Tea?

BrightPearl

Redesign a SaaS for Desktop

My Role

  • Lead UX Researcher
  • UI Designer Support

Timeline + Deliverables

  • 4 weeks
  • Marketing Research
  • 2 Persona
  • New Workflow
  • Iterations on Design

Key Methods

  • Stake holders' Interviews
  • User Interviews
  • Comparative Competitive Analysis
  • SWOT Analysis
  • Persona
  • Problem Statement
  • New Workflows
  • Usability Testing
  • Hi-Fi Prototype

Problem

We were originally hired to enhance the user interface of the filters option section on some pages with big data. However, we soon discovered that we had a more important problem to solve. The accounting process from purchase to payment is complex and makes the lives of accountants difficult.

Solution

We transformed the old workflow process into a streamlined and efficient one. We eliminated all the hassle and frustration of workarounds and added new feature that let users skip them altogether. Now users can save time and avoid errors when performing their daily task.
Jump to Hi-Fi Prototype
Jump to Hi-Fi Prototype

Overview

Brightpearl is a Cloud-Based B2B SaaS Retail Operating System that connects and automates your sales channels, inventory, accounting, and more. It is designed for retail and wholesale brands that want to grow fearlessly with flexible, scalable, and reliable features. Brightpearl offers expert-led implementation, transparent pricing, and superior customer support.

Key Metrics

  • Cost per invoice: Invoice processing costs range from $1 to $21, with an average of $10.89 in 2021.
  • Invoice cycle time: The average time to pay an invoice is 11.4 days in 2021, but best-in-class performers can do it in 3.9 days.
  • ERP implementation failure rate: Half of ERP projects fail to meet their goals, exceed their budget, or take too long, and only 17%.
  • Utility costs: Cloud-based ERP solutions can cut IT costs by 46%, including utility costs, and also save on hardware and software costs.

Research

What they thaught:

Our initial challenge was to enhance the user interface of the filter option, based on the feedback from the stakeholders , such as product managers and the VP of sales, who were avid users of the data. However, we felt that we needed to validate the problem with the actual customers who were using the software. We persuaded the stakeholders to let us conduct user interviews and managed to get five customers on board.

What we found:

Through these interviews, we discovered that the real problem was not just the user interface. We then used our insights to design a better solution that met both the stakeholder and customer needs.

We used affinity mapping to organize and analyze the data we collected from our interviews.
See Figma File Here
See Figma File Here

SWOT Analysis

Finding information about a “Cloud Based ERP Accounting Software” was not easy, as it is a very niche product. We had to dig deep into the competitive landscape and sign up for demos on various websites to compare and contrast different products with our client’s solution. One product that stood out was “NetSuite”, which we found out, later on, was often mentioned by Brightpearl executives as the main rival in their strategic planning meetings.

Synthesis

Understanding Users

We wanted to understand the daily challenges of our users, so we asked them to share their experiences with us. We learned that they had different priorities than our stakeholders. They cared more about the workflow and efficiency of the accounting process than the aesthetics of the interface. They revealed three main pain points that made their work frustrating and time-consuming:

  • They had to create a fake PO to record a partially received purchase order, which was confusing and tedious.
  • They had no option to enter an invoice date to track the due date or make adjustments. They had to keep all recent invoices and physically look for them if they needed to double-check.
  • They had to process payments for multiple invoices individually, which was stressful and inefficient.

We realized that these issues were more urgent to address than improving the UI of the filter options.

Old User Flow

See Figma File Here
See Figma File Here

New User Flow

See Figma File Here
See Figma File Here

Implementation

Design

Sketching

Design

Sketching

Mid-Fi Wireframes

Solution

We came up with a solution that consisted of three main features:
 
    • A “Receive Partially” button that allowed users to record a partially received purchase order without creating a fake PO.
 
    • An option to enter an invoice date and payment due date to track the payment status and avoid late fees. Additionally, a purchase order spot that linked the invoice to the PO for easy reference.
 
    • An export/import option that enabled users to export their data as an excel spreadsheet and filter it by various criteria. They could also import the data back and update it automatically. They could then simply click pay to process the payment.
We came up with a solution that consisted of three main features:
    • A “Receive Partially” button allowed users to record a partially received purchase order without creating a fake PO.
    • An option to enter an invoice date and payment due date to track the payment status and avoid late fees. Additionally, a purchase order spot that linked the invoice to the PO for easy reference.
    • An export/import option that enabled users to export their data as an excel spreadsheet and filter it by various criteria. They could also import the data back and update it automatically. They could then simply click pay to process the payment.

    • Iteration

    To gain the best insight possible, we ran extensive usability tests with accountants who use various ERPs. Here are some of the iterations, to name a few, we made based on their feedback.

    High-Fidelity Prototype

    We delivered a final product that incorporated consistency and simplicity in our solution by creating new library components on Figma . Despite the challenges in timing and development constraints, we demonstrated our ability to solve problems and create user-friendly designs.

    Impact

    For any Mid-Size Company: 

    • Save 50 hrs. - 80 hrs of working hours weekly.
    • Reduce substancially weekly Overhead Cost by cutting unnecessary Temp positions hired to just complete workaround tasks
    • Increase Employees pay rate especially for those that have a shared equity benefit agreement
    • Reduce monthly expenses by approximately $70,000
    • They would be able to pay invoices on time. Maintain excellent relationships with suppliers
    • Able to take advantage of discounts and rebates on items paid within the terms agreed upon
    • Avoid Fees and Service Interruptions

    Next Steps

    • Enhance other workflows such as the Prepayment, Account Reconciliations …etc To further improve the user experience and substantially reduce the overhead cost.
    • Enhance more of the UI aspect of the platform to increase Sales and bring in Cash Flow.
    • Reduce the spacing on the financial statements to improve Executives' and higher stakeholders' experience.
    • Add the collapse options on the financial statement page to expand accounts in detail only when needed so it does not look overwhelming.
    • Add more features to the filters 
    • Make the columns scroll left and right on the General Ledger
    Tea?
    Tea?