UiFlow
Studio Refactor
Description
Project Ace is 500 Designs’ internal platform for managing client subscriptions and daily operations. It centralizes subscription status, plans, invoicing, and onboarding into a single system, reducing operational overhead and enabling teams to focus on managing accounts rather than chasing information.
I led the design of the internal platform, collaborating with a design team to create a scalable system that supports efficient account management.
Challenge
How might we centralize client subscription management so account leads can quickly understand subscription status, finance can invoice accurately and on time, and onboarding remains consistent and efficient?
Constraints
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
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.
All Client 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.
Invoice Automation
Simplified invoice creation, sending, and tracking directly in the app. Automated reminders reduced missed payments and manual follow-ups for the finance team.
User-friendly Onboarding Flow
A simple, step-by-step intake for new clients that ties directly to plan configuration. Fewer errors and a consistent setup regardless of who’s doing it.
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.
Clocks is an app designed, developed and released on the App Store.
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