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Let's work together
I’m open to remote positions. Also, feel free to reach me if you need a hand on your side / open source project. I would love to connect with you.Let's build something awesome together, Say hi!
uderandi1221@gmail.com
© All Rights reserved by Erandi Attanayake
Smart Invoice Manager – Automating & Streamlining Enterprise Finance Workflows
Overview
Smart Invoice Manager is an enterprise tool designed to automate and streamline invoice workflows for medium-to-large organizations. It reduces manual tasks, enforces compliance, and improves collaboration across procurement, finance, and admin teams.
The goal was to design a scalable, AI-powered platform that minimizes human error, accelerates approval cycles, and ensures policy alignment and audit transparency.
The problem statement
Traditional invoice processing was:
Manual invoice processing was creating friction — leading to delayed approvals, user errors, lack of visibility, and poor compliance. The process required cross-functional collaboration and compliance with procurement policies and tax regulations, which the existing fragmented tools couldn’t support effectively.
This friction cost enterprises time, trust, and compliance risks.
The Product Goal
The project goal was to design and build a system that reduces manual workload, improves accuracy, and accelerates invoice processing. At the same time, the system should be smart enough to flag inconsistencies, highlight financial trends, and provide deeper insights as it matures in the future.
The solution
Automates invoice intake with AI-powered data extraction.
Provides role-based dashboards for users, admins, and super admins.
Improves visibility through real-time status tracking, approvals, and audit trails.
Aligns with organisational policies and integrates with procurement systems.
UX Process
Define the problem statement
Create a scalable, intelligent system for invoice processing that:
Reduces human errors and manual entry.
Supports role-based collaboration.
Ensures compliance, audit readiness, and operational transparency.
Key Product Segments
Before beginning the design process, we identified the key product segments. After rounds of ideation and validation sessions, we finalised the major product breakdown into three different segments:
Admin Portal
A centralised and intuitive portal that simplifies the management of business rules, approval workflows, user permissions, and compliance-ready reporting aligned with organisational objectives.
Finance Dashboard
A powerful dashboard that enables finance teams to track invoices, monitor payment statuses, and access real-time analytics to enhance decision-making and operational efficiency.
Comprehensive Invoice Workflows
Enables users to create, validate, approve, and track invoices while managing taxes, discounts, and multi-currency requirements. Automated notifications and reminders ensure timely actions, reducing bottlenecks and errors across the invoicing lifecycle.
Conducting internal interviews and brainstorming sessions with the team on a Miro board.
Initial wireframes and idea exploration.
User Personas
HMW Analysis
User Stories
Identify Key Features
Invoice Dashboard with filters & statuses.
File upload & comment threads
AI-driven OCR with editable invoice fields.
Role-based workflows (approve, reject, reassign).
Approval rules & thresholds.
Activity panel (comments, audit trails, status history).
Bulk reassignment & failed invoice resubmission.
Prioritize and Simplify
Main UI Screens
Invoice Dashboard
Overview of all invoices with filters (status, date, amount, etc.).
Invoice Viewer / Editor Panel
Detailed view of a single invoice with editable fields.
Approval Requests
Review and approve pending invoices
Key Usability Findings
Users found the activity panel especially helpful for tracking.
Manual edit options were frequently used.
Users preferred bulk-assignment and resubmit features.
MVP Launch & Iteration
Delivered MVP by Sprint 6.
Conducted 1-week pre-launch internal testing.
Remote usability sessions with 5 employees (~30 mins each).
Practice B.M.L.
Gathered user feedback post-launch.
Iteration Focus:
Auto-save invoice edits.
Enhanced search and filtering.
More descriptive error messaging.
Success Metrics
40% reduction in task completion time.
30% fewer manual errors after OCR + AI validation.
Increased completion rates for invoice approvals.
Higher satisfaction scores from finance staff in usability surveys.
Learnings & Outcomes
Strengthened expertise in Agile delivery & stakeholder management.
Proved the value of iterative testing in reducing complexity.
Designed a solution that scales across enterprise workflows.
Next Steps
Expand with ML-driven invoice categorization.
Integration with external procurement and accounting tools.
Build advanced compliance dashboards for audit officers.
Smart Invoice Manager – Automating & Streamlining Enterprise Finance Workflows
Overview
Smart Invoice Manager is an enterprise tool designed to automate and streamline invoice workflows for medium-to-large organizations. It reduces manual tasks, enforces compliance, and improves collaboration across procurement, finance, and admin teams.
The goal was to design a scalable, AI-powered platform that minimizes human error, accelerates approval cycles, and ensures policy alignment and audit transparency.
The problem statement
Traditional invoice processing was:
Manual invoice processing was creating friction — leading to delayed approvals, user errors, lack of visibility, and poor compliance. The process required cross-functional collaboration and compliance with procurement policies and tax regulations, which the existing fragmented tools couldn’t support effectively.
This friction cost enterprises time, trust, and compliance risks.
The Product Goal
The project goal was to design and build a system that reduces manual workload, improves accuracy, and accelerates invoice processing. At the same time, the system should be smart enough to flag inconsistencies, highlight financial trends, and provide deeper insights as it matures in the future.
The solution
Automates invoice intake with AI-powered data extraction.
Provides role-based dashboards for users, admins, and super admins.
Improves visibility through real-time status tracking, approvals, and audit trails.
Aligns with organisational policies and integrates with procurement systems.
UX Process
Define the problem statement
Create a scalable, intelligent system for invoice processing that:
Reduces human errors and manual entry.
Supports role-based collaboration.
Ensures compliance, audit readiness, and operational transparency.
Key Product Segments
Before beginning the design process, we identified the key product segments. After rounds of ideation and validation sessions, we finalised the major product breakdown into three different segments:
Admin Portal
A centralised and intuitive portal that simplifies the management of business rules, approval workflows, user permissions, and compliance-ready reporting aligned with organisational objectives.
Finance Dashboard
A powerful dashboard that enables finance teams to track invoices, monitor payment statuses, and access real-time analytics to enhance decision-making and operational efficiency.
Comprehensive Invoice Workflows
Enables users to create, validate, approve, and track invoices while managing taxes, discounts, and multi-currency requirements. Automated notifications and reminders ensure timely actions, reducing bottlenecks and errors across the invoicing lifecycle.
Conducting internal interviews and brainstorming sessions with the team on a Miro board.
Initial wireframes and idea exploration.
User Personas
HMW Analysis
User Stories
Identify Key Features
Invoice Dashboard with filters & statuses.
File upload & comment threads
AI-driven OCR with editable invoice fields.
Role-based workflows (approve, reject, reassign).
Approval rules & thresholds.
Activity panel (comments, audit trails, status history).
Bulk reassignment & failed invoice resubmission.
Prioritize and Simplify
Main UI Screens
Invoice Dashboard
Overview of all invoices with filters (status, date, amount, etc.).
Invoice Viewer / Editor Panel
Detailed view of a single invoice with editable fields.
Approval Requests
Review and approve pending invoices
Key Usability Findings
Users found the activity panel especially helpful for tracking.
Manual edit options were frequently used.
Users preferred bulk-assignment and resubmit features.
MVP Launch & Iteration
Delivered MVP by Sprint 6.
Conducted 1-week pre-launch internal testing.
Remote usability sessions with 5 employees (~30 mins each).
Practice B.M.L.
Gathered user feedback post-launch.
Iteration Focus:
Auto-save invoice edits.
Enhanced search and filtering.
More descriptive error messaging.
Success Metrics
40% reduction in task completion time.
30% fewer manual errors after OCR + AI validation.
Increased completion rates for invoice approvals.
Higher satisfaction scores from finance staff in usability surveys.
Learnings & Outcomes
Strengthened expertise in Agile delivery & stakeholder management.
Proved the value of iterative testing in reducing complexity.
Designed a solution that scales across enterprise workflows.
Next Steps
Expand with ML-driven invoice categorization.
Integration with external procurement and accounting tools.
Build advanced compliance dashboards for audit officers.
Previous
Let's work together
I’m open to remote positions. Also, feel free to reach me if you need a hand on your side / open source project. I would love to connect with you.Let's build something awesome together, Say hi!
uderandi1221@gmail.com
© All Rights reserved by Erandi Attanayake