Bringing Order to Operational Workflows
Project start
October 2025
Timeline
4 months
Client
FinPilot
Services
UX, UI, User Research, IA & Data Analytics
Description
The process of documenting and monitoring the financial activities of a company that handles high transaction volumes, project registrations, and invoice closures on a daily basis can be complex.
Teams often get lost among fragmented communications and scattered information stored across multiple channels and spreadsheets.
The challenge
In the existing workflow, after contracts are closed by the sales team, the information is not automatically integrated into the management system.
This lack of integration makes it difficult to track the client and project lifecycle, resulting in limited visibility over documents, status, consumption, billing, and history.
In addition, the absence of alerts and fragmented communication between departments compromise operational control and efficiency.
Design Process
To understand user pain points and build a robust workflow, we held several alignment sessions with end users to map the current journey from contract closing to project registration, the handoff process between project and finance teams, and the financial information required for accurate tracking and reporting. From these insights, we designed an integrated solution connecting sales, project management, and finance, ensuring all teams have centralized access and visibility throughout the process.
The objectives were clear: provide managerial and analytical visibility over clients and projects, improve control, transparency, and efficiency in financial management, enable complete visibility over documents, project status, consumption, billing, and client history, and reduce fragmented communication through centralized alerts and notifications.
Solutions delivered
Centralized client overview
A redesigned client interface now allows users to view all clients, including their profile details, project history, and contracted packages.
The new layout offers more complete data, giving teams greater control and clarity.
Solutions delivered
Project registration and tracking
Users can now create and manage projects, which are automatically sent to the finance dashboard.
This enables the finance team to fill in billing information directly in the system, ensuring that all financial data remains centralized and accessible to everyone.
Solutions delivered
Optimized financial flow
A new centralized hub allows teams to track closures, deliverables, due dates, and billing cycles in one place.
Other departments can independently view financial data and project progress, reducing the constant need to contact the finance team for updates.
Results
The product is now fully adopted by internal teams, replacing fragmented communication with in-app alerts, notifications, and automated updates.
Information is centralized, eliminating parallel channels and scattered documents.
The company gained a clear and efficient overview of client and project lifecycles.
