Managing Contracts with Regis via Coupa

Regis uses the Coupa Contract Lifecycle Management (CLMA) platform to manage contracts with suppliers. This enables a more structured and efficient contract process, replacing traditional email-based negotiation.

No prior experience with Coupa is required — the process is simple and your Regis contact will support you if needed.

Quick Links

Why we use Coupa What is the process Important Guidelines What to expect
Reviewing & Managing Contract (Step-by-step guide) Frequently Asked Questions Support

Why we use Coupa

Provides a secure and centralised platform for contract collaboration
Ensures clear visibility and version control across contract changes
Improves efficiency and turnaround times
Creates a complete audit trail of all updates, comments, and approvals

How the process works

New contracts:

Regis prepares the contract
You will receive an email inviting you to review the contract in Coupa
You review, comment, and return the contract through the platform
Once agreed, the contract will be sent for electronic signature via DocuSign

Contract renewals or updates:

You will receive a notification to review updated terms
Changes are reviewed and tracked within Coupa
Final agreement is completed via the same approval and signing process

Good to know

Important Guidelines

Always return contracts using the “Share” button in Coupa
Do not send updated contracts via email unless requested
Use the Messages section for all contract-related queries
Ensure you upload the latest version after making changes

What to expect

You may receive multiple review requests as part of the negotiation process
Regis may update the contract and send it back for further review
You will be notified by email when an action is required
Once finalised, you will receive a finalised contract via email for you to sign and finalise the process

Step-by-step: Reviewing and managing a contract

Step 1 – Receive and open the contract

You will receive an email from Coupa notifying you that a contract is ready for review
Click “Open Contract” in the email
If prompted, enter the one-time password (OTP) sent to your email

Important:
Please note that while Coupa does offer some paid features, those are not required to engage with Coupa and notably to manage contracts with us.

What this means:
You now have access to the contract and are expected to begin your review

Step 2 – Review the contract content

Open the document in Coupa and review all clauses carefully
Check:
- Commercial terms
- Legal terms and conditions
- Any required fields or placeholders

What is expected of you:

Ensure the contract reflects your agreed terms before making changes

Step 3 – Make changes (if required)

Depending on what editing options are enabled, you may:

Option A – Edit in Coupa (if fields are provided)

Complete required fields directly in the system

Option B – Edit offline (most common)

Click Download for Edit
Update the document using tracked changes or your preferred editing method
Save your changes
Upload the updated document back into Coupa

Important:

Always upload your latest version back into Coupa
Do not send revised contracts via email unless requested

This keeps all changes visible and tracked

Step 4 – Add comments and communicate changes

Use the Messages section in Coupa to:
- Explain your changes
- Ask questions
- Highlight areas for discussion

What is expected of you:

Use Coupa messaging instead of email for all contract-related communication

This ensures all discussions are captured in the contract history

Step 5 – Track changes and review revisions

If the contract is updated by Regis:
- Open the latest version
- Use Compare Versions to view all changes
Review updates and confirm whether they are acceptable

What to expect:

There may be multiple rounds of review and updates before the contract is finalised

Step 6 – Return the contract to Regis

Once your review is complete:
- Click “Share” in Coupa

Critical step:

Your review is not complete until you click Share

This notifies Regis that the contract is ready for the next step

What happens next

Once all parties agree:
- You will receive an email from your Regis point of contact with the final contract
Sign the contract
- Review
- Sign
- Email it back to your Regis point of contact

Frequently asked questions

Do I need to create an account?

No — you can access contracts via the secure link provided in the email invitation.

Are there any costs?

No — While Coupa does offer paid features, those are not required to engage with Regis.

Can I edit the contract?

This depends on the contract setup:

Some contracts are editable
Others may be read-only, with comments provided via messages or tracked changes

Can I upload my own version of the contract?

Yes, when editing is enabled, you can download, update, and re-upload the document during the review process

How do I communicate changes or concerns?

Use the Messages section in Coupa to provide feedback or ask questions directly.

Do I still need to use email?

No — the contract review process is completed within Coupa, reducing the need for email exchanges.

How do I sign the contract?

Your Regis point of contact will share the finalised contract with you via email. This will be signed by the Regis team.

What if I can’t complete something in Coupa?

If you are unable to complete an action in Coupa, contact your Regis representative
In some cases, parts of the process may be managed outside the platform

Support

For general Coupa support regarding the CLMA module, you can access the Coupa Supplier Help Content

For specific support regarding the contract terms you can either use the messages module within Coupa or contact your Regis representative (your existing point of contact).