Improving partners payments for consolidated orders - Invoice in VistaNext

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VistaNext

B2B

Improving partners payments for consolidated orders - Invoice in VistaNext

Introduced faster payouts to partners by simplifying invoices for consolidated orders in VistaNext.

Introduction

provides customized print and design services tailored for small to mid-sized businesses and corporate teams. It offers scalable solutions including branded marketing materials, promotional products, signage, and apparel

My Role

I'm the lead UX designer for this project. I have headed this project with product manager (Nihed Abderrahmane) throughout this project.

Problem

Users are filling out the form from paid ads, eliminate the form and user should directly proceed to the masterclass registration.

#PROBLEM 1

Manual Invoicing Inefficiencies

Customers are experiencing friction due to manual invoicing and payment processes in the CurrentGen model
The existing workflow is time-consuming and error-prone
Lack of automation leads to operational inefficiencies and delayed payments
There is a clear need to modernize and streamline the invoicing experience

#PROBLEM 2

Fragmented Invoicing and Limited Payment Integration

Customers receive separate invoices for different locations or departments, causing confusion and complexity
Invoices cannot be paid directly through ProShop, adding friction to the payment process
FI team faces increased manual workload due to lack of consolidation and automation

#PROBLEM 1

Manual Invoicing Inefficiencies

Customers are experiencing friction due to manual invoicing and payment processes in the CurrentGen model
The existing workflow is time-consuming and error-prone
Lack of automation leads to operational inefficiencies and delayed payments
There is a clear need to modernize and streamline the invoicing experience

#PROBLEM 2

Fragmented Invoicing and Limited Payment Integration

Customers receive separate invoices for different locations or departments, causing confusion and complexity
Invoices cannot be paid directly through ProShop, adding friction to the payment process
FI team faces increased manual workload due to lack of consolidation and automation

Feature vision

To enhance the invoicing experience, we aim to enable direct invoice payments and automated receipts on ProShop, improving both customer satisfaction and payment efficiency. Redesigning the invoice structure will support better budget tracking and departmental accountability. Additionally, integrating with financial systems like Coupa will streamline workflows and attract partners seeking more efficient invoicing. Offering customizable invoicing options based on user segment, role, or budget will further ensure the solution meets diverse partner needs.

Process

This was a Key Responsibility (KR) for FY25Q3. This feature is further divided in phases

User Goals (Partners)

We have done the exercise of currentgen flow analyses and came with user goals to be focused on

Solution & Plan of Action

We decided to takcle the problem in these ways

#SHOPPER

Quick order process

No payment checkout to be introduced where shopper can place a order in a minimum clicks.
Let shopper place order without blocking their checkout flow even credit limit has been exhausted.
Clear expectation set before placing an order that order will be in Pending state unless admin takes necessary action.

#SHOPPER

Clear communication

Shopper get notification through VistaNext platform and emails about the order.
Pending state information should be shown to user in multiple state in shopper buying journey.
Shopper can always go back with previous orders placed and track why orders took time as admin action was expected in exhausted credit limit scenario.

#ADMIN

Invoice tab - Consolidated invoices view

All the orders placed in a particular month generates a Invoice and shown to the admin.
Downloadable invoice view to track number or order and total amount to be paid to VCS.
Keep a track of all the the invoices and store spend using Invoice as a payment method to keep admin for Spend management

#ADMIN

Credit Limit management

VCS’ FI team to analyse and provide a Credit limit for Invoicing to partners.
Credit limit to be used by shoppers while placing order and Admins keeps a track of it.
Credit Limit get enabled as Invoicing is made available for partner stores
Credit limit tracking to be enabled for admins

#ADMIN TOOL I INTERNAL TOOL FOR VCS

Enable Invoicing and set Credit limit

FI team analyses and enables Invoicing and Credit limit for partners
Invoicing and Credit limit functionality/components to be tightly coupled
Credit limit can be changed as per partners request and past transactions

#ADMIN TOOL I INTERNAL TOOL FOR VCS

Select Invoice address

Invoice address can be set
Invoice address further helps in manage budget for the partner and store level
Monthly Invoice to be addressed to company's legal address in the country

#SHOPPER

Quick order process

No payment checkout to be introduced where shopper can place a order in a minimum clicks.
Let shopper place order without blocking their checkout flow even credit limit has been exhausted.
Clear expectation set before placing an order that order will be in Pending state unless admin takes necessary action.

#SHOPPER

Clear communication

Shopper get notification through VistaNext platform and emails about the order.
Pending state information should be shown to user in multiple state in shopper buying journey.
Shopper can always go back with previous orders placed and track why orders took time as admin action was expected in exhausted credit limit scenario.

#ADMIN

Invoice tab - Consolidated invoices view

All the orders placed in a particular month generates a Invoice and shown to the admin.
Downloadable invoice view to track number or order and total amount to be paid to VCS.
Keep a track of all the the invoices and store spend using Invoice as a payment method to keep admin for Spend management

#ADMIN

Credit Limit management

VCS’ FI team to analyse and provide a Credit limit for Invoicing to partners.
Credit limit to be used by shoppers while placing order and Admins keeps a track of it.
Credit Limit get enabled as Invoicing is made available for partner stores
Credit limit tracking to be enabled for admins

#ADMIN TOOL I INTERNAL TOOL FOR VCS

Enable Invoicing and set Credit limit

FI team analyses and enables Invoicing and Credit limit for partners
Invoicing and Credit limit functionality/components to be tightly coupled
Credit limit can be changed as per partners request and past transactions

#ADMIN TOOL I INTERNAL TOOL FOR VCS

Enable Invoicing and set Credit limit

FI team analyses and enables Invoicing and Credit limit for partners
Invoicing and Credit limit functionality/components to be tightly coupled
Credit limit can be changed as per partners request and past transactions

Features

I have collated few key features and components/designs attached with it

Design System

Vista's design system

SWAN enables digital product teams to design, prototype and accelerate building exceptional experiences for all Vista customers. Access open source design system from here

Collaborative tools

Reflection

I learned a lot about the opportunities in scaling this feature by extending to spend management real time tracking

% of partners migrated

Data is collected by the Design & product team chasing success metrics (Confluence)

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Resume

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Runs on vibes