Invoicing System for staffing agency
I designed an invoicing module for a compliance-focused software used by Coople, one of the largest staffing agencies in Europe. This functionality, integrated into the company's back-office system, enables users to manage invoices, track income and expenses, oversee company profiles, monitor issues, view cash flow predictions, and more.
Problem
The staffing agency processed 1,000–3,000 invoices weekly.
The existing invoicing system faced significant challenges:
⚹ 28% delayed payments.
⚹ 16–31% of invoices required rework.
⚹ 13% customer complaints.
⚹ Correction processing ranged from a few minutes to several weeks.
The complexity of invoice management and the inefficiency of existing workflows necessitated an enhanced, scalable invoicing module.
My task
As a Product UX/UI Designer of backoffice platform I had a task to create a modern invoicing solution. It had to reduce manual processes, show statistics, improve payment speed, and support user autonomy.
My primary responsibilities included:
⚹ Defining system requirements through stakeholder interviews and research.
⚹ Structuring the UX, including user paths and interaction flows.
⚹ Designing the UI to align with company standards and usability best practices.
Collaboration
Collaborated with cross-functional teams, including product managers, financial team and developers.
Challenge
The main challenge was handling the complexity and variability of invoice processing workflows. The solution needed to accommodate different user roles, mapping their workflows and ensuring data accuracy and personalisation for various roles, each with unique needs:
Executive-level insights into profit and expense management.
Error tracking and corrections for invoices specialists.
Easy navigation across multiple company accounts and sub-accounts.
Outcome
I designed an MVP for a future invoicing system that perfectly meets the needs of the finance team. It improves their workflows, makes managing invoices and payments much easier, shows high-level statistics and tracked issues.
Key Features:
Dashboard: Clear overview of invoice statuses, payment tracking, and revenue predictions.
Invoices List: Comprehensive filtering and quick search functionalities to simplify invoice management.
Company Accounts Management: Detailed account overviews with flexible sub-account configurations.
Custom Reports: A powerful report generator enabling tailored insights.
Interactive Notes: Facilitated better communication around specific company profiles and invoices.
The interface is intuitive and follows company's design system patterns, allowing the team to handle settings independently.
By automating repetitive tasks, tracking issues and improving how invoice data is tracked and stored, the system boosted operational efficiency and made day-to-day processes much better.
Also the new knowledge about company processes led to product architecture revision and improvements.
