Vendor Portal Account Merging

Overview

When multiple people at the same company each receive separate invitations from Ramp customers, they can end up with separate Vendor Portal accounts under the same email domain. Account merging lets you consolidate those duplicate accounts into a single Vendor Portal so your company has one unified profile, one set of payment and tax details, and one view of all receivables.

Ramp detects duplicates by matching accounts on the same email domain and surfaces them in two ways: during sign-up and from your receivables page.

Note: Only accounts with discoverability turned on appear as merge candidates. If your account is not set to discoverable, other accounts on the same domain will not see it as a merge option. You can change your discoverability setting from Vendor profile > Edit profile.

Why merge accounts

Single company profile — Instead of multiple scattered accounts for your domain, your company has one Vendor Portal with a complete view of all customers and receivables.
Consistent payment details — Customers paying your company see the same up-to-date bank account and tax information, reducing payment errors and rejected details.
Centralized team access — After merging, all team members access the same account and can manage payment details, tax information, and receivables from one place.

When you create a Vendor Portal account, Ramp checks whether other accounts already exist on the same email domain. If a match is found, you are prompted to join the existing account instead of creating a new one.

During sign-up, Ramp displays a prompt with the heading "We found an existing business" (or "We found existing businesses" if there are multiple matches).
Each candidate shows the business name, domain, number of members, number of connected Ramp customers, and when the account was created.
Select the account that belongs to your company, or click "This isn't my business" to skip and create a new account.
If you select an account, you are taken to a Request access step. Add an optional message to introduce yourself and explain why you need access, then click Send request .
Your request is sent to the existing account for approval. You see a confirmation: "Your request to join [business name] has been sent to the account admin. You'll receive an email when it's approved."

Note: While your request is pending, you can sign out and wait, or continue with limited access to view your receivable and track its status.

Merging from the receivables page

If you already have a Vendor Portal account and Ramp detects other accounts on the same email domain, a banner appears on your receivables page.

Click Review accounts on the banner to open the duplicate accounts page.
The page shows your primary account and a list of potential duplicates detected by email domain matching.
Select the duplicate accounts you want to merge into your account. You can add an optional message for the other account owners.
Click Request to merge accounts . A merge request is sent to each selected account for approval.
If none of the accounts belong to your business, click "These are not duplicates" to dismiss the banner.

Note: In the event of a merge conflict with different tax details, Ramp keeps the information on your current (primary) account.

Approving a merge request

When someone requests to merge into your account (or requests that you join theirs), a banner appears on your receivables page with the request details.

The banner shows who sent the request — for example, "Jane Smith ([email protected]) wants to join your Vendor Portal" or "Jane Smith ([email protected]) wants you to join their Vendor Portal" .
Click Review to open the request details. You can see the requester's name, email, submission date, and any message they included.
Click Approve to accept the merge, or Reject to decline it.

Note: If you approve a request where your account is the one being merged into another account, you are signed out so the accounts can be combined. Sign back in to access the merged account.

What happens after a merge

Customers previously connected to the merged account are moved to the primary account.
Payment details from the merged account are added to the primary account. If both accounts had payment details on file, the primary account's details are kept as the default.
Tax details from the merged account are preserved. If there is a conflict, the primary account's tax details take priority.
Receivables from the merged account appear in the primary account's receivables list so you have a complete payment history.
Team members from the merged account are added to the primary account. They can sign in with the same email and access the consolidated account.

Frequently asked questions

How does Ramp know which accounts are duplicates?

Ramp matches accounts by email domain. If multiple Vendor Portal accounts use emails from the same company domain (such as @acme.com), they appear as merge candidates.

Click "This isn't my business" to skip the merge prompt and create a new, separate account.

Who needs to approve a merge request?

The person on the account being merged into receives the request and must approve or reject it.

Can I undo a merge?

No. Merging is permanent. Review all details before approving.

Does merging affect in-progress payments?

Payments that are already initiated continue processing to their original destination. New payments after the merge use the merged account's active payment details.

What about free email domains like gmail.com?

Accounts on free email providers (gmail.com, yahoo.com, outlook.com, etc.) are not matched for merging because those domains are shared across unrelated organizations.

I operate multiple entities under one email domain. How does this interact with Multi-Entity Vendor Portal?

Account merging consolidates accounts at the organization level. If you use Multi-Entity Vendor Portal, your entities are preserved within the merged account. You can continue to manage separate entities and assign customers to each one after the merge.