Innovating Businesses with Sage AI

Designing a new Sage customer experience that utilises AI technology to create sales estimates, purchase orders, and invoices.

Industry

Industry

Finance

Platform

Platform

Mobile & IoT

Services

Services

UX Design

Year

Year

2021

Discovery

Discovery

Discovery

The Problem Area

Sage, a leading name in accounting software, recognised the positive impact of smart technology, including voice assistants and artificial intelligence, in the tech and finance industry.

Sage wanted to explore ways of integrating these innovations into their accounting platform to enhance user experience and efficiency.

A Real-Life Scenario

Sage, a leading name in accounting software, recognised the positive impact of smart technology, including voice assistants and artificial intelligence, in the tech and finance industry.

Sage wanted to explore ways of integrating these innovations into their accounting platform to enhance user experience and efficiency.

How Our Team Solved the Problem

Sage, a leading name in accounting software, recognised the positive impact of smart technology, including voice assistants and artificial intelligence, in the tech and finance industry.

Sage wanted to explore ways of integrating these innovations into their accounting platform to enhance user experience and efficiency.

Approach & Process

Approach & Process

Approach & Process

Prioritising Core Areas of Focus

Utilising a ‘Dot Voting’ process, we prioritised key areas for improvement identified through ‘How Might We’ (HMW) statements.

Core areas throughout the process included enhancing user confidence, increasing work efficiency, and exploring the integration of voice assistance.

Goal Setting

We established short-term ‘Scope Goals’ for the 3-week sprint and long-term objectives for 2-years ahead.

We established specific ‘Scope Goals’ to address immediate challenges, such as simplifying admin tasks and exploring smart estimates. ‘Long-Term Goals’ envisioned a future where Sage leads in accessibility, efficiency, and inclusivity within the accounting software landscape.

Scope Goals

Long-Term Goals

Implement purchase order creation and sending functionality.

Integrate AI-powered voice assistance to enhance customer support.

Streamline admin tasks and minimise double-entry errors.

Develop customisable templates for various business types.

Enable AI-driven Smart Estimates for accurate cost projections.

Enhance the accounting process by reviewing all three steps.

Integrate purchase orders with estimates for seamless workflow.

Scope Goals

Long-Term Goals

Implement purchase order creation and sending functionality.

Integrate AI-powered voice assistance to enhance customer support.

Streamline admin tasks and minimise double-entry errors.

Develop customisable templates for various business types.

Enable AI-driven Smart Estimates for accurate cost projections.

Enhance the accounting process by reviewing all three steps.

Integrate purchase orders with estimates for seamless workflow.

Scope Goals

Long-Term Goals

Implement purchase order creation and sending functionality.

Integrate AI-powered voice assistance to enhance customer support.

Streamline admin tasks and minimise double-entry errors.

Develop customisable templates for various business types.

Enable AI-driven Smart Estimates for accurate cost projections.

Enhance the accounting process by reviewing all three steps.

Integrate purchase orders with estimates for seamless workflow.

Scope Goals

Long-Term Goals

Implement purchase order creation and sending functionality.

Integrate AI-powered voice assistance to enhance customer support.

Streamline admin tasks and minimise double-entry errors.

Develop customisable templates for various business types.

Enable AI-driven Smart Estimates for accurate cost projections.

Enhance the accounting process by reviewing all three steps.

Integrate purchase orders with estimates for seamless workflow.

Design Sprint Preparation

Formulating pessimistic questions guided our design sprint, prompting critical exploration of possibilities and potential roadblocks.

These pessimistic questions addressed various aspects, including voice integration, user familiarity, and cost reduction.

Ideation and Concepts

Rapid ideation in the Crazy 8's exercise allowed us to quickly generate innovative ideas, UI concepts, and processes.

These ideas were voted on and explored throughout the duration of the project.

Mapping the Storyboard

Storyboarding played a crucial role in refining ideas generated during the Crazy 8’s ideation session.

It allowed us to visually map out the user journey and interactions with the proposed features and functionalities, helping us to visualise the user's scenarios, explore various scenarios, alongside ensuring alignment with project goals.

Step 1

📝 Sign-Up

Linda signs up with Sage Accounting for efficient accounting.

Step 1

📝 Sign-Up

Linda signs up with Sage Accounting for efficient accounting.

Step 1

📝 Sign-Up

Linda signs up with Sage Accounting for efficient accounting.

Step 2

📦 Configure Stock

Linda configures stock of materials and products with Sage.

Step 2

📦 Configure Stock

Linda configures stock of materials and products with Sage.

Step 2

📦 Configure Stock

Linda configures stock of materials and products with Sage.

Step 3

📋 Input Materials

Linda inputs required materials and quantities into Sage.

Step 3

📋 Input Materials

Linda inputs required materials and quantities into Sage.

Step 3

📋 Input Materials

Linda inputs required materials and quantities into Sage.

Step 4

🛒 Customer Order

Linda’s customer asks her to produce 20 cakes by the end of the week.

Step 4

🛒 Customer Order

Linda’s customer asks her to produce 20 cakes by the end of the week.

Step 4

🛒 Customer Order

Linda’s customer asks her to produce 20 cakes by the end of the week.

Step 5

📧 Send Quote

Linda sends the a quote to the customer using the Sage Accounting platform.

Step 5

📧 Send Quote

Linda sends the a quote to the customer using the Sage Accounting platform.

Step 5

📧 Send Quote

Linda sends the a quote to the customer using the Sage Accounting platform.

Step 6

👍 Quote Approved

The customer approves Linda’s quote for producing 20 cakes.

Step 6

👍 Quote Approved

The customer approves Linda’s quote for producing 20 cakes.

Step 6

👍 Quote Approved

The customer approves Linda’s quote for producing 20 cakes.

Step 7

📊 Stock Required

Sage automatically checks the stock levels in order to fulfil the new approved order.

Step 7

📊 Stock Required

Sage automatically checks the stock levels in order to fulfil the new approved order.

Step 7

📊 Stock Required

Sage automatically checks the stock levels in order to fulfil the new approved order.

Step 8

⚠️ Stock Alert

Linda is notified that she hasn't enough stock to fulfil the order.

Step 8

⚠️ Stock Alert

Linda is notified that she hasn't enough stock to fulfil the order.

Step 8

⚠️ Stock Alert

Linda is notified that she hasn't enough stock to fulfil the order.

Step 9

🤖 AI Purchase Order

Sage AI generates a Purchase Order for the required materials to fulfil all upcoming jobs.

Step 9

🤖 AI Purchase Order

Sage AI generates a Purchase Order for the required materials to fulfil all upcoming jobs.

Step 9

🤖 AI Purchase Order

Sage AI generates a Purchase Order for the required materials to fulfil all upcoming jobs.

Step 10

✅ Order Completion

Linda uses Sage to complete the Purchase Order, using her linked bank account through the Connected Banking protocol.

Step 10

✅ Order Completion

Linda uses Sage to complete the Purchase Order, using her linked bank account through the Connected Banking protocol.

Step 10

✅ Order Completion

Linda uses Sage to complete the Purchase Order, using her linked bank account through the Connected Banking protocol.

Step 11

🔖 Tagging Order

Software prompts Linda to tag the Purchase Order for accounts. Sage AI begins to learn Linda’s tagging patterns and preferences.

Step 11

🔖 Tagging Order

Software prompts Linda to tag the Purchase Order for accounts. Sage AI begins to learn Linda’s tagging patterns and preferences.

Step 11

🔖 Tagging Order

Software prompts Linda to tag the Purchase Order for accounts. Sage AI begins to learn Linda’s tagging patterns and preferences.

Step 12

💌 Order Confirmed

A summary, alongside a satisfying sound, confirms the purchase order is sent.

Step 12

💌 Order Confirmed

A summary, alongside a satisfying sound, confirms the purchase order is sent.

Step 12

💌 Order Confirmed

A summary, alongside a satisfying sound, confirms the purchase order is sent.

Step 13

🚚 Delivery Notice

Linda will receive a new stock delivery notification.

Step 13

🚚 Delivery Notice

Linda will receive a new stock delivery notification.

Step 13

🚚 Delivery Notice

Linda will receive a new stock delivery notification.

Step 14

🔄 Auto-Stock Update

The values of current stock levels will be updated with the values of stock from the delivery.

Step 14

🔄 Auto-Stock Update

The values of current stock levels will be updated with the values of stock from the delivery.

Step 14

🔄 Auto-Stock Update

The values of current stock levels will be updated with the values of stock from the delivery.

User Journey Flow Complete

User Journey Flow Complete

User Journey Flow Complete

Competitor Analysis

Our analysis of competitors' Open Banking flows heavily shaped our approach to integrating banking features into Sage.

This provided insights into industry standards and user needs, allowing us to innovate beyond competitors while ensuring a seamless Connected Banking integration in our concept for an intuitive account management service.

The main competitors we investigated in this phase were Monzo, Emma, and Updraft.

We conducted a user journey analysis for three different direct competitor applications. This allowed us to understand their functionalities, identify similarities and differences, and compare them with Sage Accounting.

The main competitors we investigated in this phase were FreshBooks, PayPal, and Invoicely.

Competitors

Preview Any Invoices

Create & Manage Clients

Customise & Populate Invoice

Invoice Language Change

Graphical Data for Finances

In-Built Time Tracking

Onboarding for New Users

Any of the features that were not features were potential USP's for Sage. Alongside this, we also created a UX analysis on competitor features, such as 'Create an Invoice' for FreshBooks.

Prototyping and Ideation

Iterative prototyping, from mid-fidelity mockups to high-fidelity designs, focused on addressing user feedback and refining interface elements for clarity and usability.

The first concepts created were very simple mockups created in Miro. These were very simple mockups created to focus on functionality, in comparison to being ‘pixel-perfect’ concepts.

These were later developed into high-fidelity concepts, utilising elements of Sage’s existing design system, and creating new components and elements, in-line with the design system.

User Research and Testing

Comprehensive research plans guided user testing sessions with Sage team members. We selected Sage staff across diverse departments through a voluntary process.

Feedback was categorised into 'Positive', 'UX Change', and 'Recommendation' during user testing using tools like Miro. Despite time constraints, active listening and observation guided our analysis. This feedback informed iterative improvements in dropdown menus, information flow, logging processes, and overlay utilisation.

Design Solution

Design Solution

Design Solution

Mobile Application

The final app designs introduced innovative features. Users can now utilise voice assistance for stock management, simplifying inventory tracking.

Additionally, a redesigned purchase order system optimised the procurement processes. These improvements were accompanied by a centralised dashboard, providing users with real-time insights and intuitive navigation.

Home Dashboard

Central location providing users with quick access to their Products, Connected Banking, Invoices, and Voice Assistant.

Stock-to-Product Log

Manage stock allocations to products, ensuring accurate inventory tracking and seamless order fulfilment.

Connected Banking

Easily link business bank accounts via Open Banking to Sage for more streamlined financial management.

Purchase Orders

Auto-generated Sales Quotes and Purchase Orders when required for ease-of-use.

Sage Smart Display with In-Built AI

The Sage Smart Display concept aimed to transform user interactions.

Through voice-enabled functionality, users could easily perform tasks such as generating estimates, managing invoices, and reordering supplies. This approach not only improved accessibility but also significantly increased operational efficiency, marking a notable advancement in productivity.

Voice Assistance

An AI-based assistant to give insights into the stock you have, and auto-generate invoices and estimates.

Instant Notifications

Users are provided with instant notifications to stay up-to-date with the latest information and changes to their business,

Live Reports

Live reports are displayed as contextual information, visualising the number of invoices that are paid, sent, and overdue.

Dark Mode

To help reduce eye strain on users, especially on a night time, a version of the display was designed in dark mode.

Reflection

Reflection

Reflection

The Impact

The foundations and exploration our exploration of smart technology and integration of Artificial Intelligence likely contributed to the innovative direction Sage pursued with Sage Co-Pilot.

It's rewarding to consider the possibility that our efforts played a role in shaping a product aimed at enhancing productivity for small businesses. Below is a introduction of Sage Co-Pilot from Sage's official YouTube channel.