Project Ace
Internal platform to operate our client design subscriptions
Overview
Project Ace is 500 Designs’ internal platform for managing client subscriptions and operations. By centralizing statuses, plans, invoicing, and onboarding, it reduces operational overhead—allowing teams to focus on account management rather than chasing information.
I led the design strategy for this platform, guiding the team to build a scalable system that supports efficiency. Our primary challenge was centralizing these workflows to ensure account leads have instant visibility, finance can invoice accurately, and onboarding remains consistent.
Problems & Challenges
When I joined 500 Designs, client operations were spread across spreadsheets and emails, making onboarding inconsistent and account visibility unclear. With a small team of designers and engineers, rebuilding the entire workflow from scratch wasn’t an option, we had to work lean and move fast.
At the same time, I was swamped with other client projects owning end-to-end design across product, research, UI/UX, branding, website design, and emails, alongside a backlog of shelved ideas. Given the load, we focused on small, hight-impact improvements that fit existing workflows, shipped in short cycles, and stayed consistent via well-structured design system.
Research & Design Process
After our team conducted a series of interviews with our managers, ops, and finance, mapped current workflows, and audited our tool sprawl. We were able to understand the users' motivations as well as blockers for daily workflows, and the pain points involved with both.
Then, we explored multiple dashboards and aligned on a layout that balanced user clarity with business needs. Once we finalized the design and key user flows, I prototyped key concepts and tested them with account leads and ops, whose feedback refined table design, filters, and hierarchy making client management faster and more intuitive.
All Clients Dashboard (Redesigned for Case Study)
A dashboard view that lets account managers create and edit client accounts, update plans and key details (company info, payment terms, status, payment method), auto-send access invites, and export monthly reports.
No more hunting through spreadsheets.
Invoice Automation
We simplified the invoice flow so users can create, send, and track invoices directly in the app. Automated reminders reduced missed payments and manual follow-ups for the finance team.
Design System
Proper component documentation is the single most crucial part of a design system. Keeping these guidelines clear and explicit is integral to ensuring organization-wide adoption.
Takeaway
Building Project Ace reinforced the value of designing for scalability, even in internal tools. Starting small goals, such as the client dashboard, invoicing, and onboarding flow, allowed us to deliver quickly while laying the groundwork for a sustainable system. Close collaboration across design, product, and operations shaped features that balanced usability with business needs.
My biggest takeaway: Clarity and consistency drive adoption.
By centralizing operations and simplifying everyday tasks, we turned fragmented workflows into a single, predictable, rhythm for the team.
* Please note, the UI and animations in this case study have been updated to reflect my current standards.
Project Ace
Internal platform to operate our client design subscriptions
Problems & Challenges
When I joined 500 Designs, client operations were spread across spreadsheets and emails, making onboarding inconsistent and account visibility unclear. With a small team of designers and engineers, rebuilding the entire workflow from scratch wasn’t an option, we had to work lean and move fast.
At the same time, I was swamped with other client projects owning end-to-end design across product, research, UI/UX, branding, website design, and emails, alongside a backlog of shelved ideas.
Given the load, we focused on small, hight-impact improvements that fit existing workflows, shipped in short cycles, and stayed consistent via well-structured design system.
All Clients Dashboard
A dashboard view that lets account managers create and edit client accounts, update plans and key details (company info, payment terms, status, payment method), auto-send access invites, and export monthly reports. No more hunting through spreadsheets.
No more hunting through spreadsheets.
Invoice Automation
We simplified the invoice flow so users can create, send, and track invoices directly in the app. Automated reminders reduced missed payments and manual follow-ups for the finance team.
Design System Update
Proper component documentation is the single most crucial part of a design system. Keeping these guidelines clear and explicit is integral to ensuring organization-wide adoption.
Research & Design Process
After our team conducted a series of interviews with our managers, ops, and finance, mapped current workflows, and audited our tool sprawl. We were able to understand the users' motivations as well as blockers for daily workflows, and the pain points involved with both.
Then, we explored multiple dashboards and aligned on a layout that balanced user clarity with business needs. Once we finalized the design and key user flows, I prototyped key concepts and tested them with account leads and ops, whose feedback refined table design, filters, and hierarchy making client management faster and more intuitive.
Takeaway & Reflection
Building Project Ace reinforced the value of designing for scalability, even in internal tools. Starting small goals, such as the client dashboard, invoicing, and onboarding flow, allowed us to deliver quickly while laying the groundwork for a sustainable system. Close collaboration across design, product, and operations shaped features that balanced usability with business needs.
My biggest takeaway: Clarity and consistency drive adoption.
By centralizing operations and simplifying everyday tasks, we turned fragmented workflows into a single, predictable, rhythm for the team.
* Please note, the UI and animations in this case study have been updated to reflect my current standards.
Overview
Project Ace is 500 Designs’ internal platform for managing client subscriptions and operations. By centralizing statuses, plans, invoicing, and onboarding, it reduces operational overhead—allowing teams to focus on account management rather than chasing information.
I led the design strategy for this platform, guiding the team to build a scalable system that supports efficiency. Our primary challenge was centralizing these workflows to ensure account leads have instant visibility, finance can invoice accurately, and onboarding remains consistent.
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To request access, please email jiyoonk1995@gmail.com—I usually respond within 1–2 days.