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Set up pre-spend approvals in Ramp from Policy > Travel & expenses > Additional controls > Spend request approvals. Open the approval-flow editor, add conditions such as annual amount or user role, then layer approval, notification and terminal approval steps. Configure card and fund limits separately: workflow rules decide who can approve and when, while controls determine how much can be spent and which merchants or categories are allowed.
This guide covers the complete setup sequence, plan-dependent routing options, separation-of-duties behavior, card and fund controls, expense reviews, and the timing rules that determine whether a change affects an existing request.
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Plan the policy before opening Ramp
A reliable workflow starts with a written decision about what should happen before money is committed. Ramp has separate controls for requested spend and for reviewing transactions or reimbursements after purchase. Decide which process you are configuring before changing settings.
Define the spend that needs prior approval
Spend requests cover situations such as a manager issuing spend, an employee requesting spend from a dashboard, or someone asking to increase a card or fund limit. Decide whether every request needs approval or only requests matching a condition, such as a high annual amount, a particular role, department, business entity or location.
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Decide who approves and who is notified
For each branch, identify the person or group that must approve, people who only need visibility, and the point at which the request can end with a terminal Approve spend action. A notification is not an approval gate; it informs recipients while the request continues through the workflow.
Check your plan for routing fields
Ramp documents amount and user-role conditions as available to all customers. Business entity, Ramp department and Ramp location conditions are identified as Ramp Plus features. Do not design a department- or location-based route until those fields are available in your account.
Open the spend-request approval builder
- Sign in to Ramp with administrator permissions.
- Open Policy.
- Choose Travel & expenses.
- Open Additional controls.
- Select Spend request approvals.
- Review the approval-flow preview, then select its edit control to open the workflow builder.
The labels and available condition fields can vary with account permissions and plan. If the menu is missing, confirm that you are in the administrator area and that your account includes the relevant feature.
Build the workflow with conditions and actions
Ramp lets you layer and nest workflow steps. A condition determines which branch applies; action steps determine what happens in that branch.
| Step | Purpose | Typical use |
|---|---|---|
| Condition | Tests a request attribute. | Send requests above an annual amount to a senior approver. |
| Approval | Requires a person or group to approve. | Require the budget owner to approve department spend. |
| Notification | Alerts recipients without making them an approval gate. | Notify finance while a manager reviews the request. |
| Terminal approval | Ends the applicable branch with an Approve spend action. | Automatically finish a branch after all required checks pass. |
Add a condition
In the builder, add a condition and choose one of the fields exposed for your account. Amount and user role are generally available. If your plan supports them, business entity, Ramp department and Ramp location can provide more targeted routing.
Use nested conditions when more than one fact matters. For example, one branch can test whether annual spend exceeds your threshold, and a nested branch can send requests from a particular role to a different approver. Keep each branch mutually understandable so an administrator can explain why a request took that route.
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Add approval and notification steps
After a condition, add the required approver or approver group. Add notification steps for stakeholders who need awareness but should not block the request. If the policy requires more than one approval, place the approval steps in the order the request should encounter them.
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Use a terminal approval where a branch should end
Add the terminal Approve spend action when a branch has completed its required checks and should stop processing. Without a clear terminal point, a request can continue into later steps that were intended for a different branch.
Understand amount and role routing
The amount condition uses annual spend
Ramp’s help guidance describes the amount condition as being evaluated against annual spend. Treat the number in the condition as an annualized policy threshold, not automatically as the value of one isolated purchase. Compare the threshold with the associated spend program’s limit and with the policy you intend to enforce before publishing.
If your policy is written around a single-purchase ceiling, confirm how that policy should map to Ramp’s annual-spend evaluation. A workflow can appear correct while routing differently from what a single-transaction interpretation would produce.
User-role conditions
User-role conditions let you route requests according to the requester’s role when that field is available. Use them when authority, rather than amount alone, determines who should review the request. Document the role definitions used by your organization so a later change to roles does not silently alter approval coverage.
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| Condition field | Availability documented by Ramp | What it can do |
|---|---|---|
| Amount | Available to all customers | Route by the configured annual-spend threshold. |
| User role | Available to all customers | Route according to the requester’s role. |
| Business entity | Ramp Plus | Separate approval paths for different entities when enabled. |
| Ramp department | Ramp Plus | Send requests to department-specific approvers when enabled. |
| Ramp location | Ramp Plus | Route by location when enabled. |
“Available to all customers” describes the availability stated in Ramp’s guidance; it does not guarantee that every organization has identical roles, data or administrative permissions.
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Separate qualitative controls from monetary limits
A spend request can satisfy an amount limit and still violate a merchant or category rule. Ramp describes these as different policy layers:
| Layer | Question it answers | Examples |
|---|---|---|
| Spend limit | How much may be spent? | A monetary cap on a card, fund or program. |
| Card or fund control | Where or what may be purchased? | Allowed or blocked merchants and merchant categories. |
| Approval workflow | Who must approve the request or a limit change? | Manager, finance group or another designated approver. |
Use both layers when the policy needs to constrain amount and destination. For example, a request could be under its monetary cap but still be blocked because the merchant category is not allowed. Conversely, a permitted category does not raise a card’s monetary ceiling.
Enable separation of duties when self-approval is a risk
To prevent a requester from approving their own request, open the spend-request approvals drawer and use the Separation of Duties control near the bottom of the workflow.
- Open the spend-request approval workflow described above.
- Scroll to the Separation of Duties setting.
- Enable it if the requester must never approve their own spend.
- Choose the fallback approver group that should receive requests when a requester appears in the normal approval chain.
- Save the workflow and test with a new request from a user who is also in the ordinary chain.
Ramp says the requester is removed from the chain and the request is sent to the selected fallback group. If that group has no eligible approver, Ramp falls back to administrators. Only business owners can toggle this setting, so an administrator without that role may be able to edit the flow but not change separation-of-duties behavior.
Configure cards and funds independently
Approval routing does not replace card or fund controls. Set the monetary limits and merchant or category restrictions on the relevant cards or funds in their own control settings.
Match the control to the object being changed
Employees can request spend from Ramp’s web or mobile app. They can also request a limit increase against a card or fund. For a physical card, spending draws from the linked funds, so a requested increase may need to be made against those funds rather than treated as a change to the plastic card itself.
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Test both dimensions
- Create a test request below the monetary threshold and verify the expected approval path.
- Test a request that exceeds the annual-spend condition and confirm that it reaches the higher-level approver.
- Test a merchant or category that should be blocked even when the amount is within the limit.
- Test a permitted merchant with an amount that exceeds the limit.
These tests confirm that qualitative controls and quantitative limits are both active instead of assuming that one setting enforces the other.
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Expense requirements and expense reviews are a different workflow area. Use them for transaction or reimbursement review after a purchase, not as a substitute for spend-request approval.
- Return to Policy > Travel & expenses > Additional controls.
- Open the relevant Expense requirements or Expense reviews setting.
- Use that workflow builder to define the conditions and reviewers for transactions or reimbursements.
Ramp’s documentation says expense-review edits apply to future qualifying transactions, not transactions that already exist or are pending. Keep a separate change record for this workflow so reviewers know whether a rule governed a purchase before or after the edit.
Know when a workflow change takes effect
Ramp sets approval routing when the transaction or bill is created. Editing approvers or conditions does not reroute requests that are already pending; those requests retain the routing that was set at creation. Changes apply to requests created after the change.
Validate with a new request
- Publish or save the revised workflow.
- Create a brand-new spend request that should match the changed rule.
- Check the displayed approver, notification recipients and any terminal action.
- Confirm that the request’s amount and other attributes match the condition you intended to test.
- Leave older pending requests unchanged unless you handle them through your organization’s existing process.
Testing an old request cannot prove that the new workflow works because old requests keep their original route.
Understand “any” approver behavior
When a workflow uses an “any” approval step, all listed approvers receive the request at the same time. The first approver to approve completes that step. Ramp states that this mode has no fallback or round-robin behavior.
Use “any” only when simultaneous visibility and first-approval completion match the policy. If every named person must review, use separate approval requirements rather than assuming “any” will collect multiple approvals.
Account for administrator-created spend
Ramp documents spend created by an administrator for another employee as auto-approved by default. If that default conflicts with your control model, use Separation of Duties to prevent an administrator from self-approving when the administrator is in the approval chain, and test the resulting route with a newly created request.
Troubleshoot common setup problems
A department, entity or location condition is missing
Those fields are documented as Ramp Plus features. Verify the account’s plan and that the relevant organizational data is populated. Until the field is available, route using an available condition such as amount or user role, or use a broader approval group.
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That is expected when the request was created before the edit. Ramp retains the original routing for pending requests. Create a new request to test the revised workflow.
A request passes the amount rule but is blocked
Check the card or fund’s merchant and category controls. Amount limits and qualitative restrictions operate together; satisfying one does not override the other.
The requester can still approve their own request
Confirm that Separation of Duties is enabled, that the fallback group contains an eligible approver, and that the setting was changed by a business owner. If the fallback group has no eligible approver, Ramp falls back to administrators, which may not match your intended segregation model.
The wrong amount branch is selected
Review the condition with Ramp’s annual-spend interpretation in mind. Compare the configured threshold with the spend program’s limit and test a new request whose annual-spend value clearly falls on one side of the threshold.
A physical-card limit increase is not behaving as expected
Check whether the increase request is attached to the linked funds. Ramp notes that a physical card spends from funds, so the fund may be the relevant control object.
Administrator launch checklist
- Write down which spend requires approval before configuring the UI.
- Identify required approvers, notification-only recipients and terminal approval points.
- Confirm whether your plan includes business entity, department or location conditions.
- Open Policy > Travel & expenses > Additional controls > Spend request approvals.
- Review the existing preview before editing it.
- Add conditions, approval steps, notification steps and terminal Approve spend actions.
- Check that amount conditions are interpreted as annual spend.
- Enable Separation of Duties if self-approval must be prevented.
- Configure card and fund limits plus merchant or category controls separately.
- Configure Expense requirements or Expense reviews separately for post-purchase checks.
- Save the workflow and test with a new request for every important branch.
- Document that existing pending requests retain their original routing.
Ramp’s product labels and plan availability can change. Verify the current labels and permissions in your account when implementing the policy, especially after an administrator-role or subscription change.
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