Inside Ramp’s AP software: How it works for mid-sized companies

At mid-sized companies, accounts payable (AP) is a critical workflow that affects cash flow, vendor relationships, and reporting accuracy. As invoice volumes rise and approval chains grow more layered, manual processes or entry-level AP tools often fall short. But full-scale enterprise systems can feel like overkill—costly, complex, and slow to implement.

Ramp’s AP automation software, Ramp Bill Pay, strikes the perfect balance. It gives mid-sized finance teams the automation and control they need to manage growing AP workloads without unnecessary complexity. From smart invoice capture to flexible approvals and real-time accounting syncs, Ramp Bill Pay helps streamline AP and scale it confidently.

This guide explains how Ramp Bill Pay’s AP features deliver real ROI for mid-sized businesses through efficiency, control, and better cash flow visibility.

How Ramp Bill Pay supports AP automation for mid-sized finance teams

Mid-sized finance teams need AP software with more than basic invoice scanning—they need speed, visibility, and controls that scale. Ramp’s AP automation software helps teams automate every stage of the AP workflow, while staying easy to deploy and use. These are the core AP features in Ramp Bill Pay that address the complexity and scale challenges mid-sized teams face:

Streamlined invoice capture and smart coding

Invoices arrive through email forwarding, file uploads, direct uploads, and more. Ramp Bill Pay uses OCR to automatically extract invoice data like vendor name, invoice number, due date, and line items. It then applies intelligent coding suggestions based on historical entries, saving teams from manual entry or referencing GL codes across systems.

These features help teams reduce errors, shorten invoice processing time, and maintain accuracy as invoice volume increases. And because Ramp Bill Pay learns from corrections, coding suggestions improve over time.

Configurable approval workflows built for scale

Ramp’s AP automation software routes invoices based on your organization’s actual structure—by department, threshold, vendor, project, and more. You can create multi-level approvals with conditional logic (like invoices over $10K route to finance leadership), and assign backups for out-of-office coverage.

Approvers receive alerts and can review invoices via desktop or mobile, with full invoice details and documentation attached. Every action is logged for audit readiness, including submission, edits, approvals, and reassignments. This helps mid-sized businesses enforce internal controls without manual oversight or workflow delays.

Payment control and vendor transparency

Ramp Bill Pay allows you to schedule payments individually or in batches—whether you're optimizing for cash flow or capturing early payment discounts. You can save dashboard views to manage upcoming payments, helping you plan disbursements in advance.

Vendors can onboard via secure links, upload tax and banking details, and monitor invoice status through their own portal. This reduces back-and-forth and gives vendors more visibility without creating extra work for your team.

Ramp Bill Pay also supports international payments, including currency conversion and cross-border compliance—without requiring separate banking setups in each country.

Real-time reporting and cash flow visibility

Ramp’s AP software provides reporting tools that give you instant visibility into AP activity—pending approvals, invoice status, scheduled vendor payments, and more. You can segment data by department, vendor, project, or time period to identify bottlenecks or process gaps.

Seamless integrations with your accounting system

Ramp Bill Pay integrates directly with platforms like QuickBooks Online and Desktop, Xero, NetSuite, Sage Intacct, Acumatica, and more. These integrations syncs accounting fields, vendors, payment records, reimbursements, and more—ensuring that approved invoices and payment data flow into your accounting system without duplicate entry or reconciliation delays.

For businesses using custom ERPs or niche financial tools, Ramp also supports API integrations and universal CSVs.

Built-in controls and fraud prevention

Ramp enforces role-based permissions, audit trails, and segregation of duties without requiring custom scripts or outside admin help. Vendor bank information is encrypted and verified before payment. The system flags unusual activity—like changes to banking details or out-of-pattern payment amounts—so finance leaders can review them before money goes out the door.

These protections give mid-sized companies stronger internal control, even without a dedicated compliance team.

AP automation with scalable pricing for mid-sized businesses

Ramp’s platform is designed to scale with your business—starting with core AP automation capabilities and expanding into more advanced workflows as your finance function grows. Ramp provides a free tier, but for mid-sized teams managing higher invoice volumes, multiple approvers, or more complex compliance needs, the Ramp Plus plan is often the right fit.

Ramp Plus includes all the essentials of Ramp’s AP offering, along with features built specifically for growing organizations that need more control and structure across entities, departments, or invoice types.

Key AP features available in Ramp Plus include:

• Invoice capture with AI-powered OCR
• Bill payments by check, ACH, card, and wire
• Advanced exports
• Vendor onboarding and tax management
• Ability to create bills using CSV uploads
• Mobile bill approvals
• Advanced approval workflows (+Route based on vendor, department, accounting field, payment type, and more)
• Automated batch payments
• Payment release approvals

Ramp Plus starts at $15 per user per month, with platform fees based on team size. For organizations with even more advanced needs—such as multi-entity consolidations or custom integrations—Ramp Enterprise is also available with expanded functionality and support.

For a complete list of available features across all tiers, visit Ramp Pricing.

How much time and money can mid-sized companies save with Ramp’s AP automation?

A growing number of mid-sized companies using Ramp’s AP software have significantly improved efficiency—cutting invoice processing times in half and doubling the speed of bill payments. Below are a few examples of how teams are seeing real results with Ramp Bill Pay.

1. How Quora improved bill processing time from 5–8 minutes to just 1–2 minutes

Quora’s finance team was juggling a fragmented bill pay process: invoices were emailed to a shared inbox, downloaded manually, stored in Google Drive, then manually entered and linked in NetSuite—often with approvals happening over email. The process was slow, error-prone, and created unnecessary work for a lean team.

With Ramp, Quora automated the full AP workflow. Ramp auto-ingests invoices from email, codes them using vendor history and Quora’s chart of accounts, routes them for approval based on custom rules, and syncs them directly to NetSuite. Approvers receive clear, consolidated requests via Slack or email and can approve with one click—no login required.

Adopting Ramp Bill Pay led to Quora reducing their bill processing time from 5–8 minutes to just 1–2 minutes per invoice. What used to take multiple steps and manual inputs now happens in a few clicks, giving the team time back for more strategic work—and helping them stay lean without sacrificing control.

“In the old world, there were multiple entry points, and sometimes bills were put into the wrong places. There were 10+ steps to go from PDF processing to NetSuite, to payment and reporting,” says Richard, Finance Manager at Quora.

“With Ramp and Netsuite together we’ve reduced that to 3 simple steps. It’s more efficient and a huge time saver. Our monthly close for cash and credit cards has gone from being probably a two to three-hour exercise to 15-20 minutes.”

2. How Ramp Bill Pay helped Snapdocs cut reconciliation time from 5-6 hours to under 30 minutes

The finance team at Snapdocs relied on three separate platforms—Brex for corporate cards, Expensify for reimbursements, and Bill.com for vendor payments. These tools didn’t integrate seamlessly, requiring manual intervention for approvals, data syncing, and reconciliation.

The lack of an automated AP workflow meant that finance teams spent excessive time reviewing and approving invoices, leading to payment delays. Additionally, month-end close required hours of manual reconciliation, creating stress and inefficiencies in the accounting process.

Snapdocs implemented Ramp Bill Pay to automate vendor payments, invoice approvals, and reconciliation, eliminating the need for multiple platforms. With Ramp’s seamless QuickBooks integration, all AP transactions synced automatically, ensuring a faster and more accurate reconciliation process. This resulted in:

• Reconciliation time cut from 5-6 hours to under 30 minutes: Automated syncing and approvals reduced manual work
• Faster vendor payments: Approvals were processed seamlessly, eliminating delays in bill payments
• More accurate invoice processing: AI-driven OCR reduced errors, improving AP efficiency

“The auto-population that happens with Ramp has been pretty phenomenal. I feel very confident that when I upload a bill into Ramp, it’s going to line up with what the bill says.” — Fahem Islam, Accounting Associate, Snapdocs

Why mid-sized companies choose Ramp’s AP automation software

Ramp’s AP automation software is built for finance teams that need structure, speed, and visibility—without the overhead of enterprise systems. It helps mid-sized businesses manage growing invoice volumes, streamline multi-step approvals, and gain real-time insights into spend, all while syncing seamlessly with your existing accounting tools.

As your team scales, Ramp Bill Pay provides the automation and control needed to stay efficient and audit-ready—without adding complexity to your stack. See how it helps mid-sized companies bring clarity and control to their AP workflows.

Get started with Ramp Bill Pay.

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