Travel_Xp
Optimising travel expense management in a public agency
Client:
NECCA
Role:
UX/UI Designer
Team:
1 PM, 2 Developers
Year:
2023-2024
THE CHALLENGE
Making public sector reimbursements more efficient
Greek public sector employees often struggle with travel expenses due to complex rules. This leads to mistakes in expense claims and delays in reimbursements, frustrating both employees and admin staff. A government agency asked our company to develop a custom platform that simplifies travel expense management. As the sole designer on this project, I was responsible for creating an intuitive web app that would speed up expense reimbursements.
Greek public sector employees often struggle with travel expenses due to complex rules. This leads to mistakes in expense claims and delays in reimbursements, frustrating both employees and admin staff. A government agency asked our company to develop a custom platform that simplifies travel expense management. As the sole designer on this project, I was responsible for creating an intuitive web app that would speed up expense reimbursements.
Greek public sector employees often struggle with travel expenses due to complex rules. This leads to mistakes in expense claims and delays in reimbursements, frustrating both employees and admin staff. A government agency asked our company to develop a custom platform that simplifies travel expense management. As the sole designer on this project, I was responsible for creating an intuitive web app that would speed up expense reimbursements.
Greek public sector employees often struggle with travel expenses due to complex rules.. This leads to mistakes and delays in expense claims and slow reimbursements, frustrating both employees and admin staff. A government agency asked our company to develop a custom platform that simplifies travel expense management. As the sole designer on this project, I was responsible for creating an intuitive web app that would speed up expense reimbursements.
THE SOLUTION
Seamless expense management
TravelXP makes dealing with travel expenses easier with a user-friendly interface and automated expense calculations. The app's intuitive design makes it easier to submit and handle claims, reducing errors and speeding up the whole reimbursement process.
TravelXP simplifies travel expense management with a user-friendly interface and automated expense calculations. The app's intuitive design makes it easier to submit and handle claims, reducing errors and speeding up the whole reimbursement process.
Cut down data entry by 68% with automatic calculations.
Cut down data entry by 68% with automatic calculations.
Halved claim's processing time through real-time data updates.
Halved claim's processing time through real-time data updates.
Improved user satisfaction to 6 out of 7 based on post-launch surveys.
Improved user satisfaction to 6 out of 7 based on post-launch surveys.
1=Unsatisfied - 7= Completely satisfied
USER RESEARCH
Inconsistencies and delays lead to frustration
Reimbursement policies are complex, and people often make mistakes in their expense claims, including ineligible expenses. This confusion causes a high rate of resubmissions, which slows down the process.
Reimbursement policies are complex and people often make mistakes in their expense claims, adding ineligible expenses. This confusion leads to a high rate of resubmissions, which further slows the process.
Reimbursement policies are complex, so people often make mistakes in their expense claims, adding ineligible expenses. This confusion leads causes a high rate of resubmissions, which further slows the process.
Reimbursement policies are complex, so people often make mistakes in their expense claims, adding ineligible expenses. This confusion leads causes a high rate of resubmissions, which further slows the process.
minutes
10 minutes
10
10 minutes
10 minutes
Average expense reimbursement processing time
Average expense reimbursement processing time
Average expense reimbursement processing time.
25%
40%
25%
25%
of claims contain mistakes in
compensation and expenses.
Claims contain errors in compensation and expenses.
Claims contain errors in compensation and expenses.
Claims contain errors in compensation and expenses.
60%
60%
60%
60%
of employees are unhappy with the current system
Employees unsatisfied with current reimbursement system
Dissatisfaction with current reimbursement system
Dissatisfaction with current reimbursement system
DESIGN
Automating expense claims
To address inconsistencies with expense reimbursements, I worked with the project manager and developers to decide on the key features of the app. We created a smart form that automatically calculates compensation according to the law, eliminating the guesswork and reducing errors. Once completed, claims go straight to the finance department for review, cutting out unnecessary steps and speeding up the process.
Overview and edit
Overview and edit
Overview and edit
Overview and edit
Dashboard for viewing
and editing claims.
Dashboard for viewing and modifying applications.
Dashboard for viewing and editing applications
Dashboard for viewing
and editing claims applications
Smart calculations
Smart calculations
Smart calculations
Smart calculations
Law-compliant calculations that minimise claims errors.
Law-compliant calculations minimising errors
Form submission
Form submission
Form submission
Form submission
Broken-down to digestible chunks to support scanning.
Broken-down to digestible chunks to support information scanning.
Broken-down to digestible chunks to support scanning.
Real-time updates
Real-time updates
Real-time updates
Real-time updates
Forwarding claims to admin stuff for faster processing.
Linkage of submission data for faster clearance
Making the form user-friendly
I initially designed a single, long form page but user testing revealed this was overwhelming. To address this, I broke the form into multiple steps, grouping similar questions. This made the process less complicated, allowing users to focus on one section at a time and complete the form more quickly and accurately.
I initially designed a single, long form page but user testing revealed this was overwhelming. To address this, I broke the form into multiple steps, grouping similar questions. This approach made the process less complicated, allowing users to focus on one section at a time. As a result, users completed the form more quickly and accurately.
VISUAL DESIGN
Clean and professional
Visually, I chose a minimal design with lots of white space, using blue as the main color with subtle accent colors to make information easier to read and understand. Blue conveys professionalism and trustworthiness, important for a government tool, while accent colors guide users' attention to key areas without distraction.
DELIVERY
Making complex government process user-friendly
The new app significantly improved efficiency and user satisfaction in the public agency. It now takes less than 5 minutes to process a claim, instead of 10, while users only need to fill in 6 boxes of information, down from 28 before. Finally when we asked employees their thoughts on the new app, they gave it a high score of 6 out of 7.
Reimbursement application
Simplified, accurate claim submission
Segmenting the application into smaller steps decreased manual calculations and mistakes, leading to more accurate claims, and less resubmissions.
Rapid, effortless
claims handling
Rapid, effortless claims clearance
Rapid, effortless claims clearance
By automatically routing claims to the finance department, the app reduces manual and repetitive tasks, thereby, accelerating the expense reimbursement process.
By automatically routing claims to the finance department, the app reduces manual and repetitive tasks, thereby, accelerating the expense reimbursement process.
By automatically routing claims to the finance department, the app reduces manual and repetitive tasks, thereby, accelerating the expense reimbursement process.
Reimbursement claim
Streamlined
claims
management
Streamlined claims management
A simple dashboard allows administrators track and process claims in real-time for faster, more accurate results.
Claims page for finance dpt.
VISUAL DESIGN
Clean and professional
Visually, I chose a minimal design with lots of white space, using blue as the main color with subtle accent colors to make information easier to read and understand. Blue conveys professionalism and trustworthiness, important for a government tool, while accent colors guide users' attention to key areas without distraction.
DELIVERY
Making complex government process user-friendly
The new app significantly improved efficiency and user satisfaction in the public agency. It now takes less than 5 minutes to process a claim, instead of 10, while users only need to fill in 6 boxes of information, down from 28 before. Finally when we asked employees their thoughts on the new app, they gave it a high score of 6 out of 7.
Segmenting the application into smaller steps decreased manual calculations and mistakes, leading to more accurate claims, and less resubmissions.
Simplified, accurate claim submission
By automatically routing claims to the finance department, the app reduces manual and repetitive tasks, thereby, accelerating the expense reimbursement process.
Rapid, effortless claims clearance
A simple dashboard allows administrators track and process claims in real-time for faster, more accurate results.
Streamlined claims management
