Comprehensive Guide to Onboarding Influencers to Coupa

Onboarding influencers to Coupa can be a time-consuming process. This guide will walk you through each step in detail, ensuring a thorough understanding of the typical process and requirements involved.

Part 1 covers the steps by the marketing team and Part 2 covers the steps that influencers must take during their onboarding process. Many companies build out a pdf laying out the step by step process, we’ve included example screenshots from publicly available onboarding guides used in practice.

When managing a few freelancers, this process is manageable. As the number of freelancers scale it may be time to consider using a specialized platform like Lumanu that works alongside Coupa as a master vendor for influencer and other marketing freelancer onboarding and payments, providing a more efficient and streamlined process.

Part 1: Marketing Team's Interaction with Influencers to Get Them Setup as Vendors in Coupa

Step 1: Set Expectations with Influencers

1. Communication

   • Prepare and handoff an onboarding guide (Part 2 contains detailed steps)

   • Communicate with influencers to ensure they understand the process and that they receive the email invitation from Coupa.

   • Guide them through the account creation and profile completion steps if needed.

Step 2: Initiating the Onboarding Process

1. Requesting Onboarding

   • Fill out a New Supplier Request Form to initiate the influencer onboarding process.

   • Submit the form to trigger the Supplier External Update Form which will notify your vendor.

Step 3: Contract Preparation and Approval

1. Drafting Contracts

   • Use Coupa’s contract request interface to prepare agreements.

   • Submit the draft for approval through Coupa, ensuring all necessary senior leadership and departmental heads review and sign off.

2. Handling Feedback

   • Address any feedback or changes requested by finance or legal departments.

Step 4: Influencer Onboarding

1. Vendor Setup

   • Once the contract is approved, onboard the influencer in the Coupa system.

   • Ensure all financial documents (e.g., W9, banking details) are collected and uploaded.

Step 5: Creating Purchase Orders (POs)

1. PO Generation

   • After the influencer is set up as a vendor, generate a Purchase Order (PO) for the influencer.

   • Ensure the PO includes all necessary details, such as services provided and payment terms.

Step 6: Managing Invoices and Payments

1. Invoice Submission

   • Inform influencers to generate and submit invoices through Coupa, ensuring they include the PO number.

   • Once submitted, verify that the invoices match the PO details and approve them in the system.

2. Payment Processing

   • Coordinate with the finance team to ensure timely processing of payments according to the agreed terms.

   • Ensure there is an emergency onboarding and manual entry process in place to use when necessary to expedite payments.

Step 7: Monitoring and Troubleshooting

1. Tracking and Reporting

   • Maintain a tracker (i.e. spreadsheet) to monitor the status of contracts, POs, and payments.

   • Address any issues or discrepancies that arise, working with influencers and the finance team to resolve them promptly.

2. Accruals and Reconciliations

   • Ensure all expenses are correctly communicated to Finance to be accrued and reconciled in the system, matching invoices to the appropriate budget months.

Part 2: Influencer Onboarding Process

Step 1: Setting up a New Supplier Profile on Coupa

1. Email Invitation

   • Influencers will receive an email invitation from Coupa (do_not_reply@supplier.coupahost.com) with the subject line: "You are Connected to [Company] on Coupa."

2. Login to Coupa

   • Click the Login to Coupa button from the invitation email.

Step 2: Creating an Account

1. Account Information

   • Enter the required information:

     • Business Name

     • Email address

     • First Name (primary contact)

     • Last Name (primary contact)

     • Password (alphanumeric, minimum 8 characters)

   • Accept the Privacy Policy and Terms of Use by checking the corresponding box.

   • Click the Create an Account button.

   • Click Log In if you have an existing account

Step 3: Completing Company Information

1. Business Details

   • Enter your business details in the required fields:

     • Company Name

     • Country/Region

     • Address

     • City

     • State

     • Postal Code

   • Check the Invoice-from location box if the address is your invoice address.

   • Deselect the Pay to location (Remit-To) and Ship from location checkboxes if they do not apply.

   • Select the We support integration for invoicing checkbox if you plan to use cXML or SFTP transactions.

Step 4: Entering Tax Information

1. Tax Details

   • Select your tax country/region from the dropdown list.

   • Enter your Tax ID information or select the I don’t have a Tax ID Number checkbox if applicable.

   • Click the Next button.

Step 5: Payment Discount Preferences (if enabled)

1. Preferences

   • Click Next within the Payment Discount Preferences pop-up without entering any information.

Step 6: Coupa Profile Enhancement

1. Profile Enhancement

   • Select Do it later on the Enhance your Coupa profile screen. Enhancements are optional and not necessary for registration.

Step 7: Add remit to and banking details

1. Select the radio button option Yes or No for the Do you need to add a Remit To/Bank Details? question to add or update banking information.

1. Click the Add Remit To button to add or update banking information.

1. The Choose Remit-To Address screen appears.

a. Click the Choose button to add existing banking information.

b. Click the Create New Remit-To Address button to add new banking information.

Step 8: Updating an Existing Supplier Profile

1. Email Invitation for Updates

   • Existing suppliers will receive an email with the subject line: "[Company-Name] Profile Information Request – Action Required."

   • Click the Join and Respond button from the email.

   • Log in to the Coupa Supplier Portal with your credentials.

   • Click the Profile tab on the Coupa Supplier Portal home screen.

   • Complete or update the Supplier External Update Form as needed.

Step 9: Completing Financial and Legal Assessments

1. Email Invitation for Assessments

   • Suppliers may receive an email to complete a Financial and Legal Assessment.

   • Click the link in the email to access the assessment.

   • Provide all required financial and legal information.

   • Click the Submit button once the form is complete.

Step 10: Delegating Financial and Legal Assessments

1. Delegation Process

   • At the bottom of the assessment, select Delegate to assign the task to another individual.

   • Confirm the delegation and enter the delegate’s details.

   • The delegate will receive an email notification to complete the assessment.

Step 10: Updating General Information

1. Profile Updates

   • From the CSP home screen, click the Profile tab.

   • Select the area of the profile that requires editing.

   • Click the Edit Section button and provide any updates.

   • Save the changes by clicking Save changes or Save & Go to Next.

Additional Considerations

• Document Attachments

  • Attach any relevant banking and tax documents, such as voided checks, tax forms, and certificates.

• Diversity Information

  • Optionally add diversity details by selecting the appropriate categories.

• Contact Information

  • Provide a Product Safety and Manufacturing Quality point of contact and verify the PO email address.

Here’s a link to Kimberley Clarks online Coupa help doc for the full version which was summarized above

Conclusion

The onboarding process for influencers on Coupa involves multiple detailed steps and careful attention to ensure all information is accurate and complete. The complexity of this process, especially at scale, underscores the advantages of utilizing a specialized platform like Lumanu, which simplifies and streamlines influencer payments and management.