Automation and softwareConsult requests answered in a minute, deposits and reminders that cut no-shows, and rebooking reminders when a treatment is due, set up in the booking system you already use.
Tell me the task that eats your week. A written first plan in 2 business days.
A consult request at 10:15 PM
Requests arrive by form, Instagram message and phone, often in the evening when the front desk has gone home. By the next morning the person has booked somewhere that answered first.
An empty chair in a booked slot is the most expensive hour in the day: the provider is paid, the room is set and the ad that booked it was paid too. Without deposits and timely reminders, a share of every week’s bookings simply doesn’t come.
Many treatments repeat on a schedule. When nobody reminds the client at the right moment, they drift to whichever clinic reaches them first, and you pay again to win back someone who was already yours.
Leads from forms, calls and ads end up in different inboxes, then get typed into the booking system by hand. Time goes to copying instead of to the client at the desk.
An example with round numbers, not a client. The missed call rate comes from CallRail’s 2025 benchmark for healthcare. Put in your own numbers in the missed call calculator.
Revenue that goes to someone else each month
$7,280
Fixed price, agreed before work starts. You own the accounts, the setup and the data.
Sample messages with made-up names. Yours are written in your voice, and your team approves every one before it goes live.
Starts when: a form, ad lead or call comes in, at any hour
Within 1 minute
A text and email with open times
Sample text message: Hi Ana, this is Glow Med Spa. Thanks for your interest in lip filler. Here are our next openings with Dr. Lee: [link]. Any questions, just reply.
No booking after 1 day
One friendly reminder with the same link
No booking after 3 days
A task for the front desk to call during business hours
Starts when: a consult or treatment is booked
At booking
The deposit is collected and the cancellation policy confirmed
2 days before
A reminder with prep instructions for that treatment
2 hours before
A short reminder with the address and parking
No-show
A text offering to reschedule, and the deposit handled under your policy
Starts when: a treatment is completed
Next day
Aftercare tips and a review request
When the provider’s interval is reached
A rebooking reminder with the same provider’s next openings
Sample text message: Hi Ana, it’s about time for your next appointment with Dr. Lee. Want me to hold one of these times for you? [link]
No reply after a week
One more reminder, then the client goes to a reactivation list
Text messages and ad platforms are the wrong place for health details. Messages stay generic, and ad tracking only learns that a booking happened.
A monthly blast to everyone feels like spam. Reminders timed to each client’s treatment feel like service.
Charging or keeping deposits without a written policy the client accepted creates disputes. The policy is confirmed at booking.
If your software already does part of this, I set that up first and build only what is missing. What can be connected depends on the tool and your plan with it, so the free review checks it before any price. Names are trademarks of their owners, listed only as tools owners commonly use.
Need more consult requests to answer? I also run Meta and Google ads for med spas.
See ads for med spasResult from a real client: Aesthetic clinic
Lots of conversations, few consults, and a rejected ad. Fixing the ad and the front desk routine doubled the visits.
Usually, yes. Most booking tools for med spas already handle deposits and reminders, and the first step is setting those up properly. I build around the tool only where it falls short, for example replying to ad leads in a minute or counting bookings against the ads.
A deposit at booking and reminders at the right times are the most direct fix, and most booking tools support both. The deposit amount and the cancellation policy stay your decision. I set them up so they run every time, not only when the front desk remembers.
Yes. Each treatment gets its own interval, set by your providers, and the reminder goes out when that client is due, not on a fixed monthly blast.
Some med spas are HIPAA covered entities and some are not, mostly depending on how they bill. If yours is, the tools must support it, for example by signing a business associate agreement, and messages avoid treatment details. Either way, treatment details are never sent to Google or Meta.
One workflow, like missed call replies and estimate follow-up, usually takes 1 to 2 weeks. A complete path from new lead to paid invoice usually takes 2 to 6 weeks. You see working pieces along the way.
Each project gets a fixed price in a written proposal, agreed before work starts. The free automation review gives you a written first plan and a price range within 2 business days. An optional monthly plan covers hosting, monitoring and changes.
Leo AgostiniFounder, Cazullo
Building business software since 2022, after 13 years in marketing. You work directly with me, and I personally review and validate the work before delivery.
Tell me about your business and the task that eats your week. Within 2 business days you get a written first plan: what to automate first and a price range. No call required for that; bigger systems get their full scope after a short conversation.
Prefer to talk now? Call (424) 340-4151, or write to leo@cazullo.com.