Ramp connects to Outlook in two ways, both for receipts. The Ramp individual Outlook integration lets one cardholder connect their own work inbox under Email connections, with read-only access. The company-wide Outlook integration is set up once by an admin with Outlook admin rights and covers all the inboxes that have a Ramp account. Both look for receipt emails, match them to card charges by merchant, amount and date, and attach them. Where it stops: it only looks back about 7 days, order notices can land as the receipt, receipts that don't match wait for someone to upload them, and it doesn't fill in the attendee, project or reason. AI agents chase what is missing and send your finance lead the short list.
What the Ramp individual Outlook integration does
Most card receipts end up in email. If each cardholder has to find the email, save the file and upload it to Ramp, receipts go missing and month end turns into a chase. The Ramp individual Outlook integration, and the company version of it, read Outlook for receipt emails and attach them to the right Ramp card charge for you.
That is the whole job of the connection: receipts. It does not send Ramp email, sync your calendar or add contacts. So when people say Ramp is connected to Outlook, it should mean two things. Each charge gets its real receipt, not a shipping notice. And the charges it can't match, or that need more than a receipt, reach a person before the books close.
Three ways to connect Ramp to Outlook
The first two are Ramp's own Outlook connections. The third works with any inbox.
The individual Outlook connection
- How it works
- Each cardholder goes to Email connections in Ramp settings, selects Connect inbox, then Connect with Outlook, and signs in to Microsoft. Ramp gets read-only access and looks for receipts, order confirmations and booking confirmations to match to that person's card charges.
- Good for
- Cardholders whose company hasn't turned on the company-wide integration, or people with more than one work inbox. Ramp says you can connect more than one.
- Where it breaks
- It only covers the people who connect it, and Ramp says it looks back about 7 days on the first connection. Receipts it can't match aren't attached, and an admin can turn it off for everyone with one toggle.
The company-wide Outlook integration
- How it works
- An admin with Outlook admin rights, and global admin rights in Azure, sets it up once under Receipt capture in Ramp. It checks all inboxes that have an active Ramp account. You can leave out internal email, subject words or whole inboxes.
- Good for
- Finance teams who want receipts captured for the whole company without asking each cardholder to set anything up.
- Where it breaks
- Ramp says it is offered only to users based in the United States and doesn't work with Microsoft 365 Government Community Cloud High. It also takes in invoice PDFs, and doesn't show itemized details.
Forwarding receipts to Ramp
- How it works
- Cardholders forward a receipt email to Ramp's receipt address from the email address they have verified in Profile settings, or send it by text or the Ramp app.
- Good for
- One-off purchases, and receipts the Outlook connection missed or matched wrong.
- Where it breaks
- Ramp says to wait until the charge shows up before you forward. Someone still has to notice the receipt is missing and send it.
Arkeo agents
- How it works
- Agents check Ramp's missing receipts against the cardholder's Outlook, find the right email, ask the cardholder for what a receipt can't show, like who was at the dinner, and tell your finance lead what is still open.
- Good for
- Companies with many cardholders, where nobody has the hours to chase receipts and notes each week.
- Where it breaks
- Anything your rules keep for a person, like a charge with no receipt anywhere or a spend outside policy, goes to your finance lead in one message.
How to connect Ramp to Outlook
These follow Ramp's own help pages. Open them for the screens.
- 1Decide which kind you need
If you are an admin and your company is in the United States, the company-wide integration covers everyone at once. If not, each cardholder can connect their own Outlook inbox. Both can be on at once; Ramp says it removes duplicate receipts.
- 2Individual: connect your own Outlook inbox
In Ramp settings, go to Email connections. Select Connect inbox, then Connect with Outlook. Sign in to Microsoft and allow read-only access.
- 3Company-wide: set it up as an admin
Go to Company, then Integrations, then Receipt capture, and select Outlook. Select Try it, set which email to leave out, accept the terms, then sign in with your Microsoft admin account or send your IT team the setup link.
- 4Verify the address you forward from
In Profile settings, add and verify the email address that gets your receipts, so receipts you forward by hand land on your charges.
- 5
Check Missing items after the first week
Open Missing items in Ramp and look at what the connection didn't attach. Check a few attached receipts too, to make sure they are the real receipt and not a notice.
Where the Ramp Outlook integration stops
The connection finds receipts. It doesn't finish the expense. The work left is the receipts it misses, the ones it gets wrong, and the details no email holds.
It only looks back so far. Ramp says the company-wide integration attaches receipts from the past 7 days when it is set up, and the individual one looks back about 7 days. Older charges still need receipts by hand.
It can attach the wrong email. In a 2024 thread on Ramp's community forum, a company found order notices with no items on them attached as the receipt. Ramp staff said the connection searches all folders, deleted items too, so an Outlook rule can't keep the notice out, and suggested forwarding the real receipt or deleting the notice by hand. In another thread, an admin said receipts from one person's inbox were matched to another person's charge, and Ramp opened an engineering ticket after hearing it from other companies too.
Some receipts are never matched. Ramp says receipts that don't match aren't attached and have to be uploaded by hand, and a receipt that arrives before the charge has to be forwarded later.
And a receipt isn't the whole expense. Ramp says it still asks for details a receipt lacks, like an attendee or a project, and that a receipt doesn't mean the memo or accounting fields get filled. Someone still asks each cardholder, waits and checks.
The agents that do it
Each agent does one job from start to finish in your own Outlook, and passes what Ramp needs to the right person. Your team talks to them in Slack or Teams.
Client email gets an owner and a reply.
- Reads new mail in your shared mailboxas it lands
- Files it and sends it to the right personright away
- Flags mail no one has answeredevery day
Client email gets an owner and a reply.
- Reads new mail in your shared mailboxas it lands
- Files it and sends it to the right personright away
- Flags mail no one has answeredevery day
New clients set up without the copy and paste.
- Reads new client emailsas they land
- Sets up the client in your CRMsame day
- Sends the welcome email and first stepsright away
Questions
Is my customers' information safe?
Yes. Agents work in your own Outlook and Ramp and see only what their job needs. Customer details never go into public AI. Agents connect to AI through business-grade connections audited under SOC 2.
Can I connect my own Outlook to Ramp without an admin?
Yes, if your admin allows it. Ramp's individual Outlook connection is under Email connections in Ramp settings. An admin can turn off employee mailbox access for the company, or leave out certain people.
Can Ramp read or send my email?
Ramp says the individual connection is read-only. It can't send, delete or change email, and it doesn't store email that isn't a receipt or share it with admins.
Why didn't Ramp find a receipt in my Outlook?
Ramp only looks back about 7 days when you first connect, and a receipt that arrives before the charge may not match. Forward it to Ramp after the charge shows up, or upload it from Missing items.
What does it cost?
You get the price on the call, along with the hours it saves your team.