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 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.

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:

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 [email protected] . 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, go to Profile > My settings > Notifications and turn on push for receipt and memo reminders.
• Set up automatic receipt forwarding from your mailbox. We've written more about this here .
• Supported image types : jpg, jpeg, png, pdf
• The maximum receipt upload size is 60MB (10MB for web submissions)
• 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 enabled for entering memos within Gmail.
• Ramp will send you weekly emails each Friday reminding you of any missing items.
• Save our email ( [email protected] ) 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 about that here .

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. Navigate to the Settingstab
2. Click on Personal Settings
3. Click Edit Profile
4. Click Integrations
5. Add each email address you want to accept receipts from

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.

Recurring memos

If you frequently use the same memo for a particular merchant or card, you can set it 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 for this merchant and card.

  

You can also set a default memo at the card level when requesting or editing card details, under the Receipts, memos, and reviews section.

To remove a recurring memo, open a transaction where the memo appears, click the dropdown next to "Use memo for," and select "This transaction only."

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.

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.
3. If the code is correct, no action is needed.
4. 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 .
2. Hover over the receipt thumbnail and click the trash icon, then click Confirm . Alternatively, 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 the option to delete it and confirm.
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?

Currently, you can submit receipts to Ramp in the following image formats: jpg, jpeg, png, pdf

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, we'll also search transactions from other employees across the company for a match.

What do I do if I'm missing a receipt?

You can click on the transaction on your Ramp dashboard. To ask to dismiss the receipt requirement, please navigate to the transaction or click on the 'Missing Items' banner from your 'My Ramp' tab. Once the transaction is open, please scroll and locate the vertical dots, then click on 'Request Policy Exemption'

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, 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!

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. Go to Profile > My settings > 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.

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?

Once you submit all of your expenses on web, you'll get a reward from Ramp! You'll receive three play tokens and the ability to head to the Ramp Arcade. There, you can play games like Receipt Snake and Ramp Ramp Revolution. You will need to click on the coin to play the games. Continue to submit your expenses on time to get an even higher score with each receipt submitted!

How do I resolve canceled transactions that still require a receipt?

Open the canceled transaction in your dashboard, click the three dots, SelectI 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.

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 listed above.