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Configure Ramp spend controls in two layers: first set monetary limits and merchant or category rules on the relevant cards or funds, then build the pre-spend approval route at Policy > Travel & expenses > Additional controls > Spend request approvals. In the workflow builder, combine conditions with approval, notification, and terminal approval steps. Test with a newly created request: changes apply to future requests, while requests already pending keep the route assigned when they were created.
What Ramp spend controls and approval workflows govern
Ramp separates the question of how much can be spent from where or what the money can be spent on, and it separates pre-spend requests from post-purchase expense review.
- Spend limits are quantitative boundaries, such as the maximum amount available to a card or fund.
- Card and fund controls are qualitative restrictions, such as permitted merchant categories or merchants.
- Spend request approvals are pre-spend workflows for requested spend, cards, or changes to an existing limit.
- Expense requirements and Expense reviews handle transaction and reimbursement review after spending occurs.
These layers can all be active at the same time. A transaction can be below its monetary limit and still violate a merchant or category rule, so a policy that needs to constrain both value and destination must configure both kinds of control.
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Plan the policy before opening the workflow builder
Write the intended policy in plain language before changing settings. This avoids building a route that technically works but sends the wrong requests to the wrong people.
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Define the spend that needs prior approval
Decide whether the workflow covers every spend request or only selected requests, cards, funds, or limit changes. Identify the events that should be stopped until somebody approves them.
Choose routing attributes
List the facts that should determine the route: annual spend amount, requester role, business entity, Ramp department, or Ramp location. Amount and user-role conditions are documented as available to all customers. Business entity, Ramp department, and Ramp location conditions are identified as Ramp Plus features, so confirm that those fields appear in your account before designing a policy around them.
Assign responsibilities by step
For each branch, specify who must approve, who only needs an informational notification, and where the workflow should end. Decide whether one person is sufficient or whether multiple people must act. Also choose a fallback group for separation-of-duties cases.
Check the amount interpretation
Ramp’s spend-request guidance describes the amount condition as being evaluated against annual spend. Compare that interpretation with the threshold in your policy and with the limit on the relevant spend program. A threshold that looks like a single-purchase amount may route requests differently if the condition is actually measuring annualized spend.
Open spend request approvals
- Sign in with an administrative role that can edit policy settings.
- Open Policy.
- Select Travel & expenses.
- Open Additional controls.
- Choose Spend request approvals.
- Review the approval-flow preview, then select its edit control to open the workflow builder.
The preview is useful before editing: it shows the current route that will be applied to newly created requests. Treat it as the starting configuration, not as a record of how older pending requests will be rerouted.
Build the approval flow
Ramp describes the builder as a set of steps that can be layered and nested. Add a condition when a request should be evaluated differently, then place the action that should happen when that condition is met.
Condition steps
Conditions inspect the routing fields exposed in your account. Use them to create branches such as “annual spend above the threshold,” “requester has a particular role,” or, where enabled for your plan, a specific entity, department, or location. Keep each branch tied to one policy decision so that an administrator can explain why a request took that route.
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An approval step sends the request to a person or group whose decision is required before the workflow continues. Use this for the manager, budget owner, department lead, or other accountable approver who must explicitly authorize the spend.
Notification steps
A notification informs a person or group without making their response a prerequisite for completion. This is appropriate when finance or a department owner needs visibility but another approver owns the decision.
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Terminal approval
Use the terminal Approve spend action when a branch should end early after the required checks. A terminal action prevents the request from continuing into steps that are not relevant to that branch.
“Any” approval behavior
When an approval step is configured as “any,” every listed approver receives the request at the same time. The first approver to approve completes that step. Ramp’s guidance says this mode has no fallback or round-robin behavior, so do not use it when you require sequential assignment, guaranteed rotation, or an automatic substitute if nobody responds.
Understand which routing conditions your account supports
| Condition | Availability documented by Ramp | Configuration use |
|---|---|---|
| Amount | Available to all customers | Route by the request’s annual-spend amount |
| User role | Available to all customers | Route differently for defined requester roles |
| Business entity | Ramp Plus feature | Send requests to an entity-specific approver group |
| Ramp department | Ramp Plus feature | Use departmental ownership in the route |
| Ramp location | Ramp Plus feature | Route according to the requester’s Ramp location |
Feature availability is account-specific. If a required field is missing from the condition picker, do not substitute a free-text convention and assume it will behave like a native condition; confirm the feature level or redesign the route around fields your account exposes.
Set up separation of duties
Separation of Duties prevents a requester from approving their own request when that requester would otherwise appear in the approval chain. In the Spend request approvals drawer, use the Separation of Duties control near the bottom of the workflow.
- Open the spend-request approval workflow.
- Scroll to the Separation of Duties control.
- Enable it if self-approval must be blocked.
- Select the fallback approver group that should receive a request when the original requester is removed from the chain.
- Save the policy and test a request from a user who is also listed as an approver.
If the fallback group has no eligible approver, Ramp says the request falls back to administrators. Only business owners can toggle this setting, so an administrator who cannot change it may need a business owner to perform the edit.
Admin-created spend for another employee is documented as auto-approved by default. Separation of Duties is the control to use when an administrator could otherwise be in a position to approve their own spend through the configured chain.
Configure card and fund controls separately
The approval workflow does not replace the controls on the card or fund that will ultimately pay for the purchase. Configure those monetary and merchant rules on the relevant object in the card or fund controls area.
- Amount caps answer “How much may be spent?”
- Merchant and category restrictions answer “Where or what may be purchased?”
- Approval policies answer “Who must authorize a request or a limit change?”
For example, a request can be approved by the department owner and remain limited to a defined amount and a set of permitted categories. If the eventual transaction matches the amount cap but uses a blocked category, the qualitative control can still reject it.
When a user requests a limit increase, apply the approval route to the card or fund whose limit is changing. A physical card spends from funds, so the linked funds may be the relevant object for an increase rather than the plastic card itself.
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Keep expense review policies in their own workflow
Spend request approvals are for authorization before spend. If your policy also requires receipts, coding, transaction review, or reimbursement review after purchase, configure that separately under the additional controls area through Expense requirements or Expense reviews.
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Expense-review policies have their own workflow builder and conditions. Do not describe them as another switch inside the spend-request approval flow. Ramp’s documentation states that edits to expense review policies apply to future qualifying transactions, not transactions that already exist or are pending.
How employees submit requests
Employees can request spend from the Ramp web app or mobile app. Once a request is approved, the approved spend becomes available for use. A request to increase a limit follows the card-or-fund object that owns the spending capacity; for a physical card, inspect the linked fund when determining which limit needs to change.
Use the employee-facing path to validate the policy from the requester’s perspective. An administrator can create a technically valid workflow that is difficult to discover if the request entry point, required fields, or resulting availability are not clear to employees.
Know what happens to requests already in progress
Ramp assigns the approval route when the transaction or bill is created. Editing the workflow, changing approvers, or enabling a new condition does not reroute requests that are already pending. Those requests retain the routing set at creation.
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- Publish the revised route before launching a new approval campaign or announcing a new threshold.
- Use a newly created request to validate the change.
- Handle older pending requests under the route they already received rather than expecting them to inherit the new one.
Validate the configuration with a controlled test
- Create a test request after saving the policy; do not rely on an older pending request.
- Use a requester whose role should match one of the configured conditions.
- Choose an amount that clearly falls on one side of the annual-spend threshold.
- Confirm that the request reaches the intended approver or group.
- Check that notification-only recipients receive visibility without being treated as required approvers.
- Verify that a terminal Approve spend action ends the branch at the intended point.
- Repeat with a requester who is also in the approval chain to test Separation of Duties and the fallback group.
- After approval, verify that the expected card or fund becomes available and that its amount and merchant controls still apply.
- If the policy includes post-purchase review, create a separate qualifying transaction and confirm that the expense-review workflow, rather than the spend-request workflow, handles it.
Document the expected route and the observed route for each test case. A mismatch usually identifies either a condition-value issue, a plan-availability issue, or confusion between a spend request and an expense review.
Troubleshoot common setup problems
The required department, entity, or location condition is missing
Those conditions are identified as Ramp Plus features. Verify your organization’s plan and the fields populated on the user records. Until the condition is available, route with an available amount or user-role condition instead of assuming the missing field will be evaluated.
A request under the limit still fails
Check merchant and category controls on the card or fund. Passing the quantitative amount limit does not override a qualitative restriction.
Changing an approver did not affect a pending request
This is expected when the request was created before the policy edit. Create a new request to test the revised route; treat the existing item under its original routing.
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The requester is still able to approve
Check whether Separation of Duties is enabled and whether the test user is actually in the approval chain. If the control is unavailable to your role, a business owner must toggle it. Also verify that the fallback group has eligible approvers; otherwise the request may fall back to administrators.
An “any” step is waiting for a particular person
In an “any” step, all listed approvers receive the request together and the first approval completes the step. There is no documented round-robin or fallback assignment for that mode. Use a different structure if the policy requires a specific sequence or substitute.
An administrator-created request bypassed approval
Ramp documents spend created by an admin for another employee as auto-approved by default. Review whether that behavior fits your control objective and use Separation of Duties where the concern is self-approval by an administrator in the chain.
Design practical routing patterns
A simple policy can use one amount condition with one approval branch. More structured policies layer conditions and actions so each decision remains auditable.
- Role-first routing: branch on user role, then send each role to its accountable approver. Add a notification for finance when visibility is needed without adding another required decision.
- Amount-first routing: use the annual-spend condition to distinguish lower and higher exposure, then add the appropriate approval step to each branch. Make sure the threshold reflects annual spend rather than an assumed single-purchase value.
- Plan-aware routing: use entity, department, or location only when those Ramp Plus conditions are present in the account. Otherwise, keep the route on amount and role so requests do not depend on unavailable fields.
- Early completion: place Approve spend at the end of a branch that has completed all checks, preventing unrelated downstream steps from running.
Keep the number of conditions understandable to the people who maintain the policy. A nested flow should make the decision path clearer, not hide which field triggered an approval or notification.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.Pre-launch control checklist
- Confirm the policy distinguishes amount limits from merchant and category restrictions.
- Verify every condition used in the design is available on the company’s Ramp plan.
- Confirm the amount threshold is interpreted as annual spend.
- Identify required approvers, notification-only recipients, terminal actions, and the separation-of-duties fallback group.
- Check that business owners can toggle Separation of Duties when the control is required.
- Review the card or fund that will receive the approved spend, including linked funds for physical cards.
- Decide how existing pending requests will be handled, because they will not inherit the revised route.
- Plan separate tests for a new request, a limit increase, a self-approval case, an “any” step, and a post-purchase expense review.
This checklist catches the most consequential errors before employees rely on the workflow: a missing plan feature, a threshold interpreted incorrectly, an approver who can self-approve, or a limit that changed while merchant controls remained restrictive.
Maintain the policy after launch
- Review monetary thresholds against actual annual-spend policy, not just individual purchase prices.
- Audit merchant and category restrictions separately from approval routes.
- Keep approver groups current when people change roles or leave the organization.
- Re-test a newly created request after every routing edit.
- Record which changes affect future requests and which separate expense-review policies affect future qualifying transactions.
- Periodically test the Separation of Duties fallback and the no-eligible-approver path.
A maintainable design makes each decision visible: the condition explains why the route changed, the approval step identifies the accountable person, the notification step identifies observers, and the terminal action shows where authorization ends.
Frequently Asked Questions
Where do I configure spend request approvals in Ramp?
Go to Policy > Travel & expenses > Additional controls > Spend request approvals. Review the flow preview and select its edit control to open the workflow builder.
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How do I require approval for a spend request?
Add an approval step in the Spend request approvals workflow and assign the person or group whose decision is required. Use a condition first if only certain amounts, roles, entities, departments, or locations need that route.
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Can I route approvals by amount or department?
Amount and user-role conditions are documented as available to all customers. Business entity, Ramp department, and Ramp location conditions are identified as Ramp Plus features, so verify that the needed field is available in your account.
Does Ramp’s amount condition mean the purchase amount?
Ramp’s spend-request guidance says the amount condition is evaluated against annual spend. Check the threshold against your annual-spend policy and the relevant program limit rather than assuming it represents one purchase.
Will changing the workflow reroute pending requests?
No. The route is set when the transaction or bill is created. Existing pending requests retain that route; test the revised workflow with a newly created request.
What happens in an “any” approval step?
All listed approvers receive the request at the same time, and the first approval completes the step. Ramp documents no fallback or round-robin behavior for this mode.
How do I stop a requester from approving their own request?
Enable Separation of Duties in the Spend request approvals drawer and choose a fallback approver group. If no eligible person is in that group, the request falls back to administrators. Only business owners can toggle this setting.
Are expense reviews part of the spend-request workflow?
No. Configure Expense requirements or Expense reviews separately for transaction and reimbursement review. Those policy edits apply to future qualifying transactions, not items already existing or pending.
Where does a physical-card limit increase apply?
A physical card spends from funds, so inspect the linked fund when determining which spending capacity needs the increase and approval.
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The Bottom Line
Set monetary limits and merchant rules on the relevant cards or funds, then build pre-spend routing under Policy > Travel & expenses > Additional controls > Spend request approvals. Use only conditions your plan exposes, remember that amount routing uses annual spend, enable Separation of Duties when self-approval is a risk, and validate every edit with a new request because pending items keep their original route. Configure expense review separately for post-purchase controls.
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