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Streamlining Vendor Payments

Project Brief

RollKall's platform offers two types of invoices with the same goal: sending them to clients for payment. However, coordinators must choose the correct type and send invoices one at a time, making the process frustrating and time-consuming. 

Project Overview

In this project, I designed a new invoice summary page and enhanced the invoice sending process in the RollKall platform. Project Goals:

  • Decrease the amount of time coordinators spend on sending invoices.

  • Enhance the invoice sending method.

  • Simplify the process of making payments for vendors.

Responsibilities: 

  • UX Research (interviews and heuristic evaluation)

  • UX Design (user flow and usability testing)

  • UI Design (high fidelity mockups)

Role: Lead Designer

Length of project: 4 weeks

Company: RollKall

EMPATHY

Imagine being a job coordinator who spends hours sending mulitple invoices to clients one by one. Your client's inboxes become flooded with emails, causing confusion and complaints that you have to respond to. Frustrated and drained, you wish for a better way to save yourself time and keep your clients happy.

DISCOVERY

Conducting User Interviews

In the discovery phase, I conducted user interviews to understand the problem, who it affected, and how it impacted them.

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Key Findings

  • Tech Debt: RollKall's invoicing system has accumulated technical debt, and unifying the invoicing features will help resolve it.

  • Stremlined Features: Streamlining the two invoice features will help coordinators save time when sending invoices.

  • Payments: Vendors would be happier if they could pay multiple invoices in a single transaction.

What Needs Solving

RollKall's current invoicing structure creates technical debt, complicates the process for coordinators to send invoices efficiently, and forces vendors to make tedious invoice payments.

Crafting the Solution

To address the frustrations of coordinators and vendors, a unified invoicing system is needed to combine the sending features of both invoice types. Vendors need to have the ability to make multiple payments in one transaction.

PROTOTYPE

To design the solution for coordinators, I identified the key sending features from both invoice types and began drafting a new interface that combined the features from both invoice types.

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Invoice Type 1

  • Can add new contact

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  • Can choose client recipients 

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  • Can manually add BCC email

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  • Can send multiple invoices at once

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Invoice Type 2

  • Can manually change client email address

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  • Can send one invoice at a time

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Design Proposal

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Vendors, on the other hand, desired to have the ability to pay their invoices all at once, which required me to design a new interface that coordinators would choose to send the invoices to the vendors.

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Research Objectives

  • Understand my user's invoicing process

  • Identify my user's pain points

  • Identify what my users found useful and useless on the invoicing interface pages

User Interviews and Heuristic Evaluations

During my interviews I observed the LEA coordinators as they demonstrated how they send invoices to clients, which helped me realize how time-consuming the process is for them. I recorded their suggestions for how to speed up the process. Additionally, the coordinators identified which user interface components would enhance their experience, such as"

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