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Coupa Expenses from Coupa Software
Comprehensive tools for expense management including mobile expense capture, policy compliance checks, approval workflow, and reporting features that provide visibility into spending.
Product analysis by function
Expense Management Systems for Operations and Finance
Tools tracking operational expenses, travel costs, and allocation of expenses between management company and funds.
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Core Expense Tracking
(10 Yes /10 Known /11 Possible features)
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Multi-entity support Ability to track and allocate expenses across multiple legal entities (e.g., management company, multiple funds). |
Coupa Expenses supports expense allocation and tracking for multi-entity organizations, as confirmed by Coupa documentation for large/global companies. | |
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Expense categorization Automatic or manual classification of expenses into user-defined categories (travel, office supplies, etc.). |
Automatic and rule-based expense categorization is a core functionality, as shown by multiple product walkthroughs and reviews. | |
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Automated receipt capture Upload, scan, or email receipts with OCR to automatically attach them to expense entries. |
Mobile app and web interfaces support receipt uploads with OCR; this is highlighted in marketing and feature pages. | |
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Bulk import Import bank or credit card statements and map transactions to expenses in bulk. |
The system allows statement/bulk file import and mapping for expenses; detailed in product specs and demos. | |
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Custom allocation rules Ability to automatically split expenses between entities or cost centers based on preset rules. |
Custom allocation rules are configurable in admin settings per Coupa documentation. | |
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Manual allocation override Ability to manually adjust or override automatic allocations per transaction. |
Manual override for allocations is supported for administrators and finance users. | |
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Multi-currency support Capture and reconcile expenses in multiple currencies with automatic conversion. |
Multi-currency handling and automatic conversion is supported, as required by many multinational clients. | |
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Sync with accounting systems Direct integration or export to accounting/ERP platforms. |
Direct integrations and export options to ERP/accounting systems like NetSuite, Oracle, SAP, QuickBooks, and more. | |
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Custom fields Support for user-selected custom fields on expense entries (deal code, event, etc.). |
Custom fields (e.g., project code, event) can be enabled by admins—standard in enterprise expense solutions. | |
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Tagging Ability to add searchable tags to expenses for better reporting and search. |
User-defined tags can be applied to expense entries for enhanced search and reporting. | |
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Transaction processing speed Average time taken to process an expense entry from upload to approval. |
No information available |
Approval Workflow
(9 Yes /9 Known /10 Possible features)
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Multi-level approvals Support for multi-step approval chains based on dollar amounts, departments, or entity. |
Supports multi-step approval chains, configurable by company policy. | |
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Custom approval routing Configurable workflow according to team structures and policies. |
Approval routing is highly configurable to match company or department structure. | |
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Role-based permissions Permission control for different user types (employee, manager, admin, finance). |
Role-based user permissions (employee, manager, admin, etc.) are standard in Coupa. | |
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Automated escalation Automatic escalation if an expense isn’t approved within a set timeframe. |
Automatic escalation for unapproved expenses is available to ensure timely workflow. | |
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Mobile approvals Ability for approvers to review and approve expenses via a mobile app. |
Approvers can approve expenses via Coupa's mobile app (iOS/Android). | |
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Delegated approvals Allow temporary delegation of approval rights during absences. |
Delegation of approvals is a supported enterprise workflow feature. | |
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Batch approvals Ability to approve multiple expenses at once. |
Batch approvals (approving multiple entries at once) is a supported feature. | |
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Audit trail Full logging of approvals, changes, and actions for compliance and transparency. |
Audit trail capabilities are documented for compliance purposes. | |
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Approval notification speed Average time between expense submission and notification sent to approver. |
No information available | |
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Customizable notifications Configurable notification settings (email, SMS, push) for different stages of approval. |
Notifications are configurable by channel and workflow stage (email, app, etc.). |
Integration & Connectivity
(7 Yes /7 Known /8 Possible features)
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Accounting software integration Direct two-way sync with leading accounting systems (QuickBooks, NetSuite, Sage, Xero, etc.). |
Coupa integrates with major accounting/ERP systems for real-time sync. | |
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Bank & credit card integration Automated import of transactions directly from bank or credit card feeds. |
Bank and credit card feeds can be connected for transaction import. | |
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Payroll integration Sync reimbursements or expense payments with payroll providers. |
Payroll integrations are supported for reimbursement workflows. | |
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API access Open APIs for data import/export to custom systems. |
Open APIs are available for custom integrations. | |
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Single sign-on (SSO) Support for single sign-on via SAML, OAuth, and/or SSO providers (Okta, Google Workspace, etc.). |
Supports SAML, OAuth, and integration with SSO providers. | |
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Calendar & email integration Ability to extract expenses from calendar events, or auto-generate expenses from corporate email receipts. |
Email and calendar integration available for extracting expenses from receipts/events. | |
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File export formats Support for exporting data in CSV, XLSX, PDF, and custom templates. |
Export to CSV, XLSX, PDF and custom formats is supported. | |
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Integration setup speed Average time required to connect and configure an integration. |
No information available |
Reporting & Analytics
(7 Yes /7 Known /8 Possible features)
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Custom reporting Create, save, and schedule custom reports by team, entity, expense type, etc. |
Custom reporting and scheduling of reports is a featured offering. | |
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Real-time dashboards Interactive dashboards with real-time data visualization. |
Interactive, real-time dashboards are advertised as a core benefit. | |
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Budget tracking & variance analysis Track budgets by cost center/entity and analyze variance vs. forecasts. |
Variance analysis and budget tracking modules offered. | |
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Fund vs. management company reporting Segregated reporting for expenses allocated to funds vs. management company. |
Segregated reporting by entity (fund vs. mgmt co.) is supported via filtering/reporting. | |
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Historical comparison Compare expense performance over different periods (year-on-year, month-on-month). |
Historical spend comparison and trends are available in analytics. | |
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Audit export reports Produce detailed audit-friendly reports for compliance review. |
Standard audit export reports for compliance. | |
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Automated scheduled delivery Automatically deliver pre-set reports to stakeholders at scheduled intervals. |
Automated report delivery and scheduling present. | |
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Report generation speed Average time to generate and export a standard report. |
No information available |
User Experience & Accessibility
(7 Yes /7 Known /8 Possible features)
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Mobile app availability Native mobile apps for iOS and Android. |
Native iOS and Android apps available for Coupa Expenses. | |
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Intuitive user interface Modern, easy-to-use, and thoughtfully designed UI. |
Product design emphasizes usability; industry reviews highlight this strength. | |
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Multi-language support Ability to select from a variety of supported languages. |
Multiple language options are supported as Coupa is marketed globally. | |
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Accessibility compliance Compliance with accessibility standards (WCAG, ADA). |
Product claims conformance with accessibility standards. | |
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Guided onboarding Interactive product tours and onboarding flows for new users. |
Guided onboarding (tours, interactive flows) for new users is available. | |
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Drag-and-drop upload Simple drag-and-drop interface for documents and receipts. |
Drag-and-drop receipt/document upload present in both app and web UI. | |
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Customizable layouts User-configurable dashboards and screen layouts. |
Customizable dashboards and user layouts supported. | |
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User onboarding time Average time required for a new user to become proficient. |
No information available |
Travel & Policy Management
(8 Yes /8 Known /9 Possible features)
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Built-in travel booking Integrated booking engine for travel (flights, hotels, car rental) linked to expense capture. |
No information available | |
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Travel policy enforcement Automated flagging of non-compliant travel bookings or expenses. |
Travel policies and compliance flagged for travel-related expense entries. | |
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Per diem management Calculation and allocation of per-diem rates based on location/days. |
Per diem calculations for travel expenses are standard. | |
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Mileage tracking Automated tracking of personal/business mileage for reimbursement. |
Mileage tracking using location entry is available in the mobile app. | |
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Travel approval workflow Separate approval flows specifically for travel-related expenses. |
Separate travel approval workflows are configurable. | |
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Integration with travel vendors Direct connection to preferred travel providers, aggregators, or travel agencies. |
Integrations available with major travel vendors/agencies. | |
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Pre-trip authorization Ability to request and document authorization prior to business travel. |
Pre-trip authorization is a feature of Coupa's travel solution. | |
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Travel spend analytics In-depth analysis and reporting on travel-related spend and trends. |
Analytics for tracking travel spend by user/entity/policy. | |
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Policy violation reports Automatic generation of reports highlighting policy breaches. |
Policy violation reporting highlighted in compliance tools. |
Compliance & Audit Controls
(9 Yes /9 Known /9 Possible features)
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Audit trail logging Immutable, time-stamped record of all actions taken within the system. |
Coupa provides a full audit trail with timestamped action logging. | |
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SOX compliance features Support for Sarbanes-Oxley (SOX) act compliance workflows. |
Enterprise package includes SOX compliance workflows. | |
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Custom retention policies Ability to set how long expense documents/records are retained. |
Retention policies for finance records are configurable. | |
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Automated expense matching Automatic cross-referencing of expense reports, card transactions, and receipts. |
Automated expense matching and reconciliation available. | |
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Detection of duplicate submissions Automatic flagging of duplicate expense claims. |
Duplicate detection and flagging described in compliance documentation. | |
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Exceptions reporting Custom rules for identifying potential compliance breaches. |
Exceptions/custom compliance rules reporting is available. | |
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Configurable audit export Ability to quickly export a full audit package with receipts, approvals, and allocations. |
Audit packages can be exported for external review. | |
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GDPR compliance Conformance with EU data privacy regulations. |
GDPR compliance is documented sitewide for European clients. | |
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SEC reporting support Assistance with preparing reports/regulatory filings for SEC or other regulators. |
SEC and other regulatory reporting supported for financial clients. |
Security & Data Privacy
(6 Yes /6 Known /7 Possible features)
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End-to-end data encryption Encryption of data at rest and during transmission. |
Data encryption at rest and in transit is specified in security whitepapers. | |
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Multi-factor authentication Support for MFA on all user accounts. |
Multi-factor authentication is enabled for all user accounts. | |
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Granular access controls Configurable user and group access permissions. |
Granular access controls for user/groups is standard in Coupa. | |
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Regular penetration testing Third-party conducted security reviews and penetration tests. |
Regular penetration tests are described in security documentation. | |
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Data residency options Ability to select where data is physically stored (data center region/country). |
Clients may select data residency for compliance/geography. | |
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Automatic session timeout Automatic logout after a period of inactivity. |
Session timeout controls are standard for security. | |
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Audit log retention period Length of time full security audit logs are available for review. |
No information available |
Deployment & Scalability
(4 Yes /4 Known /6 Possible features)
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Cloud-based deployment Hosted in a secure cloud environment accessible from anywhere. |
Coupa is a SaaS, cloud-based solution. | |
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On-premises deployment option Option for on-premises hosting for enhanced control. |
On-prem deployment is offered for regulated industries. | |
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Uptime guarantee Service level agreement (SLA) commitment to system uptime. |
No information available | |
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System concurrent user capacity Maximum number of users who can access the system simultaneously. |
No information available | |
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Mobile device compatibility Optimized for a wide range of mobile and tablet devices. |
App/web UI is optimized for mobile access and tablets. | |
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Integration sandbox Test environment for integration development and QA. |
Provides a sandbox environment for testing integrations. |
Support & Service
(6 Yes /6 Known /7 Possible features)
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24/7 customer support Access to support agents at any time, with multiple channels (chat, phone, email). |
24/7 support is available for enterprise customers. | |
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Dedicated account manager Assignment of a direct point-of-contact for larger clients. |
Account management is standard for large clients. | |
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Online knowledge base Comprehensive and searchable self-service support resources. |
An extensive online knowledge base exists for all Coupa modules. | |
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Training resources Online courses, webinars, or in-person training for users. |
Training resources are provided online and in webinars. | |
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Implementation support Expert assistance during system setup and configuration. |
Implementation teams and support resources are offered for setup. | |
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Feature request process Ability for users to suggest new features or enhancements. |
Users can submit feature suggestions and enhancements via support. | |
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Response time (support requests) Average initial response time to support tickets. |
No information available |
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