Anthem Music School
One operations portal to replace a spreadsheet-and-export routine
We replaced manual exports and by-hand reconciliation with a single portal that runs enquiries, trial bookings and payments for one of Greater Manchester's larger private tuition providers.
- Client
- Anthem Music School
- Sector
- Music tuition & education
- What we built
- Custom operations platform
- Key tech
- 5 systems
Anthem wasn't broken — it was busy, and its systems hadn't kept up with its growth. Enquiries arrived through multiple channels, payment data lived in Stripe, and student records lived in My Music Staff. Reconciliation happened by hand in a spreadsheet, matching records location by location. And one hard constraint shaped everything: My Music Staff exposes no public API, so any solution had to work around it.
The Anthem Portal sits across their operations as a single source of truth. Stripe–Xero reconciliation went from hours of error-prone spreadsheet matching to two button presses — import a payout, the system matches transactions to the right students automatically, then pushes everything into Xero reconciled. The enquiry-to-trial pipeline reads the My Music Staff calendar ICS feed to find genuinely available slots, holds them for 24 hours, manages parent confirmation, and stays in sync via mirrored webhooks.
What it does
- Two-click Stripe → Xero reconciliation with automatic transaction matching
- Enquiry-to-trial pipeline reading live availability from the My Music Staff calendar
- 24-hour slot holds with automated parent confirmation
- Mirrored sync database that keeps everything aligned via webhooks
- A single inbox for enquiries arriving across every channel
The outcome
Hours → minutes on reconciliation
3 systems → 1 source of truth
1 inbox for every enquiry
“The portal took the admin nobody had time for and made it disappear — we run enquiries, bookings and payments from one place now.”
Running on exports, spreadsheets and half a dozen apps?
Every build on this page started with a messy, manual process. Tell us how your operation actually runs and we'll map what it would take to make it one clean system.