To set up spend controls and approval workflows in Ramp, first configure Spend request approvals at Policy > Travel & expenses > Additional controls > Spend request approvals. Build the routing with conditions, approver or notification steps, and a terminal approval action. Then configure card and fund limits separately from merchant and category restrictions, and use the separate expense-review settings for post-purchase checks.
The most important implementation detail is timing: a workflow change applies to requests created after the change. Requests already pending retain the routing that was assigned when the transaction or bill was created, so test every revision with a new request.
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How Ramp’s spend controls fit together
Ramp uses several policy layers rather than one universal approval switch. A useful design separates three questions:
- Should this spend be requested before it happens? Use Spend request approvals for requested spend, cards, or changes to an existing limit.
- How much can be spent? Set monetary limits on the applicable card or fund.
- Where or what can be purchased? Apply qualitative controls such as allowed merchant categories or specific merchant restrictions.
Ramp’s explanation of policy rules says qualitative card controls and approval policies work alongside quantitative spend limits. A transaction can be below its monetary ceiling and still violate a merchant or category rule. Configure both layers when the policy must constrain the amount and the type or destination of the purchase.
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| Control layer | What it answers | Typical use |
|---|---|---|
| Spend request approval | Who must approve requested spend, a card, or a limit change before use? | Route a request by annual-spend amount or user role, then require an approver. |
| Card or fund limit | How much may be spent? | Set the monetary boundary for the relevant card or fund. |
| Merchant or category control | Where or what may be purchased? | Allow or restrict merchant categories or merchants. |
| Expense review policy | What review is needed after a transaction or reimbursement? | Review transactions and reimbursements through a separate workflow. |
Ramp Help Center describes the pre-spend workflow this way: “Whenever a manager issues spend, or an employee requests spend from their dashboard, Ramp provides businesses control and visibility over the requested spend and automatically routes the request for approvals.”
Plan the policy before opening the builder
Write the intended policy in plain language before changing settings. This prevents a technically valid flow from enforcing the wrong rule.
Define the event that needs approval
Decide whether approval is required for a new spend request, a new card, a limit increase, or another change. Ramp treats these as requested spend activities, while ordinary transactions and reimbursements are handled by the separate expense-review area.
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List the facts that should determine the route, such as annual-spend amount or the requester’s user role. If the policy depends on business entity, Ramp department, or Ramp location, confirm that those conditions are available on the company’s plan before designing around them.
Assign decision makers and observers
For each branch, identify who must approve, who only needs a notification, and where the flow should finish. A notification keeps someone informed but does not replace an approval step. If a request should end at a particular point, plan for Ramp’s terminal Approve spend action.
Decide how self-approval should be handled
If a requester might also appear in the approval chain, determine whether Separation of Duties should remove that person and send the request to a fallback group. Only business owners can toggle this setting, so include one in the implementation plan.
Open Spend request approvals
- Sign in with an administrative role that can edit policy settings.
- Go to Policy > Travel & expenses > Additional controls > Spend request approvals.
- Review the approval-flow preview shown on the page. Compare it with the policy you mapped before making edits.
- Select the control to edit the preview and open Ramp’s workflow builder.
Product labels and plan availability can change, so use the labels displayed in your account if they differ slightly from this path. The setting to verify is specifically Spend request approvals, not the separate expense-review controls.
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Build the approval workflow
Ramp describes the builder as a flow in which approval, notification, terminal approval, and condition steps can be layered and nested. Build the simplest route that expresses the policy, then add branches only where a real business distinction exists.
1. Add a condition
Choose a condition field exposed by your account, such as amount or user role. Conditions create the branches that determine which approval or notification steps run. Keep the meaning of each branch explicit—for example, “annual spend above the threshold” or “requester has the manager role”—so an administrator can audit it later.
2. Add an approval step
Place the required approver or approver group on the branch that needs a decision. Approval is the gate that allows the requested spend to proceed; a notification step alone does not provide that gate.
3. Add notification steps where visibility is enough
Use a notification when another person needs awareness but is not a decision maker. This avoids turning every informed stakeholder into a required approver.
4. Add a terminal approval when the branch should end
Use Ramp’s terminal Approve spend action when the workflow needs to conclude at that point. This is useful for a branch that has already satisfied the necessary approval logic and should not continue through additional steps.
5. Layer or nest only when the policy requires it
Nested conditions can represent combinations such as a user-role branch with an amount test inside it. Before saving, walk through every possible branch and confirm that each one ends in an approval, a notification-only outcome, or the intended terminal action. An unexamined branch can create a request path that does not match the written policy.
Condition availability and amount logic
Ramp’s setup guidance distinguishes conditions that are generally available from those identified as Ramp Plus features.
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| Condition | Availability stated by Ramp | Important qualification |
|---|---|---|
| Amount | Available to all customers | The condition is evaluated against annual spend, according to Ramp’s guidance. |
| User role | Available to all customers | Use the role definition that exists in your Ramp account. |
| Business entity | Ramp Plus | Confirm that the feature is enabled for your organization. |
| Ramp department | Ramp Plus | Confirm that the relevant department data is populated and available. |
| Ramp location | Ramp Plus | Confirm that the location condition is offered on your plan. |
The annual-spend qualification is easy to miss. Do not interpret an amount condition as a one-time transaction threshold unless your account’s current documentation explicitly says so. Compare the configured annual-spend threshold with the monetary limit on the relevant spend program and with the policy’s intended period. If those measures are different, document which one controls approval and which one controls spending capacity.
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In the Spend request approvals drawer, the Separation of Duties control appears near the bottom of the workflow. When enabled, Ramp removes a requester from the approval chain if that requester would otherwise be able to approve their own request.
Fallback behavior
Choose the fallback approver group that should receive a request after the requester is removed. If that group has no eligible approver, Ramp says the request falls back to administrators. Select a group that is monitored and has people who can actually approve the type of spend involved; otherwise, the fallback can become an unexpected administrative queue.
Who can change the setting
Only business owners can toggle Separation of Duties. If you are an administrator without that role, coordinate the change with a business owner rather than assuming the control is unavailable.
Administrator-created spend
Ramp documents spend created by an administrator for another employee as auto-approved by default. If an administrator could otherwise appear in the approval chain for their own spend, Separation of Duties is the control Ramp identifies for preventing that self-approval scenario.
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 says there is no fallback or round-robin behavior for that “any” step.
Use “any” only when parallel notification and first-response approval match the policy. If the business requires a sequence—such as a manager followed by finance—design separate steps rather than assuming Ramp will rotate or escalate among the listed people.
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Configure card and fund controls separately
Approval routing answers who decides whether requested spend may proceed. It does not replace the controls that govern the card or fund after approval.
Set the monetary limit
Apply the appropriate spend limit to the card or fund that will finance the request. The limit is the quantitative boundary: it answers how much can be spent.
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Configure allowed or restricted merchants and categories on the relevant card or fund. These are qualitative controls: they answer where or what the money may be used for.
Test the two layers together
A purchase can satisfy its amount limit and still be blocked or violate policy because of a merchant or category restriction. Conversely, an allowed category does not increase the monetary limit. Test at least one scenario that is under the amount cap but outside the allowed category, and one that is in an allowed category but above the amount cap.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.Keep expense reviews in their own workflow
Expense review policies are not the same setting as spend-request approvals. Ramp provides separate Expense requirements or Expense reviews controls under the additional-controls area for transaction and reimbursement review.
Use the expense-review workflow when the organization needs a post-purchase check, such as reviewing a transaction or reimbursement after it exists. Those policies have their own builder and conditions. Do not add a post-purchase review requirement to the spend-request flow and assume it will cover both stages.
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Know what happens to requests already in progress
Ramp assigns approval routing when the transaction or bill is created. Changing an approver, condition, or workflow after that point does not reroute requests that are already pending. The revised flow applies to requests created after the change.
Safe change procedure
- Record which requests are currently pending and which workflow they were created under.
- Make the policy change in Spend request approvals.
- Create a new test request rather than using an existing pending request.
- Verify the new route, conditions, approvers, notifications, and terminal action.
- Communicate separately how existing requests will finish, since they retain their original routing.
Validate the setup with a new request
A workflow preview confirms the design, but a new request confirms the behavior in your account. Run a controlled test for each material branch.
- Amount test: Use a new request that clearly falls below or above the annual-spend threshold used by the condition.
- Role test: Submit with a user whose role should enter a different branch.
- Approver test: Confirm the intended approver receives the request and that a notification-only recipient is not treated as an approver.
- “Any” test: Confirm all listed approvers receive the request and that the first approval completes the step.
- Separation-of-Duties test: Use a requester who would otherwise be in the chain and verify removal and fallback routing.
- Control-layer test: Check that the resulting card or fund has both the intended monetary limit and the intended merchant or category restrictions.
Employees can submit spend requests from Ramp’s web app or mobile app. Once approved, the requested spend becomes available for use. If the request is a limit increase, identify whether it targets a card or a fund. A physical card spends from funds, so the linked fund may be the relevant object for the increase.
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Troubleshoot common policy surprises
The new approver is not receiving an old request
Check when the request was created. A pending request keeps the routing assigned at creation, so changing the workflow does not move it to the new approver. Test the change with a newly created request.
The amount branch does not match the purchase amount
Review the condition’s annual-spend logic. Ramp’s guidance describes the amount condition in annual terms, which may differ from the transaction amount or a card’s one-time limit.
A purchase is within the limit but still fails policy
Inspect merchant and category controls. Quantitative limits and qualitative restrictions operate together; meeting one does not override the other.
The requester still appears to be an approver
Check whether Separation of Duties is enabled and whether the requester actually appears in the approval chain for that branch. Remember that only business owners can toggle the setting. If the selected fallback group has no eligible approver, Ramp falls back to administrators.
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A department or location branch cannot be added
Those conditions are identified as Ramp Plus features. Verify the company’s plan and the fields available in the account before redesigning the flow around them.
Several people received a request and nobody is being rotated
That is the documented behavior of an “any” step: all listed approvers receive the request together, and the first approval completes it. Ramp does not provide fallback or round-robin routing for that step.
Quick Recap
Administrator checklist
- Policy purpose and approval events are written down.
- Amount logic is documented as annual spend where applicable.
- User-role, entity, department, and location conditions have been checked against plan availability.
- Approvers, notification recipients, and terminal approval points are assigned.
- Separation of Duties and its fallback group are reviewed by a business owner.
- Card or fund monetary limits are configured.
- Merchant and category restrictions are configured separately.
- Expense requirements or expense reviews are configured separately for post-purchase work.
- At least one new request has tested every important branch.
- Owners know that pending requests retain their original routing.
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