User experience design for complex solutions

Basware, Accounts Payable Solution, FinTech B2B SaaS,
2021-2023

Product and users

AI-Powered AP Automation Solution for professional Accountants and Procurement specialists
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Tasks

Solving user problems and creating solutions by designing new and enhancing existing features, user research and testing, design reviews and specifications
Team

Collaborating with several development teams as a single designer responsible for the entire UX for the AP solution

User problems and goals

Speed and accuracy increase of everyday tasks
Process automation and reduce of manual work
Maximise digital invoice data quality and minimise paper usage

Feature examples

100+ features were designed for 3,5 years

Save Invoice as PDF

Creating and downloading single invoice PDF from the system, as well as batches of PDFs in one go for different proposes. Adjustable content of the PDF by adding and removing particular sections, changing the order by drag&drop. Setting required language and region of the invoice. Managing batch actions on the activity center.
Open prototype
Extend spend plan validity period

Extending single spend plan validity period, as well as multiple spend plans in one action using a floating dialog. Content and messages on the dialog is dynamically changing according to the selected values on the form. It makes possible to set all possible combinations to extend spend plans.
Open prototype
Smart coding - AI accuracy settings

UI/UX design for Smart coding predictions and calculations accuracy, alongside with user settings to manage required thresholds depending on business needs.
Open prototype
Learn about Smart Coding
Configuration tool redesign

Redesign of 20+ subsections and UX improvements, such as search and filters capabilities, for Invoices and Spend plans Configuration tool, used by consultants to configure the invoicing system, such as the process flows and entity views.
Open prototype
Others
- Notification center
- Dialog for sending data quality user feedback
- Coding rows import from an Excel file
- Dynamic budgets
- Advanced invoices search
- Data management tool
- Batch approve action
- and others

Limitations

Tight timelines and high workload
Different technologies limitations
Limited access to end users for discovery and testing

Process

This flow describes an ideal design process, but presence of stages in reality depends on specifics of each case, timeline, resources and other limitations

Feature request

From customer support, discovery data from product managers, direct request from customers, regular observation sessions and user behaviour data analytics
Request analysis

Existing documentation research and limitations analysis, prioritisation, work breakdown, planning and stakeholders mapping
Problem research

Problem statement and validation via qualitative and quantitative user research methods
Create a solution

Prototyping a solution, considering existing design patterns, best practices, previous implementations and limitations
Review and user testing

Validation of the solution via internal discussions with stakeholders, user testing and alignment with other designers
Design delivery and support

Final design preparation, spec documentation to deliver to a development team, support and reviews of implementation