Track invoices and payments in Vendor Portal

Overview

Use Vendor Portal to track invoices and payments from customers who pay you through Ramp. If you need to send an invoice, see Send an invoice on Vendor Network.

Track invoices and payments in Vendor Portal

Once your account is created, you can view pending bill payments and track their progress. Additional bills paid to you by other companies using Ramp will also appear in the portal. Payment destination only populates after payment is initiated, not before.

To contact your payer about a payment, use Comment on the relevant bill when available. Your payer receives an email notification and can reply in Ramp; you can see responses under Activity. If Comment is not available, contact your payer directly.

When tracking payments, these statuses indicate where the bill is in the customer's process:

• Submitted — If you sent the invoice from Vendor Portal, it has reached your customer but has not yet been accepted.
• In review — Your customer has received the invoice, but payment has not been scheduled. They may still need to approve the bill or arrange payment.
• Scheduled — Your customer has scheduled or initiated the payment; it is not yet marked paid.
• Paid — The payment has finished processing and should have landed in your account.

If your invoice remains In review, open it from Invoices and ask your customer for an update using Comment in Activity when available; otherwise contact them directly. The invoice due date is not a guaranteed payout date. Check the invoice's payment details for an estimated arrival date when one is available.

Resolve a delayed or missing Vendor Portal payment

If a payment shows as Scheduled or Paid but has not arrived in your bank account by the expected date:

1. Open the bill in Vendor Portal and confirm its status and expected delivery date, if shown.
2. Check your bank account information in Payment details. If you recently updated it, your payer may need to approve the change before payments use the new account.
3. Use Comment on the bill to ask your payer for a status update when available; otherwise contact them directly. Your payer can see payment-processing details that are not visible in Vendor Portal.
4. If the payment shows as Paid, ask your bank whether the funds were received or returned.

If an ACH payment is missing, confirm with your payer that they used your ACH routing number, not a wire routing number. If it was wrong, ask them to update the payment details and resubmit the payment. If it was correct, ask your payer to check the payment status, and check with your bank whether the funds were received or returned.

Ramp Support can review payment-processing details only with the payer, the Ramp customer who sent the payment. As a vendor, contact your payer using Comment when available or outside Ramp; you can also ask your bank about receipt or return of funds.

Understand Vendor Portal credits and refunds

Your customer (the Ramp payer) may apply vendor credits to reduce the payment amount on a bill. When credits are applied, the receivable in Vendor Portal shows the credit amount alongside the payment details. Vendor credits are created and managed by the customer, not in Vendor Portal.

Vendor Portal does not support issuing refunds or credits directly. If you need to issue a credit or refund, send a credit memo to your customer outside Ramp or use Comment on the bill to coordinate with them. Your customer can then record the credit in Ramp and apply it to future payments.