CRM for med spas

A CRM for med spas that keeps itself updated.

Most clinic CRMs are a list somebody has to maintain. Bella fills hers in as she works. The owner portal shows every call, text and booking she handled and what it earned. When she runs your book, the back office adds checkout, payroll, inventory and a waitlist. This page walks through all of it.

Book a meeting See the full feature list

Example owner portal. Names and figures are made up.

The owner portal

What Bella did today, and what it earned.

Every Bella clinic gets the portal, whether you keep your booking software or not. Sign in from any browser.

Calls

Total calls312

Phone bookings58

Avg duration2:41

Inquiries handled121

After-hours calls94Calls outside business hours

Missed-call saves23After-hours calls that became bookings

Texts

Text conversations186

Booked via text84

After-hours texts77

Texts sent1,240

Reminder texts412

The dashboard

One screen answers the question every owner asks: is this paying for itself?

Revenue captured: bookings Bella made, multiplied by the average ticket price you set.
Time saved: her call time, plus five minutes for each text conversation and one for each reminder.
Calls: total calls, phone bookings, average length, inquiries handled, after-hours calls and missed-call saves.
Texts: conversations, bookings made by text, after-hours texts, texts sent and reminder texts.
Any period: 30, 60 or 90 days, all time or your own dates, each compared with the period before.
Tap a number to see the calls behind it, or export the period.

More about the dashboard

Priya S.Today, 7:42 PM · After hoursBooked

Duration3:12OutcomeBookedSentimentPositive

AI summaryNew client asked about a neurotoxin consult. Bella explained the consult is with Dr. Patel, offered Thursday at 2:30 PM and booked it. A confirmation text was sent.

Download recording

CallerDo you have anything this week for Botox?

BellaI can get you in with Dr. Patel on Thursday at 2:30. Does that work?

Every call, opened up

Listen to any call, or read it in ten seconds.

A searchable list with filters for booked, no booking and callbacks.
The outcome, the caller's sentiment and a written summary.
The recording, to play or download, and the full transcript.
Calls that need a second look are flagged for review.

More about call recordings

Chat 186Call history 312

Dana W.can I move friday to monday?Booked
Elle T.how much is a hydrafacialInfo only

can I move friday to monday?Of course. Monday at 1:00 PM with Mia is open. Want me to move you?yes please

Chat history

Every text and website chat Bella handled, word for word.

Text and web chat conversations in one tab, call history in the next.
See which conversations ended in a booking.
Read the whole thread before you call a client back.

More about chat history

Call volume

Peak hours8 AM1 PM9 PM

Booked46%
Info only31%
No booking14%
Callback9%

Analytics

Patterns you can staff and advertise around.

Call volume over time and average call length.
Booking success rate, and how every call ended.
Peak hours, so you know when the phone is busiest.
Recent transcripts, one tap away.

More about analytics

Reputation

New Google reviews38Since joining Hello Bella

Average rating4.9Across 164 Google reviews

Sam K.★★★★★Booked by text at 9 PM and got in the same week. Front desk was lovely.

Google reviews

Your reputation sits next to your bookings, counted from the day you joined.

New Google reviews since Bella started.
Your average rating across every review.
Bella asks every client the same way after a visit, with no reward attached.

More about review tracking

BYour weekly digestHello Bella · Monday, 8:00 AM

Last week Bella answered 74 calls, handled 41 text conversations and booked 33 appointments, 12 of them after hours.

Open your portal

Weekly digestPerformance summary every Monday
Monthly recapDetailed monthly report with milestones
Usage alertsAt 50%, 80% and 100% of your plan

Reports that come to you

You don't have to remember to sign in.

A weekly digest in your inbox every Monday.
A monthly recap with the milestones you reached.
Usage alerts before you reach your plan's limit.
Turn each one on or off, and export any period from the dashboard.

More about reports

Business hours

Mon9:00 AMto6:00 PM
Tue9:00 AMto6:00 PM
Wed9:00 AMto7:00 PM
Sat10:00 AMto3:00 PM
SunClosed

Average ticket price$130Milestones

First Booking
Night Owl Champion
30-Day Streak
100 Appointments
1,000 Calls

Settings, billing and milestones

The few things you control, in one place.

Business hours for each day, which decide what counts as after hours.
Average ticket price, used for the revenue estimate.
Billing: your plan, your usage and every invoice as a PDF.
Milestones: nine badges, from your first booking to 1,000 appointments.
Light or dark mode.

More about settings and billing

Example screens with example figures. Names are made up.

The back office

The rest of the desk, built on the same bookings.

Included when Bella runs your appointment book. Six screens, opened from one hub in the portal.

Today+ New sale+ Online sale

10:00Priya S.Neurotoxin · Dr. PatelRing out
10:30Dana W.HydraFacial · Mia R.Checked out
11:15Jo M.Laser hair removal · Leah K.No-show
12:00Walk-inMineral SPF 50 · RetailChecked out

Priya S.Paid

Neurotoxin, 20 unitsDr. Patel$260.00
LED add-onMia R.$45.00
Mineral SPF 50Retail$38.00
Price changeReason: Promo-$20.00

Sales tax$3.04

Total$326.04

Card$250.00Cash$76.04

Download invoice · INV-2041

Checkout

The day's bookings are already on the board. Ringing someone out takes a tap.

Today's board: every booking, ready to ring out or mark as a no-show or cancellation.
Walk-ins and online sales start from one button. Add a walk-in to your client list with just a phone number.
One ticket for several services, add-ons and retail, each credited to the provider who did it.
Shared invoices, so two clients who came in together can pay once.
Price changes carry a reason: promo, adjustment, loyalty or other.
Split payments across card, debit, cash or check.
Numbered invoices to download. A voided ticket stays on the record, and a paid one can be reopened by the owner to correct it.

Bella never takes card details or deposits over the phone. Payment happens at your front desk.

More about checkout

Pay period: Sep 16 to Sep 30Not locked

Net of back barCharged backShown, not deductedCompare formulas

ProviderService salesBack barCommissionRetailTotal payable

Dr. PatelInjector · 30%$21,400$1,400$6,000$62$6,062

Mia R.Esthetician · 40%$9,720$520$3,680$115$3,795

Leah K.Laser tech · 35%$7,520$320$2,520$30$2,550

Accountant sheetPay sheetsPay stubsLock the period

Payroll with commission

Commission is worked out from the tickets you already rang, so payday is a review, not a spreadsheet.

A rate for each person, for services and for retail, with an optional sliding scale.
Product cost handled your way: taken off before the split, charged back after it, or shown without being deducted. Compare all three side by side.
Pay periods every week, every two weeks or monthly, counted by service date or payment date.
Adjustments for a bonus, a minimum pay top-up or a correction tied to its ticket, so nothing is paid twice.
Checks before you lock: open tickets and card payments with no ticket are flagged first.
Lock the period and the sheet is frozen. Reopening it needs a reason and keeps the old sheet on file.
Pay sheets, an accountant sheet and pay stubs with year-to-date, to print or save as PDF. Tips stay out of commission.

Hello Bella is not a payroll processor. Tax withholding and filing stay with your accountant or payroll provider.

More about payroll and commission

All productsRetailBack barStock take

Mineral SPF 50Retail · Derm supply3reorder at 6Low
Hydrating serumRetail · Skin lab26reorder at 8In stock
Lip filler (syringes)Back bar · Clinic supply4reorder at 6Low
HydraFacial serum kitsBack bar · Clinic supply18reorder at 10In stock

Received into stock12 × Mineral SPF 50

Inventory

Retail on the shelf and product in the treatment room, in one list.

Quantity on hand, reorder point, supplier, cost and retail price for every product.
Stock moves when a product is sold or used in a service, and returns if the ticket is voided.
A low-stock count on the hub before a client asks for something you're out of.
Receive deliveries and run a stock take shelf by shelf.
Import the list from your old system in any column layout, with a preview first.

More about inventory

Dr. PatelServices 30% · Retail 10%Own login
Mia R.Services 40% · Retail 10%Own login
Front deskRings out, never credited for a serviceShared login

Who sees the day's bookingsEveryoneOnly their own

Neurotoxin, 20 unitsDr. Patel · back bar $96$260
HydraFacialMia R. · back bar $38$199
Laser hair removalLeah K. · back bar $12$160

Staff, services and product cost

The same team and menu Bella books from.

Commission rates for each person, for services and retail.
A login for each provider, plus a shared front-desk login that rings people out without being credited for the work.
Choose whether providers see the whole day or only their own bookings.
Each service with its price, who performs it and the product it uses up.
Import your service list from a spreadsheet.

More about staff and services

Search by client, service, provider or invoice

Paid tickets214Before tax$48,920Neurotoxin sold86Average each$268

Priya S.INV-2041 · Neurotoxin, LED add-on, SPF$326.04Paid
Dana W.INV-2040 · HydraFacial$199.00Paid
Elle T.INV-2039 · Laser hair removal$160.00Voided

Ticket history

Every sale you have rung, findable in seconds.

Search by client, service, provider or invoice number.
Any date range, or all time.
Services sold and the average price of each, by month or by service.
Open any ticket, and choose whether voided ones are shown.

More about ticket history

Elle T.Neurotoxin with Dr. Patel · any day after 3 PMWaiting
Dana W.HydraFacial · weekday morningsOffered 1 of 3
Sam K.Laser hair removal · SaturdaysSnoozed a week

A slot just openedThursday, 2:30 PM with Dr. PatelFirst to book it gets the spot.Create offer link

Waitlist

A cancellation becomes somebody else's good news.

Add a client with the service, provider, days and times that suit her.
When a slot opens, create an offer link and send it. The first to claim it gets the spot.
After three offers, the list tells you to call her instead.
Snooze someone for a week, or take her off the list.

More about the waitlist

Example screens with example figures. Names are made up.

The client list

Nobody has to type the notes.

Each caller is saved as a contact, with Bella's summary of the call added as a note. Bookings are matched to the client who made them, so the list fills in while the front desk gets on with the day.

Saved for you: every caller becomes a contact.
Notes written for you: a summary after each call.
A retention pipeline that shows who is due, who Bella contacted and who rebooked.

How Bella brings clients back

Every feature

The whole list, in one place.

AreaWhereWhat it includes

DashboardPortalRevenue captured, time saved, 11 call and text counters, new Google reviews, average rating, 30, 60 and 90 day or custom date ranges, change against the last period, export

CallsPortalSearchable call list, filters for booked, no booking and callbacks, outcome, sentiment, summary, recording to play or download, full transcript, calls flagged for review

Chat historyPortalEvery text and web chat conversation, with call history beside it

AnalyticsPortalCall volume, booking success rate, average call length, peak hours, outcome breakdown, recent transcripts

ReportsPortalWeekly digest every Monday, monthly recap with milestones, usage alerts at 50, 80 and 100 percent

AccountPortalBusiness hours per day, average ticket price, plan and usage, invoices as PDF, milestone badges, light and dark mode

CheckoutBack officeToday's board of bookings, ring out, no-show and cancelled marks, walk-in and online sales, services and retail on one ticket, shared invoices, price changes with a reason, split payments, numbered invoices, void and reopen

PayrollBack officeCommission for services and retail, sliding scale, three ways to handle product cost, weekly, two-week or monthly periods, adjustments, checks before locking, locked periods, pay sheets, accountant sheet, pay stubs with year-to-date

InventoryBack officeRetail and back bar products, quantity on hand, reorder points, suppliers, cost and retail price, low-stock alerts, receiving, stock takes, spreadsheet import, retired products

Staff and servicesBack officeCommission rates per person, individual and shared front-desk logins, who sees which bookings, service prices, who performs each service, product cost per service

Ticket historyBack officeSearch by client, service, provider or invoice number, any date range, services sold, average price, totals by month and by service

WaitlistBack officePreferred days and times for each client, offer links for a slot that opens, first to claim gets it, a nudge to call after three offers, snooze for a week

What it doesn't do

It isn't a charting system: treatment notes, photos and consent forms stay in your charting software. It isn't a payroll processor: it works out commission, and your accountant handles withholding. And Bella never takes card details by phone.

With your booking software

Two ways to run it. Neither makes you switch.

Keep your booking software

You get the owner portal.

Bella works alongside most booking systems. You see every call, text and booking she handled, your analytics, your Google reviews and your reports. Checkout, payroll and inventory stay where they are today.

Let Bella run your book

The portal and the back office.

Everything above, plus checkout, payroll with commission, inventory, staff and services, ticket history and the waitlist, all built on the same bookings.

See the back office

Questions about the CRM

Is Bella a CRM?

Bella is an AI front desk with a client CRM and an owner portal behind her. Every call, text and booking is recorded as it happens, so nobody has to update it by hand.

What can I see in the owner portal?

A dashboard with revenue captured, time saved, calls, texts and Google reviews, every call with its outcome, summary, recording and transcript, your text conversations, analytics with call volume and peak hours, plus billing, milestones and settings.

What is in the back office?

Checkout, payroll with commission, inventory, staff and services, product cost per service, ticket history and a waitlist. It is included when Bella runs your appointment book.

Do I have to give up my booking software?

No. Bella works alongside most booking systems. If you keep yours, you get the owner portal, and your checkout, payroll and inventory stay where they are today.

Does it run my payroll?

It works out commission for every provider and produces pay sheets, an accountant sheet and pay stubs with year-to-date. It does not withhold or file payroll taxes. Those stay with your accountant or payroll provider.

Is it a charting system?

No. Treatment notes, photos and consent forms stay in your charting software. Bella's CRM covers the front desk: conversations, bookings, sales, pay and stock.

Can I bring my client list and products?

Yes. Your client list comes with you at setup, and products and services can be imported from a spreadsheet exported from your old system, with a preview before anything is created.

Is client information protected?

HIPAA and PIPEDA compliant. Documentation available on request.

See the portal on your own clinic.

Book a meeting and we'll open the portal and the back office with your menu and your team as the example.

Book a meeting