Role
UX/UI Designer
Team
2 Devs, 1 manager & me
Timeline
4 weeks
Challenge
The MVP aimed to automate uploading bills using AI to read bill contents and auto-fill fields to create a bill in Finofo webapp. However, the MVP only allowed uploading one bill at a time.
Objective
Increase bill processing efficiency and payment volumes by automating multiple bill entries while maintaining control and accuracy for accountants.
User want to upload up to 200 bill at time
The MVP aimed to automate uploading bills using AI to read bill contents and auto-fill fields to create a bill in Finofo webapp. However, the MVP only allowed uploading one bill at a time.
Want to spend less time by managing payment
Integration with ERP must have to make multiple payments. Otherwise users only receive funds through our platform, which is not our main business goal.
Trusting AI, Verifying Results
For accountants, having oversight on all workflow stages is important, even for automated tasks. Although AI can expedite these tasks, accountants often opt to examine and affirm the AI-generated outcomes, guaranteeing precision and preserving confidence in the results.
All these ideas were generated during a team meetings, including front-end and back-end engineers.
Overview
Users will connect their ERP system with Finofo and designate a pre-selected ERP beneficiary for each corresponding Finofo beneficiary. To streamline the process, users will be able to export beneficiary data from the ERP system and import it directly into Finofo.
Flow of beneficiaries import
Users can export bills as a CSV file from their ERP system and import it into our app. Transaction details, however, must be manually pushed back—one at a time—by opening each transaction in the Finofo web app.
Flow of bills import
Challenges Identified
Non-linear workflow caused by back-end limitations.
A complex process requiring users to manually click through each transaction to push updates back into the ERP.
Users may encounter difficulties if errors occur during the manual push process.
Mapping CSV data with required details to create a bill
Revised Solution
If your ERP is connected, bills and beneficiaries will be exported to Finofo with a draft status. We will also maintain the CSV import option in case the ERP export encounters issues or if users prefer this method.
Users will be able to view a list of beneficiaries not yet imported from the ERP. Once a beneficiary is imported, all related bills from the ERP will be automatically assigned to the appropriate beneficiary during the import process.
Found beneficiaries from the connected ERP
Users can import any bill directly from the ERP, and all transactions will be automatically synced using bank feeds. This ensures that transaction reviews are conducted within the ERP, helping to minimize errors and improve the process.
Review ERP bill details to initiate import process
Key Benefits
Simplified the workflow by removing illogical steps by keeping all import objects in the same place.
Reduced manual entry and conflict errors between ERP and Finofo webapp.
Remaining Issues
Existing Finofo beneficiaries couldn’t be linked with imported ones, leading to data duplication.
Outcome
Designed a more intuitive, linear workflow that aligns with user expectations, drastically reducing manual data entry and boosting overall efficiency.
The estimated reduction in manual entry time is 60%, enabling prospective customers to efficiently manage multiple bills and make payments with Finofo.
Bills from the ERP marked with a "Not Found" badge will alert users before initiating the import process
If the beneficiary already exists in Finofo, the system will identify it and display a relevant badge along with a button to approve the match
A modal window to match ERP beneficiaries with Finofo beneficiaries, ensuring duplicates are avoided before proceeding
To further reduce manual payment processing, the next step would be to enhance automation by allowing users to process multiple bill payments simultaneously after importing new bills. This functionality would optimize workflows, save time, and minimize repetitive tasks for users.
