This page covers procurement for software subscriptions and service contracts. For travel, perks, benefits, or other team member expense cards, go to Using Ramp for work expenses, Perks & Benefits

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:bcorp: As a B Corp, we favour vendors whose values align with ours, how they operate, treat people, and show up in the world. It's a preference, not a hard requirement, price, quality, and availability still matter.

Rule of thumb: if there is two competing vendors, that have equal offerings - go with the B Corp.

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Most vendors get a unique Ramp card issued as part of the procurement process in Ramp, but if a vendor charges a card fee or doesn't accept cards, we pay via ACH or wire instead, still through Ramp.

It's all one process inside :screenshot-2569-08-11-at-2-25-51-pm: Ramp here's how it flows:

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Go through this process before you jump into Ramp

This is a info gathering exercise.

1. Evaluate the software

• [ ] Do we already have a subscription with similar capabilities? If so, could the new software be consolidated with the existing one?
• [ ] How many seats are required?
• [ ] Is the software scalable based on department projections?
• [ ] Security Questions:
  • [ ] Is this an LLM?
  • [ ] Will we be sharing data in the tool?
  • [ ] Are they SOC 2 compliant?

If you answered yes, no problem, these questions are covered in the Ramp process and will loop in Chris as a result.

2. Assess the cost:

• [ ] What is the billing frequency?
• [ ] If this is a larger scale spend >$5K a year ($400 mo.), it's best practice to fill out a Business Case template (even if it's a renewal), covering pricing model, billing term, and any infrastructure dependencies or hidden costs.

There's a spot in the Ramp procurement process to upload the link for your business case, which will speed up the process.

• [ ] Upgrading or renewing with a cost increase? Check the YoY % increase against your current rate. Make sure the increase lines up with what you're actually gaining, more seats, new features, expanded limits. Use that, plus tenure, to negotiate.

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Feel encouraged to DM @Sarah Tessier for negotiation support 👋. She can provide you financial context for negotiations; lifetime spend with a vendor, Ramp pricing comparison and strategy ideas.

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3. Complete the purchasing process via Ramp:

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Pro-tip: For an upgrade or renewal, ask the vendor for an order form, most of our core vendors can provide one, and upload it as part of the request. This will save you a ton of time!

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• [ ] Now you have all your information organized 🙌 , go into your Ramp dashboard, on the right hand corner you will see New > Request > Software Subscription.