From 20-page forms to one-click invoicing

CoachArt initially used a fixed-length Google Form for users to submit their reimbursements. Through our own evaluation, we believed that the form was padded with unnecessary pages which made reviewing frustrating. Thus, we designed a preview layer so users could easily view all of their submissions and notice any inconsistencies at a glance.

However, early feedback said that editing an entry required too many clicks so we opted for a tabbed format that allowed users to easily edit and compare reimbursements.

Volunteers emailed raw purchase links to admins, but the lack of visible confirmation often led to missing information or the wrong item being sent. Thus, we added link previews, quantity counts, and pricing, but without a clear layout hierarchy, the screen still felt cluttered and hard to parse.

Ultimately, I designed items to be displayed in a familiar e-commerce-style layout, aligning with existing mental models and user flows.

In order to use Bill.com's API to automate invoice creation, submissions needed to be in a PDF format. Our first thought was to generate a PDF immediately after the volunteer’s submission so the admin needed to just review the PDF. However, I realized that the timing was wrong: admins needed to review submissions first, PDF generation was the final step.

Because the static PDF was the final step, we were able to build interactive, item-level check marks with streamlined feedback flows, letting admins flag issues precisely and invoice in a single pass.