Oracle AP Invoices: Empowers Accounts Payable (AP) specialists to handle high invoice volumes with speed and accuracy, leveraging automation and an optimized interface.
Opportunity
Impact
Accounts Payable (AP) teams often face high transaction volumes, with some processing up to 30,000 manual invoices monthly. In these cases, AP clerks handle an average of 65 manual entries per day, each entry taking around 3 minutes. Our baseline research and telemetry data highlighted two critical areas for improvement: (1) AP specialists are leaving the landing page immediately upon login 70% of the time, suggesting an opportunity for a more engaging and functional entry point, and (2) increasing efficiency in manual invoice processing to meet high productivity demands.
This initiative centered around two main objectives:
Boost productivity and accuracy in manual invoice entry through streamlined automation.
Revamp the landing page to increase engagement and functionality for AP specialists.
Role & Team
As the Design Lead, I guided the project from concept to delivery, managing a team of four designers and collaborating closely with a design researcher. Together, we created solutions informed by user insights, data, and continuous iteration.
The redesigned system reduced manual entry time by half, a significant boost in efficiency. The landing page now functions as a central, user-centered hub designed to meet critical AP needs. Key improvements included:
Prioritized invoice view to streamline workflows.
Centralized faceted search for fast, targeted access.
Integrated analytics to simplify troubleshooting.
Quick actions and performance incentives to enhance productivity and engagement.
These enhancements empower AP teams to manage high volumes with greater speed and accuracy, helping them meet their operational goals more effectively.
Intelligent Invoice Matching: The system matches entered invoice lines (on the left) with the original invoice (on the right), making it easier for AP specialists to resolve disputes by quickly spotting discrepancies.
Research
User research played a pivotal role in this project as our design team navigated a steep learning curve to understand the intricacies of AP processes. We led multiple research sessions in collaboration with the research team and initiated weekly learning workshops, where we manually input invoice data using the existing tool. These sessions included guidance from AP and accounting experts, enabling us to deepen our knowledge of the workflow and uncover user pain points. The following “Jobs to Be Done” framework highlights our approach.
Design
Our approach to design focused on transforming a high-volume, time-intensive workflow into a streamlined, visually intuitive experience, leveraging the unique opportunity to design specifically for large screens. By maximizing available screen real estate, we aimed to make AP specialists’ tasks faster, more organized, and highly actionable.
Through a series of ideation workshops, I encouraged the team to reimagine standard responsive layouts and think beyond traditional breakpoints. We explored new ways to use wide screens for optimizing productivity, allowing AP specialists to view more data at a glance without excessive scrolling or context switching.
PO Matched Invoice Creation: Streamlined data entry where most fields are auto-populated after matching the invoice with a PO number.
Savings Opportunities: By surfacing payment discounts and options, agents can make informed spending decisions that optimize cash flow.