Enquiry inbox
Instagram, Facebook, website and phone enquiries in one place the whole front desk can work through.
Cosmetic clinic software: consults, treatment plans & finance
Cosmetic clinics: consults that turn into treatment plans. Book more, chase less.
Consults get booked in Instagram DMs, treatment plans live in the injector's notes, payment plans are tracked on a sticky note and nobody remembers who's due for a top-up. We build consult, treatment plan and payment systems for cosmetic clinics that work with your clinic software. Then we host them and look after them.
Looking for cosmetic clinic software that handles consults, treatment plans and payment plans?
Cosmetic clients don't impulse buy. They follow you on Instagram for months, message at 10pm with a question, compare three clinics and want to know exactly what they're getting and what it'll cost. Then the clinic has to juggle prescriber consults, consent forms, photos, product batches and payment plans on top of the actual treatment. Most of that ends up split between DMs, notes in the clinic software, paper forms and the front desk's memory.
Wollopit builds custom cosmetic clinic software around how your clinic actually runs. Enquiries land in one place and turn into booked consults with deposits. Treatment plans go out clearly priced and get accepted online. Payment plans collect themselves, consent and photos are stored properly and clients get a nudge when they're due back. We work alongside Cliniko, Timely, Pabau or whatever you already use and look after the lot on our own servers.
01The problems
What we hear from cosmetic clinics
Does your cosmetic clinic have these problems? Here's how we'd fix them.
Most cosmetic clinics we talk to have brilliant practitioners and a front desk drowning in DMs, clipboards and payment plans that only exist in somebody's head.
- The problemEnquiries scattered across DMsInstagram, Facebook, the website form and the phone all get questions. Half go unanswered over the weekend and the client books somewhere else.How we fix itOne enquiry inbox for every channel, with quick replies and a link to book a consult online.
- The problemFree consults that ghost youConsults booked with no deposit, no reminder and no forms. The chair sits empty at 2pm on a Thursday.How we fix itConsult deposits credited to treatment, SMS reminders and forms sent ahead so they turn up ready.
- The problemTreatment plans stuck in the notesThe client leaves with a vague idea of the plan, then rings a week later asking how much it was again.How we fix itA clear, branded treatment plan with stages, timing and pricing sent to their portal before they've left the car park.
- The problemPayment plans arranged by handInstalments agreed at the desk, tracked in a spreadsheet and chased by text when a card doesn't go through.How we fix itPayment plans built into the treatment plan, with deposits, scheduled card charges and automatic retries.
- The problemConsent on a clipboardPaper consent and medical history forms filled in at reception, scanned in later or filed in a drawer.How we fix itDigital consent per treatment, signed at home or on an iPad, with the exact form version kept against the client.
- The problemPrescriber consults are a juggleNurse injectors wait around for the prescriber to be free and the consult outcome lives in a separate system.How we fix itA prescriber queue with in-person or video consults booked and the outcome recorded against the client before treatment.
- The problemBefore and after photos on staff phonesPhotos sit in camera rolls, the angles never match and nobody's sure which clients agreed to marketing use.How we fix itSecure photo records taken in the clinic app, angle guides for consistent shots and marketing consent recorded separately.
- The problemWhich batch went where?Products, batch numbers and amounts used are written in notes, if they're written down at all.How we fix itA product log on every treatment with batch, expiry and amount used, plus stock levels that update as you go.
- The problemAftercare forgottenClients get verbal instructions while still numb, forget them by dinner and ring the clinic in a panic.How we fix itTreatment-specific aftercare sent the moment they leave, with a check-in a few days later that flags concerns to the practitioner.
- The problemTop-ups slip through the cracksAnti-wrinkle clients are due back at three or four months and nobody reminds them until they've drifted off.How we fix itRebooking reminders set by treatment interval, with a link to book the same practitioner.
- The problemMemberships and packages on a spreadsheetMonthly skin memberships charged one by one and package sessions counted on a card in a drawer.How we fix itMemberships that bill themselves, package credits tracked automatically and member pricing applied at checkout.
02What we build
Solutions
What we build for cosmetic clinics. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Online consult booking
Book by treatment or practitioner, with deposits, reminders and a waitlist for cancelled slots.
Medical history & intake
Forms filled in at home before the consult, with flags for anything the practitioner needs to see.
Treatment plan builder
Templates by service, staged plans over months and options for clients who want to start small.
Client portal
Plans, forms, payments, aftercare and upcoming appointments in one login for the client.
Payment plans & finance
Deposits, instalments, scheduled card charges and Afterpay or Zip at checkout.
Digital consent
Treatment-specific consent signed on an iPad or at home, with versions kept forever.
Prescriber consult workflow
In-person or video prescriber consults booked and recorded against the client before treatment.
Before & after photo records
Captured in the clinic app with angle guides, stored securely with marketing consent tracked.
Product & batch log
Product, batch, expiry and amount used on every treatment, with stock levels and reorder alerts.
Aftercare & check-ins
The right aftercare sent automatically, then check-ins that flag concerns to the practitioner.
Rebooking reminders
Clients nudged when they're due again, with a link to book the same practitioner.
Memberships & packages
Monthly memberships, prepaid packages and session credits that track themselves.
A website that books consults
Hand-built, quick on mobile, with treatment pages, practitioner profiles and consult booking built in.
03The systems
The big ones
Your whole clinic, on one system.
These are the systems cosmetic clinics ask us about most. Each one works on its own and they get properly clever when they're joined up.
Consults & enquiries
Every enquiry answered. Every consult booked properly.
Instagram, Facebook, website and phone enquiries land in one inbox your front desk can work through. Clients book a consult online with a deposit, fill in their medical history at home and get reminders so the chair isn't empty at 2pm.
- Instagram, Facebook and web enquiries in one inbox
- Online consult booking by practitioner
- Consult deposits credited to treatment
- Medical history filled in before arrival
- SMS and email reminders
- Waitlist for cancelled slots
- Video consults for out-of-area clients
- Follow-up prompts for cold enquiries
- Where every booking came from
- Works with your clinic software
Treatment plans
A plan they can read at home and say yes to.
Build the plan in the consult room: treatments, stages, timing and pricing, with options if they want to start small. It lands in the client's portal before they've left the car park and they accept it online.
- Treatment plan templates by service
- Good, better and best options
- Staged plans across months
- Pricing and package savings shown clearly
- Accepted online with a signature
- Cooling off periods tracked
- GP referrals recorded for surgical consults
- Accepted plans turn straight into bookings
- Progress through the plan per client
- Follow-up when a plan sits unanswered
Payment plans & memberships
Payment plans that collect themselves.
Split a treatment plan into instalments, take a deposit up front and let the card be charged on schedule. Memberships and prepaid packages bill and track themselves so nobody argues about how many sessions are left.
- Deposits and instalment schedules
- Automatic card charges through Stripe
- Failed payment retries and alerts
- Afterpay or Zip at checkout
- Monthly memberships
- Prepaid package credits
- Member pricing applied automatically
- Balances shown in the client portal
- Payments reconciled to Xero or MYOB
- Pause and cancellation rules
Consent & photo records
Consent, photos and batches, all on the record.
Treatment-specific consent gets signed on an iPad or at home, with the exact version they signed kept against the client. Before and after photos are taken in the clinic app and stored securely, not on a staff phone. Every product, batch and amount used is logged against the treatment.
- Consent forms per treatment
- Signed on an iPad or at home
- Form versions kept with each signature
- Photo capture with angle guides
- Photos stored securely, never on phones
- Separate consent for marketing use
- Side-by-side before and after views
- Product, batch and expiry per treatment
- Prescriber consult recorded with the client
- Restricted access by role
Aftercare & rebooking
Clients looked after. Top-ups booked on time.
The right aftercare goes out the moment a treatment is finished, then a check-in a few days later in case anything feels off. When a treatment is due again the client gets a nudge with a link to book the same practitioner.
- Aftercare by treatment type
- Next-day and two-week check-ins
- Concerns flagged to the practitioner
- Review appointments booked automatically
- Rebooking by treatment interval
- Same-practitioner booking links
- Win-backs for lapsed clients
- Birthday and membership messages
- SMS and email from one place
- Rebooking rate per practitioner
04How it changes
Before and after
A consult, wolloped.
Here's how one client's journey from first message to top-up could change. Every clinic is different, so we map yours first.
Before
- Enquiry sits in Instagram DMs all weekend
- Free consult booked with no deposit
- Consent and medical history on a clipboard
- Treatment plan scribbled in the notes
- Payment plan agreed at the desk and tracked by hand
- No follow-up until she books somewhere else
After
- Enquiry answered and consult booked with a deposit
- Forms and medical history done at home
- Treatment plan in her portal before she's back at the car
- Plan accepted and instalments set up online
- Aftercare SMS the same afternoon
- Top-up reminder lands right on time
05Services
Everything under one roof
Software, websites and systems for cosmetic clinics.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for cosmetic clinics
Built around how your cosmetic clinic actually runs: enquiry inbox, online consult booking and the admin in between, in one system you own.
Websites for cosmetic clinics
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Cosmetic clinic system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for cosmetic clinics
Medical history & intake and treatment plan builder: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Cliniko, Timely and Pabau so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your cosmetic clinic, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the tools you rely on, work alongside clinic software you're happy with or replace the bits holding you back.
- Cliniko
- Timely
- Pabau
- Zenoti
- Fresha
- Halaxy
- Coviu
- Tyro
- Stripe
- Square
- Afterpay
- Zip
- Xero
- MYOB
- Microsoft 365
- Twilio SMS
- Mailchimp
- Klaviyo
- Google Business Profile
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your cosmetic clinic: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We sit with your front desk, injectors and practice manager to see where consults, plans and payments actually fall over.
- 02
Archi-tech
We plan it before writing code: your treatments, consult rules, consent, photos, payments, clinic software, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the most painful bit first, like consult booking or payment plans.
- 04
Look after
We host it, keep it secure and keep improving it. When something breaks you call the people who built it.
08Questions
FAQ
Things cosmetic clinics ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Are before and after photos stored securely?
Yes. Photos are taken in the clinic app, stored on secure servers with restricted access and never left on staff phones. Consent for clinical records and consent for marketing use are recorded separately.
Can it handle prescriber consults for injectables?
Yes. We can build a prescriber queue so nurse injectors book an in-person or video consult with your prescriber, with the outcome recorded against the client before treatment goes ahead. How you run it stays your call and your prescriber's.
Can clients pay off a treatment plan in instalments?
Yes. Plans can have a deposit and scheduled instalments charged to a saved card, with automatic retries if a payment fails. We can also offer Afterpay or Zip at checkout if you use them.
Can consent forms be signed before they arrive?
Yes. Clients get their medical history and treatment consent forms by SMS or email, sign them at home and arrive ready. If they forget, they can sign on an iPad at reception.
Will it help us stay on the right side of advertising rules?
We can build approval steps and photo consent checks so nothing gets used without sign-off. What's allowed in your advertising is still a call for you and your advisers.
We already use Cliniko or Timely. Do we have to switch?
No. If your clinic software is doing its job we build around it: enquiries, treatment plans, payment plans and aftercare on top. If something's holding you back, we'll show you what replacing it would involve before anything changes.
How much does a cosmetic clinic system cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller jobs like consult booking with deposits or rebooking reminders can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most cosmetic clinics we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got a cosmetic clinic problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.