Manage your Vendor Portal account

Overview

After signing up for Vendor Portal, use your account to manage the profile, payment and tax details, documents, and people you share with customers who pay you through Ramp. If you have not signed up yet, see Vendor Portal access.

Complete your Vendor Portal setup

After signing up, the setup guide shows the remaining steps to complete your account setup. Complete setup before making your profile discoverable to other Ramp customers.

Update your Vendor Portal profile and discoverability

Open Vendor profile and select Edit vendor profile to update your company name, description, location, logo, and discoverability setting. Discoverability controls whether Ramp customers can find your business on the Vendor Network.

When discoverability is on, payers searching by your business email can find and connect with your profile; when creating a vendor, a payer who enters an email associated with your business may be connected automatically. Payers can choose whether to use your public payment and tax details. Other Vendor Portal accounts on the same email domain can see your account as a merge candidate. If a Vendor Network connection becomes inactive, the payer can reconnect.

When discoverability is off, payers cannot find your business through Vendor Network search. They can connect by sending you an Information Request. Your account does not appear as a merge candidate, but you can still receive payments and share details with customers already connected to you. Discoverability takes effect only after you complete your Vendor Portal setup.

For a Vendor Network connection or to send an invoice, you cannot add a customer from Vendor Portal. Your customer must connect to your vendor profile from Ramp. If your profile is discoverable, send your customer your business name and the email address associated with your Vendor Portal profile. Otherwise, ask them to send an Information Request to that email address. After they connect, they appear in Customers. You can select a customer when you create an invoice only if they allow vendor-initiated invoices. To share your profile, tax details, or documents with a customer directly, see Vendor Profile Public Sharing.

Open Payment details to access your payment accounts. You can add ACH (direct deposit), international bank accounts where relevant, or a check mailing address. You can also choose whether to accept card payments. If your country does not use IBAN, enter your standard bank account number in the IBAN field. For ACH, you can enter your account and routing numbers manually or connect your bank account.

Your public payment details are visible to customers searching for you when your profile is discoverable. To share specific details with one customer, you must be connected to them. You can add multiple payment methods, but only one of each type—ACH, international, or check—can be assigned to one customer. You can have only one public bank account shared on connection, and only one bank account can be selected as your default at a time.

To share an account with a connected customer, open Payment details, select the account, then use Share with customers to select and confirm the customer. The update can show Accepted, Pending, or Rejected; use the resend action if it is rejected. Depending on your customer's approval settings, some tax details, card acceptance policies, and ACH details from Ramp-verified bank accounts can be accepted automatically. Other updates require customer review. While an update is pending, payments may continue to use the previously approved bank account or fail if none is approved. A payer can review updated bank details in vendor updates.

To stop sharing one account with a customer without removing it for others, open Payment details, select the account, then select Unassign from that customer's menu under Share with customers.

Manage Vendor Portal tax details and 1099 forms

Open Vendor profile and select Tax details to access your tax details. To add W-9 or W-8 details, select Edit tax details and upload the document or enter the details manually. For manually entered W-8 details, set Federal Tax Classification to International. Changes to tax details may be accepted automatically depending on each customer's approval settings; otherwise, the customer must accept them before they take effect.

Payers filing 1099s on Ramp can ask you to consent to electronic delivery in Vendor Portal instead of delivery by mail. You may receive an email requesting consent alone or consent and tax details. Use the linked page to choose e-delivery or delivery by mail. The email link becomes inactive after 30 days; if it expires, ask your customer to send a new request.

After your customer files the 1099, you receive an email when the form is available. Open Customers to manage consent and Tax forms to download filed forms. To download a form, you must be connected on the Vendor Network. If your connection is inactive, ask the customer to reconnect.

Manage Vendor Portal documents and team access

Upload documents you regularly share with customers, such as contracts or insurance certificates. Ramp can pre-fill them when customers request them later. For sharing and revoking access to your profile, tax details, and documents, see Vendor Profile Public Sharing.

To invite someone to your Vendor Portal account, use Invite team members in the setup guide or open Vendor Portal and select People, then Invite. Enter their email address and send the invitation. Invitees must have an email address on your domain. Open Invites to check an invitation's status, resend it, or revoke it.