US Service Businesses USA

Book more consults and turn them into paid treatment plans

HelloGrowthCRM captures every med spa inquiry from your site, phone and messaging apps, follows up automatically, and shows you which consults actually convert into treatments, packages and memberships.

Quick answer

Is HelloGrowthCRM HIPAA compliant?

No, and we will not tell you otherwise. HelloGrowthCRM is a general sales CRM, not a HIPAA-compliant system of record for protected health information. It is not an EMR or EHR and it has no charting, consent or clinical documentation features. Keep patient records, treatment notes, photos and consents in your medical records platform. Use HelloGrowthCRM for the pre-patient inquiry and follow-up pipeline, and keep the notes in it commercial rather than clinical.

Outcome-first workflow$12 per user per month, or $10 per user per month billed annually pricingEmail and SMS follow-up

Industry Use Cases

Injectable inquiries from Instagram and paid search

Consult booking for laser and body contouring

Package and series quote follow-up after consults

Membership renewal outreach before a client lapses

Reactivating clients who quietly stopped booking treatments

Multi-location inquiry and conversion reporting for owners

Why this page exists

Most med spas do not have a lead problem. They have a follow-up problem. Someone fills in a tox pricing form at eleven at night, calls two other clinics the next morning, and books wherever a human answers first. Booking and charting platforms such as Boulevard, Vagaro and Zenoti are built to run the appointment once it exists. They are not built to chase the consult that never got scheduled, or the patient who left a consult with a quote and no deposit. HelloGrowthCRM sits in front of that. It captures inquiries from web forms, calls and messages, puts each one on a visible pipeline stage, and runs email and SMS follow-up until the person books or opts out. Your front desk stops working from sticky notes and a shared inbox.

Be clear about what this is. HelloGrowthCRM is a general sales CRM. It is not a HIPAA-compliant system of record for protected health information, and we do not position it as one. It is not an EMR or EHR. It does not do charting, consent forms, before-and-after photo documentation, medical director sign-off or clinical notes, and it should not hold treatment records. Keep all of that in your medical records system. Use HelloGrowthCRM for the part that happens before someone becomes a patient: the inquiry, the qualifying call, the consult booking, the follow-up on a quoted package, and the reactivation of a client whose last series ended months ago. Keep CRM notes commercial, such as interest, budget, source and next step. Write that boundary down before you roll it out to staff.

Common search intent

crm for med spasbest crm for med spas in the united stateshow to follow up on med spa consultations that did not bookmed spa crm that works with boulevard and vagarosoftware to sell med spa memberships and packageslead tracking for botox and filler inquiries

Why teams evaluating crm for med spas want a simpler system

Inquiries arrive from Instagram DMs, Google, web forms and missed calls at all hours, and nobody owns them, so the fastest-responding clinic across town books the consult instead.

Your booking platform shows appointments, not intent. There is no list of people who asked about a package last month and never came in for a consultation.

Consults happen, a quote gets discussed at the front desk, and then nothing. No structured follow-up runs on the patients who said they wanted to think about it.

Membership and package sales depend on whoever is at reception that day. Renewals and unused sessions go unnoticed until the client has quietly stopped coming.

Marketing spend on aesthetics keywords is high, but nobody can say which source produced booked, paid treatments rather than raw form fills and phone rings.

Multi-location groups cannot compare pipelines. Each site runs its own spreadsheet, so the owner has no single view of inquiry volume, consult rate or close rate.

Challenge → solution → result

Common Med Spas problems — and how this CRM solves them

ChallengeCRM workflowBusiness result

Challenge: After-hours inquiries sit unanswered until morningSolution: Lead capture plus an instant SMS or WhatsApp acknowledgment and a scored callback listResult: Prospects hear from you before they call the next clinic

Challenge: Consults happen but quotes go quietSolution: Quoted stage with an automated email and SMS sequence attachedResult: Every quoted patient gets structured follow-up instead of being forgotten

Challenge: Nobody knows which ads produce paid treatmentsSolution: Source captured at inquiry, tracked through to the closed stage in dashboardsResult: Spend moves to the channels that actually fill treatment rooms

Challenge: Front desk notes live in a shared inboxSolution: Dialer with call recording and AI call summaries writing back to the recordResult: Anyone picking up the conversation sees what was already discussed

Challenge: Lapsed clients are only noticed by accidentSolution: A reactivation stage with a scheduled sequence for clients past their usual intervalResult: Dormant clients get a reason to rebook without a manual list build

Map your workflow to the CRM instead of rebuilding it in spreadsheets

Their workflowHelloGrowthCRM module

New inquiry from a web form, ad landing page or Instagram clickLead capture from web forms, phone and messaging, with the source recorded on the record

Deciding who to call back first on a busy MondayAI lead scoring ranks inquiries so the front desk starts at the top of the list

Calling back a pricing inquiry before a competitor doesBuilt-in dialer with call recording and AI call summaries, so nothing gets retyped

Tracking a prospect from inquiry through consult to treatmentPipeline with stages you name yourself, such as Inquiry, Consult Booked, Quoted, Treatment Booked

Chasing a consult no-show or a quote that went quietAutomated email sequences plus SMS and WhatsApp follow-up on a schedule you set

Presenting a treatment plan or package price after a consultationQuote builder for packages, series and membership tiers

Taking payment for a package or depositInvoicing built into the same record as the quote

Injectors and coordinators working between roomsMobile apps for iOS and Android with the full pipeline and call log

Reporting consult-to-treatment conversion by source and by locationReporting dashboards on pipeline stage, source and conversion

Connecting booking, ads and accounting toolsIntegrations via native connectors, Zapier and API

Email + SMS follow-up

Reach aesthetics patients the way they actually reply

Aesthetics inquiries rarely answer an unknown number twice. HelloGrowthCRM gives you the dialer with recording and AI summaries for the first attempt, then automated email sequences, SMS and WhatsApp for everything after that. A pricing inquiry can get a text within minutes, an email with consult availability the same evening, and a polite check-in a week later, all without a coordinator remembering. Every reply lands back on the same record, so the next person to pick up the conversation can see what was already said, what was quoted and what stage the patient is at.

Best next step

See how email, SMS, tasks, and billing fit your workflow in one demo.

Built for SMS and email follow-up

How it works

Connect your inquiry sources

Point your website forms, landing pages, tracking number and messaging inboxes at HelloGrowthCRM. Setup takes about fifteen minutes. Every new inquiry lands on the board with its source attached instead of in a shared email account.

Build the consult pipeline

Create the stages your clinic actually uses, such as New Inquiry, Contact Attempted, Consult Booked, Consulted, Quoted and Treatment Booked. Everyone at the front desk can see where each prospect sits and who owns the next step.

Let follow-up run itself

Attach an email sequence and SMS or WhatsApp steps to each stage. Consult no-shows get rebooking offers, quoted patients get a reminder, and lapsed clients get a reactivation message without anyone building a list by hand.

Review what converted

Use reporting dashboards to see inquiry volume, consult rate and treatment close rate by source and location. Cut the ad spend that produces inquiries who never book, and put it behind the channels that fill chairs.

Pricing

$12 per user per month, or $10 per user per month billed annually

HelloGrowthCRM is $12 per user per month billed monthly, or $10 per user per month billed annually. There is a free forever plan if you want to run one location's inquiry pipeline before you pay for anything. Every paid seat includes the dialer, AI call summaries, AI lead scoring, email sequences, SMS and WhatsApp follow-up, quotes, invoicing, mobile apps and reporting. If you would rather not build the pipeline and sequences yourself, Growth Engine is our optional managed RevOps service.

What a med spa needs versus what a generic CRM gives you

RequirementHelloGrowthCRMGeneric CRM

Capture inquiries from web forms, calls and messaging apps in one placeBuilt in, with source recorded on every recordWeb forms only, with calls and DMs tracked manually

Call back fast with recording and readable notesBuilt-in dialer with call recording and AI call summariesUsually a paid third-party phone add-on

Automated follow-up by email, SMS and WhatsAppAll three included on paid seatsEmail sequences, with SMS and WhatsApp as extras

Quote a package or membership tier and invoice itQuote builder and invoicing on the same recordDeal value fields, with quoting sold separately

Honest boundary with your medical records systemStated plainly: sales pipeline only, no PHI, no chartingVague healthcare claims with no clear boundary

Priced for a clinic with a handful of coordinators$12 per user per month, $10 annually, free plan availablePer-seat tiers that jump once you want automation

Useful next steps

CRM for healthcare

How the same inquiry pipeline works across clinics and healthcare practices.

Explore

CRM for salons

The nearest neighbor to med spa work, with a shorter path from inquiry to booking.

Explore

Growth Engine for med spas

Our managed RevOps option if you would rather not build pipelines and sequences yourself.

Explore

Follow-up sequences

How automated email, SMS and WhatsApp steps are built and scheduled.

Explore

CRM dialer

Call recording and AI call summaries for the front desk callback list.

Explore

US pricing

Seat pricing, the free forever plan and what is included on each.

Explore

Frequently asked questions

No. Those platforms run bookings, the calendar, charting and point of sale, and you should keep them. HelloGrowthCRM handles the stage before the booking exists: capturing the inquiry, calling it back, running follow-up, quoting a package and reporting on what converted. Most clinics connect the two through native connectors, Zapier or the API so a booked consult updates the pipeline stage automatically rather than being typed in twice.

Commercial information only. Name, contact details, inquiry source, what treatment area they asked about, budget signals, quoted package, stage and next step. Do not store diagnoses, treatment records, medication lists, medical history, consent forms or clinical photographs. Those belong in your medical records system. Agreeing this rule with your compliance lead before rollout saves an awkward conversation later, and it keeps front desk staff clear on where each type of note goes.

Setup takes about fifteen minutes for the basics: connect your web form, add your team, and create your pipeline stages. Adding the dialer, tracking number and follow-up sequences usually takes an afternoon. Start with one pipeline and two sequences, one for inquiries who never booked a consult and one for consults who never booked a treatment. Add complexity once the front desk is comfortable with the daily call list.

Growth Engine is our optional managed RevOps service. The team builds your pipeline stages, writes and loads the follow-up sequences, sets up the dialer and tracking number, and reports on what converts. It is a paid add-on, not part of the seat price. Plenty of clinics start on the free plan, run it themselves for a quarter, then bring in Growth Engine once they know which parts they want tightened.

Stop losing consults to slower follow-up

Set up your inquiry pipeline in about fifteen minutes on the free forever plan. Add the dialer, sequences and quotes when you are ready, at $12 per user per month or $10 billed annually. Keep your clinical records where they belong and let HelloGrowthCRM handle everything that happens before the booking.

AI & Intelligence

AI Features Built for Med Spas

HelloGrowthCRM ships 12 AI agents across 3 autonomy levels — from fully autonomous voice calling to assistive smart compose. Every AI action is logged and reversible.

Voice Agent for Quote Follow-Up

AI calls Med Spas prospects a day after the quote goes out, answers the obvious questions, and books the next step so nobody has to chase manually.

Smart Compose for Client Messages

AI writing assist for enquiry replies, quote covering notes, and follow-up messages — consistent wording, sent faster.

Automated Follow-Up Sequences

Trigger SMS, WhatsApp, and email reminders on a schedule you set once, so every open quote gets chased until it is won or closed out.

AI Lead Scoring

Rank incoming med spas enquiries by value, location, and response speed so the team works the best ones first.

Explore AI Agents

All AI features included on every paid plan. No add-ons.