Coupa — Procure-to-pay transformation

A Fully Integrated P2P Platform, Delivered in 32 Weeks — During a Global Pandemic. When this project kicked off in February 2020, no one knew that within weeks the world would change completely. What followed was one of the most demanding delivery environments imaginable — a complex SaaS implementation, a full pivot to remote working, and a tight 32-week deadline. It was delivered on time, in full.

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Finance & Procurement — international organisation

A is a large international organisation was looking to transform its procure-to-pay process from end to end — replacing legacy procurement systems with a fully integrated Coupa-SAP platform, including digital expense notes and a supplier enablement layer.

High complexity from every direction

This was not a straightforward implementation. The project came with significant complexity from every direction, and required a disciplined, adaptive approach to deliver.

Key Challenges

COVID-19 hit in week one — all on-site workshops had to be converted to remote delivery immediately
Complex Delegation of Authority (DOA) — a multi-layered approval structure that needed to be accurately reflected in the system
Complex tax rule configuration — multiple tax scenarios requiring extensive validation
Hardcopy expense evidence — existing processes relied on physical documentation that needed to be digitalised
No change manager assigned — despite a large and diverse stakeholder landscape, change management was not resourced from the start
Diverse supplier landscape — a wide variety of supplier types, each requiring different onboarding approaches

Our Approach

Immediate remote pivot — workshops moved online from day one of the epidemic, without losing momentum or quality
Right implementor, right expertise — an experienced Coupa implementation partner was selected to anchor the technical delivery
Extended upfront training — key stakeholders trained before kickoff
Early proof of concept — a working prototype was built early to validate the new way of working early on.
Phased approach with formal sign-off — each phase was formally approved before the next began, ensuring a clean foundation at every stage
Extended testing on DOA and tax logic — the most complex elements received dedicated, rigorous testing cycles
Engagement Manager as change manager — absorbing change management responsibility in the absence of a dedicated resource

Delivered on time. In full. During a pandemic.

Despite launching in one of the most disruptive periods in recent memory, the project met every objective. The combination of strong governance, a disciplined phased approach, and a team that refused to use COVID as an excuse produced results the organisation could be proud of.

Fully integrated Coupa-SAP procure-to-pay platform — live in 32 weeks, including expense notes
Integrated supplier enablement platform — electronically connecting the full supplier base to the new P2P system
New procurement enhancements — improved workflows, better controls, and cleaner data
Digital expense note process — replacing manual, hardcopy-based processes with a fully digital flow
Faster and more efficient approval workflows — the complex DOA structure reflected accurately and working smoothly from go-live

Ready to become our next succes story?

Every project on this page started with a conversation. If you’re facing a complex transformation, a tight deadline, or a challenge that needs senior expertise — let’s talk.