Streamlining Enterprise Subscription Review for Admins
The Enterprise plan is designed for verified businesses that require access to sensitive supply chain certification data. Because the pricing and data access level cannot be publicly disclosed, companies must submit an application that is manually reviewed by the admin team.
This case study covers how I redesigned the Enterprise Application workflow to reduce operational workload, increase transparency, and eliminate manual configuration errors.
The Problem
The admin team struggled to manage incoming Enterprise subscription requests using only a shared Excel sheet. This led to:
Manual and repetitive work — admins had to individually update subscription tiers, credit limits, and feature permissions after each approval.
Zero transparency — no visibility on who changed a company’s subscription, which created confusion, especially when changes were made before payment.
No review tracking — admins had no way to see how long a company had been under review or which requests were pending.
High error risk — manual actions increased the chances of misconfiguration or approving non-verified companies.
The process was slow, inconsistent, and contributed to delays in activating Enterprise customers.
Context
To qualify for an Enterprise subscription, users must submit specific business information for verification, including company name, website, size, industry, and key contact person. Some fields are optional, so the admin team had to manually cross-check data across multiple tools.
Once verified, admins were also responsible for:
Updating the subscription plan
Adjusting credit limits
Enabling Enterprise-only feature permissions
This was done manually for every approved company.
Hypothesis
If we centralize all Enterprise applications in a single review dashboard and automate the post-approval changes, we can:
Reduce the manual workload for admins
Increase process transparency by tracking approvers and timestamps
Standardize the approval workflow
Minimize configuration errors
Shorten the company review-to-payment timeline
Design Approach
1. Admin Interviews
I spoke with the core admin users to understand pain points:
Managing Excel sheets was error-prone
No visibility on who approved what
Confusion when customers claimed they paid but subscription wasn’t updated
Difficulty in tracking how long companies were under review
2. Workflow Mapping
I mapped the current process:
User submits a contact form
Admin manually copies details into Excel
Admin verifies company identity
Admin manually updates subscription
No tracking or audit logs
Opportunity emerged to replace 5+ manual steps with an automated 2-step flow.
3. Information Architecture
I defined core data fields needed in the review dashboard:
Company name
Email
Country
Size
Website
Industry
Key contact person
Lead time (auto-calculated)
Submitted by
Reviewed by
4. Prototyping and Testing
I created workflows and UI prototypes, then tested them with admins.
Feedback showed they wanted:
Clear “Approve” and “Decline” actions
A way to see pending vs approved vs paid
Automatic system updates to avoid configuration mistakes
Solution
Centralized Application List
A dedicated table displaying all incoming requests with complete company information.
Admins no longer copy data from email or Excel.
Lead Time Tracking
Each request shows how long it has been under review, helping admins prioritize overdue cases.
Approve / Decline Workflow
Admins can review details and choose:
Approve → Unlocks payment step
Decline → Closes the application
This reduces the workflow to two clicks.
Transparency & Audit Logs
Each approval displays:
The admin who reviewed the request
Timestamp
Final status
This eliminated confusion and improved internal accountability.
Automatic Configuration Updates
After the company pays:
Admin clicks “Mark as Paid”
System automatically updates:
Subscription tier
Credits
Feature permissions
No manual configuration required.
Impact
✓ Reduced admin workload
What used to take several manual configuration steps is now reduced to two clicks (Approve → Mark as Paid).
✓ Increased transparency
Admins can now see exactly:
Who approved an application
When it was approved
How long each application has been in review
✓ Fewer errors
Automatic configuration updates eliminated manual mistakes common with the previous Excel workflow.
✓ Faster activation time
Users reach the payment stage sooner, resulting in quicker Enterprise conversions.
Next Steps
To further reduce admin workload, a future enhancement would be to introduce AI-assisted company verification, such as:
Auto-analyzing submitted company details
Cross-checking with public business databases
Predicting verification confidence levels
Flagging high-risk or incomplete applications
This would allow admins to focus on decision-making rather than manual data validation.
The Final Form
2025 | Jerry's Playground