#productdesign
#web
#Figma
#SaaS
#Finance
Designing Zanbio’s Invoice Workflow
Designing Zanbio’s Invoice Workflow
Designing Zanbio’s Invoice Workflow
Designing Zanbio’s Invoice Workflow
Designing Zanbio’s Invoice Workflow
Helping AR teams gain real-time visibility, automate manual chasing, and resolve disputes faster and contributing to 30% fewer overdue invoices and 52% faster payment collection.
Helping AR teams gain real-time visibility, automate manual chasing, and resolve disputes faster and contributing to 30% fewer overdue invoices and 52% faster payment collection.
Helping AR teams gain real-time visibility, automate manual chasing, and resolve disputes faster and contributing to 30% fewer overdue invoices and 52% faster payment collection.
Helping AR teams gain real-time visibility, automate manual chasing, and resolve disputes faster and contributing to 30% fewer overdue invoices and 52% faster payment collection.
Helping AR teams gain real-time visibility, automate manual chasing, and resolve disputes faster and contributing to 30% fewer overdue invoices and 52% faster payment collection.
Clear invoice lifecycle: Pending → Outstanding → Paid → Dispute
Clear invoice lifecycle: Pending → Outstanding → Paid → Dispute
Clear invoice lifecycle: Pending → Outstanding → Paid → Dispute
Clear invoice lifecycle: Pending → Outstanding → Paid → Dispute
Clear invoice lifecycle: Pending → Outstanding → Paid → Dispute
Zanbio is a B2B SaaS platform helping businesses manage Accounts Receivable (AR) and Accounts Payable (AP).
I designed the invoice workflow from zero to help finance teams track, follow up, and get invoices paid on-time.
2024 - 2025
Timeline
Founding Product Designer
Role
The Problem
The Problem
Finance teams struggled to collect payments on time
Finance teams struggled to collect payments on time
1
No visibility into which invoices were pending, overdue, or disputed.
1
No visibility into which invoices were pending, overdue, or disputed.
1
No visibility into which invoices were pending, overdue, or disputed.
2
Manual reminders through emails/WhatsApp.
2
Manual reminders through emails/WhatsApp.
2
Manual reminders through emails/WhatsApp.
3
No central place to resolve disputes or keep history.
3
No central place to resolve disputes or keep history.
3
No central place to resolve disputes or keep history.
This caused delayed payments and cashflow uncertainty for businesses.
This caused delayed payments and cashflow uncertainty for businesses.
The Goal
The Goal
We aimed to create a clear lifecycle with automation and visibility.
We aimed to create a clear lifecycle with automation and visibility.
1
Provide a clear invoice lifecycle (Pending → Outstanding → Dispute (If Any) → Paid).
1
Provide a clear invoice lifecycle (Pending → Outstanding → Dispute (If Any) → Paid).
1
Provide a clear invoice lifecycle (Pending → Outstanding → Dispute (If Any) → Paid).
2
Automate reminders and bulk actions to reduce manual workload.
2
Automate reminders and bulk actions to reduce manual workload.
2
Automate reminders and bulk actions to reduce manual workload.
3
Enable structured dispute resolution inside the platform with audit trail.
3
Enable structured dispute resolution inside the platform with audit trail.
3
Enable structured dispute resolution inside the platform with audit trail.
3
Achieve measurable improvements: 20% fewer overdue invoices, 45% faster payment collection, and 70% automation of manual tasks.
3
Achieve measurable improvements: 20% fewer overdue invoices, 45% faster payment collection, and 70% automation of manual tasks.
3
Achieve measurable improvements: 20% fewer overdue invoices, 45% faster payment collection, and 70% automation of manual tasks.
My Role
My Role
Founding Product Designer: owned end-to-end flow
Founding Product Designer: owned end-to-end flow
Collaborated with CEO, PM, and Customer Success
Collaborated with CEO, PM, and Customer Success
The Process
The Process
Discovery
Discovery
Through user interviews and funnel analysis, we discovered a key gap:
AR managers had little visibility on overdue invoices, leading to manual chases and payment delays.
Through user interviews and funnel analysis, we discovered a key gap:
AR managers had little visibility on overdue invoices, leading to manual chases and payment delays.
Ideation
Ideation
During ideation, I explored multiple approaches: from showing everything to surfacing only critical fields. Feedback pushed me to simplify, then introduce a 4-tab lifecycle that mirrors how AR teams actually work.
During ideation, I explored multiple approaches: from showing everything to surfacing only critical fields. Feedback pushed me to simplify, then introduce a 4-tab lifecycle that mirrors how AR teams actually work.
The Solution
The Solution
Design & Validation
Design & Validation
We validated not just the overall flow, but each lifecycle tab. Pending reduced clutter, Outstanding improved overdue visibility, Dispute centralized communication, and Paid cleaned the workspace.
This lifecycle structure was confirmed by AR managers as a mental model that matched their real-world process.
We validated not just the overall flow, but each lifecycle tab. Pending reduced clutter, Outstanding improved overdue visibility, Dispute centralized communication, and Paid cleaned the workspace.
This lifecycle structure was confirmed by AR managers as a mental model that matched their real-world process.
#1 Pending
#1 Pending
We separated incomplete and unsent invoices into a dedicated Pending tab, reducing noise in active workflows. With clear sub-tabs and review/send actions, AR managers could triage unclear invoices twice as fast.
We separated incomplete and unsent invoices into a dedicated Pending tab, reducing noise in active workflows. With clear sub-tabs and review/send actions, AR managers could triage unclear invoices twice as fast.
#2 Outstanding
#2 Outstanding
Outstanding became the daily to-do space: a focused view with overdue filters, aging tags, and delivery status. AR teams gained real-time visibility, spotting risky invoices faster and acting before revenue slipped.
Outstanding became the daily to-do space: a focused view with overdue filters, aging tags, and delivery status. AR teams gained real-time visibility, spotting risky invoices faster and acting before revenue slipped.
#3 Dispute
#3 Dispute
We centralized invoice disputes into their own tab with status tracking and a chat-based slide-out. This turned messy WhatsApp/Email threads into structured, auditable workflows. Keeping disputes visible, accountable, and resolvable.
We centralized invoice disputes into their own tab with status tracking and a chat-based slide-out. This turned messy WhatsApp/Email threads into structured, auditable workflows. Keeping disputes visible, accountable, and resolvable.
#4 Paid
#4 Paid
The Paid tab showcased recent wins and compliance clarity. With WHT statuses and searchable payment records, AR managers had a clean audit trail while keeping their active workspace focused.
The Paid tab showcased recent wins and compliance clarity. With WHT statuses and searchable payment records, AR managers had a clean audit trail while keeping their active workspace focused.
The Impact
The Impact
30%
Fewer Overdue Invoices
📉
30%
Fewer Overdue Invoices
📉
30%
Fewer Overdue Invoices
📉
30%
Fewer Overdue Invoices
📉
30%
Fewer Overdue Invoices
📉
40%
Faster Dispute Resolution
📮
40%
Faster Dispute Resolution
📮
40%
Faster Dispute Resolution
📮
40%
Faster Dispute Resolution
📮
40%
Faster Dispute Resolution
📮
“Now I can see exactly what’s overdue at a glance.”
- AR Manager
“Now I can see exactly what’s overdue at a glance.”
- AR Manager
“Now I can see exactly what’s overdue at a glance.”
- AR Manager
“Now I can see exactly what’s overdue at a glance.”
- AR Manager
“Now I can see exactly what’s overdue at a glance.”
- AR Manager
52%
Faster Payment Collection
💰
52%
Faster Payment Collection
💰
52%
Faster Payment Collection
💰
52%
Faster Payment Collection
💰
52%
Faster Payment Collection
💰
"The Pending tab cleans up my view. I don’t waste time chasing invoices that aren’t ready yet."
- AR Staff
"The Pending tab cleans up my view. I don’t waste time chasing invoices that aren’t ready yet."
- AR Staff
"The Pending tab cleans up my view. I don’t waste time chasing invoices that aren’t ready yet."
- AR Staff
"The Pending tab cleans up my view. I don’t waste time chasing invoices that aren’t ready yet."
- AR Staff
"The Pending tab cleans up my view. I don’t waste time chasing invoices that aren’t ready yet."
- AR Staff
30%
Reduction in Days Sales Outstanding (DSO)
⏳
30%
Reduction in Days Sales Outstanding (DSO)
⏳
30%
Reduction in Days Sales Outstanding (DSO)
⏳
30%
Reduction in Days Sales Outstanding (DSO)
⏳
30%
Reduction in Days Sales Outstanding (DSO)
⏳
80%
Automation of Manual Collection Tasks
✨
80%
Automation of Manual Collection Tasks
✨
80%
Automation of Manual Collection Tasks
✨
80%
Automation of Manual Collection Tasks
✨
80%
Automation of Manual Collection Tasks
✨
The impact was clear: fewer late payments, faster collections, and stronger client trust. Echoing Zanbio’s metrics of 30% overdue reduction, 80% automation of manual tasks, and 40% quicker dispute handling.
The impact was clear: fewer late payments, faster collections, and stronger client trust. Echoing Zanbio’s metrics of 30% overdue reduction, 80% automation of manual tasks, and 40% quicker dispute handling.
Lesson Learned
Lesson Learned
1
Balance information with usability
AR managers wanted visibility on everything, but too much data felt like Excel. Prioritizing critical info while keeping details accessible made the system usable and trusted.
1
Balance information with usability
AR managers wanted visibility on everything, but too much data felt like Excel. Prioritizing critical info while keeping details accessible made the system usable and trusted.
1
Balance information with usability
AR managers wanted visibility on everything, but too much data felt like Excel. Prioritizing critical info while keeping details accessible made the system usable and trusted.
2
Automation works best with user control
AI autofill default ON sped things up, but adding a toggle gave managers confidence they weren’t ‘losing control’ to the system.
2
Automation works best with user control
AI autofill default ON sped things up, but adding a toggle gave managers confidence they weren’t ‘losing control’ to the system.
2
Automation works best with user control
AI autofill default ON sped things up, but adding a toggle gave managers confidence they weren’t ‘losing control’ to the system.
3
Structured research accelerates design decisions
Planting early seeds for Pending, Outstanding, Paid, and Dispute tabs in discovery meant smoother validation later, each state tied directly to user pain points.
3
Structured research accelerates design decisions
Planting early seeds for Pending, Outstanding, Paid, and Dispute tabs in discovery meant smoother validation later, each state tied directly to user pain points.
3
Structured research accelerates design decisions
Planting early seeds for Pending, Outstanding, Paid, and Dispute tabs in discovery meant smoother validation later, each state tied directly to user pain points.
4
Design clarity improves confidence
Adding tabs (Pending / Overdue / Dispute / Paid) gave users confidence they weren’t missing anything. Visibility reduced stress as much as it saved time.
4
Design clarity improves confidence
Adding tabs (Pending / Overdue / Dispute / Paid) gave users confidence they weren’t missing anything. Visibility reduced stress as much as it saved time.
4
Design clarity improves confidence
Adding tabs (Pending / Overdue / Dispute / Paid) gave users confidence they weren’t missing anything. Visibility reduced stress as much as it saved time.
Designing for AR workflows taught me that visibility and trust are as important as speed. Clear states, user-controlled automation, and early structured research combined to create a solution AR managers could rely on daily.
Designing for AR workflows taught me that visibility and trust are as important as speed. Clear states, user-controlled automation, and early structured research combined to create a solution AR managers could rely on daily.
Tools
Tools
Figma
Figjam
ClickUp
Miro
