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Simplifying Invoicing for
Businesses of All Sizes

A case study on simplifying invoicing for Merchant

2024

7 min read

4 Weeks

2024

7 min read

4 Weeks

Badge of service

My Role & Collaboration

Led UX research and design to create an intuitive invoicing system.

Worked with product managers to align business goals with user needs.

Conducted usability test to refine the final design based on real feedback.

Getting started

Streamlining Invoicing for Businesses of Every Size

Invoicing is a core financial process for businesses, but many invoicing tools are complex, inefficient, and unintuitive. Our goal was to design a streamlined invoicing system that allows users to quickly generate invoices while keeping foundational data (customers, products/services, and templates) separate for easy management.

Research & Discovery

Validating the why

We conducted user interviews with 15 businesses (5 enterprises, 5 small businesses, 5 freelancers). Key findings included:

80% of freelancers & small businesses found existing tools too complex.

Users struggled with cluttered interfaces and unnecessary steps, making invoice creation frustrating.

Enterprises needed support for bulk invoicing and multi-recipient emails.

Larger businesses required features to streamline invoicing for multiple clients and internal teams.

Users wasted time manually re-entering common invoice details (e.g., payment terms).

A lack of auto-fill and saved templates resulted in repetitive manual data entry.

30% of users preferred a mobile-friendly invoice creation process.

Businesses and freelancers wanted a responsive, easy-to-use interface for invoicing on the go.

Users want automated reminders to customers

Businesses needed scheduled reminders for due and overdue invoices to reduce late payments.

The Problem

Traditional invoicing tools are slow, rigid,

and inefficient—burdening users with

complex workflows, manual data entry,

and poor accessibility.

Traditional invoicing tools are slow, rigid, and inefficient—burdening users with complex workflows, manual data entry, and poor accessibility.

This case study explores the ideation process for designing a fast, flexible, and scalable solution that streamlines invoicing for businesses of all sizes, making the process seamless and hassle-free.

Users

Target Audience

Freelancers & Solopreneurs
Small & Medium-Sized Businesses (SMBs)
Large Enterprises & Corporate Finance Teams
Service-Based Businesses
E-commerce & Retail Businesses
Contractors & Gig Workers

Key Objectives

High level goals

Upon thorough analysis of the interviews and the abundance of data generated, the following key insights emerged as the most relevant information to guide the decision-making process in creating the solution.

Simplify Invoice Creation by Reducing Unnecessary Steps

A streamlined three-step process eliminates redundant data entry, making invoice creation faster and more intuitive.

Automate repetitive tasks like recurring invoices and tax calculations

Recurring invoices and automated tax calculations reduce manual effort, ensuring accuracy and efficiency.

Ensure Flexibility for Solopreneurs, SMEs and Large Enterprises

A scalable system adapts to simple invoicing needs for freelancers while supporting advanced features for enterprises.

Enhance Mobile Usability for Invoicing on the Go

A mobile-optimized experience allows users to create, send, and track invoices anytime, anywhere.

Research & Discovery

Competitive Analysis

Research & Discovery

Key Insights from Competitive Analysis

Traditional invoicing solutions (QuickBooks and Zoho) are either too complex or too basic for SMBs and freelancers.

Freelancers and SMBs need a tool that is simple yet powerful, mobile-optimized, and flexible enough to handle recurring payments and tax calculations.

Stripe and Mercury focus on payments but lack bulk invoicing and multi-recipient support, making them unsuitable for enterprises.

African-focused solutions (Paystack, Flutterwave, Monnify) integrate well with local payment systems but lack advanced invoicing features like customization and automation.

Strategy

A Three-Step Invoice Flow, design to reduce friction, we designed an efficient, structured invoice process with foundational data managed separately while using the progressive disclosure approach.

Invoice Details

Select customer from pre-added contacts or add a new one.
Choose products/services with quantity and unit price.
Auto-calculate total based on pricing and tax settings.

Payment Details

Set due date for payment.
Enable recurring invoices for subscriptions or repeat billing.
Add payment notes (e.g., bank details, terms, or additional instructions).

Review & Send

Review invoice details for accuracy.
Add multiple email recipients (e.g., finance teams, accountants).
Send via email or generate a shareable PDF link.

Design

Userflow

Constructing Solutions

Design Approach

Dashboard - Empty state

Minimalist & friendly empty state with a call-to-action (CTA): “Create invoice.”
Quick access buttons to Import invoices, View reports, or Manage clients/products for enterprise users.
Tooltips or onboarding prompts for first-time users to reduce friction.

Dashboard - Filled State

Tabular layout with columns for Invoice #, Client Name, Status, Amount, Due Date, Actions.
Status indicators with color coding:

Invoice Details Screen

Allows users to select a customer and add products/services to the invoice.

Invoice Details Screen

Invoice Details Screen

Payment details

Users set due date, recurring options, and payment notes to define payment terms.

Payment details - Recurring invoice

Toggle switch for “Recurring Invoice” (expands to show frequency options).

Review & Send

• Provides users a final look at the invoice before sending.
• Allows users to add multiple recipient emails.

Invoice Sent Confirmation Screen

• Success message with a checkmark animation for positive feedback.
• Create New Invoice” button for seamless workflow continuity.

Mobile optimaization

Mobile optimaization

Prompt to spend wisely

Setting up a budget

Challenges

User Testing for Validation

We conducted two rounds of usability testing with 10 participants (freelancers, small businesses, and enterprise finance teams).

Technical Challenges

Performance Issues with Auto-Fill for Large Customer Databases

Problem: Users expected instant suggestions when searching for customers and products, but slow queries caused delays.

Solution: Optimized database query performance and implemented caching to pre-load frequently used selections.

Problem: Users expected instant suggestions when searching for customers and products, but slow queries caused delays.

Solution: Optimized database query performance and implemented caching to pre-load frequently used selections.

Alignment Between Product, Design, and Engineering

Problem: Engineers wanted to reuse components from previous projects, but they didn’t fully fit the new streamlined invoice flow.

Solution: Worked closely with engineering to balance reusability and customization, ensuring design integrity without unnecessary development work.

Problem: Engineers wanted to reuse components from previous projects, but they didn’t fully fit the new streamlined invoice flow.

Solution: Worked closely with engineering to balance reusability and customization, ensuring design integrity without unnecessary development work.

Real-Time Invoice Preview Lag

Problem: It took time for entered details to appear in the real-time invoice preview, causing a frustrating delay.

Solution: Implemented lightweight live rendering techniques using asynchronous updates and optimized DOM rendering, ensuring near-instant preview updates without impacting performance.

Problem: It took time for entered details to appear in the real-time invoice preview, causing a frustrating delay.

Solution: Implemented lightweight live rendering techniques using asynchronous updates and optimized DOM rendering, ensuring near-instant preview updates without impacting performance.

User Challenges

Balancing Simplicity with Enterprise Needs

Problem: Users expected instant customer and product suggestions when typing.

Solution: Optimized the database query speed and used caching to pre-load frequent selections.

Problem: Users expected instant customer and product suggestions when typing.

Solution: Optimized the database query speed and used caching to pre-load frequent selections.

Ensuring Users Don’t Forget Key Details

Problem: Some users forgot to set due dates or payment notes, leading to delayed payments.

Solution: Added smart reminders and default due dates, with users able to adjust them as needed.

Problem: Some users forgot to set due dates or payment notes, leading to delayed payments.

Solution: Added smart reminders and default due dates, with users able to adjust them as needed.

Adoption Resistance from Existing Users

Problem: Some users were hesitant to switch from their current invoicing tools.

Solution: Created quick migration tools (importing customers/products from CSV) and an onboarding walkthrough to reduce friction.

Problem: Some users were hesitant to switch from their current invoicing tools.

Solution: Created quick migration tools (importing customers/products from CSV) and an onboarding walkthrough to reduce friction.

Lack of multiple sending options Shareable Link & attachment on social media)

Problem: Some users want to be able to share the invoice link accompanied with a PDF.

Solution: Create a button to enable user to share

Problem: Some users want to be able to share the invoice link accompanied with a PDF.

Solution: Create a button to enable user to share

Learnings

Learning can be a profound experience, and in this instance, it certainly was. once we completed the project, we entered beta testing to validate our assumptions. The testing phase progressed smoothly, requiring some fine-tuning, such as adjusting the date filter and decluttering the analytics module. This streamlined the presentation of pertinent data and facilitated clearer navigation for deeper insights.

Solution

Design iteration and refinements

Initial

First Iteration : Invoice Sent Confirmation Screen

Success message with a checkmark animation for positive feedback.
Create New Invoice” button for seamless workflow continuity.

Refined

Second Iteration : Add multiple share options

To enhance follow-ups, I added more social media sharing options based on user requests for greater flexibility in sharing invoice links.

Initial

First Iteration :

User testing revealed that some users rushed through the invoice creation process, often forgetting to set the issue and due dates. This led to delayed payments and a lack of urgency from their customers.

Refined

Second Iteration

I decided to pre-fill these fields by setting the issue date to the current day and the due date to 30 days later. To validate this approach, I conducted a survey to establish the best business rule

Initial

First Iteration : Smart alert to remind users to customize their invoice template.

Refined

Second Iteration : Added friction to emphasis

I introduced a modal in the invoice creation process to emphasize the importance of branding before users proceed with adding other details, ensuring they don’t overlook this step.

Initial

First Iteration : Invoice Data Table

Tabular layout with columns for Invoice #, Client Name, Status, Amount, Due Date, Actions.
Status indicators with color coding:

Refined

Second Iteration : Added more quick actions

I added more quick actions to streamline the user workflow, making essential tasks more accessible and efficient.

Impact & Results

By optimizing the invoicing process, we not only improved usability but also contributed to direct financial benefits for usershelping them get paid faster, reduce errors, and improve revenue tracking

40% faster invoice creation time compared to existing tools.

30% fewer invoice errors due to auto-fill and validation checks.

42% of merchants have used this invoicing tool, leveraging it for seamless billing.

Over 7,000 invoices have been sent, marking a record-breaking engagement rate.

Generated over 820 million Naira in transaction volume over the past 4 months, showcasing its financial impact.

Higher adoption rates among SMEs and businesses switching from competitors.

Reduction in operational costs for businesses by minimizing manual invoice tracking and follow-ups.

Faster invoice-to-payment cycle enabled businesses to get paid 2x quicker compared to manual invoicing proces

15% increase in successful transactions as invoices were sent to the right recipients with multi-recipient email support.

Conclusion

By prioritizing efficiency, flexibility, and user experience, we created an invoicing system that streamlines financial workflows for businesses of all sizes. This case study demonstrates my problem-solving approach, user-centered design process, and ability to balance business needs with usability.

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