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Custom CRM development
Pipelines, contacts and follow-ups modeled on how you sell. No per-seat fees, no features you will never use.
Learn moreA med spa CRM that books more treatments with fewer no-shows.
Booking, memberships, follow-ups and reactivation campaigns run across tools that don't share data. We replace the patchwork with one system built around how your team actually works.
What we build for med spas
One system, shaped to your work.
- Client CRM with treatment history
- Automated rebooking and reactivation
- Membership and package tracking
- No-show reduction sequences
- AI assistant for after-hours inquiries
Every build starts with a custom CRM designed around your workflow, connected to the tools you already use through API and software integrations.
Anything that stores patient health information needs to account for HIPAA. We talk through what that means for your system during the audit.
The result
Our clients save an average of $5,000 a month in software costs and lost time.
Start with an audit
In 30 minutes we map your tools and manual steps, and show you what a custom system would replace.
The real cost
Where med spas lose bookings and revenue.
Your providers are booked, but your calendar still has holes. Most of them come from follow-up that depends on someone remembering.
No-shows and late cancellations
A client books a filler appointment, forgets, and doesn't show. That slot is gone, and so is the revenue. A single reminder text isn't enough for every client. Without confirmations, deposits and a waitlist that fills open slots, your calendar leaks money every week. Front desk staff end up playing phone tag instead of filling the gap.
Clients drift between treatments
Botox wears off, a laser series needs its next session, a facial client is due for a refresh. If nobody reaches out at the right time, clients either book somewhere else or simply forget. Rebooking is the easiest revenue in the business, and most spas leave it to chance.
Memberships and packages get messy
Who has credits left? Whose membership renewed? Which package expires soon? When the front desk has to check the booking app, the payment processor and a spreadsheet to answer a client, mistakes happen, and clients notice when their credits are wrong. A wrong balance at checkout is an awkward conversation that can cost you a member.
After-hours inquiries go unanswered
People research treatments at night. They fill out your form or message your Instagram, and by morning they've already booked a consult somewhere that answered faster. Every unanswered inquiry is a client paying someone else for the same service. Your front desk shows up in the morning to a pile of messages from people who have already moved on.
How it works
A med spa CRM that keeps your chairs full.
Here's how each part of a custom CRM for med spas works day to day, from the first inquiry to the tenth visit.
Client profiles with treatment history
Every client has one profile: past treatments, products used, provider notes, photos, purchases and preferences. Your provider walks into the room knowing exactly what happened last time. Your front desk can answer questions without digging through three apps. Anything that stores patient health information needs to account for HIPAA, and we work through those requirements with you during the audit.
Custom CRM developmentRebooking based on the treatment
Each treatment gets its own rebooking rhythm. When a client is due, the system sends a personal reminder with a booking link, timed to the treatment instead of a generic monthly blast. Clients who haven't been in for a while get a reactivation sequence. Your team sees who's due, who booked and who needs a call. Providers can also set custom follow-up for individual clients.
Workflow automationNo-show reduction sequences
Confirmations go out ahead of the visit, with easy options to confirm or reschedule. Clients who don't confirm get a follow-up, and the front desk gets a list of unconfirmed appointments to call. Cancellations trigger a waitlist message so open slots get filled. Deposit or card-on-file rules are applied the way you set them. You see which clients cancel often and can handle them differently.
Workflow automationMembership and package tracking
Memberships, prepaid packages and credits are tracked in one place and tied to each visit. Clients can see their remaining balance, and your staff can see it at check-in. Renewals, failed payments and expiring packages trigger the right message automatically, so revenue doesn't slip away quietly. Owners get a clear view of membership revenue, active members and who is about to lapse.
API & software integration servicesAn AI assistant for after-hours questions
A custom AI agent, trained on your services, pricing approach and policies, answers common questions on your website and messages at night and on weekends. It can book consultations and hand off anything medical or sensitive to your staff in the morning. It doesn't give medical advice; it gets the inquiry captured and the consult on the calendar. Your staff sees every conversation in the client profile.
Custom AI agentsIn practice
One client, from first question to regular.
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An inquiry comes in late at night
Someone asks your website chat about lip filler. The AI assistant answers general questions, explains what a consult covers, and books one. The new client profile is waiting for your front desk in the morning.
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The consult gets confirmed
Confirmation messages go out before the visit. The client confirms with one tap and fills out intake forms ahead of time, so check-in is quick and the provider has what they need when the client sits down.
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Treatment, then the right follow-up
After treatment, the client gets aftercare instructions and a check-in message. The provider's notes are saved to the profile. When it's time for a touch-up, the system sends a rebooking reminder with a link to the provider's calendar.
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They join a membership
The client signs up for a membership at checkout. Credits, renewals and perks are tracked automatically. If a payment fails or credits go unused, the right person gets a nudge before it turns into a problem.
What goes away
Less juggling at the front desk.
Many med spas run a booking platform, a separate email or text marketing tool, a membership spreadsheet, a forms app and a chat widget, with no clean way to see one client across all of them. A custom med spa CRM brings client history, rebooking, memberships and messaging together. Where your booking or payment system works well, we connect to it instead of ripping it out.
- Text and email marketing tool
- Membership spreadsheet
- Intake forms app
- Website chat widget
- Reactivation lists
- Booking and payments (connected or replaced)
Questions
Questions about a med spa CRM.
What about HIPAA?
Anything that stores patient health information needs to account for HIPAA, including where data is hosted, who can access it and which vendors handle it. We discuss your specific requirements during the audit and plan the system around them with you. We don't make blanket compliance claims; we build around what your practice needs.
Do we have to give up our booking software?
Not necessarily. If your booking platform works well for your providers, we can connect to it and build the CRM, rebooking and membership tracking around it. If it's causing more problems than it solves, we can replace it. The audit is where we figure out which approach fits.
Will the automated messages feel robotic to clients?
They shouldn't. You approve the wording, the timing and the tone, and messages are based on each client's actual treatment and history. A reminder that says it's time for your next laser session reads very differently from a generic promotion. You can always change the messages later.
What does a custom med spa CRM cost?
It depends on scope: the number of locations and providers, which tools we connect, and whether you want an AI assistant or memberships built in. The free audit gives you a ballpark, along with a clear picture of what you're paying for today and what a custom system would replace.
Can the AI assistant answer medical questions?
No, and it shouldn't. The assistant handles general questions about services, booking, hours, policies and what to expect at a consult. Anything medical, like candidacy, contraindications or side effects, gets handed to your licensed staff. We set those boundaries with you before it ever talks to a client.
How we build it
The pieces behind the system.
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Custom AI agents
Lead qualifiers, quote generators, support assistants. If you can describe the workflow, we can build and deploy it.
Learn more
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Workflow automation
Kill the copy-paste. Intake, scheduling, invoicing and reminders run themselves between every tool you keep.
Learn moreCustom CRMs for other industries
Free software audit
Find your $5k.
Walk us through your tools and workflows. We will show you where the money and hours are leaking, and what a custom system would replace.