Smarter Expense Management

A Fresh Take on Controlling T&E Expenses
Don’t get caught off-guard with unanticipated expense reports. Don’t let unplanned expenditures and employee purchases send you over budget for the quarter. Protect the organization from expense report fraud.

With a fully integrated platform that leverages a single workflow and approval engine, Coupa Cloud Spend Management provides a powerful solution for organizations to effectively control 100% of their non-payroll spending.

An easy and efficient way to prepare expense reports
Get out from under piles of paper forms or receipts. Stop payment delays caused by chasing down signatures. Ensure proper approvals and policy compliance. With Coupa Expense Management filing an expense report has never been easier. Coupa Expense Management’s dynamic, intuitive user interface guides employees through the expense process in minutes. Business rules alert employees when receipts or additional information are required. Electronically stored receipts mean no expense is forgotten or receipt lost. Automated approval processes ensure that all expenses receive the proper managerial review before they are reimbursed.

It’s amazing what a gentle nudge or simple thank you can do
With Coupa, you can embed intelligence into your expense management processes to encourage the right employee behavior and eliminate abuses like the employee who knows the per-meal allowance is $25 and submits every meal expense for $24.95. When one employee gets away with that kind of behavior, it won’t be long before others take a “why should I follow the rules if no one else does” attitude and commit the same exact abuses. Coupa analyzes each expense report line item as they are entered to determine if it deviates from the category norm. If it’s below the norm, the employee is recognized with a ‘thanks for being frugal’ message, reinforcing behavior that saves the company money. If it’s too far above the norm, though, Coupa will alert that employee that the cost for the expensed item either exceeds the allowable limit or ‘seems a little high.’ The algorithms that control the notifications are dynamic and move with category averages, making it much harder to game the system.

It’s not practical to audit every expense report
So don’t. Coupa Expense Management removes the need for an “all or nothing” approach to expense report verification. Coupa automatically scores each and every expense report, and employee, to identify suspect or fraudulent patterns that warrant further attention from the accounting department and employee managers. Each expense report is assigned an intelligent audit score based on the employee’s historical patterns and details of the current report – the higher the score, the higher the risk of non-compliance with the company’s expense management guidelines.

Understand the broader impact of employee spending
Expense reporting is more than a mechanism through which to reimburse employees for out-of-pocket purchases and T&E expenses. With Coupa Expense Management, budget owners can quickly and easily drill down into dashboard reports to understand which expense categories have the greatest amount of spend, where the money is being spent, who is helping the company save and who is spending too much. Coupa’s multi-tenant software-as-a-service architecture allows for true benchmarking across instances – allowing accounting managers and executives to compare their organization’s expense management performance metrics against those of the larger Coupa customer community. Armed with this analysis, managers can identify new cost savings and deal-making opportunities, popular vendors with whom to formalize preferred supplier relationships, and maverick spenders who need to be reigned in.