Coupa is a cloud-based source-to-pay tool with an easy-to-use interface that makes it simple for suppliers to connect with Companies. Purchase orders, invoices, and communications are managed through the Coupa Supplier Portal.

HubSpot is launching Coupa for purchase orders, invoices, and payments on July 10, 2024.

You’ll need to create a Coupa account and enter information about your company in an online form to complete your account setup. You’ll receive an email invitation from Coupa to set up your account and provide your information when we launch on July 10, 2024.

No, there is no cost to HubSpot suppliers to use the Coupa Supplier Portal (CSP). Coupa offers paid services to suppliers including a Verified program and enhanced support options which you may see available in the CSP, but these are not required to work with HubSpot in Coupa.

You can use your existing Coupa Supplier Portal account to do business with HubSpot. You’ll use the same invitation that goes out on July 10, 2024, to connect your Coupa account to HubSpot. Be sure to provide us with the email address you currently use to access Coupa so your invitation from HubSpot goes to that email address.

Coupa makes it easier to do business with HubSpot by providing a centralized platform for managing your business with us. Some of the important differences you’ll notice are:

• The ability to communicate directly with HubSpot’s Source-to-Pay teams in Coupa, without relying on email or phone calls.
• Self-service options to check on the status of a sourcing event or payment.
• Quickly flip a Purchase Order to an invoice either from your PO Email or in the Coupa Supplier Portal.
• Access to new payment options and terms.
• Easily update your company’s information on your own.

• If you have a general question about our purchasing processes, email [email protected].
• During onboarding, you will receive an email address to contact for support with Coupa.
• For general help using Coupa, visit https://supplier.coupa.com/help/ or utilize the online chat in the Coupa Supplier Portal.
• Coupa offers general supplier training webinars each week. You can register here: https://supplier.coupa.com/webinar-registration/

The following resources explain how to create a Coupa Supplier Portal (CSP) account:

• Setting up your Coupa account for the first time
• Watch an overview video

Coupa provides detailed information for suppliers at the Coupa Compass knowledge base.

You can connect your existing Coupa Supplier Portal account with HubSpot by using the same CSP invitation that goes out on July 10, 2024. Be sure to provide us with the email address you currently use to access Coupa so your invitation from HubSpot goes to that email address.

Yes! Learn how you can use multi-factor authentication to protect your information on your CSP account here.

Any open POs at the time of go-live will be transferred to Coupa. The new PO will only have any remaining open amount and future invoices will pay against that new PO number. Any legacy PO number will be referenced on the new Coupa PO. You’ll be able to find your new PO in Coupa as soon as you create your Coupa account or connect an existing Coupa account with HubSpot.

HubSpot’s standard invoice format is a PDF document for non-compliant invoicing and US Based Suppliers billing HubSpot entities require the following information:

• Invoice Date
• Invoice Number
• Amount Due
• Currency
• A Valid PO number
• Mutually agreed upon payment terms
• Due date according to payment terms
• Full name and address of supplier
• Remittance address, if different from above
• Vendor Bank details
• Full name and address of the HubSpot Legal entity (HubSpot billing address)
• VAT Number of the supplier if liable for VAT within the EU or GST or Tax registration number (non-EU)
• Good or Service Description
• Unit price of goods/services exclusive of tax, discounts or rebates
• Net and gross amount charged
• Foreign currency rate if domestic supply and invoice is in other currency than that of the local currency
• VAT/GST or Tax amount payable and currency (if applicable)
• VAT/GST or Tax percentage rate applied (if applicable)
• Allocadia ID (if applicable)
• HubSpot Contact Person
• Payments will NOT be made on statements, quotes, estimates or pro-forma invoices.
• If the invoice does not contain all required information, it will be rejected by the Accounts Payable team and returned to you.
• Invoice billing entity MUST match billing entity set up in PO. Likewise, PO must be set up as per the HubSpot signing entity on work order/SoW/contract with supplier

• Suppliers can view the status of an invoice in Coupa, as well as leave comments to communicate with the HubSpot team.
• Read this article to learn how you can view and edit invoices sent to customers.
• Escalate concerns about an invoice by emailing [email protected]

The following links provide information on how to create invoices or credit memos:

• Create an invoice or credit memo
• Watch a video on how to invoice through the CSP
• Benefits of e-invoicing

Click on the help tips below to learn how to add a legal entity and remit-to for e-invoicing in Coupa.

• How to set up e-invoicing
• How to set up a legal entity

We issue payments every Thursday for invoices due up to that day. Everything with a due date that falls on Friday and for the rest of next week will get paid the following Thursday.

You’ll receive remittance advice by email from Coupa whenever you get paid by virtual credit cards or direct bank transfer. You’ll also be able to view detailed payment information and remittance information in the Coupa Supplier Portal within the Payments area. Find all things related to viewing payment information in Coupa in this guide.

• HubSpot offers suppliers the ability to opt into receiving payments via virtual credit cards with card details sent by secure email and also available in the Coupa Supplier Portal. Suppliers who accept virtual credit card payments are eligible to receive quicker payments issued at invoice approval instead of net terms.
• Your company is a good candidate for virtual card payments if you can process a Virtual card payment issued in USD, accept credit cards for payment by email, don’t charge additional service fees, and would like to receive your payments faster. Virtual credit cards are issued by Bank of America via Coupa.
• New suppliers are prompted to enroll in virtual credit card payments when creating a Coupa Supplier Portal account.