Hours of matching,down to seconds.
A German tutoring company was running recruitment, matching, contracts, and money on a legacy PHP system propped up by spreadsheets. We rebuilt the whole operation as a React and Supabase platform: smart teacher-student matching, digital contracts, and a dual-sided financial engine.
Spreadsheets, paper,and no margin in sight.
CleverCoach connects qualified teachers with students across multiple subjects and educational levels in Germany, managing the full lifecycle from teacher recruitment through placement, contracts, lessons, and payments. All of it ran on a fragile legacy PHP/MySQL system supplemented by manual spreadsheets.
Matching was done by hand, contracts were printed and physically signed, and financial tracking across receivables and payables was a constant headache. The company needed one platform that could handle a multi-stage recruitment pipeline, 13 student status types, geographic matching, digital signature workflows, and dual-sided finances, with three distinct user roles and proper access control.
Administrators spent hours cross-referencing spreadsheets to pair teachers with students by subject, location, and availability.
Printed, physically signed, scanned, and filed. Lost documents and signature delays were routine.
Teacher payments and student invoicing lived in separate spreadsheets, with no automated profit margin analysis.
Difficult to maintain, no mobile support, and none of the modern security controls like row-level security.
One platform forthe whole lifecycle.
We rebuilt CleverCoach from the ground up as a type-safe React and Supabase single-page app, replacing the legacy PHP/MySQL system with real-time data, smart matching, digital contracts, and full financial management.
Six weighted criteria score every candidate teacher from 0 to 100 for a student: subject match (25%), geographic distance by the Haversine formula (20%), availability overlap (20%), current workload (15%), rating (10%), and preferences (10%).
A six-stage hiring flow from New through Screening, Interview, Offer, and Pending Signature to Hired, with waiting-list and rejection tracking built in.
A two-phase workflow: an admin drafts the contract, the student signs it in the browser, and PDF generation plus email notifications close the loop.
Scheduling, completion tracking, progress ratings from 1 to 5, homework tracking, and a calendar view for every teacher.
Receivables (student invoicing with credit notes) and payables (teacher payments) in one place, with profit margin analysis and CSV/Excel export.
PostgreSQL with row-level security on all 13+ tables, real-time subscriptions, edge functions, and five storage buckets. Three JWT-authenticated roles: admins run users and finances, teachers log lessons and availability, students view schedules and sign contracts.
Matching in seconds,margins in view.
The day-to-day operations, before and after the rebuild.
Sixteen weeksto production.
From legacy analysis to launch, including the data migration off the old system.
Discovery and legacy analysis
Analysed the existing PHP/MySQL codebase, documented every business rule, and mapped the teacher recruitment pipeline and student lifecycle workflows.
Architecture and foundation
Designed the Supabase schema with 13+ tables, configured row-level security policies, set up authentication for three roles, and provisioned five storage buckets.
Core modules
Built teacher and student management, the matching algorithm with Haversine distance calculation, digital contract signing, and the lesson tracking system.
Financial engine
Implemented dual-sided invoicing across receivables and payables, the credit note system, profit margin analysis, and CSV/Excel export.
Polish and migration
Migrated data from the legacy PHP/MySQL system, tested end to end, trained the admin team, and deployed to production.
What it runs on.
The platform completely transformed our operations. Teacher-student matching that used to take hours now happens in seconds with better results. Digital contracts eliminated our paper nightmare, and for the first time we have real visibility into our financial performance.
The migration from our old PHP system went smoothly. BearPlex understood our complex business rules, from the multi-stage teacher pipeline to the dual-sided invoicing, and delivered a modern platform that our team actually enjoys using.