Delivery
The operating principle
Most practice owners have already bought software that arrived late, or arrived and was never switched on. Both usually trace back to the same thing: no written scope, no milestone anyone could check, and no agreed definition of finished.
The seven phases below are the answer to that. They do not change per client — what changes is how much is being built inside them.
Scope is written before money moves
The statement of work names what is being built, what is excluded and what acceptance means. It is signed first, which is what makes the rest of the sequence predictable.
Something is live in week one
The booking page goes live on day 7, before the reminder layer, payments and dashboard are finished. Real appointments start arriving while the rest of the build continues.
Done is a test, not an opinion
Acceptance is three things you can check yourself — a live booking, a received reminder and a cleared test payment. Nobody signs off on a feeling.
Your input is bounded on purpose
One short call, one written intake, one design review round, one walk-through and one training session. Done-for-you means the work is not handed back to you halfway.
At a glance
WebtureXperts onboards a maximum of 3 new practices per month — every build is done personally, not templated at scale. Why intake is capped.
The seven phases
Read down the right-hand column and you have the complete list of what is asked of your practice. It is deliberately short.
A statement of work defining exactly what is being built, what is excluded, and what the acceptance criteria are. Nothing starts before it is signed.
What you do
Review and sign the SOW.
Milestone
40–50% deposit before any work begins.
A 20-minute call plus an async intake. We map how bookings actually move through your practice today, collect brand assets, and set up technical access.
What you do
One short call, then a written intake you can complete between patients.
The booking flow and admin dashboard are designed against your real appointment types. At Tier 2 and 3 the portal and app wireframes are designed here too.
What you do
One round of review on the flow before anything is built.
The booking engine, payment layer, reminder sequences and admin panel are built. Your booking page goes live on day 7 — before the rest of the system is finished.
What you do
Nothing, unless something in discovery turns out to be wrong.
Milestone
Day-7 Fast-Launch: a live, bookable page.
Booking flow tested end to end, payments tested in Stripe sandbox, reminder delivery tested against real email and SMS endpoints.
What you do
Walk the flow yourself once and tell us what feels wrong.
Go-live, then training for whoever runs the front desk. Not a video library — a working session on the system they will actually use.
What you do
Attend training with your front-desk team.
Milestone
Final build payment; Care Plan billing begins.
Hosting, monitoring and security patching, a fixed allocation of change-request hours each month, and a reporting and strategy touchpoint at your tier's cadence.
What you do
Send change requests as they come up.
Phases 1 to 6 are the build. Phase 7 is what the system runs on afterwards, and it is the only phase with no end date — which is why it is billed monthly rather than folded into the build fee.
The 21 days
The No-Show Shield build, day by day. Larger tiers add work after day 21 rather than delaying the point where bookings start arriving.
A 20-minute discovery call and async intake, then your booking page goes live and starts taking real appointments. This is the Fast-Launch milestone.
Email and SMS reminder sequences, Stripe payment and deposit collection, and the owner admin dashboard are connected and tested.
Full QA pass, front-desk training, launch, and Care Plan billing begins.
Each tier is the one below it plus additional scope, so the delivery sequence never restarts and the day-7 milestone holds regardless of tier.
A booking page that is live in week one starts capturing the after-hours requests your practice is currently losing to voicemail, while the reminder layer, payments and dashboard are still being built behind it.
It is also the earliest honest proof that the build is real. You are not asked to wait three weeks and trust a status update.
Definition of done
Acceptance is not a sign-off meeting. It is a short list of things that either work or do not.
The build is accepted when the client can complete a live booking, receive a reminder, and complete a test payment without error.
Acceptance is also the point the 90-day performance window is measured from, so it is worth being precise about. What the guarantee commits to.
The complete input list, pulled out of the phases above so it can be read in one go.
Two commercial milestones sit alongside those inputs: a 40–50% deposit before any work begins, and final build payment at launch, when Care Plan billing starts.
Outside the build
Every item here is a real boundary. Naming them is what keeps the milestones and the fixed scope meaningful.
New scope during the build is quoted separately rather than absorbed. This is what protects the day-7 and 21-day milestones.
Stripe processing, SMS sends and app store accounts are paid by you, directly to those providers. No markup passes through us.
We build with data minimisation as the default, but we are not a compliance certification provider and we do not claim any certification. Formal certification is a separate specialist engagement.
Copy for your site pages is not included unless it is written into the statement of work.
Each location beyond the scoped build is quoted separately, under Custom / Enterprise.
Before any of this, find out whether the build is worth doing
The Recovered Revenue Report puts a written monthly figure on what your current booking flow leaks. If the number is small, we will tell you that instead of scoping a build.
After launch
A booking system is not a deliverable you file. It takes payments, sends messages on a schedule and holds your availability, which means it needs hosting, monitoring and patching for as long as it runs. That is what the Care Plan is, and it starts billing at launch rather than at signature.
It is also the vehicle the 90-day guarantee runs through. If the no-show rate has not measurably dropped in that window, the remedy is continued work under this plan at no additional charge — which is only possible because the plan exists.
Included
Not included
Care Plan
$99–$699/mo
Set by tier, and confirmed in your statement of work before the deposit. The change-hour allocation and reporting cadence scale with the tier rather than being quoted per request.
How data is handled
The booking layer collects what it needs to schedule an appointment and take a payment. Clinical records stay in your clinical system, and no certification is claimed.
Questions
Answers here restate the documented engagement terms. Where this page and your statement of work differ, the statement of work governs.
Start at phase zero
The Recovered Revenue Report gives you a written monthly number for what your current booking flow leaks, plus a recorded teardown of where it goes. Three business days, no charge, and no obligation to start phase 1.