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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.
More Expense Management Systems
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Core Expense Tracking
(0 Yes /0 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). |
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Expense categorization Automatic or manual classification of expenses into user-defined categories (travel, office supplies, etc.). |
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Automated receipt capture Upload, scan, or email receipts with OCR to automatically attach them to expense entries. |
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Bulk import Import bank or credit card statements and map transactions to expenses in bulk. |
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Custom allocation rules Ability to automatically split expenses between entities or cost centers based on preset rules. |
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Manual allocation override Ability to manually adjust or override automatic allocations per transaction. |
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Multi-currency support Capture and reconcile expenses in multiple currencies with automatic conversion. |
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Sync with accounting systems Direct integration or export to accounting/ERP platforms. |
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Custom fields Support for user-selected custom fields on expense entries (deal code, event, etc.). |
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Tagging Ability to add searchable tags to expenses for better reporting and search. |
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Transaction processing speed Average time taken to process an expense entry from upload to approval. |
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Approval Workflow
(0 Yes /0 Known /10 Possible features)
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Multi-level approvals Support for multi-step approval chains based on dollar amounts, departments, or entity. |
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Custom approval routing Configurable workflow according to team structures and policies. |
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Role-based permissions Permission control for different user types (employee, manager, admin, finance). |
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Automated escalation Automatic escalation if an expense isn’t approved within a set timeframe. |
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Mobile approvals Ability for approvers to review and approve expenses via a mobile app. |
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Delegated approvals Allow temporary delegation of approval rights during absences. |
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Batch approvals Ability to approve multiple expenses at once. |
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Audit trail Full logging of approvals, changes, and actions for compliance and transparency. |
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Approval notification speed Average time between expense submission and notification sent to approver. |
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Customizable notifications Configurable notification settings (email, SMS, push) for different stages of approval. |
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Integration & Connectivity
(0 Yes /0 Known /8 Possible features)
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Accounting software integration Direct two-way sync with leading accounting systems (QuickBooks, NetSuite, Sage, Xero, etc.). |
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Bank & credit card integration Automated import of transactions directly from bank or credit card feeds. |
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Payroll integration Sync reimbursements or expense payments with payroll providers. |
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API access Open APIs for data import/export to custom systems. |
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Single sign-on (SSO) Support for single sign-on via SAML, OAuth, and/or SSO providers (Okta, Google Workspace, etc.). |
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Calendar & email integration Ability to extract expenses from calendar events, or auto-generate expenses from corporate email receipts. |
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File export formats Support for exporting data in CSV, XLSX, PDF, and custom templates. |
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Integration setup speed Average time required to connect and configure an integration. |
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Reporting & Analytics
(0 Yes /0 Known /8 Possible features)
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Custom reporting Create, save, and schedule custom reports by team, entity, expense type, etc. |
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Real-time dashboards Interactive dashboards with real-time data visualization. |
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Budget tracking & variance analysis Track budgets by cost center/entity and analyze variance vs. forecasts. |
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Fund vs. management company reporting Segregated reporting for expenses allocated to funds vs. management company. |
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Historical comparison Compare expense performance over different periods (year-on-year, month-on-month). |
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Audit export reports Produce detailed audit-friendly reports for compliance review. |
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Automated scheduled delivery Automatically deliver pre-set reports to stakeholders at scheduled intervals. |
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Report generation speed Average time to generate and export a standard report. |
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User Experience & Accessibility
(0 Yes /0 Known /8 Possible features)
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Mobile app availability Native mobile apps for iOS and Android. |
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Intuitive user interface Modern, easy-to-use, and thoughtfully designed UI. |
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Multi-language support Ability to select from a variety of supported languages. |
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Accessibility compliance Compliance with accessibility standards (WCAG, ADA). |
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Guided onboarding Interactive product tours and onboarding flows for new users. |
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Drag-and-drop upload Simple drag-and-drop interface for documents and receipts. |
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Customizable layouts User-configurable dashboards and screen layouts. |
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User onboarding time Average time required for a new user to become proficient. |
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Travel & Policy Management
(0 Yes /0 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. |
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Travel policy enforcement Automated flagging of non-compliant travel bookings or expenses. |
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Per diem management Calculation and allocation of per-diem rates based on location/days. |
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Mileage tracking Automated tracking of personal/business mileage for reimbursement. |
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Travel approval workflow Separate approval flows specifically for travel-related expenses. |
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Integration with travel vendors Direct connection to preferred travel providers, aggregators, or travel agencies. |
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Pre-trip authorization Ability to request and document authorization prior to business travel. |
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Travel spend analytics In-depth analysis and reporting on travel-related spend and trends. |
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Policy violation reports Automatic generation of reports highlighting policy breaches. |
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Compliance & Audit Controls
(0 Yes /0 Known /9 Possible features)
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Audit trail logging Immutable, time-stamped record of all actions taken within the system. |
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SOX compliance features Support for Sarbanes-Oxley (SOX) act compliance workflows. |
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Custom retention policies Ability to set how long expense documents/records are retained. |
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Automated expense matching Automatic cross-referencing of expense reports, card transactions, and receipts. |
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Detection of duplicate submissions Automatic flagging of duplicate expense claims. |
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Exceptions reporting Custom rules for identifying potential compliance breaches. |
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Configurable audit export Ability to quickly export a full audit package with receipts, approvals, and allocations. |
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GDPR compliance Conformance with EU data privacy regulations. |
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SEC reporting support Assistance with preparing reports/regulatory filings for SEC or other regulators. |
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Security & Data Privacy
(0 Yes /0 Known /7 Possible features)
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End-to-end data encryption Encryption of data at rest and during transmission. |
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Multi-factor authentication Support for MFA on all user accounts. |
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Granular access controls Configurable user and group access permissions. |
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Regular penetration testing Third-party conducted security reviews and penetration tests. |
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Data residency options Ability to select where data is physically stored (data center region/country). |
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Automatic session timeout Automatic logout after a period of inactivity. |
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Audit log retention period Length of time full security audit logs are available for review. |
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Deployment & Scalability
(0 Yes /0 Known /6 Possible features)
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Cloud-based deployment Hosted in a secure cloud environment accessible from anywhere. |
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On-premises deployment option Option for on-premises hosting for enhanced control. |
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Uptime guarantee Service level agreement (SLA) commitment to system uptime. |
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System concurrent user capacity Maximum number of users who can access the system simultaneously. |
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Mobile device compatibility Optimized for a wide range of mobile and tablet devices. |
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Integration sandbox Test environment for integration development and QA. |
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Support & Service
(0 Yes /0 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). |
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Dedicated account manager Assignment of a direct point-of-contact for larger clients. |
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Online knowledge base Comprehensive and searchable self-service support resources. |
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Training resources Online courses, webinars, or in-person training for users. |
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Implementation support Expert assistance during system setup and configuration. |
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Feature request process Ability for users to suggest new features or enhancements. |
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Response time (support requests) Average initial response time to support tickets. |
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