Med spa CRM software
Med spa CRM software for turning a treatment into a plan. Consent and pre-treatment notes stay on the client record, package sessions track as they are used, and the next visit books before they leave.
29
8
$22,400
5
Jessica Blake
Laser Hair Removal (Session 4/6)
Natalie Reed
Botox Touch-Up
Amanda Torres
Chemical Peel Consultation
Catherine Liu
Microneedling (Session 2/4)
Software a med spa runs on
One treatment is a transaction. A plan is a business, and the difference is whether the next visit gets booked. Smarfle keeps consent forms and pre-treatment notes on the client record, tracks package sessions as they are used, and books the follow-up before the client leaves. A single provider or a full clinic.
Med spa scheduling software
You sell a course in a consultation and then book it one session at a time until it stalls. Smarfle places the whole series at the interval the treatment requires, so a client who paid for six actually receives six.
Learn moreMed spa billing software
A course of treatment is paid once and delivered over months, and your tracking for it usually lives in someone's head. Smarfle holds the package and its remaining sessions on the client, so the balance and the bookings always agree.
Learn moreMed spa invoicing software
A course of treatment is one purchase to your client, not eight small charges. Smarfle invoices the series and shows progress through it, and sends future work as its own quote so it never arrives mixed into a bill for something already done.
Learn moreThe growth side, built in
Med spa consult tracking
A consult inquiry is worth a treatment series. Every call is recorded and logged, and missed ones get texted back within minutes.
Reviews and Google Business Profile
Clients trust their face to the med spa with the deepest review history. Requests after visible results build it treatment by treatment.
Website and lead follow-ups
Treatment interest forms feed consult bookings, and series follow-ups keep packages completed and memberships renewed.
CRM plans that grow with your med spa
All plans include a 14-day free trial. No credit card required.
Solo
Sole operators getting started
- 1 user
- Up to 500 clients
- 1 GB storage
- Public booking link + calendar
- Client management
- Work orders with photos
- Invoices + Stripe payments
- Voice AI receptionist (usage-based)
- AI drafts + work order summaries
- GMB rank tracking + Search Console
- GBP Posts + Dashboard
- API access + webhooks
- Mobile PWA + CSV import/export
Starter
Small teams adding tools and growth
- Up to 5 users (1 owner + 4 techs)
- Up to 2,000 clients
- 3 GB storage
- 2 branch locations
- Everything in Solo
- Website builder + AI content
- Your own domain on that website
- Branded client portal
Professional
Growing service businesses
- Up to 10 users
- Up to 5,000 clients
- 5 branch locations
- 10 GB storage
- Everything in Starter
- Manager role (up to 2)
- 50 saved email templates
Business
Multi-location operations
- Up to 30 users
- Up to 10,000 clients
- 10 branch locations
- 20 GB storage
- Everything in Professional
- Manager role (up to 5)
- Priority support
SMS, email, AI, and voice are billed pay-as-you-go. See full pricing breakdown →
What an inefficient med spa looks like
A single treatment is a good day. The business is what happens afterwards, and most clients leave without anyone suggesting a next step.
Clients buy one treatment and disappear
A client comes in for Botox or a chemical peel and never books the follow-up that completes the protocol. Without automated reminders and visible treatment plans, you rely on the client to remember. They usually do not.
Consent and pre-treatment tracking is manual
Every treatment requires consent documentation and pre-treatment instructions. When this process is managed through paper forms and verbal reminders, steps get missed, clients arrive unprepared, and your liability exposure grows.
Package revenue is hard to track accurately
Clients purchase multi-treatment packages, but tracking which sessions are used and which remain happens on paper or in a basic spreadsheet. Errors lead to disputes, freebies, and revenue you cannot account for.
Every med spa call, handled your way
Consult calls are recorded and summarised onto the client record. You choose how the line behaves after hours, so enquiries outside opening times still produce a booking.
Plain forwarding
$0.04/min
Just rings your phone. Every call logged as answered or missed.
Forward with call tracking
$0.10/min
Rings your phone. Recorded, transcribed, summarized, and logged to the customer record.
Busy message + text-back
~$0.05/call
Plays your message, hangs up, and texts the caller. Replies land in your Inbox as leads.
AI receptionist
$0.25/min
The AI answers, qualifies the caller, and books the job. Great after hours if you want it.
Spam screening is included in every mode
Turn it on and unknown callers hear one sentence and press a key before the call connects. Dialer software does not press keys, so it never reaches you. How screening works
- Your customers skip it. Known clients and callers on mobile numbers are never screened.
- You are not billed for it. Screened, silent, and blocked calls cost nothing.
- One blocklist. Block a number once and it stops calling and texting.
Curious how the AI option sounds? Call (866) 355-9645 and try booking a consultation with it.
How a med-spa treatment flows through Smarfle
A consultation becomes a treatment plan rather than a single appointment. The sequence below is how.
- 1
Consult booked
The consultation is booked online or by phone and the intake runs through the client portal, covering skin type, prior treatments, and contraindications.
- 2
Treatment plan + package
Provider documents the consult, treatment plan built (e.g., 3 Botox sessions × 3 months apart), package purchased via Stripe.
- 3
Recurring treatments scheduled
Recurring work orders auto-generate the treatment schedule. Each session logs product/dosage and before/after photos.
- 4
Sessions performed + photos
Job checklist enforces consent, photos before/after, dosage logged, time tracking against billable hours.
- 5
Bill + review + maintenance reminder
Auto-invoice for each session via Stripe payment link, review request after first treatment, maintenance reminders for the next session in 3 months.
Same flow for every med spa business, only the terminology and details change.
Where Smarfle fits a med spa
Treatment plans decide it. Single treatments with no follow-up will use a fraction of what is here.
We built this for you if...
Tap the ones that resonate
This probably isn't for you if...
And that's okay
Everything Smarfle does for a med spa
The treatment is the visit. Managing the plan, collecting the package, and bringing them back are what make it a business.
Treatment protocol scheduling
Build multi-session protocols and schedule the full series. Track each client's position in their treatment plan with clear progress indicators.
Pre and post-treatment messaging
Clients receive preparation instructions before and aftercare details after each treatment. Automated messages ensure nothing gets missed.
Consent tracking
Track consent documentation per treatment type. Your front desk sees at a glance which clients need updated forms before their next visit.
Provider scheduling
Assign treatments to specific providers and rooms. The calendar prevents conflicts and shows each provider's full day in one view.
Med spa CRM notes between appointments
When a client books a fourth appointment, the useful question is what happened at the first three. Which treatment, who they saw, what they were quoted and whether they said yes are things the record either carries or loses. A signed plan, tags, and a trail written as things happen are how it carries them.
A returning client is the whole business, and the practice that remembers their last three visits is the one they come back to.
A treatment plan they sign on screen
Set the course out line by line, a syringe count, a laser series or a peel package, and ask for money up front where the commitment earns it. The client puts their name to it from their own screen, what they paid comes off the closing bill, and the saved copy shows both signatures.
Injectables, laser or skincare in one view
Injectable regulars, laser packages and the skincare only crowd are three businesses living inside one business. Write a colored tag for each in your own words, attach it to the client, and calling up any of those groups takes a filter.
Consult quotes stay readable months on
A price quoted during a consult is usually known only to whoever gave it out. Here your note lives on the client and on the appointment next to status changes captured on their own, each line tied to a person and a moment, readable by anyone later.
Filter to a treatment, message the group
Tag clients by the treatment they book and one filter gives you everyone due for the next round, with merge fields carrying the personal touches. It goes as a single batch and tells you which numbers received it.
Get more clients for your med spa
Med spa lead generation
Move one client onto a treatment plan and it is worth a great many consultations. Smarfle finds the people researching treatments in your area and sends what they are interested in with the request, so your consult is closing rather than educating.
Flat pricing per accepted lead
Med Spa leads run about $30 each. You see the job and the ZIP first, then accept or pass free. No monthly lead budget, no bidding wars.
When leads start
We expand the directory around every business that joins, and Google needs time to rank new pages, so plan for up to two months before leads ramp up. You pay per lead, never for waiting. A Google Business Profile with real reviews brings them sooner.
Requests arrive pre-qualified
Every quote request already answers what are you interested in and are you a new client, so your callback quotes instead of interviews.
Fair by design
Your existing customers and repeat requests are always free, and a bad lead can be disputed with a refund to your wallet.
Med spa owners, read this before switching
Related industries
Other trades using Smarfle to run their book of business.
Massage & spa CRM
Overlapping spa and wellness services with packages, memberships, and online booking.
ExploreSalon & barbershop CRM
Appointment-driven beauty service with recurring clients and reminders.
ExploreMedical & dental CRM
Clinical-grade appointments with intake forms, records, and recalls.
ExploreSwitching to Smarfle from another med spa CRM?
What is worth protecting in a move like this is the client who keeps coming back, so guest contact details, visit history and your treatment pricing travel together, while nothing clinical leaves the system holding it. We build the import out of your export and open every injector and coordinator account ourselves, which puts the work on our desk instead of yours. You are dealing with people in the US for all of it, not a queue you cannot reach.
Why businesses stay
Who you are buying from
We answer requests the same day. If your business needs a new feature, or an existing one changed, it gets built fast, often by the next day. Ihor Lavrenenko puts his name on this product: he has helped hundreds of local businesses grow, and Smarfle is how that experience shows up in your operation every morning.
Ready to run your med spa business from one place?
Join service businesses that book more jobs, get paid faster, and grow their reputation with Smarfle.
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