AP automation software for AP managers and specialists

As the people closest to the AP process, accounts payable specialists and managers are the first to feel the impact of inefficient systems. From entering invoices manually to chasing down approvals and navigating reconciliation errors, you're often stuck in the middle—responsible for keeping things moving without having the tools to make it easier.

Ramp’s AP automation software, Ramp Bill Pay, is designed to streamline the full invoice-to-payment workflow so AP professionals can spend less time fixing issues and more time running a clean, organized process. With Ramp Bill pay, you can eliminate repetitive manual work, improve accuracy, and make approvals and payments happen faster—without sacrificing control or visibility.

This guide walks through how Ramp’s AP software helps AP managers save time, reduce errors, and how they manage financial processes every day.

The daily AP challenges facing specialists and managers

AP teams are responsible for keeping the business running behind the scenes. That means reviewing, coding, and processing every vendor invoice accurately and on time, while also making sure each payment follows internal policies and is accounted for correctly.

But in many organizations, AP still relies on time-consuming manual work. Invoices arrive by email, PDF, or even paper. Details must be entered by hand, GL codes applied manually, and approvals tracked through Slack messages or spreadsheet checklists. There’s often little to no visibility into where an invoice stands—or why it’s delayed.

On top of that, disconnected systems create extra steps for reconciliation. If your AP tool doesn’t talk to your ERP or accounting software, you’re stuck transferring data by hand and hunting down mismatches at month-end.

Ramp’s AP automation software was built to change that. It automates the repetitive parts of your workflow, gives you real-time insight into invoice and payment status, and connects directly with your financial systems to help you move faster—with fewer mistakes.

What is Ramp’s AP automation software and how does it work?

Ramp’s AP automation software, Ramp Bill Pay, automates the AP process from invoice intake through payment and reconciliation—without requiring you to overhaul your team’s workflows.

Here’s how it works:

• Smart invoice capture uses OCR to extract vendor details, line items, payment terms, and totals—so you don’t have to key it in manually
• Approval routing sends invoices to the right people based on the rules you set—by amount, department, vendor, or more
• Payments can be issued automatically once approved—via ACH, check, virtual card, or international wire
• Syncing with your accounting system means every transaction is recorded without double entry, and GL coding is preserved throughout

As an AP specialist or manager, you can log in and instantly see what’s been submitted, what’s waiting for approval, and what’s been paid. You don’t have to chase down colleagues for status updates or spend hours building your own tracking sheet. Ramp Bill Pay does that for you—while keeping everything audit-ready in the background.

How Ramp Bill Pay automates accounts payable for AP managers and specialists

Ramp’s AP automation software is designed to lighten the load of your daily AP tasks without giving up the visibility or control you need. Here’s how:

1. Invoice intake

Ramp’s AP software provides OCR technology that ingests invoices from multiple sources, including email forwarding, direct uploads, CSV import, and accounting system syncs. This allows Ramp to extract invoice details, from vendor name, amount, invoice number, due date, and more. It reduces data entry mistakes and saves time on every invoice.

You can also set up coding rules based on vendor or invoice type so that GL codes, departments, and locations are applied automatically. This eliminates a major source of errors and ensures that the right codes are used every time.

2. Customizable approval routing

With Ramp’s AP software, you can define approval workflows once and let the system take over. Invoices get routed to the appropriate reviewer based on your rules, and if approvals stall, Ramp Bill Pay sends automatic reminders.

That means you don’t have to track who owes approvals—Ramp Bill Pay shows you who’s approved, who hasn’t, and what’s holding things up. It also logs every action so there’s a complete record of who did what, which helps during audits or when investigating delays.

3. Fast and flexible payments

Once an invoice is approved, Ramp Bill Pay can issue the payment using your preferred method—ACH, check, card, or wire. You can schedule payments to go out right away or at a later date, depending on cash flow.

Ramp’s AP software tracks each vendor payment status and shows you exactly when a vendor has been paid. There’s no need to follow up by email or check your bank portal—it’s all in one place, along with a full history of each transaction.

4. Real-time visibility into everything in flight

One of the biggest frustrations for AP managers and specialists is not knowing where an invoice stands. With Ramp’s AP software, you have a single saved view (or custom ones) that shows every invoice’s status—pending, approved, scheduled, or paid. You can sort by vendor, amount, or department to quickly find what you’re looking for.

You also get alerts for duplicate invoices, uncoded entries, or spend that’s approaching policy thresholds—so you can catch issues early instead of fixing them after the fact. And because Ramp Bill Pay connects with your expense and card data, you can see all non-payroll spend in one place—not just vendor bills.

5. Seamless syncing with your accounting system

Ramp’s AP automation software integrates with popular accounting platforms like QuickBooks, NetSuite, Sage Intacct, Xero, Acumatica, and more. Direct integrations with leading ERP systems ensure that transactions initiated in Ramp—invoice data, transactions, bill payments, vendor payments, and more—are synced automatically to your accounting platform with bi-directional syncing.

This helps your controller or accounting manager close the books faster, since they don’t need to track down missing payments or fix mismatched entries.

How AP teams are already saving time and simplifying payments with Ramp’s AP software

AP specialists and managers at companies of all sizes are using Ramp’s AP automation software to reduce manual work, fix broken workflows, and support more efficient, scalable finance teams.

They’re spending less time entering data and chasing approvals, and more time ensuring the process runs smoothly from invoice intake to payment reconciliation. Here’s one example:

How Pair Eyewear’s AP manager streamlined AP operations with Ramp Bill Pay

Pair Eyewear’s AP Manager faced inefficiencies in managing accounts payable when their company expanded. Their previous expense management system relied heavily on spreadsheets and manual processes, creating a significant burden for their finance team.

Without seamless integration with NetSuite or automation for AP workflows, their system struggled to meet the company’s growing needs.

That’s when Pair Eyewear adopted Ramp alongside NetSuite, creating a centralized platform to handle credit cards, bill pay, and reimbursements. Ramp’s intuitive automation features and seamless integration with NetSuite streamlined the company’s workflows.

And the results made Pair Eyewear more than just a happy Ramp customer. This resulted in:

• Time savings: Saved 10 hours per month with automated expense coding.
• Faster reimbursements: Reduced reimbursement times from two weeks to just two days.
• Consolidation of tools: Reduced reliance on three separate systems by centralizing operations with Ramp.

“With Ramp, managers don’t have to go in and out of multiple systems. In Ramp, managers can see reimbursements they need to review for employees, review and approve card requests, and even send and review invoices. I’ve received so many compliments on this system and its ease of use,” said Staci Robinson, AP Manager at Pair Eyewear.

Ramp’s extensive integrations illustrate how your business can transform disconnected processes into cohesive systems, boosting efficiency and saving time and money.

Why AP professionals choose Ramp Bill Pay

Ramp’s AP automation software is a purpose-built AP system that empowers the finance team running the process every day. For AP specialists and managers, that means fewer repetitive tasks, faster approvals, and better visibility into where things stand.

You can manage invoices, approvals, payments, and reconciliation in one system—without jumping between tools or chasing down answers. Ramp’s AP software keeps the process organized, compliant, and easy to track, so you can get through your to-do list faster and with fewer errors.

Take back time for your AP team. Get started with Ramp Bill Pay.

Explore how Ramp Bill Pay supports AP automation across teams, company sizes, and industries