Coupa Software Adoption: How to Train Your Employees Without Any Training Sessions

Your organization has likely rolled out Coupa to:

• View spend visibility so they can actually answer when someone asks, ‘How much are we spending on marketing vendors?’
• Ensure contract compliance to actually utilize the previously negotiated discounts instead of paying full price.
• Stop having 47 vendors for basically the same service.

Sounds great, right?

It’s been months. You were excited to finally see real spend visibility, analyze supplier performance, and get those all-important reports.

But, here’s what you’re actually seeing:

• Dashboards with no useful data, because half the purchases are happening outside of Coupa.
• Empty compliance reports because everyone’s tagging purchases as “miscellaneous”.
• Employees are creating duplicate supplier records because they can’t figure out how to search for existing ones.
• Surprise invoices in accounts payable because people are bypassing the system entirely.
• Rejected requisitions because users are not filling out the forms correctly.

And when the CFO starts asking why the company spent millions on Coupa—and nobody is using it properly, all you hear is the sound of crickets… or worse, a whole lot of excuses that lead nowhere.

Why is this happening? What aren’t users using the software? Let’s investigate.

The Struggle: Why Users Are Struggling to Use Coupa Effectively

You might have provided the training sessions, shared the user manuals, and given your team access to resources, but users still can’t seem to get it right.

Why?

It’s simple: Training alone isn’t enough. Here’s why:

• They Forget Faster Than You Think: No matter how many user guides or checklists you provide, users forget things, especially when they are juggling multiple tasks.
• Lack of Continuous Support Post-Launch: Once the training is over, employees often find themselves struggling with new tasks that weren’t covered in the initial training. In such cases, they need ongoing support to keep up with tasks.
• Complex Workflows Are Overwhelming: Multi-step processes, such as approving requisitions or managing invoices, can be overwhelming and may confuse employees.
• Employees Skip the System or Create Workarounds: When they can’t find the right supplier, invoice, or data, they revert to workarounds like using spreadsheets or sending invoices via email. This leads to surprise invoices and off-system transactions.
• Resistance to Change and Lack of Confidence: Despite training, employees might still resist using Coupa because they’re unfamiliar with the new system or feel uncertain about its functionality.

After working closely with multiple organizations, we noticed that employees even forget the step-by-step details needed to complete specific tasks, such as how to add a supplier or submit an invoice correctly.

These minor errors can lead to costly mistakes, such as incorrect invoicing, missed discounts, delayed approvals, and inefficient spend tracking. Final Result? Unnecessary compliance risks, unforeseen costs and dissatisfaction among both employees and vendors.

Let’s Find Out The Solution For Better Software Adoption

Now that you understand why users are struggling with Coupa, let’s address the critical question: What can you do to increase adoption and eliminate the frustrations that users face daily? You know the drill: employees keep coming to you with the same questions:

• How do I add a new supplier?
• Oh, no! I submitted an invoice but forgot to attach the PO.
• How do I customize invoice fields here?
• I forgot to mark the goods as received. How do I do that?
• I used the wrong cost center. Can I change it?

What options do you have to eliminate these issues?

Option 1: You can send employees to additional Coupa training sessions. Does that completely solve the problem? No. Even after refresher training, they’ll still encounter new procurement scenarios when they return to their daily tasks that weren’t covered in the training.

Option 2: You could ask users to search through the Coupa documentation or re-watch training videos. However, they don’t have time to pause and hunt for help while working on urgent purchase requests or time-sensitive supplier negotiations.

Option 3: You could rely on one-size-fits-all Coupa training, but procurement needs vary dramatically. Finance users need help with invoice management, while procurement teams need supplier relationship guidance, and requesters just want to buy things quickly and correctly.

These traditional approaches are time-consuming and extremely inefficient because they don’t provide the real-time, task-specific support that Coupa users need when they’re actually working in the system.

Instead of these outdated methods, what your Coupa users really need is something that can:

• Give them the help they need, right when they need it. When someone’s stuck on a complex Coupa approval workflow, waiting for a training session or digging through old procurement manuals doesn’t help. What they really need is real-time guidance within Coupa itself, so they can solve procurement problems in the moment, without wasting time or feeling frustrated.
• Adapt to each person’s procurement role. We all know that not everyone uses Coupa the same way. A finance user managing invoices has completely different needs from a procurement specialist negotiating contracts. A personalized experience makes a huge difference, helping them get the exact Coupa guidance they need for their specific procurement responsibilities.
• Support them, no matter where they are. Whether your procurement team is working from North America, Europe, or anywhere else, they can’t always wait for the right time zone or an in-person Coupa trainer. They need something that works wherever they are and gives them procurement help at any hour, without feeling stuck or lost in the system.

If you’re wondering if there’s a tool out there fulfilling all of these requirements, the answer is ‘YES’.

Apty.

With Apty, you can onboard and train new Coupa users from day one, without any of those long, drawn-out training sessions. It’s all about getting your procurement team up to speed quickly, with less hassle and more results.

This tool has helped multiple organizations significantly

• Reduce training time by over 90%
• Increase process efficiency by 60%
• Maintain 100% compliance
• Save you 50% across your supply chain technology stack

Basically, Apty is a Digital Adoption Platform (DAP) that helps your team learn and use Coupa on the go, right within the application itself. This means you don’t need to go back to training modules or hunt through documentation to learn about Coupa features. Apty assists you right within Coupa when you need help with procurement tasks.

If you’re hearing about DAPs for the first time, let me give you a quick rundown on what they are, how they’ll help your employees complete procurement tasks faster without making costly mistakes, and how Apty can help you get more ROI from your Coupa investment.

What is a Digital Adoption Platform (DAP)

In simple terms, DAP is a tool that helps your team get up to speed and use software more effectively, without ‘ZERO’ lengthy training sessions.

How does it help?

It offers real-time, in-app guidance to users, so they don’t have to leave the procurement software to search for help or rely on outdated training materials. It’s designed to simplify complex tasks and reduce errors, all while giving you the flexibility to scale training efforts across your team, no matter where they are.

The best part? It’s easy to use, simple to implement within your existing Coupa environment, and you can scale it without adding extra training resources or support staff.

For now, just remember this: Apty helps users learn Coupa on the job, without the need for additional training sessions that interrupt their procurement workflow.

If you’re curious to learn more about how digital adoption platforms work and how they benefit your business, keep reading. I’ve got some in-depth insights on how this can really help your team work smarter.

How Apty Works with Coupa to Make Everything Easier

Apty doesn’t just sit on top of Coupa like another tool you need to learn. Instead, it becomes part of your natural procurement workflow, providing guidance exactly when and where you need it.

• During Requisition Creation

When users are creating purchase requests in Coupa, Apty is right there, giving them real-time validation to make sure they’re selecting the right suppliers, using the correct cost centers, and sticking to your company’s procurement policies—all without having to leave the Coupa interface.

• Throughout Approval Processes

As requisitions move through the approval chain, Apty guides both requesters and approvers, explaining why certain approvals are needed and how to expedite requests without compromising on compliance.

• While Managing Invoices

When finance teams are processing invoices in Coupa, Apty offers contextual help for three-way matching, handling exceptions, and dispute resolution—helping to eliminate the guesswork that typically leads to payment delays.

• During Supplier Management

Apty supports procurement teams by guiding them through Coupa’s supplier onboarding, performance monitoring, and risk assessment features, ensuring they maximize the value from their supplier relationships.

• For Reporting and Analytics

When stakeholders need to pull meaningful insights from Coupa’s reporting tools, Apty shows them exactly how to create the reports they need and helps them interpret spend data to make smarter, data-backed decisions.

The best part? Learning happens naturally while users are actually doing their work—they’re not stopping productivity to learn something new. As a result, your team becomes more proficient in using Coupa without slowing down, getting real work done while improving adoption along the way.

Phase 1: Post Launch Kick-off

Now that Coupa is live, it’s time to focus on improving adoption and ensuring every individual associated with the application is using the platform to its full potential.

Set Clear Expectations and KPIs: Don’t let the dust settle. Get your team on the same page with clear expectations for what you want to achieve, whether that’s cost savings, process efficiency, or compliance. Use KPIs to track progress, like workflow completion rates, user engagement, and cost reductions.

Key Actions:

• Set measurable outcomes to assess adoption, such as cost savings, improved compliance, and supplier performance.
• Define KPIs and timelines for each department, so everyone knows what success looks like.
• Create accountability across teams—Procurement, Finance, and IT—so everyone plays their part in the success.

Phase 2: Speeding Up Training with DAP (Digital Adoption Platforms)

Now that you’re in full swing with Coupa, speeding up training and making sure your team uses the platform properly is essential. A Digital Adoption Platform (DAP) like Apty can help you do that.

1. Implement Contextual In-App Guidance: Traditional training is one thing, but what really works is in-the-moment support. Apty gives users real-time guidance while they’re working, making sure they don’t miss important steps or make common mistakes.

What It Looks Like:

• Interactive walkthroughs: Apty guides users through tasks like creating requisitions or submitting invoices step by step, in real-time.
• Smart tips and validations: Apty flags potential issues (like incorrect supplier data or missing fields) before users submit them.

2. Create Self-Service Support Systems: Sometimes, users need a little help without asking. Apty allows users to solve problems on their own with a built-in help center.

Features Include:

• Searchable knowledge base integrated directly within Coupa.
• Video tutorials and process documentation are available when needed.
• AI-powered chatbots to answer quick questions without interrupting workflows.

3. Accelerated Onboarding Programs: New users need to get comfortable with Coupa right away. Apty ensures they don’t have to wait for formal training sessions. Instead, they get guidance on the go.

Onboarding Features:

• Welcome tours for first-time users to show them the basics.
• Progressive disclosure: Apty introduces features based on the user’s role and activity.
• Checkpoint assessments to ensure comprehension of key tasks.

Phase 3: Post-Launch Optimization and ROI Maximization

Now that your team is actively using Coupa, it’s time to optimize the system and maximize your ROI.

1. Start with High-Impact Areas: Focus on the areas that will show the quickest wins, like sourcing or invoice approvals, to help build confidence and momentum.

What to Focus On:

• Sourcing: Start here for immediate cost savings and quick wins.
• User Experience: Make sure there are designated user champions in each department to gather feedback and identify areas for improvement.

2. Implement Continuous Improvement: Use data to optimize how your team is using Coupa. Track adoption patterns and user behavior to identify bottlenecks and pain points.

Optimization Steps:

• Use analytics to measure feature adoption and workflow efficiency.
• A/B test process changes to find what works best for your team.
• Share success stories to motivate users and reinforce best practices.

3. Expand Coupa’s Value Through Advanced Features: Once you’ve solidified the basics, introduce advanced features gradually to keep things fresh and allow users to explore more capabilities.

What to Do Next:

• Roll out advanced features like supplier enablement and spend analysis once your team is comfortable with the basics.
• Track progress and communicate how these new features will drive additional ROI.

Key Success Metrics to Track

Common Pitfalls to Avoid:

• Underestimating Change Management: Technology alone won’t drive adoption.
• One-Time Training Isn’t Enough: Continuous, just-in-time support is key.
• Ignoring User Feedback: If users struggle, they’ll find workarounds that undermine the system.
• Rushing the Rollout: Phased, thoughtful implementation is more effective.
• Neglecting Ongoing Support: Post-launch support is essential to ensure sustained success.

Key Success Metrics to Track