vendor Management / Manage Vendors. [View the canonical page](https://support.ramp.com/bulk-updateedit-vendors).
## Overview
Bulk edit and update vendors in Ramp via a provided template to manage vendors more efficiently.
## How it works
## Open bulk update vendor details
From the [Vendors page](https://app.ramp.com/vendors), select **New vendor** > **Bulk update vendor details**.
If you can bulk update vendors but can't create them, this button is labeled **Vendor actions** instead of **New vendor**.
## Download template
Download the template you'll need to use to make bulk edits. The downloaded template contains your active Bill Pay vendors, except vendors with edits pending review from another user.
## Edit vendors
Do not edit the **Vendor ID**, **Vendor name**, or **Internal vendor ID** columns. For accounting category values, use the exact text and capitalization from your ERP.
Make updates to any fields then save your file.
> **Note:** To bulk update custom fields, you must go to Vendor Settings > Setup & approvals > Import custom field values.
## Import vendor file
Begin the import by uploading the edited file (which must be in CSV or Excel format). Once you do this you'll be brought to a validation screen where you can make any additional edits or fix any issues.
If there is a field that isn't formatted properly, it will be highlighted in red and shown on the right panel. You can either fix the errors or hit "Delete all rows with errors" which will remove them from the import.
## Select data to request
For US businesses, you can request missing payment and tax details in bulk for vendors with a contact email. See [Request payment, tax, and other details from vendors](/request-payment-tax-and-other-details-from-vendors).
- Requests for tax details are sent if the vendor is missing a TIN, tax classification, tax address, or legal name.
- Requests for payment details are sent only if ACH details are incomplete, the check address is missing, and SWIFT or IBAN details are incomplete. Vendors with a complete payment method are skipped.
## Finish import
After the file is validated, you'll see the total number of vendors ready to process. Select **Update** to submit the changes.
Ramp may ask you to verify your identity using an available MFA method before processing begins. When processing is complete, a success message shows the number of vendor edits processed.
## Vendor updates complete
If your company doesn't have Vendor controls on, the change will immediately go through. If [vendor controls are on for bulk updates](/vendor-approvals), the change will require approval.
If edits to a vendor are pending review, only the person who submitted them can edit the pending proposal.
---
# Manage vendor tax details
> Official Ramp Help Center article. Topic: Vendor Management / Manage Vendors. [View the canonical page](https://support.ramp.com/manage-vendor-tax-details).
Bill Pay customers can manage their vendors' tax details within Ramp, making year-end 1099 filing even easier. Ramp supports bulk uploading tax details for multiple vendors, and bulk exporting tax details for 1099 filing or reporting. Customers can also file 1099s directly through Ramp.
## Add vendor tax details
Accounts Payable and Admin roles can go to a Vendor > Payment & tax > Edit tax details to add or edit a vendor's tax details. They can also [request details directly from vendors](/request-payment-tax-and-other-details-from-vendors) within Ramp.
You can upload a vendor's W-9 or W-8, and Ramp will parse it to automatically populate the tax details. For international vendors, you can also enter a legal name, country, address, and optional foreign TIN or VAT number.
When uploading or entering a vendor's tax details, Federal Tax Classification, Legal Name, and address are required. TIN is required for domestic vendors and optional for international vendors.
### Vendor Network tax detail updates
By default, when vendors submit or update their tax details through the Vendor Network, those changes require your review and acceptance before they take effect in your Ramp account.
When review is required, use the vendor profile to accept or reject the update. If **Auto-approve tax details** is enabled, future Vendor Network tax updates are applied automatically. Accepted and auto-approved updates replace the corresponding tax details in your Ramp account.
### Federal tax classification
Vendors can be classified as the following:
- Individual/sole proprietor
- C corporation
- S corporation
- Partnership
- Trust/estate
- LLC C corporation
- LLC S corporation
- LLC partnership
- Other
- International
Ramp does not automatically mark vendors classified as International as 1099 eligible.
For domestic vendors, select the identifier type that applies:
- Social Security Number (SSN)
- Employer Identification Number (EIN)
International vendors can use a foreign TIN or VAT number.
## Marking vendors as 1099 eligible
The 1099 status toggle indicates a vendor's 1099 eligibility status for that year. Ramp will automatically set this if a vendor meet's the requirements below, but you can manually override this yourself from a vendor's profile. If you manually adjust the toggle, Ramp will no longer automatically update it unless you undo this.
**1099 eligibility criteria:**
A vendor will automatically be marked as 1099 eligible for a specific year if
- There is ≥ $600 spend in bill payments for that year
- Bills paid by card are **not** included, bills paid manually outside of Ramp **are** included
- Federal tax classification is not C corporation, S corporation, LLC C corporation, LLC S corporation, International, or Other (if tax details aren't collected, we will use only Bill Pay spend)
## View vendor tax details
After saving vendors' tax details, you can see which vendors have or are missing tax details from the Vendors table. You can add the **Tax details** column and filter by **Tax details complete** and **TIN verification status**.
## Exporting vendor tax details
Users with permission to view vendor payment and tax details can select **View TIN** on a vendor profile. Admin and Accounts Payable roles can also export TIN values. From the Vendors table, select the export icon, then select **Export CSV of filtered vendors, including tax details**. This file includes vendors matching the current table filters and contains columns for total spend, last 30-day spend, the vendor's tax details, and yearly 1099 eligibility status. The spend columns combine card, reimbursement, and Bill Pay spend.
Since tax details includes sensitive information like the vendor’s TIN, Ramp will require[Multi-Factor Authentication (MFA)](/multi-factor-authentication-mfa-overview)for exports.If you have not recently authenticated via MFA, a pop-up will appear and will ask you to authenticate via your configured authentication method (e.g. via phone or via email).
## Export 1099 vendors
To export 1099 eligible vendors go to Vendors > click the 3 dots > Download 1099 vendors > select the year. Same rules as above on MFA apply here. This file will include only vendors that have the 1099 toggle set to ON for that year. It will include a column with the annual 1099-able spend made out to that vendor, excluding credit card payments, and the vendor's tax details (if provided).
This can be helpful for those filing 1099s off Ramp, or for reporting/audit purposes.
## Exporting vendor tax documents
You can either individually export or bulk download vendor tax documents (W-9/W-8).
To individually export, go to the vendor profile > Payment & tax > click the document linked under W-9 or W-8 document. To bulk export, go to the Vendors table > click the export icon > Export documents > select W-9. You will receive a secure link (expires after 24 hours) via email to download the files.
## Bulk upload vendor tax details
You can bulk upload/update tax details in a few different ways:
1. Bulk upload tax documents to add or update tax details - instructions [here](/vendor-documents)
2. Bulk import tax details to add new tax details - instructions [here](/vendor-management-on-ramp) and details below
3. Bulk update tax details to override existing tax details - instructions [here](/bulk-updateedit-vendors)
For bulk import, the following fields are required for successful upload:
- Vendor Name
- Federal Tax Classification (choose from “Individual, “C-Corporation”, “S-Corporation”, “Partnership”, “Trust”, or "International"\*)
\*If "International" is chosen, all other fields in the file will be ignored as 1099s are not required for them.
- Taxpayer Identification Number (TIN)
- Tax Address Line 1 (Ex. “71 5th Ave”)
- City (Ex. “New York”)
- State/Province/Region (Ex. “NY”)
- Zip / Postal Code (Ex. 10003)
After uploading the completed template file, you will see a preview of the list of vendors you are importing. Verify this list is correct and click "Import" to bulk update your vendors with the tax details. If any changes are required, you can correct the info in the template and re-upload.
To request tax information from selected vendors, follow the [bulk request steps](/request-payment-tax-and-other-details-from-vendors).
*Note: If any changes are required, you can correct the info in the template and re-upload.*
## Frequently asked questions
### Can I hold or block bill payments until a vendor provides tax details (W-9/W-8)?
No. Ramp does not currently support holding or blocking bill payments based on missing tax details. Bills can be scheduled and paid regardless of whether a vendor's W-9 or W-8 is on file. To collect tax details before year-end, you can [request them directly from vendors](/request-payment-tax-and-other-details-from-vendors) or add them manually from the vendor profile.
### Does requiring an uploaded tax document block bill payments?
No. Enabling *Require an uploaded tax document* in vendor settings means vendors must upload a W-9 or W-8 when submitting their details through a request, but it does not prevent bills from being scheduled or paid for that vendor.
*Legal: Ramp does not provide accounting or tax advice. Please work with your accountant to determine the tax requirements applicable to your business.*
---
# 1099 Filing on Ramp
> Official Ramp Help Center article. Topic: Vendor Management / Manage Vendors. [View the canonical page](https://support.ramp.com/1099-filing-on-ramp).
## Overview
1099 Filing on Ramp allows businesses to manage their 1099-eligible vendor list, generate and electronically file 1099-NEC and 1099-MISC forms with the IRS (and optionally with participating states), and deliver 1099s to vendors electronically or by mail, all within Ramp.
Ramp streamlines the annual 1099 process by offering recommended box-mapping rules, automatically identifying 1099-eligible expenses, and reducing time spent on manual corrections.
> **Note:** 1099 filing through Ramp will be available starting **January 6, 2026,** when the IRS e-filing service is live.
**Video walkthrough:** Prepare and file 1099s on Ramp, including which vendors qualify and how to review filings before you submit. Best at year-end when 1099 season starts. [Watch the video](https://www.youtube.com/watch?v=2x_SZ8QcttE).
## Getting started
Admins, Accounts Payable roles, and Accounting roles with Accounts Payable [privileges](/user-roles-overview) can begin preparing for 1099 season by reviewing vendors, validating tax details, and applying appropriate mapping rules.
- Go to Vendors → click the menu (⋯) → Review 1099 vendors
- If you have multiple entities, use the entity switcher to review eligibility, spend, and mappings per entity
- If vendor payments seem to be missing, ensure you're reviewing vendors for the correct entity
## Table overview
- **Overview:** All vendors whose 1099 status = Yes for the selected year (read more about 1099 tax status and eligibility in [Manage vendor tax details](/manage-vendor-tax-details).) As spend is categorized, totals appear in '1099-NEC total' and '1099-MISC total'. Any uncategorized spend appears under Total uncategorized.
- **Needs review:** Vendors that require fixes before filing
- **Ready to file:** Vendors that have the required information and are ready to start filing
- **Completed:** Vendors with a 1099 that Ramp successfully filed with the IRS
- **Excluded vendors:** Vendors not marked 1099-eligible. You can change their eligibility status at any time
Here are all the possible statuses you might see in your 1099 table:
- Not 1099-eligible
- Missing tax details
- Requested tax details
- Missing TIN type
- IRS TIN Check Failed
- Needs categorizing
- Ready to file
- Filed
- Submitted
- Filing error
## Pre-Filing setup
### Confirm vendor eligibility
- In 'Overview' **,** ensure you're seeing all vendors that should receive a 1099
- To exclude a vendor, set them as Not 1099-eligible by clicking on the menu button (3 dots), or from Vendor Profile → Payment & tax → Tax details → Tax status
- To include a vendor, review your list of excluded vendors and click 1099-eligible on a vendor or bulk select to update multiple
### Collect and manage tax details (W-9 and TIN)
Throughout the year, you can use the 1099 table to manage your vendors’ tax information, request tax details, and collect W-9 forms.
- Click menu button (⋯) → Request tax details. This will send an email to the vendor's default contact. You have the option to add a message in your request
- Use bulk requests by selecting multiple vendors before sending
- To upload existing W-9 forms, click the menu (⋯) on the Vendors table → Upload documents
- You can also edit tax details directly from a vendor's profile under Tax details
### TIN CHECK
Ramp verifies a vendor's legal name and TIN against IRS records. A failed TIN check means the TIN and legal name do not match IRS records. If the vendor's TIN type is provided, you can continue filing after acknowledging the warning. Ramp is not responsible for any penalties or other tax non-compliance caused by a mismatch. Read more in [Vendor TIN verification](/vendor-tin-verification).
To provide a missing TIN type:
- Open the vendor from the 1099 dashboard
- Click Edit W-9 > re-enter the Tax Identification Number (TIN) > select whether this number is a SSN or EIN > Save
For a failed TIN check, acknowledge the possible implications during filing before completion.
### Request/confirm e-consent for digital delivery
To avoid sending paper 1099s, you can request and manage e-consent from your vendors for digital delivery. E-consent is legally required to digitally delivery 1099s to your vendor. Without it, we'll require you to send 1099s by mail. To request e-consent:
- Click the menu (⋯) → Request tax details → Check 'Request consent to deliver 1099s electronically'
- Vendors grant consent through the email request
- Depending on the vendor's response, you will see 'Yes', 'No', or 'Sent' in the 'Digital delivery' column
- For vendors that have declined, you must mail their 1099 copy during filing
*Note:*1099s delivered by mail will also be delivered to vendors electronically. If you need to update a vendor's e-consent status, you'll need to send another request or ask them to update it in the [Vendor Portal](/ramp-vendor-portal).
**In the event you've received consent from your vendor off Ramp** for digital delivery, you can update this preference in a vendor's settings.
- Click on a vendor → Consent for e-delivery → Manually confirm consent → Confirm
- Please confirm that you've received proper consent from your vendors for digitally delivery before manually adjusting, in accordance with IRS guidance
- *Note:* You cannot manually confirm consent if a vendor has already responded 'No' to an e-consent request. You must re-request e-consent from the vendor to update it, or they can update it from the Vendor Portal.
**Vendor Experience:** You can see the vendor's side of granting e-consent in [Ramp Vendor Portal](/ramp-vendor-portal).
### Automatically map categories
You can easily categorize vendor spend by creating rules that automatically map specific general ledger (GL) accounts to 1099 boxes for your eligible vendors, reducing the need for manual categorization.
- **Suggested rules** : Ramp may propose 1099-MISC mappings based on your expense patterns to help you get started. You can accept, edit, reject, or add your own, then 'Confirm'. 'Skip' allows you to re-visit the suggestions later
- Click **Settings** to view and manage rules
- **Create rules** : Click Add Box → choose GL accounts → map them to a 1099 box (single or multiple accounts per box) → Save, to apply the rule
- **Default to NEC:** Turn this on to classify uncategorized spend as NEC unless another rule overrides it. This will be turned off by default
### Categorize vendor spend
Each vendor has a detailed view where you can manage both Tax details and Bill line items for spend paid to your vendor. 'Bill line items' shows all the associated expense line items and invoices paid to a vendor during the calendar year.
- Click a vendor to open the detailed view
- In Bill line items, assign each line to the correct form (NEC/MISC) and box (e.g., Other income, Rents) in the '1099 box' column
- Mark non-reportable spend with 'Not reportable'
- A lightning bolt icon shows where accounting rules auto-applied a category
### Additional spend
If you have spend outside of Ramp that you would like to include in filing, you can make adjustments to your total filing amount for a vendor by going clicking on the Vendor → scroll to 'Additional Spend' at the bottom → Add additional spend. To update or remove the amount, click in to the amount box → update amount or zero out → hit enter to save.
---
## Filing 1099s
### Select vendors to file
- Go to Ready to file (or Overview) to begin
- File **one vendor** : click File on the row
- File **many vendors:** bulk select → File
- File **all visible** vendors: click 'File 1099s' button at the top right
### Review your business information and filing batch
- Confirm Business name, TIN, Address, and Phone
- All fields are required and appear on each 1099 form submitted to the IRS
- Review the list of vendors you're about to file - verify NEC/MISC totals and delivery method per vendor.
### Choose filing options
- Federal filing is always included
- For states in Combined Federal/State Filing (CF/SF) program, you may choose to include state filing with your federal submission. Visit [1099 State Filing](/1099-state-filing) to check state filing requirements
- *Note:* Some states have extra requirements and may require you to file directly with their agency. Check each state's rules to ensure full compliance
### Select delivery method and review costs
- Electronic delivery for vendors with e-consent
- Vendors receive an email when their 1099 is ready - they can sign up or log to the Ramp Vendor Portal to access it to view and download the form. Read more in [Ramp Vendor Portal](/ramp-vendor-portal).
- Mail delivery for vendors without e-consent
- Vendors receive a paper 1099 by physical mail - allow 5-7 business days after filing for delivery
- Review cost summary (federal filing + mail delivery, if applicable)
### Pricing and billing
Filing charges will appear on your next billing statement.
| **Item** | **Cost** |
| --- | --- |
| Federal filing per form | $0.65 |
| State filing per form | $0.90 |
| Mail delivery per form | $1.85 |
| Rush mail delivery per form (in 5 business days before 2/2) | $1.00 |
*Note:*The 2026 IRS filing deadline is 2/2. 1099s submitted by 11:59pm on 2/2 will be postmarked with 2/2 as the filing date, even if they aren't sent out that day. There is a rush filing fee for mail delivery in the 5 business days before the deadline. After the deadline the rush filing fee stops and you can continue filing, but late filings [assume a penalty](https://www.irs.gov/payments/information-return-penalties).
### Purchase and file
- Click 'Purchase and file' to generate and submit your 1099s to the IRS (and any selected states)
## View and download forms
## View and download filed 1099s
- In **Completed** →click 'Review on a vendor → Download filed 1099s
- Forms will be ready for download when the status is "Submitted to the IRS". If you're having issues downloading the 1099 PDR, try opening it in a different PDF viewer as the issue is likely with the PDF software and not the file itself.
- To download all your filed 1099s, follow [instructions to bulk download documents](/vendor-documents)
Read about making corrections to filed 1099s in [1099 Corrections](/1099-corrections).
## Best practices and tips
- **Eligibility hygiene**: Keep **Excluded vendors** accurate so year-end reviews are lighter
- **Early data capture**: Request **W-9s** and **e-delivery consent** well before January
- **Rules first**: Turn on **Default to NEC** and add GL **overrides** to reduce manual work
- **Watch uncategorized**: Clear the **Total uncategorized** column regularly
- **Entity & year checks**: Always confirm the **tax year** and **entity** before filing
- **State rules**: Use CFSF where possible, but confirm any **state-specific** requirements
## Frequently asked questions
### Why are there two forms for one vendor?
If spend maps to both NEC and MISC, Ramp generates separate forms.
### Can I change mappings after I start filing?
Yes, but review totals before submitting.
### Does Ramp provide 1099-K or 1096 forms?
No, Ramp only generates and files 1099-NEC and 1099-MISC documents. A 1096 is an IRS transmittal form that accompanies paper 1099 filings. Because Ramp files 1099s electronically, no separate 1096 form is needed or generated. 1099-K forms do not apply to the issuer of a payment card (such as Ramp) and only apply to the payment network or processor (like Visa).
### Can I use this feature if I signed up for Ramp mid-year or file 1099s for spend made outside of Ramp?
Yes, but you cannot import spend made outside of Ramp. You can make manual [adjustments](#additional-spend) to your 1099 amounts per vendor if you want to add amounts paid to vendors outside of Ramp. *Note:*Bill payments made on Ramp with payment method "Paid outside Ramp" **are included**in 1099 payments.
To file 1099s for a vendor with no payments made on Ramp, create the vendor → go to 'Excluded vendors' in the 1099 filing dashboard → Remove 'Has 2025 payments' filter → Mark vendor as eligible → Add additional spend and complete filing.
You can also export 1099 vendors from Ramp and file using an external service if needed. Read more on exporting 1099 vendors in [Manage vendor tax details](/manage-vendor-tax-details).
### Does Ramp validate tax identification numbers?
Yes, read more in [Vendor TIN verification](/vendor-tin-verification).
### Will bills paid manually in Ramp be included in filing?
Yes. As long as a bill is managed through Ramp, those with the payment method paid outside Ramp will be included.
### Does Ramp support communicating with vendors and reconciliation if a vendor says something is wrong?
You cannot communicate with vendors directly about 1099s on Ramp, but you can [file corrections](/1099-corrections).
### Can Ramp help vendors/contractors file their taxes?
At this time, Ramp only supports customers using our Bill Pay product.
### Does Ramp support backup withholding?
No, not at this time.
### How does Ramp select 1099 eligible vendors?
A vendor will [automatically be marked as 1099 eligible](/manage-vendor-tax-details) for a specific year if there is ≥ $600 spend in bill payments for that year (bills paid by card are **not**included, bills paid manually outside of Ramp **are**included) and federal tax classification is not C-Corp, S-Corp, LLC C-Corp, LLC S-Corp, International, or Other (if tax details aren't collected, we will use only Bill Pay spend).
For check payments, the *payment initiated*date is used to determine what date the vendor was paid.
### Does Ramp factor in vendor credits for 1099 filing?
Currently, vendor credits are not reduced from amounts when filing 1099s. This is something that will be addressed for 2026 filing. In the meantime, you can mark a line item as "Not reportable", and enter the correct amount minus vendor credits you want to file for in "Additional spend".
### Does Ramp provide W-2 or W-4 forms?
No. Ramp handles vendor tax forms (1099-NEC, 1099-MISC, and [W-9 collection](/manage-vendor-tax-details)), not employee payroll forms. For paystubs, W-2s, or W-4 forms, contact your payroll provider.
### Where can I find 1099 tax documents I received from Ramp?
If your business earned interest from a [Ramp Business Account](/ramp-checking-account-overview) or has a [Ramp Investment Account](/ramp-self-directed-investment-account-overview), Ramp may issue you a 1099-MISC. These tax documents are available in-app at [**Banking** > **Documents**](https://app.ramp.com/s/treasury/documents). Business Account tax forms are typically available starting in January; Investment Account 1099 forms are typically available by the end of February. This is separate from the 1099s you issue to your vendors, which are covered in this article.
---
*This feature is provided for your convenience only and does not constitute tax or legal advice. Ramp does not guarantee and is not liable for your compliance with tax regulations or requirements, and is not acting as a withholding agent on your behalf.*
---
# 1099 State Filing
> Official Ramp Help Center article. Topic: Vendor Management / Manage Vendors. [View the canonical page](https://support.ramp.com/1099-state-filing).
## Overview
Ramp supports [filing 1099-NEC and 1099-MISC forms](/1099-filing-on-ramp) with the IRS and states that participate in the Combined Federal/State Filing (CF/SF) program. You can find the states participating in the CF/SF program on page 23 of this [IRS Publication](https://www.irs.gov/pub/irs-pdf/p1220.pdf).
**Disclaimer:**The contents below do not constitute tax advice, and it is recommended that you contact your tax professional or the government agency directly to confirm your tax filing obligations.
## How it works
When you submit your 1099 forms, we’ll forward them to the IRS. The IRS will then send the info on the 1099-NEC or 1099-MISC forms to the states that are part of the program.
Some states still require you to submit forms directly to their agency or have additional requirements. Some states also require forms that report state withholding directly to the state, which is not supported on Ramp. You are responsible for understanding your state requirements. If you have questions, please check directly with your state.
## Withholding taxes
Withholding for Forms 1099-MISC and Forms 1099-NEC is generally not applicable. The most common instance is backup tax withholding that occurs due to missing or incorrect taxpayer identification numbers or within states with non-resident withholding rules.
\*Withholding tax obligations are noted below, prefixed by “\*WHT”. Where income tax is withheld, it is commonplace that applicable 1099 forms are to be appended to such state tax withholding filings.
## State filing requirements
| **State** | **Participates in CF/SF** | **Separate State Reporting Requirements** | **State Forms** | **Resources** |
| --- | --- | --- | --- | --- |
| Alabama | ✓ | When Alabama tax is withheld | *WHT: Form A-3 | [Guidance](https://www.revenue.alabama.gov/individual-corporate/withholding-tax/) [Instructions for E-File](https://www.revenue.alabama.gov/individual-corporate/electronic-filing-of-withholding-tax-and-annual-reconciliation-of-alabama-income-tax-withheld/) |
| Alaska | | No, no state income tax | | [AK DOF](https://doa.alaska.gov/dof/acct/tax.html) |
| Arizona | ✓ (only forms 1099-MISC) | Forms 1099-MISC and 1099-NEC filed only if the average quarterly withholding for the tax year is greater than $125. | For 1099-NEC payees, Forms 1099 should be attached to Form A1-R or Form A1-APR with 1099-NEC | [Guidance](https://azdor.gov/e-file-process/e-services-w-2-1099)[Form A1-R](https://azdor.gov/sites/default/files/document/FORMS_WITHHOLDING_2024_A1-R_f.pdf) [Form A1-APR](https://azdor.gov/sites/default/files/document/FORMS_WITHHOLDING_2024_A1-APR_f.pdf) |
| Arkansas | ✓ | When Arkansas tax is withheld | *WHT: Form AR3MAR | [Form AR3MAR](https://www.arkansas.gov/dfa/income_tax/documents/AR3MAR_2008.pdf) |
| California | ✓ | When California tax is withheld | *WHT: Form 592 (e-file required if over 250 payees) | [Guide to Information Returns Filed with California \| FTB.ca.gov](https://www.ftb.ca.gov/file/guide-to-information-returns-filed-with-california.html) [1099 Guidance](https://www.ftb.ca.gov/file/personal/income-types/information-returns-1099.html#1099-NEC:-Nonemployee-compensation) [Form 592 Instructions](https://www.ftb.ca.gov/forms/2024/2024-592-instructions.html) |
| Colorado | ✓ | When Colorado tax is withheld | *WHT: Form DR 1106 | [1099-NEC Guidance](https://tax.colorado.gov/1099-NEC) [Form DR 1106](https://tax.colorado.gov/DR1106) |
| Connecticut | ✓ | When Connecticut tax is withheld | *WHT: Form CT-1096 | [Guidance](https://portal.ct.gov/drs/withholding-taxes/1099s-electronic-filing-req/filing-requirements) [Form CT-1096](https://portal.ct.gov/-/media/drs/forms/2025/wth/ct-1096_1225.pdf?rev=4f9e8faf79104773b509d8a5fa4ce544&hash=23B9495D0C8397C6E2E6FE08D13F4478) |
| Delaware | ✓ | For Forms 1099 that are issued to Delaware residents | Direct filing of 1099-NEC and 1099-MISC with the state *WHT: Form WTH-REC | [Guidance](https://revenue.delaware.gov/frequently-asked-questions/w-2-and-1099-form-faqs/) [Form WTH-REC](https://revenuefiles.delaware.gov/2022/WTH-REC_2021-01_PaperInteractive.pdf) |
| District of Columbia | ✓ | DC residents with reportable income greater than $600 | Direct filing of 1099-NEC and 1099-MISC with the state *WHT: Form WT | [Guidance](https://otr.cfo.dc.gov/sites/default/files/dc/sites/otr/publication/attachments/2024_MyTax_1099_W2G_instructions_v1.0_Final.pdf) |
| Florida | | No, no state income tax | | [FL DOR](https://floridarevenue.com/faq/pages/faqsearch.aspx?keywords=1099-misc&cat=0&subcat=0) |
| Georgia | ✓ | When Georgia tax is withheld | *WHT: Form G‑1003 | [Employer's Tax Guide \| Department of Revenue](https://dor.georgia.gov/employers-tax-guide) [Form G-1003](https://dor.georgia.gov/uploading-g-1003-w2s-and-1099) |
| Hawaii | ✓ | When Hawaii tax is withheld | *WHT: Form N-196 | [Booklet A Employer's Tax Guide (Rev. 2025)](https://files.hawaii.gov/tax/news/pubs/25BkltA.pdf) [Form HW-3](https://tax.hawaii.gov/forms/a1_b1_5whhold/) |
| Idaho | ✓ | When Idaho tax is withheld | *WHT: Form 967 | [Guidance](https://tax.idaho.gov/taxes/income-tax/withholding/withholding-filing/filing-information-returns-1099s-w-2s/#:~:text=Filing%20by%20paper%20(and%20the%201099s%20don't%20include%20Idaho,2025%20at%2011:46%20am) [Form 967](https://tax.idaho.gov/document-mngr/forms_EIN00041/) |
| Illinois | | Illinois does not mandate the submission of 1099-MISC or 1099-NEC unless specifically requested | | [Guidance](https://tax.illinois.gov/research/publications/pubs/filing-and-storage-requirements-for-employers-and-payers.html?utm_source=chatgpt.com#qst2) |
| Indiana | ✓ | When Indiana tax is withheld | *WHT: Form WH-3 | [Reporting Guide](https://www.in.gov/dor/files/guide-1220-w-2g-1099.pdf) [Form WH-3](https://www.in.gov/dor/tax-forms/business/sales-tax-forms/wh-3-tax-form/) |
| Iowa | | When Iowa tax is withheld | Must file forms using GovConnectIowa | [Guidance](https://revenue.iowa.gov/i-need/file-w-2-or-1099) [GovConnectIowa](https://govconnect.iowa.gov/tap/_/#2) |
| Kansas | ✓ | When Kansas tax is withheld | *WHT: Form KW-3 | [Guidance](https://www.ksrevenue.gov/faqs-w2.html) [From KW-3](https://www.ksrevenue.gov/pdf/kw3.pdf) |
| Kentucky | | When Kentucky tax is withheld | *WHT: Form K‑5 | [Guidance](https://revenue.ky.gov/Forms/2025%20Specifications%20for%20Electronic%20Submission%20of%201099B,%201099DIV,%201099G,%201099INT,%201099K,%201099MISC,%201099NEC,%201099OID,%201099R%20and%20W2G%20Tax%20Information%20on%20CD%20or%20MyTaxes.ky.gov.pdf) [Form K-5](https://revenue.ky.gov/Business/Pages/Employer-Payroll-Withholding.aspx) |
| Louisiana | ✓ | When Louisiana tax is withheld Direct filing of Form 1099-MISC if all the following are true: Payment is $1,000 or more, Recipient is a non-resident of Louisiana, Payment is for rents or royalties from properties located in Louisiana | Direct filing of Form 1099-NEC with state Direct filing of Form 1099-MISC (if meeting requirements) *WHT: Form L-3 | [1099-NEC Guidance](https://revenue.louisiana.gov/tax-education-and-faqs/faqs/filing-form-1099-misc-1099-nec/does-the-state-of-louisiana-require-businesses-to-submit-federal-form-1099nec/) [1099-MISC Guidance](https://revenue.louisiana.gov/tax-education-and-faqs/faqs/filing-form-1099-misc-1099-nec/does-louisiana-require-the-filing-of-an-information-return-federal-form-1099misc-to-report-a-payment-of-miscellaneous-income-made-to-an-individual/) [Form L-3](https://revenue.louisiana.gov/tax-forms/businesses/?tax_type=withholding) |
| Maine | ✓ | File if Maine resident or recipient of Maine-sourced income | Forms required to be file electronically with MRS via MTP | [MAINE TAX ALERT](https://www.maine.gov/revenue/sites/maine.gov.revenue/files/inline-files/ta_jan2024_vol34_iss1.pdf) [1099 and Withholding Guide](https://www.maine.gov/revenue/faq/income-tax-withholding#q10) |
| Maryland | ✓ | When Maryland tax is withheld | *WHT: [Form MW508](https://www.marylandcomptroller.gov/content/dam/mdcomp/tax/forms/2024/MW508.pdf) | [Guidance](https://www.marylandcomptroller.gov/content/dam/mdcomp/tax/instructions/2025/reporting-1099-instructions.pdf) [MW508](https://www.marylandcomptroller.gov/content/dam/mdcomp/tax/forms/2024/MW508.pdf) |
| Massachusetts | ✓ | Required to File Forms 1099-NEC and 1099-MISC with the state. | Direct filing of 1099s with the MTC | [Guidance](https://www.mass.gov/info-details/massachusetts-form-1099-filing-requirements#filing-requirements-for-issuers-of-forms-1099) |
| Michigan | ✓ (only Form 1099-MISC) | Form 1099-MISC required to be filed if Michigan tax withheld Form 1099-NEC required to be filed regardless of whether taxes are withheld or not | *WHT: Form 5081 Direct filing of 1099-NEC with Michigan DOT | [FAQ](https://www.michigan.gov/taxes/questions/1099-income) [Form 5081](https://www.michigan.gov/search#q=Form%205081%09&f-miweb_site_agency_name=Taxes) |
| Minnesota | ✓ | When Minnesota tax is withheld | Direct filing of Form 1099s with Minnesota DOR | [Guidance](https://www.revenue.state.mn.us/submitting-form-1099-information#:~:text=You%20must%20send%20us%20any,Mail%20Station%201173) |
| Mississippi | ✓ | When Mississippi tax is withheld | *WHT: Form 89-140 | [Guidance](https://www.dor.ms.gov/sites/default/files/individual/1099%20guidance%20for%20recipients.pdf) [Due Dates](https://www.dor.ms.gov/business/withholding-tax) [Form 89-140](https://www.dor.ms.gov/forms-resources/form-search?search=&form_number=&form_year=All&division=business_forms&category=33&items_per_page=25) |
| Missouri | | For each Federal Form F1099-MISC produced with payments made from a Missouri source of $1,200 or more When Missouri tax is withheld | *WHT: Form MO-96, Annual Summary and Transmittal of Missouri Forms MO-99 Misc *WHT: Form MO-941 Direct filing of 1099-NEC with Missouri DOR | [Reporting Guide](https://dor.mo.gov/taxation/business/tax-types/withholding/documents/Missouri1099FilingGuidelines.pdf) [4282 - Employer's Tax Guide](https://dor.mo.gov/forms/4282_2026.pdf) |
| Montana | ✓ | When Montana tax is withheld | *WHT: Form MW-3 | [Guidance](https://revenuefiles.mt.gov/files/Forms/Montana_Employer_and_Information_Agent_Guide_with_Tax_Tables.pdf) [Form MW-3](https://revenue.mt.gov/online-services/transaction-portal/electronic-filing-of-mw-3s-1099s-and-w2s-instructions) |
| Nebraska | ✓ | When Nebraska tax is withheld | *WHT: Form W‑3N | [FAQ](https://revenue.nebraska.gov/about/frequently-asked-questions/income-tax-withholding-faqs) [Guidance](https://revenue.nebraska.gov/sites/default/files/doc/info/8-482.pdf) [Form W-3N](https://revenue.nebraska.gov/sites/default/files/doc/tax-forms/f_w-3n.pdf) |
| Nevada | | No, no state income tax) | | [Nevada Department of Taxation](https://tax.nv.gov/) |
| New Hampshire | | No, no state income tax | | [NH DOR](https://www.revenue.nh.gov/resource-center) |
| New Jersey | ✓ | When New Jersey tax is withheld | *WHT: Form NJ-W-3 | [Information](https://www.nj.gov/treasury/taxation/git/efilemand.shtml) [Guidance](https://www.nj.gov/treasury/taxation/pdf/current/njwt.pdf) [Form NJ-W-3](https://www.nj.gov/treasury/taxation/njit34.shtml) |
| New Mexico | ✓ | When New Mexico tax is withheld | *WHT: Form TRD-41409 (Voluntary) | [Guidance](https://realfile.tax.newmexico.gov/FYI-330.pdf) |
| New York | | When New York tax is withheld | *WHT: Form NYS-50 | [Reporting Guide](https://www.tax.ny.gov/pdf/publications/withholding/nys50.pdf) |
| North Carolina | ✓ | When North Carolina tax is withheld | *WHT: Form NC-3 | [FAQ](https://www.ncdor.gov/taxes-forms/withholding-tax/enc3-frequently-asked-questions) [Guidance](https://www.ncdor.gov/1099formatpdf/open) |
| North Dakota | ✓ | When North Dakota tax is withheld | *WHT: Form 306 | [Guidance](https://www.tax.nd.gov/business/income-tax-withholding) [Form 306](https://www.tax.nd.gov/forms) |
| Ohio | ✓ | When Ohio tax is withheld | *WHT: Ohio IT-3 / IT-941 | [Withholding Information](https://tax.ohio.gov/business/resources/employer-withholding) |
| Oklahoma | ✓ | | | [Reporting Information](https://www.oregon.gov/dor/programs/businesses/pages/iwire.aspx) |
| Oregon | | When Oregon tax is withheld | Direct filing of 1099s with Oregon iWire with the state *WHT: Form OR-WR | [Guidance](https://www.oregon.gov/dor/programs/businesses/pages/iwire.aspx) |
| Pennsylvania | ✓ | Must still file Forms 1099-MISC and 1099-NEC with the state | *WHT: REV-1667 | [Withholding Forms](https://www.pa.gov/agencies/revenue/resources/mypath/multi-import/employer-withholding-file-upload-specs) [Withholding Filing Information](https://revenue-pa.custhelp.com/app/answers/detail/a_id/3918/~/how-do-i-file-my-1099-misc%2F1099-nec-withholding-tax-return-and-payment%3F) [CF/SF Information](https://revenue-pa.custhelp.com/app/answers/detail/a_id/2907/kw/CF%2FSF) |
| Rhode Island | ✓ | When Rhode Island tax is withheld | *WHT: Form RI-W3 | [Guidance](https://tax.ri.gov/sites/g/files/xkgbur541/files/2024-09/Withholding%20Filing%20Requirements_092024.pdf) [Additional Withholding Information](https://tax.ri.gov/tax-sections/withholding-tax) [Form RI W-3](https://tax.ri.gov/sites/g/files/xkgbur541/files/2025-01/2024%20RI%20W-3%20form_w.pdf) |
| South Carolina | ✓ | When South Carolina tax is withheld | *WHT: WH-1605; WH-1606 | [FAQ](https://dor.sc.gov/withholding/withholding-faqs-refund-procedures#:~:text=W%2D2%20and%201099%20forms,submit%20them%20online%20using%20MyDORWAY) [Withholding](https://dor.sc.gov/withholding) [1099 Information](https://dor.sc.gov/tax-tips/upload-your-w-2-and-1099-forms-january-31) |
| South Dakota | | No, no state income tax | | [SD DOR](https://dor.sd.gov/individuals/taxes/) |
| Tennessee | | No, no state income tax | | [TN DOR](https://www.tn.gov/revenue.html) |
| Texas | | No, no state income tax | | [Texas Comptroller](https://comptroller.texas.gov/taxes/) |
| Utah | | When Utah tax is withheld | *WHT: Form TC-941E | [Guidance](https://tax.utah.gov/withholding#what) [Form TC-941E](https://tax.utah.gov/forms/current/tc-941einst.pdf) |
| Vermont | | Must file Forms 1099-NEC and 1099-MISC with the state | Direct file of Forms 1099s with myVTax *WHT: Form *WHT-434 | [Guidance](https://tax.vermont.gov/sites/tax/files/documents/GB-1117.pdf) [Information CF/SF](https://tax.vermont.gov/business-and-corp/withholding-tax/instructions) [Form *WHT-434](https://tax.vermont.gov/content/form-wht-434) |
| Virginia | | When Virginia tax is withheld | Direct file of 1099s with Virginia Tax *WHT: Form VA-6 | [Guidance](https://www.tax.virginia.gov/withholding-tax) [Form VA-6](https://www.tax.virginia.gov/sites/default/files/taxforms/withholding/any/va-6-any.pdf) |
| Washington | | No, no state income tax | | [WA Office of Financial Management](https://ofm.wa.gov/tech-support/1099-reporting/) |
| West Virginia | | When West Virginia tax is withheld | Direct file of 1099s with wvtax.gov *WHT: Form WV/IT-103 | [Guidance](https://tax.wv.gov/Documents/TSD/tsd381.pdf) [Withholding Forms](https://tax.wv.gov/business/withholding/pages/withholdingtaxforms.aspx) |
| Wisconsin | ✓ | When Wisconsin tax is withheld | *WHT: Form WT-7 | [Guidance](https://www.revenue.wi.gov/Pages/FAQS/pcs-1099.aspx#ten-4) [Form WT-7](https://www.revenue.wi.gov/Pages/FAQS/pcs-wt-7.aspx) |
| Wyoming | | No, no state income tax | | [WY DOR](https://revenue.wyo.gov/home) |
## Frequently asked questions
### What happens if I have vendors in a different state than where my business is located?
Ramp includes the vendor's W-9 address as the recipient address on the 1099 form submitted to the IRS. State filing requirements vary; refer to the state filing requirements table above for details on your obligations.
*This feature is provided for your convenience only and does not constitute tax or legal advice. Ramp does not guarantee and is not liable for your compliance with tax regulations or requirements, and is not acting as a withholding agent on your behalf.*
---
# 1099 Corrections
> Official Ramp Help Center article. Topic: Vendor Management / Manage Vendors. [View the canonical page](https://support.ramp.com/1099-corrections).
## Overview
If a filed 1099 contains errors such as typos, incorrect amounts, or wrong TINs, you can submit corrections in Ramp. Ramp supports corrections to 1099 boxes, amounts, and payer/payee details (name, TIN, and address). There is no deadline for submitting corrections. They should be sent as soon as an error has been discovered.
**Vendors:** If you need a correction to a 1099 you received, please contact the company that issued the payment directly.
## Types of corrections
There are two types of 1099 corrections supported on Ramp:
1. Type 1: Incorrect amount(s) or 1099 should not have been filed
2. Type 2: Incorrect recipient TIN/name and/or original filing used wrong type of form
## How to file a 1099 correction
## Select vendor to correct
- From the 1099 table, click **Review** on a filed vendor → In the worksheet, click the menu on the filed form → **Correct**
- You can submit a correction in Ramp immediately after the initial filing. Ramp waits at least 12 hours after the original form's submission before sending the correction.
## Correcting amounts (type 1)
- Enter the updated amount(s) → **File correction**
- If you accidentally filed for a vendor and want to clear the amount filed, hit *Clear values* to zero out the amounts → **File correction**. You will need to do this for each 1099 form filed (MISC and NEC)
## Correcting recipient information and/or form (type 2)
- **Incorrect TIN/Name, same form:** First, update the vendor's tax details: in the worksheet, click **Edit W-9** under Tax details to update the vendor's TIN, legal name, or address → Save. Then, click the menu on the filed form → **Correct** → **File correction**.
- **Change form type:** **Correct** → 0 box amount → **File correction**. Create a new vendor, mark as 1099 eligible, add 'Additional spend' for the appropriate box(es) → File.
- **Change vendor details and form type:** Same as above.
- When you click **File correction**, Ramp uses the updated tax details on the corrected form
*Note:*You will be charged twice for Type 2 corrections - once to correct the original filing, and another to create a new form.
## Submit corrections
- Click **File correction** to generate a corrected 1099, which appears in your records and is used for vendor re-delivery and IRS updates. Ramp does not send corrections to states, including states [participating in CF/SF](/1099-state-filing). Check each state's requirements and submit the corrected form directly if needed
- The IRS knows how to handle reconciliation when a correction is filed
- You will be able to download the corrected form, and the original
- If the initial delivery method was mail to your vendor, you will need to confirm the cost for re-mailing the corrected form to your vendor
*This feature is provided for your convenience only and does not constitute tax or legal advice. Ramp does not guarantee and is not liable for your compliance with tax regulations or requirements, and is not acting as a withholding agent on your behalf.*
---
# Merging Vendors
> Official Ramp Help Center article. Topic: Vendor Management / Manage Vendors. [View the canonical page](https://support.ramp.com/merging-vendors).
## Overview
Admin and Accounts Payable roles can merge vendors in Ramp to address confusion and inefficiencies in tracking spend.
## How it works
- Ramp identifies and surfaces potential duplicate vendors automatically
- Merging allows multiple vendors to be merged into a single "Primary" vendor
- Minimizes disruption to existing ERP workflows (no automatic merge in ERP, but warnings and guidance for manual reconciliation)
### Go to duplicate vendors table on vendors tab
Ramp surfaces a list of duplicate vendors we've identified for you to merge in the Duplicate Vendors table. These suggestions are powered by a machine learning model that looks at vendor details like Name, Contact, Banking and Tax info to determine which vendors might be the same.
### Determine which vendors to merge
If there are vendors on this list you want to intentionally keep separate, you can Ignore the suggestion to merge.In the example above, Segment and Twilio are suggested as duplicates because Twilio owns Segment, but your team may want to keep the spend on these vendors separate.
You can still find suggestions you ignore by filtering the table to*Ignored*.
### Other entry points to merge vendors
**All Vendors Table**
Select multiple vendors on this table then click the 3 dots at the bottom to see the option to merge.
**From a vendor profile**
If you view a vendor profile that we have identified as a duplicate, you'll see the option to merge from there.
### Merge duplicate vendors and select primary vendor
Once you hit Merge, you must confirm which vendor you want to be the **Primary**vendor. The name and logo of the Primary vendor will be kept, and all other details will be merged into this vendor.
Ramp automatically defaults to the Bill Pay vendor with the highest spend in the last 365 days as the Primary, but you can change it.
*Note:*If a vendor with open bills is selected as the primary vendor, the merge will not work. If the vendor(s) you're merging have open bills, but the primary does not, the merge will work.
### Resolve conflicts and finish merge
**Please note: Merges cannot be undone once complete.**
If the vendors you are merging have conflicting owner, payment, or tax details, you will be asked to choose which information you want to keep on the Primary vendor. All other vendor details will be appended to the Primary vendor.
### Review the updated vendor
Once the merge is complete, you'll be brought to the merged vendor's profile. Within this profile, you can view all transactions, bills, and vendor details.
### Vendor sync to ERP
Merging vendors in Ramp does not merge those vendors in your ERP or delete any existing vendors in your ERP.The merged vendor profile will now point to the vendor in your ERP that was previously tied to the Primary vendor.
Once a merge is complete, we will do a one time sync of all the vendor profile information to your ERP to make sure your ERP is kept up to date. We won't sync over any previous transactions as to not double-count in the ERP.
## Use cases and examples
- An employee swiped their card at TikTok Shop creating the vendor TikTok Shop, while your marketing team pays invoices for advertising to a separate vendor TikTok. The finance team wants to view all of this spend (transactions and bills) in one place and merges TikTok Shop into TikTok.
---
# Vendor documents
> Official Ramp Help Center article. Topic: Vendor Management / Manage Vendors. [View the canonical page](https://support.ramp.com/vendor-documents).
Ramp allows you to easily upload and store key documents relevant to your vendor within a vendor profile. Documents can range from contracts to W9s, security questionnaires, and more.
Ramp also offers the ability to parse uploaded vendor contracts and pull important contract details like contract amount and contract start/end dates.
## Vendor documents
Open a vendor profile, select **Documents**, then select **Upload**. Document types include Vendor contract, W-9, Questionnaire, SOC 2, Privacy policy, Certificate of insurance, and more.
After uploading a document, you can change its type from the document type menu. You can also [request documents directly from vendors](/request-payment-tax-and-other-details-from-vendors).
*Note -*At this time, documents like W9's can only be uploaded for your vendors, not your business. If relevant, you can manage your business's EIN in Company > Entities > Edit, and add your company's tax address in the 1099 filing flow.
## Bulk upload documents
> **Note:** Owners, Admins, Finance Admins, and Accounts Payable users can bulk upload documents for multiple vendors.
From [Vendors](https://app.ramp.com/vendors/overview), open the vendor menu and select **Upload documents**. You can upload up to 1,000 documents at a time. Ramp uses each document's contents and file name to categorize its type and match it to a vendor when possible.
After processing finishes, select **Review documents** from **Vendors**. Select each document to confirm or edit its **Vendor** and **Type**, then select **Save** or **Delete**.
## Bulk upload tax documents
When you upload W-9 or W-8 documents, Ramp extracts details such as federal tax classification, TIN, legal name, country, and address. Review and edit these fields in the **Tax details** section of **Review documents**.
- Select **Save** to apply the tax details to the vendor profile. If vendor approvals are required, saving submits the details for approval instead.
- Select **Delete** to discard the uploaded document without applying its extracted tax details.
You can leave after upload and return to [**Vendors**](https://app.ramp.com/vendors/overview) > **Review documents**. Uploaded items remain in the review queue, and field changes are saved as you make them.
After saving a document, select **View** to open the vendor profile.
## Bulk download documents
From [Vendors](https://app.ramp.com/vendors/overview), select vendors from the table, then select **Export** > **Export documents**.
- You can select which document types to include in the export.
- If you export sensitive documents like tax information, you will be required to enter an MFA code you receive in your email.
- You will receive a secure link via email to download your exported documents.
## Contract parsing
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
To add one contract, open [**Upload contract**](https://app.ramp.com/vendors/contracts/new). Ramp can extract the **Contract amount**, **Contract start date**, **Contract end date**, and whether the contract includes a clause to auto-renew for you to review. To add multiple contracts, see [Bulk upload contract documents](/bulk-upload-contract-documents).
## Contract reminders
By default, company settings include reminders 30 and 60 days before each configured contract event. Contract owners always receive renewal reminders, and you can add other recipients. Each reminder uses its selected event: **Contract ends or renews** or **Last date to action**.
Ramp sends a reminder only when the date for its selected event is present. See [Contracts & renewals](/contracts-renewals#renewal-reminders) to manage company and contract reminder settings.
After reviewing all the entered contract data, you can save the information and view a summary of the key contract details and a visual timeline of contract dates.
Saved vendor documents are accessible from the vendor profile when your role can view them. Uploaded contracts with both a start date and an end date display a visual timeline.
---
# AI Contract Summary & Vendor Intelligence
> Official Ramp Help Center article. Topic: Vendor Management / Manage Vendors. [View the canonical page](https://support.ramp.com/ai-contract-summary-vendor-intelligence).
## Overview
> **Alpha.** AI Contract Summary & Vendor Intelligence is currently in alpha. Features and functionality may change based on feedback.
When you create a contract with documents or attach documents to an existing contract from [**Contracts**](https://app.ramp.com/vendors/v2/contracts/all), Ramp analyzes the documents and surfaces AI-generated insights on the contract detail page. These insights include a **Review before renewing** card on the **Overview** tab and an **Insights** tab containing **Contract analysis**. Together, these help procurement and finance teams prepare for renewals and evaluate contract terms without manually reviewing every document.
For general information on creating and managing contracts, renewals, and expansions, see [Contracts & renewals](/contracts-renewals).
## Review before renewing
The contract detail page includes an AI-generated summary card on the **Overview** tab with a "Review before renewing" header. This card analyzes attached documents and highlights what matters most before a renewal or signing. The full analysis is available on the **Insights** tab.
## Key terms extraction
Ramp extracts structured key terms from the contract documents, including:
- Term length and renewal dates
- Cancellation and termination provisions
- Payment terms
- Overage and usage-based pricing terms
- Data rights and privacy provisions
- Liability caps
- Service level agreements (SLAs)
Each extracted term includes the specific value, a plain-language description, and source references linking to the relevant sections of the contract document.
## Contract analysis on the Insights tab
The **Insights** tab on the contract detail page provides detailed contract analysis and negotiation context.
Ramp reviews the contract and presents a prioritized list of findings. Each finding includes a description of its impact.
## Line-item price benchmarks
When comparable pricing data is available, the **Line items** table on the **Overview** tab compares your contract's monthly line-item pricing with P25, median, and P75 benchmark values. The **Market position** column labels comparable prices as **Below market**, **Typical**, or **Above market**, helping you identify whether you are overpaying.
These benchmarks are powered by [Price Intelligence](/price-intelligence-on-ramp), which uses anonymized, aggregated pricing data from across Ramp's customer base.
## Using AI chat for negotiation
From the contract detail page, you can use Ramp's AI chat to dig deeper into any finding or get help preparing for a negotiation. Suggested prompts include:
- "What else can I negotiate?"
- "Draft me a negotiation email"
The AI chat uses the full context of the contract — including attached documents, extracted terms, and pricing benchmarks — to provide tailored responses.
## Frequently asked questions
### What documents does Ramp analyze?
Ramp analyzes documents attached to the contract, such as order forms, master services agreements (MSAs), statements of work (SOWs), and proposals. The more documents you upload to the contract, the more complete the analysis will be.
### Can the AI contract summary make approval decisions?
No. The AI contract summary and pricing data provide analysis and recommendations to inform human decision-making. They do not approve or reject contracts. Reviewers remain fully in control of all decisions.
### Where does the pricing benchmark data come from?
Pricing benchmarks use the same underlying data as [Price Intelligence](/price-intelligence-on-ramp) — anonymized, aggregated pricing data from across Ramp's customer base. For details on how this data is generated, see [Price Intelligence on Ramp](/price-intelligence-on-ramp).
---
# Cards on Vendor Profiles
> Official Ramp Help Center article. Topic: Vendor Management / Manage Vendors. [View the canonical page](https://support.ramp.com/cards-on-vendor-profiles).
## Overview
Ramp Vendor Management serves as the source of truth for essential vendor information, including payment methods. Ramp surfaces a table on vendor profiles with the card on file, cards and funds that are merchant-restricted to the vendor, and cards and funds that have associated spend on this vendor in the last 365 days. This table is a good opportunity to discover and terminate duplicate cards or cards no longer being used.
## How it works
Ramp surfaces cards and funds on a vendor profile using the following hierarchy:
1. Card on file
2. Merchant-restricted cards and funds
3. Category-restricted cards and funds with spend in the last 365 days
4. All other cards and funds with spend in the last 365 days
## View cards and funds vendor profile
When available, the Cards & funds table appears on a vendor's profile. Cards and funds are shown in the order listed above.
*Note:*You are only shown cards & funds that you have permission to view.
## Manage cards and funds from vendor profile
You can open an item from the table to see more details on this card/fund, and take any actions if you have permission.
## Card on file
You can select a card as the card on file by using the bookmark action labeled **Set as card on file** in the **Cards & funds** table. This highlights the card on the vendor profile and shows it in a bill's **Pay by card** section. A PO card appears before the card on file when one is available.
---
# Ramp Checking Account Overview
> Official Ramp Help Center article. Topic: Business Banking / Set up Business Banking. [View the canonical page](https://support.ramp.com/ramp-checking-account-overview).
> **Note: This article primarily applies to Ramp Administrators and Owners.**
## Overview
The Ramp Checking Account is a deposit account where you can securely store operating funds, grow those funds, and use the funds to quickly and easily pay Ramp card statements, bill payments, and reimbursements. It is a deposit account offered through First Internet Bank of Indiana, Member FDIC (FIB). Ramp is not a bank, and all bank services are provided by FIB. Check out video walkthroughs of [Ramp Banking overview](https://youtu.be/NkUQGq0igdI) and [Product Demo](https://youtu.be/fuQoHHPlctI). Ramp Checking Account was previously known as Ramp Business Account, and Ramp Banking was previously known as Ramp Treasury.
For a full breakdown of features and rates, see Ramp's [Business Checking Account page](https://ramp.com/business-checking-account).
Use the Ramp mobile app to view balances, move money, access account details, review activity, download bank letters, and [deposit checks](/depositing-checks-into-ramp-checking-account) for your Ramp Checking Account.
## Why should I open a Ramp Checking Account?
Ramp Checking Account‡ offers a way to earn interest on eligible funds while saving time on cash management and keeping your cash secure and ready to pay bills on time. You can use it to pay card statements, bill payments, and reimbursements, as well as collect revenue directly using your ACH details. You can allow all debits or add specific originator IDs for more control over who can withdraw funds by configuring your debit settings [here](https://app.ramp.com/s/treasury/account-details).
- **Grow your cash and maintain liquidity**
- Earn interest with a variable APY* on eligible funds stored in a Ramp Checking Account with no fees, minimums, or limits on transfers
- Free, unlimited same-day ACH and wires (domestic and international) for Ramp Bill Pay and reimbursements help keep funds available for day-to-day operations
- Protect multi-million dollar deposits with FDIC insurance**
- No fees, minimums, tiered rates, or transfer caps
- **Extend your payment terms while paying vendors with confidence**
- Using Ramp Checking Account to pay your bills on Ramp adds up to 3 additional days of working capital for free
- Ramp alerts you if your balance won’t cover an upcoming bill or card statement payment
- Gain peace of mind knowing vendors are paid on time
- Supports external debits for payroll
- **Save time on manual cash management by setting up automations and approvals**
- Automate transfers to maintain desired balance or schedule recurring payments
- Assign different approvers for expenses vs payment releases to ensure control and keep your finances secure
## Contact Sales about Ramp Checking Account
If you want to learn more about Ramp Checking Account before opening one, eligible businesses with an assigned Ramp contact can find their contact card in [**Settings** > **Company Profile**](https://app.ramp.com/settings/all/company). If you cannot access **Company Profile**, ask a Ramp Admin to check whether your business has an assigned Ramp contact. If your business does not have an assigned Ramp contact, go to Ramp's [Business Banking page](https://ramp.com/business-banking) and use the demo or sales option to contact Sales.
## How do I set up a Ramp Checking Account?
1. Navigate to the [Banking](https://app.ramp.com/s/treasury/home) tab and click “Open a free account”
2. Choose how much you want to transfer
3. Select the linked bank account you want to transfer from and click “Initiate Deposit”. There is also an option to send a wire transfer (same day)
4. Option to configure your debit settings and set Checking Account as your default payment source. You can also configure your sync settings under **Accounting** > [**Settings**](https://app.ramp.com/settings/accounting) > **Sync Settings** > **Banking** . For more details, see [Ramp Banking Accounting](/ramp-banking-accounting) .
Once your transfer completes, eligible funds will begin earning interest, and you can use the funds to pay bills through Ramp. You have the flexibility to set up multiple Ramp Checking Accounts to manage your funds in a way that best suits your business needs.
*Note that due to restrictions from our partner banks, businesses in certain industries may not be eligible.*
## How do I make transfers into the Ramp Checking Account?
There are several ways to fund your Ramp Checking Account. They can be split into two categories:
### Manual transfers:
There are two different options to make a one-time deposit into the Checking Account
### 1. ACH deposits (initiated within Ramp)
To transfer money to the Checking Account from one of your linked bank accounts, click [Move money](https://app.ramp.com/s/treasury/transfers/create). From there, you can select which bank account you would like to withdraw from and what amount you would like to transfer. Funds can take 0-4 business days to become available in the Checking Account, as they are subject to deposit holds. We recommend sending an external transfer if you need to fund your account urgently (see below).
Funds from ACH deposits may appear in your **total balance** before they are **available to move or spend**. When a deposit is on hold, it’s credited to your account but not yet available for use. Your **available balance** reflects only the funds you can move or spend right now, while amounts still on hold will show as **unavailable** until the deposit hold clears (typically within 0–4 business days).
*Note: You are only able to make ACH deposits from a linked commercial / business bank account. We do not support transfers from consumer bank accounts at this time.*
### 2. ACH credit, wire or real time payment transfer
To make a **domestic** wire transfer, real time payment, and/or ACH credit pushed from any bank account into your Checking Account, navigate to your [Checking Account > Account Details](https://app.ramp.com/s/treasury/account-details) (click menu icon to download PDF) to find the Account / Routing numbers and initiate the transfer from your bank. The daily cutoff time for Ramp to recognize inbound wire transfers is 5pm ET. These payment rails usually settle within the same day (faster than ACH deposits) but may incur fees from other institutions (not charged by Ramp).
We currently do not support international wire transfers into Ramp Checking Account (First Internet Bank of Indiana).
*Note that the above all need to be initiated in external account, outside of Ramp.*
### 3. SEPA and USDC deposits
To fund your Ramp Checking Account using SEPA (EUR) or USDC, go to [Checking Account → Account details](https://app.ramp.com/s/treasury/account-details) and select **SEPA** or **USDC** from the funding dropdown to view the instructions for that rail. For SEPA, copy the IBAN and BIC into your bank’s transfer flow to send a SEPA payment in EUR. For USDC, use the wallet address or QR code shown in Ramp and send USDC on Base from your crypto wallet. Ramp will convert these deposits so they post as USD in your Ramp Checking Account with no fees, and transfers typically settle same day if initiated before 4 pm ET.
*Note: this funding option is not available to businesses in NY State, and USDC transfers are not reversible.*
### 4. Cashback redemption within Ramp
To redeem your Ramp cashback directly into your Ramp Checking Account as usable operating cash, go to Company → [Rewards](https://app.ramp.com/insights/rewards/redeem), select **Transfer cashback** under **Deposit cashback**, enter the amount, then select **Transfer funds**. After the transfer is complete, the funds will appear in your account. If you don’t yet have a Ramp Checking Account, you can open one during this flow. Read more under [How to use cashback rewards.](/how-to-use-cashback-rewards) Notes: redemptions are USD‑only, and the Rewards page shows the redeemable USD cashback available for transfer. The transfer pools that amount across your entities and deposits it into the single Checking Account you select.
### Automated transfers (automation):
There are two different options to make automated ACH deposits from linked external bank accounts into the Ramp Checking Account: Target Balance and Recurring Transfers.
You can set a minimum target balance you want to maintain in your Checking Account to ensure you have sufficient funds to pay off card statements or bills. Or, you can set a maximum target balance you want to maintain in your external bank account(s) to sweep any excess cash into your Checking Account for daily operations and/or earnings maximization.
You can also set a recurring transfer to schedule regular deposits to your Checking Account at defined intervals.
Set up [here](https://app.ramp.com/s/treasury/automations/create). For more detailed instructions, see [Ramp Banking Automations](/ramp-banking-automations).
## Cancel an ACH deposit
You can cancel an ACH deposit you initiated from a linked bank account while it is still with Ramp — before Ramp submits it to the bank network for processing. Once processing begins, the deposit can no longer be canceled in Ramp.
1. Go to [Banking](https://app.ramp.com/s/treasury/home) and open your Ramp Checking Account.
2. On the **History** tab, select the transfer.
3. Select **Cancel transfer** or **Cancel scheduled transfer**, then confirm.
Canceling requires permission to move money. If you don't have it, ask an Admin, Owner, or another user with move-money permission to check or cancel the transfer.
If you have permission to move money, use whether the cancel action appears — not the transfer's status — to tell whether a deposit can still be canceled. When **Cancel transfer** or **Cancel scheduled transfer** isn't shown for you, the deposit has already moved to processing and can no longer be canceled in Ramp. [Contact Ramp Support](/how-to-contact-ramps-support-team) promptly to review possible next steps; stopping a deposit after processing begins is not guaranteed.
## How do I make transfers from the Ramp Checking Account?
### Send payment via Ramp
Currently, you can send money out of the Ramp Checking Account via **Ramp Bill Pay** or **Ramp Cards** (paying off your card statement or reimbursements). You can select your Ramp Checking Account under 'Pay from account' when processing a bill.
For bill payments, we offer **unlimited, free same-day ACH**, providing peace of mind that your vendors receive funds the same day (single transactions exceeding USD 1 million will be processed by NACHA on the next business day). It is completely **free to send domestic and international SWIFT wire transfers**. Eligible foreign-currency Bill Pay payments funded from a Ramp Checking Account and paid out in EUR, GBP, MXN, BRL, or COP typically arrive within about 30 minutes, 24/7, for amounts up to approximately USD 1 million depending on the payout currency. Review the estimated arrival on the bill in [Bill Pay](https://app.ramp.com/bills), or see [International transfers on Ramp Bill Pay](/international-transfers-on-ramp-bill-pay#vendor-payment-timelines-and-fees) for eligibility details. You can also send **real-time payments (RTP)** to supported U.S. banks for instant delivery, typically within minutes, up to USD 1 million per transaction 24/7/365.
### ACH or wire to linked bank account(s) on Ramp
Click "[Move money](https://app.ramp.com/s/treasury/transfers/create)" to transfer funds from your Ramp Checking Account to any linked bank account(s) in Ramp via ACH or wires. For ACH transfers, the payment settlement time depends on the receiving entity. For wires, the payment usually settles same-day if initiated before cutoff time at 5pm EST on a business day. Ramp does not charge any wire fees.
### ACH or wire to unlinked bank account(s) outside of Ramp
Click "[Move money](https://app.ramp.com/s/treasury/transfers/create)" > Send money tab to transfer funds from your Ramp Checking Account to any bank account(s) via ACH or wires. Select an existing vendor or create one in the same drawer (basic: fill out destination bank details and you can manage vendor details under Vendor) and select payment method. This does not require an attached bill or invoice. Both the vendors and payment creators are notified when payments are initiated and delivered
For ACH transfers, the payment settlement time depends on the receiving entity. For wires, the payment usually settles same-day if initiated before cutoff time at 5pm EST on a business day. Ramp does not charge any wire fees. If you want to send checks, use Bill Pay.
If a wire transfer fails because Ramp identifies an incorrect account number or incorrect beneficiary details, do not retry it unchanged. If you have permission to move money, open the failed transfer from transfer history to update the beneficiary details, then confirm the recipient's wire routing number and account number with the receiving bank before retrying. If you do not have permission to move money, ask an Admin, Owner, or another user with move-money permission to update the failed transfer. Linked bank accounts can still need separate wire details. See [Ramp Banking Payments Overview](/ramp-banking-payments-overview#what-should-i-do-if-a-wire-withdrawal-fails-because-the-account-number-or-beneficiary-details-are-incorrect) for details.
### External deposits and withdrawals
External entities can deposit into and withdraw funds from your business accounts via ACH. This includes pay-ins (e.g., Stripe cashouts) and pay-outs (e.g., payroll) like a regular operating account. Pay-ins will generally be credited the same day, while pay-outs speed vary depending on the receiving entity.
Payroll providers can withdraw funds through ACH, but paper checks they print using your Ramp Checking Account and routing details are not supported. To pay by check, [issue each check in Ramp](/issue-checks-from-ramp-checking-account#can-i-use-check-issuance-for-payroll).
For ACH inbound deposits and withdrawals, the transfer details drawer and CSV downloads include ACH addenda information when provided by the originator. Trace numbers are also available in the transfer details drawer and CSV downloads to help with reconciliation.
You have the option to enable debit blocks to protect your funds where no one can withdraw from your account unless you allow it. Click [here](https://app.ramp.com/s/treasury/account-details) to configure debit settings and manage who can withdraw funds:
- Require approval
- All debits from unapproved vendors will initially debit your Checking Account. Approvers can approve or reject the external withdrawal before the **Due by** deadline on the [**Banking**](https://app.ramp.com/s/treasury/home) **Pending approvals** card. If no action is taken, the transaction is automatically disputed and clawed back - funds would return to your Checking Account instantly.
- Option to configure your debit settings and set Checking Account as your default payment source. You can also configure your sync settings under **Accounting** > [**Settings**](https://app.ramp.com/settings/accounting) > **Sync Settings** > **Banking** . For more details, see [Ramp Banking Accounting](/ramp-banking-accounting) .
## Frequently asked questions
### How long does it take to set up a Ramp Checking Account?
If your business is eligible and already verified, opening a Ramp Checking Account usually takes under a minute from [Banking](https://app.ramp.com/s/treasury/home). Some businesses may need additional verification or manual review before the account is approved; most verifications finish within minutes, but manual review can take 24 to 48 hours.
After the account is open, funding timing depends on the transfer method. ACH deposits initiated in Ramp can take 0–4 business days before funds are available to move or spend, while inbound wire transfers and real-time payments usually settle the same day when available.
### How do I update incorrect business information for Ramp Banking?
If your Ramp Banking business information is incorrect, users who can manage Banking accounts can request a review from [Checking Account details](https://app.ramp.com/s/treasury/account-details). Open the account menu, select **Download bank letter**, then select **Review business information** to submit updates. Ramp reviews the submitted changes before approving them.
You can request updates to business address, incorporation type, and company owner details, including owner name and address.
### How do I close a Ramp Checking Account?
Users who can manage Banking accounts can close a Ramp Checking Account from Ramp after the account balance is $0. First, transfer all remaining funds out of the account from [**Move money**](https://app.ramp.com/s/treasury/transfers/create). Then go to [**Banking**](https://app.ramp.com/s/treasury/home) > **Accounts**, select the Checking Account, open the menu icon in the top right, and select **Close account**.
### What happens to my balance when I close a Ramp Checking Account?
Your Ramp Checking Account balance must be $0 before you can close the account. Check the account balance in [**Banking**](https://app.ramp.com/s/treasury/home). If funds remain, withdraw them to another account first and wait for the transfer to settle before trying to close the account again.
### How long does Ramp Checking Account closure take?
If the balance is $0 and there are no account blockers, you can submit the closure in Ramp. If you need to [transfer funds out](https://app.ramp.com/s/treasury/transfers/create) first, the transfer may take up to a day to settle before the account can be closed.
### Why am I unable to close my Ramp Checking Account?
Ramp may block Ramp Checking Account closure if the account still has funds, has unsettled transfers, or has an active Ramp Investment Account connected to it. If you see an error that the account cannot be closed because of an active brokerage or Investment Account, close the Ramp Investment Account first, then return to the Ramp Checking Account closure flow.
### Will my business have direct online access to FIB's website?
No. Ramp Checking Account customers do not receive a direct FIB login. For auditor requests, open [**Checking Account details**](https://app.ramp.com/s/treasury/account-details), select the menu, and choose **Download bank letter** to get an account balance confirmation or bank letter. Customers have historically used these letters for audit verification.
### Is ICS safe to use?
ICS places eligible deposits at FDIC-insured network banks. No depositor has lost FDIC-insured funds placed through ICS.
### How does IntraFi extend FDIC insurance coverage?
Subject to the applicable ICS Deposit Placement Agreement, FIB divides eligible funds into amounts below the current FDIC insurance limit and places them at multiple FDIC-insured network banks. Coverage applies up to the legal limit per depositor, per insured bank, and per account ownership category. See the [Checking Account Addendum](https://ramp.com/legal/customer-terms/services-terms/checking-account-addendum) for terms and conditions.
### Who has custody of funds placed through IntraFi?
Funds are deposited at participating FDIC-insured banks. FIB acts as custodian, and BNY Mellon acts as subcustodian and maintains placement records.
### Who provides FDIC insurance for funds placed through IntraFi?
The FDIC insures eligible deposits held at each participating network bank up to the applicable legal limit. IntraFi places the funds but does not provide the insurance.
### Is my account information protected when I use IntraFi?
Yes. You maintain your relationship with FIB through Ramp, and your confidential account information remains protected.
### How can FIB use funds locally when IntraFi places them at other banks?
Through reciprocal deposits, FIB can receive matching deposits from the IntraFi network, which keeps funds available for local lending.
### Does the FDIC recognize IntraFi programs?
Yes. FDIC regulations recognize deposit placement across multiple banks as a way to extend deposit insurance coverage. ICS operates under these regulations and applicable state laws.
### What happens if an IntraFi network bank fails?
The FDIC typically transfers insured deposits to another healthy bank. If it cannot, the FDIC pays insured principal and accrued interest, usually within a few days.
### Can I exclude banks from receiving funds through IntraFi?
Yes. You can exclude specific network banks:
1. Register at [Depositor Control](https://depositorcontrol.com).
2. Enter your EIN and IntraFi identifier. Request the identifier from your [Ramp account manager or customer success manager](/how-to-contact-ramps-support-team#how-do-i-contact-my-account-manager-or-customer-success-manager).
3. View or download statements showing balances by network bank, then exclude any banks you do not want to receive your funds.
---
# Close a Ramp Checking Account
> Official Ramp Help Center article. Topic: Business Banking / Set up Business Banking. [View the canonical page](https://support.ramp.com/close-ramp-checking-account).
## Overview
Users who can manage Banking accounts can close a Ramp Checking Account from [Banking](https://app.ramp.com/s/treasury/home) after the account balance is fully withdrawn and any account dependencies are removed. Ramp Checking Account was previously called Ramp Business Account. If Ramp still uses the account for payments, interest, cashback deposits, or investment transfers, you must move those workflows first or choose a replacement account during closure. Most accounts can be closed in-app, but the last account or an account tied to 1-day card terms may still require Support.
## Prepare to close your Ramp Checking Account
Complete this checklist before you try to close the account:
- Transfer the full remaining balance out of the account with [Move money](https://app.ramp.com/s/treasury/transfers/create). The balance must be exactly `$0.00` before the account can close.
- Wait for pending transfers to settle. Accounts with in-flight transfers cannot be closed.
- If you have a Ramp Investment Account, move the balance back to your Ramp Checking Account and close the investment account first. See [Ramp Self-Directed Investment Account Overview](/ramp-self-directed-investment-account-overview) or [Ramp Managed Investment Account Overview](/ramp-managed-investment-account-overview).
- If the account is used for Bill Pay, reimbursements, card payments, or interest deposits, be ready to choose a replacement account during the close flow.
- Download any statements or other records you need from [Banking Documents](https://app.ramp.com/s/treasury/documents).
If you are leaving Ramp completely, also finish the rest of your offboarding work before you close your last Ramp Checking Account. Most businesses need to pay outstanding card balances from [Statements & payments](https://app.ramp.com/billing/statements), redeem any remaining cashback from [Rewards](https://app.ramp.com/insights/rewards), and withdraw any remaining Banking balances first.
## Close your Ramp Checking Account
Once the account is ready to close:
1. Open [Banking](https://app.ramp.com/s/treasury/home).
2. In **Accounts**, select the Ramp Checking Account you want to close.
3. Open the account menu in the top-right corner, then select **Close account**.
4. If Ramp says the account is used to make payments or receive interest, choose a **Replacement account** and continue.
5. Review the warning, then select **Close account** to confirm.
Ramp shows this warning before the final confirmation: "This action cannot be undone. Your statements will still be available in the documents tab."
## Troubleshoot Ramp Checking Account closure blockers
If Ramp does not let you close the account, the close window lists the blocker directly. Use the message you see to choose the next step:
- **Ensure the account has a $0 balance**: Transfer out the full remaining balance. Even a very small balance can block closure.
- **Ensure there are no pending transfers in the account**: Wait until the transfer settles, then try again.
- **Connect another account to pay for your Flex payments**: Move your Ramp Flex payment source to a different account before retrying.
- **Ensure this account is not the funding account for any payments**: Move Bill Pay, reimbursement, or other payment activity to another account, then retry.
- **Your account is used to make payments or receive interest**: Choose a replacement account when Ramp prompts you.
- **You have an open Investment Account. Close that account before closing your Business Account.** First close the related Ramp Investment Account, then come back to the Ramp Checking Account.
- **Your Ramp cashback automatically deposits into this account. Update your cashback settings before closing your Business Account.** Change your cashback destination from [Rewards](https://app.ramp.com/insights/rewards), then retry.
If you see **You cannot close this account because it is your last account**, make sure your business has another payment source available, such as a linked external bank account, for any remaining Ramp payments. If Ramp still blocks closure after you remove dependencies, [contact Ramp Support](/how-to-contact-ramps-support-team).
If you see **You’re on 1-day card terms**, the account is currently powering your card spend and cannot be closed in-app. If you need to fully offboard from Ramp in that state, [contact Ramp Support](/how-to-contact-ramps-support-team).
If you see an unknown error and Ramp does not list a clear next step, [contact Ramp Support](/how-to-contact-ramps-support-team).
## Close an accidentally created Ramp Checking Account
If you opened the account while redeeming cashback and do not want to keep it, you can usually close it right away after you move the cashback back out of the account.
1. Open [Move money](https://app.ramp.com/s/treasury/transfers/create) and transfer the full balance to a linked external bank account.
2. Wait for any transfer hold or pending movement to clear.
3. Return to [Banking](https://app.ramp.com/s/treasury/home), open the account, and select **Close account**.
If cashback is still set to deposit into that account, update the destination in [Rewards](https://app.ramp.com/insights/rewards) before you try again.
## Access statements after you close the account
After you close a Ramp Checking Account, Ramp says the account statements stay available in [Banking Documents](https://app.ramp.com/s/treasury/documents). If you are only closing one account and keeping Ramp active, you should still be able to download historical statements there.
If you plan to close your entire Ramp account, download any statements, confirmations, and tax documents you need before you finish offboarding. That is the safest way to keep your records available after you leave Ramp.
## Frequently asked questions
### What happens to small residual balances?
The account cannot close until the balance is exactly `$0.00`. If you still see a few cents in the account, refresh the balance and transfer out the remaining amount before retrying.
### What happens to interest when I close the account?
If Ramp says the account is used to receive interest, the close flow prompts you to choose a replacement account before you can continue.
### Do I need to close my investment account first?
Yes. Ramp blocks Ramp Checking Account closure when there is an open linked Ramp Investment Account. Move the investment balance back to your Ramp Checking Account, close the investment account, and then retry closing the Ramp Checking Account.
### Can I close my last Ramp Checking Account in-app?
Sometimes no. If Ramp shows a last-account error after you remove balances and payment dependencies, you need [Ramp Support](/how-to-contact-ramps-support-team) to help complete the offboarding flow.
---
# Set up payroll funding from Ramp Banking
> Official Ramp Help Center article. Topic: Business Banking / Set up Business Banking. [View the canonical page](https://support.ramp.com/set-up-payroll-funding).
## Overview
Use a Ramp Checking Account or Ramp Operating Account to fund payroll through your payroll provider. Most providers debit the account through ACH. Send an outbound wire from Ramp only when your provider supplies wire instructions to fund an approved pay run. If the provider requests a wire drawdown instead, follow [Set up wire drawdowns for a payroll provider](#set-up-wire-drawdowns-for-a-payroll-provider).
Ramp does not calculate payroll, file payroll taxes, or create paystubs. Complete payroll setup and processing in your payroll provider.
## Prepare your Ramp account for payroll
Before adding a Ramp account to your payroll provider, confirm that you have the account and routing numbers for the account you want to use. Configure [external debit controls](/ramp-banking-approval-controls-for-external-debits) before the provider initiates its first ACH debit.
For debit-setting setup steps and details, see [Ramp Banking Approval controls for external debits](/ramp-banking-approval-controls-for-external-debits).
1. Open [Account details](https://app.ramp.com/s/treasury/account-details) for the Ramp account you want to use for payroll.
2. Copy the account and routing numbers to enter in your payroll provider.
3. If your Ramp account uses **Allow only trusted vendors**, add the payroll provider's Originator ID before its first ACH debit. Ask the provider for its Originator ID if you do not have a prior debit to review.
4. If the provider requests account-verification or ACH-authorization documentation, download the document it accepts using the steps below.
5. Complete any verification or test debit requested by the provider before your payroll deadline.
## Download documents for payroll provider verification
Ask your payroll provider which document it accepts. A voided check, bank verification letter, ACH authorization confirmation, and wire instructions serve different purposes.
- **Bank verification letter:** Confirms your account details. Open [Account details](https://app.ramp.com/s/treasury/account-details), select the relevant account, open the account menu, and select **Download bank letter**. You can also open [Bank letter](https://app.ramp.com/s/treasury/documents/bank-letters). Bank verification letters are available for active Ramp Checking Accounts and Ramp Operating Accounts.
- **Voided check:** Provides a voided check PDF with your account information when the option is available. Open [Banking](https://app.ramp.com/s/treasury/home) or [Account details](https://app.ramp.com/s/treasury/account-details), select the Ramp Checking Account, and download the voided check. Voided checks are not available for Ramp Operating Accounts.
- **Authorization confirmation:** Confirms that a payroll provider is authorized to debit a Ramp Checking Account by ACH. In [Account details](https://app.ramp.com/s/treasury/account-details), open the account menu, select **Download bank letter**, then select **Authorization confirmation**. This document is not available for Ramp Operating Accounts. If your debit setting is **Allow only trusted vendors**, include the payroll provider's configured Originator ID. If it is **Allow all**, do not use the letter as proof that a blocked provider is authorized; remove the provider from **Blocked vendors** or change to **Allow only trusted vendors** and add its Originator ID before sharing the letter.
- **Wire instructions:** For a wire drawdown, provide the account and routing details only from a Ramp Checking Account. In [Account details](https://app.ramp.com/s/treasury/account-details), select **View wire instructions** or download the wire instructions. Wire instructions are available after the account is active. Ramp Operating Account does not support wire drawdowns; use ACH funding or a provider-required outbound wire instead.
For more detail on authorization confirmation letters and debit settings, see [Ramp Banking Approval controls for external debits](/ramp-banking-approval-controls-for-external-debits).
## Set up ACH funding with common payroll providers
Add the Ramp account as your company's payroll funding account. Do not use an employee direct-deposit setup flow; that flow controls where an employee receives pay rather than where your provider debits payroll funds.
- **ADP:** Follow [ADP's payroll setup guide](https://www.adp.com/resources/articles-and-insights/articles/p/payroll-setup.aspx) to provide company and payroll funding details.
- **Gusto:** Add the Ramp account as your [company bank account in Gusto](https://support.gusto.com/article/106622315100000/manage-company-bank-account-details-for-admins). Gusto uses the selected account for payroll, taxes, and applicable fees.
- **Paychex:** Sign in to [Paychex Flex](https://paychexflex.com/) and complete the payroll bank-account configuration for your Paychex product. This workflow varies by product; use [Paychex Client Admin Support](https://www.paychex.com/support/client-support) if your product does not show a bank-account option.
- **QuickBooks Payroll:** Follow [QuickBooks Payroll's company direct-deposit setup](https://quickbooks.intuit.com/learn-support/en-us/help-article/direct-deposits/set-company-payroll-direct-deposit/L9WF6v9Ia_US_en_US) to connect the Ramp account.
- **Rippling:** Add or replace your payroll funding account using [Rippling's payroll bank-account instructions](https://help.rippling.com/s/article/1500002251881). Rippling may require a first payroll funded by wire after you add or change the account.
## Fund a Rippling payroll by wire
If Rippling requires a wire to fund your first approved pay run, send an outbound wire from Ramp. This is not a wire drawdown: you initiate the wire from Ramp, and Rippling receives it.
1. Add the Ramp account as your payroll funding account in Rippling and complete Rippling's verification steps.
2. Approve the pay run in Rippling before its payroll deadline.
3. Open the approved pay run in Rippling and copy its exact wire instructions, including the amount, deadline, wire code, and recipient bank details.
4. Open [Move money](https://app.ramp.com/s/treasury/transfers/create) in Ramp and create an outbound wire using the wire instructions from Rippling.
5. Include the wire code exactly as Rippling provides it so Rippling can match the wire to the pay run.
6. Submit the wire before Rippling's deadline and confirm that Rippling received the funds.
> **Important:** Send the exact amount and use the wire details shown for the approved Rippling pay run. A wire that Rippling cannot match to the pay run can delay payroll funding.
## Set up wire drawdowns for a payroll provider
Some payroll providers can pull payroll funds through a wire drawdown, also called a reverse wire. Wire drawdowns are available only for Ramp Checking Accounts. Use this method only when your provider instructs you to do so.
1. Open [Account details](https://app.ramp.com/s/treasury/account-details) for the Ramp Checking Account the provider should pull from.
2. Copy the account and routing numbers, or download the wire instructions, and share them with the provider. No separate authorization letter is required.
3. If the provider sends a verification drawdown, an assigned approver must review and approve it in Ramp Banking. If you are not an assigned approver, ask one to approve the request or ask a Ramp Admin to update the approval workflow.
4. For future requests, choose **Approve & trust** only when you are confident the provider should pull funds without manual review.
For approval timing, trusted-sender controls, and troubleshooting, see [Wire drawdown requests](/wire-drawdown-requests).
## Frequently asked questions
### Can I use a payroll provider that is not listed?
Yes. Use the provider's company-bank setup to add your Ramp account if it supports ACH debits or wire funding. Configure [external debit controls](/ramp-banking-approval-controls-for-external-debits) before the provider pulls payroll funds.
### Can I use Ramp Operating Account for payroll?
Yes. Ramp Operating Account supports third-party ACH debits for payroll. It does not support wire drawdowns. See [Ramp Operating Account overview](/ramp-operating-account-overview) for account capabilities.
---
# Ramp Operating Account overview
> Official Ramp Help Center article. Topic: Business Banking / Set up Business Banking. [View the canonical page](https://support.ramp.com/ramp-operating-account-overview).
## Overview
> **Important:** Ramp Operating Account is available to eligible businesses. Businesses based in New York or Hawaii are not eligible.
The Ramp Operating Account is Ramp's business account solution powered by JPMorgan Chase, one of the world's largest and most established banks. It offers the same core cash management workflows customers use with [Ramp Checking Account Overview](/ramp-checking-account-overview), while using a different underlying account structure.
Ramp Operating Account is designed for businesses that want an account backed by a Globally Systemically Important Bank, need higher transaction limits, need to receive inbound international SWIFT wires, or want to fund international Bill Pay from Ramp Banking.
## What can I use this for?
You can use Ramp Operating Account for the same core operating cash workflows you already manage in Ramp Banking.
- Funding payroll through providers such as Deel and Justworks, and receiving payments
- Paying card statement payments, domestic and international bill payments, domestic and international reimbursements, and Ramp service fees
- Sending outbound payments
- Managing day-to-day operational cash flows
## How Ramp Operating Account works
Ramp Operating Account is a pooled stored-value wallet program held with JPMorgan Chase. Within Ramp, the account appears alongside your other Banking accounts in [**Banking > Overview**](https://app.ramp.com/s/treasury/home), and you can manage account settings in [**Account details**](https://app.ramp.com/s/treasury/account-details).
- **Account structure:** Virtual Transaction Accounts within a Cash Management Account (CMA).
- **FDIC insurance:** Up to $250,000 in pass-through FDIC coverage per account.
- **Ownership:** Accounts are owned by Ramp Payments Corp and held on behalf of customers.
- **Ledgering:** Ramp maintains individual customer ledgers within the pooled structure.
- **Yield:** Interest is paid monthly by JPMorgan Chase directly into customer accounts.
- **Account activation:** You can use ACH debit pull transfers immediately in [**Move money**](https://app.ramp.com/s/treasury/transfers/create) , but the routing and account numbers used for incoming wires and other external payments are generated within 24 to 31 hours.
Unlike Ramp Checking Account, where the customer owns an individual deposit account, Ramp Operating Account uses a pooled wallet structure with customer balances sub-ledgered by Ramp. If your business needs an individual deposit account structure, compare this article with [Ramp Checking Account Overview](/ramp-checking-account-overview) before opening a new account.
## What's different from Ramp Checking Account?
Ramp Checking Account and Ramp Operating Account both support Ramp Banking workflows, including funding card payments, Bill Pay, reimbursements, statements, and automations. The main differences are the underlying banking partner, account structure, some payment capabilities, and a few control features.
### Banking and account features
| **Feature** | **Ramp Checking Account** | **Ramp Operating Account** |
| --- | --- | --- |
| Banking partner | First Internet Bank of Indiana | JPMorgan Chase |
| Account structure | Individual deposit accounts | Pooled wallet with sub-ledgered customer balances |
| Yield rate | 2% APY, subject to change | 2% APY, subject to change |
| FDIC insurance | $250,000 plus up to $190 million through IntraFi | $250,000 in pass-through FDIC coverage |
| Minimums and fees | No account minimums or fees | No account minimums or fees |
| Multiple accounts | Supported | Supported |
| Account activation | Immediate access to routing and account numbers | Immediate for ACH debit pull transfers; 24 to 31 hours for routing and account numbers needed for wires |
| Bank verification letter | Generated by First Internet Bank of Indiana | Generated by Ramp |
### Payment capabilities
| **Payment type** | **Ramp Checking Account** | **Ramp Operating Account** |
| --- | --- | --- |
| ACH transfers | Supported | Supported; withdrawals above $1 million are converted to wire or RTP for compliance |
| Domestic wire transfers | Up to $12 million to $50 million | Up to $12M |
| Inbound international SWIFT wires | Not supported | Supported |
| RTP | Up to $350,000 | Up to $10 million |
| Wire drawdown / reverse wire | Supported | Not supported |
| Check deposits | Supported on web and mobile | Not supported |
| Ramp payment integrations | Card, Bill Pay, and reimbursements supported | Card, Bill Pay, and reimbursements supported |
| International Bill Pay | Supported | Supported |
| International reimbursements | Supported | Supported |
| External debits | Supported | Supported |
### Security and control features
| **Security feature** | **Ramp Checking Account** | **Ramp Operating Account** |
| --- | --- | --- |
| Total ACH debit blocks | Supported | Supported |
| ACH credit blocks | Supported | Supported |
| Positive Pay | Supported | Planned for H2 2026 |
| Originator-level debit controls | Allow all with optional blocked vendors, allow only trusted vendors, or require approval | Allow all with optional blocked vendors, or allow only trusted vendors |
| Virtual account numbers | Supported | Not supported |
| Automatic dispute handling | Supported | Planned for H2 2026 |
Ramp Operating Account supports blocking specific vendors by Originator ID when **Allow all** is selected, while permitting all other external ACH debits. It does not support the **Require approval** debit setting that is available on Ramp Checking Account. For setup steps and the current debit settings workflow, see [Ramp Banking Approval controls for external debits](/ramp-banking-approval-controls-for-external-debits).
### Ramp features
| **Ramp feature** | **Ramp Checking Account** | **Ramp Operating Account** |
| --- | --- | --- |
| Cash management automations | Full support | Full support; withdrawals above $1 million are sent by wire or RTP |
| Approval policies | Supported | Supported |
| Investment Account integration | Next-business-day settlement | Next-business-day settlement |
| Accounting integrations | Supported | Supported |
| Bank statements | Supported | Supported |
| Tax forms | Supported | Supported |
| Multi-entity support | Supported | Supported |
### Lender control agreements
| **Feature** | **Ramp Checking Account** | **Ramp Operating Account** |
| --- | --- | --- |
| DACA support | Supported through a manual process | Not supported |
| Structure | Direct DACAs with First Internet Bank of Indiana | UCC filing approach |
## How to choose the right account
Open a Ramp Operating Account if your business wants an account backed by JPMorgan Chase, needs higher transaction limits, needs inbound international SWIFT wires, or wants to fund international Bill Pay from Ramp Banking.
Open a Ramp Checking Account if your business needs immediate access to routing and account numbers, check deposits, advanced debit controls such as **Require approval**, or an individual deposit account structure.
If your business is based in New York or Hawaii, Ramp Operating Account is not available. In that case, see [Ramp Checking Account Overview](/ramp-checking-account-overview) for the currently supported Banking account option.
## Frequently asked questions
### General questions
### How do I get started and open a Ramp Operating Account?
Eligible businesses can open a Ramp Operating Account directly from [**Banking**](https://app.ramp.com/s/treasury/home) without contacting Sales.
- **If your business already has an active Ramp Checking Account:** In [**Banking**](https://app.ramp.com/s/treasury/home), select **New** > **Operating Account**.
- **If your business does not have an active Ramp Checking Account:** In [**Banking**](https://app.ramp.com/s/treasury/home), select **Get started** under **Looking for a Ramp Operating Account?** to open the Ramp Operating Account landing page and begin opening an account.
### Can existing customers with Ramp Checking Account switch to Ramp Operating Account?
You can open a new Ramp Operating Account, but Ramp does not currently support migrating an existing Ramp Checking Account to Ramp Operating Account. You can keep both account types at the same time.
### How do I know which business account to use?
Choose Ramp Operating Account if your business prefers an account backed by JPMorgan Chase, needs higher transaction limits, needs inbound international payments, or wants to fund international Bill Pay from Ramp Banking. Choose Ramp Checking Account if you need immediate access to routing and account numbers, check deposits, more advanced debit controls, or an individual deposit account structure.
### Which businesses are not eligible for Ramp Operating Account?
Businesses in New York or Hawaii are not eligible for Ramp Operating Account.
### What's the pricing difference between Ramp Checking Account and Ramp Operating Account?
Both accounts currently offer 2% APY, with no account fees or minimum balance requirements.
### Banking and account structure
### What's the difference between a deposit account and a wallet account?
Ramp Checking Account creates individual deposit accounts where the customer is the direct account holder. Ramp Operating Account uses a pooled wallet structure where Ramp Payments Corp owns the account and maintains a customer-by-customer ledger within that structure.
### Why is FDIC insurance different for Ramp Operating Account?
Ramp Checking Account uses IntraFi to extend coverage above the standard FDIC limit. Ramp Operating Account does not use IntraFi, so it offers up to $250,000 in pass-through FDIC coverage per account.
### Who owns the customer's funds?
Funds are held by Ramp Payments Corp on behalf of the customer in a pooled account at JPMorgan Chase. Ramp maintains an individual ledger for each customer account within that pooled structure.
### Why does it take 24 to 31 hours to get account details?
JPMorgan Chase generates the routing and account numbers used for incoming wires and other external payments overnight as part of the activation process. You can still start funding the account immediately through ACH debit pull transfers in [**Move money**](https://app.ramp.com/s/treasury/transfers/create).
### Where can I find the bank or provider details for my Ramp Banking account?
Open the relevant account in [**Banking**](https://app.ramp.com/s/treasury/home), then go to [**Account details**](https://app.ramp.com/s/treasury/account-details) to verify the bank or provider associated with that account. If you're checking a Bill Pay payment, open the bill in [**Bill Pay**](https://app.ramp.com/bills) and review **Pay from account** in the payment details first. If **Pay from account** is Ramp Checking Account or Ramp Operating Account, open that account's details. If it's a linked external bank account instead, see [Ramp bank connections overview](/ramp-bank-connections-overview). For Ramp Checking Account, Account details shows the bank name and bank address, and may also let you download wire instructions or a bank letter depending on the account. Ramp Checking Account is provided through First Internet Bank of Indiana, Member FDIC. Ramp Operating Account is powered by JPMorgan Chase.
### Payments and features
### Can customers use Ramp Operating Account for payroll if they use Gusto, ADP, or other providers?
Third-party ACH debits, including payroll debits, are supported, so you can use Ramp Operating Account to fund payroll through providers such as Gusto and ADP. See [external debit settings](/ramp-banking-approval-controls-for-external-debits#ramp-operating-account-debit-settings) to configure this payment method. Paper checks printed by a payroll provider using your Ramp account and routing details are not supported.
### Are inbound international payments supported?
Yes. Ramp Operating Account supports inbound SWIFT wires.
### Can customers fund international reimbursements from Ramp Operating Account?
Yes. Ramp Operating Account supports domestic and international reimbursements on Ramp. International reimbursements remain subject to the eligibility limits in [Limitations for international reimbursements](/limitations-for-international-reimbursements).
### Can customers receive checks?
No. Check deposits are not currently supported for Ramp Operating Account. If your business needs check deposits, use Ramp Checking Account instead.
### What are the outbound domestic payment limits for Ramp Operating Account?
The current outbound domestic limits are:
- **Domestic wire:** $12M
- **Standard ACH:** $5 million
- **Same-day ACH:** $1 million
- **RTP:** $10 million
- **International Bill Pay:** Supported for eligible international vendor payments. See [International transfers on Ramp Bill Pay](/international-transfers-on-ramp-bill-pay) .
### Technical and operations
### How are accounting integrations affected?
Ramp Operating Account integrates with the same accounting systems as Ramp Checking Account. Bank feeds and Banking transaction syncing work the same way.
### Does Ramp Operating Account offer bank verification letters for auditors?
Yes. Ramp Operating Account supports bank verification letters generated by Ramp. You can download them from [**Bank letter**](https://app.ramp.com/s/treasury/documents/bank-letters).
## Related articles
- [Ramp Checking Account Overview](/ramp-checking-account-overview)
- [Ramp Banking Payments Overview](/ramp-banking-payments-overview)
- [Ramp Banking Approval controls for external debits](/ramp-banking-approval-controls-for-external-debits)
---
# Ramp Reserve Account Overview
> Official Ramp Help Center article. Topic: Business Banking / Set up Business Banking. [View the canonical page](https://support.ramp.com/ramp-reserve-account-overview).
The **Ramp Reserve Account** is a locked Ramp Checking Account that lets you increase your 30-day card limit by depositing funds. Once your deposit settles, your card limit increases on a **1:1 basis**—no credit review required.
Funds in a Reserve Account are locked and can’t be used for spending, but they directly increase your available card limit. Each business entity can have **one** Reserve Account.
Example: If your base card limit is $50,000 and you deposit $100,000 into your Reserve Account, your total card limit becomes $150,000.
### Who is the reserve account for?
Customers who need a higher card limit than their current approved amount, have cash available to deposit and lock, and want instant, predictable limit increases. Only customers on **monthly card**are eligible. You do not need an existing Ramp Checking Account to open a Reserve Account.
### How the reserve account works
**Open a Reserve Account**
- Go to Expenses → [Card transactions](https://app.ramp.com/expenses/transactions/all) or Company → [Statements & payments](https://app.ramp.com/billing/statements)
- Click **Manage limit** and select **Deposit funds for limit increase**
- Review the terms and continue Deposit funds
- Your card limit increases once the deposit settles
**Add more funds**
- Go to Banking → Overview
- Click on your Reserve Account
- Click [**Move money**](https://app.ramp.com/s/treasury/transfers/create) and select the Reserve Account as the destination
- Your card limit increases automatically as additional funds settle.
**Withdraw funds**
You can withdraw funds from your Reserve Account as long as your card spending still fits within your remaining limit.
- Go to Banking → Overview
- Open your Reserve Account
- Click [**Move money**](https://app.ramp.com/s/treasury/transfers/create) and select the Reserve Account as the source
- Withdraw the available amount
- Your card limit decreases **immediately** by the withdrawn amount. You may need to pay down your card balance before withdrawing more.
Example: If your total limit is $200,000 ($120,000 base + $80,000 Reserve) and your current card balance is $150,000, you can withdraw up to $50,000. To withdraw the full amount in Reserve, you would first need to pay down your card balance by $30,000.
## Frequently asked questions
### What rate do funds in a Reserve Account earn?
Reserve Account balances currently earn 2%\*. Rates are subject to change based on market conditions.
### How quickly does my limit increase?
Your limit increases automatically once funds settle. ACH deposits typically take 0–4 business days, while wires and RTP are usually same day.
### Can I use Reserve Account funds to pay my card balance?
No. Funds in a Reserve Account are locked and can’t be used to pay card balances or bills directly.
### Does Ramp support DACA for Reserve Accounts?
No. Ramp does not support deposit account control agreements (DACAs) for Reserve Accounts.
### Is there a minimum or maximum deposit?
There is no strict minimum or maximum, but deposits should meaningfully increase your limit based on your spending needs.
### Can I have both a regular Ramp Checking Account and a Reserve Account?
Yes. Use a regular Ramp Checking Account for day-to-day operations and automations. Reserve Account funds are locked to increase your card limit and can't be used for automations.
### Does the Reserve Account affect automated limit increases?
Reserve Account customers are placed on manual limit configuration, which means automated limit increases are not available. You can still request manual limit reviews if needed.
### Does this work with multi-entity accounts?
Each entity must set up its own Reserve Account separately.
*\* Annual Percentage Yield (APY) on eligible funds in your Ramp Checking Account. Interest is paid by First Internet Bank of Indiana, Member FDIC. Rate is accurate as of 04/01/2026. The Interest rate and APY are variable and subject to change without notice. See the Checking Account Addendum for more information.*
---
# Ramp Managed Investment Account Overview
> Official Ramp Help Center article. Topic: Business Banking / Set up Business Banking. [View the canonical page](https://support.ramp.com/ramp-managed-investment-account-overview).
## Overview
Ramp Banking lets businesses invest excess cash into Managed Investment Accounts. Portfolios are managed by Moment Advisors, LLC and designed to optimize yield and preserve capital, allowing you to save time and earn competitive yields with automated portfolios. This differs from the former Ramp Investment Account (Self-Directed), which invested only in FUGXX, a money market fund. Managed Investment Accounts allow you to invest directly in a mix of investment options, managed by Moment’s experienced team. To compare yields and features, see the [Business Investment Account](https://ramp.com/business-investment-account) product page.
## Contact Sales about Managed Investment Account
If you want to learn more about a Managed Investment Account before opening one, eligible businesses with an assigned Ramp contact can find their contact card in [**Settings** > **Company Profile**](https://app.ramp.com/settings/all/company). If you cannot access **Company Profile**, ask a Ramp Admin to check whether your business has an assigned Ramp contact. If your business does not have an assigned Ramp contact, go to Ramp's [Business Banking page](https://ramp.com/business-banking) and use the demo or sales option to contact Sales.
## Set up a Ramp Managed Investment Account
1. Make sure you’ve already opened a **Ramp Checking Account** . If not, you can open an account in under a minute [here](https://app.ramp.com/treasury) .
2. In Ramp, go to **Banking >** [**Banking**](https://app.ramp.com/treasury) **> click New in the top right > Investment Account**
3. Complete the onboarding flow:
- Select your short-term cash target and investment preferences
- Review, customize, and accept your portfolio
- Review your account agreements and submit the application
4. Once you open the account, it may show as under review. Reviews can take anywhere from a few minutes up to 48 hours, after which you should be able to transfer money into your Managed Investment Account and see it in your Banking dashboard.
## Deposit and withdraw funds from a Managed Investment Account
Managed Investment Accounts use **deposit** and **withdrawal** for the transactions called buy and sell orders in a Self-Directed Investment Account. Use [Move money](https://app.ramp.com/s/treasury/transfers/create) to deposit funds from your Ramp Checking Account or withdraw funds from your Managed Investment Account.
- When you request a deposit into your Managed Investment Account, Moment will:
- Invest your cash into a diversified set of fixed-income products aligned with your selected strategy
- Reinvest coupons and maturities
- Rebalance and raise cash for withdrawals
- When you request a withdrawal from your Managed Investment Account:
- Moment will sell securities as necessary to cover the requested amount
- Securities are typically available as cash at the end of the next business day
- Available funds are automatically returned to your Ramp Checking Account
There are no lockups, but the timing of withdrawals is subject to market hours and settlement cycles.
## What does the managed investment account invest in?
Ramp Banking portfolios are diversified, investment-grade fixed-income strategies. Depending on the specific strategy, portfolios may include the following underlying assets:
- US Treasury and Agency securities
- Investment-grade municipal bonds
- Investment-grade agency and mortgage-backed securities
- Certificates of deposit, cash sweeps, time deposits
- Investment-grade corporate bonds and commercial paper
- Repurchase agreements and other high-quality short-term instruments
- Money market mutual funds
Moment uses portfolio models to manage duration targets, sector weights, credit quality, and issuer diversification within predefined limits. Please note that Moment determines exactly which investment options **after** you select your strategy. You won’t be able to see an exact breakdown of where the money is invested during onboarding. After onboarding, you can view the analytics on and details of your portfolio including total value, average duration, and time to maturity under **Portfolio details**. You can also use **Portfolio details** to update your strategy after you open an account, including your cash target.
## How is this different from the self-directed investment account within Ramp?
The former Self-Directed Investment Account invested in a single Invesco money market fund that held government debt, such as U.S. Treasuries.
With a Managed Investment Account, your business can select a strategy based on your risk tolerance to invest directly in a mix of mutual funds, government debt, and high-grade corporate bonds. This is similar to what a wealth manager does for larger businesses.
The Ramp Investment Account (Managed) account is split into two portions, one with a shorter-term mutual fund strategy and another with a longer-term investment strategy that seeks higher yield. This allows you to keep a target dollar amount highly liquid for near-term needs (end-of-next-business-day liquidity), while having everything above the target invested in longer-term investment options that seek higher yields.
## Use the Reserve strategy for an option similar to a Self-Directed Investment Account
If you want an option similar to the former Self-Directed Investment Account, allocate funds to IJTXX in the short-term sleeve by selecting the Reserve strategy. IJTXX is a J.P. Morgan government money market fund that invests in short-term U.S. government instruments, maintains a stable $1 net asset value, and settles trades the same day. After you request a withdrawal, proceeds are typically available in your Ramp Checking Account by the end of the next business day.
## How can I reset my short term cash target?
In the Investment Account (Managed) account page, click "Portfolio details." In the Portfolio details drawer, click "Change strategy," update the "Cash target" to your desired threshold, then click "Save."
Effective March 2026, Managed Investment Accounts have a $50,000 minimum short-term cash target. We are making this change based on observed account performance: when short-term cash targets are set below $50,000, accounts often need to trade more frequently. That can reduce yield because of transaction costs, especially when assets are sold before maturity.
If your current target is below $50,000, it will remain unchanged unless you update it.
Allocation to the long-term bond portfolio begins only after the $50,000 minimum is met and additional cash is available to invest. If you'd like to request a target below $50,000, contact [Ramp Support](/how-to-contact-ramps-support-team). Requests are reviewed on a case-by-case basis.
## How do funds move in my managed investment account?
Your Managed Investment Account automatically moves money between **short-term** and **long-term** investments based on the short term cash target you set. This helps keep cash available for near-term needs while investing excess funds for higher earning potential.ow
The following examples show how funds automatically move between your short-term and long-term allocations when you deposit or withdraw cash, assuming your short-term cash target is $500K.
**Depositing funds**
Scenario 1: Deposit funds and final balance is**below**short-term target
Scenario 2: Deposit funds and final balance is**above**short-term target
**Withdrawing funds**
We aim to keep your short-term balance above 50% of its target. If it falls below 50% of its target, funds are liquidated from long-term allocation as needed to replenish the remaining amount.
Scenario 3: Withdraw funds and final short-term balance is**greater**than 50% of your target
*Example: Make an unexpected small payment.*
Scenario 4: Withdraw funds and final short-term balance is**lower**than 50% of your target
*Example: Make an unexpected major vendor payment*
## Frequently asked questions
### Who is Moment?
**Moment Technology Inc. (“**[**Moment**](https://moment.com/)**”)** provides automated, institutional-grade fixed-income portfolio management for corporate cash, helping companies put excess cash to work while preserving liquidity and minimizing operational overhead. Founded by a team that built systematic credit trading desks at Citadel, Moment brings institutional execution, portfolio construction, and risk management to both treasury and the wealth and asset management ecosystem. Today, Moment powers fixed-income workflows for firms such as Edward Jones, J.P. Morgan Private Bank, and LPL Financial—clients that collectively manage over $8T in assets. The team has raised $130M+ from leading investors including Andreessen Horowitz, Index Ventures, and Lightspeed Venture Partners.
**Moment Advisors, LLC** is a registered investment adviser that:
- Designs the investment models used for Ramp Banking
- Uses Moment’s technology to implement models and monitor portfolios
- Reinvests, rebalances, and adjusts portfolios over time as markets change
### How do Ramp, Moment, and Apex work together?
- **Ramp**
- Provides the dashboard and user experience for onboarding, funding, viewing portfolios, and requesting withdrawals
- Transmits customer instructions and preferences to Moment and Apex
- Does not hold customer assets
- **Apex Clearing Corporation (“Apex”)**
- Acts as broker-dealer and custodian
- Opens and carries each Treasury brokerage account in the customer’s name
- Executes trades, processes settlement and corporate actions, and provides statements and tax documents
- Handles KYC and KYB compliance and account application approval
- **Moment / Moment Advisors**
- Acts as investment manager for Ramp Banking portfolios
- Uses rules-based models and its portfolio management system to generate trades
- Oversees risk, diversification, and liquidity within each strategy
### Is my managed investment account insured?
It’s important to distinguish between custody protection and market risk:
- Your Managed Investment Account, provided through our brokerage partner Apex Clearing Corporation, is protected by the Securities Investor Protection Corporation (SIPC). SIPC protection covers up to $500,000 in securities (including $250,000 in cash) in case of brokerage failure, but does not protect against market losses.
- Note that SIPC protects up to $500,000 total per customer. If you have both a Ramp Investment Account and Ramp Managed Investment Account the limit applies to the combined account values. SIPC does not protect against losses from changes in interest rates, credit events, or other market conditions.
### How liquid are the funds in my managed investment account?
- You can request to move money out of Ramp Banking at any time.
- Liquidating funds from your Managed Investment Account prioritizes selling out of your short-term balance, with funds typically available at the end of the next business day.
- Liquidating funds exceeding your short-term balance requires selling fixed-income securities from your long-term strategy. These funds will also typically be available at the end of the next business day.
- Note: in order to meet your cash raise request, some bonds may need to be liquidated before their maturity date and could return less than your original investment due to market price changes and transaction costs, and your realized return may differ from any initial yield illustration.
- Actual timing can vary based on when cash is requested, the specific securities held, market or operational conditions (e.g., periods of market stress). The expected settlement date will be shown in-app when you request the transfer.
### If I already have a Ramp self-directed investment account, do I need to go through KYC/KYB again?
No — you don’t need to complete KYC again. If you already have an Investment Account, your KYC/Business verification has been completed with Apex and is already available to Moment through Alloy. To open a Managed Investment Account account, you’ll just need to review and sign two new agreements. There’s no additional identity verification step required.
Behind the scenes, Moment will run its own required compliance checks including:
- Reviewing the KYC/B information already in Alloy
- Screening for OFAC or other regulatory flags
- Completing any additional internal checks required for advisory accounts
These checks typically happen automatically and do not require any new documents or actions from you, unless something is missing or needs clarification.
### Are there any tax implications if I sell before the maturity date?
Selling before maturity can create a realized gain or loss based on the sale price versus tax basis, and any interest income is generally treated as ordinary business income for tax purposes.
The exact treatment can vary depending on your business type. Consult your tax or accounting professional to understand how these rules apply to your specific structure.
### Are there any fees associated with the managed investment account?
Fees to open a Managed Investment Account, submit buy or sell orders, transfer funds, and receive advisory services are waived until November 1, 2026. After the waiver ends, the advisory fee will be 0.15% per year of assets under management. Any displayed earnings or yields in Ramp are net of applicable advisory fees.
### What does net 30-day yield mean?
Net 30-day yield reflects your portfolio's yield over the past 30 days, net of fees. It is a standardized historical metric, so it does not predict or guarantee what you will earn in the future. The Net 30-day yield shown in Ramp may also differ from the yield shown for a specific portfolio strategy because your actual account allocation can span both short-term and long-term sleeves.
### Can I change the short term cash target balance after I set it up?
Yes. In the Investment Account (Managed) account page, click "Portfolio details," then click "Change strategy" to update your "Cash target." Effective March 2026, cash target updates must be at least $50,000 unless a lower target is approved on a case-by-case basis.
### Where can I view activity and statements of my managed investment account?
You can view detailed activity and download statements in [Documents](https://app.ramp.com/s/treasury/documents/statements) under Banking in your Ramp account. Apex, the carrying broker-dealer and custodian, generates the monthly statements; they are not generated by Ramp. Apex may take up to five business days after the end of each month to provide a statement before it appears in Ramp.
### Why might my managed investment account value be different from my transfer amount after funding?
When you move cash into a Managed Investment Account, funds are quickly converted into underlying securities, which are priced based on current market conditions. As a result, your displayed portfolio value may be slightly lower or higher than the exact transfer amount immediately after funding due to normal, short-term market movement. These minor fluctuations are expected behavior and not an error or missing funds.
### What are the different long-term strategies and what are the differences in strategies?
Our offering has 3 separate strategies:
- **Reserve:** Invests primarily in a mix of treasuries and government money market funds
- **Reserve Plus:** Invests primarily in a mix of treasuries, government money market funds, short-duration corporates and prime money market funds
- **Premier:** Invests primarily in a mix of short-duration corporates and prime money market funds
See the [Investment Account Strategy Overview](https://docs.google.com/document/d/1KwgIHf4sFvx2y6KJN3eEEUeHv25fxgCJjLTk1np4JtM/edit?tab=t.0) for the latest rates and a detailed comparison of the available strategies.
### How can I maximize earnings in my managed investment account?
If your goal is to maximize earnings and you do not need those funds for near-term payments, keep your short-term cash target at the minimum amount that fits your operating needs. Effective March 2026, Managed Investment Accounts have a $50,000 minimum short-term cash target unless a lower target is approved on a case-by-case basis. Once that threshold is met, additional cash can be allocated to the long-term sleeve. Then choose the highest-yield strategy available within each sleeve, keeping in mind that higher-yield strategies can also come with different liquidity, duration, and risk characteristics.
### Can I open more than one managed investment account?
No, we currently support one Managed Investment Account per business. Self-Directed Investment Accounts have been retired and do not count as an additional Managed Investment Account.
### Who is not eligible to open a Ramp investment account?
Apex, our brokerage partner, currently do not support businesses with foreign beneficial owners in the following countries:
- **Africa:** Algeria, Angola, Botswana, Burkina Faso, Burundi, Cameroon, Central African Republic, Chad, Comoros, Republic of the Congo, Democratic Republic of the Congo, Côte d’Ivoire, Ethiopia, Kenya, Libya, Mali, Mozambique, Namibia, Nigeria, São Tomé and Príncipe, Somalia, South Africa, South Sudan, Sudan, Tanzania, Zimbabwe
- **Asia:** Afghanistan, Cambodia, Iran, Iraq, Kuwait, Laos, Lebanon, Myanmar, Nepal, North Korea, Pakistan, Palestine, Syria, Yemen
- **Europe:** Belarus, Bosnia and Herzegovina, Bulgaria, Croatia, Latvia, Monaco, Russia, Ukraine, Kosovo
- **North & Central America:** Cuba, Haiti, Nicaragua
- **South America:** Guyana, Venezuela
- **Oceania:** Cook Islands, Niue, Papua New Guinea
### Are there minimum amounts for buy or sell orders?
To invest in your Managed Investment Account, your total position must be at least $1,000. This includes initial investments and ongoing balances. If your balance falls below $1,000, Ramp may liquidate the remaining balance and return the proceeds to your Ramp Checking Account. After your initial investment of $1,000, you can invest more with a minimum deposit/withdrawal size of $50.
### Is there a limit on how much I can invest in my managed investment account?
Investment limits are tied to your available cash balance. Neither Ramp nor Moment imposes additional limits on your investments.
### What happens to earnings generated?
Moment automatically re-invests funds from earnings and matured securities into your long-term strategy. There is currently no option to directly transfer dividends into Ramp Checking Account, but setting a reinvestment policy is something we’d like to support in the future. You can request to move funds from Ramp Banking to your Ramp Checking Account at any time.
> **Note:** Dividend dates may differ between Ramp and Apex statements. Ramp shows dividends based on the activity date, which is when the dividend is earned, while Apex statements show dividends based on the processing date, which is when the cash settles. This timing difference is expected and does not mean funds are missing.
### How much should I invest in my Ramp investment account vs managed investment account?
The short-term cash strategy within the Managed Investment Account serves a similar purpose as the former Self-Directed Investment Account, but with more flexibility. The Self-Directed Investment Account invested only in FUGXX, while the Managed Investment Account lets you select options based on your investment preferences. In the Managed Investment Account, your short-term target is invested in money market funds for near-term cash needs, while amounts above that target can be diversified into longer-term investment options.
### How can I transfer funds from my self-directed investment account to managed investment account?
The migration deadline has passed. You can still open a Managed Investment Account and use [Move money](https://app.ramp.com/s/treasury/transfers/create) to deposit funds from your Ramp Checking Account after the Self-Directed Investment Account proceeds become available.
### Is the sweep automation supported for managed investment account?
Yes, go to [Automations](https://app.ramp.com/treasury/automations), click *Sweep* and select or update the account to Managed Investment Account.
### How often can I take money out?
You can take funds out anytime and as often as you need – the Managed Investment Account will consist of a short term strategy invested primarily in mutual funds and money market instruments, and a longer term strategy invested directly into fixed income securities. Both have next day access to your funds, however we suggest allocating the cash you expect needing to access over the next few months to your short term strategy, so as not to affect your overall yield.
### Are there transfer fees or max amount of times I can remove money per month?
Transfer fees are currently waived, and there is no monthly transfer limit. For the waiver deadline and advisory fee, see [Managed Investment Account fee details](#are-there-any-fees-associated-with-the-managed-investment-account). Your Managed Investment Account is connected directly to your Ramp Checking Account so funds can easily flow between accounts.
### What is the difference between the managed investment account and a MMF?
A money market fund invests only in ultra-short, government-backed instruments designed to maintain a stable value. The Managed Investment Account aims to achieve higher yield by opportunistically investing in a broader set of high-quality securities which refers to short-duration, investment-grade fixed income designed for capital preservation and liquidity. This generally includes:
- Short-term U.S. Treasuries backed by the full faith and credit of the U.S. government
- Short-term mutual funds which primarily invest in money market instruments and can include short-term debt securities, U.S. government securities, and repurchase agreements focused with high liquidity
- Short-duration, Investment Grade corporate bonds and highly liquid loans to corporations
Examples from the current corporate universe may include many large-cap staples, industrials, banks, utilities, and mega-cap tech/communications issuers. These names are selected for liquidity depth, strong balance sheets, and tight credit spreads.
### What are the benefits of managed investment account vs t-bill ladders via TreasuryDirect?
- No manual tracking of maturity dates or laddering
- Institutional-grade diversification across fixed income instruments
- Next business day liquidity vs waiting for maturity
- Automatic reinvestment and rebalancing by Moment's team
- Integrated directly with your Ramp account - single workflow for cash management and operations
### How may this product affect QSBS eligibility?
This product relates to the purchase and sale of treasury or fixed-income investment related products. Ramp and Moment Technologies are not tax advisors, but tax advisors tell us that in their experience, this activity should not directly impact the qualification of shares themselves as QSBS. With that in mind, the products acquired through our investment models are investment assets that could impact the accounting calculations and ratios necessary to qualify or remain qualified under QSBS. For that reason, we advise reaching out to your tax advisors or accounting team if there are further questions. They would be in a better position to tell you how the acquisition of investment assets may impact your company’s qualification under QSBS.
### How can I close my managed investment account?
To close your Managed Investment Account, first withdraw the outstanding balance to your Ramp Checking Account. Your Managed Investment Account balance must be $0 before you can close it.
Then go to **Banking**, select your [**Investment Account**](https://app.ramp.com/s/treasury/investment-accounts), open the menu icon in the top right, and select **Close account**.
If you do not see the **Close account** option or need help closing the account, create a support ticket and select **Ramp Investment Account**. See [How to contact Ramp's Support team](/how-to-contact-ramps-support-team).
After closing your Managed Investment Account, you can still access statements under **Banking >**[**Documents**](https://app.ramp.com/s/treasury/documents) as long as you do not close your Ramp Checking Account.
### Can I unsubscribe from Apex emails?
Apex email notifications are required while electronic delivery is enabled, but you can revoke electronic delivery and receive account documents by mail instead. Submit a written revocation request to [Ramp Support](/how-to-contact-ramps-support-team), and Ramp will route the request to Apex. If you want to keep electronic delivery, create an email filter to automatically move Apex notifications to a designated folder. For details, see the [Apex electronic delivery agreement](https://www.icsdelivery.com/usclearing/).
## Accounting
**For businesses using QuickBooks Online, NetSuite, Sage Intacct, Xero, or Universal CSV:**
We support automatic syncs for Managed Investment Account activities. Refer to [Ramp Investment Account (Managed) Accounting](/ramp-investment-account-managed-accounting) for more information.
**For businesses not covered above:**
Apex, the custodian, provides monthly investment statements in [Documents](https://app.ramp.com/s/treasury/documents/statements) under Banking. Apex may take up to five business days after the end of each month to provide a statement before it appears in Ramp. Reference the monthly investment statements to create entries in your ERP directly.
## Risk reminder
Investing in fixed-income securities involves risk, including possible loss of principal. Bond values can fluctuate due to changes in interest rates, credit quality, liquidity, and market conditions. Use of models and automation does not guarantee performance or prevent losses.
---
# Ramp Self-Directed Investment Account Overview
> Official Ramp Help Center article. Topic: Business Banking / Set up Business Banking. [View the canonical page](https://support.ramp.com/ramp-self-directed-investment-account-overview).
**Note: This article primarily applies to Ramp Administrators and Owners.**
## Overview
Ramp no longer offers Self-Directed Investment Accounts and is closing all remaining accounts. These accounts invested in FUGXX, a money market fund that invests in short-term U.S. Treasury obligations and government securities.
## Self-Directed Investment Account closure
**No action required for account closure.** Ramp will close all remaining Self-Directed Investment Accounts on August 4, 2026. Ramp will notify you about the closure.
**Liquidation.** Any remaining funds will be liquidated and transferred to your Ramp Checking Account. The liquidation will not result in fees, gains, or losses.
**Outstanding dividends.** Outstanding dividends will be paid into your Ramp Checking Account by the end of August 2026.
## Frequently asked questions
### Can I access statements after my account closes?
Yes. Your Self-Directed Investment Account statements will remain available in [Documents](https://app.ramp.com/s/treasury/documents) under Banking.
### Will I receive tax documents after my account closes?
Yes. You will receive any applicable tax documents next year.
### What happens to automations that used my Self-Directed Investment Account?
If you migrated to a Managed Investment Account, Ramp updated your automation funding source during migration. Otherwise, go to [Automations](https://app.ramp.com/treasury/automations) and update the automation to use a different funding source.
### Can I still open a Managed Investment Account?
Yes. You can open a Managed Investment Account and deposit funds into it. See [Ramp Managed Investment Account overview](/ramp-managed-investment-account-overview) for setup instructions and account details.
---
# Ramp Stablecoin Account overview
> Official Ramp Help Center article. Topic: Business Banking / Set up Business Banking. [View the canonical page](https://support.ramp.com/ramp-stablecoin-account-overview).
## Overview
The Ramp Stablecoin Account is an account that lets your business hold and transact in stablecoins. It sits alongside the [Ramp Checking Account](/ramp-checking-account-overview) and Investment Account within [Banking](https://app.ramp.com/s/treasury/home), giving you a unified view of all your funds.
With the Stablecoin Account, you can deposit supported stablecoins such as USDC and USDT, convert between supported stablecoins and USD within Ramp, and use your Stablecoin Account balance to pay Ramp Card statements, bills, vendor payments, and reimbursements.
## Eligibility
The Stablecoin Account is available to all US-based businesses, except businesses based in New York (NY).
For multi-entity businesses, Stablecoin Accounts are only available to your primary entity.
## Getting started
### Existing banking customers
If you already have a Banking account:
1. Navigate to [**Banking**](https://app.ramp.com/s/treasury/home) .
2. Click the **New** button and select **Stablecoin Account** from the dropdown.
3. Complete the required steps to activate your custodial stablecoin wallet.
Once your account is active, it appears in the Banking dashboard alongside your other accounts.
### Customers without banking access
If you don't yet have a Banking account, but wish to open a Stablecoin Account, you can navigate to the Stablecoin Account onboarding page [here](https://app.ramp.com/business-accounts/onboarding/stablecoin).
## Depositing stablecoins
You can fund your Stablecoin Account with supported stablecoins, including USDC and USDT, or with USD.
### Stablecoin deposits
The Stablecoin Account supports stablecoin deposits across multiple blockchain networks:
- **Base**
- **Ethereum**
- **Polygon**
- **Arbitrum**
- **Optimism**
- **Solana**
- **Tempo**
To deposit stablecoins:
1. Go to [**Banking**](https://app.ramp.com/s/treasury/home) and select your Stablecoin Account.
2. Click **Account Details** .
3. Select the stablecoin you want to deposit and choose your preferred network.
4. Use the wallet address provided to send the stablecoin from your external wallet.
> **Note:** Make sure you are sending the correct stablecoin on the correct network to avoid lost funds. We are unable to recover funds in instances where the wrong asset is sent to the wallet address or where funds are sent to an incorrect wallet address.
### USD fiat funding
You can also fund your Stablecoin Account with USD via ACH or wire transfer. The USD to stablecoin conversion will happen automatically.
## Paying with stablecoins
You can use the stablecoin balance from your Stablecoin Account to make payments across Ramp, just as you would with your Ramp Checking Account.
### Card statements
Pay your Ramp Card statement balance using stablecoins. To set this up, go to **Banking** > **Linked Accounts** > [**Payment Sources**](https://app.ramp.com/settings/company-settings/financial-accounts/configure) and select your Stablecoin Account under Card payments.
### Bill Pay
Pay vendor bills through [**Bill Pay**](https://app.ramp.com/bill-pay/bills/overview) using stablecoins. To pay a bill in stablecoins, set the invoice currency to the stablecoin you want to use and select your Stablecoin Account as the funding source under **Pay from account** in the Payment details section.
You don't need to hold stablecoins to pay vendors in stablecoin. If you'd rather not carry a stablecoin balance, Bill Pay can also send stablecoin payments funded from your [Ramp Checking Account](/ramp-checking-account-overview) or an external bank account. For funding options and delivery timelines, see [Paying by stablecoin](/bill-payment-methods-and-timelines#paying-by-stablecoin).
### Vendor payments
You can use your Stablecoin Account to send Vendor Payments in Ramp.
To send a payment:
1. Go to **Banking** and open your Stablecoin Account.
2. Click **Move money** .
3. Select **Send payment** .
4. Choose the vendor you want to pay.
5. Enter the payment details and submit the payment.
Ramp uses your Stablecoin Account as the funding source for the payment.
### Reimbursements
Fund employee reimbursements with stablecoins from your Stablecoin Account. To use stablecoins for reimbursements, you must set the Stablecoin Account as your default reimbursement payment source under **Banking** > **Linked Accounts** > [**Payment Sources**](https://app.ramp.com/settings/company-settings/financial-accounts/configure).
## Transfers between stablecoins and USD
You can move funds between your Stablecoin Account and your USD accounts within Ramp.
- **Stablecoins to USD** — Transfer Stablecoins from your Stablecoin Account to your Ramp Checking Account. Ramp will handle the conversion.
- **USD to Stablecoins** — Transfer USD from your Ramp Checking Account to your Stablecoin Account. Ramp will handle the conversion.
Transfers between Stablecoins and USD typically take ~1 business day to complete.
To initiate a transfer, go to [**Banking**](https://app.ramp.com/s/treasury/home) and use the **Move money** option to select your source and destination accounts.
## How stablecoin rewards work
Rewards are promotional marketing incentives offered at a variable annualized rate on eligible stablecoin balances held in your Ramp Stablecoin Account. Rewards are **not interest** and do not constitute a return on funds held with Ramp. The Stablecoin Rewards Program is governed by our [Rewards Terms](https://ramp.com/legal/customer-terms/services-terms/rewards-terms).
### Eligibility
To earn rewards in a given calendar month, you must meet **both** of the following requirements by the end of that month:
1. **Deposit requirement** : Deposit at least **$5,000** in eligible USD-denominated stablecoins into your Stablecoin Account during the month.
2. **Payment requirement** : Complete at least **five (5) qualifying payments** during the month.
The $5,000 threshold is based on the total gross amount of inbound deposits during the calendar month, regardless of any subsequent withdrawals or outbound transfers. Eligible deposits include fiat-to-stablecoin conversions, stablecoin transfers, and internal transfers from supported sources. Once you have met the deposit threshold, withdrawals do not affect your eligibility.
Qualifying payments include Ramp Card statement payments, bills paid through Ramp Bill Pay, and Ramp reimbursements. Test or sandbox transactions, on-chain transfers, internal Ramp transfers, fiat-to-stablecoin conversions or vice versa, and transfers between your own wallets do not count as qualifying payments. There is no minimum payment amount. Eligibility is based on the date you initiate each payment.
### How rewards are calculated
If you meet both eligibility requirements by the end of the month, you earn rewards at a variable annualized rate on your **average daily balance** of eligible USD-denominated stablecoins for that month.
Average daily balance is calculated using the balance recorded at the end of each day, as determined by Ramp. Eligible stablecoin balances are valued at $1.00 per unit unless Ramp determines otherwise. Rewards accrue hypothetically throughout the month but are only awarded if you satisfy both eligibility requirements by month-end. If you do not meet both requirements, no rewards are paid for that month.
### When rewards are paid
Rewards for a given month are paid within the **first five (5) business days** of the following month.
- **Account opened mid-month:** Rewards accrue only for the days your account is open.
- **Account closed or suspended mid-month:** Rewards may be prorated or not awarded, as determined by Ramp.
## Accounting
Stablecoin Account transactions sync to your connected ERP alongside your other Banking accounts.
### What syncs
The following data from your Stablecoin Account syncs to your ERP:
- Account balance
- Pay-ins (deposits)
- Pay-outs (payments and transfers)
### GL account mapping
You can map your stablecoin balances and transactions to the appropriate accounts in your chart of accounts.
To configure mapping, go to **Accounting** > [**Settings**](https://app.ramp.com/settings/accounting) > **Sync Settings** > **Banking**.
### Viewing statements
Monthly statements for your Stablecoin Account are available alongside your other Banking account statements at **Banking** > [**Documents**](https://app.ramp.com/s/treasury/documents).
## Permissions and controls
The Stablecoin Account uses the same permission set as other Banking accounts. Users who have access to manage Banking can also manage the Stablecoin Account. For details on Banking permissions, see your role settings under **Settings** > [**Roles**](https://app.ramp.com/settings/all/roles-and-permissions).
## Frequently asked questions
### What is USDC?
USDC is a dollar-pegged stablecoin, meaning each USDC token is backed 1:1 by US dollar reserves. It operates on blockchain networks and can be transferred quickly across supported chains.
### What stablecoins does Ramp support?
The Stablecoin Account supports USDC and USDT.
### Which blockchain networks are supported for stablecoin deposits?
You can deposit stablecoins on Base, Ethereum, Polygon, Arbitrum, Optimism, Solana, and Tempo.
### Can I use the Stablecoin Account with multi-entity setups?
For multi-entity customers, the Stablecoin Account is only available for your primary entity. Any sub-entities are not yet able to open a Stablecoin Account.
### What happens to my stablecoins while they're in my Stablecoin Account?
While at rest, your stablecoins are held as USDB, a stablecoin used by Ramp's infrastructure. When you make a payment or withdrawal, USDB is automatically converted to the asset you wish to pay with. This conversion is seamless and requires no action on your part. For more information on USDB, see the USDB FAQ [here](https://apidocs.bridge.xyz/platform/issuance/faq#bridge-stablecoins-faq).
### How are my funds custodied?
Your funds are held in a custodial segregated wallet. Ramp manages the wallet on your behalf through its infrastructure partners.
### I don't see my Stablecoin Account as a payment source in Bill Pay. What should I do?
Confirm that you have set up the relevant cash account mapping for your Stablecoin Account under **Accounting** > [**Settings**](https://app.ramp.com/settings/accounting) > **Sync Settings** > **Banking**, and that you have enabled the account as an eligible payment source in Bill Pay.
### Can I disable stablecoin payments or stablecoin wallet request emails in Bill Pay?
You can hide your Stablecoin Account from Bill Pay in the **Payments** section of [Bill Pay settings](https://app.ramp.com/bills/overview/settings) by turning that account off as an eligible payment source. However, Ramp does not have a separate business-wide setting to disable only the stablecoin payment method while keeping that account enabled for Bill Pay. Stablecoin appears only for businesses that have the feature enabled and for bills that support stablecoin, and for a specific bill you can choose another available payment method from [Bill Pay](https://app.ramp.com/bill-pay/bills/overview) before scheduling the payment.
Ramp also does not have a separate setting to disable only stablecoin vendor-request emails. When you send a vendor details request, leave **Stablecoin payment details** unchecked to avoid asking that vendor for a stablecoin wallet, or remove the saved stablecoin wallet from the vendor's profile in [Vendors](https://app.ramp.com/vendors/overview). For the request flow, see [Request payment, tax, and other details from vendors](/request-payment-tax-and-other-details-from-vendors).
### I'm unable to make reimbursements in stablecoins. What should I do?
You likely need to set up your Stablecoin Account as the default reimbursement payment source. Go to **Banking** > **Linked Accounts** > [**Payment Sources**](https://app.ramp.com/settings/company-settings/financial-accounts/configure) and select your Stablecoin Account under Reimbursement payments.
### How do Stablecoin rewards work?
See [How Stablecoin Rewards Work](#how-stablecoin-rewards-work) above for the current eligibility requirements, calculation method, and payout timing.
### Are there any gas fees associated with stablecoin payments from my Stablecoin Account?
Ramp covers all gas fees for stablecoin payments made from your Stablecoin Account.
### Where can I give feedback?
We would love to hear from you about your experience using the Stablecoin Account. Please email us any feedback you have at [stablecoins@ramp.com](mailto:stablecoins@ramp.com).
## Related articles
- [Ramp Checking Account overview](/ramp-checking-account-overview)
- [Ramp Banking Payments Overview](/ramp-banking-payments-overview)
- [Bill payment methods and timelines](/bill-payment-methods-and-timelines)
---
# Migration from Self-Directed to Managed Investment Account
> Official Ramp Help Center article. Topic: Business Banking / Set up Business Banking. [View the canonical page](https://support.ramp.com/migration-from-self-directed-to-managed-investment-account).
## Overview
The deadline to migrate a Self-Directed Investment Account to a Managed Investment Account was July 31, 2026. Customers who completed the migration moved their funds and active automations to a Managed Investment Account. For accounts that were not migrated, see the [Self-Directed Investment Account closure details](/ramp-self-directed-investment-account-overview).
## What happened when you completed the migration
The migration moved your funds to a Managed Investment Account and automatically closed your Self-Directed Investment Account. Any active automation that used your Self-Directed Investment Account as its funding source was updated to use your Managed Investment Account.
Funds typically settled in your Ramp Checking Account by the end of the next business day, moved into the Managed Investment Account on the following business day, and began accruing yield after trades settled.
For account behavior, strategies, deposits, withdrawals, and earnings after migration, see the [Ramp Managed Investment Account overview](/ramp-managed-investment-account-overview).
## What stays the same
Your money stays in the same type of fund with the same risk profile. Your funds default to the Reserve strategy, invested in IJTXX, a J.P. Morgan government money market fund that invests in short-term U.S. government instruments and maintains a stable $1 NAV. Like FUGXX (the Invesco fund in your Self-Directed account), it's designed to preserve principal.
## What's changing
**Same-day fund settlement.** IJTXX settles trades the same day instead of the next business day. After you request a withdrawal, proceeds are typically available in your Ramp Checking Account by the end of the next business day.
**Your account is now professionally managed.** Moment Advisors, LLC (a registered investment adviser) manages the portfolio on your behalf. To complete the switch, you'll review and sign two new agreements covering the advisory relationship with Moment and the brokerage account at Apex.
**More investment options available.** The Managed Investment Account has a short-term sleeve (where your funds sit by default) and a long-term sleeve that targets higher yield through fixed-income securities. You control how much goes to the long-term sleeve by setting a short-term cash target: any balance above that target gets allocated to your chosen long-term investment option. You don't have to use any of this; it's available when you want it.
## Open a Managed Investment Account after the migration deadline
A Ramp Checking Account is required to open and fund a Managed Investment Account. If your business does not have one, see the [Ramp Checking Account overview](/ramp-checking-account-overview) for setup instructions.
1. Open [Banking](https://app.ramp.com/treasury) and select **New**, then **Investment Account**.
2. Select your short-term cash target and investment preferences.
3. Review and accept your portfolio and account agreements, then submit your application.
4. After the account is approved, use [Move money](https://app.ramp.com/s/treasury/transfers/create) to deposit funds from your Ramp Checking Account.
For account requirements and details, see the [Ramp Managed Investment Account overview](/ramp-managed-investment-account-overview).
## Frequently asked questions
### Does selling FUGXX during the transfer create a taxable event?
Because FUGXX maintains a stable $1 NAV, the redemption typically does not produce a realized gain or loss.
### Can I keep my self-directed account?
No. Self-Directed Investment Accounts have been retired. Customers who completed migration had their Self-Directed Investment Accounts closed automatically, and Ramp will close all remaining accounts on August 4, 2026.
### What happened if I did not migrate my account?
Ramp will automatically close remaining Self-Directed Investment Accounts on August 4, 2026. You do not need to take action for the closure. See the [Self-Directed Investment Account overview](/ramp-self-directed-investment-account-overview) for details about liquidation proceeds, outstanding dividends, statements, tax documents, and automations.
## Risk reminder
Investing in fixed-income securities involves risk, including possible loss of principal. Bond values can fluctuate due to changes in interest rates, credit quality, liquidity, and market conditions. Use of models and automation does not guarantee performance or prevent losses.
---
# Ramp Checking Account Multi-Entity Setup
> Official Ramp Help Center article. Topic: Business Banking / Set up Business Banking. [View the canonical page](https://support.ramp.com/ramp-checking-account-multi-entity-setup).
Multi-entity businesses can open separate Ramp Checking Accounts for each verified sub-entity. This helps maintain clear legal separation, simplify accounting and reporting, and ensure statements and documentation reflect the correct entity name.
This article walks you through how to verify a sub-entity and set up a Ramp Checking Account for a verified sub-entity.
### Key notes
- Only **verified entities** can hold Ramp Checking Accounts.
- Users with the `BUSINESS_OWNER` or `BUSINESS_ADMIN` role can open Ramp Checking Accounts for sub-entities.
- There can be **multiple Ramp Checking Accounts per entity** .
- There can only be **one Ramp Investment Account per entity** .
- Non-US sub-entities can’t open Ramp Checking Accounts.
### Step 1: Add a sub-entity
If the sub-entity does not yet exist in Ramp:
1. Go to **Company → Entities** .
2. Click **Create new entity** .
3. Enter the required details, including the EIN and linked bank account.
4. Complete setup.
Once created, proceed to verification.
### Step 2: Complete KYB verification
To verify a sub-entity:
1. Go to **Banking → Overview → New** .
2. Select **Checking Account** or **Investment Account** .
3. Choose the entity you want to verify.
4. If the entity is not already verified, click **Start verification** .
You’ll be asked to provide entity information and key individual information. At least one individual must have the role of **Representative**.
- Entity information: Legal entity name, business description, business address, state of incorporation, tax identification number (EIN), website and phone number, and parent company ownership details, if applicable
- Key individual information: Name, email, title, phone number, date of birth, role, address, and SSN
Most verifications are completed within minutes. Some may require manual review and take 24 to 48 hours. You can check the status under **Company → Entities**. The Under KYB review badge disappears once the entity is approved.
### Step 3: Open a checking account or investment account
**To open a Checking Account:**
1. Go to **Banking → Overview → New** .
2. Select **Checking Account** .
3. Choose the verified sub-entity.
4. Click **Create Account** .
**To open an Investment Account:**
1. Go to **Banking → Overview → New** .
2. Select **Investment Account** .
3. Choose the verified sub-entity.
4. Complete the additional onboarding steps required by our brokerage partner.
### Transfer funds and update settings (if applicable)
If you are undergoing a KYB Refresh:
1. Transfer funds from the prior Checking Account associated with the unverified sub-entity to the new Checking Account associated with the verified sub-entity.
2. Update the following settings:
- Default payment source for cards, reimbursements, and subscriptions
- Bill Pay settings
- Debit settings and originator IDs
- Automations, such as target balance or recurring transfers
3. Update bank details anywhere they are used, including with vendors, customers, and payroll providers.
4. Close the prior Checking Account.
## Frequently asked questions
### How long does KYB verification take?
Most applications are approved within minutes. Some may require manual review and take up to 24 to 48 hours.
### Where can I check verification status?
Go to **Company → Entities**. Once verification is complete, the Under KYB review badge no longer appears.
### Can I reassign account ownership to another entity later?
No. Account ownership can’t be reassigned after creation, so make sure you select the correct entity before opening the account.
### How does accounting work for multi-entity setups?
Payment activity appears under **Accounting → Banking**. Once sync settings are configured, transactions can sync to your ERP as usual.
---
# Ramp Banking Payments Overview
> Official Ramp Help Center article. Topic: Business Banking / Business Banking Payments and Accounting. [View the canonical page](https://support.ramp.com/ramp-banking-payments-overview).
*This article is applicable only for Ramp Checking Account provided by the First Internet Bank of Indiana.*
Ramp supports a range of **funding, transfer, and withdrawal methods** to give businesses flexibility and control over how they manage cash within the platform. These money movements can be grouped into three flows: **Inbound** (money coming into your Ramp Checking Account), **Book Transfers** (internal transfers between Ramp-managed accounts), and **Outbound** (money leaving Ramp-controlled accounts).
## Inbound flows (funding / deposits)
Inbound flows refer to **money moving into your Ramp Checking Account**, including:
- **ACH Pulls** : Initiated from within Ramp to pull funds from a linked external bank account
- **ACH Pushes** : Sent from an external bank to your Checking Account (need to provide routing/account number)
- **Domestic Wires** : Sent from external bank accounts. Typically settle faster
- **Real-Time Payments (RTP)** : Instant transfers initiated externally into your Checking Account
- **SEPA (EUR) / USDC Pay-ins** : Sent off-Ramp via SEPA (EUR) or via Bridge (USDC) into your Checking Account
- **Checks** : Deposited by submitting images through Ramp web or mobile
- **Cashback Redemption:** Redeem cashback into your Checking Account
These methods fund the Checking Account and are often used to support card spend, bill payments, or transfers to investment accounts.
## Book transfers (internal account to account)
Book transfers are **internal movements between Ramp-managed accounts**, including:
- **Checking Account → Investment Account** (buy orders)
- **Investment Account → Checking Account** (sell orders)
- **Transfers between virtual accounts** for reconciliation or allocation
These are initiated within Ramp and typically settle **same day or next business day**, depending on the direction.
## Outbound flows (withdrawals / payments)
Outbound flows involve **money leaving Ramp-controlled accounts**, including:
- **ACH pushes** to linked or unlinked bank accounts (manual or scheduled transfers)
- **Wire pushes** to linked or unlinked bank accounts (manual or scheduled transfers)
- [**Wire drawdown requests**](/wire-drawdown-requests) from authorized third parties
- **Check issuance** through [Ramp Checking Account](/issue-checks-from-ramp-checking-account)
- **ACH pulls by authorized third parties** (if enabled via debit settings)
- **Bill Pay** (Ramp’s vendor payment system)
- The Bill Pay wire limit is currently USD 12 million
- Real-time payments are available only when funded from a Ramp Checking Account and have a limit of up to USD 1 million
- Eligible foreign-currency payments funded from a Ramp Checking Account and paid out in EUR, GBP, MXN, BRL, or COP typically arrive within about 30 minutes, 24/7, for amounts up to approximately USD 1 million depending on the payout currency. Review the estimate in [Bill Pay](https://app.ramp.com/bills), or see [International transfers on Ramp Bill Pay](/international-transfers-on-ramp-bill-pay#vendor-payment-timelines-and-fees) for eligibility details.
- **Card statement payments** (instant relief of credit limit)
- **Reimbursements**
- **Ramp Services** (e.g., wire fees or subscription payments)
Payroll providers can pull funds by ACH when external debits are enabled, but paper checks they print using your Ramp Checking Account and routing details are not supported. To pay by check, [issue each check in Ramp](/issue-checks-from-ramp-checking-account#can-i-use-check-issuance-for-payroll).
Processing speed varies by method and the recipient’s bank.
## Flow types and timelines
*The following is applicable for Ramp Checking Account provided by the First Internet Bank of Indiana.*
### Inbound / deposits
| Method | Timeline | Instructions |
| --- | --- | --- |
| ACH Transfer (**Pull**) | 0–4 business days Cutoff: 4pm ET | Go to **Move money** > **Transfer**, enter amount, select bank account source |
| Check Deposit | Settles in up to 5 business days | Go to **Move money** > **Deposit check**, enter amount, upload images of the front and back, select destination |
| Cashback Redemption | Almost instant | Go to **Company** > **Rewards** to redeem cashback |
| ACH Transfer (**Push**) | Same day (if amount below $1M and initiated before cutoff times) | Share your routing/account number (under **Account Details**). |
| Domestic Wire (international wires not supported) | Same day: 30 min – 3 hrs Cutoff: 5pm ET | Share routing/account number (under **Account Details**) |
| Real-Time Payments (RTP) | Typically same day: 30 min – 3 hrs | Share routing/account number (under **Account Details**) |
| SEPA (EUR) | Same day (if amount below $1M and initiated before cutoff times) | Share IBAN and BIC (under **Account Details**) |
| USDC (Stablecoin) | Settles in ~5 business days | Go to **Account details** > choose **USDC** > select network (Base or Solana), then scan QR code via Bridge |
### Book transfers
| **Method** | **Timeline** | **Instructions** |
| --- | --- | --- |
| Brokerage Buy Order | Same business day if initiated within trading hours | Go to **Move money** > **Transfer**, enter amount, select source/destination |
| Brokerage Sell Order | Next business day if initiated within trading hours | Go to **Move money** > **Transfer**, enter amount, select source/destination |
| Internal Transfer between Ramp Checking Accounts | Under 30 minutes (if both Checking Accounts have the same provider). May take longer on weekends/bank holidays, or if providers differ and amount is below $10M. Otherwise, refer to settlement times shown in-app. | Go to **Move money** > **Transfer**, enter amount, select source/destination |
### Outbound / withdrawals
Outside of Ramp
| **Method** | **Timeline** | **Instructions** |
| --- | --- | --- |
| ACH Transfer (Push) to **linked** bank accounts | Depends on receiving bank | Go to **Move money** > **Transfer**, enter amount, select payment method = ACH |
| Wire (Push) to **linked** bank accounts | Same day: 30 min – 3 hrs Cutoff: 5pm ET | Go to **Move money** > **Transfer**, enter amount, select payment method = Wire |
| ACH Transfer (Push) to **unlinked** bank accounts | Depends on receiving bank | Go to **Move money** > **Send payment**, create/select vendor, initiate payment |
| Wire (Push) to **unlinked** bank accounts | Same day: 30 min – 3 hrs Cutoff: 5pm ET | Go to **Move money** > **Send payment**, create/select vendor, initiate payment |
| USDC (Stablecoin) to **unlinked** bank accounts | Depends on receiving bank | Go to **Move money** > **Send payment**, create/select vendor, initiate payment |
| ACH Transfer (Pull) by authorized third parties | Usually same day | Share routing/account number (under **Account Details**). You can set up virtual accounts for added security. |
**Update beneficiary details after a failed wire:** If Ramp identifies an incorrect account number or incorrect beneficiary details as the reason a wire push failed, do not retry the transfer unchanged. If you have permission to move money, open the failed transfer from transfer history to review and update the wire beneficiary details, then confirm the recipient's wire routing number and account number with the receiving bank before retrying. If you do not have permission to move money, ask an Admin, Owner, or another user with move-money permission to update the failed transfer. Linked bank accounts can still need separate wire details, and wire routing numbers can differ from ACH routing numbers.
Within Ramp
| **Method** | **Timeline** | **Instructions** |
| --- | --- | --- |
| Bill Pay | 0–5 business days (varies by risk tier and method) | Inside each bill, under **Payment details**, select **Pay from account** > **Ramp Checking Account** |
| Card Statement Payments | Immediate restoration of open-to-buy (settlement may occur later) | Go to **Company** > **Banking** > **Linked Accounts** > **Payment Sources** and select Checking Account |
| Ramp Services | | Go to **Company** > **Statements & Payments** > select payment method = Checking Account |
| Reimbursements | | Go to **Company** > **Statements & Payments** > select payment method = Checking Account |
## Frequently asked questions
### Does Ramp support lockbox services?
No. Ramp does not provide a bank lockbox service that receives and processes mailed checks, or a physical lockbox or night-deposit box for checks. To deposit a check, [submit images of the check through Ramp web or mobile](/depositing-checks-into-ramp-checking-account).
### How early do customers have to send in payments via wire to send out payments same day?
Incoming wires typically settle within minutes once Ramp receives them. There is no strict guaranteed timing, but as a rule of thumb funds should land in the Checking Account **before 4pm ET**. Working backwards from that:
- If sending out a payment via **wire** , send by ~ **2pm ET**
- If sending out a payment via **same-day ACH** , send by ~ **1pm ET**
If a wire funding a bill payment arrives after the cutoff, the bill may become unscheduled. You can retry the payment once funds settle. Approvals typically do not need to be redone.
Bill payments via domestic wire initiated after **1pm ET** on a business day (Mon–Fri), or on weekends or holidays, will be initiated the next business day.
### How can I fund my checking account as soon as possible?
Wire or RTP (real time payment) money in from your external bank. ACH deposits initiated within Ramp could take up to 0 to 4 business days to settle.
### How can I move funds out of my checking account as soon as possible?
Fastest way to move funds out of a Checking Account to another bank account is to wire money out within Ramp. Ramp does not charge a wire fee. Wiring to consumer bank accounts is not supported and will fail.
### What should I do if a wire withdrawal fails because the account number or beneficiary details are incorrect?
Do not retry the transfer unchanged. If you have permission to move money, open the failed transfer from transfer history to review and update the wire beneficiary details, then confirm the recipient's wire routing number and account number with the receiving bank before retrying. If you do not have permission to move money, ask an Admin, Owner, or another user with move-money permission to update the failed transfer. Linked bank accounts can still need separate wire details, and the wire routing number may be different from the ACH routing number.
### What are the funding cutoff times for next-business-day payments?
Cutoff times below are when the payment is **received by Ramp**, not when it is sent by the customer’s bank.
| Inbound Payment Method | Cutoff Time (ET) |
| --- | --- |
| Domestic Wire | 6:15 pm |
| Standard ACH | 9:10 pm |
| Same-day ACH | 1:00 pm |
| Real Time Payment | No cutoff |
| SWIFT wire | Use external bank account |
### What is the inbound domestic payment limits into Ramp Checking Account (first Internet bank of Indiana)?
There is no limit.
### What are the payment speeds when debiting a linked external account?
- Up to **$20M** in aggregate in-flight debits from linked external bank accounts will settle to the recipient within **2 business days** for domestic wire and ACH payments.
- Once aggregate in-flight payments exceed **$20M** , debits will settle within **5 business days** .
See more: [Bill payment methods and timelines](/bill-payment-methods-and-timelines)
### Current brokerage sweep timing
| Trade | Cutoff |
| --- | --- |
| Brokerage Buy Order | 3 pm ET to initiate a trade for buy order to settle same day |
| Brokerage Sell Order | 3 pm ET to initiate a trade for sell order to settle next business day *Note: Funds will be in account at ~4:30pm ET the next trading day* |
---
# Depositing checks into Ramp Checking Account
> Official Ramp Help Center article. Topic: Business Banking / Business Banking Payments and Accounting. [View the canonical page](https://support.ramp.com/depositing-checks-into-ramp-checking-account).
Deposit checks less than $10 million into your Ramp Checking Account by submitting electronic images of the front and back of a check via the Ramp web or mobile app. They can take up to 5 business days to settle. Only Business Admins and Business Owners, who have access to [Ramp Banking](https://app.ramp.com/s/treasury/home), can deposit checks.
### How to deposit a check into Ramp Checking Account?
### Web:
1. Navigate to your Ramp Checking Account by selecting *Banking* > *Overview* in the left navigation panel in the Ramp web app.
2. Select *Move money* and click the *Deposit check* tab at the top of the drawer.
3. Enter the check amount and upload images of the front and back of the check. Supported file types include PNG, JPG, JPEG, HEIC, WEBP, and PDF. Ensure the check is endorsed, and all information on the check is fully visible and legible.
4. Select the destination account from the *To Account* drop-down menu.
5. Click *Submit check* to complete the deposit.
### Mobile (iOS + Android):
1. Click “+” icon on the bar and click *Deposit check* .
2. Take a picture of the front and back of your check or upload images.
3. Enter the check amount.
4. Select the destination account to deposit money into.
5. Click *Submit* to complete the deposit.
## Frequently asked questions
### Can I schedule a check deposit?
No, scheduling a check deposit is currently not supported.
### Do I need to endorse the check before uploading images of the front and back of the check?
Yes, checks are required to be endorsed.
### Can I add approval chains or policies for check deposits?
Yes, you can add approval chains or policies the exact same as for wallet deposits and withdrawals.
### My check deposit was rejected. Why?
To find out why your check deposit was rejected, follow these steps:
1. Navigate to the Ramp Checking Account where you deposited the check.
2. Click the check deposit transfer in the list view to open the details drawer.
3. Review the log of events in the transfer details drawer. The rejection reason appears below the *Check deposit failed* event.
### My check deposit was reversed. Why?
To find out why your check deposit was reversed, follow these steps:
1. Navigate to the Ramp Checking Account where you deposited the check.
2. Click the check deposit transfer in the list view to open the details drawer.
3. Review the log of events in the transfer details drawer. The reversal reason appears below the *Check deposit failed* event.
### My check deposit shows as `Completed` in the transfer list, but the funds aren't available. Why?
Even after a check deposit shows as `Completed`, funds may be subject to a hold period based on our check hold policies.
### How long does it take for my check deposit to clear?
Check deposits can take up to 5 business days to become available, depending on the amount, account history, and review requirements.
### How do I track the status of my check deposit?
Go to **Banking > Overview**, click into the Checking Account, and select the check deposit transaction to view its status and event log.
### Is check issuance supported?
Yes, check issuance is available for eligible Ramp Checking Account customers. See [Issue checks from Ramp Checking Account](/issue-checks-from-ramp-checking-account) for eligibility, timing, and cancellation details.
Check issuance is separate from check deposit. If you need account-verification documentation, you can download a voided check PDF from [**Banking**](https://app.ramp.com/s/treasury/home) or [**Account details**](https://app.ramp.com/s/treasury/account-details).
### Are international check deposits supported?
No, we don't support depositing checks from international financial institutions.
### Are there deposit limits?
Check deposits must be less than $10 million.
### Are there any fees associated with depositing checks?
There are no fees.
### What if I entered the wrong amount or account?
If the amount you enter doesn't match what's printed on the check, your deposit will be rejected. You can then resubmit the same check with the correct amount.
### Would an initial or partial amount of the check become available immediately?
No initial or partial amount will be available immediately. The full sum can take up to 5 business days to settle.
### What do I need to include in the endorsement?
An authorized signature, name of business, and "For deposit only to Ramp Checking Account".
---
# Issue checks from Ramp Checking Account
> Official Ramp Help Center article. Topic: Business Banking / Business Banking Payments and Accounting. [View the canonical page](https://support.ramp.com/issue-checks-from-ramp-checking-account).
## Overview
Issue checks from a Ramp Checking Account to create a downloadable check PDF in Ramp. After the check is created or approved, print and deliver the check to the payee; funds are debited only if the payee deposits the check and it clears.
## Eligibility for issuing checks
Check issuance is available only for eligible Ramp Checking Account customers whose account is provided by First Internet Bank of Indiana. Ramp Operating Account customers do not have access to this feature.
If you are not eligible for check issuance, use [Bill Pay check payments](/bill-payment-methods-and-timelines#paying-by-check) to have Ramp mail a check to a vendor with a mailing address in the US, Guam, Puerto Rico, or the US Virgin Islands.
You can issue checks only from the Ramp web app. The feature is not available in the Ramp mobile app.
Users need permission to send outbound transfers from the Ramp Checking Account. Check issuances follow the same transfer approval policy as other Ramp Banking outbound transfers, so an approval may be required before Ramp creates the check PDF.
## Issue a check from Ramp Checking Account
Use check issuance when you need to create a paper check from your Ramp Checking Account and deliver it yourself.
1. Go to [Ramp Banking](https://app.ramp.com/s/treasury/home).
2. Select **Move money**, then select **Issue check**.
3. Enter the payee name and amount.
4. Add an optional memo.
5. Submit the check for issuance.
6. If approval or review is required, wait until the check is approved or the review is complete.
7. Download the check PDF.
8. Print and deliver the check to the payee.
The check date defaults to the issuance date and cannot be post-dated. Ramp does not mail checks or email checks on your behalf.
## Print and deliver an issued check
Issued checks are designed for mobile deposit. Print the PDF on plain paper for mobile deposit.
To deposit at a bank branch, print the PDF on [TROY Security Check Paper](https://shop.troygroup.com/products/troy-security-check-paper-blue-check-top-ream-2?variant=47890535743792) with magnetic ink (MICR). This is the only check stock Ramp has tested for branch deposits. Deliver the printed check by hand, mail, or another method you choose.
## Check timing and balances
The check PDF is usually available within seconds to minutes after creation, or after approval if approval is required. Ramp does not debit the funds when the check is issued; funds are debited when the payee deposits the check and it clears.
Issued checks appear as pending payments. Ramp does not reserve the issued check amount, so keep enough funds in the source account until the check clears. Clearing timing depends on when the payee's bank submits the check and is typically 1-2 business days after submission.
Uncashed checks expire 180 days after issuance. The check details in [Ramp Banking](https://app.ramp.com/s/treasury/home) show the **Valid until** date. If someone attempts to deposit an expired check, the deposit is declined.
## Manage issued checks
Issued checks appear in transfer history as **Check withdrawals**. You can use transfer history to review check details, download the PDF again, and cancel an undeposited check.
Each issued check includes the check number, payee, amount, issue date, status, memo, and source account. Use these details to reconcile the check against your Ramp Checking Account activity.
## Cancel an issued check
You can cancel an issued check any time before the payee deposits it. After cancellation, Ramp issues a stop payment and marks the check as canceled.
1. Go to [Ramp Banking](https://app.ramp.com/s/treasury/home).
2. Find the **Check withdrawal** in transfer history.
3. Open the check details.
4. Select **Cancel**.
If the payee attempts to deposit the check after cancellation, the deposit is declined.
## Check statuses
Issued checks can move through the following statuses:
| Status | Meaning |
| --- | --- |
| Requested | The check is awaiting approval, if approval is required by your transfer policy. |
| Under Review | The check is awaiting Ramp fraud or compliance review. |
| Issued | The check was created and the PDF is available to download. |
| Completed | The payee deposited the check and funds were debited. |
| Check deposit attempt rejected | The payee attempted to deposit the check, but the deposit was declined. |
| Canceled | The check was canceled or expired. |
| Reversed | The check was deposited, but the deposit was later reversed. |
## Frequently asked questions
### Are there fees for issuing checks?
No. Ramp does not charge a fee to issue checks from a Ramp Checking Account.
### Can I issue multiple checks at once?
No. Batch check issuance is not currently supported. Create each check individually.
### Can I post-date a check?
No. The check date defaults to the issuance date and cannot be changed to a future date.
### Can I email a check instead of printing it?
Ramp does not send checks by email on your behalf. After you download the check PDF, you can share it with the payee using the delivery method you choose.
### What happens if a check is deposited for the wrong amount?
Ramp matches deposited checks against the issued check record. If the account number, check number, or amount does not match the issued record, the deposit is declined.
### Can I use check issuance for payroll?
You can use Ramp to issue a check for a payroll amount, but paper checks printed by a payroll provider using your Ramp Checking Account and routing details are not supported. Ramp matches deposited checks to a check record issued in Ramp, so checks created outside Ramp may be declined.
Create each payroll check through [Ramp check issuance](#issue-a-check-from-ramp-checking-account). Ramp does not handle payroll calculation, taxes, paystubs, or payroll file imports, and batch check issuance is not currently supported.
---
# Enabling Plaid's Pay by Bank for Ramp Checking Account
> Official Ramp Help Center article. Topic: Business Banking / Business Banking Payments and Accounting. [View the canonical page](https://support.ramp.com/enabling-plaids-pay-by-bank-for-ramp-checking-account).
With Ramp >\< Plaid integration, Ramp Checking Account now appears as a selectable financial institution in any app or checkout experience that supports Pay by Bank (e.g., Shopify, Venmo).
## Set up in Ramp
For ACH transfers, your primary account's **Debit settings** must be set to **Allow all** for this feature to work.
**Allow all** does not override vendors listed under **Blocked vendors**. See [Ramp Banking Approval controls for external debits](/ramp-banking-approval-controls-for-external-debits) to review these controls.
Editing debit settings requires permission to manage Banking accounts. If you don't have it, ask a Ramp Admin or Owner to make the change or grant you access.
1. Open [Account details](https://app.ramp.com/s/treasury/account-details). If you have multiple Ramp Checking Accounts, use **Viewing details for** to select your primary account.
2. Open the three-dot menu and select **Edit**.
3. Under **Debit settings**, select **Allow all**, then save your changes.
You will receive the error "Account not currently supported" if the above settings are not enabled.
Once this is set up, you can search and choose **Ramp** from the list of banks and pay vendors directly using funds from their Ramp Checking Account(s) or receive funds. This works similarly to paying via Chase or BoA on websites offering “Pay with Plaid.”
[Video](https://www.loom.com/share/16001bd3e7464aad99308a38b1c7ea6e) demonstrating setting changes needed. [Video](https://www.loom.com/share/6eea592a70d24b40bdc6318307881a29) demonstrating using the Pay By bank feature in Venmo.
## Benefits of pay by bank with Plaid
For any vendor leveraging Plaid linking, paying and receiving funds via Ramp Checking Account is now simpler and safer as they do not need to input any specific account details. For example, your Ramp Checking Account can now support receiving and sending money via Venmo and Shopify, or any instance where Plaid is used.
---
# Wire drawdown requests
> Official Ramp Help Center article. Topic: Business Banking / Business Banking Payments and Accounting. [View the canonical page](https://support.ramp.com/wire-drawdown-requests).
## Overview
A wire drawdown request lets an authorized third party pull funds from your Ramp Checking Account by sending a request through the wire network. You may also hear this called a reverse wire, Fedwire drawdown, drawdown request, or wire pull.
Use wire drawdowns when a third party you work with, such as a payroll provider, broker, lender, or treasury partner, needs to initiate the pull from your account. You share your wire details with the third party, then control whether each request is approved manually or automatically trusted for future requests.
## Set up a third party for wire drawdowns
To let a third party request wire drawdowns, share the account and routing details for the Ramp Checking Account they should pull from. No separate authorization letter is required for wire drawdowns.
1. Go to [Account details](https://app.ramp.com/s/treasury/account-details) for the Ramp Checking Account.
2. Reveal and copy the account and routing number, or download the wire instructions if you need to share the details as a document.
3. Share those wire details with the third party.
4. If the third party sends a small verification drawdown, review and approve it like any other wire drawdown request.
After the third party has the correct wire details, they can submit drawdown requests to Ramp for your review.
## Approve or reject a wire drawdown request
Incoming wire drawdown requests appear in Ramp Banking pending approvals. Assigned approvers can open the request to review the sender, amount, and account details, then reject, approve, or approve and trust the sender.
Approve before 5:00 PM ET for same-day settlement. Approvals after that cutoff settle the next business day. Approval may be unavailable if the Ramp Checking Account balance is not enough to fulfill the wire or if you are not the next approver in the workflow.
For broader Banking approval policy setup, see [Ramp Banking approvals](/ramp-banking-approvals).
## Trust a sender for future wire drawdowns
Choosing **Approve & trust** approves the current request and trusts the sender for future wire drawdowns from the same account and routing number. Choosing **Approve** only approves the current request, so future requests from that sender still require approval.
Only trust senders you are confident should be able to pull funds without manual review. After a wire drawdown is fulfilled, the wire is difficult to reverse or recover.
## Manage trusted wire drawdown senders
You can manage trusted wire drawdown senders from [Account details](https://app.ramp.com/s/treasury/account-details). Open the account details menu, edit the account details, then review the **Wire drawdowns** section.
Add a trusted sender by entering the sender's account number, routing number, and nickname. Remove a trusted sender to require manual approval for future drawdown requests from that account again. If the trusted sender list is empty, each wire drawdown request requires approval.
## Frequently asked questions
### What is a verification drawdown or penny test?
A verification drawdown is a small wire drawdown request that a third party may send to confirm the connection works. It appears as a normal wire drawdown request for a small amount, and you approve it the same way you approve other wire drawdown requests.
### Can I turn off wire drawdowns entirely?
There is no separate on/off switch for wire drawdowns. Requests from non-trusted senders require approval, so funds do not move unless an assigned approver approves the request.
### Can payroll providers use wire drawdowns?
Yes. Payroll providers and other third parties can use wire drawdowns when they need to pull funds from your Ramp Checking Account. Share your wire details with the provider, then approve each request manually or trust the provider for future requests.
### What if a wire drawdown request does not appear in Ramp?
Confirm with the third party that they submitted the request to the correct account and routing number. Once Ramp receives the request, it appears in Ramp Banking pending approvals for review.
### Are wire drawdowns the same as ACH external debits?
No. Wire drawdowns are wire pull requests. ACH external debits use ACH debit settings and trusted vendors; for those controls, see [Ramp Banking approval controls for external debits](/ramp-banking-approval-controls-for-external-debits).
---
# Ramp Banking Accounting
> Official Ramp Help Center article. Topic: Business Banking / Business Banking Payments and Accounting. [View the canonical page](https://support.ramp.com/ramp-banking-accounting).
## Overview
> **Available on Ramp Plus.** See [Ramp Plus overview](/ramp-plus-overview) for plan details.
Speed up your reconciliation process by configuring the accounting sync settings for your Ramp Checking Account(s) and Ramp Investment account(s). Cash transfers and earnings payouts sync as journal entries in your connected ERP. Follow the steps below to get started.
Ramp Banking supports the following accounting platforms:
- QuickBooks Online
- NetSuite
- Universal CSV (including IIF support for QuickBooks Desktop)
- Xero
- Sage Intacct
- Acumatica
- Zoho Books
- QuickBooks Desktop
- [Microsoft Dynamics Business Central](/microsoft-dynamics-business-central-overview)
- [Microsoft Dynamics Finance and Operations](/microsoft-dynamics-finance-operations-integration-overview) **(Enterprise)**
## Accounting sync settings
If you haven’t connected Ramp to your accounting provider yet, please refer to the[Overview of Ramp Accounting](/overview-of-ramp-accounting)for more details.
If you already have an ERP connected (either directly or via UCSV), follow these steps to link accounts in Ramp to the corresponding ERP account:
1. Navigate to **Accounting > Settings > Sync Settings > Banking**.
2. Select the appropriate GL account mappings for:
1. **Checking Account(s):** This account handles closed-loop deposits and withdrawals. A GL account is automatically created for you, but you can update or create a new account if needed.
2. **Earnings account:** This account records earnings revenue from Ramp Checking Accounts. Select an existing account in your ERP or create a new one.
3. **Investment Account:** This account records all buy and sell orders. Select an existing account in your ERP or create a new one. *Only applicable if you opened one.*
4. **Dividend account:** This account records cash dividend from Ramp Investment account (Self-Directed). Select an existing account in your ERP or create a new one.
5. **Linked bank account(s):** This account is used for any funding account(s) linked to your Ramp Checking Account. Again, choose an existing GL account or create a new one. ***Note, the following account mappings are only available for businesses on QuickBooks Online, NetSuite, Sage Intacct, Xero, or Universal CSV who have an Investment Account (Managed).***
1. Reminder to add all accounts you have moved funds from/to and assign a GL account by clicking "Add another account".
6. **Investment Account Cash Account:** This account tracks cash in your Investment Account (Managed).
7. **Interest Income Account:** This account tracks interest income from your Investment Account (Managed).
8. **Position Asset Account:** This account tracks investment positions in your Investment Account (Managed).
9. **Realized Gain/Loss Account:** This account tracks realized gains and losses from your Investment Account (Managed).
10. **Unrealized Gain/Loss Account:** This account tracks unrealized gains and losses from your Investment Account (Managed).
3. Choose the **sync frequency**:
1. **Manual sync:** Transfers are synced when you initiate them.
2. **Automatic sync (daily):** Transfers are synced automatically on a daily basis.
Note that adjusting accounting settings does not affect the operation of your Ramp cards but affects how Ramp syncs transactions to your ERP system.
## Manual sync / un-synced transfers
If you choose to sync manually, any unsynced transfers (those not started or that have failed) will appear in the table located at **Accounting >**[**Banking**](https://app.ramp.com/accounting/business-accounts)in the left navigation bar. From this table, you can manually trigger the sync.
If a provider account mapping is missing, you will see “Configure to sync.” In this case, update the setting under **Sync Settings > Banking** before attempting to sync your transfers.
## AI-suggested GL accounts / categories
For open-loop transfers such as external deposits and withdrawals, Ramp suggests a GL account based on your past accounting patterns. The suggestion appears in the **GL Account** column of the [**Accounting > Banking**](https://app.ramp.com/accounting/business-accounts) table with a purple AI icon to the left of the value.
> **Note:** AI suggestions currently apply to the GL Account / Category field only. Other accounting fields such as Department, Class, and Location are not auto-suggested for open-loop transfers at this time.
### How AI suggestions work
1. When an open-loop transfer clears or is received in your Ramp Checking Account, Ramp analyzes your historical coding patterns to suggest a GL account.
2. Open the [**Accounting > Banking**](https://app.ramp.com/accounting/business-accounts) table. Transfers with an AI-suggested GL account display a purple AI icon next to the value.
3. If your business has defaults set up, the defaults will override AI suggestions and be applied automatically.
### Reviewing and adjusting suggestions
- **Accept (default):** If the suggested GL account is correct, no action is needed. The suggestion is used when you sync the transfer to your ERP.
- **Override:** If the suggestion is incorrect, click the **GL Account** cell and select a different value. Your correction helps Ramp improve future suggestions.
- **Bulk edit:** Select multiple transfers using the checkboxes, then use the bulk action bar to apply the same GL account to all selected transfers at once.
## Sync history and failures
Use the **Sync History** button at the top right to view and download a CSV file. This CSV shows which transfers have been successfully synced and includes error messages for any failed sync attempts.
## UCSV
For businesses using UCSV, you have the option to download a CSV of transfers instead of exporting them directly to your ERP. Downloading the CSV will mark the transfers as synced.
If necessary, you can mark these transfers as unsynced in the **Sync History** view. This will cause them to reappear in the transfers table.
## What activities are synced?
### Activities synced as journal entries
The following Ramp Banking activity is synced as a journal entry to the ERP:
Ramp Checking Account
- Deposit into Ramp Checking Account
- Withdrawal from Ramp Checking Account
- Transfers between Ramp Checking Accounts owned by different entities, synced to NetSuite as an Advanced Intercompany Journal Entry (see *Sync cross-entity transfers to NetSuite as intercompany journal entries* below)
- Earnings payout from Ramp Checking Account (monthly)
- External deposits (i.e., deposits from a non-linked account, via wire or Real Time Payment)
- External withdrawals (i.e., Payroll)
Ramp Investment Account (Self-Directed)
- Buy order: Deposits **into Ramp Investment Account**(Self-Directed) from a Ramp Checking Account buying FUGXX
- Sell order: Withdrawal **from Ramp Investment Account** (Self-Directed) to a Ramp Checking Account selling FUGXX
- Cash dividends from Ramp Investment Account (Self-Directed) monthly
- Reinvested dividends within Ramp Investment Account (Self-Directed) monthly
**Note:** For cash and reinvested dividends, Ramp syncs journal entries using the activity date shown in Ramp. Apex monthly statements may show the same dividend using the processing date when cash settles, so the dates may differ during reconciliation.
Ramp Investment Account (Managed)
***Note: Only available for businesses on QuickBooks Online, NetSuite, Sage Intacct, and Universal CSV***
- Deposit into Investment Account (Managed): Deposits into Ramp Managed Portfolio from Ramp Checking Account
- Withdrawal from Investment Account (Managed): Withdrawal from Ramp Managed Portfolio to Ramp Checking Account
- Buy order: Buying assets using cash in Investment Account cash account
- Sell order: Selling assets from Position Asset Account and increasing cash balance in Investment Account cash account
- Mark to Market: Adjusting the value of investment positions to reflect current market prices, recording unrealized gains or losses
- Cash Dividends: Cash distributions received from investment positions in the Managed Portfolio
> **Note:** For cash dividends, Ramp syncs journal entries using the activity date shown in Ramp. Apex monthly statements may show the same dividend using the processing date when cash settles, so the dates may differ during reconciliation.
### Managed Investment Account entries in Xero
For businesses using Xero, Managed Investment Account transfers sync as bank transfers. Managed Investment Account activities sync as bank transactions, except cash dividends and credit interest sync as manual journal entries.
### Regarding external deposits and withdrawals
1. Ramp may suggest a GL account for these transfers based on your past accounting patterns. The suggestion appears with a purple AI icon in the GL Account column. See [AI-suggested GL accounts](#ai-suggested-gl-accounts) for details.
2. Review the suggested GL account, or select one manually if no suggestion appears, in the **Accounting > [Banking](https://app.ramp.com/accounting/business-accounts)** table before syncing.
3. When syncing external deposits and withdrawals within **QuickBooks Online**, you may need to select some additional required fields.
1. AP account: Select category for **QuickBooks Vendor**
2. AR account: Select category for **QuickBooks Customer/Job**
4. External payment activities are not yet supported for **Sage** (coming at Ramp speed). Filter for these activities within **Banking > Overview**, select the desired Checking Account, then open **History** and record them in Sage manually.
Note that if you selected Automatic daily sync, external deposits and withdrawals are not synced automatically as additional category needs to be selected first.
### Microsoft Dynamics wallet transfer requirements
Supported Ramp Banking transfers sync to Microsoft Dynamics as balanced journal entries with the tracking categories you select in Ramp. Complete the provider-specific journal field before syncing:
- **Microsoft Dynamics Finance and Operations (Enterprise):** Select a **Journal Batch** and any required tracking categories.
- **Microsoft Dynamics Business Central:** Select a **Journal** and any required tracking categories. When a selected GL account maps to exactly one Business Central bank account, Ramp posts that side of the entry to the bank account; otherwise, Ramp posts it to the GL account.
### Regarding vendor payments sent from Banking
Vendor payments sent from **Banking > Move money > Send money** are supported for QuickBooks Desktop and NetSuite accounting sync. If you use another accounting provider, create manual journal entries for these payments in your ERP.
## Sync cross-entity transfers to NetSuite as intercompany journal entries
When you transfer funds between two Ramp Checking Accounts owned by **different entities** that map to **different NetSuite subsidiaries** in NetSuite OneWorld, Ramp automatically records the cross-entity movement as a 4-line Advanced Intercompany Journal Entry in NetSuite. This is available to Ramp Plus customers on a NetSuite OneWorld connection with multiple entities that hold Ramp Checking Accounts.
The journal entry has four lines: the receiving entity's cash is debited and it owes the sender, while the sending entity's cash is credited and is owed by the receiver.
| Line | Subsidiary | Account | Entry |
| --- | --- | --- | --- |
| 1 | Receiving entity | Ramp Checking Account GL account | Debit |
| 2 | Receiving entity | Intercompany payables account | Credit |
| 3 | Sending entity | Intercompany receivables account | Debit |
| 4 | Sending entity | Ramp Checking Account GL account | Credit |
Any codings you select on the transfer (such as department, location, or class) are applied to all four lines. This mirrors the intercompany journal entries Ramp creates for cross-entity card statement payments — see [NetSuite integration: International accounting support](/netsuite-international-accounting-support).
### Set up NetSuite intercompany accounts
Configure intercompany accounts for **every entity that participates in cross-entity transfers**, not just the ones that receive deposits. Each journal entry uses the receiving entity's payables account and the sending entity's receivables account, so an entity that only sends transfers still needs its accounts mapped, or the sync fails. Because a given entity can be either the sender or the receiver depending on the transfer direction, set both accounts for each participating entity. Under **Accounting > Settings > Sync settings > Banking**, select the entity in the **Editing for** dropdown, then in the **NetSuite Intercompany Transfers** section set:
- **Intercompany payables account:** a liability GL account, such as Accounts Payable or Other Current Liability.
- **Intercompany receivables account:** an asset GL account, such as Accounts Receivable or Other Current Asset.
Once both accounts are configured, qualifying transfers sync automatically, or when you manually sync them from the [Banking](https://app.ramp.com/accounting/business-accounts) table. If these accounts are missing when you try to sync a transfer, select **Configure to sync** to finish setup.
### Intercompany wallet transfer limitations
- **One account pair per entity:** Each entity supports a single Intercompany payables account and a single Intercompany receivables account.
- **Wallet-to-wallet only:** Only transfers from one Ramp Checking Account to another Ramp Checking Account between different entities create an intercompany journal entry. Transfers funded from an external (non-Ramp) bank account are not supported and sync as ordinary journal entries.
- **Different subsidiaries required:** The two entities must map to different NetSuite subsidiaries. A transfer between entities on the same subsidiary syncs as an ordinary deposit, not an intercompany journal entry.
- **Shared values across subsidiaries:** The accounts and codings you select must be available to both the sending and receiving subsidiaries in NetSuite, or NetSuite rejects the entry.
## Banking-Related activities synced by other Ramp products
The following other activities are synced by other Ramp products and will not show up under Accounting > Banking tab:
- **Bills paid from a Checking Account:** Synced under Bill Pay with Checking Account as the source bank account
- **Reimbursements paid from a Checking Account:** Synced under Reimbursement with Checking Account as the source bank account
- **Card statements paid from a Checking Account (30-day and 1-day):** Synced under card statement payment with Checking Account as the source bank account
- **Billing statements paid from a Checking Account:** Synced under billing statement payment with Ramp Checking Account as the source bank account. These include fees incurred under toward your billing statement such as Plus fees, Bill Pay wire fees etc
## Activities not yet synced to your ERP
The following activities currently **do not automatically sync** into your ERP system and require manual handling:
### 1. employee repayments / reverse reimbursement
- Employee repayments (reimbursement from employee for accidental personal charges on Ramp card) to the Ramp Card are **not synced automatically** .
- You will need to **manually create journal entries** for these transactions in your ERP system.
- **How to locate them** :
Go to **Banking > Accounts > Transfer table** and filter for Transaction type = "Ramp Card", all records with Paid by... are repayments.
### 2. Investment account (managed) activities in QuickBooks Desktop, Zoho Books, and Acumatica
- Any Managed Portfolio activities such as buy and sell orders, cash transfers, accrued interest and earnings are not synced automatically for these providers.
- You will need to **manually create journal entries** for these transactions in your ERP directly from monthly investment statements provided by Apex, the custodian.
- **How to locate them:**
Go to **Banking** > **Documents** and download the Managed Portfolio monthly investment statements.
### 3. Vendor payments for other accounting providers
- If you use an accounting provider other than QuickBooks Desktop or NetSuite, you will need to **manually create journal entries** for these transactions in your ERP system.
- **How to locate them:**
Go to **Banking** > **Accounts > Transfer table** and filter for Transaction type = "Vendor Payment"
### 4. Negative balance refunds
- If your Ramp bank account has a **negative balance** that results in a **refund** , this is classified as a **bank refund** .
- These types of transactions are **not currently supported** for automatic accounting in Ramp.
- **Recommended action** :
- Create **manual journal entries** using data from your accounting provider’s **bank feed** .
### 5. Reinvested dividends from Ramp investment account (self-directed) in Sage, QuickBooks Desktop, Zoho Books, and Acumatica
- You will need to **manually create journal entries** for these transactions.
- How to locate them:
Go to **Banking > Investment Account > Transfer table** and filter for Transaction type = Dividend with positive mount.
- What to do:
Record these transactions manually in your ERP system.
## Direct bank feeds
Direct bank feeds support both Ramp Checking Accounts and Ramp Operating Accounts. They do not support Ramp Investment Accounts.
We offer direct bank feeds integration for Ramp Checking Accounts and Ramp Operating Accounts for the accounting providers: [**QuickBooks Online and QuickBooks Desktop**](/ramp-checking-account-bank-feeds-quickbooks-online-and-quickbooks-desktop-set-up), [**NetSuite**](/ramp-checking-account-bank-feeds-netsuite-set-up), [**Sage Intacct**](/ramp-checking-account-bank-feeds-sage-intacct-set-up), [**Acumatica**](/ramp-checking-account-bank-feeds-acumatica-set-up), [**Zoho Books**](/ramp-checking-account-bank-feeds-zohobooks-set-up), and Xero. These bank feeds connect through Plaid, Intuit, or MX, depending on the accounting provider. By establishing this connection with your accounting software, you can view transaction data from your supported accounts.
See [Ramp Checking Account Bank Feeds](/ramp-checking-account-bank-feeds) for more details.
## Exportable bank feeds (OFX)
Exportable bank feeds support both Ramp Checking Accounts and Ramp Operating Accounts. They do not support Ramp Investment Accounts. You can export a standard OFX or CSV file of transactions from either supported account type to reconcile account activity on the bank side of your accounting systems.
### For ERPs
Go to **Accounting >**[**Banking**](https://app.ramp.com/accounting/business-accounts), use the clock icon to select your date range, then click the download icon and choose **“Export to [Your ERP]”** (e.g., QuickBooks, NetSuite, or Xero—this label updates based on your ERP connection). Then manually upload the OFX file to your ERP for reconciliation.
See [Upload bank feed (OFX) to ERP systems](/upload-bank-feed-ofx-to-erp-systems) for detailed instructions on how to upload OFX file to ERP system(s).
### For UCSV
Go to **Banking > Overview > select the right account > transaction history**, use the calendar icon at the top right to select your date range, click the download icon, and choose **“Export (CSV).”**If you wish to customize your CSV, click the download icon and select **“Export settings”**before downloading.
*Note that pending transactions and dividend reinvestments (DRIP) in the Investment Account will not show up in your bank feed.*
## Frequently asked questions
### Is bank feed available?
Direct bank feeds support Ramp Checking Accounts and Ramp Operating Accounts for QuickBooks Online, QuickBooks Desktop, NetSuite, Sage Intacct, Acumatica, Zoho Books, and Xero. They do not support Ramp Investment Accounts. For other ERPs, you can export a bank feed in OFX format from Ramp and upload it to your ERP system.
### How do I remove entries in the banking > overview table under accounting?
Entries in the Banking > Overview table cannot be deleted or hidden in Ramp. This is intentional to preserve an accurate audit trail and prevent discrepancies between Ramp and your accounting system. To remove entries, ensure all required fields are completed such as category, vendor/customer/job (entries with “Choose one” or “Configure” will remain open until fully categorized), then export transactions as CSV or OFX (Sync > Download CSV > Mark synced).
### What do I do when I am unable to connect to QuickBooks Online?
When the Treasury → QuickBooks Online sync settings won’t save, it’s often due to an authorization issue or a mapping validation error. Here are the recommended steps to resolve this:
1. **Hard reset the QuickBooks Online connection**
- In Ramp, go to **Accounting → Settings** .
- Disconnect your QuickBooks Online integration, then reconnect it.
- During the Intuit flow, ensure you're selecting the correct company file and using an admin role.
2. **Re-save the Banking mappings in this order**
- Navigate to **Accounting → Settings → Sync Settings → Banking** .
- Re-select and save:
- Ramp Checking Account(s)
- Earnings account
- Investment account / dividend account (if applicable)
- Linked bank account (try a different QBO bank account temporarily if needed)
3. **Verify your QBO account types**
- Ensure all mapped accounts in QuickBooks Online are active and classified as Bank or Cash-type accounts.
### Why did I receive a QuickBooks sync error even though the journal entry was created?
This can happen if Ramp successfully creates the journal entry in QuickBooks but receives a temporary server or connection error during the sync process. In this case, QuickBooks records the entry, but Ramp displays a failed sync message.
To resolve this and prevent duplicate entries:
1. Open the relevant journal entry in Ramp.
2. Ensure all required fields are completed such as category, vendor/customer/job (entries with “Choose one” or “Configure” will remain open until fully categorized).
3. Export transactions as CSV or OFX (Sync > Download CSV > Mark synced).
This tells Ramp the entry was successfully recorded in QuickBooks, clears the error message, and stops any additional sync attempts.
---
# Ramp Checking Account Bank Feeds
> Official Ramp Help Center article. Topic: Business Banking / Business Banking Payments and Accounting. [View the canonical page](https://support.ramp.com/ramp-checking-account-bank-feeds).
## What are bank feeds?
Bank feeds support both Ramp Checking Accounts and Ramp Operating Accounts. They do not support Ramp Investment Accounts.
A bank feed is a complete record of the financial activity for one or more accounts, presented in a format that can be easily ingested by many other software platforms. For instance, Ramp now publishes a bank feed that contains all your supported account transactions: that bank feed can be consumed by many accounting providers, giving you a complete record of your account activity in your accounting provider—*without* needing to upload any CSV files yourself. This speeds up reconciliation, improves accuracy, and gives you clear visibility into your cash position across accounts.
## Who can use this?
We offer direct bank feeds integration for Ramp Checking Accounts and Ramp Operating Accounts for the accounting providers QuickBooks Online, QuickBooks Desktop, NetSuite, Sage Intacct, Acumatica, Zoho Books, and Xero. These bank feeds connect through Plaid, Intuit, or MX, depending on the accounting provider. By establishing this connection with your accounting software, you can view transaction data from your supported accounts.
Ramp Investment Account activity and individual card transactions are not available through bank feeds today.
## Where can I enable bank feeds?
You don’t need to enable anything in the Ramp app. Generally, ERPs will have a Bank Feeds feature to enable, and you can set up the connection from the Banking or Cash Management page.
You can find specific instructions for [QuickBooks Online + Desktop](/ramp-checking-account-bank-feeds-quickbooks-online-and-quickbooks-desktop-set-up), [NetSuite](/ramp-checking-account-bank-feeds-netsuite-set-up), [Sage Intacct](/ramp-checking-account-bank-feeds-sage-intacct-set-up), [Acumatica](/ramp-checking-account-bank-feeds-acumatica-set-up), and [Zoho Books](/ramp-checking-account-bank-feeds-zohobooks-set-up) below. Video walkthroughs: [QuickBooks Online](https://www.loom.com/share/cca25bc10d6043249ca0de2ff1439fc9), [QuickBooks Desktop](youtube.com/watch?v=ImcJ1uUYZYE&feature=youtu.be), [Sage](https://www.loom.com/share/8b6644d4c1a949f1abde8cec3ea67819), [Acumatica](https://www.loom.com/share/7aa201e8762c4e2cb862b72cca5b788f?sid=d57fcca3-01d7-43b3-bf4d-21ab61973f3d), [Zoho Books](https://www.loom.com/share/c6aec3b6d01d455f96ca886dcbddf0d8?sid=b2038a83-401d-4b0f-8a58-046e9d77986f) ([Zoho Help Center article](https://www.zoho.com/us/books/help/banking/feeds.html#plaid))
For Xero, use Xero's bank feed setup flow and select Ramp through Plaid.
## Why should you use a bank feed?
Connecting Bank feeds in accounting software automatically imports transaction data, offering several benefits:
- Simplifies reconciliation. By connecting bank feeds, many accounting software solutions will automatically match the bank feed data to your ledger records, allowing you to confirm the accuracy of your books. This allows you to easily *reconcile* your ledger against the bank statement by confirming that final balances match exactly and that each transaction on one side matches one or more transactions on the other side.
- Saves time by eliminating the need to download statements or manually input transaction data.
- Improves accuracy since bank statement data flows directly from your Ramp Checking Account or Ramp Operating Account. This guards against accidental data entry errors.
- Protects against fraud. Even if transactions are omitted from the ledger, bank feeds will expose all activity in your connected account.
- Regular syncs keep your books current.
## How to use it?
When using bank feeds for reconciliation, the goal is to match transactions from your bank to existing ERP records. The general flow looks like this:
- From the Accounting > Banking page in Ramp, sync your financial activity into your ERP’s general ledger.
- In your ERP, the bank feed imports recent activity from your connected bank accounts. These items appear as **unmatched transactions** in your bank reconciliation module.
- The ERP attempts to automatically match imported transactions to records you previously synced from Ramp, based on criteria such as date, amount, and transaction type.
- When a match is found, the ERP will either automatically mark the record as cleared or present the match for you to confirm. If no match is found, you can choose to create a new transaction manually from the bank feed.
It’s important to note that bank feeds do not post directly to your general ledger. Instead, they bring in transactions that must first be matched, reviewed, or approved before they affect your books.
## How to avoid duplication?
- Turn off auto-creation of new transactions: Some ERPs allow you to automatically create new entries for unmatched bank feed items. This can lead to duplication if those transactions already exist (e.g., synced from Ramp). Disable this option and review unmatched items manually.
- Rely on matching: Use your ERP’s reconciliation or transaction matching features to clear existing records rather than posting new ones.
## How does the direct bank feed differ from the Ramp accounting sync flow?
The accounting sync flow creates new accounting records in your ledger, while the bank feed provides a bank / statement view for matching and verifying those records exist. This is why it's important to disable auto-creation of transactions from bank feeds, otherwise you may duplicate the transactions already synced from Ramp.
**Ramp Accounting Sync**
- Pushes transaction data from Ramp directly into your ERP's general ledger as journal entries or native objects
- Controlled from within Ramp's Accounting > Banking page
**Direct Bank Feed**
- Imports raw bank statement data into your ERP's bank reconciliation module through Plaid or other direct integrations
- Does not post directly to your general ledger
- Transactions must first be matched, reviewed, or approved
- Appears as unmatched transactions that need to be reconciled against existing ledger records
- Used primarily for reconciliation to confirm accuracy of your books
## Frequently asked questions
### Does this replace the need to sync from Ramp Accounting > Banking?
No. Ramp Checking Account and Ramp Operating Account transactions continue to appear in Accounting as ledger-side records. The direct bank feed represents the bank side and helps your accounting software match feed data against records synced from Ramp for reconciliation.
To avoid duplication, turn off auto-creation of new transactions as some ERPs automatically create new entries for unmatched bank feed items. This can lead to duplication if those transactions already exist (e.g., synced from Ramp). Disable this option and manually review unmatched items. Also, use your ERP’s reconciliation or transaction matching features to clear existing records rather than posting new ones.
### What happens to the transactions recorded for Banking under Accounting in Ramp? Would they continue to show up there with the bank feed connection enabled?
The transactions recorded for Banking remain in the Accounting section of Ramp since those represent records on the "book" side, even if you had set up the direct bank feed connection.
### How can I get rid of older transactions there without sending them to my ERP / needing to categorize them?
You can remove any transactions you do not wish to sync over by exporting them all, selecting "Export as" and choose the "Download CSV" option. See this [Help Center article](/marking-transactions-as-synced#:~:text=Ramp's%20feature%20to%20mark%20transactions,from%20the%20accounting%20sync%20process) for more information.
---
# Ramp Checking Account Bank Feeds: QuickBooks Online and QuickBooks Desktop Set Up
> Official Ramp Help Center article. Topic: Business Banking / Business Banking Payments and Accounting. [View the canonical page](https://support.ramp.com/ramp-checking-account-bank-feeds-quickbooks-online-and-quickbooks-desktop-set-up).
This article applies to both Ramp Checking Accounts and Ramp Operating Accounts. Bank feeds do not support Ramp Investment Accounts.
This help guide details the steps to enable bank feeds in QuickBooks Online and QuickBooks Desktop, select Ramp, and establish the secure connection to automatically import transactions.
### QuickBooks Online
**Connect the Bank Account in QuickBooks Online ([Video Walkthrough](https://www.loom.com/share/cca25bc10d6043249ca0de2ff1439fc9))**
- Sign in to QuickBooks Online in an internet browser (e.g. Chrome or Safari).
- Navigate to **My Apps** > **Accounting** > **Bank transactions** .
- Select **Connect Account** or **Link Account** .
- Search for **Ramp** and continue.
- Follow the Ramp sign-in flow and accept the terms and conditions.
- Select the account(s) to connect and complete the account mapping.
**View transactions in QuickBooks Online**
### QuickBooks Desktop
**Connect the Bank Account in QuickBooks Desktop ([Video Walkthrough](https://youtu.be/ImcJ1uUYZYE))**
**Connect with Direct Connect**
After you set up the account, you can [download your electronic statements to your Bank Feeds](https://community.intuit.com/oicms/L8o0Aw9VM_US_en_US). When you download transactions for the first time, QuickBooks automatically sets up an account for Bank Feeds.
1. From **Banking** , go to **Bank Feeds** .
2. Select **Set up Bank Feeds for an account** .
3. In the **Enter your Bank’s name** field, enter and select your bank.
If you’re enrolling for the first time, select the **Enrollment Site** link. You may need to apply for Direct Connect. If approval is required, contact your bank to confirm whether special sign-in credentials are needed.
**After enrollment**
1. Select **Continue** .
2. Enter your online banking user ID and password.
3. Select **Connect** to connect QuickBooks to your bank’s server.
4. Select the bank account you want to link in QuickBooks.
5. Select **Finish** once the connection completes.
## Frequently asked questions
### Does this replace the need to sync from Ramp (Accounting > Banking sync)?
No. The direct bank feed represents the bank side and helps with reconciliation. Ramp’s Accounting sync continues to represent the ledger / book side and should remain enabled.
To avoid duplication, turn off auto-creation of new transactions in your ERP and use reconciliation or matching features instead of posting new entries.
### Will Banking transactions still appear in Ramp Accounting?
Yes. Banking transactions will continue to appear in Ramp’s Accounting section, as they represent book-side records, even when the bank feed is enabled.
### How can I remove older transactions without syncing them to QuickBooks?
You can export transactions and mark them as synced by selecting **Export as** → **Download CSV**.
See the Help Center article [here](/marking-transactions-as-synced#:~:text=Ramp's%20feature%20to%20mark%20transactions,from%20the%20accounting%20sync%20process)for more information.
---
# Ramp Checking Account Bank Feeds: Acumatica Set Up
> Official Ramp Help Center article. Topic: Business Banking / Business Banking Payments and Accounting. [View the canonical page](https://support.ramp.com/ramp-checking-account-bank-feeds-acumatica-set-up).
This article applies to both Ramp Checking Accounts and Ramp Operating Accounts. Bank feeds do not support Ramp Investment Accounts.
This guide provides step-by-step instructions on how to enable the necessary features and connect your Ramp Checking Account or Ramp Operating Account to Acumatica via **Plaid** to enable automatic bank feeds.
**1. Enable Required Acumatica Features**
Open Acumatica in an internet browser (e.g. Chrome or Safari etc...). Before connecting, you must ensure two key features are enabled in your Acumatica system.
- From the main menu, go to **More Items** > **System Management** .
- Click on **Enable/Disable Features** under the **System Preferences** section.
- Click the **Modify** button.
- Verify that the following features are enabled (a checkmark next to them):
- **Bank Feed Integration**
- If they are not enabled, select them and click the **Enable** button.
**2. Navigate to Bank Feeds**
- From the main menu, go to **Finance** > **Banking** .
- Click on **Bank Feeds** .
- The Bank Feeds screen will appear. Ensure the **Bank Feed ID** is set to `PLAID` and the **Bank Feed Type** is also set to `Plaid` .
**3. Connect Your Ramp Banking Account**
- Select an **Import Start Date** for when you want to begin importing transactions (e.g., July 1, 2025).
- Click the **Connect** button in the top menu bar.
- A Plaid connection window will open. Click **Continue** .
- **Search for Ramp** and select it.
- Click **Continue to sign-in** .
- You will be redirected to the secure **Ramp** sign-in page. Enter your credentials, complete any multi-factor authentication (MFA) steps, and click **Verify** or **Allow** .
- Review the data access Plaid is requesting and click **Allow** to authorize the connection.
- Plaid will display a list of your accounts. **Select the specific accounts** you wish to connect to Acumatica (e.g., Increase Account, JPM Wallet 1).
- Click **Continue** .
**4. Map Accounts and Save**
- Back on the Acumatica Bank Feeds screen, go to the **Cash Accounts** tab. You will see your newly connected Ramp Checking Accounts and Ramp Operating Accounts listed (e.g., *Increase Account* , *JPM Wallet 1* ).
- For each account:
- Click into the **Cash Account** column's field.
- **Map the connected bank account** to the corresponding cash account (GL account) in your Acumatica chart of accounts (e.g., checking/deposit accounts).
- Ensure the **Statement Start Day** is set to 'Month'.
- Once all accounts are correctly mapped, click the **Save** button in the top menu.
- The **Status** will change to `Active` .
**5. Load Transactions (Optional Test)**
To verify the connection is working:
- Click **Update Credentials** in the top menu bar.
- In the processing options that appear, select **Load Transactions in Test Mode** .
- A pop-up will appear. Select the **Account Name** and a **Date Range** for the test import.
- Click **Load Transactions** . You should see a list of transactions imported from Ramp, including the amount, date, description, and suggested category.
Your bank feed is now active and ready to import live transactions into Acumatica.
---
# Ramp Checking Account Bank Feeds: Sage Intacct Set Up
> Official Ramp Help Center article. Topic: Business Banking / Business Banking Payments and Accounting. [View the canonical page](https://support.ramp.com/ramp-checking-account-bank-feeds-sage-intacct-set-up).
This article applies to both Ramp Checking Accounts and Ramp Operating Accounts. Bank feeds do not support Ramp Investment Accounts.
This help guide details the steps to enable bank feeds in Sage Intacct, select Ramp, and establish the secure Plaid connection to automatically import transactions.
**1. Enable Sage Cloud Services**
Bank feeds require the **Sage Cloud Services** module to be active.
- Open Sage in an internet browser (e.g. Chrome or Safari etc...).
- Navigate to **Company** > **Admin** > **Subscriptions** .
- Scroll down to **Sage Cloud Services** .
- If not already enabled, click the slider or **Configure** to turn it on. You may be required to agree to terms.
- Once on the **Configure Sage Cloud Services** screen, ensure the box for **Enable bank feeds** is checked under the **Enable Functionality** section.
- Click **Save** in the top menu.
**2. Connect the Bank Account to Plaid**
You must connect the bank feed to an existing checking, savings, or credit card account record in Sage Intacct.
- Navigate to **Cash Management** > **Checking** (or the appropriate account type).
- Select **Edit** next to the specific account you want to connect.
- Go to the **Banking cloud** tab.
- Click the **Connect** button.
- A separate window will appear to connect your bank. In the **Find your bank** search bar:
- Search for Ramp.
- Select your bank from the results.
- Check the box to agree to the **Terms and Conditions** and click **Continue** .
**3. Authorize the Plaid Connection**
The system will now use **Plaid** to securely connect to your online banking portal.
- A Plaid window will open. Click **Continue as guest** (if prompted) or **Continue to sign-in** .
- Follow the prompts to **sign in to your Ramp account** (or the proxy bank account). This may involve multi-factor authentication.
- Review the data access permissions requested by Plaid and click **Allow** (or the corresponding confirmation button).
- Plaid will display a list of all your accounts from that bank. **Select the accounts** you want to connect to Sage Intacct.
- Click **Continue** .
**4. Finalize Connection Details**
- You will be prompted to select the date from which you want to download transactions ( **Download starting from** ).
- **Note:** Sage Intacct typically recommends a start date no more than **30 days** in the past due to bank limitations. Select your desired date.
- Click **Continue** .
- A final screen will confirm the bank connection. The status of your account on the **Banking cloud** tab will change to **Connected** .
- Click **Save** on the bank account details screen.
Your Ramp transactions will now begin to import automatically into the **Bank Transactions** screen, ready for reconciliation.
---
# Ramp Checking Account Bank Feeds: Zohobooks Set Up
> Official Ramp Help Center article. Topic: Business Banking / Business Banking Payments and Accounting. [View the canonical page](https://support.ramp.com/ramp-checking-account-bank-feeds-zohobooks-set-up).
This article applies to both Ramp Checking Accounts and Ramp Operating Accounts. Bank feeds do not support Ramp Investment Accounts.
This guide shows you how to set up an automatic bank feed for your Ramp Checking Account or Ramp Operating Account in Zoho Books using **Plaid** to easily import your transactions.
**1. Initiate the Connection**
- Open Zoho Books in an internet browser (e.g. Chrome or Safari etc...).
- Navigate to the **Banking** module in the left sidebar of Zoho Books.
- Click the **Add Bank or Credit Card** button on the top right.
- On the "Connect and add your bank or credit card accounts" page, click **Connect Now** under the **Automatic Bank Feeds Supported Banks** section.
- **Select "** [**Bank Feeds Service Provider: Plaid**](https://www.zoho.com/us/books/help/banking/feeds.html#plaid) **"**
- A pop-up window will appear with the End User License Agreement (EULA) for the bank feeds service provider, Plaid. Check the box that says **"I have read and agree to all the end user terms for automatic bank feeds."**
- Click **Proceed** .
**2. Connect via Plaid**
- A new Plaid connection window will open. Sign-in with your Plaid account or click continue as guest.
- **Search for and select Ramp** .
- Click **Continue to sign-in** .
- You will be redirected to Ramp's secure sign-in page. Enter your **Ramp sign-in credentials** and follow any prompts to authorize Plaid to connect to your account.
- Review the data that Plaid will share with Zoho Books and click **Allow** (or the corresponding confirmation button).
- Plaid will process the connection. Once complete, you will see a "Connected!" message.
**3. Select Accounts and Complete Setup**
- Plaid will display a list of your accounts from your financial institution. **Select the accounts** you want to connect to Zoho Books (e.g., "JPM Wallet 1," "Increase Account," etc.). You can select multiple accounts at this stage.
- Click **Continue** .
- A final pop-up will appear in Zoho Books showing the connected accounts. Review the accounts that are active.
- Click **Add proceed** (or **Proceed** ) to finalize the setup and allow Zoho Books to start fetching transactions.
Your bank feed is now connected. Transactions will automatically be imported into the **Banking** module for the connected accounts, ready for you to **match** and **categorize**.
---
# NetSuite integration: Set up Ramp Checking Account bank feeds
> Official Ramp Help Center article. Topic: Business Banking / Business Banking Payments and Accounting. [View the canonical page](https://support.ramp.com/ramp-checking-account-bank-feeds-netsuite-set-up).
## Overview
This article applies to both Ramp Checking Accounts and Ramp Operating Accounts. Bank feeds do not support Ramp Investment Accounts.
Connect your Ramp Checking Account or Ramp Operating Account to the NetSuite Bank Feeds SuiteApp to automatically import account transactions into NetSuite for reconciliation. You configure the connection in NetSuite and authorize it with a Ramp Admin account.
Watch walkthroughs for [setting up the connection](https://www.loom.com/share/c0dd3fff2d954a158a4d20fb1198eefd) and [viewing transaction data](https://www.loom.com/share/64a49db4f7684d5cbbc4e8fd675bc6ab).
## Connect Ramp to NetSuite Bank Feeds
Before you begin, verify that the [Bank Feeds SuiteApp](https://docs.oracle.com/en/cloud/saas/netsuite/ns-online-help/chapter_158079179132.html) is installed in NetSuite. Use a NetSuite role that can manage financial institution connections, have a Ramp Admin authorize the connection when prompted, and allow browser popups from NetSuite. If **Connect New Institution** does not open the connection window, allow popups for the NetSuite site in your browser and try again.
1. In **Global Search**, enter `Financial Institutions`, then open **Financial Institutions List**.
2. Select **Edit** next to **Bank Feeds**, which includes the U.S. and Canada Accounts (MX) format profile.
3. On **Format Profile: Configuration**, select **Edit** next to **U.S. and Canada Accounts (MX)**.
4. Select **Connectivity Configuration**.
5. Select **Connect New Institution**.
6. Search for and select **Ramp**. Make sure you are signed in to Ramp as an Admin, then follow the prompts to authorize and complete the connection.
See NetSuite's documentation on [connecting a U.S. or Canada financial institution](https://docs.oracle.com/en/cloud/saas/netsuite/ns-online-help/section_0328072333.html) for more information about this connection flow.
## View and reconcile Ramp Checking and Operating Account transactions
NetSuite applies its reconciliation rules to imported bank lines. Review any lines that are not automatically matched.
> **Important:** NetSuite currently imports up to the last [60 days of transaction data](https://docs.oracle.com/en/cloud/saas/netsuite/ns-online-help/section_157894482115.html). Choose the earliest available transaction date carefully before saving. After the initial import, NetSuite only lets you change this date by changing the linked account.
1. Return to the U.S. and Canada Accounts (MX) format profile, then select **Account Linking**.
2. For each Ramp account, select the corresponding NetSuite GL account from **Linked GL Account**, set the earliest transaction date to import, then select **Save**. Link each Ramp account to only one NetSuite GL account.
3. Go to **Transactions** > **Bank** > **Bank Matching and Reconciliation** > **Match Bank Data**.
4. From **Account**, select the linked NetSuite GL bank account.
5. Review the imported bank lines and match them to the corresponding NetSuite transactions.
NetSuite begins importing transactions after you save the format profile. For more information, see NetSuite's documentation on [linking accounts for financial institution connectivity](https://docs.oracle.com/en/cloud/saas/netsuite/ns-online-help/section_157894482115.html) and [matching bank data](https://docs.oracle.com/en/cloud/saas/netsuite/ns-online-help/article_32131451402.html).
---
# Upload Bank Feed (OFX) to ERP systems
> Official Ramp Help Center article. Topic: Business Banking / Business Banking Payments and Accounting. [View the canonical page](https://support.ramp.com/upload-bank-feed-ofx-to-erp-systems).
This article applies to both Ramp Checking Accounts and Ramp Operating Accounts. Bank feeds do not support Ramp Investment Accounts.
Exportable bank feeds help you reconcile account activity on the bank side of your accounting systems. You can export a standard OFX file of transactions to and from your Ramp Checking Account or Ramp Operating Account and upload it to your ERP system. Go to Accounting > Banking, then click the download icon to download the bank feed.
This article provides instructions and resources on how to upload an OFX file into the following ERP systems.
### QuickBooks Online
1. Go to Transactions > Bank transactions
2. Click the dropdown icon next to "Link account"
3. Upload the OFX file you exported from Ramp
4. For better matching, select the account already mapped to your Ramp Checking Account or Ramp Operating Account under Sync settings in Ramp
5. Click "Continue"
6. You can now go through the reconciliation process in QuickBooks Online.
For more details, see QuickBooks' documentation on [manually uploading transactions into QuickBooks Online](https://quickbooks.intuit.com/learn-support/en-global/help-article/import-transactions/manually-upload-transactions-quickbooks-online/L0rE9OXBz_ROW_en). Note: Direct bank feed connection is now supported, see [Ramp Checking Account Bank Feeds: QuickBooks Online and QuickBooks Desktop Set Up](/ramp-checking-account-bank-feeds-quickbooks-online-and-quickbooks-desktop-set-up) for more details.
### NetSuite
1. Go to the import page from Transactions > Bank > Banking Import History > Upload File
2. Upload the OFX file exported from Ramp and select the corresponding Ramp Checking Account or Ramp Operating Account, then click Import
3. You can now see the Ramp bank transactions in the Match Bank Data page and begin the reconciliation process
See NetSuite's documentation on [importing a bank statement](https://docs.oracle.com/en/cloud/saas/netsuite/ns-online-help/section_1508961121.html#To-import-a-statement-using-default-parsers%3A).
### Xero
1. Select the Ramp Checking Account or Ramp Operating Account you'd like to import bank feed data to (Accounting > Bank accounts > Import a Statement).
2. Upload the OFX file exported from Ramp
3. Select the transactions that you want to import
4. Go through the reconciliation process in Xero
See Xero's documentation on [manually importing bank statements](https://central.xero.com/s/article/About-manually-importing-bank-statements?userregion=true).
### Sage
See Sage's documentation on [importing a bank statement](https://help-sage50.na.sage.com/en-us/2019/Content/General_Ledger/Online_Banking/Import_a_Bank_Statement.htm). Direct bank feeds is now available, see [Ramp Checking Account Bank Feeds: Sage Intacct Set Up](/ramp-checking-account-bank-feeds-sage-intacct-set-up).
---
# Ramp Investment Account (Managed) Accounting
> Official Ramp Help Center article. Topic: Business Banking / Business Banking Payments and Accounting. [View the canonical page](https://support.ramp.com/ramp-investment-account-managed-accounting).
***Disclaimer:** This guidance covers accounting treatment and general setup suggestions provided by Ramp. If you have questions or uncertainties about the appropriate accounting treatment for your specific situation, please consult your accountant.*
## What accounting providers are supported?
QuickBooks Online, NetSuite, Sage Intacct, Xero, and Universal CSV are currently supported. For QuickBooks Online, NetSuite, Sage Intacct, and Universal CSV, Managed Portfolio transfers and activities sync as journal entries. For Xero, Managed Portfolio transfers sync as bank transfers, and Managed Portfolio activities sync as bank transactions or manual journal entries. If you use other accounting providers, create entries in your ERP directly referencing the monthly investment statements Apex provides in the Documents tab under Banking.
## Configure Managed Investment Account sync settings
Open [Ramp Banking sync settings](https://app.ramp.com/accounting/business-accounts/manage). Under **Accounting Investment Accounts (Managed)**, configure the five account mappings for your Managed Portfolio. You can select an existing account or create a new account in your chart of accounts.
Use **Default accounting date** to choose the date Ramp displays for Managed Investment Account activity:
- **Activity date (default):** The date the activity occurred, consistent with accrual-basis reporting.
- **Processed date:** The date the activity was processed, consistent with cash-basis reporting and Apex statements.
This setting changes only the date displayed in Ramp. It does not affect accounting syncs.
If you choose to create new accounts in your ERP to track Managed Portfolio realized gain loss and unrealized gain loss accounts, note these accounts will be created as Other Income - Other Investment Income accounts in your ERP.
Note: The position asset account reflects the current value of your investments, including both their original cost (adjusted over time) and any changes in market value.
QuickBooks Online:
## What accounting entries should I expect for the managed portfolio?
For Xero, Managed Portfolio transfers sync as bank transfers. Managed Portfolio activities sync as bank transactions, except cash dividends and credit interest sync as manual journal entries.
The journal-entry examples below apply to QuickBooks Online, NetSuite, Sage Intacct, and Universal CSV.
> **Note:** For cash dividends, Ramp syncs journal entries using the activity date. Apex monthly statements may show the same dividend using the processing date when cash settles, so the dates may differ during reconciliation.
### Transfers: deposits and withdrawals
Whenever you transfer money into the Managed Portfolio, we record the movement of the transfer of funds.
**Deposit into Managed Portfolio:**
When funds are deposited into the Managed Portfolio, we record a journal entry that debits the Managed Portfolio cash account and credits the Ramp Checking Account.
**Withdrawal from Managed Portfolio:**
when funds are withdrawn from the Managed Portfolio, we record the reverse entry by debiting the Ramp Checking Account and crediting the Managed Portfolio cash account.
### Account activity
**Buy Orders:**
When you place a buy order in your Managed Portfolio, we record a journal entry that debits the Position Asset account and credits the Managed Portfolio Cash account for the purchase amount.
**Sell Orders:**
When you place a sell order, we record a journal entry that debits the Managed Portfolio Cash account for sale proceeds, credits the Position Asset account for the carrying value removed (the part of what you owned that you no longer own after the sale), and records the difference as realized gain or loss. A realized gain or loss occurs when investments are sold for more or less than their recorded value, respectively.
### Mark-to-Market: ongoing earnings and market changes (monthly)
We periodically update your books to reflect income earned, gradual price adjustments as investments move toward their repayment value, and overall market movements.
In your books, this results in updates to your investment balance, recognition of interest income for the period, and unrealized gains or losses from changes in market value. Unrealized gains or losses are not recognized as realized until an investment is sold.
These updates ensure your investment balance reflects its current economic (fair) value.
### Cash dividends (monthly)
Some investments (such as stocks or funds) pay dividends, which are earnings generated from owning the investment.
In your books, dividends are recorded in two steps: first, we record the cash dividend as cash received and income earned, and then we record a separate buy entry for the automatic reinvestment of that cash.
### Maturity
When a fixed-income investment reaches its scheduled maturity date, the issuer returns the principal and the position is closed.
In your books, this results in cash being recorded for the amount received, the investment balance being removed, any remaining unrealized gain or loss being reversed, and any final interest income being recognized. These updates ensure the investment is fully cleared from your books and that all remaining earnings are recognized when the investment matures.
### Redemption
Some fixed-income investments are redeemed before or at payoff, which means the position is cashed out and closed.
In your books, this results in cash being recorded for the redemption proceeds, the investment balance being removed, and any previously unrealized gain or loss being reclassified into realized gain or loss. If there was interest associated with the investment, that may be recorded separately through interest payment activity before the redemption is booked. These updates ensure the investment is removed from your books and that the final economic result is recognized as realized at the time of redemption.
### Credit interest
Credit interest represents interest earned on cash held in the managed portfolio rather than on a specific investment position.
In your books, this results in an increase to cash and recognition of interest income for the same amount. Because this activity relates to cash, it does not create or remove an investment position.
| Transaction | Description | Debits | Credits | Frequency |
| --- | --- | --- | --- | --- |
| Deposit | Transferring money from Business to Investment Account | Managed Portfolio cash account | Ramp Checking Account cash account | As it happens |
| Withdrawal | Transferring money from Investment to Checking Account | Ramp Checking Account cash account | Managed Portfolio cash account | As it happens |
| Buy Order | Buying assets | Position Asset Account | Managed Portfolio cash account | As it happens |
| Sell Order | Selling assets | Managed Portfolio cash account
Realized Gain/Loss Account (if loss) | Position Asset Account
Realized Gain/Loss Account (if gain) | As it happens |
| Mark to Market | Periodic updates to reflect income earned, gradual price adjustments as investments move toward their repayment value, and overall market movements. | Position Asset Account | Interest Income Account
Unrealized Gain/Loss Account | Monthly |
| Cash Dividends | Earnings paid for holding certain investments (e.g., stocks/funds). | Managed Portfolio cash account | Interest Income Account | Monthly |
| Redemption | When an investment is redeemed, cash is received, the position is removed, and any previously unrealized gain or loss is reclassified into realized gain or loss. | Managed Portfolio cash account
Unrealized Gain/Loss Account (if applicable) | Position Asset Account
Realized Gain/Loss Account | As it happens |
| Maturity | When a fixed-income investment reaches maturity, principal is returned, the position is closed, any remaining unrealized gain or loss is reversed, and final interest income is recognized. | Managed Portfolio cash account
Unrealized Gain/Loss Account (if applicable) | Position Asset Account
Interest Income Account | As it happens |
| Credit Interest | Interest earned on cash held in the investment account rather than on a specific investment position. | Managed Portfolio cash account | Interest Income Account | As it happens |
## Frequently asked questions
### Why did my investment balance change even though I didn’t deposit or withdraw funds?
Your balance changes due to market movements, earned interest, and amortization of securities toward their repayment value. These adjustments update your investment account to reflect its current fair value, even if no cash activity occurred.
### What type of account should the Managed Portfolio asset account be in my ERP?
It is typically set up as an **Other Current Asset** if the investments are short-term and liquid. If your accounting policy treats them as longer-term investments, you may classify them as **Other Asset**. Confirm with your accountant for alignment with your reporting policy.
### What are Mark to Market transactions under Accounting > Banking?
Mark to market means adjusting the recorded value of an investment to reflect its **current fair market value**, rather than the original purchase price. Instead of keeping an investment on your books at what you paid for it, its value is periodically updated based on what it’s worth today.
The journal entry we create is a consolidation of three events including:
- Accrued interest earned (interest that has been earned but not yet paid in cash)
- Discount/premium amortization (the portion of return from the bond pulling toward par over time. **Par** means the bond’s face value, typically the amount repaid at maturity)
- Unrealized mark-to-market movement (not realized yet through sale so unrealized)
### Can I configure separate GL accounts for different asset classes?
No, we only allow you to configure one set of account for the whole of the Managed Portfolio Investment Account. We currently do not provide the ability for you to create separate sets of accounts for each asset class.
### Can I see a breakdown of holdings inside my ERP, or only a summarized journal entry?
Supported ERPs receive summarized journal entries. Detailed holdings and position-level breakdowns remain available in your Ramp dashboard and statements.
### Does this accounting follow GAAP?
No, these journal entries are suggestions. Consult your accountant to confirm treatment based on your company’s specific reporting and tax requirements.
### Are management fees recorded automatically? If so, where?
Management fees are currently waived, so Ramp does not record management fee entries. See [Managed Investment Account fee details](/ramp-managed-investment-account-overview#are-there-any-fees-associated-with-the-managed-investment-account) for the waiver deadline and advisory fee.
## Key terminology
*Understanding the terms below will help clarify how Managed Portfolio accounting works.*
**Cost Basis:** The original amount invested in a security, adjusted over time for amortization or prior sales. Cost basis is used to calculate realized gains or losses when an investment is sold.
**Fair Market Value:** The current value of an investment based on prevailing market prices. This is the amount reflected in your position asset account after mark-to-market adjustments.
**Mark to Market:** The process of adjusting the recorded value of an investment to reflect its current fair market value rather than its original purchase price.
**Unrealized Gain or Loss:** The change in value of an investment that has not yet been sold.
- If the market value increases above cost basis → unrealized gain
- If it decreases below cost basis → unrealized loss
Unrealized gains or losses become realized only when the investment is sold.
**Realized Gain or Loss:** The gain or loss recognized when an investment is sold. It is calculated as the difference between the sale price and the investment’s recorded value (cost basis).
**Interest Income:** Earnings generated from fixed-income securities such as bonds or money market funds. This is recorded periodically as income in your books.
**Dividends:** Payments distributed by certain investments (such as funds or equities). Dividends are recorded as income when received and may be automatically reinvested.
**Amortization:** The gradual adjustment of a security’s value over time as it moves toward its maturity or repayment value. This can increase or decrease the carrying value of the investment.
**Liquidity:** How quickly an investment can be converted to cash without significantly affecting its value.
**Position Asset Account:** The general ledger account that reflects the total current value of your Managed Portfolio, including original investment, amortization, interest, and market value changes.
---
# Match external debits to bills in your accounting provider
> Official Ramp Help Center article. Topic: Business Banking / Business Banking Payments and Accounting. [View the canonical page](https://support.ramp.com/match-external-debits-to-bills-in-your-accounting-provider).
## Overview
Ramp can help you match eligible Ramp Checking Account external debits to open bills in your accounting provider. Use this when you pay a vendor directly from your Checking Account instead of using Ramp Bill Pay, and the bill already exists in your accounting provider.
After you match and sync the transfer, Ramp syncs the Checking Account external debit as a bill payment in your accounting provider. This keeps your ERP records accurate without manually creating the payment.
## Key benefits
- **Cleaner reconciliation:** Connect Ramp Checking Account transfers to the bills they paid.
- **Less manual work:** Ramp creates the corresponding bill payment during sync.
- **Support for multiple bills:** Match one Ramp Checking Account transfer to more than one open bill when the payment covers multiple bills.
- **Better visibility:** See which open bills are tied to each Ramp Checking Account transfer.
## How matching works
Ramp pulls open bills from your accounting provider and shows suggested matches for eligible outgoing Ramp Checking Account external debits. Ramp suggests bills based on details such as open bill balance, bill date, and due date.
You can review the suggestions, select one or more bills, and choose how much of the transfer should apply to each bill. This feature is supported for QuickBooks Online, NetSuite, Sage Intacct, and Xero.
## Match a Ramp Checking Account transfer to bills
1. Go to **Accounting >** [**Banking**](https://app.ramp.com/accounting/business-accounts) .
2. Find the Ramp Checking Account transfer you want to review.
3. Open the transfer's accounting details.
4. Click the menu icon on the right, then select the option to match the transfer to open bills.
5. Review Ramp's suggested bills, or search and filter for the correct bill.
6. Select one or more matching bills.
7. Confirm the match.
8. Sync the transfer to your accounting provider.
After syncing, Ramp creates the corresponding bill payment in your ERP. For a walkthrough, see this [video guide](https://www.loom.com/share/2cc9b6f880d140c3bcc624680d55b7b5).
## Accounting impact
When a matched Ramp Checking Account transfer syncs to your accounting provider, Ramp syncs it as a bill payment. This reduces the open bill balance in your accounting provider and records the payment from the relevant Ramp Checking Account GL account.
## Frequently asked questions
### What is this feature?
This feature lets you match eligible Ramp Checking Account external debits to open bills from your accounting provider, then sync those transfers as bill payments. You cannot match Ramp Checking Account vendor payments to open bills.
### Which providers are supported?
This feature is supported for QuickBooks Online, NetSuite, Sage Intacct, and Xero.
### When should I use this?
Use this when a vendor debited your Ramp Checking Account and the bill already exists in your accounting provider.
### Can I match one Ramp Checking Account external debit to multiple bills?
Yes. You can select multiple bills as long as they are for the same vendor, same currency, and same subsidiary if applicable. The allocated amounts must add up to the full transfer amount.
### Can I partially pay bills?
Yes. You can allocate a specific amount from a wallet transfer, but only for an external debit, toward a bill in your ERP. You must allocate the full wallet transfer amount. For example, you cannot use $80 of a $100 wallet transfer and leave $20 unallocated.
You can pay one bill with more than one wallet transfer as long as the total matched amount does not exceed the bill's open balance. For example, you can pay a $100 bill in two transfers, match $40 from the first transfer, and match $60 from the second transfer. This means you can match multiple external debits to one bill.
### Why don't I see a bill in the suggestions?
The bill may not appear if it is already paid, inactive, in a different currency, tied to a different vendor or subsidiary, or not yet imported from your accounting provider.
### Can I edit a match after syncing?
No. After the transfer has synced to your accounting provider, the match can no longer be edited in Ramp.
### How to unmatch a bill from an external debit?
Open the transfer's menu, then select **Unmatch**.
### Can I match incoming Ramp Checking Account deposits to bills?
No. Matching incoming Ramp Checking Account deposits to bills is not supported.
### Can I match Ramp Checking Account vendor payments to bills?
No. Matching Ramp Checking Account vendor payments to bills is not supported.
---
# Ramp Banking's Recommended Book Close Workflow
> Official Ramp Help Center article. Topic: Business Banking / Business Banking Payments and Accounting. [View the canonical page](https://support.ramp.com/ramp-bankings-recommended-book-close-workflow).
This article helps guide finance teams on Ramp Banking through month-end book close process.
Before you begin, make sure you have configured Ramp Banking sync settings. Head to **Accounting > Banking >**[**Settings**](https://app.ramp.com/accounting/business-accounts/manage)**> Sync settings** to map your Ramp accounts to their corresponding ERP GL accounts. See detailed instructions [here](/ramp-banking-accounting#:~:text=Sage%20Intacct-,Accounting%20sync%20settings,-If%20you%20haven%E2%80%99t). Note that you may also need to configure GL account mappings for Bill Pay.
To ensure accurate and timely reconciliation at month-end, we recommend the following steps:
1. **Sync Ramp Checking Account and Ramp Operating Account transactions into your ERP**
- From Accounting > Banking, select transaction(s) and click “Sync”. *Note: Employee repayments and negative balance refunds require manual entries within your ERP system.*
2. **Export and upload bank feed to your ERP for transaction matching**
- If you’d like to match transaction data using bank-side records, go to **Banking > Overview** , select the desired Ramp Checking Account or Ramp Operating Account, scroll down to the transfer table
- Click the calendar icon to filter for last month (or a specific time period), then click the rightmost download icon to export bank feed.
- There is a separate bank feed for each Ramp Checking Account and Ramp Operating Account.
- Upload the file(s) into your ERP (see detailed instructions [here](/upload-bank-feed-ofx-to-erp-systems)). The bank feed reflects all movements in and out of the selected Ramp Checking Account or Ramp Operating Account. Ramp Investment Accounts do not support bank feeds, so reinvested dividends do not appear in a bank feed. However, reinvested dividends are synced to your ERP in Step 1 and are represented in Ramp Investment Account monthly statements. Direct bank feed integration is available for QuickBooks Online, QuickBooks Desktop, NetSuite, Sage Intacct, Acumatica, Zoho Books, and Xero. See [Ramp Checking Account Bank Feeds](/ramp-checking-account-bank-feeds) for setup details.
3. **Use Ramp Banking Statements for reconciliation**
- Download **monthly statement(s)** from **Banking > Overview > Documents >**[**Statements**](https://app.ramp.com/s/treasury/documents/statements) to ensure your ERP balances align with Ramp’s official records. This file is your official, immutable record of balance changes and can be used to tie out the GL at month-end.
- There is a separate statement for each Ramp Checking Account, Ramp Operating Account, and Ramp Investment Account.
For UCSV, download a CSV from **Banking > Overview**, select the desired Ramp Checking Account or Ramp Operating Account, filter for a date range, customize the CSV columns in the table, and then click the download button. You can then upload this into your ERP.
---
# Ramp Banking approvals
> Official Ramp Help Center article. Topic: Business Banking / Business Banking Controls & Automations. [View the canonical page](https://support.ramp.com/ramp-banking-approvals).
## Overview
Ramp Banking lets you set rules for transfers and automations. You can choose who must approve each action. You can also ask Ramp to alert certain users.
Use these policies to add clear review steps for money movement. Transfer rules apply each time a covered transfer is sent. Automation rules apply when a covered automation is set up or changed.
## Set up a transfer approval policy
Open [Banking approval policies](https://app.ramp.com/s/treasury/approval-policies), then select **Transfer approval policy**. These rules can cover eligible Banking transfers, such as outbound ACH and wire transfers.
The **Separation of duties** control applies to each transfer. It does not apply when you edit the rules. Turn it on to stop users from approving deposits or withdrawals that they created. Only Owners can change this control.
- **When on:** Ramp removes the transfer creator from the approval chain. If no approvers remain, Ramp uses the selected fallback approver group. If that group has no eligible approvers, Ramp uses Admin approvers.
- **When off:** A transfer creator in the approval chain can approve their own deposit or withdrawal.
## Set up an automation approval policy
Open [Banking approval policies](https://app.ramp.com/s/treasury/approval-policies), then select **Automation approval policy**.
These rules control who must sign off when an eligible automation is set up or changed. After the first setup is approved, the automation can run transfers without a new review each time.
These rules use the same workflow builder as transfer rules. They can use facts such as the amount, type, destination account, first run from an account, or source account.
## Add steps to an approval policy
In the workflow builder, select **Add step**, then choose a step type:
- **Approval:** Add a role, group, or person who must approve the action.
- **Notify:** Add a role, group, or person who should get an alert about the action.
- **Condition:** Set when the step applies. For a transfer policy, conditions can use facts such as the amount, source account, or transfer type.
After you add a rule, choose the values that it should check. Then add the people or groups who should approve the action.
Add users who have Ramp Banking access and permission to approve the action. This can include Admins, Owners, Finance Admins with the needed permission, and Custom Roles with the needed permission.
## Require review for approval policy changes
If an Owner or Admin [confirms your policy access](#how-do-i-give-a-user-access-to-edit-policies) but you do not see the control, Ramp has not enabled the feature for your business.
You can enable this control when you create a transfer or automation approval policy, or later. The initial policy does not need a second user's approval, but at least two users must be able to edit the policy.
When you create a policy, turn on **Require approval for policy changes**. For an existing policy, open [Banking approval policies](https://app.ramp.com/s/treasury/approval-policies), find the policy, and turn on the control. The page states: "Changes to this policy must be reviewed and approved before they take effect."
If the control is off and you need one more editor, Ramp shows: "Add another user who can edit this policy to turn this on." If the control is on and you need one more editor, add one before you can turn it off.
After you submit a change, Ramp emails the users who can review and approve it. The review page shows what will change and a read-only view of the new rules. A reviewer can apply or reject the change. You can see who can review the change in Ramp.
Each valid workflow change needs review. This includes adding, changing, or removing steps. It also includes clearing all rules. Turning off this control also needs review. This control does not cover role changes, user removal, custom groups, or delegate settings.
Policy settings also need review. This includes changes to **Separation of duties** and its fallback approver group.
> **Important:** You cannot delete a policy while this control is on. A second reviewer must approve a request to turn off the control first.
## Frequently asked questions
### Does this apply the first time I set up an approval policy?
The control can be enabled during initial setup, but it applies only to later changes. See [Require review for approval policy changes](#require-review-for-approval-policy-changes).
### Who can approve a change?
A different user who can edit this policy can approve it. You cannot approve your own change. Owners do not bypass this rule.
### What happens to my current policy while a change waits for approval?
The current policy stays active until a reviewer approves the change. A rejected change does not affect the live policy.
### Can I make more than one change at once?
No. Only one change can wait for review at a time. You cannot edit the policy or send a second change until a reviewer approves or rejects the first one.
### What if I made a mistake in a pending change?
Ask a reviewer to reject it. Pending changes do not expire. You cannot cancel a pending change yourself.
### How do I give a user access to edit policies?
Owners and Admins can edit Ramp Banking policies. On Ramp Plus, certain [Custom Roles](/customizing-roles-and-permissions) can also have this access. Open [Roles and permissions](https://app.ramp.com/settings/all/roles-and-permissions) to review or change a user's access. At least two users need access before you can turn the control on or off.
---
# Ramp Banking Approval controls for external debits
> Official Ramp Help Center article. Topic: Business Banking / Business Banking Controls & Automations. [View the canonical page](https://support.ramp.com/ramp-banking-approval-controls-for-external-debits).
> **Note:** Debit settings depend on which Banking account you have. Ramp Checking Account, provided by First Internet Bank of Indiana (FIB), supports approval controls for external debits. Ramp Operating Account, powered by J.P. Morgan, is currently in beta for approved businesses and does not support approval controls for external debits.
## Overview
Ramp lets you control who can debit your Banking account. The debit settings you see depend on your account type.
- **Ramp Checking Account** supports three settings: **Require approval** , **Allow all** , and **Allow only trusted vendors** .
- **Ramp Operating Account** supports two settings: **Allow all** and **Allow only trusted vendors** .
For both account types, **Allow all** lets you add blocked vendors by Originator ID. Debits from those originators are blocked while all other external ACH debits remain allowed.
## Ramp Checking Account debit settings
If you have more than one Ramp Checking Account, reach the right account from [**Banking**](https://app.ramp.com/s/treasury/home): select the Checking account, open its **⋯** menu, and select **View account details**. You can also open [**Account details**](https://app.ramp.com/s/treasury/account-details) directly — if you have multiple Checking accounts, this opens your first account with a **Viewing details for** switcher to change accounts. Editing debit settings requires permission to manage Banking accounts; if you don't have it, ask a Ramp Admin or Owner to make the change or grant you access.
From [**Account details**](https://app.ramp.com/s/treasury/account-details), choose from three **Debit settings** options:
**Setting**
**Description**
**Require approval**
Debits from untrusted vendors debit your account immediately, then require approval from assigned approvers before the **Due by** deadline on the [**Banking**](https://app.ramp.com/s/treasury/home) **Pending approvals** card.
**Allow all**
Allows external accounts to debit your Ramp Checking Account via ACH, except vendors you add to **Blocked vendors** by Originator ID.
**Allow only trusted vendors**
Allows debits only from trusted vendors whose **Originator IDs** you add to your list.
If you do not add any vendors, all external ACH debits are blocked.
When you select **Require approval**, debits from unapproved vendors initially reduce your Ramp Checking Account balance. Assigned approvers can then approve or reject the debit. If no one takes action by the **Due by** deadline, the debit is automatically reversed and the funds return to your account. Trusted vendors bypass the approval step.
To turn on approval controls, open [**Account details**](https://app.ramp.com/s/treasury/account-details), click **Edit**, set **Debit settings** to **Require approval**, assign approvers, optionally add trusted vendors, then save your changes.
Pending approvals appear in Ramp Banking and on the Ramp homepage. Assigned approvers are also notified by email and, if your business has them connected, Slack or Microsoft Teams.
| Setting | Description |
| --- | --- |
| Require approval | Debits from untrusted vendors debit your account immediately, then require approval from assigned approvers before the **Due by** deadline on the [**Banking**](https://app.ramp.com/s/treasury/home) **Pending approvals** card. |
| Allow all | Allows external accounts to debit your Ramp Checking Account via ACH, except vendors you add to Blocked vendors by Originator ID. |
| Allow only trusted vendors | Allows debits only from trusted vendors whose Originator IDs you add to your list. If you do not add any vendors, all external ACH debits are blocked. |
## Ramp Operating Account debit settings
Ramp Operating Account, powered by J.P. Morgan, is currently in beta for approved businesses. It does not support approval controls for external debits.
In [**Account details**](https://app.ramp.com/s/treasury/account-details), click **Edit** to choose one of these debit settings:
- **Allow all** : Allows external accounts to debit your Ramp Operating Account via ACH, except vendors you add to **Blocked vendors** by Originator ID.
- **Allow only trusted vendors** : Allows debits only from vendors you add as trusted vendors. Use **Add vendor** to enter the vendor's **Originator ID** and an optional **Nickname**. If you do not add any vendors, all external ACH debits are blocked.
## Block vendors while allowing other ACH debits
Both Ramp Checking Account and Ramp Operating Account let you block specific ACH originators without creating a list of every vendor you trust. All other external ACH debits remain allowed.
1. Open [**Account details**](https://app.ramp.com/s/treasury/account-details) for the account you want to update and select **Edit**.
2. Set **Debit settings** to **Allow all**.
3. Under **Blocked vendors**, select **Add vendor**, enter the vendor's **Originator ID** and an optional **Nickname**.
4. Save your changes.
## What are originator IDs?
Originator IDs are unique identifiers used to identify the vendor or platform that is initiating an ACH debit. They help you decide which vendors to trust for external debits.
If you need to confirm ACH authorization for payroll or another external debit setup, Ramp Checking Account customers can download an **authorization confirmation** letter from [**Account details**](https://app.ramp.com/s/treasury/account-details). If your debit setting is **Allow only trusted vendors**, you can choose which **Originator IDs** to include. If your debit setting is **Allow all**, the letter states that all ACH debits are authorized and does not list blocked vendors. Do not use this letter as proof that a blocked vendor is authorized to debit your account.
If you need to confirm who is authorized to sign on the account, use the same menu to download an **Authorized signer confirmation**. This option is available only for Ramp Checking Accounts provided by FIB. Ramp does not use a separate authorized signer role for this document. Instead, it can include Ramp admins or owners, plus your registered controlling officer if their KYC status is approved.
## Frequently asked questions
### How do I share proof that a payroll provider or vendor is authorized to debit my account?
Authorization confirmation letters are available only for Ramp Checking Account, not Ramp Operating Account. For Ramp Operating Account, ask the payroll provider or vendor whether it accepts a Ramp-generated bank verification letter instead, then download one from [**Bank letter**](https://app.ramp.com/s/treasury/documents/bank-letters).
For Ramp Checking Account, go to [**Account details**](https://app.ramp.com/s/treasury/account-details), open the menu for the relevant account details, and choose **Download bank letter**. Then select **Authorization confirmation**. If your debit setting is **Allow only trusted vendors**, select the **Originator IDs** to include in the PDF. If your debit setting is **Allow all**, the PDF states that all ACH debits are authorized and does not list blocked vendors. Do not share it as proof that a blocked vendor is authorized. You can share this letter with payroll providers or other third parties that need ACH authorization confirmation and are not on your blocked vendors list.
**Where to find originator IDs (if you have previous external withdrawals):**
- Go to **Banking > Overview** , select the Checking Account, then open **History** .
- Filter for **Transaction type = Withdrawals** and **Account details = the desired account detail**.
- Click into the transaction, the **Originator ID** will be listed within the transaction drawer.
---
# Target Balance Automation with forecasted shortfall
> Official Ramp Help Center article. Topic: Business Banking / Business Banking Controls & Automations. [View the canonical page](https://support.ramp.com/ramp-banking-cash-manager).
## Overview
> **Beta.** This feature is currently in Beta.
Target Balance Automation with forecasted shortfall uses Forecast to look ahead at upcoming cash needs, top up your Ramp Checking Account before a projected shortfall, and optionally sweep excess funds back to an Investment Account.
Use the forecasted shortfall trigger when you want Target Balance Automation to consider upcoming payments and Forecast line items instead of only reacting when Checking falls below a fixed minimum balance. This setup was previously called Cash Manager. For the broader automation options, see [Ramp Banking automations](/ramp-banking-automations).
## How forecasted shortfall works
Target Balance Automation starts with a target balance for your Ramp Checking Account. When forecasted shortfall is selected as the trigger, Ramp compares that target balance against your projected balance and scheduled cash activity in Forecast.
If Forecast shows your Checking balance may fall below target, Target Balance Automation can schedule a top-up from the selected funding source. If your funding source is an Investment Account and sweep is enabled, Target Balance Automation can also move excess funds from Checking back to the Investment Account when projected balances are above target.
## Choose funding and sweep options
Target Balance Automation with forecasted shortfall supports different options depending on where funds come from:
| Funding source | Top-up into Checking | Sweep excess funds back | Backup funding source |
| --- | --- | --- | --- |
| External bank account | Supported | Not supported | Not supported |
| Managed Portfolio | Supported | Supported | Supported |
Self-Directed Investment Accounts are no longer supported as a funding source. Go to [Automations](https://app.ramp.com/treasury/automations) to update an existing automation to use a different funding source.
Sweep is only available when the funding source is an Investment Account. Turning sweep off only stops excess funds from moving back to the Investment Account; it does not stop Target Balance Automation from topping up Checking. To stop all automated transfers for this setup, delete the Target Balance Automation.
## Understand Forecast inputs
Forecast is available from the [Forecast tab](https://app.ramp.com/treasury/forecast), even if Target Balance Automation is not enabled. Target Balance Automation with forecasted shortfall uses Forecast to understand upcoming cash needs for your Ramp Checking Account.
Forecast inputs can include scheduled bills, approved or ready-for-release bills depending on your Forecast input settings, pending approval bills depending on preferences, card statement payments, reimbursements, Ramp service fees, custom Forecast line items, and scheduled deposits or transfers visible to Forecast.
Forecast does not automatically know every off-Ramp obligation. Add custom Forecast line items for expected off-Ramp expenses or revenue, such as payroll, debt payments, or large customer deposits, so projected balances reflect your broader cash picture.
## Understand bill dates in Forecast
Forecast uses the best available bill date to project when funds are needed. The date waterfall is scheduled payment date, bill due date, invoice date, then the current date if the other dates are unavailable.
This date affects when Target Balance Automation expects cash to leave Checking. If a bill date or payment status changes, Ramp may change, cancel, or recreate scheduled automation actions.
## Plan around settlement timing
Target Balance Automation with forecasted shortfall needs enough lead time for funds to settle before a payment or projected shortfall. Actual timing varies by cutoff times, weekends, bank holidays, trading holidays, and available balance.
General lead-time guidance:
- External bank account ACH: about 5 business days.
- Managed Portfolio full withdrawal: about 3 business days.
- Managed Portfolio short-term sleeve or Reserve strategy, when available: about 1 business day.
Target Balance Automation cannot always cover payments due inside the funding source settlement window. For urgent payments, manually fund Checking with a faster method such as wire or RTP where available, or change the payment source.
## Review scheduled Target Balance actions
Use the [Forecast tab](https://app.ramp.com/treasury/forecast), transfer history, and scheduled automation details to review why Target Balance Automation moved funds or changed a scheduled action. Ramp can update or cancel scheduled actions after balance changes, Forecast refreshes, payment status changes, custom Forecast line item updates, target balance edits, existing in-flight transfers, or insufficient source funds.
If your primary funding source is an Investment Account and the available source funds are insufficient, Target Balance Automation can use the backup external bank account if one is configured. If no backup source is configured, you may need to manually fund Checking to avoid a missed or delayed payment.
## Frequently asked questions
### Do I need an Investment Account to use Target Balance Automation with forecasted shortfall?
No. You can use an external bank account to top up Checking. You need an Investment Account if you want Target Balance Automation to sweep excess funds back into an Investment Account or use a backup funding source.
### Why did money move when sweep is off?
Sweep controls only excess funds moving from Checking back to an Investment Account. If Target Balance Automation is still enabled, it can continue to top up Checking when Forecast shows a projected shortfall.
### How can I tell whether a transfer was automation-triggered?
Review transfer history, Forecast, and scheduled automation details. A transfer's initiator alone may not explain the full reason funds moved because Target Balance Automation considers Forecast, scheduled actions, in-flight transfers, and source availability together.
### What happens if a bill is due too soon?
Target Balance Automation may not be able to move funds in time if the payment is due inside the funding source settlement window. Manually fund Checking with a faster method such as wire or RTP where available, or change the payment source.
### Do external deposits and withdrawals show up in Forecast automatically?
Only scheduled deposits and transfers visible to Forecast are included automatically. Add custom Forecast line items for known off-Ramp cash activity that Forecast does not already show.
### What happens if the funding source has insufficient funds?
If you use an Investment Account with a backup external bank account, Target Balance Automation can use the backup source. If no backup source is configured, manually fund Checking or update the payment source so upcoming payments are covered.
---
# Ramp Banking automations
> Official Ramp Help Center article. Topic: Business Banking / Business Banking Controls & Automations. [View the canonical page](https://support.ramp.com/ramp-banking-automations).
## Overview
Ramp Banking automations move money for your Ramp Checking Account based on rules you set. Use automations to keep Checking funded for upcoming spend, move excess cash into an Investment Account, or schedule recurring transfers.
Create an automation from [Banking automations](https://app.ramp.com/s/treasury/automations/create), or manage an existing automation from [Automations](https://app.ramp.com/treasury/automations).
> **Note:** Ramp Reserve Accounts can't be selected as a source account for Ramp Banking automations because those funds are locked to increase your card limit. Use a regular Ramp Checking Account for automations.
## Choose an automation type
Ramp Banking supports three main automation types:
| Automation | Best for | How it works |
| --- | --- | --- |
| Target Balance Automation | Keeping your Ramp Checking Account funded to a target amount | Ramp tops up Checking when a minimum balance or forecasted shortfall trigger applies. |
| Sweep automation | Moving excess cash from Checking to another eligible account | Ramp moves funds above your configured threshold into the account you select. |
| Recurring transfer automation | Moving a fixed amount on a schedule | Ramp transfers the amount you choose on the recurring schedule you set. |
Target Balance Automation can also include sweep behavior when the funding source is an Investment Account. In that setup, Ramp can top up Checking when funds are needed and sweep excess funds back to the Investment Account when projected balances are above your target.
## Set up Target Balance Automation
Target Balance Automation helps keep your Ramp Checking Account funded while reducing manual transfers. You choose the target balance, how Ramp decides when to move funds, and where funds should come from.
Target Balance Automation supports two trigger modes:
- **Minimum balance:** Ramp tops up Checking when the balance falls below the minimum amount you set. This is the simpler, reactive option for maintaining a static balance.
- **Forecasted shortfall:** Ramp looks ahead at Forecast inputs and moves funds before a projected shortfall. This is the dynamic Target Balance option previously called Cash Manager. See [Target Balance Automation with forecasted shortfall](/ramp-banking-cash-manager) for Forecast inputs, timing, and examples.
Funding source options depend on the trigger mode and accounts available to your business. External bank accounts support top-ups into Checking. Managed Portfolios support top-ups, optional sweeps back to the Investment Account, and backup funding from an external bank account.
Ramp has retired Self-Directed Investment Accounts. If you migrated to a Managed Investment Account, Ramp updated your automation funding source during migration. Otherwise, go to [Automations](https://app.ramp.com/treasury/automations) and update the automation to use a different funding source.
## Use sweep automations
Sweep automations move excess funds from your Ramp Checking Account to another eligible Ramp Checking Account or Investment Account when your source account balance is above the threshold you set.
Sweep can be used in two ways:
- **As part of Target Balance Automation:** If your Target Balance Automation uses an Investment Account funding source, you can enable sweep so excess Checking funds move back to the Investment Account when projected balances are above target.
- **As a separate sweep automation:** If you only want to move excess Checking funds to another eligible account, create a standalone sweep automation with its own threshold.
Turning sweep off only stops excess funds from moving back to the Investment Account. It does not stop Target Balance Automation from topping up Checking. To stop all automated transfers for that target balance setup, delete the Target Balance Automation.
## Set up recurring transfer automation
Recurring transfer automation moves a fixed amount between selected accounts on the schedule you choose. Use it when your cash movement needs are predictable and do not depend on account balance or Forecast projections.
When creating a recurring transfer automation, choose the transfer amount, source account, destination account, frequency, and start date. Ramp moves the same amount on the schedule unless you edit or delete the automation.
## Plan around transfer timing
Automations can only help if funds can settle before the payment or balance need. Actual timing varies by cutoff times, weekends, bank holidays, trading holidays, and available balance.
General lead-time guidance:
- External bank account ACH: about 5 business days.
- Managed Portfolio full withdrawal: about 3 business days.
- Managed Portfolio short-term sleeve or Reserve strategy, when available: about 1 business day.
If a payment is due inside the funding source settlement window, an automation may not be able to cover it in time. For urgent payments, manually fund your Checking Account with a faster method such as wire or RTP where available, or change the payment source.
## Understand automation changes and cancellations
Ramp may change, cancel, or skip a scheduled automation action when the facts used to create it change. This can happen after balance changes, Forecast refreshes, payment status changes, custom Forecast line item updates, target balance edits, existing in-flight transfers, or insufficient source funds.
Review your transfer history, Forecast, and scheduled automation context to understand why funds moved or why a planned transfer changed.
---
# Ramp Banking Low Balance Notifications
> Official Ramp Help Center article. Topic: Business Banking / Business Banking Controls & Automations. [View the canonical page](https://support.ramp.com/ramp-banking-low-balance-notifications).
Ramp Checking Accounts now offer **Low Balance Notifications**, a customizable setting that helps you monitor your account balance effortlessly. By setting a minimum balance threshold, you’ll receive timely email alerts whenever your balance falls below your specified amount. This feature ensures you always have sufficient funds to cover expenses and avoid any disruptions to your operations.
**Why use low balance notifications?**
• **Customizable Alerts**: Define your own low balance value that suits your business needs.
• **Timely Notifications**: Get immediate email alerts when your balance dips below your set threshold.
• **Team Awareness**: Notifications are sent to all admins and owners, keeping key stakeholders informed.
**How to Set Up Low Balance Notifications**
1. **Access Notification Settings**:
• Navigate to the [Notifications](https://app.ramp.com/settings/personal-settings/notifications) in your Ramp account.
2. **Configure Your Threshold**:
• Enter your desired low balance value in the designated field.
3. **Save Your Settings**:
• Click **Save** to activate low balance notifications.
**Who Receives the Notifications?**
All admins and owners associated with your Ramp account will receive the low balance email alerts.
**Managing Your Notifications**
• **Adjust Threshold**: You can update your low balance value at any time by revisiting the **Notifications** tab.
• **Disable Alerts**: If you no longer wish to receive notifications, simply remove the low balance value and save your settings.
---
# No-fee Faster Payments with Ramp Checking Account
> Official Ramp Help Center article. Topic: Vendor Portal / Vendor Portal. [View the canonical page](https://support.ramp.com/no-fee-faster-payments-with-ramp-checking-account).
## Overview
Ramp offers no-fee Faster Payments to eligible vendors for eligible payments. To receive them, set up or use an existing Ramp Checking Account, add it as a payment method in Vendor Portal, and ask your customer's Bill Pay contact to update your vendor record so payments route to the Ramp Checking Account.
After your customer updates and accepts the new payment details, eligible payments sent to your Ramp Checking Account may include Faster Payment offers that you can review and accept at no fee.
## Eligibility
No-fee Faster Payments are available only to eligible vendors and eligible payments. Eligibility is not guaranteed for every vendor, customer, invoice, or payment. To learn how standard Faster Payments offers work, see [Faster Payments](/faster-payments).
To qualify for no-fee Faster Payment offers, eligible payments must be routed to your Ramp Checking Account. If your customer keeps using your old payment details, payments will not qualify for the no-fee Faster Payments promotion, but eligible payments may still receive standard Faster Payment offers with a fee.
## Set up no-fee Faster Payments
If you do not have a Ramp Checking Account, complete Ramp's application and open a Ramp Checking Account before adding it to Vendor Portal. If you already have a Ramp Checking Account, skip the application and account-opening steps and add your existing account as a payment method in Vendor Portal.
1. **Complete Ramp's application.** This unlocks the full Ramp platform for your business.
2. **Open a Ramp Checking Account.** Eligible Faster Payments will be deposited into this account.
3. **Add your Ramp Checking Account in Vendor Portal.** Sign in to Vendor Portal from the [Ramp sign-in page](https://app.ramp.com/sign-in) , then go to **Vendor profile** > **Payment details** and add your Ramp Checking Account as a payment method.
4. **Share the new payment details with your customer's Bill Pay contact.** They need these details to route payments correctly through Ramp Bill Pay.
5. **Ask your customer to update and accept your vendor record.** Your customer must update or accept the new payment details in their Bill Pay system before payments route to your Ramp Checking Account.
Once your customer updates your vendor record, future eligible payments can route to your Ramp Checking Account and may include no-fee Faster Payment offers.
## Accept no-fee Faster Payment offers
After eligible payments start arriving at your Ramp Checking Account, review each Faster Payment offer before accepting it. Accepted eligible offers deposit funds faster into your Ramp Checking Account with no fee.
If a payment does not show a no-fee Faster Payment offer, it may not be eligible, your customer may still be using old payment details, or your customer may not have accepted the updated vendor record yet.
## Frequently asked questions
### Can I use an existing Ramp Checking Account?
Yes. If you already have a Ramp Checking Account, you can skip Ramp's application and account-opening steps. Add the existing Ramp Checking Account as a payment method in Vendor Portal, then ask your customer's Bill Pay contact to update and accept the new payment details.
### What happens if my customer keeps using my old payment details?
Payments sent to your old account details will not qualify for the no-fee Faster Payments promotion, but eligible payments may still receive standard Faster Payment offers with a fee. Your customer must update or accept your Ramp Checking Account details in their Bill Pay system before payments can route to the new account.
---
# Ramp Vendor Portal
> Official Ramp Help Center article. Topic: Vendor Portal / Vendor Portal. [View the canonical page](https://support.ramp.com/ramp-vendor-portal).
## Overview
Ramp's Vendor Portal allows vendors who receive bill payments to easily manage and track those payments. The Vendor Portal:
- Simplifies payment tracking for vendors.
- Provides a central location for managing receivables.
- Allows for quick and secure updates to company and payment information.
- Lets vendors comment directly with payers on bills
If you're using this guide, it means one of your customers is using Ramp to process accounts payable and send vendor payments.
> **Note:** The Vendor Portal is for vendors who *receive* payments from Ramp customers. If you are a Ramp customer looking to *pay* your vendors, see [Bill Pay overview](/bill-pay-overview).
## Vendor Portal process
### Vendor account creation
- Vendors cannot create an account on their own from a public signup page. A vendor must be invited by a Ramp customer (payer), if the customer:
- Adds the vendor to Bill Pay and sends a request for payment and tax details
- Invites the vendor to Ramp's Vendor Network
- If a customer does one of the above, you will receive an email from Ramp with a secure link to submit payment details. Creating a Vendor Portal account allows you to manage and track payments, and get access to the additional features described below.
### How to access the portal after account creation
Sign in at [app.ramp.com/sign-in](https://app.ramp.com/sign-in) using the email address you signed up with. After signing in, you can access the Vendor Portal directly at [app.ramp.com/vendor-portal](https://app.ramp.com/vendor-portal).
If you have both a Ramp customer account and Vendor Portal account, sign in and switch between them using the account selector in the top-left of the navigation.
> **Note:** There is no separate vendor sign-in page. Vendors use the same Ramp sign-in page as all other users. URLs such as `vendor.ramp.com` are not valid Ramp addresses — always use [app.ramp.com/sign-in](https://app.ramp.com/sign-in) to sign in.
### Bill payment initiated
- When a company wants to pay you for a service or product, they can select you as the vendor on a bill and either:
- Request payment and tax details from you (You will receive an email at the address your customer entered in Ramp.)
- Manually enter your payment and tax details
- Connect with you on the [Vendor Network](/ramp-vendor-network) to get your details.
- You will receive an email notification about the incoming payment, from which you create a Vendor Portal account to view more details in Ramp.
### Tracking payments
- Once your account is created, you can view pending bill payments and track their progress.
- Additional bills paid to you by other companies using Ramp will also appear in the portal.
- FYI that 'Payment destination' only populates after payment is initiated, not before.
- To contact your payer about a payment, click "Comment" on the relevant bill. Your payer will receive an email notification and reply to your message directly in Ramp. You can view any responses directly on the bill under "Activity".
**Bill statuses in Vendor Portal**
When tracking payments, you will see different bill statuses that indicate where the payment is in the customer's process:
- **Received** - Your customer has received your invoice in Ramp. They have not started the payment yet.
- **Payment initiated** - Your customer has started the payout process and the payment is being sent.
- **Paid** - The payment has finished processing and should have landed in your account.
You should only expect funds to arrive once the bill shows as **Payment initiated** and an expected delivery date is available.
### What to do if a payment is delayed
If a payment shows as **Payment initiated** or **Paid** but has not arrived in your bank account by the expected date:
1. **Check the payment status** — Open the bill in your Vendor Portal and confirm the current status and expected delivery date.
2. **Verify your payment details** — Go to **Vendor profile** > **Payment details** and confirm your bank account information is correct. If you recently updated your details, your payer may need to approve the change before payments are redirected to the new account.
3. **Contact your payer directly** — Use the **Comment** feature on the bill to message your payer and ask for a status update. Your payer has access to additional payment processing details that are not visible in the Vendor Portal.
4. **Contact your bank** — If the payment shows as **Paid**, check with your bank to confirm whether the funds were received or returned.
### Vendor credits on receivables
Your customer (the Ramp payer) may apply vendor credits to reduce the payment amount on a bill. When credits are applied, the receivable in your Vendor Portal shows the credit amount alongside the payment details. This is an informational display — vendor credits are created and managed by the customer on their side, not through the Vendor Portal.
If you need to issue a credit or refund to your customer, send the credit memo directly to your customer and ask them to record it in Ramp. You can use the **Comment** feature on the relevant bill to coordinate with your customer.
### 1099 e-delivery consent
Payers filing 1099s on Ramp can request e-consent from vendors for electronic delivery in the Vendor Portal instead of delivery by mail. When a payer requests e-consent, you will:
- Receive an email requesting e-consent (or tax details *and* e-consent). This link becomes inactive after 30 days. If it expires, ask your customer to send a new request.
- View a page to consent to e-delivery
- After your customer files their 1099s, you'll receive an email notification when the form is available in your Vendor Portal. Go to **Customers** > **All customers** to manage e-consent preferences, and go to **Customers** > **Tax forms** to download tax documents. You must be connected on the Vendor Network to download your tax documents. If your connection is inactive, reach out to the customer and ask them to [reconnect](/ramp-vendor-network).
## Managing your Vendor Portal account
### Setup guide
After signing up, you will see a setup guide with the remaining steps to complete setting up your account.
### Company profile
Customize how your company is shown to customers and what details you share. Go to **Vendor profile** > **Edit vendor profile** to update your company name, description, location, logo, and discoverability setting.
### Profile discoverability
Discoverability controls whether Ramp customers (payers) can find your business on the [Vendor Network](/ramp-vendor-network). When your profile is set to discoverable, payers can search for your business and connect with you directly — without needing to send a payment details request first.
To change your discoverability setting, go to **Vendor profile** > **Edit vendor profile**.
**When discoverability is on:**
- Payers who search for your business by email can find and connect with you on the Vendor Network. When connecting, payers can choose whether to use your public payment and tax details.
- Payers who create a new vendor in Ramp and enter an email associated with your business are automatically connected to your Vendor Network profile.
- If a Vendor Network connection becomes inactive, the payer can use the reconnect option to restore the connection.
- Other Vendor Portal accounts on the same email domain can see your account as a [merge candidate](/vendor-portal-account-merging) .
**When discoverability is off:**
- Payers cannot find your business through Vendor Network search. They can connect by sending you a payment details request.
- Your account does not appear as a merge candidate for other accounts on the same email domain.
- You can still receive payments and share payment details with customers you are already connected to.
> **Note:** Discoverability only takes effect after you complete your Vendor Portal account setup. If your account is not fully set up, your profile will not appear in search results even if discoverability is turned on.
### Manage payment details
- Go to 'Vendor profile' > 'Payment details' to access your payment accounts. You can add payment details for the following payment methods:
- ACH (Direct Deposit)
- International bank accounts (if relevant)
- If your country doesn't use IBAN, enter your standard bank account number in the IBAN field
- Check mailing
- Card payments - you can select whether you allow Card payments or not
- To add an ACH payment account, you'll have two options:
- 'Manual entry' - entering your account and routing number manually
- [**Connect your bank account**](/bank-account-linking-for-vendors) - link your bank account to add your bank details for payment
- To add a new payment account, click the "+" symbol or "Add account" button to get started.
### Share payment details
Your public payment details are visible to any customer searching for you when your profile is set to [discoverable](#profile-discoverability). To share specific payment details with a particular customer, you must be connected to that customer.
- You can add multiple payment methods to receive payments, and also select which payment details are shared with specific customers.
- You can assign multiple bank accounts to one customer, but only one of each type (i.e. *one* ACH, *one* International, *one* Check)
- You can only have one public bank account that will be shared with customers upon connection
- To share specific payment account details with a specific customer, click on the payment details > 'Share with customers' > select the customer > Save > Confirm.
- You will then be able to see if the customer has 'Accepted' the payment details, or whether this update is 'Pending' or they have 'Rejected' these new details.
- If the status is **Rejected**, use the resend action to send the payment details again.
- **Note:** Depending on the customer's approval settings, tax details, card acceptance policies, and ACH details from Ramp-verified bank accounts can be accepted automatically. Other payment detail updates require customer review before they take effect. While an update that requires review is pending approval, payments may continue to use the previous approved bank account or fail if no approved account exists.
- 
- To approve updated bank details, the payer opens [vendor updates](https://app.ramp.com/vendors/needs-review), selects **Review updates**, reviews the information, and selects **Approve updates**.
If you want to **stop sharing your payment details** with one customer while keeping them available for others:
- Open [Payment details](https://app.ramp.com/vendor-portal/vendor-profile/payment-details) and select the payment account.
- Under **Share with customers**, open the customer's menu and select **Unassign**.
### Manage tax details
- Go to 'Vendor profile' > 'Tax details' to access your tax details.
- To add your W-9 or W-8 details, select **Edit tax details** and upload the document and/or manually add the details.
- To enter W-8 details manually, set **Federal Tax Classification** to **International**.
- **Note:** If you update existing tax details, the changes may be accepted automatically depending on each customer's approval settings. Otherwise, the customer must accept the update before it takes effect.
### Documents
- Upload common documents you regularly share with customers (like a SOC2 or Certificate of Insurance),
- Once uploaded, Ramp will automatically pre-fill them for you when customers request them in the future, saving you time in the process.
### Invite people to your Vendor Portal account
You can invite multiple users to have access your Vendor Portal account.
- To invite others, use the 'Invite team members' step in your setup guide after signing up, or go to People > Invite.
- Enter the email addresses of the people you would like to invite. An email invite to join your Vendor Portal will be sent to this account. Then click 'Send Invite'.
- Invitees must match your email domain for the invite to go through.
- After sending an invite, the invitee will receive an email to join your Vendor Portal account.
- To check the status of sent invites, click 'Invites' where you can either 'Resend' or 'Revoke' a sent invitation.
## Frequently asked questions
### How will I be notified of an incoming payment?
- You will receive an email notification whenever a company sends you a payment.
### I signed up, but how do I access this later as a vendor?
- Go to [app.ramp.com/sign-in](https://app.ramp.com/sign-in) and enter your email to sign in. After signing in, navigate to [app.ramp.com/vendor-portal](https://app.ramp.com/vendor-portal) to access your Vendor Portal. There is no separate vendor sign-in page — use the standard Ramp sign-in page.
### Can I update my bank account details?
- Yes, you can update your bank account details in **Vendor profile** > **Payment details** . Note that only one bank account can be selected as the default at a time.
### Can I track payments from multiple companies using Ramp?
- Yes, all payments made by any company using Ramp will be available to track in your Vendor Portal.
### What should I do if an ACH payment is missing?
- Confirm with your payer that they used your ACH routing number, not a wire routing number, when submitting the payment. If the wrong routing number was used, have your payer update the payment details and resubmit the payment.
- If the routing number is correct and the payment still has not arrived, use the **Comment** feature on the bill to contact your payer and ask them to check the payment status in Ramp. You can also check with your bank to confirm whether the funds were received or returned.
### Can I contact Ramp Support about a missing or delayed payment?
- Ramp Support can only review payment processing details with the payer (the Ramp customer who sent the payment). As a vendor, the best path is to contact your payer directly — use the **Comment** feature on the bill in the Vendor Portal, or reach out to them outside of Ramp. You can also contact your bank to check whether funds were received or returned.
### Is there a vendor-specific support email or sign-in page?
- No. Ramp does not have a dedicated vendor support email address. There is no `vendorsupport@ramp.com` or similar email for vendors. For payment questions, contact your payer directly using the **Comment** feature on the bill in your Vendor Portal, or reach out to them outside of Ramp. For account access, sign in at [app.ramp.com/sign-in](https://app.ramp.com/sign-in) — this is the only Ramp sign-in page. URLs like `vendor.ramp.com` are not valid.
### How do I issue a refund or credit to my customer?
- The Vendor Portal does not support issuing refunds or credits directly. Vendor credits are created and managed by your customer (the Ramp payer) on their side. To issue a credit, send your credit memo to your customer outside of Ramp or use the **Comment** feature on the relevant bill to coordinate with them. Your customer can then record the credit in Ramp and apply it to future payments.
### What does discoverability do and should I turn it on?
- [Discoverability](#profile-discoverability) controls whether payers can find and connect with your business on the Vendor Network by searching your email. When it is on, payers can connect and choose whether to use your public payment and tax details without sending a manual request. When it is off, payers can connect by sending a payment details request. Turning discoverability on is recommended if you want to make it easier for your customers to find and pay you through Ramp.
### How do I add a new customer to my Vendor Portal?
For a Vendor Network connection or to send invoices, you cannot add a customer from the Vendor Portal. The customer must connect to your vendor profile from Ramp.
To let a customer search for your profile, complete your Vendor Portal account setup and turn on [discoverability](#profile-discoverability). Then send the customer your business name and the email address associated with your Vendor Portal profile. For example: "Please add Bob's Blankets as a vendor in Ramp using `billing@bobsblankets.com`. Our Vendor Portal profile is discoverable, so Ramp should find and connect to our profile."
If you do not want your profile to be discoverable, ask the customer to send a payment details request to the email address associated with your Vendor Portal profile. After the customer connects, they appear in your **Customers** list. You can select them when you create an invoice only if they allow [vendor-initiated invoices](/internal-invoice-send-an-invoice-on-vendor-network).
To share your vendor profile, tax details, or documents directly with a customer, you can invite them from the Vendor Portal. See [Vendor Profile Public Sharing](/vendor-profile-public-sharing).
---
# Ramp Vendor Network
> Official Ramp Help Center article. Topic: Vendor Portal / Vendor Portal. [View the canonical page](https://support.ramp.com/ramp-vendor-network).
## Overview
Ramp Vendor Network is a way for payers and vendors to more easily and securely collaborate all on the Ramp platform. Payers can get updates from vendors that have an existing Vendor Network profile, and optionally use their stored payment & tax information, eliminating the need for manual entry and sharing via less secure channels.
Payers can also invite vendors not yet on Vendor Network to create a Vendor Portal account and connect with them. If a payer invites a vendor and they join, they become connected and receive updates on the items listed below.
## The benefits
With your vendors on Vendor Network, you can:
- Comment on bills directly with vendors
- Securely receive payment account updates
- Request and store tax details and W9/W8's
- Let vendors invoice you directly on Ramp
## Inviting a vendor to Vendor Network
### Invite from vendor profile
To invite a vendor to create a Vendor Portal account from a vendor's profile:
1. Go to **Vendors** and select the vendor you would like to invite.
2. In the **Vendor Network** card, select **Invite to Vendor Network**.
- Note - This will send an email invitation to the email address listed in the ‘Contact details’ section
1. Once your vendor has signed up for Vendor Portal, the **Vendor Network connection** card displays **Connected**.
### Invite from vendor creation
To invite a new vendor to create a Vendor Portal account from vendor creation:
Before creating the vendor, go to [**Vendors settings**](https://app.ramp.com/vendors/overview/settings/vendor-onboarding) and turn on **Invite vendors to Vendor Network by default**. When this setting is on, the option to invite a vendor to the Vendor Network appears during vendor creation, and new vendors you create are invited by default unless you opt out. When the setting is off, the invite option isn't shown during vendor creation. Vendors imported from a CSV file or ERP aren't invited at import; instead, an invitation can be sent when you approve an eligible bill for that vendor — but only while this setting is on. If the setting is off when the bill is approved, Ramp doesn't send that invitation.
1. With the setting on, when you create a new vendor from 'Vendors' or through a bill, you will see the option to invite this vendor to the Vendor Network.
2. If the vendor does not have an existing Vendor Portal account, once they accept the invite and sign up you receive updates from this vendor
- If a vendor does have an existing account that matches the email you've entered, you will see the ability to automatically enable updates from that vendor and optionally pre-fill their payment/tax details
### Enable updates from existing vendors
If you want to collect details from a vendor that is already on the Vendor Network:
1. Open the vendor profile of the vendor you want to connect with.
2. In the **Vendor Network connection** card, select **Review connection**.
3. In **Review network match**, choose the payment and tax details you want to sync, then select **Connect and sync**. If there are no details to sync, select **Connect**.
The **Vendor Network connection** card appears only when Ramp finds a potential match and you have permission to review and edit vendor payment and tax details.
- If no potential match appears, [request payment or tax details from the vendor](/request-payment-tax-and-other-details-from-vendors). When an eligible Vendor Network vendor completes the request, Ramp connects the profiles.
- If you don't have permission, ask an Owner or Admin to review the connection or grant you an Accounts Payable or Finance Admin role with vendor payment and tax edit access.
Another way you will automatically enable updates from vendors on the Vendor Network is through PDR (payment details request) fulfillment. This means if you request payment/tax details from a vendor you're not connected to, if they submit the details and are on the Vendor Network, you will start receiving updates.
> **Note:** A vendor must set themselves as discoverable from their vendor profile to be able to connect with them.
### Updating vendor details
Depending on your approval settings, changes to tax details, card acceptance policies, and ACH details from Ramp-verified bank accounts can sync automatically. Other payment and tax detail changes require payer review before they sync.
If a vendor you are connected to submits a payment or tax detail change that requires review, you can accept or reject the change. The [vendor can see](/ramp-vendor-portal) that the update is pending, accepted, or rejected.
**Note**: Any other information a vendor updates (like contact info) does not sync over the Vendor Network.
> **Important:** While a vendor is connected to Vendor Network, the default contact's details (name, email, phone) cannot be edited. To edit the default contact, [disconnect the vendor from the Vendor Network](#disconnect-a-vendor-from-the-vendor-network) first — existing vendor data is preserved. Non-default contacts can be edited at any time regardless of Vendor Network connection status.
**Security precautious with updates:**
- Vendors set up MFA during onboarding and any changes to payment details are gated by MFA checks
- Payment detail changes that are not auto-approved must be accepted or rejected by the payer
### Disconnect a vendor from the Vendor Network
You need permission to edit the vendor to disconnect it. If you don't see the edit (pencil) icon or the disconnect option, ask a Ramp Admin or Owner to disconnect the vendor or to grant you vendor edit access.
To stop receiving updates from a vendor you're connected to:
1. Open the vendor's profile from [Vendors](https://app.ramp.com/vendors).
2. Select the edit (pencil) icon, then open **Vendor details**.
3. Scroll to the **Danger zone** section, select **Disconnect from the Vendor Network**, and confirm.
Disconnecting does not delete the vendor or any of their saved payment/tax details — you keep the information you've already synced. You'll stop receiving future updates from the vendor and will need to manage their details manually.
### Commenting on bills
Payers and vendors can comment on bills between themselves and centralize discussion/updates directly on the bill. To do this, open a bill > click on 'Activity' > 'Vendor Activity'. Note that vendors can only see external activity on bills, so the comment thread between themselves and payers. They cannot see anything on Bill Activity, like the audit log or internal comments.
## Frequently asked questions
### Why can't I edit a vendor's default contact details?
The default contact is locked while the vendor is connected to Vendor Network. See [Updating vendor details](#updating-vendor-details) for details and the workaround.
### When can vendors see bills I create and what can they see?
- A vendor you're connected to on the Vendor Network will be able to view a bill shared with them after the bill has been created (moved out of drafts), but it doesn't need to be approved
- Vendors can see the memo, total, invoice document, Vendor activity, and payment delivery status on the bill.
---
# Ramp emails for vendors and non-customers
> Official Ramp Help Center article. Topic: Vendor Portal / Vendor Portal. [View the canonical page](https://support.ramp.com/ramp-emails-for-vendors-and-non-customers).
## Overview
You may receive an email from Ramp even if your company does not use Ramp. This usually means one of your customers, payers, or business partners uses Ramp to manage bills, payments, vendor information, or tax forms.
This article explains the types of emails Ramp may send you on their behalf, what triggers each email, and where to see representative examples. Exact wording and details vary by email type and payment or request context.
## Why you received a Ramp email
A Ramp customer may send you an email through Ramp when they need information from you or want to share payment activity with you. Common reasons include:
- They need your payment details, tax details, or documents before they can pay you.
- They invited you to create a [Ramp Vendor Portal](/ramp-vendor-portal) account.
- They shared a draft bill, payment status, tax form, or vendor profile request.
- They added your email address as a contact for a vendor record in their Ramp account.
Ramp sends vendor payment and tax detail requests and bill payment notifications from [communications@ramp.com](mailto:communications@ramp.com), which is an official Ramp email address.
The email should identify the Ramp customer or payer who sent the request. If you do not recognize the company, do not submit information through the link until you confirm the request with that company directly.
## Vendor information and account emails
Ramp may send these emails when a customer needs information from you or wants to connect with you:
- **Payment, tax, document, or onboarding request:** A customer can request payment methods, tax details, documents, or onboarding forms. The email contains a secure link and may include a message from the customer. The customer may also send reminders while the request is incomplete. See [Submit your payment and tax details as a vendor](/submit-your-payment-and-tax-details-as-a-vendor) for the vendor workflow and [an example request email](/request-payment-tax-and-other-details-from-vendors#request-details).
- **Vendor Network invitation:** A customer can invite you to create a Vendor Portal account and connect on the Vendor Network. If the customer enabled invitations, Ramp may also send an invitation when an eligible bill is approved for a vendor imported from a CSV file or ERP, followed by a reminder before an invitation expires. See [Ramp Vendor Network](/ramp-vendor-network#inviting-a-vendor-to-vendor-network).
- **Payment account update:** Ramp may confirm when payment details are added or changed through the Vendor Portal. Some changes require the customer to review them before they are used.
- **Tax notification:** Ramp may notify you when a saved tax document is expiring, when tax details you submitted have a legal name and TIN that do not match IRS records, when a customer requests electronic-delivery consent, or when a filed 1099 is ready. To download a filed form, go to [**Customers > Tax forms**](https://app.ramp.com/vendor-portal/customers/tax-forms). See [Vendor TIN verification](/vendor-tin-verification) for mismatch details and [Ramp Vendor Portal](/ramp-vendor-portal#1099-e-delivery-consent) for form access requirements.
## Bill and payment emails
Ramp may send these emails as a customer processes and pays a bill:
- **Payment initiated:** Sent after the payment is funded and in transit. For a batch payment, one email may list multiple included invoices.
- **Payment delivered:** Sent when the payment is complete. The email can include invoice and payment details, tracking information, and a link to download a remittance receipt.
- **Payment issue or change:** Sent for certain failed or returned ACH payments, a voided mailed check, or when an expedited payment is retried through ACH. Follow the instructions in the email and contact the payer if you have questions about the bill or payment.
- **One-time card delivery and reminders:** Sent when a customer chooses to pay by emailing you a one-time Ramp card. If the card remains unused, Ramp sends reminders 1, 2, 4, and 7 days after the scheduled payment date. See [Pay Bill Pay invoices via Ramp card](/pay-bill-pay-invoices-via-ramp-card#for-single-use-ramp-card-delivery-are-there-reminder-emails-sent-to-the-vendor-email).
- **Faster Payments offer:** Sent when an eligible ACH payment can arrive sooner. The offer states the timing, deadline, and any fee before you accept. See [Faster Payments](/faster-payments#offer) for example offer emails.
See [Automatic vendor payment notifications](/bill-payment-methods-and-timelines#automatic-vendor-payment-notifications) for the standard payment timeline and included details. For an example of an email that lists several invoices, see [Batch payment remittance](/batch-payments-on-ramp-bill-pay#emails).
## Procurement and sourcing emails
Ramp may send these emails when a customer uses Ramp Procurement:
- **Purchase order:** A customer can email one or more purchase order PDFs to you. The customer controls the recipients, subject, message, and reply-to address, and may configure approved purchase orders to send automatically. See [Purchase orders in Ramp](/purchases-orders-in-ramp#po-infodownloading-and-sending-ramp-pos).
- **Sourcing invitation:** Publishing an RFI, RFP, or RFQ sends invited vendors an email with a link to respond in the Vendor Portal. The email includes the sourcing event and response deadlines. See [Vendor sourcing in Ramp Procurement](/vendor-sourcing-in-ramp-procurement#vendor-response-collection).
- **Sourcing result:** Ramp may notify you after the customer records whether your business was awarded or not awarded the sourcing event. The customer may include a message with the result.
## Invoice intake emails
If you email an invoice or related document to a customer's Ramp AP inbox, Ramp may reply to confirm receipt or explain why it could not process the submission. These replies can cover unreadable or unsupported files, messages filtered by the customer's AP intake policy, invoices Ramp could not identify, or invoices the customer has blocked.
An AP inbox reply goes to the original sender, who may be a vendor or an employee of the customer. Follow the instructions in the reply or contact the customer using a known email address if you need to correct and resend the invoice. See [Bill Pay AP email forwarding](/bill-pay-ap-email-forwarding) for supported invoice-intake behavior.
## Preview and customize vendor emails as a Ramp customer
Ramp customers can preview a single vendor information request before sending it. They can add an optional message, add a company logo, show an entity name instead of the primary business name, and choose whether to invite vendors to the Vendor Network by default. While a request is incomplete, the customer can send a reminder from the request or vendor profile once per day. These controls are available from [Vendor request settings](https://app.ramp.com/vendors/overview/settings/vendor-onboarding).
Purchase order emails offer additional controls. Customers can edit the recipients, subject, message, and reply-to address, insert purchase order details as variables, and save reusable email templates. They can also set default recipients and configure approved purchase orders to send automatically from [Purchase order settings](https://app.ramp.com/procurement/purchase-orders/settings/edit).
Other vendor emails use Ramp's transactional templates. Their content is populated with the applicable customer, request, invoice, payment, or tax details rather than a customer-authored subject and body.
## Access the Vendor Portal instead of a full Ramp account
Vendors use Ramp differently from Ramp customers. A Vendor Portal account lets you submit payment or tax details, track payments, update your vendor profile, and communicate with customers who pay you through Ramp.
You do not need a full Ramp customer account to respond to most vendor requests. If the email asks you to submit payment or tax details, use the secure link in the email. If you created a Vendor Portal account, sign in from the [Ramp sign-in page](https://app.ramp.com/sign-in) with the email address that received the vendor email, then open [app.ramp.com/vendor-portal](https://app.ramp.com/vendor-portal).
For payment and tax detail requests, see [Submit your payment and tax details as a vendor](/submit-your-payment-and-tax-details-as-a-vendor).
## Manage emails from each customer
If you use the Vendor Portal, you can manage communications separately for each customer from [**Customers**](https://app.ramp.com/vendor-portal/customers/overview). Turning communications off stops most payment, information-request, invitation, card, and tax-expiration emails from that customer. Some account-security and profile-sharing messages may still be sent.
You may also have separate email preferences for events such as a payment being initiated, a payment being delivered, or a mailed check being voided.
## Stop or correct Ramp vendor emails
Ramp sends vendor emails based on information entered by the Ramp customer. If the email was sent to the wrong person, contact the company named in the email and ask them to update or remove your contact information from their vendor record.
If the email includes an unsubscribe or notification preference link, use that link to opt out of that email type. If there is no opt-out link, the Ramp customer who sent the request needs to remove or replace your email address.
## Who to contact when the email was sent in error
Contact the Ramp customer or payer named in the email first. They control the vendor record, payment request, bill, and contact information that caused the email to be sent.
Ramp Support cannot confirm private details about another company's vendor records or payments with an unrelated recipient. If you believe the message is suspicious, do not click links in the email and contact the company directly using a known phone number or email address.
---
# Submit your payment and tax details as a vendor
> Official Ramp Help Center article. Topic: Vendor Portal / Vendor Portal. [View the canonical page](https://support.ramp.com/submit-your-payment-and-tax-details-as-a-vendor).
## Overview
A payment detail request is a secure email sent by a business that uses Ramp to manage their payments. The business needs your payment and/or tax information so they can pay you through Ramp. This article explains what to expect when you receive a payment detail request and how to complete it.
## Why you received this request
A business that uses Ramp for payments has asked you to provide your payment and/or tax details (and maybe additional documents/forms). This typically happens when:
- A new customer is setting you up as a vendor in their system
- A customer is preparing to pay an invoice and needs your banking information
- A customer needs updated or verified payment details on file
- A customer needs your tax details for tax filing purposes
The email comes from [communications@ramp.com](mailto:communications@ramp.com), which is an official Ramp email address. Ramp is a financial operations platform used by tens of thousands of businesses to manage their spending and pay vendors. This request is legitimate and part of a secure process to ensure payments reach the correct account.
The message body may contain the email address of the person at that business who sent the request, a custom message, or a company logo from that business. If you don't recognize the business name, don't submit your information and contact the business directly to confirm that they sent the request.
## How to fill out the request
### Step 1: Open the email
Look for an email from [communications@ramp.com](mailto:communications@ramp.com), check your spam or junk folder if needed. You may need to add [communications@ramp.com](mailto:communications@ramp.com) to your allowlist.
### Step 2: Open the request
This opens a secure page where you can enter your payment and tax details.
### Step 3: Review the request
On the secure page, confirm which business sent the request. The page shows the name of the Ramp customer requesting your details and what information they need.
### Step 4: Enter your payment details
Depending on what the business has requested, you may need to provide one or more of the following:
- ACH (direct deposit) — Your bank account number and routing number. You can enter these manually or connect your bank account securely through an automated bank connection. The automated option uses bank-grade encryption, and Ramp never has access to your sign-in credentials.
- Check mailing address — The address where you want to receive paper check payments.
- International wire (SWIFT/IBAN) — Your SWIFT code and IBAN or account number for international transfers.
If the request was sent from a specific invoice, the available details may be limited to the payment method and currency selected by the business. If the request includes payment details, provide one of the payment methods shown on the form.
### Step 5: Enter tax details (if requested)
The business may also request your tax information. Depending on your location, this could include:
- W-9 (US-based vendors) — Your legal name, federal tax classification, and Taxpayer Identification Number (TIN). You can upload a completed W-9 form, which Ramp will parse automatically, or enter the details manually.
- W-8 (international vendors) — Upload your completed W-8 form. Some requests also let you enter international tax details manually.
### Step 6: Submit the form
After entering all requested information, review your entries and submit the form. You will see a confirmation that your details have been sent to the requesting business.
### Create a Vendor Portal account
During the request process, you may be asked to create a free [Ramp Vendor Portal account](/ramp-vendor-portal). A Vendor Portal account lets you:
- Track payment statuses from your Ramp customers
- Manage your payment and tax details in one place
- Share stored details with future requests automatically
- Send invoices directly to connected customers
## What happens after you submit
Once you submit your details:
1. The business that requested your information is notified that your details are available.
2. Your payment (and tax) details are added to your vendor profile in their Ramp account.
3. The business can then proceed with processing your payment using the details you provided.
If the business requested your details for a specific invoice, those details are also applied to that invoice so payment can begin.
Bank account verification: If you entered your bank account details manually (rather than connecting through the automated bank connection), Ramp may verify your account using micro-deposits. Read more [here](/bank-account-confirmation).
## Frequently asked questions
### Is this request legitimate? What if I do not recognize the company that sent this request?
Payment detail requests from Ramp are sent from [communications@ramp.com](mailto:communications@ramp.com). Ramp is a financial operations platform used by tens of thousands of businesses. If you received this email, it means one of your customers or business partners is using Ramp to process payments and needs your details on file. You can verify the request by checking the business name in the email against your known customers. If you are unsure or don't recognize the company name, contact the business directly to verify whether they sent the request.
### Can I update my payment details after submitting?
Yes, if you created a Vendor Portal account. You can update your payment details at any time by signing in at app.ramp.com/sign-in and navigating to your payment settings. Changes may be sent to the business for review and acceptance before future payments use the new information. If you did not create a Vendor Portal account, ask the business to send you a new payment detail request.
### The link in my email is not working or says it has expired. What should I do?
Payment detail request links expire after 30 days. If your link has expired, contact the business that sent the request and ask them to resend it. You will receive a new email with a fresh link.
### Who do I contact if I have issues?
If you have trouble with the form or the link, reach out to the business that sent you the request. They can resend the request, provide additional context, or add your details manually on their end. If you have a Vendor Portal account and need help, you can contact Ramp Support through the help menu in your portal.
### I received multiple requests from the same company. Why?
The business may have sent follow-up requests if the original was not completed or if they need additional information (for example, tax details in addition to payment details). You may have multiple active requests when the business needs different details or when requests are tied to different payment methods or currencies. Use the link for the request you want to complete. Expired links no longer work.
### What payment methods can I provide?
Depending on what the business has requested, you can provide ACH (direct deposit) details for US bank accounts, a mailing address for check payments, or international wire details (SWIFT/IBAN). Some requests may be limited to a specific payment method based on the invoice currency.
---
# Bank account linking for vendors
> Official Ramp Help Center article. Topic: Vendor Portal / Vendor Portal. [View the canonical page](https://support.ramp.com/bank-account-linking-for-vendors).
## Overview
A vendor can connect to their business’s bank account to add new payment details, or to confirm account details at the request of their payer. Read more below about why we do it and how it works.
## Bank connections
### Why a bank connection
Ramp uses data from your bank connection to automatically add new payment account information, or to confirm your payment account details for your customer who is paying you on Ramp.
### How secure is it?
Our banking connection partners use bank-grade encryption to protect your data and we will never have access to your credentials.
Learn more about Ramp's security measures [here.](/security-measures-at-ramp-protecting-your-data)
## Connecting directly
### How do I connect my bank account directly?
If you're adding payment details in response to a payment detail request from your customer:
1. On the **Add payment details** page, click **ACH (Direct deposit)**. ACH (Direct deposit) supports US-based bank accounts only.
2. On the **Connect your bank account** page, search for or select your banking institution and follow the prompts to connect your account.
3. If direct linking is unavailable, click **Link account manually** and enter your bank details. If your customer requested verified ACH details, complete any additional verification steps shown in Ramp.
If you're adding a new payment account on your Vendor Portal account:
1. Open [Payment details](https://app.ramp.com/vendor-portal/vendor-profile/payment-details).
2. In **ACH (Direct deposit)**, click **+** or **Add account**. ACH (Direct deposit) supports US-based bank accounts only.
3. On the **Connect your bank account** page, search for or select your banking institution and follow the prompts to connect your account.
4. If direct linking is unavailable, click **Link account manually** and enter your bank details.
### How do I share my payment details?
Your first bank account is **Securely discoverable** by default. Additional bank accounts are **Private** by default and are available only to customers you select. To change who can use an account, open [Payment details](https://app.ramp.com/vendor-portal/vendor-profile/payment-details), select the account, and update its **Privacy** or **Share with customers** setting. If a customer says they can't see payment details, check that the account is shared with them. Read more on sharing [here](/ramp-vendor-portal).
### What if my bank account uses an OTP or an MFA?
OTP and MFA do not always prevent a direct bank connection. Support depends on your bank and the available connection provider. Try the direct connection shown in Ramp. If it is unavailable or fails, click **Link account manually** and enter your bank details. If your customer requested verified ACH details, Ramp may ask for a bank statement or another verification step.
### What if I have trouble connecting an account from a listed banking institution?
Sometimes direct bank linking will fail even if the banking institution is listed as ‘covered’. If you’ve tried and failed to connect an account from a listed banking institution, try these tips:
1. Log on to your bank's website to confirm your credentials are working
2. Check to see that there aren't messages from your bank on your bank's website
3. If your sign-in credentials use multi-factor authentication (MFA) to log on to your bank, try connecting with an account that does not require MFA
4. Try a different browser
5. Disable the ad-blockers on your browser
6. If you are based within the US, please ensure all VPNs on your device are disabled
- If your IP address is based outside the US, use a VPN with a US-based IP address before attempting to reconnect
7. Check to make sure that you are selecting the correct account type for your banking institution in the Ramp search box
- Some institutions (such as Chase or Wells Fargo) have multiple account types listed on Ramp’s application
If you are still running into issues, you can always add your bank account details manually.
---
# Bank account confirmation
> Official Ramp Help Center article. Topic: Vendor Portal / Vendor Portal. [View the canonical page](https://support.ramp.com/bank-account-confirmation).
Customers can request ACH details to be confirmed by their vendors before sending payment. Vendors can confirm payment account details for their customers in two ways:
1. Automatically via [bank connection](/bank-account-linking-for-vendors) by connecting a bank account to import payment details, then submitting the confirmed details to the requesting customer
2. Manually with micro-deposits - entering their account and routing number manually, and confirming that micro-deposits were successful.
### How do I confirm my account with a bank connection?
You can link your bank account to confirm your payment account details with your customer. See more details about account linking [here](/bank-account-linking-for-vendors).
### How do I confirm my account manually?
To confirm your account manually, add your bank details manually and Ramp will perform a debit check verification on the account details you provide with micro deposits.
### What’s the debit check process?
The debit check process will send two small deposits less than $1 and one withdrawal (equal to the sum of the deposits) to your bank account. The deposits should arrive within two business days. Ramp will email you to complete your bank account verification. Select **Complete verification** and enter the two deposit amounts in any order. Once confirmed, you will be able to share this bank account with any customers who are requesting confirmed payment account information.
If bank account verification fails, you'll receive an email with next steps.
### How long does it take?
The deposits can take up to two business days to arrive. You can verify your account after they appear; you do not need to wait for the withdrawal.
### What happens after my account is confirmed?
After you submit the confirmed bank account, Ramp can notify relevant users at the requesting customer that your payment details were provided. Relevant users at the requesting customer can see a verification indicator on the payment details.
## Debit blocks
If your bank account has a debit block or debit filter, Ramp may be unable to complete the confirmation withdrawal.
## How do I lift a debit block from my account?
To make sure your bank lets us debit your bank account, please contact your banking representative and request to whitelist Ramps Originator IDs (also called ACH IDs). Please reference this Help Center article for the full list of Ramp's Originator IDs: [How do I lift a debit block on my bank account?](/lifting-a-debit-block-on-a-bank-account)
---
# Faster Payments
> Official Ramp Help Center article. Topic: Vendor Portal / Vendor Portal. [View the canonical page](https://support.ramp.com/faster-payments).
## Overview
Faster Payments is an optional Ramp feature designed to help you get paid more quickly for invoices processed through Ramp Bill Pay. Instead of waiting days for a standard ACH transfer, you can opt in to receive payment as fast as a few minutes, minus any fee shown in your offer, so you can access your cash sooner.
## Why use Faster Payments?
- **Boost Your Cash Flows:** get your money sooner so you can reinvest or cover expenses without delay.
- **Reduce Payment Processing Anxiety:** Faster Payments can help you avoid the typical waiting period for standard ACH transfers.
- **Easy One-Click Acceptance:** opt in through a simple link in your email or via the Vendor Portal. No complicated setup or additional documentation needed.
## How much do Faster Payments cost
Most Faster Payments offers include a 1% fee, which is deducted from the final payment amount. There are no other hidden charges. Eligible vendors may qualify for no-fee Faster Payments when eligible payments route to a Ramp Checking Account; see [No-fee Faster Payments with Ramp Checking Account](/no-fee-faster-payments-with-ramp-checking-account#eligibility).
## How it works
### Initiation
Your customer schedules a payment through Ramp Bill Pay. Normally, this payment would arrive via a standard ACH transfer in about 3–5 business days.
### Offer
If your payment is eligible, you’ll receive an *offer email* or see the offer *in your Ramp Vendor Portal* (if signed up) in your invoice details. Not all payments are eligible and offers are not guaranteed. For no-fee eligibility with Ramp Checking Account, see [No-fee Faster Payments with Ramp Checking Account](/no-fee-faster-payments-with-ramp-checking-account#eligibility).
There are 2 types of offers:
- **Instant** - Your payment is eligible to be paid *instantly*(payments typically complete in a few minutes). If eligible, your offer email will say "Get paid now".
- **Same-day** - Your payment is eligible to be paid *that day*, if you accept before 4pm ET. If accepted after 4pm ET, it may be paid the following business day. If eligible, your offer email will say "Get paid today".
### Accepting the offer
Click the link in the email or use the button in the Vendor Portal to confirm your payment date and that you want to accept Faster Payments.
*Note:*Dismissing the offer on the receivable in the Vendor Portal will reject the offer and no longer allow you the option to accelerate the payment.
- You do not need a Vendor Portal account to accept the offer. You can accept it directly from the email. However, having a Vendor Portal account offers additional visibility into your payment statuses and simplifies future Faster Payments.
- **Offer deadline:** The offer page shows the date and time by which you can accept the offer.
- Accepting an offer cannot be un-done.
### Transfer
After accepting the offer, Ramp changes the speed of your payment rails to accelerate your payment into your account.
For ***instant eligible*** payments, we use *Real Time Payments (RTP)* rails, and your payment should land in your account in a few minutes.
For ***same-day eligible*** payments, we use *Same Day ACH* rails for faster delivery. Funds are expected to arrive at the date and time shown on your offer page, minus any fee shown in the offer.
- If you accept **after 4 PM ET**, your payment **may arrive the next business day**.
Once your payment is processing, you'll see a *Payment initiated* status in your Vendor Portal account. This status will change to *Paid* once the payment is complete and made to your payment account.
Your customer will be able to see that the payment was delivered earlier than scheduled, but not that you elected to use Faster Payments.
## Auto-accept Faster Payments
If you frequently accept Faster Payments offers, you can enable auto-accept to skip the manual review step. When auto-accept is turned on, eligible Faster Payments offers are automatically accepted on your behalf when the offer is created. You do not need to review and accept each offer individually.
Any fee shown in an auto-accepted offer is deducted from the payment total automatically.
### Enabling auto-accept
To turn on auto-accept:
1. Sign in to the **Vendor Portal**.
2. Go to **Vendor Profile** > **Payment details**.
3. In the **Faster Payments** section, toggle on **Auto-accept Faster Payments offers**.
The setting takes effect immediately. Any new eligible Faster Payments offer created after you enable the toggle will be accepted automatically.
To disable auto-accept, return to the same page and toggle the setting off. Turning it off does not reverse offers that were already auto-accepted.
### How auto-accept works
- Auto-accept applies to both **instant** (Real Time Payments) and **same-day** (Same Day ACH) offers.
- Eligible offers are accepted automatically when they are created. There is no manual review step.
- The same eligibility requirements apply as for manual acceptance. Not all payments are eligible, and offers are not guaranteed.
- Payments initiated after 4 PM ET may process the next business day.
- Auto-accepted offers cannot be reversed, just like manually accepted offers.
For full terms, see [Vendor Faster Payments Terms](https://ramp.com/legal/other-terms/other-terms/vendor-faster-payments-terms).
---
# Internal Invoice: Send an invoice on Vendor Network
> Official Ramp Help Center article. Topic: Vendor Portal / Vendor Portal. [View the canonical page](https://support.ramp.com/internal-invoice-send-an-invoice-on-vendor-network).
## 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.
**Note: Some customers may choose to**[**disable vendor-initiated invoicing**](/uploading-invoices-and-bills-on-ramp-bill-pay)**. In such cases, you will not be able to send them an invoice via Ramp, even if they are connected to your Vendor Profile.**
## How it works
Invoices can be created in your Vendor Portal in two ways:
1. Import a pdf invoice generated by an external invoicing solution
2. Create a new 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. Once an invoice has been sent, it cannot be canceled or deleted, your customer will need to reject it.
*Note:*Customers can disable invoicing from vendors over the Vendor Network. You won't be able to select customers who have disabled invoicing on their end.
## 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. Any customer who has the permissions to edit and process draft bills on Ramp will be able to process your invoice.
If a customer deletes the draft bill or archives the bill after it was approved, your invoice will show a ‘Rejected’ status in Vendor Portal. They can add an optional rejection reason that you're able to see, otherwise please contact your customer to understand why it 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 ‘Invoices’ 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 ‘Invoices’ 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 ‘Invoices’ 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 ‘Invoices’ 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 ‘Invoices’ table. You will be able to track processing and payment status by clicking on your invoice.
## Invoice status
Invoices can have the following status on Vendor Portal:
- **Draft** - this invoice is still being edited, and has not yet been sent to a customer
- **Invoice Sent** - this invoice has been sent to your customer as a draft bill
- **Invoice Received** - your customer has saved your invoice as a new bill to be processed
- Once it's in this state, you can comment on the invoice to communicate with the customer
- **Rejected** - your invoice has been deleted or rejected by your customer, they may have optionally sent you a reason why the invoice was rejected
- Note - a common reason for rejection is that the invoice is a *duplicate*. Please ensure you're sending your invoice to your customer only once via a single method.
## Deleting or canceling an invoice
You can edit or delete an invoice only while it is in **Draft** status. After you click **Create and send**, the invoice cannot be edited, canceled, resent, or deleted in Vendor Portal.
For the full workflow, see [Edit or cancel a sent invoice in Vendor Portal](/edit-or-cancel-a-sent-invoice-in-vendor-portal).
## Frequently asked questions
### 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](/ramp-vendor-network)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.
### Are foreign currencies available?
At this time, you can only create and send invoices in USD.
### How do I cancel or delete a receivable?
Draft invoices can still be edited or deleted. Sent invoices cannot be canceled or deleted in Vendor Portal. For the full workflow, see [Edit or cancel a sent invoice in Vendor Portal](/edit-or-cancel-a-sent-invoice-in-vendor-portal).
---
# Edit or cancel a sent invoice in Vendor Portal
> Official Ramp Help Center article. Topic: Vendor Portal / Vendor Portal. [View the canonical page](https://support.ramp.com/edit-or-cancel-a-sent-invoice-in-vendor-portal).
## Overview
You can edit or delete invoices only while they are in **Draft** status. After you click **Create and send**, the invoice becomes read-only in Vendor Portal. You can't edit, cancel, resend, or delete that sent invoice.
If the invoice was sent in error, ask your customer to reject it in Ramp. They can do that by deleting the corresponding draft bill or archiving the bill if it was already approved. After they reject it, the invoice shows **Rejected** in your Vendor Portal **Invoices** table, and they may include a reason.
## Edit or delete a draft invoice
If the invoice is still a draft, open [**Invoices**](https://app.ramp.com/vendor-portal/receivables) and select the invoice.
- To keep working on the draft, select **Edit draft**.
- To delete the draft, open the row menu and select **Delete draft**. You can also open the draft and select **Delete** from the footer.
## What to do after you send an invoice
Vendor Portal does not offer a way to reopen a sent invoice. After you click **Create and send**, you cannot:
- edit the invoice details
- cancel or delete the invoice
- resend the same invoice
If you need that invoice removed, ask your customer to reject the corresponding bill in Ramp. They can do that by deleting the draft bill or archiving the bill if it was already approved. Once they reject it, you will see the invoice status change to **Rejected** in [**Invoices**](https://app.ramp.com/vendor-portal/receivables).
## Frequently asked questions
### Can I recall a sent invoice from Vendor Portal?
No. Vendor Portal does not have a recall option for sent invoices.
### Can I resend a sent invoice from Vendor Portal?
No. Vendor Portal does not have a resend action for sent invoices.
---
# Multi-Entity Vendor Portal
> Official Ramp Help Center article. Topic: Vendor Portal / Vendor Portal. [View the canonical page](https://support.ramp.com/multi-entity-vendor-portal).
## Overview
Vendors can create multiple entities within their Vendor Portal account, and manage these entities under one sign-in/contact email. This is valuable for vendors that operate multiple businesses or entities under one contact email address. With a multi-entity Vendor Portal account, vendors can map entity-specific payment and tax details to their respective customers.
## How to set up a multi-entity Vendor Portal
### From a payment or tax details request
- Open the secure payment or tax details request link from the email Ramp sent you. If you don't have a [Vendor Portal account](/ramp-vendor-portal), the link prompts you to create one before opening the request
- On the page to submit your payment/tax information, you'll see sub-text under the header about creating an entity if your business has one
- Select here in the sub-text to set up your entity (you can also always do this later using steps below)
- Add your requested details. Anything added will be tied to the entity you created
### From existing Vendor Portal account
- Go to 'Vendor profile'
- Click on your business name to enter the entity selector (arrow next to business name)
- Select "Create new entity" and fill out your entity
- Add payment & tax details for this entity (or skip and do this later)
- Assign customers to your entity (if you're connected to any) in order to share updates to your payment and tax details from the entity they're assigned to
- Select **Continue**
- If you re-assigned any customers, any bank accounts previously shared will be removed and customers will receive a notification to update to the newly assigned entity's information
## Manage your entity
- When you update your payment or tax details, they will only be updated for the relevant entity, and those updates will need to be accepted by your customer.
- You can edit your entity name at any time by editing your Company name. The company name = entity name.
- You cannot delete an entity once it's created.
- Go to 'Customers' to view all your connected customers, and which entity they are paying. You can update the entity anytime using the switcher in the 'Paid to' field.
---
# Vendor Portal Account Merging
> Official Ramp Help Center article. Topic: Vendor Portal / Vendor Portal. [View the canonical page](https://support.ramp.com/vendor-portal-account-merging).
## Overview
When multiple people at the same company each receive separate invitations from Ramp customers, they can end up with separate Vendor Portal accounts under the same email domain. Account merging lets you consolidate those duplicate accounts into a single Vendor Portal so your company has one unified profile, one set of payment and tax details, and one view of all receivables.
Ramp detects duplicates by matching accounts on the same email domain and surfaces them in two ways: during sign-up and from your **Invoices** page.
> **Note:** Only accounts with discoverability turned on appear as merge candidates. If your account is not set to discoverable, other accounts on the same domain will not see it as a merge option. You can change your discoverability setting from **Vendor profile** > **Edit vendor profile**.
## Why merge accounts
- **Single company profile** — Instead of multiple scattered accounts for your domain, your company has one Vendor Portal with a complete view of all customers and receivables.
- **Consistent payment details** — Customers paying your company see the same up-to-date bank account and tax information, reducing payment errors and rejected details.
- **Centralized team access** — After merging, all team members access the same account and can manage payment details, tax information, and receivables from one place.
## Merging during sign-up
When you create a Vendor Portal account, Ramp checks whether other accounts already exist on the same email domain. If a match is found, you are prompted to join the existing account instead of creating a new one.
1. During sign-up, Ramp displays a prompt with the heading **"We found an existing business"** (or **"We found existing businesses"** if there are multiple matches).
2. Each candidate shows the business name, domain, number of members, number of connected Ramp customers, and when the account was created.
3. Select the account that belongs to your company, or click **"This isn't my business"** to skip and create a new account.
4. If you select an account, you are taken to a **Request access** step. Add an optional message to introduce yourself and explain why you need access, then click **Send request** .
5. Your request is sent to the existing account for approval. You see a confirmation: **"Your request to join [business name] has been sent to the account admin. You'll receive an email when it's approved."**
> **Note:** While your request is pending, you can sign out and wait, or continue with limited access to view your receivable and track its status.
## Merge accounts from the Invoices page
If you already have a Vendor Portal account and Ramp detects other accounts on the same email domain, a banner appears on your **Invoices** page.
1. Click **Review accounts** on the banner to open the duplicate accounts page.
2. The page shows your primary account and a list of potential duplicates detected by email domain matching.
3. Select the duplicate accounts you want to merge into your account. You can add an optional message for the other account owners.
4. Click **Request to merge accounts** . A merge request is sent to each selected account for approval.
5. If none of the accounts belong to your business, click **"These are not duplicates"** to dismiss the banner.
> **Note:** In the event of a merge conflict with different tax details, Ramp keeps the information on your current (primary) account.
## Approving a merge request
When someone requests to merge into your account (or requests that you join theirs), a banner appears on your **Invoices** page with the request details.
1. The banner shows who sent the request — for example, **"Jane Smith (jane@acme.com) wants to join your Vendor Portal"** or **"Jane Smith (jane@acme.com) wants you to join their Vendor Portal"** .
2. Click **Review** to open the request details. You can see the requester's name, email, submission date, and any message they included.
3. Click **Approve** to accept the merge, or **Reject** to decline it.
> **Note:** If you approve a request where your account is the one being merged into another account, you are signed out so the accounts can be combined. Sign back in to access the merged account.
## What happens after a merge
- **Customers** previously connected to the merged account are moved to the primary account.
- **Payment details** from the merged account are added to the primary account. If both accounts had payment details on file, the primary account's details are kept as the default.
- **Tax details** from the merged account are preserved. If there is a conflict, the primary account's tax details take priority.
- **Invoices** from the merged account appear in the primary account's **Invoices** list so you have a complete payment history.
- **Team members** from the merged account are added to the primary account. They can sign in with the same email and access the consolidated account.
## Frequently asked questions
### How does Ramp know which accounts are duplicates?
Ramp matches accounts by email domain. If multiple Vendor Portal accounts use emails from the same company domain (such as @acme.com), they appear as merge candidates.
### What if I don't recognize the accounts shown during sign-up?
Click **"This isn't my business"** to skip the merge prompt and create a new, separate account.
### Who needs to approve a merge request?
The person on the account being merged into receives the request and must approve or reject it.
### Can I undo a merge?
No. Merging is permanent. Review all details before approving.
### Does merging affect in-progress payments?
Payments that are already initiated continue processing to their original destination. New payments after the merge use the merged account's active payment details.
### What about free email domains like gmail.com?
Accounts on free email providers (gmail.com, yahoo.com, outlook.com, etc.) are not matched for merging because those domains are shared across unrelated organizations.
### I operate multiple entities under one email domain. How does this interact with Multi-Entity Vendor Portal?
Account merging consolidates accounts at the organization level. If you use [Multi-Entity Vendor Portal](/multi-entity-vendor-portal), your entities are preserved within the merged account. You can continue to manage separate entities and assign customers to each one after the merge.
---
# Vendor Profile Public Sharing
> Official Ramp Help Center article. Topic: Vendor Portal / Vendor Portal. [View the canonical page](https://support.ramp.com/vendor-profile-public-sharing).
## Overview
Vendors can securely share their vendor profile, tax details, and documents with customers. They can control what each recipient sees, track activity, change permissions, and extend or revoke access at any time.
### What you can share
- Vendor profile: company name and logo, business description, location, contacts, and links
- Tax details: vendor legal name, federal tax classification, tax address, tax forms (W-8/W-9)
- Documents: any documents uploaded in the Vendor Portal (i.e. contracts, compliance & security docs, privacy policy, etc.)
### Preview your public profile
Go to Vendor profile > Preview profile to view the read-only view your customers will receive. You will be able to customize what each customer sees.
### Share your profile with a customer
- Click Share profile and under Invite customers, open the Access permission dropdown
- Select the items you want to share (i.e. tax details and SOC2)
- In order for a document to be shared, you must have that document type uploaded in your profile)
- Enter the customer's email and hit Submit. You will see "Invite sent"
- You can only invite one customer at a time
- Your customer receives an email with a secure link to view your profile
Customers with access to your profile can view the items you shared, download shared documents, and see your vendor profile details (business name and description, contacts, links, etc).
### Manage access for each customer
- Open Share profile to view **Customers with access**
- Select a customer to Manage access. To change access after sharing, you can add or remove tax details/documents > Save > the recipient's view updates on refresh.
- Review Activity to see a log of when access was created, emailed, and edited, and confirm when a document was downloaded by document and file name
- Click Revoke access and confirm to no longer allow the recipient to view the shared page. They will see a 404 (error) page instead.
### Access expiration and requests
Access expires in 30 days by default. When a link expires, the recipient will see a "Your access has expired" banner and can click Request access. You will get an email to approve the request and extend access for another 30 days.
## Use cases and best practices
**Use cases:**
- You repeatedly share the same documents with your customers via email or other manual processes
- You want to store your vendor documents and business details in one place and easily re-share with customers or prospects
**Best practices:**
- Share only what your customer needs (for example, Tax details and one compliance doc)
- Keep your tax forms current
- Revoke access if you shared the wrong files
- Use Extend access instead of re-sending a new invite when a customer needs more time
## Troubleshooting
- Recipient sees a 404 page: Access was revoked or the link is invalid. Re-invite the customer.
- Recipient sees an “access expired” banner: Approve the request and click Extend access.
- Recipient cannot see a document: In Manage access, add the document under Access permission and click Save.
- Need to resend an invite: Open Manage access, extend access, or revoke and send a new invite from Share profile.
---
# Advisor Console overview
> Official Ramp Help Center article. Topic: Advisor Console / Advisor Console. [View the canonical page](https://support.ramp.com/advisor-console-overview).
## Overview
The Advisor Console is a Ramp product built specifically for partners.
The core sections of the product are:
- **Clients:** add new clients and manage existing clients
- **People:** add staff to manage clients
- **Reporting:** view spend across connected clients — cross-business spend, AP reporting, and efficiency
- **[Projects](/advisor-console-close-checklist):** manage your clients' month-end close process by selecting a client and opening its Close checklist
- **Knowledge:** repository for skills leveraged by the AI coworker that runs the close checklist
- **Billing:** manage your firm's payment details and view clients for which you're managing the bill, statements, and payments
- **Price Intelligence:** view benchmark data across distinct vendors on pricing and contract details
- **Ramp Academy:** become a Ramp Specialist or Ramp AI Specialist via course programs and earn CPE credits for completion
- **Referrals & rewards:** track referral status and rewards paid out to the firm
## Related articles
- [Clients: add, invite, and connect](https://support.ramp.com/adding-clients-to-ramp)
- [People: invite staff and assign to clients](https://support.ramp.com/inviting-staff-to-the-advisor-console)
- [Assign staff members to clients](https://support.ramp.com/assigning-staff-members-to-clients)
- [Connect with your Accounting firm](https://support.ramp.com/connect-with-your-accounting-firm)
- [Advisor Console roles and permissions](https://support.ramp.com/advisor-console-roles-and-permissions)
- [Reporting: track spend, AP, and efficiency across clients](https://support.ramp.com/advisor-console-reporting)
- [Billing: add payment details and view statement payments](https://support.ramp.com/managing-client-billing-in-ramp-advisor-console)
- [Ramp Partner Academy: Overview and FAQs](https://support.ramp.com/ramp-partner-academy-overview-and-faqs)
- [Partner status, referrals and payouts](https://support.ramp.com/partner-status-referrals-and-payouts)
- [Security: 2FA and authenticator devices for Advisor Console](https://support.ramp.com/how-to-set-up-an-authenticator-device-or-change-2-fa-for-advisor-console-accounts)
---
# Advisor Console account access and setup
> Official Ramp Help Center article. Topic: Advisor Console / Advisor Console. [View the canonical page](https://support.ramp.com/advisor-console-account-access-and-setup).
## Overview
This article explains how you can get access to the Advisor Console and also answers some common questions.
## Setting up your Advisor Console instance
Set up your account in 4 quick steps:
1. Invite your staff to the Advisor Console. Go to the Team Members tab and click **Invite Team**or**Bulk Invite**. [Learn more here.](/inviting-staff-to-the-advisor-console)
2. Connect your Ramp clients. Go to the Clients tab and click **Add a client**. [Learn more here.](/adding-clients-to-ramp)
3. Assign staff to the clients they need access to. You can choose their level of access: Admin, Accounting, or Accounts Payable. [Learn more here](/assigning-staff-members-to-clients).
4. Refer new clients to Ramp. Just click the **Add a client** button in your Clients tab.
## Getting onto the Advisor Console - at least 1 Ramp client
If you have at least one client already on Ramp and you don't have access to the Advisor Console, you should ask a Ramp client to invite you in as their Accounting Firm. This will trigger an invitation to apply and get onto the Console.
Your client should sign in to the Ramp app, go to [**People**](https://app.ramp.com/people/all) in the navigation bar, and open the [**External firms** tab](https://app.ramp.com/people/accounting-firms). Click **Invite accounting firm**, and then enter your email address. The email address must be associated with a work domain for the invitation to go through. (You can also send them this link with instructions.)
You'll receive an invitation in your inbox, and you should follow the instructions to set up your firm's Advisor Console instance.
Once you've created an account, your client's Connection Request will show up in your new Advisor Console. You'll just need to accept it in order to gain access to your client's account.
## Getting onto the Advisor Console - no Ramp clients
If you don't have at least one client on Ramp, getting access to an Advisor Console account requires you to get in touch with our Accounting Partnerships team. To connect with our team, [go to this page](https://ramp.com/advisor-console). Once you've signed up, our team will be in touch with the next steps for onboarding to the console.
## Frequently asked questions
**I received an email saying that my accounting firm is already on Ramp, and that I need to contact my firm Admin to get onto the Advisor Console. I don't know who my firm Admin is.** Please reach out to our team via the "Help" button on this article and select that you are an existing Ramp customer. We can get in touch with your Console Admin and make sure you get invited into your firm's Console and get access to your client.
### A client invited an accountant from our firm, but they weren't automatically invited to our Console. Why not?
We resolve customer invites directly to the Accounting Firm's Advisor Console based on a domain match with the email invited in. If the accountant isn't on their Console, but their Accounting Firm is, then we send out a few emails:
- We email the Advisor Console Admins about the connection request from the client
- We email the Advisor Console Admins that they should invite the accountant into their Advisor Console
- We email the accountant that they should ask their firm Admins to get added to their Advisor Console
Ultimately, the Console Admins will need to invite their staff into the Advisor Console and grant them access to the client(s).
**I need different permissions/access levels for my client, but I don't know how to update those access levels.** First, double-check with your client to ensure that they've provided your firm with the right permissions. You can send them [this Help Center article](/connect-with-your-accounting-firm) under the section "Checking and changing your Accounting Firm's access to your account."
Once you've confirmed that the client has granted your firm the needed permissions, you'll need to ask your Console Admin to assign you the right access via the Console. If you're not sure who your Console Admin is, you can always check by going to the Team tab in the Console.
### Is the Advisor Console free?
Yes. We provide the Advisor Console to all partners at no cost.
---
# Clients: add, invite, and connect
> Official Ramp Help Center article. Topic: Advisor Console / Advisor Console. [View the canonical page](https://support.ramp.com/adding-clients-to-ramp).
## Overview
Partners on the Ramp Advisor Console can add clients in three ways: create an account on their behalf, invite them to create their own account, or connect to an existing Ramp account. You can also add multiple clients at once using a CSV upload.
To get started, sign in to the Console and click **Add clients**. You will see up to three options:
- **Create an account for them** — Start a Ramp application on behalf of your client (single or bulk). This also generates a referral.
- **Invite them to create an account** — Send your client a referral to apply on their own.
- **Connect to their account** — Request access to a client who already has a Ramp account.
## Create an account for a client
1. Sign in to the Console and click **Add clients**.
2. Select **Create an account for them**.
3. When prompted "How many clients are you adding?", select **One client**, **Multiple clients**, or **Multi-entity client**.
### One client
1. Enter the legal business name and website.
2. Choose the primary product: (1) Full Ramp suite, (2) Accounts Payable & Accounting, or (3) Accounting.
**Full Ramp suite or AP & Accounting**
1. You'll be prompted to select the role you need access to in this client's account.
2. Once you choose a role and click **Continue**, you'll be prompted to complete the application flow and send it to the client.
3. Once you send to review, the client will be prompted to review the information and submit the application, which will then be reviewed by our risk team.
4. In the interim, you can go to **Pending clients** in the [Clients](https://app.ramp.com/console/clients) page and click the arrow next to **Continue application**. This will take you into the client's instance and let you start setting up the account and using Stack.
5. You can always track progress in the **Status** field in Pending clients.
For details on referral eligibility and payouts, see [Partner status, referrals, and payouts](/partner-status-referrals-and-payouts).
**Accounting only**
1. You'll be taken directly into the client's account and can start using Stack.
### Multiple clients
After selecting **Multiple clients** in step 3 above:
**Full Ramp suite or AP & Accounting**
1. Download the provided template spreadsheet.
2. Fill in the template with your clients' details, then upload the completed file.
3. Review the information and click **Import**.
4. Wait for applications to be created and send to clients for review in bulk from the following screen.
**Accounting**
1. You have two options to add clients to Stack:
1. Type their names manually
2. Upload a screenshot or CSV with their names
2. Hit **Continue** — we'll create accounts for all of them and you'll be able to start using Stack right away.
### Multi-entity clients
After selecting **Multi-entity client** in step 3 above:
1. Add details about parent and sub-entity accounts.
2. You can re-use parent information across the sub-entity applications — for example, controlling officers and beneficial owners.
3. When ready, click **Go to final review**, assign a client reviewer, and send to them for review and submission.
> **Note:** The **Multi-entity client** flow creates a Ramp multi-entity account, but QuickBooks Online cannot support Stack multi-entity bookkeeping within one Ramp account. Multi-entity Stack is available only to eligible accounts using a supported multi-entity accounting setup. Contact your Ramp representative to confirm availability. To onboard a single-entity client to Stack, use the **One client** or **Multiple clients** flow above and select **Accounting** as the primary product.
## Invite a client to create their own account
1. Sign in to the Console and click **Add clients**.
2. Select **Invite them to create an account**.
3. Enter your client's email and select which roles your firm needs access to.
4. Click **Invite client**.
Your client will receive an email inviting them to apply to Ramp. You can track their status in the **Pending Clients** tab and view all referrals in the [**Referral Rewards**](https://app.ramp.com/referrals) tab.
As your client onboards to Ramp, they will be prompted to connect with your firm. Once they accept, the connection request appears in your Console for you to accept. After connecting, add yourself or assign the relevant staff to the client.
For details on referral eligibility and payouts, see [Partner status, referrals, and payouts](https://support.ramp.com/hc/en-us/articles/16222043391379-Partner-status-referrals-and-payouts).
## Connect with clients already on Ramp
1. Sign in to the Console and click **Add clients**.
2. Select **Connect to their account**.
3. Select which roles your firm needs access to, then enter your client's email.
4. Click **Invite client**.
When the client clicks the link sent via email, they can accept the connection request. You will be notified once the connection request is accepted and can then assign staff to the client.
## Referral emails your client receives
If you prepare your client's application, this is the email they will receive:
If you invite your client to create their own account, this is the email they will receive:
## Transfer ownership to your client
If you created the Ramp account as the initial business owner and now need to transfer ownership to your client, follow these steps:
1. In the client's Ramp account, go to **Company** > **Settings** and update the **Business Owner** to the appropriate client owner.
2. If you have any funds or balances associated with your user, transfer those funds to the client's owner account before you change ownership so there is no disruption to access.
3. After ownership is updated, ask your client to invite your firm under **People** > **Accounting firms** so you can reconnect as an external accountant instead of the business owner.
> **Note:** Accountant users added via Advisor Console do not count toward your client's paid user seats.
## Frequently asked questions
### Does creating an application for a client also count as a referral?
Yes. Every time you start an application for a client, this automatically generates a referral. For details on referral eligibility and payouts, see [Partner status, referrals, and payouts](/partner-status-referrals-and-payouts).
### Does the application invite to my client expire?
Yes, the invite will expire after 14 days. Within the Advisor Console, click on the application invite to re-send the invitation or send it to someone else.
### What happens if I accidentally send the application invite to the wrong email?
So long as the invitee has not yet accepted the application invite, you can send it to someone else. This will automatically revoke the original application invite. Click on the application invite within your Advisor Console to change the recipient.
### Is it okay to fill out an application on my client's behalf?
Yes. For every application you prepare, your client still needs to review it, complete any remaining fields, and click **Submit**. As part of this, they certify that the information in the application is true and accurate, and that they have authority to act on behalf of their business. Ramp considers the client as the final applicant.
---
See also: [Connect and configure your accountant's access](/connect-with-your-accounting-firm)
---
# Assign staff members to clients
> Official Ramp Help Center article. Topic: Advisor Console / Advisor Console. [View the canonical page](https://support.ramp.com/assigning-staff-members-to-clients).
## Overview
The Ramp Advisor Console is a product built for accounting firms, to help manage their clients and staff that are using Ramp. With the Advisor Console, you can securely manage your staff on Ramp and the clients that they have access to.
## Assign staff members to clients
Once you have your staff members added, you'll want to assign them to specific clients in order to enable their access. (If you haven't yet added any clients, see [Clients: add, invite, and connect](/adding-clients-to-ramp)).
There are two different ways to assign staff members: by the individual staff member or by client.
### Assign the individual staff member
1. Go to the [**People**](https://app.ramp.com/console/team-members) tab and click the individual's name.
2. Then click **Add [Name] to Clients**.
3. Designate which clients you want the staff member to have access to and under which permission levels.
4. Then click **Add to Clients**. Once you do so, that staff member will be able to access the client(s) from their own Advisor Console.
### Assign staff members by the client
This way of assignment is helpful if you want to add multiple staff to the same client.
1. Go to the [**Clients**](https://app.ramp.com/console/clients) tab, and click on the client you want to assign your staff to.
2. Click **Add team members** if no staff members are assigned to the client, or **Add** if staff members are already assigned. Then add your staff under the roles you would like them assigned. You can add multiple team members at once to the same client.
3. Then, finish by clicking **Add team members**.
Once staff members have been invited to the Console and assigned to Client accounts, they can start directly working with Clients.
## Remove access to a client
1. Go to the [**Clients**](https://app.ramp.com/console/clients) tab and click on the relevant Client name.
2. Click the three dots next to the staff member's name, click **Remove access**, and then click **Remove** to confirm.
---
# People: invite staff and assign to clients
> Official Ramp Help Center article. Topic: Advisor Console / Advisor Console. [View the canonical page](https://support.ramp.com/inviting-staff-to-the-advisor-console).
## Overview
Advisor Console administrators are responsible for inviting their team to the Console. This article breaks down how you can make individual invites and bulk invites and check the status of invites.
## Invite team members to the Advisor Console
### Bulk invite
1. Go to the [**People**](https://app.ramp.com/console/team-members) tab.
2. Click the **Bulk Invite** button to invite all your team members at once. This works well when initially setting up your Advisor Console, and you have a lot of staff to onboard.
3. Download our template and fill in a CSV or Excel file with your team members' emails and designated roles on the Console (*User or Admin*).
- To understand the difference between the two roles, go to [Advisor Console roles and permissions](/advisor-console-roles-and-permissions).
4. Upload your file and then click **Send Invites**. The team members will receive their invites directly in their email inboxes.
### Invite individual user
You can also invite individual team members, one at a time.
1. Go to the [**People**](https://app.ramp.com/console/team-members) tab.
2. Click **Invite Team**.
3. Select either Admin or User.
- To understand the difference between the two roles, go to [Advisor Console roles and permissions](/advisor-console-roles-and-permissions).
4. Enter your staff member's email address.
5. Click **Send Invites**.
### Check invite status
To check the status of pending invites, go to **Pending Invites** on the [People](https://app.ramp.com/console/team-members) tab. Once the staff member has clicked through the invitation and set up a Console Account, they'll show up on your People tab.
If an invite has expired (over 14 days have passed since it was initially sent), you'll also be able to see that here and have the option to re-send the invite.
## Track Ramp Academy progress
You can monitor your team's certification status from the People tab.
1. For each user, you can click into their row in the People table and review their Academy progress.
2. In the People table, you can also click **Nudge to certify** to ask them to complete certification.
## Assign staff to clients
After inviting staff, assign them to specific clients so they can access those accounts.
1. For each user, you can click into their row in the People table and assign them to clients.
2. Clicking **Add [Name] to clients** opens a pane that lets you choose a role and assign the user to clients.
For full details on assigning staff members to clients, see [Assigning staff members to clients](/assigning-staff-members-to-clients).
---
# Advisor Console roles and permissions
> Official Ramp Help Center article. Topic: Advisor Console / Advisor Console. [View the canonical page](https://support.ramp.com/advisor-console-roles-and-permissions).
## Overview
This article covers the roles available in the Advisor Console and the permission levels used when accessing client accounts.
## Advisor Console roles
The Advisor Console has 2 built-in roles to help accounting firms manage how their employees use Ramp: Console Admins and Console Users. These are the roles that control how users **interact directly with the Advisor Console, e.g:**
- Ability to provision access to clients
- Ability to invite staff to the Console
- Ability to remove clients and staff from the Console
The first user of any Advisor Console, by default, will be a Console Admin. From there, that Admin should invite in additional staff members as either Console Admins or Console Users. We encourage limiting the number of Advisor Console admins as a security best practice. Most firms will only have one or two admins.
### Console Admins
Console Admins are the super-users of the Ramp Advisor Console. Admins can:
- **Manage Admins and Users on the Console.** Admins can invite new users, revoke existing access, and change user's roles.
- **Manage Client Connections.** Admins can accept connection requests from clients on behalf of the firm and off-board existing clients.
- **Assign Console Users to Clients.** Admins can assign other admins and users roles to clients. They can also revoke access once assigned.
Admins can also perform all actions that Console Users can perform, including accessing client Ramp instances.
### Console Users
Most accountants should be provisioned to the console as Console Users. Console Users can:
- **Access Client Ramp Instances.** Once a Console Admin has assigned a user to a client, the user can access the Client using the dashboard.
- Console users do not have access to any console clients unless they are assigned to the client.
- **View all Console Admins.** Console Users have access to a list of all Console Admins.
- Console Users cannot see other Console Users.
## Client permissions and Custom Roles
### Overview
When assigning staff to your clients, you must choose a set of permissions or roles that they'll have access to within the client's account. These permission levels control how users interact directly with the client's Ramp account, e.g:
- Ability to view transactions within the client's account
- Ability to pay bills within the client's account
- Ability to assign cards to people within the client's account
By default, all new consoles have the option to choose: Admin, IT Admin, Finance Admin, Accounting, Accounts Payable, and View-only Admin.
When a client sends your firm a connection request, **they will authorize the permissions from which you can choose when accessing their account.** If they select Administrator, then all the other permissions are included by default.
### Create a Custom Role
Admins also have the option of creating a Custom Role. This gives you more granularity on the level of permission that role will have in the client's instance.
To create a Custom Role, you can:
1. Click **Create Custom Role** and proceed to check the boxes for each section.
2. Or click an existing role, then click **Duplicate role**, and then select the appropriate checkboxes for permissions.
### Recommended roles
- **Administrator:** You are a super-user of the client's Ramp account. You need to be able to change approval workflows, create accounting rules, modify Ramp company settings, invite users and/or issue cards.
- **Accounting & Accounts Payable:** You need transaction and card data in order to help with expenses and accounting, and you need to be able to view, create, and edit bills.
- **Accounting:** You need transaction and card data in order to help with expenses and accounting, but you don't need or want to be able to view, create, or edit bills.
- **Accounts Payable:** You only need to be able to view, create, or edit bills (Bill Pay product only).
### Assign a Custom Role
When assigning a staff member to a client (see also [Assigning staff members to clients](/assigning-staff-members-to-clients) for full detail), you'll be prompted to choose from the available roles.
---
# Reporting: track spend, AP, and efficiency across clients
> Official Ramp Help Center article. Topic: Advisor Console / Advisor Console. [View the canonical page](https://support.ramp.com/advisor-console-reporting).
## Overview
The [Reporting](https://app.ramp.com/console/reports) tab in the Advisor Console shows three sections:
- **Cross Business Spend:** shows all types of spend (card, AP, reimbursements) across distinct cuts — vendors, category, and type.
- **Efficiency:** shows time to approval and completion across Ramp tasks, split by client.
- **AP Reporting:** shows AP aging, outstanding bills, and stats by staff and company on AP spend.
## Customize a graph
Clicking into a graph opens an editor pane, where you can:
- **Visualization:** change graph type, group by a different item, change the number of groups, and more.
- **Data:** switching over to the Data section lets you see the row-level transactions and similarly apply filters, add/remove columns, and download the data.
---
# Close checklist: manage month-end close across clients
> Official Ramp Help Center article. Topic: Advisor Console / Advisor Console. [View the canonical page](https://support.ramp.com/advisor-console-close-checklist).
## Overview
The [Projects](https://app.ramp.com/console/close-management) section is where you can manage your clients' month-end close. Select a client, then select the project and period to open its Close checklist.
Within a client's Close checklist:
- **All tasks:** view tasks for the selected project and period, grouped by **Status**, **Group**, or not grouped.
- **Assigned to you:** view tasks assigned to you.
- Complete tasks you have permission to edit. If you need additional access, ask a Console Admin to update your client access. If the required permission is not available to your firm, ask the client to update the firm's permissions. See [Advisor Console roles and permissions](/advisor-console-roles-and-permissions).
---
# Connect with your Accounting firm
> Official Ramp Help Center article. Topic: Advisor Console / Advisor Console. [View the canonical page](https://support.ramp.com/connect-with-your-accounting-firm).
## Overview
If you're a Ramp customer and you want to get your Accounting firm connected to your account, you'll just need to send them a connection request. You'll need an Owner, Admin, or IT Admin [role](/user-roles-overview) to do this.
There are two ways to send a connection request:
### Invite from the External firms tab
1. Go to **Company** > **People** and open the [**External firms** tab](https://app.ramp.com/people/accounting-firms).
2. If you haven't connected a firm yet, you'll see two options:
- **Invite accounting firm** — click this to send a connection request to your firm.
- **Find a Ramp advisor** — click this if you don't have a firm yet and want to browse [Ramp's accountant directory](https://accountants.ramp.com/).
### Invite from the People invite menu
1. Go to **Company** > **People**.
2. Click **Invite** in the upper-right corner. (If your business has the newer invite experience, this button is labeled **Add people**.)
3. Select **Add accounting firm**.
Both ways land you in the same drawer, **"Invite an accounting firm"**. From there:
1. Enter your accountant's email address (note that this will need to be associated with a work domain. Domains like "Gmail" or "Yahoo" won't be accepted)
2. Designate the Allowed Roles you want your firm to have: Admin, Accounting & Accounts Payable, or just Accounts Payable. Then click **Send invite**.
3. The Accounting Firm Admin will then assign external users to work on your account based on the roles you select.
- For example, if you only select Accounts Payable, then the Firm Admin will only be able to assign staff to your account using the role. If you select all three - Admin, Accounting & Accounts Payable, and Accounts Payable – then the Firm Admin will be able to assign staff to your account using any of those roles, depending on the work that is needed.
- Given this, make sure that you're comfortable granting access for the roles selected and that you trust your Accounting Firm to assign users the level of access that fits your needs.
Note that **we forward all invites to Admins within the Accounting Firm** in charge of their firm's Ramp accounts. It's possible that the individual specified in the email address field will not be the person actioning on the request.This is done on purpose in order to enable Accounting Firm Admins to have full control over their staff's access to their clients on Ramp.
Once the Firm accepts your invitation, they'll have access to your Ramp account and can assign the relevant external users to your account.
## Checking and changing your accounting firm's access to your account
If you need your accountant to have a different access level than they currently have (e.g., you want them to have AP Access), follow these steps:
1. Go to your [**External firms** tab](https://app.ramp.com/people/accounting-firms) to ensure that you've enabled that role in the Accounting Firm connection.
2. When you click into your firm, you'll see the roles they have access to listed in the pull-out drawer.
3. If you don't see the access you need listed here, you'll need to edit your Authorization with the Accounting Firm by clicking the grey **Edit**text.
4. Select the role(s) you need
5. Click **Save changes**
6. Once you've confirmed the role is enabled within the permission set, then you should tell that accountant to request the role change from the Accounting Firm Admin(s). *Only Accounting Firm admins can edit the roles of staff within their clients' Ramp instances.*
## Revoking access
To revoke access to an Accounting Firm, go to your [**External firms** tab](https://app.ramp.com/people/accounting-firms), click into the firm, and then click the red **Remove firm from Advisor Console** button
## Viewing your accounting firm's access to your account
To see the staff assigned by the Accounting Firm to your business, click **Company** > **People**in the sidebar. Any users with access via the Advisor Console will be flagged with an "external" label.
To see a list of all of the Accounting Firms that you have given access to your account, sign in to Ramp and then go to your [**External firms** tab](https://app.ramp.com/people/accounting-firms).
## What are the key differences for accounting firm users?
External users who have access to your Ramp account via the Accounting Firm connection behave a bit differently than internal employees on Ramp.
Unlike internal employees:
- You cannot assign managers to external users, nor can you make them managers of internal employees.
- As covered above, you cannot directly edit an external user's role. Only their Admins within the Accounting Firm can edit their role/access to your account.
- You cannot currently edit their associated department or location.
However, as with internal employees, you can:
- Issue them virtual cards
- Set them as Assistants
- Lock their accounts
- Revoke their access to your account
## Frequently asked questions
### I don't see the External firms tab. Where is it?
The **External firms** tab is on the [**People**](https://app.ramp.com/people) page. Access is controlled by the permission to manage external firms, which Owners and Admins have by default and which can also be granted to [Custom Roles](/customizing-roles-and-permissions). If you don't see the tab, ask an Owner or Admin to check your [role](/user-roles-overview) or grant your role that permission.
### I'm trying to invite my Accounting Firm or accountant and getting an error message: why?
You'll get an error message for one of three reasons:
- Your Accounting Firm is already connected to your Ramp account.
- You can view which Accounting Firms are connected in the **External firms** tab.
- Your Accounting Firm is already connected to your Ramp account, and you're trying to invite in a specific accountant from that firm
- If you already have your Accounting Firm connected, then a Console Admin from that firm will need to assign their accountants access to your Ramp account. If you need help granting your accountant access, you should let your accountant know they need to reach out to their Firm Admins.
- You're trying to invite the Accounting Firm under a domain that matches your own.
- If you try to invite an accountant using an email address that ends in the same domain that yours does, you'll get an error.
- The Advisor Console does not currently support adding new external users with the Accounting role who share the same domain as your business. To work with your accountant via the Accounting Firms functionality, please request an email address of an individual at the Accounting Firm with their domain and then invite that email address. If your Accounting Firm does not have another email domain, you can invite them as an internal Accounting role.
### I invited my accountant, but they still don't have access to my account. How do I fix this?
We resolve customer invites directly to the Accounting Firm's Advisor Console based on a domain match with the email invited in. If the accountant isn't on their Console, but their Accounting Firm is, then we send out a few emails:
- We email the Advisor Console Admins about the connection request from you (the client)
- We email the Advisor Console Admins that they should invite the accountant into their Advisor Console
- We email the accountant that they should ask their firm Admins to get added to their Advisor Console
Ultimately, the Console Admins will need to invite their staff into the Advisor Console and grant them access to your account.
> **Please note:** If you want your Accounting Firm to help set up Bill Pay or manage payment accounts, they will need Admin access.
---
# Billing: add payment details and view statement payments
> Official Ramp Help Center article. Topic: Advisor Console / Advisor Console. [View the canonical page](https://support.ramp.com/managing-client-billing-in-ramp-advisor-console).
## Overview
Ramp's client billing feature allows partners using the Advisor Console to easily manage all subscriptions and fees (Ramp Plus and Bill Pay fees) for their clients. Partners can view consolidated client statements and payments in the **Billing** tab.
## Set up client billing for your firm
To enable client billing for your firm, go to the [Billing](https://app.ramp.com/console/billing/statements) page, click **Enable client billing**, and complete the following steps:
1. Payment details
2. Billing email
3. Billing address
## Add a new client to Plus
To add a new client you're adding to Ramp to Plus, follow these steps:
1. Click **Add Client** from the [Clients](https://app.ramp.com/console/clients) page.
2. Click **Create an account for them**.
3. When choosing Full Ramp Suite or Accounts Payable & Accounting, you'll see the option to enroll them on Plus.
4. Once the client is approved, they'll be provisioned Plus and the bill will flow to your Billing payment method on file.
## Enroll an existing client on Plus
To enroll an existing client onto Plus, follow these steps:
1. Go to the [**Clients**](https://app.ramp.com/console/clients) page.
2. Click into a client to open the Client drawer.
3. In the **Product** section, click:
- **Start free trial** — if the client is eligible, this will allow you to enroll them onto Plus.
- **Take over subscription** — this will allow you to start paying the bill on behalf of a client that's already paying for Plus.
## Frequently asked questions
### What are Ramp service fees?
Accounting firms can elect to cover Ramp service fees for customers. Ramp service fees via client billing fall into two categories:
1. [Ramp Plus fees](/ramp-plus-overview) cover the Ramp Plus subscription, offering advanced flexibility, scale, and integrations to address our customers' most complex financial needs.
2. [Bill Pay fees](/bill-pay-fees) cover fees for same-day ACH ($10), Swift USD ($20), and domestic wire ($15) payments. These fees are waived when made from a Ramp Business account.
### Is the partner or the client paying for Ramp Plus?
- You'll be able to see who is paying for Ramp Plus by navigating to [**Clients**](https://app.ramp.com/console/clients) **>** select **respective client** **>** view **Ramp Plus section**.
- The charges for your latest billing period can be found by navigating to the [**Billing**](https://app.ramp.com/console/billing/statements) tab.
### Where can I find my statements and payments?
You'll be able to see your statements and payments by navigating to the [**Billing**](https://app.ramp.com/console/billing/statements) tab.
---
# Security: 2FA and authenticator devices for Advisor Console
> Official Ramp Help Center article. Topic: Advisor Console / Advisor Console. [View the canonical page](https://support.ramp.com/how-to-set-up-an-authenticator-device-or-change-2-fa-for-advisor-console-accounts).
## Overview
Ramp's Advisor Console utilizes multi-factor authentication (MFA), often referred to as two-factor authentication (2FA), to enhance the security of your account. This protective measure is crucial in safeguarding your financial data and operations. Upon account creation, your phone number is the default method for 2FA, given it is provided at sign-up. Otherwise, your email is automatically set up for this purpose. However, we understand the need for flexibility and provide options to use authenticator devices or change your primary 2FA method as needed.
## Set up an authenticator device
1. Go to [Settings](https://app.ramp.com/settings/personal-settings/security) (click the gear icon on your screen's bottom left)
2. Click on Security
3. Select **Configure Multi-Factor Authentication** and follow the steps provided
## Change 2FA from email to phone
1. Go to [**Settings**](https://app.ramp.com/settings/personal-settings/profile)
2. Select **Edit Profile**
3. Enter your phone number in the provided field and select "Verify."
## Frequently asked questions
### What if I don't have a mobile number when signing up?
If you don't provide a mobile number during the account creation process, your 2FA method will automatically default to your email address. You can later add a phone number following the steps outlined above.
### Can I use an authenticator app instead of SMS or email?
Yes, Ramp supports the use of TOTP-based authenticator apps. By configuring such an app, as described in the steps above, you can access your account securely without relying on SMS or email.
### How many authenticator devices can I configure?
You can configure up to five different TOTP-based authenticators to ensure you have multiple secure ways to access your account.
### Is it necessary to use 2FA every time I sign in?
Yes, for enhanced security, Ramp requires 2FA verification every time you sign in to your Advisor Console account. This adds an extra layer of protection for your financial operations.
---
# Ramp Partner Academy: Overview and FAQs
> Official Ramp Help Center article. Topic: Advisor Console / Advisor Console. [View the canonical page](https://support.ramp.com/ramp-partner-academy-overview-and-faqs).
## Overview
The Ramp Partner Academy is available for partners who have signed up and onboarded to [Ramp's partner program](https://ramp.com/partnerships). The Academy consists of courses, certifications, and other enablement materials to help partners become proficient with using, implementing, and supporting Ramp for their clients.
## Frequently asked questions
### Can customers access the Partner Academy?
Customers can access [training videos and resources available at ramp.com/training](https://www.ramp.com/training), [support articles in the Help Center](/), and [videos on Ramp's YouTube channel](https://www.youtube.com/@tryramp). The Partner Academy is designed solely for Ramp's partners.
### How can partners access the Ramp Partner Academy?
Partners should sign in to the Advisor Console, and they'll see a link to the Ramp Partner Academy in the left navigation bar.
### Will more courses be added?
Yes. The Partner Academy team is committed to adding new courses and certifications based on our partners' feedback and evolving needs.
### How can partners share feedback?
They can reach out to their partner manager, share their thoughts via the post-course surveys, or[use this feedback form](https://a.sprig.com/cGsyNm9lVWhPeX5zaWQ6MDRjMWE2N2EtYzQ5My00NTI5LTkzMDYtNzkzMDdmYTE2NzFm)to provide feedback.
### If a partner completes a course, do they get a certificate?
Yes, partners receive a certificate of completion for courses and certifications.
## Continuing professional education (CPE) credit questions
**How do I earn CPE credits through the Ramp Partner Academy?**
To earn CPE credits, you must complete eligible courses in their entirety. This includes completing all required training modules, passing all required assessments, and completing any mandatory evaluations or surveys. Once these steps are completed, your CPE certificate will be issued automatically.
**Which Ramp Partner Academy courses offer CPE credits?**
Only certain courses are accredited for CPE. You’ll see a CPE reference in the course descriptions and on the thumbnail images. We’re continuously expanding our catalog, so check regularly for newly accredited courses.
**Can I receive CPE credit for courses I completed before this program launched?**
No. Unfortunately, CPE credits are only issued for eligible courses completed after the launch of the CPE program. If you wish to earn credits, you will need to retake the course from the beginning to earn the CPE credit.
**How do I access my CPE certificate once I complete a course?**
After completing all course requirements, you’ll receive an email with your certificate of completion. You can also download your CPE certificate directly from the Partner Academy by going to your profile (the icon in the top-right) > My Learning > Credentials.
**Are the CPE credits issued by Ramp accepted by NASBA?**
Yes. Ramp is a registered sponsor with NASBA, and all CPE-accredited courses comply with NASBA’s standards. Once you’ve completed a course, your credits will be valid for reporting to your state licensing board, assuming they recognize NASBA-accredited providers (which most do).
**How often will new CPE courses be added to the Partner Academy?**
We aim to continuously expand our CPE offerings. New courses will be announced in the Partner Academy and via our Partner Newsletter. If there’s a topic you’d like to see covered, [let us know](/how-to-contact-ramps-support-team).
**What if I experience issues with my CPE certificate or credit eligibility?**
If you believe there’s been an error in your course completion or certificate issuance, please [contact us here](/how-to-contact-ramps-support-team). Include your course name, completion date, and account email to help us resolve it quickly.
---
# Understanding Ramp’s Partner Tiers
> Official Ramp Help Center article. Topic: Advisor Console / Advisor Console. [View the canonical page](https://support.ramp.com/understanding-ramps-partner-tiers).
Sidebar Navigation
## Overview
Ramp’s Partner Tiers program recognizes and rewards the partners who help clients get the most value from Ramp. Whether you refer many clients or fewer high-impact ones, our structure is designed to reflect your contribution.
## Accounting firms
Measured by *all-time* referral customers or aggregate [Client Spend Potential (CSP)](#client-spend-potential-csp).
### Tier requirements
| **Tier** | **All-Time Customer Referrals OR Aggregate CSP** |
| --- | --- |
| Partner | 1 referral or $100K CSP |
| Silver | 5 referrals or $500K CSP |
| Gold | 25 referrals or $2.5M CSP |
| Platinum | 50 referrals or $5M CSP |
### Tier benefits
| Benefit | Partner | Silver | Gold | Platinum |
| --- | --- | --- | --- | --- |
| Referral Bonus | $500 | $500 | $750 | $750 |
| Advisor Console with aggregated client insights | ✅ | ✅ | ✅ | ✅ |
| Co-branded referral partner page | ✅ | ✅ | ✅ | ✅ |
| Ramp status badges | ✅ | ✅ | ✅ | ✅ |
| Access to Ramp Partner Academy | ✅ | ✅ | ✅ | ✅ |
| Dedicated Partner Manager | ✅ | ✅ | ✅ | ✅ |
| Firm-wide training opportunities | ❌ | ✅ | ✅ | ✅ |
| Highlighted in Ramp's Accountant Directory | ❌ | ✅ | ✅ | ✅ |
| Invited to exclusive Ramp events incl. Partner Summits | ❌ | ✅ | ✅ | ✅ |
| Eligibility to be featured in Ramp content and events (webinars, panels, case studies) | ❌ | ❌ | ✅ | ✅ |
| Prioritized product support for firm and clients | ❌ | ❌ | ✅ | ✅ |
| Co-branded collateral | ❌ | ❌ | ❌ | ✅ |
| Eligibility to join exclusive feedback forums including our Accounting Advisory Board | ❌ | ❌ | ❌ | ✅ |
In addition to the Silver, Gold, and Platinum statuses, Accounting Partners can also be highlighted as a Ramp Champion. This is reserved for Silver and above Accounting Partners.
- Champions are required to:
- Complete 2+ Partner Academy courses
- Be a Ramp partner for 12+ months
- Use Ramp within their own firm
- Champions get additional benefits including:
- Recognition in an annual blog post, published on Ramp.com and promoted in our social media channels
- Eligibility for yearly marketing development funds for co-branded campaigns
- Eligibility to host or co-host events at Ramp HQ, pending availability
## VC partners
Measured on a *rolling 12-month* basis using customer referrals or [Client Spend Potential (CSP)](#client-spend-potential-csp).
### Tier requirements
| **Tier** | **Rolling 12-Month Customer Referrals OR CSP** |
| --- | --- |
| Silver | 1 referral or $500K CSP |
| Gold | 5 referrals or $1M CSP |
| Platinum | 25 referrals or $2.5M CSP |
### Tier benefits
| Benefit | Silver | Gold | Platinum |
| --- | --- | --- | --- |
| Referral bonus | $500 | $1,000 | $1,500 |
| Co-branded referral page | ✅ | ✅ | ✅ |
| Ramp for your firm | ✅ | ✅ | ✅ |
| Advisor Console | ✅ | ✅ | ✅ |
| Ramp status badges | ✅ | ✅ | ✅ |
| Partner Slack access | ✅ | ✅ | ✅ |
| Onboarding invite | ✅ | ✅ | ✅ |
| Dedicated Partner Manager | ❌ | ✅ | ✅ |
| Swag package | ❌ | ❌ | ✅ |
| Annual marketing funds | ❌ | ❌ | ✅ |
| Joint case study | ❌ | ❌ | ✅ |
| Co-branded campaigns | ❌ | ❌ | ✅ |
## Services partners
Measured on a *rolling 12-month* basis using customer referrals or [Client Spend Potential (CSP)](#client-spend-potential-csp).
### Tier requirements
| **Tier** | **Rolling 12-Month Customer Referrals OR CSP** |
| --- | --- |
| Partner | 1 referral or $100K CSP |
| Silver | 5 referrals or $500K CSP |
| Gold | 10 referrals or $1M CSP |
| Platinum | 25 referrals or $2.5M CSP |
### Tier benefits
| Benefit | Partner | Silver | Gold | Platinum |
| --- | --- | --- | --- | --- |
| Sales + enablement resources | ✅ | ✅ | ✅ | ✅ |
| Ramp Partner Academy | ✅ | ✅ | ✅ | ✅ |
| Sales certifications | ✅ | ✅ | ✅ | ✅ |
| Access to Advisor Console | ✅ | ✅ | ✅ | ✅ |
| Partner Directory listing | ✅ | ✅ | ✅ | ✅ |
| Co-branded marketing collateral | ✅ | ✅ | ✅ | ✅ |
| API access | ✅ | ✅ | ✅ | ✅ |
| Crossbeam | ❌ | ✅ | ✅ | ✅ |
| Firm-wide training opportunities | ❌ | ✅ | ✅ | ✅ |
| Technical pre-sales support | ❌ | ✅ | ✅ | ✅ |
| Partner Consultant | ❌ | ✅ | ✅ | ✅ |
| Co-hosted marketing events | ❌ | ✅ | ✅ | ✅ |
| Prioritized product support | ❌ | ❌ | ✅ | ✅ |
| Co-selling opportunities | ❌ | ❌ | ✅ | ✅ |
| Eligibility for Ramp content & case studies | ❌ | ❌ | ❌ | ✅ |
| Invited to exclusive Ramp events | ❌ | ❌ | ❌ | ✅ |
| Featured partner in Services Directory | ❌ | ❌ | ❌ | ✅ |
## Client spend potential (CSP)
You’ve seen CSP referenced throughout this article as an alternate path to grow your tier. Here’s how it works and how Ramp calculates it.
**What is it?**
Client Spend Potential (CSP) is Ramp’s estimate of the *monthly financial impact* driven by your referred clients. It’s designed to reward the quality of your referrals—not just the quantity.
**How it's calculated:**
Client Spend Potential = [Estimated Monthly Card Spend] + ([Estimated Monthly Bill Pay Spend] ÷ 10)
**How to view your CSP:**
- At launch (April 22): CSP will *not* appear in your Advisor Console.
- Coming in Q4 2025: You'll see CSP, client impact, and more metrics added to your Console view.
- Curious about your current CSP? Reach out to your partner manager.
## Frequently asked questions
### What counts toward client referrals and CSP?
- **Customer referrals** = clients who became Ramp customers from your referral.
- **CSP** = the estimated monthly spend across your client book based on Ramp usage potential (through card spend and Bill Pay).
### Can I move tiers mid-quarter?
No—tiers update on a quarterly cadence (Jan 1, Apr 1, Jul 1, Oct 1).
### For partners who are measured on trailing 12-month metrics, when am I at risk of losing my tier status?
We have a grace period where no partners will lose tier status before **April 1, 2026**.
### Is Champion status available for all partners?
Currently, it’s exclusive to Accounting Firms. Equivalent recognition for other verticals is being considered.
### Where can I track performance?
Your **Advisor Console** will display your current tier.
### Where can I get my tier badge?
Download your appropriate badge, along with a social media graphic, [here](https://assets.ramp.com/press_kit/ramp-partner-badges.zip).
### Have more questions? Need help?
Reach out to your Partner Manager directly or [fill out this form](https://forms.gle/kqYXMiRSDfuBmKfV9).
---
# Partner status, referrals and payouts
> Official Ramp Help Center article. Topic: Advisor Console / Advisor Console. [View the canonical page](https://support.ramp.com/partner-status-referrals-and-payouts).
## Overview
This article covers the basics of partner status, referrals, and payouts for Partners.
## Track partner status
1. Head to the [Referrals](https://app.ramp.com/console/referrals-and-rewards/referrals) tab to see your firm's current partnership tier.
2. Next to your current tier will be a running total of Completed referrals (e.g., "Current tier: 27 referrals.") These are referrals that have signed up and been approved for Ramp. Only completed referrals count towards our partnership program.
3. For more info about our partner rewards, see [Ramp's accounting partnerships page](https://ramp.com/accounting-partnerships).
Learn more about [Ramp partner tiers](/understanding-ramps-partner-tiers), including tier requirements and benefits.
## Make and track referrals
- You can make referrals in three places: the Partner Dashboard tab, the [Clients](https://app.ramp.com/console/clients) tab, and the Referrals tab. Just click "Add a client" to refer a company to Ramp that you intend to manage.
- You'll see a full list of referrals on the [Referrals](https://app.ramp.com/console/referrals-and-rewards/referrals) page which you can access at 'Refer & Earn' under your profile in the top right. This list should contain all referrals your firm has made in the Console and via your firm's landing page. If you see referral(s) missing, please contact your accounting partnerships rep. **(Note: referrals made via your firm's partner landing page may take 24 hours or longer to appear here)**
- Once your referral has signed up for Ramp, been approved, and spent & paid down at least $1,000 on their Ramp card or paid at least 3 bills, the referral status will update from "Approved" to "Eligible for Bonus." This means both the client you referred and your firm are now eligible for the referral bonus.
- In addition to tracking referrals in the Referrals tab, you'll see a running list of Pending Clients in the Clients tab.
## Payout process
Once your referral has signed up for Ramp, been approved, and spent & paid down at least $1,000 on their Ramp card or paid at least 3 bills, you will receive your payout via ACH by the third week of the month following when bonus eligibility for the referral happened.
### Submit your payment details
When you sign your Partner Agreement, Ramp sends an email to your firm's main point of contact from [communications@ramp.com](mailto:communications@ramp.com) requesting your payment details. You must submit your payment details — either through this email or directly in the [Advisor Console](https://app.ramp.com/console/referrals-and-rewards) — before payouts can be processed.
Be ready to provide:
- **Bank account details for ACH**
- **Tax information**
For full step-by-step instructions, see [Submit your payment and tax details as a vendor](/submit-your-payment-and-tax-details-as-a-vendor).
**Not sure if you've submitted your payment details?** In the [Advisor Console](https://app.ramp.com/console/referrals-and-rewards), open the **Referrals & Rewards** tab, then under **Rewards** select **See reward details** to check whether your bank information and tax details have been provided.
**Don't yet have an Advisor Console or a Partner Agreement?** [Book time with your Partner Manager](https://ramp.com/book-time?variant=partner-cpm).
> **Note:** The link in the email expires after 14 days. If your link has expired, contact your accounting partnerships rep to have it resent. After submitting, you can optionally create a free [Ramp Vendor Portal](/ramp-vendor-portal) account to manage your payment details and track payment statuses going forward.
---
# Optimizing your profile on Ramp’s Accountant Directory
> Official Ramp Help Center article. Topic: Advisor Console / Advisor Console. [View the canonical page](https://support.ramp.com/optimizing-your-profile-on-ramps-accountant-directory).
## Overview
As a trusted accounting partner, your Ramp [Accountant Directory](https://accountants.ramp.com/) profile is your first chance to make an impression on potential clients. With the right details and presentation, you can stand out in the directory and attract the types of businesses you want to serve.
This article will explain how to optimize your profile to showcase your expertise and maximize client engagement.
## How it works
### 1. Leverage your partner status for improved rankings
In order to be included in the directory, Ramp Accounting Partners must finalize at least one client referral. From then on, partners will be ranked according to their status. Titanium Partners received the top listing, followed by Gold, Silver, and Bronze. Then, partners who have 1-4 referrals are also listed below the fold.
### 2. Craft a compelling description
Your profile’s description is your chance to tell the story of your firm. Be clear about the services you provide and what makes you unique. Do you specialize in helping startups scale? Do you have deep expertise in a specific industry, like tech, non-profits, e-commerce, or retail? Mention your firm’s mission and the values that drive you.
Tips for an effective description:
- Focus on how you help clients solve their problems.
- Highlight your experience with Ramp’s features, such as creating workflows and utilizing ERP integrations.
- Include specific details about industries you specialize in or services you excel at (e.g., expense management, accounts payable, or financial automation).
### 3. Showcase your media and content
If you have any blog posts, case studies, or videos that demonstrate your expertise, add them to your profile. This is a great way to showcase how you’ve helped other clients or to provide educational resources for potential new clients. For example, you could include a case study where you helped a client improve expense management with tools including Ramp.
As an example, browse the [Ramp Accountant Directory](https://accountants.ramp.com/) for profiles that include a clear, concise description, high-quality media, and a customized lead capture link as their website.
### 4. Include links to our website and social media
Make it easy for potential clients to learn more about your firm by linking to your website, LinkedIn, or other social media channels. This gives businesses a chance to explore your broader online presence and gain more confidence in your expertise.
### 5. Collect and feature client reviews
Nothing speaks louder than positive feedback from clients you’ve already helped. Ask for reviews from current or past clients, especially those who can speak to your proficiency with Ramp’s tools. Ideally, ask your clients to speak to any measurable results you’ve helped them achieve, like improved cash flow or streamlined bill payments.
As an example, check out firm profiles with client reviews on the [Ramp Accountant Directory](https://accountants.ramp.com/). Thanks to the genuine sentiments from their clients, these profiles feel more enticing to prospects.
### 6. Keep your information up-to-date
Finally, make sure your profile stays current. Regularly update your service offerings, credentials, and contact information. If your firm has launched new services or hired new team members, be sure to reflect that in your profile. The more accurate and detailed your profile, the more likely you are to attract the right clients. The filters and fields are your friends.
Ramp’s Accountant Directory is a powerful tool for connecting with businesses that need your services. Optimize your profile today to ensure you stand out and attract the clients you want to work with. Ready to get started? To access the partner page, visit [directory.partnerpage.io](https://directory.partnerpage.io) and enter your username and password. To reset your password, just click 'Forgot', and you will be sent an email to update your password. If you don’t remember which team member(s) manage your profile, contact your Ramp Channel Partner Manager or email [accountingpartners@ramp.com](mailto:accountingpartners@ramp.com).