All works

easyFS, cloud accounting for small businesses

easyFS is an accounting app for small businesses in the Philippines, from coffee shops to repair shops. I worked on it at Humedit. This page walks through the web app: who it is for, how they use it, and the main screens.

Components from the easyFS web app on a pale grid: the Needs your attention list, a 2550Q deadline due in 5 days, the side navigation with a Review count of 14, the New and Post and next buttons, and the money in and money out chart
Timeline
2024
Scope
Product design, UI/UX design

Overview

Two kinds of users.

easyFS covers sales, purchases, inventory, banking, financial statements and BIR forms. It is used by two kinds of people. Owners want a quick sense of how the business is doing. Bookkeepers and accountants do the daily entries, the bank reconciliation and the BIR filing.

I tried to keep both in mind on every screen: everyday words up front for owners, and the accounting terms and form numbers still there for the people who need them. The businesses, people and amounts shown here are made up.

User journeys

Three people, three tasks.

A typical task for each kind of user, step by step. The line follows how each step feels, where it dips and where it recovers.

  1. Ana, owner

    Runs two coffee shops. Wants to know the business is fine and bill clients without calling the bookkeeper.

    1. 01

      Opens easyFS

      Logs in over coffee before the shop opens.

      Unsure
    2. 02

      Sees what needs her

      Three overdue invoices, bills due Friday and a VAT return in five days.

      In control
    3. 03

      Starts an invoice

      Taps New, then picks a regular client from Recent.

      Quick
    4. 04

      Checks the amounts

      Wonders why the amount due is lower than the total, until the summary shows the withholding.

      Puzzled then clear
    5. 05

      Sends it

      Sends the invoice, then a reminder to a client who is 72 days late.

      Relieved

  2. Mark, bookkeeper

    Gets a pile of receipts from both branches every week, plus online orders and POS sales. Wants to clear them without posting anything twice.

    1. 01

      Snaps the receipt

      Takes a photo with Capture before the paper fades.

      Easy
    2. 02

      Checks what was read

      Compares the highlighted values on the receipt with the fields.

      Doubtful then sure
    3. 03

      Catches a duplicate

      A receipt is flagged as one he already posted, so he discards it.

      Protected
    4. 04

      Posts the rest

      Posts and moves to the next one. Picks the wrong branch once and undoes it.

      Slip then fixed
    5. 05

      Explains a POS gap

      The POS shows ₱1,240 more sales than the books, and easyFS points to the missing receipt.

      Worried then solved

  3. Rosa, outside accountant

    Looks after nine small businesses. Wants to file on time with numbers she can stand behind.

    1. 01

      Sees what is due

      Switches to the client and sees the quarterly VAT return due in five days.

      Pressured
    2. 02

      Reconciles the bank

      Imports the statement. 49 of 52 lines match on their own.

      Fast
    3. 03

      Checks readiness

      The checklist shows three purchases with no supplier TIN.

      Alert
    4. 04

      Prepares the return

      Adds the TINs and downloads the file for eBIRForms.

      Confident
    5. 05

      Records the filing

      Marks the return as filed so the owner can see it is done.

      Done early

Home

A starting point for the day.

Home shows what needs attention, the next BIR deadlines, cash on hand and money in and out for the month. The side menu uses everyday words like Money in and Money out, with the accounting terms one level down.

easyFS Home: a greeting, the Needs your attention list with five items, BIR deadlines for 2550Q, 1601-EQ and 0619-E, cash on hand and in banks split by account, and a six month money in and money out bar chart
Home

Review

Drafts wait for a person.

Receipts read by Smart Capture, online store orders and POS sales come in as drafts. They wait in Review, with the receipt beside the fields read from it, until someone checks and posts them.

The Review queue: a list of drafts on the left, and on the right a receipt photo beside its supplier, TIN, receipt number, date, category and total fields, with Review later, Discard and Post and next buttons
Review

Invoicing

One page per invoice.

A new invoice keeps the customer, the items and a running summary on one page, including VAT and the amount due.

New invoice form: customer search with recent customers, invoice date, payment terms, branch, an items table, notes and attachments, and a summary of VATable sales, VAT, invoice total and amount due
New invoice

Month end

Reconciling and filing.

Bank reconciliation lists the lines that still need a decision, each with one action. BIR forms open with a short checklist before filing, and each amount is labelled with its form item.

Bank reconciliation: statement and easyFS balances, 49 of 52 lines matched, and three lines that need a decision
Bank reconciliation
BIR forms: upcoming and filed forms on the left, and BIR Form 2550Q on the right with a before you file checklist and the amounts for the return by item number
BIR Form 2550Q

Phone

Quick tasks on the go.

On a phone, the app focuses on quick tasks: checking the day, capturing a receipt and sending an invoice.

Three phone screens: Home with the attention list, the Review queue, and the new invoice form, each with a bottom bar of Home, Invoice, Capture, Review and More
Home, Review and New invoice on a phone

Let’s talk

I’d love to tell you more on a call.

There’s more to this project than fits on one page. If you’re interested, I’m happy to walk you through it.