Improving the process of

entering business expenses

Improving the process of entering business expenses

Improving the process of entering business expenses

B2B

Mobile first

User Research

UI

ROLE

Product Designer

YEAR

2023

SCOPE

Discovery to Delivery

TOOLS

Figma, Notion

🔎 About Jump

Jump is a start-up created in 2020 aimed at making freelancers’ life easier, by helping them manage their activity. More precisely, Jump enables them to deal with their daily admin tasks through a simple online platform. Gauthier Casanova, Head of Design at Jump, came to brief us on this design problem.

✓

1000 freelancers

registered on Jump

✓

34 000 expenses

entered

🤔 Context of the problem

Jump noticed that freelancers usually enter their business expenses at a single point at the end of the month. Therefore, Jump’s Customer Success Managers feel overwhelmed as they have to validate thousands of fees at the end of each month.

✓

Freelancers add on average 9,42 fees / month

✓

CSM receive 4 000 fees to validate each month

ROADMAP

Using Design Thinking to come up with solutions

Finding inspiration to build an intuitive solution

Finding inspiration to build an intuitive solution

For this project, we covered the full scope of the design process, from Discovery to Delivery.
User Research was especially important to well understand the mindset and habits of freelancers.

For this project, we covered the full scope of the design process, from Discovery to Delivery. User Research was especially important to well understand the mindset and habits of freelancers.

For this project, we covered the full scope of the design process, from Discovery to Delivery. User Research was especially important to well understand the mindset and habits of freelancers.

User Research

to collect insights from freelancers

Ideation

to generate

potential solutions

Prototyping

to make our ideas come to life

User tests

to gather feedback

Iteration

to improve the first prototype

  1. Ideation

to generate

potential solutions

  1. Prototyping

to make our ideas come to life

  1. User tests

to gather feedback

  1. Iteration

to improve the first prototype

👩🏻‍💻 About my role

I was involved in every step of the design process, with a particular focus on ideation and analysis of users' insights.

I found it particularly interesting to understand freelancers' habits and difficulties.

I was involved in every step of the design process, with a particular focus on ideation and analysis of users' insights. I found it particularly interesting to understand freelancers' habits and difficulties.

JUMP'S PROBLEM

How can we improve the entry of business expenses

and encourage freelancers to enter them more regularly ?

How can we improve the entry of business expenses and encourage freelancers to enter them more regularly ?

USER RESEARCH

Understanding freelancers' mindest and habits

Understanding freelancers' mindest and habits

🗓 Methodology

To understand better Jump's challenges and collect useful insights, we decided to conduct qualitative interviews.

Semi-directed interviews

5 freelancers

45-60 minutes

via Google Meet

🎯 Research objectives

  1. Explore

Discover freelancers' habits and tools regarding their administrative tasks, and more particularly their professional fees.

  1. Empathize

Understand the freelancers' mindset, behaviors and main difficulties when they are dealing with accounting tasks and professional fees.

👤 Profiles

Mourad

59 yo, coach in business creation

Marie

42 yo, consultant in editorial content

Martin

32 yo, freelance media strategist

Mourad

59 yo, coach in business creation

Marie

42 yo, consultant in editorial content

Martin

32 yo, freelance media strategist

Thomas

55 yo, negotiator

Kimdary

32 yo, photographer

Thomas

55 yo, negotiator

Kimdary

32 yo, photographer

⭐️ Key insights
Learning #1 : Freelancers find this task too time-consuming
Learning #1 : Freelancers find this task too time-consuming
Learning #1 : Freelancers find this task too time-consuming

"The time I spent dealing with this is time I could use developing my business, so it annoyes me." - Martin

"The time I spent dealing with this is time I could use developing my business, so it annoyes me."

- Martin

5/5 panelists

Learning #2 : Freelancers have often the same recurring expenses
Learning #2 : Freelancers have often the same recurring expenses
Learning #2 : Freelancers have often the same recurring expenses

"I basically have to enter the same 3 kind of fees every month: lunches, phone and internet subscription."

- Marie

"I basically have to enter the same 3 kind of fees every month: lunches, phone and internet subscription." - Marie

4/5 panelists

Learning #3 : It requires a careful organisation not to loose any receipts
Learning #3 : It requires a careful organisation not to loose any receipts
Learning #3 : It requires a careful organisation not to loose any receipts

"I'm always afraid I might loose a receipt, I had to become very organized." - Kimdary

"I'm always afraid I might loose a receipt, I had to become very organized."

- Kimdary

4/5 panelists

REVISED PROBLEM

How might we make the flow simpler and faster

so as to change freelancers' perception on this task ?

OBJECTIVES

⏰

Speed

Reduce the time to

enter a fee

📦

Efficiency

Make the process of entering expenses easier

🗓

Regularity

Improve recurrence on the plateform

IDEATION

Generating as many ideas as possible thanks to tools and workshops

Using ideation tools such as mindmapping, crazy eights and storyboards, we generated many possible ideas to answer Jump's challenge. We decided to prototype and test the ones that fitted best with the timeline, the scope and the KPIs of the project.

CTA on homepage

A quick access to enter a new business expense

Taking pictures of receipts

to gain time over scanning, saving, sending

Taking pictures of receipts

to gain time over scanning, saving, sending

Taking pictures of receipts

to gain time over scanning, saving, sending

Scan of the info (OCR)

An automatic scan and filling of the key information

Scan of the info (OCR)

An automatic scan and filling of the key information

Scan of the info

An automatic scan and filling of the key information

A storage space

so that users can have the option to finish later the task

Recurring categories

Identifying the most current fees to gain time

Favorite guests

to gain time for meals fees with recurring guests

Bulk upload

to enable users to add several receipts at a time

Bulk upload

to enable users to add several receipts at a time

Bulk upload

to enable users to add several receipts at a time

Reminder notification

on the homepage to remind users to enter their fees

Reminder notification

on the homepage to remind users to enter their fees

Reminder notification

on the homepage to remind users to enter their fees

After that phase of ideation, we decided to pick the ideas that would have the most impact and added value on our project, but also that seemed the fastest and simplest to implement for Jump.

🙌 Ideas we kept

OCR scanning

Recurring categorie

Taking pictures of the receipts

Favorite guests

🗑 Ideas we dropped

Bulk upload

Storage space for untreated receipts

Reminder notifications

Gamification

BENCHMARK

Finding inspiration to build an intuitive solution

Finding inspiration to build an intuitive solution

Finding inspiration to build an intuitive solution

Shine

—> The possibility to take a picture of the receipts directly with the app

Spendesk

—> Use of OCR techonology to automatically enter details of business expenses

Doctolib

—> Option to add doctors to a favourite list, to save time booking appointments

PROTOTYPING

Using Figma to make our ideas come to life

Using Figma to make our ideas come to life

We worked with Figma components as much as possible to make the process of iterating much easier.
Here is an extract of our Figma file :

We worked with Figma components as much as possible to make the process of iterating much easier. Here is an extract of our Figma file :

We worked with Figma components as much as possible to make the process of iterating much easier. Here is an extract of our Figma file :

PROTOTYPE V1

Based on our ideation workshop, we selected 3 main ideas to prototype on Figma and test :

OCR scanning

technology

Based on a picture of the receipt, the information will be scanned and entered automatically.

Simplification of the
category selection

The 4 most used categories will be shown more visually, in order to make it easier and faster to enter recurring expenses.

Selection of

favorites guests

Selection of favorites guests

For business lunches, we added the option to enter recurring contacts, in order to save time in the process.

USER TESTS

Collecting feedbacks to reduce risk and iterate

Collecting feedbacks to reduce risk and iterate

Collecting feedbacks to reduce risk

and iterate

🗓 Methodology

To test our new features and collect feedback, we conducted user tests.  We interviewed 5 people, not all freelancers, but all used to dealing with business expenses.

Semi-directed tests

5 testers

30 minutes

via Google Meet

👤 Profiles

Audrey

30 yo, brand manager

Mourad

59 yo, coach in business creation

Sophie

30 yo, business developer

Marie

42 yo, consultant in editorial content

Martin

32 yo, freelance in media strategist

Audrey

30 yo, brand manager

Elisabeth

59 yo, coach in business creation

Marie

42 yo, consultant in editorial content

Martin

32 yo, freelance in media strategist

Sophie

30 yo, business developer

✅ What worked

5/5 found that taking a picture of the receipt was very handy

This feature enables to save time and avoid loss of receipts. Spontaneously, 4/5 also said that it would encourage them to enter their business expenses simultaneously instead of waiting for the last minute.

"It's so practical to be able to take a picture directly of the receipt, and not have to scan it !"

"I really liked it: it's quick and simple, it's not long to fill in like it can sometimes be on some ticket selling websites."

- Audrey

5/5 said that the OCR scanning was a very good way to gain time

The OCR (optical character recognition) is a technology that can identify the key informations of a document and automatically fill the corresponding fields. In this project, it is a way to simplify this task for freelancers.

"I really enjoy the fact that everything is already filled in automatically, it's very useful."

"I really liked it: it's quick and simple, it's not long to fill in like it can sometimes be on some ticket selling websites."

- Marie

5/5 liked the "Favorite guests" feature

We developed this feature following our user research, because all freelancers have recurring expenses; business lunches are often one of them. With this new possibility, they can save time in the process.

"It's very useful because I often have business lunches with the same clients."

"I really liked it: it's quick and simple, it's not long to fill in like it can sometimes be on some ticket selling websites."

- Mourad

🛠 What we reworked

0/5 found easily the access to enter business expenses on the app

We did not change the path to access the business expenses on our first prototype, and we discovered during testings that users did not find it easily on Jump's platform.

"It's not intuitive at all to access to "Expenses" through the "Revenue" Tab."

"I really liked it: it's quick and simple, it's not long to fill in like it can sometimes be on some ticket selling websites."

- Martin

—> What we changed : we added a new tab in the navigation bar named "Frais Pro" to simplify the access. Also, we added a quick access on the home page of the app.

Prototype V2 :

Prototype V2 :

3/5 got confused by the category selection

In our first prototype, we redesigned the category selection to put forward the top 4 most used. However, users got confused by the "All categories" drop menu that was. displayed under the top most used categories.

"I clicked there even though I had already selected my category because I thought it was referring to something else."

"I really liked it: it's quick and simple, it's not long to fill in like it can sometimes be on some ticket selling websites."

- Sophie

—> What we changed : we changed the design of the drop menu to clarify the fact that the category was already selected above.

FINAL PROTOTYPE

Using users feedback to improve our solution

Using users feedback to improve our solution

Using users feedback to improve our solution

FIGMA FILE

It's important to work in an organized Figma space in order to make the team work as easy as possible. It also facilitates greatly the process of iteration. Here is an extract of our Figma file :

NEXT STEPS

Here are a few ideas of how we could push this project further :

🧪

Tests

Conducting more tests on our prototype could enable us to improve it even more.

🧑‍💻

Development

Working with a developer team to implement our solution in the app.

📤

Handoff

Making sure our files are well organized to make it simple for a future team to use.

Making sure our files are well organized for a future team to use.

CONTACT

Héloïse Barrand-Pinto

Product Designer

heloise.barrandpinto@gmail.com

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