How to send automated reminders when receipts are overdue?
Short answer
Ramp automatically reminds employees when receipts are missing past the deadline you set in your expense policy. This takes the manual work out of following up and ensures that cardholders are prompted directly with what they need to do.
Each reminder includes the transaction details and a link where the employee can upload the receipt. If the receipt still is not uploaded, the task can be escalated to the employee’s manager for additional follow-up.
How to set up receipt reminders on Ramp
- Set receipt deadlines
- Go to Settings > Expense Policy
- Choose how many days employees have to upload a receipt after a transaction posts (for example, 7 or 14 days)
- Save your policy
- Automatic reminders
- If an employee hasn’t uploaded a receipt by the deadline, Ramp automatically emails them with the transaction details and a link to upload the receipt
- Employees can attach the receipt directly in Ramp, reply with a photo, or forward a receipt email to their Ramp account
- Escalation to managers
- If employees ignore reminders, Ramp can escalate missing receipts to their managers
- Managers see a list of outstanding items for their team and can follow up directly
4. Finance visibility
- In the Ramp dashboard, admins can filter by “missing receipts” to see unresolved transactions
- Each transaction shows whether reminders have been sent and whether it has been escalated to a manager
Related questions
Yes. Admins can bulk-reassign outstanding receipt tasks to managers so that follow-up does not fall entirely on finance teams.
Read moreReceipts always remain attached to the original charge, even if the transaction is later refunded. This ensures the original documentation is preserved for audits and reporting.
Read moreA missing receipt affidavit is a signed statement that employees can submit when they cannot provide a required receipt.
Read moreIf a receipt is lost or unreadable, the employee should provide details of the transaction (vendor, date, amount, and business purpose) in place of the document, and a manager or administrator should review and approve the exception. For higher-value expenses, the employee should request a duplicate invoice directly from the vendor.
Read moreReceipt requirements often depend on whether the transaction is a recurring subscription or a one-time charge. For recurring subscriptions, companies usually require the initial invoice or contract as documentation, with future charges linked to that same record. For one-time charges, every transaction generally needs its own receipt or invoice.
Read moreIf an employee uploads the wrong receipt, the receipt should be flagged as incorrect, and the employee must provide the correct documentation. The incorrect and corrected receipts should both remain tied to the transaction so there is a full record for audits.
Read more