Invoice Workflow

Developing a seamless invoice approval app for Qvalia aimed at revolutionizing the invoicing process by integrating all essential functions into one user-friendly platform. Despite high development costs putting the project on hold, the app prototype demonstrated significant potential to streamline workflows and reduce approval times.

ClientQvaliaTime period2018IndustryFinTechServicesLead UX Designer

2019-12-15|Magnus UleniusBy Magnus Ulenius|3 Minutes

The Concept

Qvalia, known for its innovative invoicing solutions, sought to explore a new app concept to enhance their service offerings. The goal was to create an app that could streamline the invoice approval process, providing a more efficient and user-friendly experience for their customers.

The Challenge

The invoicing process often involves multiple steps and stakeholders, leading to inefficiencies and delays. Qvalia aimed to create a solution that would simplify this process, integrate seamlessly with their existing systems, and offer an intuitive user interface.

Research and Insights

Our approach began with understanding the current pain points in the invoicing process. Key activities included:

  1. Proto-personas & User Flow Mapping:
    – Developed 6 proto-personas to represent various user roles within the invoicing process.
    – Mapped out user flows to identify critical touchpoints and streamline the approval journey.
  2. Expert Interviews:
    – Conducted interviews with financial experts to gather insights on the invoicing process.
    – Identified common issues such as approval delays, lack of transparency, and manual workload.

Design

We adopted a design sprint methodology, rapidly moving from concept to prototype.

Key steps included:

  1. Wireframing & Prototyping:
    – Created low-fidelity wireframes to outline the app’s structure and key features.
    – Developed high-fidelity prototypes using Sketch, incorporating Qvalia’s brand guidelines.
  2. Usability Testing:
    – Conducted usability tests with potential users to gather feedback on the prototype.
    – Iterated on the design based on user feedback to improve the app’s usability and functionality.

Key Features

  1. Dashboard: An overview of pending, approved, and rejected invoices.
  2. Approval Workflow: A streamlined process for approving invoices with minimal clicks.
  3. Notifications: Real-time alerts for invoice status updates and due dates.
  4. Search and Filter: Advanced options to quickly locate specific invoices.
  5. Integration: Seamless integration with Qvalia’s existing invoicing systems.

The Result

The prototype app was well-received during testing, demonstrating potential for significantly improving the invoice approval process. Key results included:

  1. Efficiency Gains: The streamlined workflow reduced approval times by 30%.
  2. Positive Feedback: Users appreciated the intuitive design and ease of use.
  3. Project Status: While high development costs paused the project, the prototype showed promise for future development.

Lessons Learned

This project highlighted the importance of defining a clear Minimum Viable Product (MVP) and managing development costs effectively. Future projects will benefit from:

  1. Clear MVP Definition: Focus on essential features to ensure feasibility and cost-effectiveness.
  2. User Feedback Integration: Continuous user testing and feedback to refine and improve the product.

67

Screens

3

Iterations

+1000

Times the word invoice was typed

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