Submit invoices using the AI Invoice Upload

Upload PDF files for invoices that are backed by a purchase order (PO) and non-PO backed invoices.

  • This process may vary depending on your configuration, your buyer's settings and other variables.

  • This feature is part of the Early Access Program (EAP).

    Note:

    Coupa's Early Access Programs (EAP) give users the ability to influence new development by giving early access to features we're actively developing. You can provide feedback about this feature by selecting the "Share Feedback" option under the Upload Invoice button described in this page.

  • All suppliers can upload up to 10 PDF uploads.

    You aren't required to have a Coupa Advanced subscription.

  • To continue using this feature beyond the free tier, suppliers require a subscription to Coupa Advanced.

  • With the AI Invoice Upload extraction tool you can invoice your buyers by uploading PDF files of invoices into the CSP instead of entering the data manually.

  • Upload the PDF generated by your local ERP, and the AI Invoice Upload extraction tool creates a draft invoice for you in seconds.

  • You can upload PDF files for invoices backed by a purchase order (PO) and non-PO backed invoices.

  • You do not have to use this feature to submit invoices to your buyers. You can continue using free existing invoicing methods.

  1. Go to Invoices > Upload Invoices or to the Orders tab.
    Figure 1. Upload Invoice button for AI extraction
    The CSP interface, below the Coupa logo on the top left, the Invoices tab is selected. The window displays the Invoices subtab is also active, and on the right of the window, a blue button with the label "Upload Invoice (Beta)" is available.
  2. Select the Upload Invoice button at the top-right corner.
    The upload dialog box appears to guide you through the process:
    Figure 2. Upload dialog box
    The modal or dialog box that appears on screen. Underneath the title there is a dropdown field to select the customer or buyer, and another section with a button labeled "Browse". The widow warns the user that this feature is for PDF files only. There is a paragraph underneath next to a checkbox, for the user to select if they agree to the Privacy Policy. The bottom-right corner of the modal or dialog window has two buttons that read Cancel and "Upload & Extract".
  3. From the dialog, provide the following information:
    1. Select Customer: Select the customer to create the invoice for.
    1. Upload Invoice: Drop or browse your PDF invoice. You can attach only one invoice at a time.
    1. Agree to the Privacy Policy: Read the Privacy Policy displayed and mark the checkbox to continue.
  4. Select Upload & Extract.

    Once uploaded, an AI-powered extraction process converts your PDF invoices into structured data.

    A message appears on the top-right corner of the screen letting you know the status of the upload. This message remains visible when you navigate to other sections in the CSP, and alerts you when the process is complete.

    You are redirected to the Uploaded Invoices tab.

    Troubleshooting information:

    • When you submit an invoice, if there is a mismatch between the invoice and order lines you can choose whether to copy PO lines or invoice lines.

    • If only one remit-to/legal entity is shared between the supplier and customer, it is automatically prefilled on the invoice draft.

  5. Review your uploaded invoices.

    After invoice extraction, your successfully extracted invoices show as in an editable status (Draft or New) in the CSP.

    After uploading an invoice, and while it is in Draft status, you can select the Invoice Number and are redirected to the invoice edit panel. The panel presents an AI-generated summary with detailed and specific guidance of required next step for that invoice, highlighting which issues need to be reviewed before submitting the invoice to the buyer. Freemium suppliers receive 50 AI-generated summaries per day, and suppliers with Coupa Advanced have no limit.

    Invoices in non-editable statuses continue to open in view mode.

  • After uploading an invoice, tasks with different titles appear in the Workbench depending on the result of the AI processing:

    • Review Uploaded Invoice (when details were extracted, but no matching PO was found),

    • Resolve Mismatch for Invoice (when details extracted from your invoice don't match the purchase order it was matched against).

    • or Review and Submit Invoice (when invoice has been created as a draft but is not submitted yet).

    Tasks stay on the the Workbench until they're completed, so you can close the browser and come back later.

  • You can see the extracted information the Uploaded Invoices tab, edit the information, submit or delete the invoice, and await for approval.

    For more information, see View and Manage Invoices.

  • You can track how many free uploads you have remaining, and upgrade to an Advanced subscription when you're ready for unlimited access.

  • As a supplier with Coupa Advanced, you can share feedback about the AI Invoice Upload by using the the Share Feedback option under the Upload Invoice button.

    Sign in for a trial version of Coupa Advanced for bonus uploads.