The before — a spreadsheet doing four jobs.
Coordinating dozens of tutors, students, and parents is a logistics problem the tools only half-solved. “Acuity booked the lesson, TeacherKit took attendance, Stripe charged the parent, and a giant spreadsheet was the only thing that knew they were all the same lesson,” says Sam Ortiz, Founder. “The spreadsheet was the real software. The apps were just inputs to it.”
Billing was the soft spot: a lesson booked but not attended, or attended but not billed, slipped through the gap between three tools constantly. Parents got charged for sessions that didn’t happen, or weren’t charged for ones that did.
$570/month across four tools. A master spreadsheet as the de-facto system of record. Frequent billing mismatches between lessons and invoices.
The switch — retire the spreadsheet.
Beacon rebuilt its schedule in Mewayz, imported students and parents, and pointed billing at the same records. The spreadsheet got archived in week two and never reopened.
“The goal was never ‘new software,’” Ortiz says. “The goal was to delete the spreadsheet that ran my company and could be broken by one wrong paste. Done.”
What got replaced
| Old tool | Replaced by Mewayz module | Monthly saving |
|---|---|---|
| Acuity Scheduling | Bookings & Scheduling | $50 |
| TeacherKit Pro | Attendance & Records | $60 |
| Stripe Billing add-on | Invoicing & Payments | $120 |
| Mailchimp | Parent Communications | $90 |
| Total old stack | Mewayz Business | save $320/mo |
The unlock — the lesson is the record.
With scheduling, attendance, and billing unified, the chain runs itself:
- A booked lesson, marked attended, generates the parent’s charge automatically
- Tutors see only their own students and schedule, cleanly scoped
- Parents get one consistent statement, not charges from a payments tool
- Capacity across 38 tutors is visible on one calendar
When the invoice is generated by the attended lesson itself, there’s no gap to fall through. You can’t bill a session that wasn’t marked attended, and you can’t forget to bill one that was.
The new normal — growth without the glue.
“We added six tutors last term and it was a non-event,” Ortiz says. “Before, every new tutor meant more rows in the spreadsheet and more ways for it to break. Now they just show up on the calendar. We can finally grow without growing the glue.”