Coupa Pay integration

OverviewBenefitsCost considerationsSetup instructionsAvoiding duplicate transactions

This article refers to a feature that might not be available in your current Brex plan. If you'd like to learn more about this feature and how to unlock additional capabilities in Brex's upgraded plans, please have your account or card admin reach out to Brex Support by clicking on Support in your dashboard.

Overview

Premium Enterprise P-card Brex’s integration with Coupa Pay allows you to provision Brex virtual cards for approved POs and Invoices without leaving Coupa. This results in greater efficiency, control, and visibility over your business spend.  Through the integration, Coupa will generate a virtual card using Brex APIs and will securely send the virtual card number to the vendor for processing. You will see the previous day’s transactions within Coupa for statement reconciliation. The card details and transaction history will also be visible in your Brex dashboard. You can use the Coupa Pay integration to create cards for:

  1. Invoices for suppliers with high-value purchases
  2. Purchase orders for suppliers with low-value commodities
  3. One-time suppliers
  4. Airline and hotel bookings with Coupa Travel
  5. Centralizing spend across employees for a designated vendor

Benefits

There are three key benefits to using Brex with Coupa Pay:

  1. Efficiency through automation
  2. Control and compliance
  3. Increased working capital

Using Coupa Pay with your Brex account dramatically speeds up your procurement flow by integrating your payments automatically. You can even skip the W-9 onboarding process for one-time suppliers by paying them with virtual cards. The integration also lets you integrate your invoice tracking in Coupa’s platform for better control and visibility. It adds a layer of security via limited charge amounts and the quick expiration of virtual account numbers. Brex and Coupa work together to make your virtual cards as widely accepted among vendors as possible. You can take advantage of early payments by leveraging extended credit from Brex, and maximize rebates by driving more invoicing spend through virtual cards. Brex’s Coupa Pay integration overall provides greater efficiency through automation, better control and compliance, as well as increasing working capital for your organization. Check out our full list of benefits below.


Cost considerations

While Brex does not charge any fees for the Coupa Pay integration, Coupa itself does have an additional annual licensing fee for their virtual card entitlement. Your implementation consultant will help you create a Coupa Pay procurement spend limit on Brex. When Coupa generates the virtual card via the Coupa Pay integration, it will automatically appear in the Brex dashboard, nested under that procurement spend limit. That's it — no further action is required.


Setup instructions

To get started, confirm with your Coupa representative that you are subscribed to the Virtual Card entitlement on Coupa Pay. If not, you can execute an addendum before you can set up the integration. Once you’ve confirmed that you can use Brex with Coupa Pay, your Brex account or card admin can generate an API Access token in your Brex dashboard, which Coupa uses to access your account. When that’s complete, we’ll work with Coupa to set up your company payment account within Coupa. Please set up one API token per country (and currency) that you want to use with CoupaPay. You can reach out to your Brex representative about supported countries and currencies. To generate an API Access token as an account or card admin, please follow these instructions: Step 1: In to your dashboard and go to Company settings and click Create Token.

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Step 2: Name the card “Coupa Pay via Conferma.” Step 3: Select these permissions under Team:

  • Users: Read
  • Cards: Read/Write
  • Card numbers: Read

Step 4: Select these permissions under Transactions:

  • Card transactions: Read

Step 5: Select these permissions under Spend limits:

  • Spend limits: Read/Write
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Step 6: Click Create Token, and then Allow access. Step 7: Reach out to your Brex representative for instructions on where to send this API token. Do not send the token information itself in the initial email.


Avoiding duplicate transactions

Brex automatically prevents exporting transactions to your ERP directly if they were created via the Coupa Pay virtual card method. This is done by marking transactions made through the virtual card as ineligible for export. If you would prefer to make all transactions available for export from Brex, please reach out to us at Brex Support.

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