Export Invoices and Schedule Reports

Learn how to export invoices information to a CSV file, an Excel document, or bulk export legal invoices in a compressed (.zip) file.

  • This feature requires that you set up your notifications in the CSP. Online and email notifications are on by default, so if you have not turned off your online notification for Legal Invoice Export Ready, you also get a notification in the CSP.

    If you turn off notifications for this feature, the .zip file is not generated, so you cannot bulk export your legal invoices.

    For more information, see View and Manage Notifications in the CSP.

  • By default, the maximum number of rows that you can export is 200,000. Note that a single invoice might have several rows. If you try to export a larger table, you receive an error message stating that only 200,000 rows are exported.

  • For the best performance, it is recommended not to export more than 1,000 invoices at a time.

  • There is no limitation on the number of invoices or file size when exporting legal invoices.

  • If you have Coupa Advanced, you can:

    • Export views of all your customers' invoices and not only customer by customer.

    • Schedule automatic Invoice reports of a specific view, and select when to run them: weekly or monthly. Scheduled reports include all customer data so it's no longer needed to select a specific customer from a dropdown. When a view is deleted, users are warned if it is tied to a scheduled report.

    • Export your Coupa invoices to QuickBooks or NetSuite hourly.

      For more information see Integrate with QuickBooks Online and NetSuite.

As a supplier, you can export invoice information to a CSV file, an Excel document, or bulk export legal invoices in a compressed (.zip) file.

You can set your Invoices table view to show and export your legal invoices by status, created date, invoice date, period of time, and so on.

  1. Log into the CSP and select the Invoices tab in the main menu.
  2. Select the customer whose invoices you want to export from the Select Customer drop-down list in the top right corner.

    If you have Coupa Advanced, you can export views of all your customers' invoices and not only customer by customer.

    Figure 1. Select the customer of which you want to see invoices from
    The "Select customer" dropdown options displayed over a dimmed Coupa Supplier Portal homepage background. The dropdown first option displays a placeholder "[Buyer ABC Inc]" example, and below an option to select "All (Offered by Advanced)".
    If you have Coupa Advanced and selected the All (Offered by Advanced) option, you see the results table with a Export & Schedule option on the top right corner of the list of results.
    Figure 2. Export & Schedule option on the All (Offered by Advanced) view
    If you selected a specific customer from the dropdown, you see the results table with a Export option on the top right corner of the list of results.
    Figure 3. Export to option in the customer view
  3. Select the Export option that appears on screen.
  4. Select your preferred option from the ones shown on screen.

How to schedule an Invoice report

If you have Coupa Advanced, you can schedule automatic Invoice reports of a specific view, so the Excel or CSV is generated automatically.

and select when to run them: weekly or monthly. Scheduled reports include all customer data so it's no longer needed to select a specific customer from a dropdown. When a view is deleted, users are warned if it is tied to a scheduled report.

  1. In the Invoices page, select the All (Offered by Advanced) option.
  2. Select the a Export & Schedule option on the top right corner of the list of results.
  3. Select the a Schedule Report option from the dropdown options.
    A New Scheduled Report dialog window appears.
    Figure 4. New Scheduled Report dialog window
  4. Fill out the form shown on screen.
  5. Select the Save option.

A green message bar informs you that "The data you requested will be emailed to you shortly." The export usually takes about one minute. In case of a large number of invoices it may take longer.

When you export a table with less than 500 rows, the file downloads to your computer immediately. When a table has more than 500 rows, you receive the exported file zipped in an email:

When you select the Download Legal Invoices button in the email or on the notification in the CSP, the compressed file is downloaded to your device.

The .zip file expires 30 days after you export it. After expiration you cannot download it from your email or online notification.