Contract Workflow Design
B2B web tool for property managers and operations teams · Streamlining the upload of property management contracts
At Neozips, a US-based real estate platform for Korean landlords, I led the design of the full admin dashboard for property managers, including tools for managing tenants, contracts, and properties.
In this case study, I focus on digitizing and streamlining the contract creation process to reduce user errors and improve efficiency.
Why This Was Challenging
Creating contracts for each new tenant was essential to operations, but the manual process was time-consuming and prone to errors. The lack of structure made it difficult for staff to stay consistent, especially across different contract types. I set out to design a clear, guided experience to minimize cognitive load, reduce input mistakes, and improve consistency.
Project Overview
🤝 Target User
Internal Property Managers & Ops Staff at Neozips
🎯 Goal
Speed up contract creation and reduce user mistakes
💡 Solution
Designed a clean, step-by-step upload flow to simplify the process
⚙️ Problem
Contract creation was manual, repetitive, and error-prone
🔎 Project Details
Tools
Figma
Platform
Web (Internal Admin Dashboard)
Role
Designed entire back office
Defined v1.0 product requirements
Focus
Contract Upload Feature — Form design, validation, and workflow logic
The Problem
🚨 Pain Points for Property Managers
“As a property manager, I need to create a contract for every new landlord before we start managing their property.But doing this manually each time is slow, repetitive, and takes up a lot of my day.”
Defining the Core Flow
Based on users’ pain points, we identified and structured the core flow for contract creation to improve efficiency, reduce errors, and support real daily tasks.
🔍 Hypothesis
A streamlined contract upload flow helps staff complete tasks faster and with fewer errors by reducing mental load and UI complexity.
🎯 Key Objective
Let property managers complete contracts quickly and confidently through a simple, step-by-step flow.
🛠️ User Tasks to Support
Staff should be able to:
Add & register new contracts
Select customers from database
Enter service fees
Upload agreement files
Assign contract manager
Search property via MLS
Add property manually
⚠️ Constraints
Property input fields must match the MLS structure to ensure data consistency and avoid sync errors.
ADD CONTRACT USER FLOW
Competitor Research
To better understand existing contract flows, I analyzed 3 property management products: TenantCloud, Landlord Studio, and TurboTenant.
Design Exploration
Step 1: Exploring Single vs. Multi-Page Layouts
I explored two layout options — single-page vs. multi-page — and discussed with the team to decide which best fits user needs.
Single-Page Layout
❇️ Pros
All info on one page = quick preview
Easier to review and confirm entries
Mistakes are easier to spot
🚨 Cons
Can feel overwhelming
Harder to focus on each input
Long scroll hurts navigation
Multi-Page Layout
❇️ Pros
Clear separation = better focus
Faster load & step-by-step validation
Higher engagement per step
🚨 Cons
More clicks to complete
Switching pages may break flow
Info feels scattered
We chose the multi-page layout for its clarity, better task guidance, and reduced user error.
Step 2: User Testing
Step 3: Design Adjustments Based on Testing
❌ Before
• Hard to see what’s required
• Buttons were hard to find
• No confirmation before submitting
• Unclear progress status
❇️ After
• Steps clarify required fields
• Buttons stay visible
• Added confirmation step
• Progress indicator added
Final Design
Design Highlights
Clear Step-by-Step Flow
Users feel less overwhelmed and can focus on one task at a time — reducing errors and confusion.
File Upload in Context
Uploading documents at the right step in the flow minimizes user hesitation and error.
Assign Staff During Flow
Staff can be assigned on the spot, preventing handoffs and making responsibilities clear.
Flexible Property Input
Users can search from MLS or manually enter property info — whatever suits their workflow.
Confident Review & Submit
Users can double-check their input before submission — building clarity and confidence.
Results & Takeaways
While we didn’t have large-scale analytics, close collaboration with internal property managers provided strong qualitative signals of improvement.
Measurable Results
We identified friction points in the contract flow through testing, and applied targeted UI adjustments to address them
What I Learned
🤝 Tight collaboration enables fast iteration:
Working closely with internal users allowed rapid feedback loops, quick pivots, and faster validation. This was only possible in a small, focused team.
🏗 Structure builds confidence:
Clear step segmentation and visual progress cues helped users feel in control, reducing hesitation and second-guessing during the task flow.
✨ Small changes can drive big wins:
Minor adjustments like button placement or reducing scroll had surprisingly large impacts on usability and task completion.
🎉 You’ve reached the end
