Problem

Companies operating in the accounting and compliance sectors handle large quantities of documents, invoices and sensitive data on a daily basis, distributed across different tools that are poorly integrated with each other.

Accountants, Administrative & Financial Managers, faced:

• Sensitive documents and data distributed across multiple tools and channels, without a unified acquisition and tracking flow.

• Repetitive manual processes (receipt and registration) that cause errors, duplication and wasted time.

• Difficulty converting unstructured documents into usable data, resulting in limited efficiency and control.

• Limited tracking and verification, making it difficult to reconstruct actions and assign responsibility.

• No real-time visibility on compliance and process status, leading to decisions based on delayed or partial information.

• Existing tools focus on isolated features, not on an integrated end-to-end workflow.

Discovery Insight

-55%

Efficiency in document management processes

65%

Total visibility into all business expenses

3 – 5%

Error or duplicate rate

30

Avg. invoice processing time

This data highlights how manual and fragmented processes reduce efficiency, limit expense visibility and increase errors, creating operational friction and delays.

Goals

The main goal was to design a platform that was:

• Trusted in a highly regulated and responsible environment.

• Efficient, reducing operational errors and processing times.

• Scalable, adaptable to different roles, companies and systems.

• Clear, even when managing complex data.

Users

Accountants

Experts responsible for day-to-day accounting activities. They manage accounting records, invoicing, budget checks and document management, ensuring that everything is accurate, timely and compliant with current regulations. Their work is characterized by precision and efficiency.

Administrative Managers

Coordinates and supervises administrative and management processes. Monitors company performance, manages internal approvals and ensures compliance with company procedures. Has a cross-functional view of processes and works to improve organization and productivity.

Financial Managers

Responsible for financial planning and control. Analyzes economic data, KPIs and strategic reports to support informed business decisions. Focuses on performance, economic sustainability and regulatory compliance, with a focus on the medium to long term.

My Role

I led the end-to-end design process using a user-centered Agile approach, working closely with stakeholders and the technical team to quickly adapt solutions to evolving needs, feedback and technical requirements.

The process included:

• Analysis of the operating context, regulatory constraints and documents, to understand accounting processes, user language and compliance responsibilities.

• Request requirements by meetings and talking with SAP consultants and product owner.

• Definition of user flows and information architecture in line with actual workflows.

• Wireframes and prototypes, used to validate solutions internally and guide iterations.

• Technical alignment and service blueprint definition to map end-to-end interactions.

• Design of the final interface and user interface components, with a focus on clarity, consistency and scalability.

• Clear and structured handoff, supported by complete documentation of user flows, use cases and new components, to deliver a fast and efficient development process.

• Testing of the implemented workflows compared to all use cases and validation of the design.

• Iterations based on feedback, with workflows and design improved based on the results.

Particular attention was focused on the consistency of the model and on building, from scratch, a solid foundation for a new design system.

Solution

Comply is a modular platform that simplifies document management, invoicing and compliance monitoring.

From a UX perspective:

• Web application for accountants, enabling operational management and detailed control of accounting processes.

• Mobile application for managers, providing real-time access to key data, approvals and activity monitoring on the go.

• Role-based dashboards delivering an immediate overview of activities and KPIs.

• Document reception from global platforms, centralizing the reception of accounting documents across multiple sources.

• OCR-based data extraction, transforming unstructured documents into structured, usable data.

• AI-powered automation, supporting validation, anomaly discovery and workflow optimization across the entire accounting lifecycle.

• Automatic account registration and posting, simplifying accounting activities and reducing manual entries and errors.

• Centralised digital archive, ensuring advanced search capacity and full document tracking.

• Integrated dispute management, enabling transparent tracking and resolution of discrepancies.

• Guided workflows, designed to reduce ambiguity and minimize risk in high-complexity environments.

• Functional and consistent interface design, prioritizing clarity, hierarchy and usability over aesthetic elements.

Business Impact

+75%

Efficiency in document management processes

100%

Total visibility into all business expenses

0

Double or missing expenses

25

Minutes saved per invoice processed

These results highlights how a user experience designed around real-world contexts improves efficiency and the quality of work.

This is the result of a complete and iterative process, where each feature was tested with beta companies to verify it's value before implementing it on a large scale.

Learnings

This project reinforced some key lessons:

• In complex B2B products, clarity and consistency are more important than visually sophisticated solutions.

• Ongoing communication with stakeholders and developers is essential to balance UX, technical constraints and regulatory requirements.

• Designing for compliance means designing for trust: every design choice communicates credibility.

Comply Platform was a highly complex project that allowed me to work on processes, systems and strategic decisions, as well as on the interface.