Coupa and GEP SMART are both procurement software. They are most commonly used by large businesses and enterprises. Coupa is sometimes adopted by smaller organizations as well.
Beyond general procurement processes, Coupa has some additional capabilities like inventory management, and it also is heavily used for its invoicing management features. GEP SMART focuses on its spend visibility features, unifying spend processes and expense management across disparate financial systems within the enterprise.
Both Coupa and GEP SMART have various specializations that help them stand out among users.
Coupa excels in its invoice management capabilities. The platform’s flexibility around invoicing capabilities makes it a viable option beyond traditional procurement industries like manufacturing. It also has excellent integrations with other financial systems organizations use, such as Enterprise Resource Planning platforms.
GEP SMART stands out for its visibility into enterprises’ global spend, allowing for a unified view of expenses within the procurement process. Additionally, reviewers highlight the vendor’s excellent customer support throughout GEP SMART’s implementation and product lifecycle. GEP SMART also has robust customization abilities, particularly around workflows and reporting.
There are also drawbacks to Coupa and GEP SMART alike that buyers should keep in mind.
Coupa’s excellence around invoicing trades off with lackluster expense support. Expense management processes have been bottlenecks and points of frustration for some users, particularly managing and reporting on expenses as an administrator. Related to these frustrations, Coupa’s mobile application is also far weaker and less efficient than the desktop application, limiting on-the-go expense reporting. The interface is also not user friendly for administrators and end-users alike.
On the other hand, GEP SMART can require more manual actions than users might be used to. There is limited automation in certain areas, especially when sending data between various procurement processes. There are also some limitations in e-invoicing in certain geographic areas.
Coupa does not specify pricing publicly. Pricing is instead quoted on a customer-by-customer basis.
GEP SMART pricing is also offered by quote from the vendor.
Provided by the TrustRadius Research Team
Published on July 1, 2020
Likelihood to Recommend
- Ease of use. No IT support is needed. As the procurement manager, I'm also the Coupa administrator. I have the ability to configure, correct, manipulate, etc., the system to our needs.
- No on-going training. The system, both P2P and Sourcing are incredibly intuitive. Many SAAS modules change dramatically with each new version and require additional training. Coupa does a great job of putting updated, searchable documents on-line to augment any additional training employees may need.
- Rock solid stability. Coupa is never down, they far exceed the SLAs we have in place with them. I've never had a catastrophic failure or outage with them.
- SOX compliancy. Need I say more? My internal and external audit teams have given the tool more than a passing grade.
- Thought leadership. The tool is constantly evolving to live up to the high expectations of its user base. The Coupa Community has skin-in-the-game and Coupa listens to our needs/wants as well as adding their own cutting edge touches to the tool.
- SMART is flexible and scalable.
- The account team is there to listen client concerns and business needs.
- The engineering team is will to share their concepts in development and vet with their clients prior to production release. They value client feedback.
- GEP has a lot of progressive thinkers and willing to invest in new technology trends such as AI, Machine Learning, digital adoption, etc.
- Implementation using a third-party consultant was a mistake. Maybe we had the wrong consultants assigned to us but make sure you understand who is doing the implementation. Implementation is costly but extremely important.
- We often can have small issues with approval chains and they are hard to figure out. If there was more information on how to understand approval chains without reaching out to support, it would help.
- Our organization has yet to take advantage of upgrading to the latest version of GEP SMART. The version that we are on does not make use of the full screen for the different internal windows and pop-up windows. I find it cumbersome to scroll left-right and up-down on the smaller windows when there is much real-estate on the screen that could optimize the user interface.
- GEP SMART provides technical support but our vendors seem to have some difficulty logging in to their profile and updating their information. Occasionally, the salesperson delegates to another internal member so we'll have to set up the new member with their log in.
- The digital signature process requires that the signers of the agreement be defined before the agreement is routed for approval. Sometimes our vendors have a pool of signers that could sign the agreements and it can become a small challenge to change the signers after it has already been defined in GEP SMART.
Return on Investment
- The easy internal process to find. Given this is the same for all teams, I'd guess there is a positive impact from our Finance Team as they only have one tool they have to manage, pull reporting from, etc.
- Frustrating process, as mentioned at times this can be a frustrating tool to use, which I think causes a lot of employees (who are not on the Finance Team) to direct undue frustration towards the Finance Team, creating avoidable tensions.
- Easy access to global spend.
- Normalization of vendor names across global ERP systems.
- Extraction of Rfx supplier responses into one easy-to-analyse format.