Invoice Creation Flow Redesign
Invoice Creation Flow Redesign
Invoice Creation Flow Redesign
Redesigning a high-frequency invoice flow to reduce drop-offs and improve financial confidence.
Redesigning a high-frequency invoice flow to reduce drop-offs and improve financial confidence.
Redesigning a high-frequency invoice flow to reduce drop-offs and improve financial confidence.
Project Overview
Project Overview
Project Overview
This project focuses on redesigning the Invoice Creation flow of a GimBooks web application used by small and medium-sized businesses for daily financial operations.
This project focuses on redesigning the Invoice Creation flow of a GimBooks web application used by small and medium-sized businesses for daily financial operations.
Invoice creation is used a lot, but many people found it difficult. New users often got confused, made mistakes, or stopped before finishing. The redesign was done to make invoice creation easy, clear, and faster—especially for people who use it again and again.
Invoice creation is used a lot, but many people found it difficult. New users often got confused, made mistakes, or stopped before finishing. The redesign was done to make invoice creation easy, clear, and faster—especially for people who use it again and again.
This redesign focused on solving the real user problem—making invoices easy to use, fast to create, and accurate with money, while keeping the system flexible for future growth.
This redesign focused on solving the real user problem—making invoices easy to use, fast to create, and accurate with money, while keeping the system flexible for future growth.
Problems
Problems
Icon Confusion Causing Duplicate Entries
Icon Confusion Causing Duplicate Entries
Icon Confusion Causing Duplicate Entries
Users get confused between the “+” icon as adding a buyer and list icon.
That leads to duplicate buyers and items
Users get confused between the “+” icon as adding a buyer and list icon.
That leads to duplicate buyers and items
Users get confused between the “+” icon as adding a buyer and list icon.
That leads to duplicate buyers and items
Unclear Form Requirements Slowed Buyer Creation
Unclear Form Requirements Slowed Buyer Creation
Unclear Form Requirements Slowed Buyer Creation
Unclear mandatory vs optional fields in the Add Buyer form caused users to overfill information, slowing down buyer creation.
Unclear mandatory vs optional fields in the Add Buyer form caused users to overfill information, slowing down buyer creation.
Finding a Buyer Took Too Long
Finding a Buyer Took Too Long
Finding a Buyer Took Too Long
Buyer selection required 2–3 steps, adding unnecessary time to invoice creation.
Buyer selection required 2–3 steps, adding unnecessary time to invoice creation.
Icon Confusion Causing Duplicate Entries
Icon Confusion Causing Duplicate Entries
Icon Confusion Causing Duplicate Entries
Same thing for Items users get confused between the “+” icon as adding a Item and list icon.
That leads to duplicate items and conflict in managing inventory
Same thing for Items users get confused between the “+” icon as adding a Item and list icon.
That leads to duplicate items and conflict in managing inventory
Same thing for Items users get confused between the “+” icon as adding a Item and list icon.
That leads to duplicate items and conflict in managing inventory
Finding a Items Took Too Long
Finding a Items Took Too Long
Finding a Items Took Too Long
Selecting and adding items required 2–3 steps, adding unnecessary time to invoice creation.
Selecting and adding items required 2–3 steps, adding unnecessary time to invoice creation.
Modal-Based Editing Interrupted User Flow
Modal-Based Editing Interrupted User Flow
Modal-Based Editing Interrupted User Flow
The edit action opened a modal, breaking user flow and adding extra steps to make small changes.
The edit action opened a modal, breaking user flow and adding extra steps to make small changes.
Item Reordering Required Deleting and Re-Adding
Item Reordering Required Deleting and Re-Adding
Item Reordering Required Deleting and Re-Adding
If user has to reorder the items, 🥲 they have to delete items and add it in right order
If user has to reorder the items, 🥲 they have to delete items and add it in right order
Hidden Fields Led to Incomplete Invoices
Hidden Fields Led to Incomplete Invoices
Rest other fields(Additional Charges, taxes etc.) are in other details or missing, that leads to incomplete invoice and user frustration.
Rest other fields(Additional Charges, taxes etc.) are in other details or missing, that leads to incomplete invoice and user frustration.
Not Everything at Once — But the Right Things First
Not Everything at Once — But the Right Things First
Not Everything at Once — But the Right Things First
Some other users requirements we also trying to solve, Discount options, Manage Invoice prefix, Custom additional fields and many more, but we tried to solve most requested and important features.
Some other users requirements we also trying to solve, Discount options, Manage Invoice prefix, Custom additional fields and many more, but we tried to solve most requested and important features.
Key Findings 🧐
Key Findings 🧐
Invoicing is the top most used module in GimBooks, Around 2.4k+ Invoices created daily
Invoicing is the top most used module in GimBooks, Around 2.4k+ Invoices created daily
How I found the problems
How I found the problems
We tracked key events across the document submission flow to measure logins, first-document starts, completions, and drop-offs.
We tracked key events across the document submission flow to measure logins, first-document starts, completions, and drop-offs.
By collaborating with the support team and reviewing tickets, we identified what users were struggling with most.
By collaborating with the support team and reviewing tickets, we identified what users were struggling with most.
Quick user interviews calls with business owners and accountants helped us uncover real-world challenges in their daily workflows.
Quick user interviews calls with business owners and accountants helped us uncover real-world challenges in their daily workflows.
Key Insights
Key Insights
40% of first-time users dropped before completing their first invoice due to unclear required fields.
Users feels overwhelm when they have to fill too many data.
New users needed guided, step-by-step assistance.
Returning users wanted faster flows with fewer repeated inputs.
Financial fields caused anxiety about costly mistakes.
Users expected invoice creation to feel quick and effortless.
Advanced users needed optional custom fields.
40% of first-time users dropped before completing their first invoice due to unclear required fields.
Users feels overwhelm when they have to fill too many data.
New users needed guided, step-by-step assistance.
Returning users wanted faster flows with fewer repeated inputs.
Financial fields caused anxiety about costly mistakes.
Users expected invoice creation to feel quick and effortless.
Advanced users needed optional custom fields.
Goals
Goals
Reduce drop-offs during first-time invoice creation.
Increase repeat usage by making invoice creation faster.
Save time for returning users by reducing repeated work.
Reduce support requests related to basic Invoicing.
Reduce drop-offs during first-time invoice creation.
Increase repeat usage by making invoice creation faster.
Save time for returning users by reducing repeated work.
Reduce support requests related to basic Invoicing.
Solutions
Solutions
Added quick party search and dropdown selection, plus a Favorites feature for recurring users.
Added quick party search and dropdown selection, plus a Favorites feature for recurring users.
Enabled inline editing for item details, removing the need for a separate edit modal.
Enabled inline editing for item details, removing the need for a separate edit modal.
Redesigned the buyer form to support quick buyer creation with minimal required input, backed by clear error feedback.
Redesigned the buyer form to support quick buyer creation with minimal required input, backed by clear error feedback.
Moved charge, discount, and tax inputs to the total section, making them easier to find and apply.
Moved charge, discount, and tax inputs to the total section, making them easier to find and apply.
Selecting and adding flows for party
Selecting and adding flows for party
Selecting and adding flows for items, and Inline editing for quick access
Selecting and adding flows for items, and Inline editing for quick access
Moved charge, discount, and tax inputs to the total section, making them easier to find and apply.
Moved charge, discount, and tax inputs to the total section, making them easier to find and apply.
Enabled drag-and-drop reordering for flexible item arrangement.
Enabled drag-and-drop reordering for flexible item arrangement.
Applied the same approach to Items, allowing users to directly search and add items in a single step.
Applied the same approach to Items, allowing users to directly search and add items in a single step.
Selecting and adding flows for party
Selecting and adding flows for items, and Inline editing for quick access
Moved charge, discount, and tax inputs to the total section, making them easier to find and apply.
Outcome & Impact
Outcome & Impact
Impact was measured through Invoice completion comparison
Faster invoice completion for repeat users
Helped support teams by reducing recurring questions around invoice setup and charges.
Impact was measured through Invoice completion comparison
Faster invoice completion for repeat users
Helped support teams by reducing recurring questions around invoice setup and charges.
Learnings
Learnings
I learned that in financial workflows, speed alone isn’t enough—users need reassurance at the exact moment they’re making money-related decisions.
I learned that in financial workflows, speed alone isn’t enough—users need reassurance at the exact moment they’re making money-related decisions.