PianoPlanner vs Gazelle

Two platforms for piano technicians — which fits your workflow? We compare honestly, including where Gazelle is better.

● PianoPlanner

🇳🇱 Netherlands · Made by a piano tuner

  • Automatic route clustering with Smart Suggestions
  • Google + Microsoft + Apple calendar sync (two-way)
  • Online booking links for customers
  • Secure servers — privacy compliant
  • 4 languages: NL, EN, DE, FR

● Gazelle

🇺🇸 USA · Founded in 2015

  • Native iOS & Android apps
  • Invoicing with QuickBooks integration
  • Condition Reports (PDF piano reports)
  • Large established customer base in the US
  • Multiple languages available

Full comparison

Feature by feature, side by side

Feature PianoPlanner Gazelle
📅 Planning & Routing
Route optimization ✅ Smart Suggestions — AI automatically picks the best time slot based on travel time + existing appointments Manual scheduling with map view + routing algorithm (proximity or along route)
Service area ✅ Dynamic based on travel time (minutes). Automatic clustering. Draw polygons on map. Multiple zones per technician possible.
Traffic predictions ✅ Expected traffic in travel time calculations (rush hour corrections) ✅ Estimated traffic conditions in travel time calculations
Travel mode Driving ✅ Driving, bicycle, walking, transit
Open day policy ✅ Automatic (anchorDayBonus) ✅ Manually configurable
Route Filling ✅ Find customers near existing appointments who are due for tuning. Send invitations. —
Customer Database Analysis ✅ Scan your entire customer database, calculate distances between all customer pairs, show statistics (median, percentiles) and receive an optimal travel time recommendation — apply with one click —
Theater mode ✅ Separate hours for theaters & concert halls —
Conflict detection ✅ Checks all calendars + database ✅ Internal calendar
📆 Calendar & Sync
Google Calendar ✅ Two-way sync (real-time) One-way sync
Microsoft 365 / Outlook ✅ Two-way sync —
Apple Calendar ✅ iCal feed —
🌐 Online Booking
Public booking link ✅ pianoplanner.com/book/your-name —
Personal customer link ✅ Each customer gets their own link with prefilled data + appointment history ✅ Private booking link per customer
Confirmation ✅ Instantly confirmed — customer knows right away Approve/decline workflow — approval required
Reschedule online ✅ Customer can reschedule via link in email ✅ Customer can reschedule via link
Smart Suggestions ✅ 3 strategies: route, gap-filler, proximity —
Travel distance filter ✅ "Too far" message for customers outside service area ✅ Message for customers outside service area
🎹 Pianos & Customers
Piano database ✅ Make, model, serial, year, condition, location + pitch ✅ Comparable + condition reports
Condition Reports — ✅ Detailed PDF reports per piano
Service interval reminders ✅ ✅
Multiple pianos per customer ✅ ✅
Photos per piano ✅ Up to 5 photos per piano — optimized with thumbnails. Upload directly from piano card. ✅ Photos with piano + condition reports
Workshop project planner ✅ Projects, tasks, hour estimates, progress tracking —
💰 Billing
Invoicing ✅ Included Paid add-on
Accounting integration ✅ QuickBooks, Xero, Moneybird, Jortt, Exact Online QuickBooks / Xero
Mileage tracking ✅ Integrated mileage accounting — automatically calculated per appointment based on route —
⚙️ Technical
Platform PWA (installable from browser) Native iOS & Android apps
Offline access ✅ Via PWA ✅ Via native app
Languages ✅ NL, EN, DE, FR EN + multiple languages
Privacy & data ✅ Secure servers · privacy compliant US servers
Custom email domain ✅ Custom SMTP + editable templates —
Email templates (4 languages) ✅ —
💳 Pricing
Free version ✅ Permanent — up to 25 customers 30-day trial
Starting price From $27/month (unlimited) $67/mo (250 pianos) · $89 (350) · $115 (500) — base plan only
Limits ✅ Unlimited customers & pianos Pay per 50 pianos + extra for reminders, invoicing, SMS
👥 Teams
Teams version ✅ Multiple tuners per company · shared calendar · Smart Pick automatically selects the best tuner · individual start address & work hours per technician · iCal per tuner · customers book with the company · $54/month (up to 5 tuners) —

🤝 Honestly: where Gazelle is stronger

  • Condition Reports — Send customers detailed PDF reports about their piano's condition. PianoPlanner doesn't have this (yet).
  • Native apps — Gazelle's iOS/Android apps may feel smoother than a PWA, especially on older devices.
  • US market presence — Gazelle has been active longer and has a large network in North America.

The fundamental difference

Why tuners switch to PianoPlanner

🧠

Automatically smart scheduling

Smart Suggestions analyzes your existing schedule, calculates travel times, and automatically suggests the most efficient time slots. No postal code areas to manage — the system clusters on its own.

🔄

Triple calendar sync

As the only piano platform, PianoPlanner syncs two-way with Google Calendar, Microsoft 365, and Apple Calendar. You only need to maintain one calendar.

🔗

Customers book themselves

Each customer gets a personal booking link. They see their own pianos, previous appointments, and can pick a new time slot directly — no calling or emailing needed.

🇪🇺

Privacy first

All data is encrypted and stored on secure servers. Fully privacy compliant. Independent company — your data is never shared with third parties. Ideal for technicians who take privacy seriously.

Pricing comparison

What do you pay per month?

PianoPlanner

$0 – $98

per month

  • Starter: free (up to 25 customers)
  • Start: $27/month — unlimited
  • Pro: $43/month — with calendar sync + invoicing
  • No limit on pianos or customers
  • 1 month free trial

Gazelle

$67 – $115+

per month (250–500 pianos, base plan only)

  • 30-day free trial
  • 250 pianos = $67/mo · 350 = $89 · 500 = $115
  • Price per 50 active pianos — scales up fast
  • Reminders, invoicing, SMS cost extra
  • QuickBooks integration (add-on)

Switching? Takes just 5 minutes.

Export your customers, pianos and appointments from Gazelle as CSV. Upload to PianoPlanner — done.

📤

  1. Export from Gazelle

→

📥

  1. Upload to PianoPlanner

→

✅

  1. Done!

Ready to plan smarter?

Try PianoPlanner free for one month. No credit card needed. Import your Gazelle data and experience the difference.

Try free → From $27/month · No commitment · Privacy compliant