Worca ExpenseHub
Timeline
Sep. 2024 - Dec. 2024
Roles
UX Designer
Responsibility
End to end UI/UX design
Company
Worca
Overview
01 | Background
Worca is an Employer of Record (EOR) platform.
02 | Challenges
The Expense system lacked clarity and efficiency, posing challenges for employees and HR teams.
03 | Outcome & Impact
Revamped Worca's Expense system to resolve inefficiencies and user frustrations. Achieving a 57% reduction in approval time, 45% fewer errors, and 80% clarity improvement for employees.
Process
Research
User Research
Through 6 interviews and 10 surveys, identified unclear workflows, incompatible address formats, and repetitive tasks, informing a redesign to improve clarity, localization, and efficiency.
70% users expressed frustration with Worca's Expense system, citing unclear workflows, incompatible address formats, and inefficient approvals. This highlighted an opportunity to enhance clarity, streamline processes, and implement global localization to improve the overall user experience.
Insights
Through 6 interviews and 10 surveys, identified unclear workflows, incompatible address formats, and repetitive tasks, informing a redesign to improve clarity, localization, and efficiency.
Problem
1. Clarity gaps
Most employees couldn’t distinguish between “approved” and “completed” invoice statuses. This lack of clarity led to delayed actions and frequent follow-ups.
2. Manual bottlenecks
HR managers, struggled with repetitive, manual approval processes. The absence of bulk action tools made the workflow error-prone and time-consuming.
Ideations
Before ideation, I led a brainstorming session with HR managers, engineers, and senior designers to address key pain points in Worca’s expense system.
Clarity Gaps
How might we help employees clearly understand the status of their expense submissions to avoid delays and confusion?
Manual Bottlenecks
How might we enable HR teams to manage expense approvals more efficiently and reduce repetitive tasks?
After reviewing these problems, we realized that addressing the issue from both sides was critical.This led us to focus on two core solutions:
1. Clarifying the Submission Process
Ensuring employees know the requirements and reimbursement status to reduce errors and confusion.
2. Streamlining HR Approvals
Equipping HR with bulk action tools and intuitive workflows to improve efficiency and accuracy.
Goal
Streamline expense management by guiding employees through submissions and empowering HR with bulk tools for faster, more accurate approvals.
Final Design
To enhance the experience of the expense management system, we focused on achieving the following goals:
Clear Task Prioritization: Streamline workflows for employees and HR teams to focus on high-priority tasks.
Transparency and Confidence: Provide clear status updates and actionable insights to build user trust and efficiency.
Streamlined Actions: Enable intuitive bulk actions and guided navigation for seamless task completion.
Clear Task Prioritization: Streamline workflows for employees and HR teams to focus on high-priority tasks.
Transparency and Confidence: Provide clear status updates and actionable insights to build user trust and efficiency.
Streamlined Actions: Enable intuitive bulk actions and guided navigation for seamless task completion.
Feature A- A Streamlined Expense Management (Employee-Table )
Status-based tabs improve workflow clarity, reduce effort by enabling direct access to sections, and enhance usability for managing large datasets.
Feature B: A visual progress tracker (Employee-Table )
Placing the "Pending Payment" section at the top enhances visibility and streamlines workflow by ensuring users notice it first, reducing delays in the reimbursement process.
Feature C: Guided bulk approvals (HR-Table )
Visible bulk actions improve discoverability, provide instant feedback with selection summaries, and ensure design consistency by aligning with familiar table interface patterns.
OutCcome
Usability Testing
We evaluated the expense system by measuring task completion rates, time to complete tasks, and user satisfaction. Additionally, we assessed how the redesign boosts user confidence and enhances Worca’s reliability perception. Here’s what we discovered:
Takeaways
1. Empathy is Key to Effective Design
Understanding the real-life frustrations of employees and HR managers allowed me to craft solutions that directly addressed their needs.
2. Iterative Feedback Drives Success
Testing prototypes and incorporating user feedback at every stage ensured the final design was both practical and impactful.
3. Small Details Create Big Differences
Features like pop-up reminders and visual progress trackers showed how small, thoughtful touches can significantly enhance usability and user confidence.
Next Steps
1. Collect User Feedback and Analyze Behavior
Currently, 10 surveys have been conducted, providing initial insights. Moving forward, more surveys will be conducted to ensure the data is more significant and comprehensive.
2. Track Submission and Approval Rates
Monitor expense submission and approval metrics to measure efficiency and identify areas for further optimization.
3. A/B Testing for Key Features
Test different versions of key components (e.g., submission forms, approval workflows) to identify which designs yield higher engagement and efficiency.