Intelligent Invoice Matching: The system matches entered invoice lines (on the left) with the original invoice (on the right), making it easier for AP specialists to resolve disputes by quickly spotting discrepancies.
Empowering Accounts Payable (AP) specialists to handle high invoice volumes with speed and accuracy.
Opportunity
Oracle’s ERP portfolio stands as an industry leader. To maintain its competitive edge, the organization prioritized a company-wide initiative to reduce manual tasks associated with key products.
Accounts Payable (AP) teams, in particular, are challenged by high transaction volumes, with some processing as many as 30,000 manual invoices each month. This workload forces AP clerks to painstakingly handle an average of 65 manual entries per day, with each entry taking approximately 3 minutes to complete. By streamlining this process, organizations can enhance both the volume and accuracy of invoices processed, leading to more timely payments and increased capacity for AP specialists.
Impact
Redesigned the AP system to cut manual entry time by 50% and streamline high-volume workflows. Key improvements included a prioritized invoice view, centralized faceted search, integrated analytics, and quick actions—creating a user-centered hub that boosts efficiency, accuracy, and engagement.
Redesigned Oracle’s outdated invoice template—sent to over 1.7 million customers annually—as a low-cost, high-touch opportunity to showcase Redwood and reinforce Oracle’s commitment to quality.
Baseline data provided insights into the most costly aspects to invoice processing
Research Activities
Conducted weekly learning workshops for the team to up level their knowledge of AP processes
Developed JTBD framework and user journey map to identify key user goals to focus on
Conducted Interviews with 17 AP Specialists and accessed telemetry data to create baseline
Expert interview
Journey Map: Through multiple sessions and workshops with AP and accounting experts, the team deepened workflow knowledge and identified user pain points.
Redesigned landing page using goal-driven UI elements—addressing data showing 70% of AP specialists exited immediately after login in the previous tool.
Design Activities:
Optimized design to reduce context switching and support data-heavy tasks.
Enabled faster, more organized AP workflows through intuitive design.
Partnered with component and dev teams to ensure feasibility.
Implemented new analytics to continuously test design impact.
Exploring ultra-wide layouts: Enhancing productivity by allowing AP specialists to view more data at a glance, reducing the need for excessive scrolling and context switching.
PO Matched Invoice Creation: Streamlined data entry where most fields are auto-populated after matching the invoice with a PO number.
Savings Opportunities: By surfacing payment discounts and options, agents can make informed spending decisions that optimize cash flow.