Forward the invoice to Ramp
The fastest way to create a bill: email the invoice straight to Ramp and let it build the draft for you. Forward the invoice from your @realitysf.com address to:
realitysf@ap.ramp.com
Ramp reads the PDF and creates a draft bill automatically — pulling the vendor, amount, invoice number, and dates. No manual entry to start.
Screenshot coming soon
Open the draft in Bill Pay
Go to Bill Pay in the left sidebar. The forwarded invoice appears as a draft in the Drafts (or unassigned) section, usually within a minute or two. Click it to open the draft for review.
Open Bill Pay in Ramp ↗Screenshot coming soon
Confirm the vendor
Ramp matches the draft to an existing vendor. Check the name in the Vendor field is correct. If it's blank or wrong, start typing and select the right vendor from the list.
Screenshot coming soon
Verify the details Ramp pulled
Check the auto-filled fields against the actual invoice:
- Amount — matches the invoice total
- Invoice number — matches, so we don't pay it twice
- Invoice date and due date — the due date sets when payment sends
OCR is accurate but not perfect. Read every field against the invoice before moving on.
Screenshot coming soon
Code it — Class, Category, Memo
Ramp's AI suggests coding on the draft. Confirm or correct each field the same way you would any transaction:
- Class — the ministry or fund this belongs to. Defaults to your department; sub-class it if it belongs to a specific event or fund.
- Category — the kind of expense (Outsourced Labor for security or contractors, Honorarium for a guest speaker).
- Memo — a specific, plain-language description. Reference the event or purpose.
Screenshot coming soon
Set the payment account and create the bill
Confirm the payment is coming from the correct account, then submit the draft to create the bill. It moves into For approval, where the next approver reviews it before payment is scheduled.
Screenshot coming soon
Track it to paid
Follow the bill through For approval → For payment → History. Once it's in History with a paid status, the vendor has been paid and the record is stored for audit.
Only Admins can stop a bill after payment is initiated, and only until the transfer sends. Catch mistakes early.
Track bills in Bill Pay ↗