For Med spas and aesthetic injectable clinics, single location or a small group
Match vials and syringes used against units billed
Toxin is bought by the vial and charged by the unit, and filler by the syringe. Small gaps between what was opened and what was billed add up fast, and they only show when the monthly order feels bigger than the revenue.
What it can cost you
Example: 2 vials a month unaccounted for x $600 per vial = $1,200 a month, or $14,400 a year.An illustration, not a promise. Your Opportunity Scan puts a real number on it.
What the system checks overnight
- Totals product received from supplier invoices by product and lot.
- Totals units and syringes charged on client tickets in the same period.
- Flags weeks where product used runs ahead of product billed.
- Groups the gap by provider and by location.
- Lists comped or touch-up units that were not marked as comped.
Where it reads from
- Boulevard
- Aesthetic Record
- PatientNow
- Zenoti
- QuickBooks Online
Supplier invoices for toxin, filler, and skincare products, read as data only.
What happens when it fires
The owner or manager reviews the gap with the providers involved. The system shows it by day and provider and lists tickets to check.
Autonomy level: Suggest only. The brief tells you what changed and what to do. Nothing happens without you.
What we guarantee
Product received versus units billed is reconciled every week, with the gap by provider. 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
Does this involve patient charts?
No. It compares supplier invoices to units on tickets, which are counts. Patient details stay out of the AI.
We give free touch-ups. Will those look like shrink?
Only if they are not logged. Once touch-ups are marked on the ticket, they are set aside from the gap.
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.
- Late cancel fees not chargedFlag med spa no-shows and late cancels where your policy fee or deposit was not applied, and find repeat clients, by provider and day.
- 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.
- 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.