Set Up the Coupa Integration

Requires the following user role:  Owner

Overview

This integration syncs suppliers, users, and contracts from Coupa into Tropic. Once connected, you can create purchase requisitions from Tropic requests, manage supplier onboarding tasks, and track contract workflows through the linked approval process.

Step-by-Step Demo

Click Start Demo or Play (top right corner) to begin the demo, and click the expand icon to view the walkthrough in fullscreen mode.  

Prerequisites

You need Admin access in Coupa and Owner permissions in Tropic. 

Steps to Connect

Step 1: Share Your Instance Details with Tropic

Provide the following information to your Tropic Resource (ex., Implementation Consultant)  so they can begin the connection process:

• Your Organization Name is registered with Coupa (ex., Apple Inc)
• Coupa Production or Sandbox URL (ex, https://orgname-usa-coupalink.coupacloud.com)
• Your Implementation Start Date
• Your planned Production Go-Live Date

Template (copy/paste into your email to Tropic):

Subject: Coupa Setup Details

Coupa Customer Name: [ ]
Coupa Production/Sandbox URL: [ ]
Implementation Start Date: [ ]
Production Go-Live Date: [ ]

Step 2: Grant Tropic Support Access

Open a Coupa support ticket requesting that Tropic be authorized to submit tickets on your behalf. Include these contacts:

• Erika Baker – erika@tropicapp.io
• Tropic Support -  help@tropicapp.io
• [Your Tropic Resource (ex., Implementation Consultant)  – name + email]

To: Coupa Support
Subject: Request to Grant Tropic Access

Please grant Tropic the ability to submit support tickets on our behalf.

Contacts to add:
Erika Baker – erika@tropicapp.io
[Tropic Implementation Consultant name + email]

Note: This access lets Tropic handle technical issues directly with Coupa. Without it, you’ll need to coordinate troubleshooting on your own.
We recommend confirming that your instance has access for the Requisitions APIs, including:
api/requisitions, api/requisitions/metadata, api/requisition_lines, and api/requisition-lines/metadata.

Step 3: API Enablement (Handled by Team Tropic 🌴) 

Your Tropic contact will request Intake API access from Coupa's App Marketplace team. Approval usually takes 3-5 business days.

Step 4: Configure the Connection

In Tropic:

• Navigate to Settings → Integrations → Coupa.
• Scroll to Let’s set up your connection section
  • Enter your Coupa domain (the URL portion after https:// and before the first / 

• Click Continue.

In Coupa:

• Navigate to the Tropic App in the Coupa App Marketplace.

• Click Get Started and Submit your contact information.

• Click Install Now

• Enter your Coupa instance URL, and click Continue.

• Download the OAuth client to your Coupa instance.

• Go to Setup → OAuth2/OpenID Connect Clients.

• Search for Tropic, then click the pencil icon to edit.

• Update the following fields:

  • Name: Tropic Integration (or similar)
  • Login: Use a service account email (this creates a user in Coupa)
  • Contact First and Last Names: Select names that make sense to your company

Tip:  Don't worry, this user does not need to be registered in Tropic.

• Save your changes.

IMPORTANT: Note the Identifier and Secret values.

Return to Tropic:

• Enter the Client ID and Secret from Coupa

• Click Connect and Continue.

Step 5: User Synchronization

Once your connection is confirmed in Tropic, you’ll immediately see the user sync options screen.

Note: Tropic automatically syncs any Coupa users with a Purchasing License. This sync is required and cannot be disabled.

• Tropic automatically imports all users with Purchasing licenses. You can also sync users with Expense licenses if needed.

• Choose when to send Tropic account invitations. Most organizations prefer to review the imported user list before sending invites.

Step 6: Supplier Onboarding Configuration

Set default instructions for your supplier onboarding tasks. 

Post-Setup Steps

The full data synchronization takes up to 60 minutes.

Check the Users and Suppliers pages to see the synced data with Coupa status indicators

Note: Tropic imports user data from Coupa but doesn't modify any settings in your Coupa instance. The integration only reads information to enable the workflow features.

The following fields are imported: 

• Id
• Name
• Purchasing-user (Y/N)
• Expense-user (Y/N)
• Created-at
• Updated-at
• Active (Y/N)
• Department-name
• Role-name
• Role-id
• Role-system-role
• Content-group-name
• Content-group-id
• Email

In rare cases, Coupa may return errors on specific endpoints (e.g., api/requisitions, api/requisition_lines). If this happens, you’ll need to contact Coupa Support directly. Your Tropic team can guide you if this step is required.

Limitations

• The integration doesn’t support catalog punchouts.
• Data synchronization occurs hourly, not in real-time
• Non-internal attachment custom fields are excluded

Next steps

As a next step, you can add Coupa-related tasks to your Tropic workflows. See Manage Coupa purchase requisitions in Tropic