Pilot West Studios | ERP & Business Software Modernization

BACKGROUND

Please describe your company and position.

I am the COO of a resort company 

Describe what your company does in a single sentence.

Resort Property

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire Pilot West Studios | ERP & Business Software Modernization to accomplish?

• Taking membership data from paper processing and creating a member portal

SOLUTION

How did you find Pilot West Studios | ERP & Business Software Modernization?

Online Search

Why did you select Pilot West Studios | ERP & Business Software Modernization over others?

• Great culture fit
• Good value for cost
• Company values aligned

How many teammates from Pilot West Studios | ERP & Business Software Modernization were assigned to this project?

2-5 Employees

Describe the scope of work in detail. Please include a summary of key deliverables.

Transition from clunky software to a more streamlined reservations platform

RESULTS & FEEDBACK

What were the measurable outcomes from the project that demonstrate progress or success?

Reduced the admin's team of processing reservation data from in a fraction of the time.

Describe their project management. Did they deliver items on time? How did they respond to your needs?

Pilot West Studios helped us tackle the hardest part of modernizing our system, which was transitioning from a one size fits all software to a custom solution.  This is going to help us streamline operations and minimize data entry mistakes, which compound during our busiest times of the year. We're on track to save hours every day in manual entry.

What was your primary form of communication with Pilot West Studios | ERP & Business Software Modernization?

Virtual Meeting

What did you find most impressive or unique about this company?

Pilot West Studios | ERP & Business Software Modernization's communication and follow-up exceeded our expectations.

Are there any areas for improvement or something Pilot West Studios | ERP & Business Software Modernization could have done differently?

At first their pricing model did not match our needs but they evolved and adapted during the process to come up with a viable solution.  

BACKGROUND

Please describe your company and position.

I am the Owner of Sweet Dreams In-Home Pet Euthanasia

Describe what your company does in a single sentence.

We are a specialty Veterinary Hospital focusing on End-of-Life Care

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire Modernize Business Software | Pilot West Studios to accomplish?

• Reduce staff auditing hours to allow them to focus on clients
• Reduce the number of programs that we use daily (around 15)
• Stop copying and pasting info from one software to another (reducing errors)

SOLUTION

How did you find Modernize Business Software | Pilot West Studios?

Online Search

Why did you select Modernize Business Software | Pilot West Studios over others?

• Great culture fit
• Company values aligned
• Located in the United States

How many teammates from Modernize Business Software | Pilot West Studios were assigned to this project?

2-5 Employees

Describe the scope of work in detail. Please include a summary of key deliverables.

Pilot West has completely developed a custom software system for us from the ground up, allowing us to eliminate at least three off-the-shelf programs. Previously, we dealt with daily headaches moving information between multiple systems, which led to errors and frustration. Their solution streamlined everything into one platform and significantly improved our operations.

RESULTS & FEEDBACK

What were the measurable outcomes from the project that demonstrate progress or success?

With our new software, we’ve seen fewer mistakes, fewer hours spent auditing records, reduced staff stress, and happier clients.

Describe their project management. Did they deliver items on time? How did they respond to your needs?

Every part of this project has been smooth, with clear communication and frequent check-ins throughout. The team is extremely accessible, with no language barriers, which made collaboration easy. All deadlines have been met to date, and we continue to work closely with Pilot West as the software evolves. 
Once we went live, they became even more available for support—something that seemed impossible given how responsive they already were. They’re friendly, enjoyable to work with, and I highly recommend them to any company in need of custom software.

What was your primary form of communication with Modernize Business Software | Pilot West Studios?

Virtual Meeting

What did you find most impressive or unique about this company?

They are deeply committed to understanding the needs of my company, how we operate, and where our problem areas are. Their thorough deep dive into our processes showed me they aren’t just building software to complete a project—they’re genuinely invested in our success and in helping our business grow successfully. 

Are there any areas for improvement or something Modernize Business Software | Pilot West Studios could have done differently?

I can't think of anything.

BACKGROUND

Please describe your company and position.

I am the Founder & CEO of Voafit

Describe what your company does in a single sentence.

Voafit is a concierge medical practice specializing in GLP-1 weight loss, hormone, and advanced peptide therapies.

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire Pilot West Studios to accomplish?

• Creating a patient app for TRT and GLP-1 patients

SOLUTION

How did you find Pilot West Studios?

Online Search

Why did you select Pilot West Studios over others?

• High ratings
• Pricing fit our budget
• Great culture fit
• Company values aligned

How many teammates from Pilot West Studios were assigned to this project?

2-5 Employees

Describe the scope of work in detail. Please include a summary of key deliverables.

Create patient app for advanced measurement of medication levels, medication tracking, weight tracking, medication inventory tracking, etc.

RESULTS & FEEDBACK

What were the measurable outcomes from the project that demonstrate progress or success?

We shipped a complicated patient app MVP in under 3 months (35k lines of code/25k lines of test code). This would have taken other agencies double or triple the time.

Describe their project management. Did they deliver items on time? How did they respond to your needs?

Pilot West has exceeeded expectations. We're very happy with the quality and timeliness of their work. Couldn't have done it without them. 

What was your primary form of communication with Pilot West Studios?

• In-Person Meeting
• Virtual Meeting
• Email or Messaging App

What did you find most impressive or unique about this company?

Pilot West has a personal touch and stateside employees, which has been a breath of fresh air. They also clearly have amazing expertise in multiple areas including sales, web design, development, and marketing.

Are there any areas for improvement or something Pilot West Studios could have done differently?

Payment processing was challenging at first but they have switched processors and it is now working smoothly.

BACKGROUND

Introduce your business and what you do there.

I’m the CEO of a membership organization that is the governing body for shooting sports. We promulgate rules for safety and consistency, uniting members interested in Old West history and competitive shooting sports.

OPPORTUNITY / CHALLENGE

What challenge were you trying to address with Pilot West Studios?

We needed to create a custom proprietary software application to streamline our daily processes and replace the outdated system we were currently using.

SOLUTION

What was the scope of their involvement?

Pilot West Studios first secured the integrity of our data, which consisted of 40 years’ worth of legacy data on an outdated database. They then built a modern system according to our specific needs and requirements, custom-tailoring the system around our business functionality. This process brought our operations from an outdated, multi-system, labor-intensive nightmare to a streamlined, modern, clean, and efficient system.

Our project was big. We had specific parameters in a niche market with over 115,000 members, affiliated clubs, sanctioned events, honors and certifications, products, and merchandise. The new system built by Pilot West Studios allowed us to efficiently manage all aspects of our organization, freeing my employees from hours of tedious data entry tasks each day. They built everything from scratch.

What is the team composition?

We worked with two teammates from Pilot West Studios. Although they had a bigger team, Adam and Jake were our main points of contact.

How did you come to work with Pilot West Studios?

I created a job post on a website for app developers and received contact from Jake.

What is the status of this engagement?

We started working together in November 2024 and launched in September 2025. We’re still meeting often, tweaking, and improving small things together along the way. The first phase of this project is complete, but we’ll continue working with Pilot West Studios to fine-tune the program as needed. We look forward to working with them on the second phase of our project.

RESULTS & FEEDBACK

What evidence can you share that demonstrates the impact of the engagement?

Tasks that used to take hours now take minutes. We’re only 18 days post-launch, and my employees now save an average of 30% of their time each day. Further use will allow clear metrics on the business impact overall.

How did Pilot West Studios perform from a project management standpoint?

They were driven, communicative, and extremely well-organized. We received weekly updates and video meetings. Not only did they deliver on time, but we also had to push them back a week or two because we weren’t quite ready internally for the launch. They were always straightforward and transparent with all expectations along the way.

We communicated via email, phone, video meetings, and text. We always felt like our project was a priority, and we could reach out to them in any way.

What did you find most impressive about them?

From the very first conversation and all the way through the project, Pilot West Studios was amazing. They listened with intention and understood my needs without ever making me feel ignorant or incompetent for not speaking the language of coding. Adam and Jake were both friendly, professional, understanding, and respectful of my company’s situation.

They identified my needs as a business owner that doesn’t have an IT department on staff and set out to make all conversations and the product they delivered meet my needs. They were extremely knowledgeable, educated, and efficient — not just in coding and software development, but in people and the business world as well. They made us feel valued and respected with the intention of building a lasting partnership rather than just collecting a paycheck. Good business builds relationships, and Pilot West Studios gets that.

Are there any areas they could improve?

There was nothing they could have done better.

BACKGROUND

Please describe your company and position.

I am the CEO of TalkAbroad

Describe what your company does in a single sentence.

TalkAbroad is an online platform that connects language learners with native speakers around the world, to practice conversation and gain cultural insight.

OPPORTUNITY / CHALLENGE

What specific goals or objectives did you hire Pilot West Studios to accomplish?

• Replace an aging component in our web app.

SOLUTION

How did you find Pilot West Studios?

Online Search

Why did you select Pilot West Studios over others?

• Great culture fit
• Good value for cost

How many teammates from Pilot West Studios were assigned to this project?

2-5 Employees

Describe the scope of work in detail. Please include a summary of key deliverables.

Summary Pilot West Studios was engaged to design and implement a new conversation scheduling system for an English language learning program. The goal was to test and validate the MVP by embedding it into a live environment and gathering user feedback. The scope included developing a modern reservation workflow, building supporting backend functionality, preparing and loading conversation partner data, and designing the user experience from scheduling through post-conversation access. The project also required setting boundaries to ensure focus on essential functionality, while leaving advanced features and integrations for future phases.  Deliverables Scheduling Workflow: A structured process for learners to select topics, choose times, and confirm reservations. System Enhancements: Foundational tools to manage reservations, track events, and support administrative oversight. Data Preparation: Setup of partner schedules and profiles to enable real-world use of the system. User Experience Design: Clear flows for scheduling, partner selection, confirmations, and post-session access (including recordings). Event Tracking: Core event and status framework to monitor reservations and session activity. Defined Boundaries: Explicit exclusions to keep the project focused on testing the MVP rather than expanding into complex integrations or credit/cancellation management. 

RESULTS & FEEDBACK

What were the measurable outcomes from the project that demonstrate progress or success?

The project delivered measurable progress in several key areas. A fully functional scheduling system was launched on time and performed reliably in production, demonstrating the quality of both design and implementation. User adoption was immediate within the English learning cohort, with learners successfully completing the full scheduling and conversation flow. Partner data was prepared and integrated, enabling real sessions to occur without manual workarounds. Administrative oversight features allowed internal teams to monitor bookings and session activity more effectively. Most importantly, the system provided the first wave of real user feedback on the MVP, giving the organization actionable insights to guide future development.

Measurable outcomes included:

• On-time delivery with all agreed-upon scope completed.
• Successful end-to-end scheduling and session completion by learners.
• Partner schedules and profiles set up to support live usage.
• Stable performance and high reliability of the reservation workflow.
• Collection of user feedback to validate the MVP and inform next steps.

Describe their project management. Did they deliver items on time? How did they respond to your needs?

Their project management was excellent. They consistently delivered items on time and kept the work moving forward without delays. Communication was clear and proactive, and they were incredibly responsive to our needs—adjusting quickly whenever questions or changes arose. Overall, the process felt organized, transparent, and highly collaborative.

What was your primary form of communication with Pilot West Studios?

• Virtual Meeting
• Email or Messaging App

What did you find most impressive or unique about this company?

What I found most impressive about this company was their communication and their ability to consistently connect development work to real business value. They didn't just deliver technical outputs; Pilot West Studios ensured we understood how each piece of the project supported our goals and provided clear, practical impact. This alignment between technical execution and business outcomes set them apart.

Are there any areas for improvement or something Pilot West Studios could have done differently?

At this stage, there aren’t any significant areas for improvement. The project was managed and delivered effectively, and our experience with Pilot West Studios was very positive throughout.