Earnipay Back Office — Simplified Admin Workflows

Context

Earnipay’s business portal and back-office app power everything from compliance checks to transaction management and savings oversight. But internal teams found the existing tools confusing: data was scattered, screens felt cluttered, and everyday tasks took far too long.

Background

Admins and compliance officers relied on a patchwork of tables, pop-ups, and hidden menus. Onboarding new team members meant hours of training just to find the right screens. Mistakes slipped through because key controls were buried. Leadership asked for a fresh, unified interface that was both powerful and easy on the eyes.

Core Problem

Managing core workflows—approving transactions, monitoring compliance, setting up new business accounts, and tracking savings—was tedious and error-prone. The old system felt like chaos: no clear structure, inconsistent layouts, and zero guidance.

Pain Points

1. Scattered Navigation: Teams couldn’t find the right module without hunting through nested menus.

2. Data Overload: Tables crammed with columns made it hard to spot priority items.

3. No Bulk Actions: Approving or rejecting multiple requests required clicking one by one.

4. Inconsistent UI: Buttons, filters, and labels varied from screen to screen.

5. Visual Fatigue: Dense pages and harsh colors caused eye strain during long shifts.

Approach

1. Discovery & Audit

   • Ran workshops with 2 back-office users to map their daily tasks.

   • Reviewed the existing portal alongside support logs to pinpoint top frustration areas.

   
   

2. Information Architecture

   • Grouped related functions (e.g., compliance, transactions, accounts) into a clear sidebar menu.

   • Defined a consistent page layout: header, action bar, data table, detail drawer.

   
   

3. Wireframing & Prototyping

   • Sketched low-fidelity flows for key tasks: bulk approvals, account setup, compliance checks.

   • Built interactive hi-fi prototypes in Figma using a shared component library.

   
   

4. Design System & Visual Refresh

   • Created a unified UI kit: consistent buttons, form fields, icons, and color palette (soothing blues and greens).

   • Updated typography for readability and added generous white space to reduce clutter.

   
   

5. Usability Testing & Iteration

   • Tested with 2 admins running real scenarios.

   • Tweaked filter options, added keyboard shortcuts for bulk actions, and clarified status badges.

   
   

6. Developer Handoff & QA

   • Delivered detailed specs and interactive tokens.

   • Paired with engineers during a two-week sprint to ensure pixel-perfect implementation.

Results & Impact Faster

1. Approvals: What used to take 5 minutes now only takes 3.

2. Fewer Mistakes: Mis-approvals dropped by about one-third thanks to clearer status labels and confirmation pop-ups.

3. Widespread Use: Within two weeks, 9 out of 10 admins were already using the bulk-approve feature.

4. Higher Satisfaction: The back-office team rated the new design 4.6 out of 5 (up from 3.1).

5. Quicker Training: New hires learn the system in half the time.

Conclusion

By reorganizing information, streamlining key workflows, and applying a calming, modern aesthetic, we transformed Earnipay’s back office from a source of frustration into a productive command center. Teams now move faster, make fewer mistakes, and enjoy a clearer view of business operations.