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.

The examples below use brackets for customer, vendor, invoice, and payment details that change for each message. Subject lines, body copy, and buttons may also vary as Ramp updates its email templates.

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 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 [email protected], 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. To respond, sign in through the secure link in the email. If you are prompted to create a Vendor Portal account, complete setup before submitting details. The customer may also send reminders while the request is incomplete. See Submit your payment and tax details as a vendor for the vendor workflow and an example request email.
• 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. A representative subject is [Action required] [Customer] invited you to join the Ramp Vendor Portal, with an Accept invite button. See Ramp Vendor Network.
• Payment account update: Ramp may confirm when payment details are added or changed through the Vendor Portal. A representative subject is You have added new payment details. 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. Representative subjects include Your TIN could not be verified, Action required: Submit an updated [tax form] for [customer], and 1099 from [customer] is ready, with a button to update or submit tax details or view tax documents. To download a filed form, go to Customers > Tax forms. See Vendor TIN verification for mismatch details and Ramp Vendor Portal 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. For a standard payment without a Faster Payments offer, the subject is Track your payment from [customer]. The email can link to estimated arrival, payment status, and payment details through a See when you’ll get paid button. Faster Payments emails can use different subjects.
• Payment delivered: Sent when the payment is complete. A representative subject for a single payment with a numeric invoice number is Payment received: #[invoice number] from [customer]; the email can include invoice and payment details, tracking information, and View payment on Ramp or View receipt buttons.
• 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. For an ACH failure, a representative subject is [Customer] payment failed due to invalid ACH details, with an Update ACH details button. 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. A representative subject is [Customer] has sent [vendor] a virtual Ramp Card for invoice #[invoice number], with an Access card button. The email explains the amount the card can be charged for and when access expires. 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.
• 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 for example offer emails.

See 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.

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. A representative default subject is PO# [number] from [customer], and the email says the customer sent the PO and includes it as an attachment or provides a Download purchase order button. 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.
• 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.
• 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.

A representative confirmation keeps the original subject with Re: and has the title Invoice received. Other replies may say We didn't create anything from this email and list files that were duplicates, password-protected, unsupported, filtered by the customer's policy, or not identified as invoices. A blocked attachment reply may say Ramp couldn't process your invoice and explain the next step.

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 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.

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.

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 vendor requests. Use the secure link in the email to sign in. If you are prompted to create a Vendor Portal account, complete setup before submitting details. See Vendor Portal access. To return later, sign in from the Ramp sign-in page with the email address that received the vendor email, then open app.ramp.com/vendor-portal.

For payment and tax detail requests, see 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. 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.