Kulcs Connect

This project introduces a cloud-based document storage solution designed to streamline the way accountants and clients handle accounting-related documents. Clients can easily upload and organize their invoices, while accountants gain seamless, real-time access to these documents directly through their desktop accounting software.

Responsibilities:
ideation, prioritization, information architecture, mapping user flows, low fidelity and high fidelity prototyping, synthesizing insights from usability tests, scoping

My role:
Product Designer

Streamlining document exchange between accountants and clients

Problem

Accountants often face an uneven workload during the accounting period, with most tasks compressed into a few high-pressure days. Invoices are still frequently exchanged on paper, requiring numerous phone calls to clients to collect documents and remind them of deadlines. This results in inefficient communication focused on routine tasks.

Goal

Create a more balanced, consistent workflow with fewer interruptions and manual tasks. Shift communication away from administrative reminders toward more valuable strategic discussions. Support the transition to paperless offices and reduce peak workload periods.

Solution

We developed a platform with two dedicated user interfaces: one for accountants and one for their clients. The strategy focused on engaging accountants to bring their clients onto the platform.

Clients can

  • Upload documents and invoice images via mobile or desktop—reducing the number of lost receipts and fuel bills
  • Access to the list of required documents, minimizing reminder calls from accountants
  • Collect, store, and organize all their business-related documents in one place

    • Accountants can

  • Invite clients to use the platform, this is their primary task in Kulcs Connect
  • Receive notifications when new invoice images are uploaded, enabling immediate bookkeeping within the desktop accounting software
  • Add notes to documents, and send files such as balance sheets and ledgers directly from their accounting software into the client's document storage

    • Design Challenge 1

    Clients needed to upload and categorize their documents correctly.

    Solution

    We introduced an intentional friction point—a categorization step during upload—to help people organise their document instantly as they upload. While first-time users hesitated at this unfamiliar interface, user testing showed that once understood, it significantly improved document organization and workflow.

    Design Challenge 2

    Displaying mixed data sources. We needed to combine three data sources into a single, coherent table:

  • Data extracted from uploaded documents via OCR
  • Official NAV (Hungarian Tax Authority) records
  • Bank transactions requiring matching invoice images

    • Solution

    We unified the table content by extracting shared data points, while placing source-specific information into a contextual sidebar that updates based on the selected document.

    Design Challenge 3

    Folders vs. filtering. We had two options for organizing uploaded documents:

  • Folder structure
  • Single document list with advanced filtering options

    • Building custom folders was beyond scope. User research showed that companies organize documents in vastly different ways, making a fixed folder structure inadequate.

    Solution

    We decided to go with filtering. After mapping common folder structures and matching them with filters, we confirmed all use cases could be covered. We also added the ability to save filters for repeated use.

    Conclusion

    Kulcs Connect replaced phone calls and paper receipts with a shared, real-time workspace — turning document collection from a monthly scramble into a steady, predictable flow. By unifying three messy data sources into one flexible system built on filters instead of rigid folders, we made room for accountants to spend less time chasing documents and more time advising their clients.