Kissflow Budget Request App
The Project
The goal of Total Rewards Spend Management is to automate contract, invoice, and budget management. This will be a phased project.
This video explains how to approve invoices for your Total Rewards vendors using the KiSSFLOW software system.
Duration: Several months
Role: Senior Lead UX Designer, Team Leader, Animator
Methods: User personas, Research, Interviews, Prototyping, StoryTelling
Tools: Adobe XD, Photoshop, Illustrator, Vyond, eNPS, Final Cut Pro X
The Problem
Departments and Vendors often received denial request for their budget, invoices, and contract documents due to the lack of information and incomplete paperwork. Invoices can be rejected manually for missing purchase orders, unauthorized purchases, unapproved work, time limitations, insufficient funds on a purchase order, incorrect vendor or payee addresses, missing departmental index numbers, inadequate description of goods or services, or no or incorrect tax identification numbers.
Ideas
Over a few meetings and brainstorming sessions, our team came up with the idea to use existing software that was already implicated in their daily workflow and add on to that process. We chose Kissflow.com. This would allow every with current familiarly of software they already use. In order for this to work, everyone needed an account.
User Invoice Work Folow
Key points to keep in mind
Consistency
Take the core process of getting contracts and budgets approved with minimal changes.
Data Management
Build a system that would manage the independent request of all types
Innovativeness
Create a dashboard that will be top-notch engagement for the users.
Prototype
Create a high-end prototype as smooth and close to the users' needs accompanied by a brief explainer video to walk the user step by step through the process.
Final Solution
Finally, management will need to allocate the invoice amount against the proper company entities – Comcast, NBC, the Theme Parks, etc. Standard Domestic and International allocation percentages for the current budget year are outlined in the tool.
The approver is responsible for the validation of all content in the invoice. Inclusive of but not limited to the amount of the invoice which impacts their budget, ensuring if the invoice face value should be paid at once, or if only a portion should be paid at this time.
