Contractor cabinet for FSK

2023 · Product Designer

In 2023 I owned the design of the FSK "Contractor Cabinet" — an internal platform for the contracting organizations that carry out work on the developer’s sites. Before it, the contractor lived between email, Diadoc and the FSK call center. The cabinet was meant to bring all of this into one place.

What’s in the cabinet

Home
The contractor’s personal overview: active contracts, current tasks, request statuses.
Contracts and acts
Completions, KS-2 and KS-3 acts, reporting periods, approvals. More on this below.
Document flow
Incoming and outgoing documents, sending to Diadoc, signature history.
Commercial proposal
The contractor responds to FSK lots, negotiates the estimate through iterations, and submits the lot for approval.
Help and support
Knowledge base and requests. Created straight from the header — without calling the call center.
My company
Legal details, powers of attorney, list of responsible people. Visible to all of the contractor’s employees.

Next — a case about the "Contracts and acts" section. This was the most painful scenario in the cabinet: approving a KS-2 act used to take two weeks and generated more than a third of all call-center requests. The screen below is from this section.

What it was like

The contractor filled in the KS-2 act (work-completion certificate) in Excel, sent a PDF by email to the curator on site, who forwarded it to FSK accounting, and accounting returned it with notes: "withholdings don’t add up", "payment orders not attached", "period stated incorrectly". Each cycle — 2–3 days. Until it was signed, the act lived in email for two weeks.

"Bring the entire act-approval chain into the cabinet. So the contractor doesn’t call the call center, doesn’t guess the status, and doesn’t forward the PDF around for the fifth time."
— brief from the product lead, February 2023

The metric we started with

14 days
average time to approve a KS-2 act
~38%
of call-center requests — about filling in acts

Hypothesis

If we move KS-2 and KS-3 into the cabinet with step-by-step filling, on-the-fly data validation and a visible document status — the approval cycle will shrink to a few days, and the call center will stop being an accounting help desk.

Principles

Four rules that drove the decisions in the acts section.

An act is not a form, it’s a document with a lifecycle
Draft, approval, rework, signing. Every state must be visible at a glance — on the status badge and in the document tracking.
Money is the main information, everything else is secondary
Claimed / Accepted in rubles — in large type. Withholdings, percentages, footnotes — smaller. The contractor came to check the amount, not to study the grid.
A data error is not an input error
If withholding percentages don’t match the contract — that’s a signal to contact the responsible person, not a blocker on submission. An informer with a direct link to the contact, no modals.
Payment orders are a required field, but they shouldn’t be annoying
A yellow informer explaining the "why" instead of a red asterisk and "required field". Without payment orders, the offset of the previously paid advance won’t be reflected in accounting — and the act will be returned by the accounting department. The contractor understands this in advance.

What I verified

Before any mockups — 12 interviews with contractors and FSK accounting staff, plus an analysis of call-center requests over six months.

Acts spun around in email for 14 days
The contractor would send a .pdf to the curator by email, the curator forwarded it to accounting, accounting returned it with corrections. The average time to signing was 14 working days.
The call center explained the KS-2/KS-3 sections
~38% of support requests were about "how to fill in the act correctly" and "why it was returned with a remark". This was operational load that shouldn’t have existed.
Withholdings got confused with the advance
The withholding of a previously paid advance and warranty withholdings are two different lines that contractors regularly merged into one. Every such error = a rollback of the act.

The solution

A completion card with three tabs: Information, KS-2, KS-3. On the left — the contract details and the composition of the act; on the right — the completion data and document tracking. The "Draft" status is visible immediately, and the "CMR / Act groups" badge sits next to the number.

01 — Completion card
Contract, period, status — on one screen

In the header — the completion number and date, with the last change next to it, so the curator can see how fresh the draft is. On the left — the KS-2 and KS-3 data split into "Claimed / Accepted"; on the right — the reporting period and document tracking: everything that has happened to the act since it was created.

KS-2 act card in the contractor cabinet
02 — Withholdings and percentages
Warranty and advance ones — on separate lines

Warranty withholdings, withholding of the previously paid advance, and other withholdings — three separate lines, not one total. Percentages are highlighted: in orange if they were entered manually and diverge from the contract. Right there — a link to the "person responsible for the contract", so the contractor can clarify without leaving the act.

03 — Payment orders
An informer instead of a red asterisk

If the advance offset amount is greater than zero — adding payment orders becomes required. Previously the user found this out from an error on submission. Now — from a yellow informer inside the card, with a clear explanation of the "why": otherwise the advance offset won’t match the act, and accounting will return the document for rework.

04 — Document registry
Approval progress right in the row

In the registry — a table of lots and commercial proposals with statuses: "In approval 1/10", "Approved", "Rejected". The approval progress is visible in the row, without opening the card. Filters — by status, project, contract, work dates. The contractor stops writing "where is our document now?" — they can see it from the list.

Registry of commercial proposals with statuses
05 — Commercial proposal
A lot’s estimates on one page

A parallel cabinet module — working with FSK lots. A lot has its own set of numbers: materials, works, advance, VAT, adjusted values, accepted amounts. Three columns, "Current / Adjusted / Accepted" — the contractor sees how the estimate changed across iterations, without shuffling tables by hand. The structure of the construction object’s elements sits at the bottom of the same page, so the context isn’t broken.

Commercial proposal page with three cost columns
06 — Work schedule
Adding works from the reference-data tree

When the contractor assembles the object’s work schedule, they pick works not from an arbitrary list, but from FSK’s tree of reference data (master data). Checkboxes, text search, filters by group — all inside a single modal. Already-added items are highlighted to avoid duplication. This removes the main cause of returns: "the composition of works doesn’t match the reference book".

Modal for adding works from the reference book

Why it worked

Approving an act used to be a back-and-forth between the contractor, the curator and accounting — with the call center carrying a background responsibility. Now the act card is a single document that all parties work from. This isn’t "digitizing a process", it’s moving responsibility to where the decisions are made.

−72%
in average act-approval time
−34%
in call-center requests about the acts section

Some details and metrics are not disclosed due to NDA. The figures on approval time and call-center load are based on the project’s internal analytics.