PharmaFieldz – Expense Workflow
Designing a fast, reliable, and offline-friendly expense experience for field teams.
Users
Field executives in pharma and healthcare operations who manage daily visits and incur expenses on the go.
Problem
- Expense logging is delayed or forgotten
- Manual entry is repetitive and time-consuming
- Receipts are frequently missing
- Poor network connectivity interrupts submission
- Delayed reimbursements reduce user trust
- Incomplete submissions lead to rejection cycles
- Managers spend extra time on follow-ups
- Lack of visibility impacts reporting accuracy
Why This Matters
- Impacts daily productivity of field teams
- Reduces trust in reimbursement systems
- Creates operational inefficiencies
- Affects reporting and financial accuracy
Objective
Enable users to log and submit expenses in under a minute with minimal effort, even in low network conditions.
Design Approach
Speed First
Minimized number of fields with quick actions and smart defaults.
Guided Interaction
Step-by-step flow with inline validation to reduce errors.
Offline First
Save locally and automatically sync when network is available.
User Flow
Dashboard → Expense List → Add Expense → Attach Receipt → Review → Submit → Status Tracking
Alternate Paths
- Save as draft
- Submit without receipt (with warning)
- Retry on failure
- Offline save → auto sync later
Product Screens
Dashboard
Add Expense
Review Expense
Submission
Tracking
Offline Mode
Profile
Use Cases
Quick Expense Logging
Capture and submit expenses within seconds.
Offline Expense Entry
Expenses are saved locally and synced later.
Receipt Automation
OCR extracts data reducing manual input.
Status Tracking
Track approval and reimbursement stages.
Key Challenges
- Designing for time-constrained users
- Reducing repetitive input
- Handling incomplete data
- Managing offline states clearly
Design Decisions
- Progressive disclosure to reduce cognitive load
- Auto-fill from OCR
- Clear status indicators
- Offline-first system design
Design Principles
- Prioritize speed for on-the-go users
- Guide users to reduce errors
- Ensure clarity across all states
- Design for unreliable network conditions
Success Metrics
- Reduced time to log expenses
- Higher submission completion rate
- Fewer rejected claims
- Improved approval visibility
- Reduced manager follow-ups
My Contribution
- UX research and problem definition
- User flow and interaction design
- Wireframes and mobile UI design
- Visual design and system alignment
- Cross-functional collaboration
Outcome & Impact
- Faster expense logging
- Improved submission accuracy
- Better visibility of approval stages
- Designed for real-world field conditions