Modernize Your Business Software | Pilot West Studios

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.

We needed to create a custom proprietary software application to streamline our daily processes and replace the outdated system we were currently using.

Pilot West Studios first secured the integrity of our data, which consisted of 40 years’ worth of legacy data on an outdated database.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 This process brought our operations from an outdated, multi-system, labor-intensive nightmare to a streamlined, modern, clean, and efficient system.

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

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

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.

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.

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.

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.

There was nothing they could have done better.

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

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

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2-5 Employees

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.

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

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.

Virtual Meeting

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.

I can't think of anything.

I am the Founder & CEO of Voafit

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

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2-5 Employees

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

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.

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

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.

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

I am the CEO of TalkAbroad

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

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2-5 Employees

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.

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.

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 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.

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.