Ramp Receipts vs Reimbursements vs AP Inbox: Where to Send Each Document

A Ramp receipt, a reimbursement receipt, and a supplier invoice may all look like proof of spend, but they belong in different Ramp workflows. The right destination depends on what you want Ramp to create or complete after the document arrives.

Use receipts@ramp.com when the document is proof for a Ramp card or Ramp fund transaction. Use the reimbursement workflow when the employee paid out of pocket and needs to be paid back. Use Ramp Bill Pay or the account-specific AP forwarding address when the document is a supplier invoice or vendor credit that should become a draft bill or vendor credit. Use mailbox integration or receipt auto-capture when Ramp can collect the receipt natively from a supported source.

The mistake is treating receipts@ramp.com as the universal Ramp inbox. It is not. Sending the wrong document to the wrong destination can create a missing receipt, an unsubmitted reimbursement, or a vendor invoice that never enters AP review. Start with the document outcome, then pick the Ramp path.

For Ramp card and fund transactions, receipts@ramp.com is the core email destination. Ramp also lists other native submission channels: SMS, Ramp.com upload, mobile app capture, Slack, WhatsApp, Chrome extension, employee mailbox integration, and supported merchant receipt capture. Those routes all point toward the same general outcome: completing the receipt requirement for a Ramp transaction.

This path works best when the receipt can be matched to a posted Ramp transaction. Ramp currently lists JPG, JPEG, PNG, and PDF as supported receipt file types for receipt submission, with a 60 MB maximum receipt upload size, a 10 MB limit for web submissions, and a 50-page maximum for PDFs. Ramp receipt verification compares amount, plus either date or merchant, before marking a receipt as auto-verified.

Use this path for card receipts from travel, SaaS subscriptions, online purchases, meals, ride services, and other spend made on a Ramp card or fund. If the employee paid with a personal card or cash, do not assume receipts@ramp.com is correct. That usually belongs in reimbursement, not the card receipt inbox.

Best fit: proof for a posted Ramp card or fund transaction. Email destination: receipts@ramp.com from the cardholder email or an authorized sender. Fallback: upload the receipt directly to the transaction or missing items area when matching fails.

A reimbursement receipt proves an employee spent personal funds for the company. It should not be treated like a Ramp card receipt because there may be no Ramp card transaction to match. Ramp documents reimbursement submission as a separate workflow for out-of-pocket expenses, mileage, and per diem requests, depending on company setup.

Ramp says employees can send or forward reimbursement receipts to reimbursements@ramp.com, which creates draft reimbursements. That is only the intake step. The employee still needs to add required details and submit the draft in Ramp, and the reimbursement still follows the company approval and payment process.

Use this route when an employee paid with a personal card, cash, personal bank account, or another non-Ramp funding source and expects to be paid back. If the receipt is for a company card charge, route it back to the card receipt workflow. If the receipt is really a vendor invoice that the company should pay directly, route it to Bill Pay/AP instead.

Best fit: out-of-pocket employee spend that needs payback. Email destination: reimbursements@ramp.com when your company uses that Ramp reimbursement path. Do not use it for supplier invoices that should enter vendor payment review.

Supplier invoices are accounts payable documents. They are usually asking the company to pay a vendor, not proving an employee card charge. In Ramp, that means Bill Pay, not receipts@ramp.com and not the employee reimbursement queue.

Ramp Bill Pay AP email forwarding gives a company a dedicated @ap.ramp.com inbox for vendor emails. Ramp says the generated format is based on the company name, and the address is visible in Bill Pay under New Bill, then Forward invoices to pre-fill drafts. In multi-entity setups, Ramp can provide entity-specific AP inboxes plus a shared cross-entity inbox. Because those addresses are account-specific, readers should copy the destination shown in their own Ramp account.

AP forwarding is stricter than a normal email inbox. Ramp says it processes forwarded emails only when sender, company domain, vendor contact domain, or recipient conditions are met. When the email qualifies, Ramp reviews supported attachments and creates draft bills for invoices or draft vendor credits for vendor credit memos. Other files can be attached as supporting documents, filtered out, or left unprocessed if unsupported, encrypted, password-protected, duplicated, or not relevant.

Best fit: vendor invoices, supplier bills, and vendor credit memos. Destination: the @ap.ramp.com address shown in your Ramp Bill Pay account. Review step: confirm drafts in Bill Pay before approval, payment, and accounting sync.

The fastest way to route a Ramp-bound document is to name the document type before touching the forward button. A card receipt, reimbursement receipt, AP invoice, and portal notice can all come from the same mailbox. The sender is useful context, but the destination should be chosen by the work Ramp needs to do next.

Use this table as a practical routing checklist. It is intentionally conservative: when the document is ambiguous, keep it in review and confirm the destination in Ramp before creating an automatic rule.

Expensent finds current and historical receipt or invoice emails and sends selected documents to the Ramp path that matches the intended outcome.

Confirmed recurring patterns can route new documents automatically. Ramp then handles card matching, reimbursement, or Bill Pay.