Client assignments
From complex business system to a streamlined work tool
This case has been anonymized to protect the customer's business and technical solution.
The assignment
How can we simplify and streamline invoice processing? That was the starting point when we helped a consulting firm that handles large volumes of invoices every month where several roles were involved – consultants, consulting managers and the finance department.
The existing business system, Dynamics 365, was fundamentally tailored to the needs of the finance function but was perceived as unnecessarily complex for employees who only carried out parts of the process. Giving the entire organization full access to the business system was neither cost-effective nor appropriate. It would mean high licensing costs, extensive training efforts and increased complexity, without providing better support in day-to-day work.
The assignment therefore became to develop a user-friendly solution that simplifies invoice work for the right people, lowers barriers in the process and at the same time ensures that control and business logic remain in the core system.
The solution
The strategy was to have a layer on top of the business system. We developed a custom web application that serves as a user-friendly layer on top of Dynamics 365. Consultants and managers can perform their tasks in the invoicing process without working directly in the business system, while the finance department continues to work in its existing environment.
The result was a role-specific interface that presents each user with the right information and the right functions at the right time. This reduces both complexity and costs, while control over business data and logic remains where it belongs.
UX and workflows built for the real world
The starting point was the users' actual workday and how the invoice flow looked in practice. Through interviews and analysis two main needs were identified: being able to quickly find the right information and to work through tasks efficiently.
The solution is therefore based on:
- Overview before detail – the user should immediately understand the situation
- Clear visual hierarchy that guides the next step
- Minimized cognitive load in repetitive tasks
- Consistent patterns that reduce learning time
- Fewer clicks and minimized page changes
The dashboard functions as the hub of the solution where the user immediately sees what requires action and can act without unnecessary steps. Color coding and status markers are used to quickly signal what needs attention and what can wait.
We also worked actively to streamline the flow by reducing the number of clicks and unnecessary page changes. Many actions can be taken directly in list views through quick actions and context menus, which saves time and makes the work more intuitive.
The interface was adapted to the client's graphic profile but developed with a focus on functional clarity. The result is a design that supports the work, creates structure and makes everyday life easier for users, without taking focus away from what actually needs to be done.
Security and control
Security and control were central requirements in the solution. The application was integrated with the customer's Active Directory via single sign-on. Roles and permissions are retrieved from Dynamics 365 and reflect the organization's structure.
Each user has access only to what is relevant for their role, and all actions are logged for traceability. The application is also restricted to the internal network or VPN, which further strengthens security.
The result is a solution that meets high security requirements without creating friction for users and their day-to-day work.
Technical solution
The solution was built as a standalone web application with a clear separation of responsibilities between the interface, the integration layer and the business system.
The frontend was developed in React and TypeScript to create a fast and responsive interface. A .NET-based middle layer handles all communication with Dynamics 365 and ensures that business logic and data validation occur in the right place.
The architecture is layered and designed for long-term maintenance. Clear API contracts and separated domain logic make the solution robust and possible to further develop without affecting the core system
The focus was not on replacing the business system, but on complementing it with a user-friendly interface that offloads work and streamlines processes.
This is also one of the reasons the solution has been in stable operation for a long time, while being ready to adapt to future needs.
Results – stable operations and measurable impact
The solution has delivered:
- More streamlined invoicing flows
- Shorter lead times in the process
- Lower costs for licenses and management
- Better visibility and control within the organization
Five years later the solution is still used daily, with no operational disruptions or major incidents. It is clear proof that the architecture, technology choices and UX decisions stood the test of time.
This is an example of how the right digital support can simplify everyday work, reduce complexity and at the same time strengthen business control.
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