Borderless AI helps businesses manage and pay their global contractors and employees. As they expanded into the Employer of Record (EOR) services, a payroll system was needed.
By building a comprehensive EOR payroll, we enabled employers to streamline self-serve payroll management, ensuring accurate and timely compensation for employees worldwide.
Skills
UX
Wireframes
Ideations
Team
1 CPO
1 Product Manager
1 Designer
4 Software Developer
Timeline
Sept - Oct, 2023
Problem
Global payroll is challenging due to unclear processes and inefficiencies, leading to delays, errors, and frustration for business users. Employees are affected by late payments, incorrect deductions, and a loss of trust in the system. This is especially common in smaller companies new to global hiring, where resources to handle these complexities are limited.
How might we, simplify global payroll management to create a seamless experience for business users and build trust with employees?
The goal
Self-serve
Reduce user reliance on support through intuitive system navigation and clear task guidance.
Payroll transparency
Educate users on the payroll timeline and adjustment windows.
Simple and clear messaging
Design a payroll system that is easy to navigate and understand, even for non-technical users.
Payroll process
With the help of the operation team, I was able to map out a simplified flow of the payroll process. We identified a potential pain point in the process and one that the business users would need to execute their payroll tasks: the lock date. This was the last day the users would be able to make changes to payroll before it was finalized. By showing this date clearly, users could plan ahead and make adjustments on their own, ensuring everyone gets paid on time and accurately.
Business user experience
Payroll can be a time-consuming and complex task for business users; like managing deadlines, ensuring compliance, and tracking payments. That's why we designed a payroll system that minimizes the need for constant interaction. The system automates certain tasks and provides clear information, allowing business users to log in only when necessary for adjustments or reviews. Here’s how:
Ensuring on-time payments with lock date reminders
Prominent lock date reminders were strategically placed throughout the platform along with automated notifications triggered every pay period. This ensured business users had plenty of time to make adjustments and avoid missed deadlines that could delay employee payments.
Payment timeline tracking
A clear visual payroll timeline with clear cues showed users the key stages of employee payment processing. This included information on submission deadlines, processing times, and expected payment dates. Reducing support inquiries about payment statuses.
Payroll adjustments
We eliminated the need for business users to contact support for adjustments all the time. A built-in adjustment feature facilitated the management of incentives, expenses, allowances, and more – all within the platform.
Real-time visibility (future integration):
When the team is ready for third-party integration, it will offer real-time calculation capabilities, further enhancing the payroll experience.
Clear communication
To empower users with clear guidance and manage expectations, we implemented informative blue banner messages throughout the experience. These messages provided concise and actionable information, enhancing user understanding and streamlining the workflow.
Planning smarter with upcoming payrolls
We understand the importance of financial planning for businesses. That's why we've built an expendable tab, where business users can now see upcoming payroll expenses up to 3 months in advance. Knowing the total amount of upcoming payroll expenses allows business users to plan, budget and manage their cash flow to ensure sufficient funds cover payments.
Employee experience
Employees prioritize receiving their paychecks on time and accurately. This simple task can be a source of anxiety if not handled efficiently. That's why we designed the employee experience by focusing on clear communication and easy access to payment information.
Staying informed with notifications
Clear notifications about upcoming pay dates and payroll updates eliminated the stress of wondering when their paycheck arrived. This fostered trust and empowered them to manage their finances effectively.
Payday at a glance: Calendar widget
To enhance transparency and accessibility, we introduced a calendar widget on the employee homepage. This widget offered a clear and consistent visual representation of their next paycheck arrival.
What's next?
While we had to prioritize certain features to achieve this goal, we now have a strong base to build on. What's next for the team will be to intergrate third-party payroll tools to enable real-time adjustments, calculations and even more accurate payment statuses.
