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!

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 invoice 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, the bill will update to 'paid' and Ramp will automatically match the transaction to the bill.

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 invoice 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, the bill will update to 'paid' and Ramp will automatically match the transaction to the bill.

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 bill. Once the bill is fully approved, we'll finalize the match and the bill will update to 'Paid.'
• 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 the bill and the bill will update to 'Paid.'

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 bill amount. Single-use cards must be swiped for the exact bill amount in a single transaction . Partial charges, split swipes, and rounded amounts will be declined.
  • After the first successful swipe, 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 a vendor or team member swipes the card for the exact bill amount, 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 Deliveryoption or by locating the card in theCardstab and clicking theLockbutton.

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 will mark the bill as paid in both Ramp and your accounting provider.

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.

Single-use Ramp cards

After the vendor transacts on the given single-use card, Ramp will automatically match the associated transactions with the bill once those transactions clear. If the transaction(s) sum up to the bill total, the bill will be marked as paid in both Ramp and in your accounting provider.

How accounting works for card bill payments

• For both existing Ramp cards and single-use Ramp cards, once your transaction is matched to your bill(s), Ramp will mark the bill(s) as paid and sync over the card transaction as a bill payment.
• 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.

Frequently asked questions

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.

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 will send the vendor contact email reminders 2, 4, and 7 days after initial card delivery. Reminders will continue until either the card limit is fully reached or the card is locked.

Can the amount of a single-use card be changed after it has been created?

The single-use card limit is tied to the bill amount and cannot be edited directly on the card. To change the card limit:

1. Edit the bill and update the total amount.
2. Once the updated bill amount is approved, the card limit automatically adjusts to match.

This is available as long as the card has not yet been swiped.

What if my vendor needs to charge a variable or unpredictable amount?

Single-use cards require the swipe to match the exact bill amount, so they are not suited for variable charges (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.

Can I pay international bills by card?

Yes! Ramp will now create cards for international invoices in the currency on the invoice.