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Clean up dormant Ramp vendors without breaking live work
For finance teams who want unused vendors deactivated safely by asking their AI assistant.
On this page
Connector
Connect Ramp, pick your AI tool and paste the prompt.
The problem
Cleaning up old Ramp vendors can break live work
Ramp vendor lists fill up with companies nobody has paid for years. Tidying them risks deactivating a vendor that still has a live agreement, open draft bill or open purchase order, and checking each one takes several lookups.
Without PopdockAI
- Find vendors with no recent spend
- Check each one for a live agreement
- Look for open draft bills and purchase orders
- Deactivate one that still had live work
With PopdockAI
- Active vendors with no spend in 365 days found
- Live agreements, open drafts and open orders excluded
- You choose each vendor, and silence counts as no
- Approved vendors set inactive and read back, never deleted
The prompt
Use this prompt
Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.
**Objective:** Clean up vendors with no spend in the last 365 days that were created more than {min-age-days} days ago (default 365), deactivating only those the user approves.
**Step 1: Find candidates**
Call `ramp-get-vendor` with `total-spend-last-365-days.max` set to 0 and `created-at.to` set to today minus the minimum age. Keep vendors that are active.
**Step 2: Exclude the ones still needed**
* Call `ramp-get-vendor-agreement` with `name.contains` set to the vendor name. Exclude any vendor with an agreement that has not ended.
* Call `ramp-get-bill-draft` with `vendor-id` and exclude vendors with open drafts.
* Call `ramp-get-purchase-order` with `name.contains` set to the vendor name and exclude any with an open order.
**Step 3: Confirm**
Show the remaining candidates (name, created date, total spend all time). Ask the user which to deactivate. Do nothing until they answer. Treat silence as no.
**Step 4: Deactivate**
For each approved vendor call `ramp-vendor-update` with the vendor id and `is_active` false. Re-read with `ramp-get-vendor` and report the new state.
**Rules & Guidelines:**
* Only `ramp-vendor-update`, and only to set `is_active` false on approved vendors.
* Never call `ramp-vendor-delete`.
**Validation:**
* If no candidates remain, say so and stop.Who it's for
One answer, three teams that use it
Accounts payable
Tidy the vendor list safely
Only vendors with no spend, agreement, draft or open order are offered for deactivation.
Find Ramp vendors over two years old with no spend this year and help me deactivate them.
Vendor master data
Decide vendor by vendor
See created date and all-time spend for each candidate before you approve it.
Which dormant Ramp vendors could we deactivate? Show me created date and total spend first.
Procurement
Keep vendors with live contracts active
Vendors with an agreement that has not ended are excluded automatically.
Clean up unused Ramp vendors, but keep anyone with a live agreement or open PO.
How it works
What PopdockAI does when you ask
You set a minimum vendor age and your AI assistant finds dormant Ramp vendors that nothing depends on. Only the vendors you approve are deactivated.
01
Find
It lists active Ramp vendors with no spend in 365 days that are older than your minimum age.
02
Exclude
It removes vendors with live agreements, open draft bills or open purchase orders.
03
Confirm
You see the remaining vendors and choose which to deactivate.
04
Deactivate
It sets the approved vendors to inactive and reads back their state.
What PopdockAI provides
The tools behind the answer
Ready made tools for Ramp and one secure connection to your AI tool. No code, no exports.
ramp-get-vendor
ramp-get-vendor-agreement
ramp-get-bill-draft
ramp-get-purchase-order
ramp-vendor-update
This report is built from Get data tools only. PopdockAI applies the row, field and parameter rules your admin sets, and every query is written to the audit trail.
The outcome
Dormant vendors retired only when nothing depends on them
Related use cases
More ways to put this data to work
One prompt template with infinite possibilities.
Your AI assistant adapts its approach, tone, and capabilities to match each unique context while you maintain a single, manageable workflow.
Join forward-thinking companies that are transforming their operations with intelligent, secure AI automation.

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