MEDICAL SPA SOFTWARE

The work exists.

But is it getting done?

Consults that don't convert. Follow-ups that don't happen. Packages that expire. Guests who drift. In a med spa, the gap between what should happen and what actually closes is where revenue disappears. SOPHIE is the execution layer that closes that gap ...for every position, every day.

THE MINDSET SHIFT

You built something beautiful.

You ended up running a business.

Nobody hands you a playbook for marketing, sales, finance, HR, or IT when you open a med spa. But all of it lands on you. SOPHIE is the operating system that runs every department so you can focus on the experience you built this for.

Marketing

Sales

Operations

Finance

Admin

IT / Facilities

THE REAL PROBLEM

Someone on your team is holding the guest experience together. That's not a system. That's a person.

In most med spas, one or two people know which guests need follow-up, which consults haven't converted, which packages are sitting unredeemed, and which members haven't been called. They carry it in a spreadsheet, a sticky note, or their own memory. They are the execution system. And they are one resignation away from taking it all with them.


When they leave (and front desk turnover in aesthetics is among the highest in the industry), the follow-up cadence disappears, the conversion rhythm breaks, and the new hire has no system to step into. The operational memory walks out with the person. SOPHIE makes sure it never lived there to begin with.

Consults don't convert. The follow-up was supposed to happen. Nobody confirmed it closed.

Packages expire unredeemed. Nobody was watching the redemption gap.

Post-treatment follow-ups don't happen. The task was assigned. It was never confirmed closed.

A key person leaves. The whole cadence breaks. Because the execution system lived in their head, not in SOPHIE.

WHAT CHANGES WITH SOPHIE

Your best person is the execution system.

SOPHIE routes every follow-up, flag, and task, so no one person has to hold it all.

Consults don't convert because follow-up slips.

Every consult triggers a routed follow-up task. SOPHIE confirms it closed.

A key hire leaves. The cadence disappears.

The operational knowledge lives in SOPHIE. The next person starts with the full system.

THE SHIFT

"The practice ran the same shift I wasn't there. That's never happened before."

— What MedSpa practice owners say after 30 days with SOPHIE

Turnover-Proof

New injectors, new front desk staff, new coordinators — every position steps into the same standard from day one. The SOP is inside the task. No retraining from scratch.

Standard-Backed

Every task is backed by a SOP. Scripts, objection handling, and protocols appear inside the task at the moment the work happens.

Revenue-Validated

SOPHIE validates that the work closed, not just that it was assigned. The loop is confirmed against your PMS, not assumed.

BY ROLE

Every role. Every task.
Every time.

SOPHIE routes the right work to the right position — automatically. Select a role to see exactly what SOPHIE manages for them.

Marketing

New client inquiries that go cold after the first DM. Google reviews that never get requested. Referral programs that exist on paper but never get activated. In most med spas, marketing is reactive — a campaign here, a promotion there — with no system tracking what is actually converting into booked appointments.

STANDARDS EMBEDDED IN THIS ROLE
  • New client welcome sequence SOP
  • Google review request script
  • Client referral conversation guide
  • Reactivation outreach script
TASKS AUTO-ROUTED TO THIS ROLE
  • New client follow-up — automated 24-hour and 72-hour touchpoints after every inquiry
  • Google review request — queued 24 hours after every completed service
  • Referral activation — client referral prompt queued after high-satisfaction visits
  • Reactivation campaign — dormant clients (90+ days) surfaced monthly for outreach
  • New client intake confirmation — pre-appointment checklist triggered at booking
  • Promotion and event tracking — campaign response tasks routed to front desk

Sales

Packages that get presented and never followed up. Clients who said 'I'll think about it' and were never contacted again. Membership conversations that never happen because nobody had a script. The front desk and treatment coordinator are the revenue engine of your med spa — and in most practices, there is no system holding that engine accountable.

STANDARDS EMBEDDED IN THIS ROLE
  • Package and service presentation script
  • Objection handling guide — cost, timing, commitment
  • Membership enrollment conversation SOP
  • Post-consult follow-up sequence
TASKS AUTO-ROUTED TO THIS ROLE
  • Package follow-up — every open package conversation surfaced at 3, 7, and 14 days
  • Treatment plan presentation prep — service menu, package options, and script queued before consult
  • Post-consult follow-up — 24-hour touchpoint for every client who did not book
  • Membership enrollment — every eligible client surfaced with enrollment prompt and script
  • Financing presentation — payment plan options queued for packages over $500
  • Conversion rate reporting — weekly close rate by service type surfaced to leadership

Operations / Clinical

Missed calls that do not get returned. Appointment slots that go unfilled because nobody ran a fill list. Post-treatment follow-ups that never happen. The clinical and scheduling layer is where most of the day-to-day revenue either gets captured or quietly leaks away — and in most med spas, there is no system closing that loop.

STANDARDS EMBEDDED IN THIS ROLE
  • Missed call recovery script
  • Schedule fill list conversation guide
  • Pre-appointment preparation checklist
  • Post-treatment follow-up SOP
TASKS AUTO-ROUTED TO THIS ROLE
  • Missed call recovery — every missed call routed within 2 hours with callback script
  • Schedule optimization — open slots surfaced daily with fill list and outreach queue
  • Pre-appointment prep — client history, consent forms, and pre-treatment checklist
  • Post-treatment follow-up — 24-hour check-in queued after every service
  • Unbooked service flag — clinically recommended services not yet scheduled surfaced same day
  • Rebooking prompt — every completed appointment triggers a rebooking conversation task

Finance

Client balances that accumulate because no one asked at checkout. Package credits that expire without being used — or used without being tracked. Membership billing that falls out of sync. The financial layer of a med spa is where earned revenue either gets fully captured or quietly erodes — and without a system, the erosion is constant.

STANDARDS EMBEDDED IN THIS ROLE
  • Client balance collection SOP
  • Package credit reconciliation checklist
  • Membership billing audit protocol
  • Collections escalation script
TASKS AUTO-ROUTED TO THIS ROLE
  • Client balance follow-up — outstanding balances surfaced at every check-in and post-visit
  • Package credit reconciliation — unused credits surfaced monthly with outreach prompt
  • Membership billing audit — billing status checked monthly for gaps, lapses, or failed payments
  • Collections escalation — accounts over 60 days flagged for escalation protocol
  • Financing presentation — payment plan options queued for packages over $500
  • End-of-day revenue reconciliation — daily task against booking system data

Admin

New hire onboarding that takes weeks and still leaves gaps. Compliance documentation that lives in a binder no one reads. Staff scheduling conflicts that surface the morning of. The administrative layer is the operational backbone of the practice — and when it runs on memory and manual processes, it is a constant source of friction.

STANDARDS EMBEDDED IN THIS ROLE
  • New hire onboarding SOP
  • OSHA and state med spa compliance checklist
  • Staff scheduling protocol
  • Vendor reorder and supply management SOP
TASKS AUTO-ROUTED TO THIS ROLE
  • New hire onboarding sequence — role-specific task queue activated from day one
  • Staff scheduling conflict resolution — coverage gaps surfaced 48 hours in advance
  • Compliance documentation review — OSHA, state medical spa, and licensing checklists on recurring cadence
  • Vendor and supply management — reorder triggers based on inventory thresholds
  • Team meeting agenda generation — weekly huddle prep with open action items surfaced
  • Performance review preparation — execution data by position surfaced for review cycles

IT / Facilities

Laser and device failures that do not get logged. HVAC and facility issues reported verbally and forgotten. EMR and booking software updates that happen inconsistently. IT and facilities in most med spas are entirely reactive — nothing gets tracked until something breaks or a state inspection surfaces the gap.

STANDARDS EMBEDDED IN THIS ROLE
  • Device and equipment maintenance SOP
  • Facility issue reporting protocol
  • HVAC and utilities inspection checklist
  • State licensing compliance log SOP
TASKS AUTO-ROUTED TO THIS ROLE
  • Device and equipment maintenance schedule — recurring maintenance tasks triggered by calendar and usage
  • Facility issue logging — staff-reported issues converted to tracked tasks with owner assigned
  • HVAC and utilities check — monthly inspection checklist surfaced to facilities contact
  • EMR and booking software update tracking — system update reminders on required cadence
  • Equipment repair SOP — repair request routing with vendor contact and escalation path
  • State licensing and inspection compliance — required documentation on recurring schedule

Leadership

You are responsible for production, collections, client experience, team execution, compliance, and growth — all at once. You did not go to business school. You built something. And now you are running a business that depends on systems you were never trained to build. SOPHIE is the operating system that closes that gap.

STANDARDS EMBEDDED IN THIS ROLE
  • Practice Stability Assessment — 5-domain scoring model
  • Weekly execution review framework
  • Revenue leakage audit SOP
  • Department head accountability protocol
TASKS AUTO-ROUTED TO THIS ROLE
  • Practice Stability Score — live 0-100 score across Marketing, Sales, Operations, Finance, Admin, and IT
  • Revenue leakage estimate — dollar-value gap between potential and actual collections
  • Department execution rate — task closure rate by department, surfaced weekly
  • Top instability factors — ranked by revenue impact with Fix Now pathways
  • Weekly operating loop — Set Targets, Review Reality, Surface Friction, Assign, Execute
  • Execution data by position, by week — what closed, what drifted, what needs escalation

BUILT TO CONNECT

Your PMS is the signal.
SOPHIE is the action.

SOPHIE is designed to pull live signals from your medical spa PMS and automatically route the right task to the right position — with the SOP embedded and the loop validated back in your system.

↯ Zenoti On Roadmap ↯ Boulevard On Roadmap ↯ PatientNow On Roadmap ↯ Vagaro On Roadmap ↯ Aesthetic Record On Roadmap ↯ Aesthetics Pro On Roadmap

Stop losing revenue you already earned.

Start on Foundation at $199/month (no PMS integration required). Role-mapped SOPs, MyDay task routing, and execution closure tracking from day one. One recovered package per week covers the subscription.