CRM and business software · Wellness & Fitness
CRM for Med Spas
Consultations, treatment plan quotes, consent forms and repeat visits in one system — from the first price question in a chat to a paid laser series.
Free forever for up to 3 users. Paid plans from $199 a month.
What goes wrong, and what we do about it
A med spa sells in two steps: a consultation, then a plan of treatments that may run for months. Leads from ads ask what filler costs late at night and book with whoever answers first. Consultations are missed, quotes for a laser series are taken home to think about, and injectable clients who should return every few months are left to remember on their own. The front desk juggles the phone, the chat and a clipboard of consent forms.
The problem
An ad lead asks the price of lip filler at night and books elsewhere by morning.
In Kompot.ai
Messages from website chat, WhatsApp, Messenger and SMS land in one conversation, and an unknown number becomes a contact. The front desk answers with a saved reply and a link to the consultation booking page, and the inquiry is tracked as an opportunity.
The problem
Consultations are booked and the client simply does not show.
In Kompot.ai
A consultation taken on the booking page is confirmed by email with a calendar invitation, and email reminders follow before the visit. If you take a consultation deposit, it goes out as an invoice with a payment link, and you see who has paid before the provider's time is blocked.
The problem
A treatment plan is quoted in the room and the client goes home to think.
In Kompot.ai
Build the plan as an estimate from your treatment menu — the laser series, the peel, the filler by area — and send it. The estimate is marked viewed when the client opens it at home and approved when they say yes; then it becomes an invoice. For a plan left unopened the front desk gets a task to call.
The problem
Neurotoxin clients are due back in a few months and nobody reminds them.
In Kompot.ai
Record the date and type of the last treatment in fields on the client. When the repeat visit comes due, a scheduled workflow messages them with the booking link and gives the front desk a task for those who do not reply.
The problem
Consent forms are signed on a clipboard in the waiting room and scanned later.
In Kompot.ai
Each consent form is a document template with the client's name and the treatment merged in. Send it by link before the visit or show a QR code at the front desk; the signed PDF and its audit trail are stored on the client.
How one order runs
From a consultation request to a paid treatment plan
The inquiry arrives
A lead writes from an ad about laser hair removal. A contact is created, and the front desk opens an opportunity and replies with the consultation booking link.
The consultation is booked
The client picks a free slot and it appears on the provider's calendar. Email reminders go out beforehand, and the front desk sends the deposit invoice if you charge one.
Plan, estimate, consent
After the consultation the treatment plan is sent as an estimate. Once it is approved, the consent forms go out for signature before the first session.
Payment and the series
The approved plan becomes the invoice for the series. When the client pays in parts at the front desk, each payment is recorded against it, and the next session is booked before the client leaves.
What you keep on record
- Client interests and visits
- Areas of concern, treatments of interest, preferred provider and the date of the last visit, as custom fields.
- Consent forms
- Signed consents and photo releases for each treatment, as PDF documents with an audit trail.
- Treatment plans
- Each quoted plan as an estimate on the client, with its viewed and approved status.
- Treatment menu
- Injectables by area, laser packages, peels, microneedling and skincare products in your price list.
Digital employees · Full Service plan
Where an AI employee steps in for Med Spas
The moment
At midnight a lead asks in the chat what laser hair removal for legs costs.
The AI employee gives the price from your knowledge base and explains how a consultation works. It creates a contact and an opportunity and sends the booking link. Questions about suitability or side effects it hands to your staff.
The moment
A client calls after hours, worried about swelling after a filler appointment.
The voice agent takes the client's name and what they describe and, as your instructions say, transfers the call to the provider on call. It gives no advice of its own. The recording and summary are on the client's record.
The moment
A client writes on WhatsApp to check how much is left to pay on their laser package.
The AI employee looks up the client's invoice and tells them what has been paid and what is outstanding. If the records do not match what the client says, it passes the conversation to the front desk.
Questions owners ask
- Can clients sign consent forms before they arrive?
- Yes. Consent forms are templates with merge fields. They are sent by email or link ahead of the appointment, or signed by QR code at the front desk. Each signed form is kept as a PDF with an audit trail on the client's record.
- Can a laser or body-contouring series be paid in installments?
- Yes. Installments taken at the front desk are recorded as partial payments, and the invoice for the series shows what is paid and what is still open. For installments paid online, issue a separate invoice for each one: its payment link charges it in full through Stripe or PayPal, and a late one is flagged as overdue.
- Can the front desk and the providers see different things?
- Yes. Permissions are set per section of the system: you decide which roles may open contacts, invoices, documents, reports and settings. A provider's role can be kept out of invoices and revenue reports, while the front desk works with contacts and invoices.
- Will the AI employee answer medical questions from clients?
- No. It answers from your instructions and knowledge base — prices, booking rules, opening hours — and hands anything it is not sure about to a person. The AI employees come with the Full Service plan only.
What it costs
Free for up to 3 users, with every feature: bring your own AI. $199 a month adds our built-in AI and moving your data over. $499 a month: we set everything up and support it every month.
Related industries
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