Expense Reporting
‍- Reimbursements

UX/UI Design
Project Overview
Zenefits system includes not only payroll but also HR and scheduling features. Users use this product when they go on business trips with the scheduler, and their associated payments are calculated with their own schedules.
So I started this project to solve an ongoing problem with the expense side of this system.
Role
Market research
Survey
User interview
Persona
Flow chart
User journey map
Prototype
Wireframe
High-fidelity user interface
Prototype validation

I'm Your
Assistant!

What if you forget a deadline? What if you lose a receipt? I’ve got you covered for all unexpected situations. Why? Because your money is valuable!

Challenge

Employees often go on business travel and incur expenses, which they can get reimbursed from their employer
‍

Summary
An employee is on a business trip and incurs expenses, such as lodging, meals, transportation, etc. The employee uses a tool to report and submit the expenses. There have been situations where the employee often forgets to submit all the expenses accurately and fails to submit them on the specified deadline within two weeks after the trip.
It affects their payroll, and they complain about it. So I suggested a solution to fix this problem.
My Design Process
My work process
User Research

Fail to submit all expenses on time or often forget to submit accurately

In my survey, I found that people were frustrated with taking screenshots or having paper receipts every time to create reports, especially when they had a lot of activities. If they paid with cash and lost the receipt, it wasn't easy to follow up with them, and sometimes they couldn't claim reimbursement.
Survey result 1Survey result 2

Often forgets to submit all the expenses

User interview 1User interview 2User interview 3
Competitor 1
Competitor 1
  • Pros
  • Lots of customization options.
  • Users can see your usage against your allocated budget.
  • Easy currency conversion.
  • Cons
  • Limitations on attaching receipts to one report.
  • It's hard to take and upload own photos.
Competitor 2
Competitor 2
  • Pros
  • It can handle cash or checks.
  • Get a detailed view of your reports.
  • Gain insights through the app dashboard.
  • Cons
  • Reimbursements can only be claimed when they are related to payroll, not projects.
  • Better equipped for payroll than expense processing.
Insights
Project goal
A streamlined expense process that allows users to create reports without receipts on time.
Project goal
Goal & Solutions
Goal 1Goal 2Goal 3Solution 1Solution 2Solution 3
Define User

Persona

Persona 1Persona 2

Journey Map

User journey map
UI Design

Sketch

Sketch 1Sketch 2

Key Features

Key feature icon 1Key feature icon 2

Set auto-notification
Provide a feature that users connect projects and calendars related to business trips to send reminders. By setting plans such as five days, three days, and one day before, it automatically calculates expense report deadlines and sends reminders. It also allows users to connect these schedules to their emails and calendars.

Scan/attach the receipts
Users who can not be assigned a corporate card should gather receipts. Before losing them, the feature to scan and attach receipts on the spot or even later that evening. Also, users may not be able to create reports on the spot, so take a picture of the receipt and save it first.

Assign corporate or personal Card
Linking to a corporate card is more convenient because users don't have to keep receipts. But if that's not an option, they can also link their personal credit and debit cards and get the items from the expense list.

Key feature icon 3
Prototype & Flow
Prototype with flow

Prototype validation

Study Results
Before sharing the prototype, I hypothesized that losing receipts would be okay if the corporate or personal card was added to the system. However, during the hypothesis validation phase, I discovered a fatal flaw. Users could not add their personal credit or debit cards, not corporate cards, and could not be registered (a security issue). Also, I realized that notifications needed to be sufficient to recognize deadlines.
Based on the results, I proposed a second solution that allows users to take a picture of a receipt with their camera and have it transcribed into text and automatically formatted on the form. I also added a second reminder and expense report submission status on the main screen to better recognize deadlines.
Prototype validation
Designing for Scalable Impact
Paperless eProcurement Process
Rebeccasong7@gmail.com
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