Booking and Accounting System

Context

The car leasing workflow operated across two separate systems, creating friction and delays that both teams had to work around daily.

A booking system used by salesmen and an accounting system used by accountants — each role depended on the other to complete a single booking lifecycle. Constant back-and-forth communication was required, and any delay or miscommunication resulted in inefficiencies.

My Role UIUX Designer, PM, QA

Team 1 Full-stack Dev

Timeline 2024 – 2025

Research

Solution Highlight

Unified system

A unified booking system with integrated accounting workflows was introduced for both salesmen and accountants.

Instead of rebuilding the accounting system from scratch, the new system integrated with it via API:

Actions performed on the booking system automatically generated the relevant financial documents in the accounting system
Invoices, receipts and data are pulled from the accounting system, which remains as the source of truth for financial data

By displaying financial documents directly within the context of each booking lifecycle, both teams gained shared visibility into booking and payment statuses without relying on constant back-and-forth communication.

Payments tab within the booking detail page

Payments tab displaying all financial documents related to the booking

Booking flow with enforced SOP and controlled flexibility

For salesmen, I designed the interface to suit the booking workflow for clarity, complete with logs, and introduced structure through system-enforced workflows.

At the same time, the system was designed around controlled flexibility:

Salesmen were allowed to make changes to bookings before the rental agreement was printed and signed
Once the lease starts, only managers could make amendments
A log was added to track every change made to a booking, improving transparency across teams and making it easier to investigate bugs and disputes

Operational inconsistencies dropped as common errors were prevented and reliance on memory and manual SOP adherence was reduced.

Payments dashboard for Accountants

For accountants, I designed a payments dashboard providing a centralised overview of outstanding invoices, payment statuses, and their linked bookings and customers within a single interface.

This enabled faster payment verification, and streamlined operational tasks such as bulk generation of recurring monthly invoices.

Further automation with Customer Portal

After the booking system was fully migrated and stabilised, I designed a lightweight customer portal integrated into the marketing website.

The portal allowed customers to independently access their booking details, retrieve invoices and receipts, and make payments online.

Reduced customers' reliance on salesmen for document requests and improved overall convenience through self-service access to essential booking and payment information.