Context and problem

• Employees manually processed large volumes of receipts and invoices across multiple clients.
• Documents arrived in inconsistent formats, requiring extensive manual classification.
• Information was fragmented across folders, spreadsheets, and disconnected tools.
• Low-to-average digital literacy meant workflows had to be intuitive and predictable.
• Accuracy was critical, as small mistakes could affect financial reporting.

Goal

Design a unified workflow system that simplified document processing, reduced manual effort, and preserved established accounting practices while creating a scalable foundation for future automation.

Constrains

Low digital literacy
The interface minimized abstraction, reduced navigation complexity, and relied on familiar interaction patterns rather than advanced UI techniques.

Existing accounting model
Financial periods and folder structures reflected established accounting processes and therefore became fixed constraints that the product needed to support rather than redesign.

Operational priority
Daily document processing took precedence over administrative features such as employee or supplier management.

Large data sets
Users regularly navigated years of financial records, requiring efficient hierarchy, search, and recovery from deep navigation states.

Accuracy
Financial workflows demanded clear validation, confirmation, and visibility of system state to reduce operational errors.

Trust in automation
Machine-extracted information always remained reviewable and editable so users retained confidence and control over the workflow.

High Variability in Document Formats – Receipts and invoices came in inconsistent layouts, requiring a flexible ML parsing system and UX that allowed correction without friction.