For Med spas and aesthetic injectable clinics, single location or a small group
Catch no-shows and late cancels where the fee was never charged
You have a cancellation policy and a card on file, but the fee only gets charged when someone remembers. Busy front desks waive it by default, and repeat late cancels keep taking prime provider time.
What it can cost you
Example: 10 late cancels a month x $75 policy fee not charged = $750 a month, plus the empty provider hours.An illustration, not a promise. Your Opportunity Scan puts a real number on it.
What the system checks overnight
- Lists no-shows and cancels inside your policy window.
- Checks whether a fee or deposit was charged on each one.
- Flags clients with repeat late cancels in a rolling window.
- Shows which providers and days lose the most time to late cancels.
- Checks bookings for new clients made without a card on file.
Where it reads from
- Boulevard
- Mangomint
- Zenoti
- Square
- PatientNow
What happens when it fires
The manager decides which fees to charge or waive. The system lists each one with the policy and drafts a polite note to the client.
Autonomy level: Suggest only. The brief tells you what changed and what to do. Nothing happens without you.
What we guarantee
Every late cancel and no-show is checked for a policy fee by the next business morning. We agree on the metric before the Sprint starts and measure it over the first 20 business days after go-live. If we miss it, you get half your Sprint fee back. Dollar savings are tracked in your monthly saves log, reported rather than promised.
Questions
Will it charge clients automatically?
No. It shows which fees were not charged. Charging or waiving stays a person's decision.
We waive fees for good clients. Does that throw it off?
You can mark waived fees with a reason. The list then shows only fees that were missed, not ones you chose to waive.
Do I need new software for this?
No. The system reads from the tools you already use, with read-only access by default. A guardrail layer controls exactly which data the AI can see.
What does it cost?
A 3-week Sprint is $6,000 fixed and includes the morning brief plus one automation tied to an agreed metric. Ongoing support is $1,500 a month, or $500 a month to keep it running without new automations. If the agreed metric is missed over the first 20 business days after go-live, half the Sprint fee is refunded.
How is this different from a dashboard app or a free AI kit?
A dashboard app shows numbers when you go look. A free AI kit gives you the parts, and you do the setup, the upkeep, and the checking. Here the alarms are built for your kind of business, they watch outside data like market rates and rule changes alongside yours, and on Run or Keep-Running, the person who built them keeps them working and logs what they caught.
More alarms for med spas
Seven more things worth watching.
- Injectable rebooking gapsSpot med spa clients past their usual return interval for toxin or filler with no appointment booked, by provider, so your team reaches out first.
- Membership payment lapsesFlag med spa memberships with failed payments, expiring cards, paused accounts, and members who stopped booking, before they cancel.
- Unused package balancesTrack med spa package sessions sold but not redeemed, clients who stopped coming mid-package, and the prepaid balance you owe in service.
- Product units vs billedCompare injectable product received and used to units charged in your med spa software, by provider and week, so product shrink shows up early.
- Injector open hoursFind open med spa provider hours in the coming week, by provider and room, and match them to clients who are due, while there is time to fill them.
- Consults not convertedTrack med spa consults that did not book treatment, by provider and lead source, and follow up while the client is still deciding.
- Review dropsWatch med spa Google reviews for rating drops, new low reviews, and unanswered reviews by location, so you respond before it spreads.