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Enter Ramp draft bill
Write

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.

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Enter Ramp draft bill
Enter a draft bill in Ramp for Contoso Packaging, invoice INV-1042, 4,800 dollars, due 15 November.
Contoso Packaging was found, and no draft or bill has invoice INV-1042 yet. - Vendor: Contoso Packaging - Entity: Northwind Traders Inc. - Invoice: INV-1042, 4,800.00 - Due date: 15 November Shall I create this as a draft bill?
Ramp
Sample figures. Your results come from your own account.
ramp-get-vendor
ramp-get-entity
ramp-get-bill-draft
ramp-get-bill
ramp-bill-draft-add
ramp-bill-draft-add-line-item

On this page

The problem

The problem

The prompt

Who it's for

How it works

Tools used

Connector

Ramp

Ramp
Run it on your own Ramp data.

Connect Ramp, pick your AI tool and paste the prompt.

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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.

Prompt
**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.

Your AI tool

02

Resolve

It finds the vendor and business entity in Ramp and asks if more than one entity exists.

ramp-get-vendor
ramp-get-entity

03

Check

It looks for the same invoice number in draft bills and bills, and stops on a match.

ramp-get-bill-draft
ramp-get-bill

04

Create

After you confirm, it creates the draft with one line and reads it back.

Your AI tool

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.

get-data

ramp-get-vendor

Returns Ramp vendors as read from the Ramp connector. Filters include: name contains, created at to, legal name contains, vendor owner id, maximum records.
get-data

ramp-get-entity

Returns Ramp business entities as read from the Ramp connector. Filters include: connected subsidiary external id, id, connected subsidiary name, maximum records, connected subsidiary name contains.
get-data

ramp-get-bill-draft

Returns Ramp draft bills as read from the Ramp connector. Filters include: comment object type, maximum records, vendor id, minimum amount, vendor name contains.
get-data

ramp-get-bill

Returns Ramp bills as read from the Ramp connector. Filters include: vendor name, approval status, id, vendor name contains, due date to.
run-action

ramp-bill-draft-add

Add draft bill in Ramp. Writes to the live Ramp account. Not individually tested, so try it against a sandbox Ramp account first.
run-action

ramp-bill-draft-add-line-item

bill_draft.add_line_item in Ramp. Writes to the live Ramp account. Not individually tested, so try it against a sandbox Ramp account first.
Read only.Nothing in Ramp Changes

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.

How Popdock AI secures your data

The outcome

Every invoice entered once, as a reviewable draft

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Related use cases

More ways to put this data to work

All Ramp use cases

One prompt template with infinite possibilities.

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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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See Documentation