Project Detail
Invoice: Debit & Credit Note Features
Invoice: Debit & Credit Note Features
Finalized the Andalin Digital FF Web App workflow by architecting and integrating in-app modules for invoice generation, debit notes, and credit notes
Finalized the Andalin Digital FF Web App workflow by architecting and integrating in-app modules for invoice generation, debit notes, and credit notes
Year:
2022
Year:
2022
Action:
Sr. UI/UX Designer (Solo Designer)
Action:
Sr. UI/UX Designer (Solo Designer)
Duration:
2 months (19 Juni - 22 July 2022)
Duration:
2 months (19 Juni - 22 July 2022)
Duration:
2 months (19 Juni - 22 July 2022)
Role:
Sr. UI/UX Designer
Role:
Sr. UI/UX Designer
Role:
Sr. UI/UX Designer
01 | Overview
01 | Overview
01 | Overview
The goal of this project was to improve the financial workflow within Andalin’s Digital Freight Forwarding CRM web application by creating an integrated invoicing feature. Previously, finance staff had to manage invoice entries in two separate systems: the internal CRM and Xero (a third-party finance app), leading to inefficiencies, delayed invoicing, and negative impacts on the company’s cash flow.
The new feature aimed to:
Eliminate the reliance on third-party tools for invoice management.
Streamline invoice issuance, approval, and payment tracking.
Provide tools for issuing Credit and Debit Notes to accommodate over/under payments.
The goal of this project was to improve the financial workflow within Andalin’s Digital Freight Forwarding CRM web application by creating an integrated invoicing feature. Previously, finance staff had to manage invoice entries in two separate systems: the internal CRM and Xero (a third-party finance app), leading to inefficiencies, delayed invoicing, and negative impacts on the company’s cash flow.
The new feature aimed to:
Eliminate the reliance on third-party tools for invoice management.
Streamline invoice issuance, approval, and payment tracking.
Provide tools for issuing Credit and Debit Notes to accommodate over/under payments.
The goal of this project was to improve the financial workflow within Andalin’s Digital Freight Forwarding CRM web application by creating an integrated invoicing feature. Previously, finance staff had to manage invoice entries in two separate systems: the internal CRM and Xero (a third-party finance app), leading to inefficiencies, delayed invoicing, and negative impacts on the company’s cash flow.
The new feature aimed to:
Eliminate the reliance on third-party tools for invoice management.
Streamline invoice issuance, approval, and payment tracking.
Provide tools for issuing Credit and Debit Notes to accommodate over/under payments.
02 | Target User
02 | Target User
02 | Target User
Primary: Andalin’s internal finance team
Secondary: Operations team (who initiate shipment data and job sheets)
Primary: Andalin’s internal finance team
Secondary: Operations team (who initiate shipment data and job sheets)
Primary: Andalin’s internal finance team
Secondary: Operations team (who initiate shipment data and job sheets)
03 | Background Challenge
03 | Background Challenge
03 | Background Challenge
Finance performance reports showed a recurring failure to issue invoices on time, largely due to duplicated manual work across systems. A lack of integration caused significant inefficiencies, especially when dealing with adjusted invoices (credit/debit notes). The finance team requested a more streamlined solution integrated into the CRM to better manage invoice issuance, tracking, and adjustments.
Finance performance reports showed a recurring failure to issue invoices on time, largely due to duplicated manual work across systems. A lack of integration caused significant inefficiencies, especially when dealing with adjusted invoices (credit/debit notes). The finance team requested a more streamlined solution integrated into the CRM to better manage invoice issuance, tracking, and adjustments.
Finance performance reports showed a recurring failure to issue invoices on time, largely due to duplicated manual work across systems. A lack of integration caused significant inefficiencies, especially when dealing with adjusted invoices (credit/debit notes). The finance team requested a more streamlined solution integrated into the CRM to better manage invoice issuance, tracking, and adjustments.
04 | Design Process
04 | Design Process
04 | Design Process
Demographics
Demographics
Demographics
Age: Late 20s to 50s
Gender: 30% Male, 70% Female
Positions: Andalin's Internal Finance Team all level (staff and manager) and Operations Team all level
Age: Late 20s to 50s
Gender: 30% Male, 70% Female
Positions: Andalin's Internal Finance Team all level (staff and manager) and Operations Team all level
Age: Late 20s to 50s
Gender: 30% Male, 70% Female
Positions: Andalin's Internal Finance Team all level (staff and manager) and Operations Team all level
User Research
User Research
User Research
Collaborated with the Product Owner to conduct interviews with finance staff.
Mapped out key pain points, including:
Redundant data entry across systems.
Complexities in credit and debit note processes.
Lack of real-time invoice status visibility.
Collaborated with the Product Owner to conduct interviews with finance staff.
Mapped out key pain points, including:
Redundant data entry across systems.
Complexities in credit and debit note processes.
Lack of real-time invoice status visibility.
Collaborated with the Product Owner to conduct interviews with finance staff.
Mapped out key pain points, including:
Redundant data entry across systems.
Complexities in credit and debit note processes.
Lack of real-time invoice status visibility.
Xero Feature Analysis
Xero Feature Analysis
Xero Feature Analysis
Evaluated current features used in Xero, particularly around invoicing, credit, and debit notes.
Identified key user pain points in Xero to ensure the new solution was tailored and more user-friendly.
Evaluated current features used in Xero, particularly around invoicing, credit, and debit notes.
Identified key user pain points in Xero to ensure the new solution was tailored and more user-friendly.
Evaluated current features used in Xero, particularly around invoicing, credit, and debit notes.
Identified key user pain points in Xero to ensure the new solution was tailored and more user-friendly.
User Flow Design
User Flow Design
User Flow Design
Wireframe and Figma Prototype
Wireframe and Figma Prototype
Wireframe and Figma Prototype
Usability Testing
Usability Testing
Usability Testing
Usability testing was conducted using the prototype to the user before the final development. The purpose is to make sure that all of the features are adequate to the users needs.
Usability testing was conducted using the prototype to the user before the final development. The purpose is to make sure that all of the features are adequate to the users needs.
Usability testing was conducted using the prototype to the user before the final development. The purpose is to make sure that all of the features are adequate to the users needs.
Handoff
Handoff
Handoff
Delivered design specs and documentation to engineers for development using Figma and Notion.
Delivered design specs and documentation to engineers for development using Figma and Notion.
Delivered design specs and documentation to engineers for development using Figma and Notion.
05 | Project Outcome & Impact
05 | Project Outcome & Impact
05 | Project Outcome & Impact
Launched two months after final design approval.
Reduced invoice processing workload by 50%, easing the transition from Xero.
Improved internal tool adoption by finance staff due to system integration.
Completed the CRM’s invoicing loop, empowering end-to-end shipment and payment tracking.
Launched two months after final design approval.
Reduced invoice processing workload by 50%, easing the transition from Xero.
Improved internal tool adoption by finance staff due to system integration.
Completed the CRM’s invoicing loop, empowering end-to-end shipment and payment tracking.
Launched two months after final design approval.
Reduced invoice processing workload by 50%, easing the transition from Xero.
Improved internal tool adoption by finance staff due to system integration.
Completed the CRM’s invoicing loop, empowering end-to-end shipment and payment tracking.
06 | Post Launch Impact
06 | Post Launch Impact
06 | Post Launch Impact
User Engagement
User Engagement
User Engagement
Increase 40% in daily active users from the finance team using the Andalin CRM Web App. Initially, only 30% of finance staff accessed the CRM app, mostly for cross-checking shipment pricing and details. After feature launch, engagement rose to 70%, as more staff started using it for invoice processing directly.
Increase 40% in daily active users from the finance team using the Andalin CRM Web App. Initially, only 30% of finance staff accessed the CRM app, mostly for cross-checking shipment pricing and details. After feature launch, engagement rose to 70%, as more staff started using it for invoice processing directly.
Increase 40% in daily active users from the finance team using the Andalin CRM Web App. Initially, only 30% of finance staff accessed the CRM app, mostly for cross-checking shipment pricing and details. After feature launch, engagement rose to 70%, as more staff started using it for invoice processing directly.
Conversion / Adoption Rate:
Conversion / Adoption Rate:
Conversion / Adoption Rate:
Pre-launch: 0% of invoices were processed via the CRM app, while 100% were handled via Xero. Post-launch: Shifted to 30% CRM usage and 70% Xero, showing positive adoption of the new feature. While Xero remained dominant (due to legacy data and user familiarity), the increase shows clear momentum toward full integration.
Pre-launch: 0% of invoices were processed via the CRM app, while 100% were handled via Xero. Post-launch: Shifted to 30% CRM usage and 70% Xero, showing positive adoption of the new feature. While Xero remained dominant (due to legacy data and user familiarity), the increase shows clear momentum toward full integration.
Pre-launch: 0% of invoices were processed via the CRM app, while 100% were handled via Xero. Post-launch: Shifted to 30% CRM usage and 70% Xero, showing positive adoption of the new feature. While Xero remained dominant (due to legacy data and user familiarity), the increase shows clear momentum toward full integration.
08 | Challenges
08 | Challenges
08 | Challenges
Initial difficulty understanding finance-specific terms and flows.
Missteps in early-stage logic, corrected through iterative feedback and usability testing.
Initial difficulty understanding finance-specific terms and flows.
Missteps in early-stage logic, corrected through iterative feedback and usability testing.
Initial difficulty understanding finance-specific terms and flows.
Missteps in early-stage logic, corrected through iterative feedback and usability testing.
07 | What Went Well
07 | What Went Well
07 | What Went Well
The design addressed a real business pain point and was well-received.
Smooth collaboration with product and finance teams ensured design accuracy.
Finance staff found the interface intuitive and aligned with their workflow.
The design addressed a real business pain point and was well-received.
Smooth collaboration with product and finance teams ensured design accuracy.
Finance staff found the interface intuitive and aligned with their workflow.
The design addressed a real business pain point and was well-received.
Smooth collaboration with product and finance teams ensured design accuracy.
Finance staff found the interface intuitive and aligned with their workflow.
07 | Reflection
07 | Reflection
07 | Reflection
Working on this project gave me a deep understanding of how invoicing works within the freight forwarding industry, which operates with unique workflows and specialized financial terms. I became familiar with critical concepts such as Credit Notes, Debit Notes, and Write-Offs, and how they influence invoice management and reconciliation.
One surprising insight I discovered during the process was that shipping invoices are often revised even after payment is completed—a practice that differs from more conventional invoicing workflows. In the traditional process, finance staff frequently need to revise and re-release invoices, adding layers of complexity and the need for flexible system support. This emphasized how essential it is for a product to adapt to real-world user behavior rather than follow theoretical flowcharts.
The experience also reinforced the importance of close collaboration with finance stakeholders and the product team to ensure the solution aligns with operational realities. Lastly, usability testing and iterative feedback proved invaluable in catching and resolving misunderstandings early, especially when dealing with domain-specific systems.
Working on this project gave me a deep understanding of how invoicing works within the freight forwarding industry, which operates with unique workflows and specialized financial terms. I became familiar with critical concepts such as Credit Notes, Debit Notes, and Write-Offs, and how they influence invoice management and reconciliation.
One surprising insight I discovered during the process was that shipping invoices are often revised even after payment is completed—a practice that differs from more conventional invoicing workflows. In the traditional process, finance staff frequently need to revise and re-release invoices, adding layers of complexity and the need for flexible system support. This emphasized how essential it is for a product to adapt to real-world user behavior rather than follow theoretical flowcharts.
The experience also reinforced the importance of close collaboration with finance stakeholders and the product team to ensure the solution aligns with operational realities. Lastly, usability testing and iterative feedback proved invaluable in catching and resolving misunderstandings early, especially when dealing with domain-specific systems.
Working on this project gave me a deep understanding of how invoicing works within the freight forwarding industry, which operates with unique workflows and specialized financial terms. I became familiar with critical concepts such as Credit Notes, Debit Notes, and Write-Offs, and how they influence invoice management and reconciliation.
One surprising insight I discovered during the process was that shipping invoices are often revised even after payment is completed—a practice that differs from more conventional invoicing workflows. In the traditional process, finance staff frequently need to revise and re-release invoices, adding layers of complexity and the need for flexible system support. This emphasized how essential it is for a product to adapt to real-world user behavior rather than follow theoretical flowcharts.
The experience also reinforced the importance of close collaboration with finance stakeholders and the product team to ensure the solution aligns with operational realities. Lastly, usability testing and iterative feedback proved invaluable in catching and resolving misunderstandings early, especially when dealing with domain-specific systems.