Are there fees to join the Coupa Supplier Portal (CSP)?
No, the CSP is free of charge for suppliers.
What should I reference when preparing and submitting my invoice?
The reference information and invoice structure depend on the documents received when the agreement was executed:
- If a purchase order was issued (formatted as GF-XXXX): The supplier will receive a signed statement of work and a purchase order. The invoice should reference the purchase order number, and charges should be structured to align with the information provided in the purchase order.
- If the agreement is identified by an Investment ID (formatted as INV-XXXXXX): The supplier will receive a signed statement of work that includes the Investment ID. The invoice should reference the Investment ID, and charges should be structured to align with the compensation table in the statement of work. Each line item must also clearly identify the applicable year in which the services were performed, for example, “2026 Fees” or “2026 Expenses.” See reference invoice here.
For all invoices:
For each applicable billing period, please include the total amount of any fees earned, including, as applicable:
- Billable time for each job title or role multiplied by the applicable rate, prorated for any partial days worked
- Flat fees due, along with a description of the applicable deliverable, milestone, or period of performance
For each applicable billing period, please also include the total amount of any reimbursable:
- Expenses, broken out by airfare, lodging, and other
- Subcontractor fees and expenses
- Taxes
How do I flip a Purchase Order to an Invoice?
In order to flip a Purchase Order to an Invoice, please see the reference material from the Coupa Support Website.
Why am I not receiving emails from Coupa?
Check your spam/junk, promotions, updates, or social folders. Occasionally, emails from Coupa get routed to these folders rather than your primary inbox. To avoid important messages being routed to your email spam folder, please add email addresses to your safe list from: @supplier.coupahost.com and @gatesfoundation.coupahost.com
Where do I register for the CSP?
You can request an invitation to join the CSP, please email [email protected]. You can also visit Coupa Supplier Portal to get a head start setting up your profile.
Why can’t I register for the CSP?
If you received the email and cannot register, check “I’m not a robot”. If there is another issue, contact [email protected].
How do I register if the previous admin/CSP account owner left the company?
Contact your IT department. Your IT department may be able to grant you temporary access to a former employee’s email to change CSP account information. Alternatively, contact [email protected] requesting them to update your contact information and reinitiate a connection in Coupa.
What do I do if I am not the admin/owner of my CSP account, I can’t log in or don’t have access?
Contact your admin to activate your account and/or set your permissions.
What are the supported browsers?
Google Chrome (recommended), Mozilla Firefox, and Microsoft Edge
Who should I contact if I have questions about invoices or payments?
Suppliers can view invoice and payment status directly in the Coupa Supplier Portal.
If they have additional questions or need further assistance, they can contact the Accounts Payable team at [email protected].
For guidance on invoice submission, including entity-specific requirements, they can also refer to the invoicing resources available on this site.
Do I need to complete the Supplier Information Management (SIM) Form that was sent to me?
If you are an existing supplier and all of the information on your SIM Form (also called External Information Form) is already correct, you do not need to make any changes or resubmit the form at this time.
The SIM Form will remain available in the Coupa Supplier Portal (CSP), allowing you to review and update your supplier information in the future as needed. To access the SIM Form in the CSP, navigate to Business Profile > Information Requests.
How do I update my SIM Form after initial registration?
After registration, you can access and update your SIM Form directly in the Coupa Supplier Portal (CSP).
To locate the form, navigate to Business Profile > Information Requests in the CSP. From there, you can open the SIM Form and make any necessary updates to your supplier information.
If you experience any issues accessing or submitting the SIM Form, please contact us for assistance.
How can I add additional users within my organization to the Coupa Supplier Portal (CSP)?
CSP users with an Administrator role can invite additional users to their organization’s CSP account by navigating to Setup > Users and selecting Invite User.
From there, complete the Invite User form with the user’s information, such as their name, email address, and phone number. You can also assign the appropriate CSP permissions to ensure they have access to the areas and information they need.
Note: Invited users must use an email address with the same email domain as the organization’s CSP account.
For additional guidance, please visit the Manage Users section in Coupa Compass.
How do I check the status of my Invoice(s)?
To check the status of an invoice, log in to your Coupa Supplier Portal (CSP) account and select the Invoices tab. From the Customer dropdown, make sure Gates Foundation and its subsidiaries is selected.
Locate the invoice in the Invoices table and review the Status column to see its status. Below is a list to help you understand the various Invoice Statuses:
- Abandoned: The disputed invoice has been abandoned. Gates Foundation and its subsidiaries will notify you of the status change and provide instructions.
- Approved: The invoice has been accepted for payment.
- Disputed: The invoice has been disputed. For more information, see the dispute on the invoice.
- Draft: The invoice has been created, but it has not been submitted yet.
- Invalid: Specific compliant e-invoices for clearance countries. Invoices with this status are only visible to you, not Gates Foundation and its subsidiaries.
- Pending Approval: The invoice is currently under review.
- Processing: The invoice is being processed by the AP department and should be paid soon.
- Voided: Something is wrong with the invoice. Contact Gates Foundation and its subsidiaries to get the invoice fixed.