Spreadsheet to web app for orthodontic clinics
A custom web app replaced Docbraces' error prone spreadsheet for building orthodontic treatment contracts, adding payment options and digital signatures across a network of clinics in Canada and the US, targeting up to 80% less time on contract-related procedures.
- Geography
- Ontario, Canada
- Year
- 2022
- Stage
- 501 to 1,000 employees
- Team
- 1 senior + 2 mid full-stack engineers, 1 product designer, 1 product owner
- Duration
- July 2022 to ongoing
- Engagement size
- $50,000 to $199,999
The situation
Docbraces runs a network of orthodontic clinics across Canada and parts of the US, where treatment coordinators build patient treatment contracts and walk each patient through treatment and payment options to find the one that fits. The process ran on a spreadsheet that had stopped scaling: it was hard to follow, easy to get wrong, and slow to teach to new staff.
Contract creation was the bottleneck. Coordinators manually entered patient information while juggling treatment plans, discounts, insurance details, and responsible parties, which made the process long and error-prone. Neither patient onboarding nor the contract process was standardized across the clinic network.
What we built
The engagement started with a discovery phase around the existing spreadsheet and the vision for its replacement. Leanware handled UI/UX design in Figma, recommending features and flows that made the app simpler for treatment coordinators, and shared designs as Figma files and Loom walkthroughs for approval before any code was written. This is the kind of build our [AI Product Engineering](/services/ai-product-engineering) team runs end to end: discovery first, then a build against a locked spec.
The build itself replaced the spreadsheet with a full-stack web app for treatment contracts, including:
A systematic 9-step flow that walks staff through entering patient and treatment details
Digital signature integration for electronic contract signing
Analytics for data-driven decisions across clinics
A role-based admin panel (Regular and Super Admin roles) with customizable settings for managing clinics, users, and discounts
The application was built from scratch in sprints, with twice-weekly review calls and live feedback folded into development as it happened. After the initial build, Leanware continued with maintenance and a second version of the app driven by feedback from the clinics, keeping the platform aligned with how coordinators actually work. It's a similar pattern to what we built for [Canadian Orthodontic Partners](/case-studies/canadian-orthodontic-partners), another multi-clinic network that needed to standardize a manual process.
Outcome
The tool gives Docbraces visibility across multiple clinics at once and saves person-hours for clinic staff. Patients who cannot come into an office can now sign treatment contracts digitally, patient information is collected more securely than before, and the 9-step flow targets up to 80% less time on contract-related procedures than the spreadsheet process it replaced.
Clinic teams found the app straightforward compared to what came before, especially for new staff: the flow is easy to follow and hard to get wrong. The initial build stayed on budget and on schedule even as extra tasks were added, and Docbraces chose to continue into a second version, a sign that the platform holds up past the first release.
"Leanware’s biggest strengths are their dedication and affordable fees."
— Barb Heathcote , Manager of Dental Engagement , Docbraces · Ontario, Canada
Engagement line
Engagement FAQ
How long does dental software development take for a multi-clinic contract platform?
Docbraces' build started with a discovery phase to define the replacement for their existing spreadsheet process, followed by a from-scratch build delivered in sprints with twice-weekly review calls. The initial build stayed on budget and on schedule, and the engagement has continued since July 2022 with maintenance and a second version.
What should a custom web app include when it replaces a spreadsheet for treatment contracts?
Docbraces' platform covers a step-by-step flow for entering patient and treatment details, digital signature integration so patients can sign remotely, analytics for cross-clinic decisions, and a role-based admin panel for managing clinics, users, and discounts.
Can patients sign orthodontic treatment contracts remotely?
Yes. Docbraces added digital signature integration so patients who cannot visit a clinic in person can still sign their treatment contract electronically, and patient information is collected more securely than the previous spreadsheet-based process.
How does moving from a spreadsheet to a web app reduce contract processing time?
By replacing manual, spreadsheet-driven data entry with a structured flow. Docbraces' 9-step contract process targets up to 80% less time on contract-related procedures compared to the manual process it replaced, while standardizing patient onboarding across the clinic network.
What team is needed to build custom dental software for a clinic network?
Docbraces' build ran with one senior full-stack engineer, two mid-level full-stack engineers, a product designer, and a product owner, using React, TypeScript, Express, Knex.js, MySQL, and GCP, with Figma carrying the design and approval process.
How much does it cost to replace a spreadsheet process with a custom web app?
Docbraces' engagement falls in the 50,000–199,999 range, covering discovery, a from-scratch build delivered in sprints, and ongoing work into a second version. Actual cost depends on scope, number of clinics, integrations like digital signatures, and how much of the existing spreadsheet logic needs to be replicated in the new app.