Purchases orders in Ramp

Overview

Capture every purchase request in one place, and conveniently generate Purchase orders all directly in Ramp to streamline your Procurement process. Learn more about Purchase orders in Ramp below.

Customize purchase orders

Ramp Procurement allows you to customize purchase orders for your business needs. To do so, navigate to Procurement > Purchase orders > Settings. 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))
Footer text - Customize instructions for every PO

Purchase order settings showing PO numbering, logo, billing address, and footer text options

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).

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 order Overview tab showing approvals, line items, and billing progress

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Archived : The purchase order has been archived and is no longer active.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 .

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 Procurement > Purchase order settings > Automation 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.

Go to Procurement > Purchase order settings .
Open the Automation tab.
Turn on Schedule auto-close for fully billed POs .
Set Days after last invoice or card transaction .

Note: This settings surface is admin-only and appears after Bill Pay onboarding has started.

Purchase order settings Automation tab showing Auto-close POs with the Schedule auto-close for fully billed POs toggle and Days after last invoice or card transaction field

Purchase orders list showing fully billed purchase orders with closing dates such as Closing on Mar 30, 2026

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.

Purchase order details section showing the Auto-closing on date message and the Do not auto-close action

Closed purchase order showing the Purchase order closed banner and Reopen action

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 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:

Open the purchase order from Procurement > Purchase orders .
Select Archive from the actions menu.
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 page.

Upload an invoice for payment

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.
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.

Purchase order with Upload invoice button for submitting vendor invoices

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.

Purchase order More menu with Send to vendor and Download PDF options

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.

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 for further information.

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.

Bill Pay invoice with Matching purchase order dropdown showing suggested POs

Once you bill against the PO, you will see the remaining spend available on the PO.

Purchase order showing remaining spend available after billing against the PO

Invoices can be over-billed against a PO today and this will be clearly shown on the PO like below.

Purchase order showing over-billed status where invoices exceed the PO amount

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, 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.

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. If you have POs in your accounting provider, you can also use our Import PO feature 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

Once a Purchase Order has been approved, the only people who can directly edit the PO are Admins. If Change Orders are enabled, then the PO owner, approvers, and Accounts Payable and Admin roles can request changes.

Frequently asked questions

Does Ramp support EDI, cXML, or punchout for purchase orders?

Ramp does not support traditional EDI (X12/EDIFACT), cXML, or punchout catalog protocols for transmitting purchase orders. Purchase orders are sent to vendors by email with a PDF attachment or downloaded as a PDF for manual distribution. To send a PO, open the purchase order, click More, and choose Send to vendor or Download PDF.

For programmatic PO creation and management, Ramp offers the Developer API. You can also add a Custom API workflow step in procurement workflows to connect Ramp to external systems that require structured purchase order data.

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. These integrations automate approval processes, not purchase order delivery. See Configuring Procurement Workflows — Integrations for the full list of supported workflow integrations.