Case Study - From spreadsheet chaos to one app that runs the show

How a music school eliminated 40+ hours of monthly admin work by replacing Excel spreadsheets with a custom booking and management platform.

Client: Music School App
Year: 2025
Service: Custom Web App, Business Digitalization

The Problem Everyone Knows Too Well

Every business has that spreadsheet. The one that started simple - just a few rows to track bookings. Then it grew. And grew. Then someone added another tab. Then another file. Then a folder of contracts nobody can find.

The music school lived this reality for years. Here is what their typical week looked like:

Booking a lesson? Open Excel file #1, find an empty slot, type the student name, hope you did not make a typo.
Check if the teacher is available? Open Excel file #2, cross-reference manually, pray nothing overlaps.
Student asks to reschedule? Edit both files, send a WhatsApp message, hope the teacher sees it in time.
End of month reports? Set aside an entire Sunday. Count every lesson. By hand. Cell by cell.
Find a contract? Dig through folders named "Contracts 2023 NEW FINAL (2)".

The cost was not just time. It was missed bookings. Double-booked teachers. Frustrated parents. Lost revenue that nobody could even measure because how would you know what you are losing?

The Breaking Point

When Nicolas, the school director, realized he was spending 40+ hours every month on administrative tasks that added zero value to teaching music, he knew something had to change.

"I did not open a music school to become an Excel administrator," he told us. "I opened it to help kids discover their passion for music. But I was spending more time in spreadsheets than in the practice room."

One App. Everything Handled.

We built the music school a custom platform that replaced their entire spreadsheet ecosystem. Not a generic solution forced to fit their workflow - a tool designed around exactly how they operate.

Lesson Booking System
Teacher Availability Management
Automated Reports
Contract Storage & Signing
Push Notifications
Teacher-Student Messaging

Smart Booking That Actually Works

No more cross-referencing files. The system knows which teachers are available, which rooms are free, and which time slots work. Book a lesson in seconds, not minutes.

Calendar view of the Music School App booking system showing teacher availability and lesson slots — The calendar view: see all bookings at a glance, no more Excel cross-referencing

See Everything at a Glance

Filter by student, teacher, instrument, date range - find any lesson instantly. No more scrolling through endless spreadsheet rows hoping you do not miss something.

Appointments list with smart filtering showing student lessons and teacher assignments — Smart filtering: find any appointment in seconds, not minutes

Reports Generated in One Click

End of month? Click a button. Teacher payment reports, student attendance, revenue breakdown - all calculated instantly. What used to take a full Sunday now takes 3 seconds.

Contracts That Do Not Get Lost

Digital contract storage with e-signatures. Parents sign on their phone, contracts are stored securely, accessible anytime. No more "we cannot find your contract" conversations.

Everyone Stays in the Loop

Automatic notifications for lesson reminders, schedule changes, and important updates. Teachers and parents are always informed - without anyone having to remember to send a message.

“
I used to dread the end of every month. Now I actually look forward to seeing our reports - they show me exactly how the school is performing, and I did not have to count a single cell to get there.
”

Nicolas N., Director at Music School App

The Real Cost of "Free" Spreadsheets

Excel is free. But is it really?

Nicolas calculated what his "free" Excel system was actually costing:

40+ hours/month of his time at admin tasks
2-3 double-bookings per month (angry parents, lost trust)
~5 hours/week for teachers coordinating schedules via WhatsApp
Countless missed follow-ups on expired contracts
Zero visibility into which teachers or time slots were most profitable

The custom app paid for itself in less than 3 months.

Results That Speak

Saved monthly: 40+ hrs
Connected in one place: 4 parties
Report generation: 3 sec
Contracts digitized: 100%

What We Built

Frontend: Next.js, React, TypeScript - fast, responsive, works on any device
Backend: Secure API with PostgreSQL database
Authentication: Role-based access for admin, teachers, and parents
Notifications: Automated email and push notifications
Documents: Digital contract generation and e-signature integration
Hosting: Cloud deployment with 99.9% uptime

Is This You?

If you are running a business with more Excel files than you can count, ask yourself:

How many hours do you spend on tasks that software could handle?
How many opportunities slip through because information lives in someone head?
How many Sunday evenings have you lost to "just finishing up the reports"?

Your business deserves better than spreadsheet chaos. And it costs far less than you think to fix it.

Ready to get your time back? Let us talk about building the app your business actually needs.