Integrate Coupa with Aptly

Aptly + Coupa

Overview

Aptly integrates with Coupa to extend your Delegation of Authority (DoA) governance into procure-to-pay and spend management workflows. This integration ensures that the approval limits, role-based delegation rules, and signatory authorities defined in Aptly are consistently aligned with Coupa’s workflows for requisitions, purchase orders, supplier invoices, and expense approvals.

By keeping your governance model synchronized with your procurement and spend platform, Aptly eliminates manual reconciliation, reduces compliance gaps, and ensures that spend-related decisions adhere to policy-driven authority assignments across the enterprise.

Key Capabilities

Authority and Approval Configuration Alignment

Aptly serves as the system of record for delegated authority and synchronizes approval eligibility, authority tiers, and thresholds into Coupa’s approval configuration. When delegation rules change in Aptly — whether through HR events, policy updates, or manual issuance — Coupa’s approval eligibility and escalation configurations can be kept aligned with the current authority model.

Governed Spend and Procurement Approvals

Aptly supports governance of common procurement and spend workflows, including:

• Requisition approvals
• Purchase order approvals
• Supplier invoice approvals
• Expense report and corporate card spend approvals

Aptly’s delegation model ensures that only authorized individuals with current delegated authority are eligible to approve these spend-related transactions in Coupa.

Organizational and Role Mapping

Aptly maps authority roles, business units, cost centers, departments, and other organizational attributes to match Coupa’s internal structures — such as approval groups, entity hierarchies, and accounting segments. This ensures your authority model mirrors the organization’s financial and operational structure used for spend governance.

Configurable Conditional Logic

Default mappings support standard Coupa approval and delegation constructs. Aptly’s configuration tooling allows advanced mapping for conditional logic, such as:

• Spend thresholds by currency, region, or entity
• Category-based approval limits
• Role-based delegation assignments
• Value-based escalation rules

This supports complex governance scenarios across global, multi-entity organizations.

Audit, Traceability, and Compliance Reporting

All synchronization events and delegation changes impacting Coupa approvals are logged in Aptly’s audit trail. Compliance and finance teams gain visibility into:

• Who held delegation authority at specific points in time
• How approvals in Coupa align with delegated authority in Aptly
• When delegation changes occurred and why

This provides robust traceability for internal controls, SOX compliance, and external audits.

Value to Organizations

Integrating Coupa with Aptly creates a governance-aligned procurement and spend ecosystem that removes manual configuration, enforces consistent authority limits, and improves compliance. Finance, procurement, and compliance teams gain confidence that spend approvals are executed only by individuals with valid, current delegated authority, as defined by corporate policy rather than spreadsheet maintenance or ad-hoc rules.

The result is a scalable, auditable governance layer that strengthens control over spend management while supporting operational efficiency and business agility.

Example Use Cases

• Requisition Approvals: Enforce delegated approval limits before purchase requisitions are routed or converted to purchase orders.
• Purchase Order Governance: Apply authority thresholds to purchase order issuance and supplier commitments.
• Invoice & Supplier Payments: Ensure supplier invoices are approved only by authorized individuals before payment runs.
• Corporate Expense Approvals: Govern corporate card and employee expense approvals using Aptly’s delegation rules.
• Category/Entity Spend Controls: Apply conditional delegation logic for region-, category-, or entity-specific thresholds.
• Audit & Compliance: Produce evidence-ready reports showing how Coupa spend approvals align with delegated authorities managed in Aptly.