What users needed
Fast duplication, reusable product and price information, and professional output that reflected their business.
Keap / Fintech / Workflow design
Invoice Templates
Helping small businesses send repeat invoices without rebuilding them. I designed a reusable template system inside Keap, balancing fast creation with control over details and branding.
- Role
- Sole Product Designer
- Timeline
- 3-month MVP
- Team
- Product, Engineering, Payments
- Tools
- Figma, Miro, UserTesting
My contribution
I was the sole designer on a three-month MVP, from research through testing and handoff. I tested with six users and combined invoice previews with ownership and pricing details, using the existing invoice flow and design system.
Discovery
The same invoice, rebuilt again and again.
Keap users were re-entering line items, prices, descriptions, and branding for similar invoices. Each invoice meant 10-15 minutes of repeated work, and templates were among the most requested features.
The product constraint
Ship an MVP in three months while integrating with the existing invoice flow and maintaining design-system consistency.
I have to create an invoice from scratch and send it to another customer.
Catherine R., user feedback
Understand reuse, not just styling.
Six user interviews and three partner interviews surfaced duplication, product storage, brand customization, and time savings.
Learn where templates become a workflow.
QuickBooks, FreshBooks, Wave, and Zoho were compared for template, duplication, and automation support.
Process
Visual previews without losing essential details.
I explored a visual gallery and a simplified list. The gallery supported browsing, but ownership and pricing were unclear. The list made details easier to scan but reduced preview visibility.
Gallery direction
Strong visual previews, but inconsistent patterns and missing information made selection less certain.
List direction
Clear ownership and essential information, but less help evaluating the invoice's appearance.
The refined design combined visual previews with explicit ownership and pricing. Testing with six users then focused on selecting, saving, and using a template within the existing billing workflow.
Make template selection understandable.
Users found the step-by-step selection process and visual previews clear.
Keep template creation lightweight.
The save modal asks for a name and description without making users learn another editor.
Let users check the result first.
The preview provides confidence before a template becomes a client invoice.
Carry details into the next invoice.
Template reuse reduces repetitive entry while preserving the ability to edit for a client.
Continue beyond saving the template.
Testing also examined the transition from a saved template to the next useful billing action.
Product Design
Save once. Review. Reuse.
The design supports three connected actions without requiring users to leave the invoice workflow or learn a separate template tool.
Reuse work from an existing invoice.
Duplicate for a one-off need or save a named template for repeated use, preserving line items and details.
Open prototype on Vimeo ↗Check the template before using it.
Browse the library, review the preview and pricing, then edit the details where needed.
Open prototype on Vimeo ↗Start with the billing details already in place.
Selecting a template pre-fills line items, pricing, and settings. Users add the client-specific information and review before sending.
Open prototype on Vimeo ↗The final workflow in context.
The validated prototype connects template management to Keap's existing invoice creation flow.
Open prototype on Vimeo ↗Results
Less repeat work, more consistent invoices.
After launch, invoice creation became faster, billing support requests declined, and template usage grew over the first three months.
- Faster creation
- 75%
- Fewer support tickets
- 42%
- Template adoption
- 20%
Compared with creating an invoice from scratch.
Reduction in billing-related support requests.
Usage within the first three months after launch.
These are reported project results. The timing sample, ticket comparison period, and definition of the adoption audience are not included here. Revenue and retention effects were not established.
What I learned
The strongest solution combined visual confidence with practical details. Testing made the tradeoff between gallery and list clearer than either direction alone.
What I would explore next
Global brand settings and workflow rules that select templates by client or project type, followed by longitudinal validation of reuse patterns.