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Enter Ramp draft bills without duplicate invoices
For finance teams who want bills keyed into Ramp as drafts, with the duplicate check done, by asking their AI assistant.
On this page
Connector
Connect Ramp, pick your AI tool and paste the prompt.
The problem
A missed check means the same invoice gets paid twice
Keying a bill into Ramp means finding the vendor, picking the business entity and checking the invoice was not already entered as a draft or bill. Miss that check and the same invoice is paid twice.
Without PopdockAI
- Search for the vendor in Ramp
- Pick the right business entity
- Search drafts and bills for the invoice number
- Pay a duplicate when the search is skipped
With PopdockAI
- The vendor and entity resolved, asking when there are several
- Draft bills and bills checked for the invoice number
- A stop when the invoice already exists
- A draft created after you confirm, never submitted
The prompt
Use this prompt
Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.
**Objective:** Create a draft bill in Ramp for vendor `{vendor-name}`, invoice number `{invoice-number}`, amount `{amount}`, due date `{due-date}` (an ISO date, optional).
**Step 1: Resolve ids**
* Call `ramp-get-vendor` with `name` set to the vendor name. If none or several match, list them and stop.
* Call `ramp-get-entity`. If exactly one entity exists use it, otherwise ask which one.
**Step 2: Check for a duplicate**
Call `ramp-get-bill-draft` with `vendor-id` and look for the same invoice number. Call `ramp-get-bill` with `vendor-name` and do the same. If a match exists, show it and stop.
**Step 3: Confirm**
Show vendor, entity, invoice number, amount and due date. Ask for confirmation.
**Step 4: Create**
Call `ramp-bill-draft-add` with the vendor id, entity id, invoice number and due date. Then call `ramp-bill-draft-add-line-item` with the new draft id and the amount. Re-read with `ramp-get-bill-draft` and report the draft id and the stored amount.
**Rules & Guidelines:**
* Allowed writes: `ramp-bill-draft-add` once and `ramp-bill-draft-add-line-item` once, after confirmation.
* Never call `ramp-bill-add`, `ramp-bill-archive` or any delete tool. The draft is reviewed in Ramp.
**Validation:**
* If the amount is not a positive number, stop and ask.Who it's for
One answer, three teams that use it
Accounts payable
Key bills without duplicate checks by hand
Every invoice number is checked against drafts and bills before the draft is created.
Enter a Ramp draft bill for Fabrikam Print, invoice 55190, 1,320 dollars, due 30 November.
Office managers
Get a vendor invoice into Ramp quickly
Send the invoice details in one message and the draft is ready for review.
Add Northwind Cleaning invoice NC-884 for 650 dollars as a Ramp draft bill.
AP managers
Land bills on the right entity
When more than one business entity exists, you choose which one the bill belongs to.
Create a draft bill for Contoso Legal, invoice CL-2210, 9,000 dollars, for our Canadian entity.
How it works
What PopdockAI does when you ask
You give the vendor, invoice number and amount and your AI assistant checks Ramp for duplicates. It creates a draft only after you confirm and never submits or deletes bills.
01
Ask
You give the vendor, invoice number, amount and optional due date.
02
Resolve
It finds the vendor and business entity in Ramp and asks if more than one entity exists.
03
Check
It looks for the same invoice number in draft bills and bills, and stops on a match.
04
Create
After you confirm, it creates the draft with one line and reads it back.
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-entity
ramp-get-bill-draft
ramp-get-bill
ramp-bill-draft-add
ramp-bill-draft-add-line-item
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
Every invoice entered once, as a reviewable draft
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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