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Log Ramp mileage claims without duplicates or guessed distances
For finance teams who want mileage filed in Ramp from a plain request, by asking their AI assistant.
On this page
Connector
Connect Ramp, pick your AI tool and paste the prompt.
The problem
Mileage claims get entered twice or with guessed distances
Mileage claims in Ramp are keyed by hand from an email or message. The same trip gets entered twice, or the distance and date are guessed from a vague note, and the reimbursement is wrong from the start.
Without PopdockAI
- Read the trip details from an email
- Find the employee in Ramp
- Check for an existing claim on that date
- Guess the distance or unit when the note is vague
With PopdockAI
- The employee resolved, with a stop if unclear
- Claims on that date checked for the same size
- Distance, unit, date and route shown before filing
- Filed once after you confirm, with Ramp's amount reported
The prompt
Use this prompt
Copy it into any AI tool connected to PopdockAI. Swap the values in braces for your own.
**Objective:** File a mileage reimbursement for `{user-name}` for a trip on `{trip-date}` (an ISO date) of `{distance}` from `{route}`.
**Step 1: Resolve the person**
Call `ramp-get-user` with `first-name` and `last-name`. If none or several match, list them and stop.
**Step 2: Check for a duplicate**
Call `ramp-get-reimbursement` with `user-id` and `transaction-date.from` and `transaction-date.to` both set to the trip date. If a mileage claim of the same size already exists, show it and stop.
**Step 3: Confirm**
Show person, date, distance with its unit (miles or kilometres, ask if not stated) and the start and end locations from the route. Ask for confirmation.
**Step 4: File**
Call `ramp-reimbursement-add-mileage` once. Re-read with `ramp-get-reimbursement` and report the amount Ramp calculated.
**Rules & Guidelines:**
* Only `ramp-reimbursement-add-mileage` may write, once, after confirmation.
* Never guess the distance or the date.
**Validation:**
* If the distance is not a positive number, stop and ask.Who it's for
One answer, three teams that use it
Employees
Claim mileage from one message
Describe the trip and the claim is filed with the amount Ramp calculated.
Log 32 miles for me on 3 October, from the Seattle office to the Fabrikam site in Tacoma.
Office managers
File claims for the team without duplicates
Each claim is checked against that date before it is filed.
File mileage for Jordan Lee: 18 kilometres on 21 September from the depot to Contoso Retail.
Accounts payable
Stop paying the same trip twice
A claim of the same size on the same date stops the new one before it is filed.
Has Priya Shah already claimed 60 miles on 14 October? If not, log it.
How it works
What PopdockAI does when you ask
You give the employee, date, distance and route and your AI assistant checks Ramp for a duplicate. It asks when the unit is missing and never guesses distance or date.
01
Ask
You give the employee, trip date, distance and route.
02
Resolve
It finds the person in Ramp and stops if none or several match.
03
Check
It looks for a mileage claim of the same size on that date and stops on a match.
04
File
After you confirm, it files the claim and reports the amount Ramp calculated.
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-user
ramp-get-reimbursement
ramp-reimbursement-add-mileage
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
Mileage filed once, with the right distance and date
Related use cases
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One prompt template with infinite possibilities.
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