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Complete management for aesthetic clinics

The best aesthetic clinic management system brings scheduling, records, finance and WhatsApp together.

Meet Bia →See how it works

Software for an aesthetic clinic that gathers what today lives in a spreadsheet, a notebook and a separate app: scheduling, intake forms, records, packages, inventory, commissions and cash on one base. The AI receptionist answers on WhatsApp and books inside that same system — it is not a bot bolted on the side.

Bia is the product name. During setup, your clinic chooses its receptionist’s name — Bia is only the editable starting suggestion.

✓ Current trial terms shown at sign-up✓ take over whenever you want✓ 14-day guarantee
Guided setupCurrent trial terms shown at sign-upEncrypted clinical dataCancel from the dashboard
An aesthetic clinic system with WhatsApp, and far beyond it

An aesthetic clinic management system, from scheduling to closing

Bia brings scheduling, clients, records, sales, inventory, staff and finance together around the clinic's shared records — each area still has its own honest limits. The CRM for an aesthetic clinic and the appointment scheduling software for an aesthetic clinic run on that same base, not two systems to reconcile at month end.

Online scheduling

The calendar organizes the week by day, time, service and professional in the clinic's configured time zone.

Explore online scheduling

Intake forms and clinical records

Digital intake forms use sections, questions, consent text, sensitive fields and immutable published versions.

Explore electronic records

Services, packages and sessions

The catalog stores each service's duration, price and active state, plus promotions governed by the clinic's time zone.

Explore session package management

Products and point of sale

The point of sale builds a cart, links a client and professional, records payment and completes the sale.

Explore the point of sale

Commissions and goals

Completed services and product sales form the revenue attributed to each professional.

Explore commissions
The cost of managing in pieces

Aesthetic clinic software pricing: what disorganisation charges every month.

01

The calendar in one place, the money in another

When scheduling, records and cash live in different tools, nobody knows the month's result without stitching it together by hand — and a decision made late has already cost something.

02

The empty chair

Without appointment reminders, part of the schedule becomes no-shows — and an empty chair means lost revenue.

03

The customer who disappeared

People who showed interest and stopped replying rarely return by themselves. Without follow-up, the opportunity cools down.

This is not just our opinion.

Harvard Business Review audited 2,241 companies in 2011 and found an average response time of 42 hours; 23% never replied. Responding within one hour was associated with roughly seven times higher odds of qualifying the lead than waiting just one additional hour.

An earlier MIT study of 15,000 leads found that replying in 5 minutes instead of 30 increased the odds of qualification by 21 times.

Your customer will not wait 42 hours. She messages the next clinic.

Sources: Oldroyd, McElheran and Elkington, “The Short Life of Online Sales Leads,” Harvard Business Review, March 2011; Oldroyd, Lead Response Management Study, MIT/InsideSales, 2007. Historical data used as directional context.

Run the numbers for your clinic

What could one missed opportunity cost?

Adjust the values below. This simple simulation compares the cost of not replying with the Professional plan.

Monthly revenue at risk

$779
Professional plan$139/month

At a $180 ticket, the Professional plan pays for itself with 1 recovered appointment per month.

See the current terms

Educational simulation, not a revenue promise. Results depend on contact volume, conversion, ticket size and clinic operations.

From first test to daily work

Configure it, test it, then put it to work.

1

Connect WhatsApp

Scan a QR code with the clinic number. Nothing to install on the computer.

2

Teach your way of working

Add services, schedules and tone of voice. Bia follows that information.

3

Stay in control without being stuck

She answers, helps schedule and reminds. You see conversations and take over whenever needed.

24/7
service that does not depend on office hours
2
configurable reminders before appointments
1 tap
for a person to take over the conversation
Stop losing opportunities
Confidence before subscribing

You do not need to trust a claim.

Use the trial to connect WhatsApp, simulate conversations, review replies and inspect the history. Current trial terms shown at sign-up.

Clinic overview
Controlled testpublish the receptionist only after you approve its behavior
Visible historysee what was sent and received
Human controlpause AI or take over a conversation at any time
Everything in one system

What an aesthetic clinic management system needs to have

Every area below exists in the dashboard today and shares the same client record. Nothing here is a module sold separately.

Calendar with blocks, rooms and resources

Time, duration, professional and room validated before confirming.

Appointment scheduling software for an aesthetic clinic

Reminders 24 h and 2 h ahead, with no duplicate sends.

Electronic records for an aesthetic clinic

Clinical history per client, encrypted and gated by role.

Digital intake forms

Form sent by link, answered by the client, attached to the record.

CRM for an aesthetic clinic

Source, funnel stage, client memory and fast search.

Financial control for an aesthetic clinic

Daily cash, accounts, income statement and CSV export.

Inventory and supplies control

Deduction per appointment, balance per product, low-stock alerts.

Team commissions and targets

Per-professional calculation, period target and audited close.

Packages and sessions

Session balance, consumption per appointment and package history.

Marketing automation for an aesthetic clinic

Segment campaigns and seasonal templates, with a send record.

Staff and resource management

Weekly availability, service links, rooms and blocks.

AI receptionist on WhatsApp

Answers and books in the same system, with human takeover.

Online booking for an aesthetic clinic

Public link: the client requests a slot and the clinic confirms.

Waiting list with fill-ins

Whoever missed a slot joins the queue and is called when one opens.

NPS satisfaction survey

Sent after the appointment, with the score kept on the record.

AI audio transcription

The client's voice note becomes text in the thread, no replaying.

Points loyalty programme

Points per appointment and referral bonuses, per client.

Google Calendar integration

Syncs the clinic's appointments with the team's calendar.

Client import from a spreadsheet

Bring your current base and see what lands before saving.

Access control and audit trail

Each role sees only its own, and every change is recorded.

Transparency before deciding

Commitments you can check, not adjectives.

Public pricing — plans and limits are listed on this page; there is no hidden price sheet.

No lock-in — subscription management is available in the dashboard.

Your data leaves with you — CSV and JSON export is available in the product.

Encrypted clinical data — intake forms and clinical records are encrypted and clinics are isolated.

Who is behind it

Brazilian technology with human accountability.

Created by Samuel, Bia was built in Brazil to reduce the operational load of aesthetic clinics without taking control away from the owner.

The rule is simple: AI helps with repetitive work, keeps history visible and brings in a person when the conversation needs human care.

Before deciding

Questions you may be asking

What if a customer asks who Bia is?

Bia does not pretend to be a person or keep repeating labels. She explains her role in the service, offers help and brings in the clinic team when needed.

What if the AI makes a mistake?

You can review the history and take over. Sensitive situations, complaints and possible adverse reactions are escalated to a person.

Could my number be blocked?

The system uses sending limits, intervals and controls against mass messaging. No tool removes all WhatsApp risk; this product is built for real conversations, not spam.

Do I need technical knowledge?

No. A program for an aesthetic clinic should not require training: the dashboard guides WhatsApp, clinic and receptionist setup, and you test everything before enabling automated service.

Do I need a card for the trial?

Current trial terms shown at sign-up. This comes from the same configuration used by billing, not fixed landing-page text.

What happens when I reach the reply limit?

The receptionist does not shut off for new arrivals. At the quota, she prioritizes new conversations and alerts the team; ongoing conversations may wait.

Do reminders use my quota?

No. Reminders, confirmations, incoming messages and team replies do not use the quota. Only receptionist replies count.

How many conversations fit in a plan?

A complete conversation typically uses around 10 replies. The dashboard shows actual usage from day one.

Can I change plans later?

The dashboard shows the options available for your subscription. Any credit or adjustment is shown before confirmation.

How do I cancel?

Subscription management is available in the dashboard. There is no penalty or minimum commitment.

Frequently asked questions

Direct answers about Bia

What does Bia do for a clinic?

Bia handles the clinic's WhatsApp conversations, follows its configured rules and catalog, and helps schedule appointments. The team can review history and take over when human care is needed.

Does Bia replace the clinic receptionist?

No: Bia handles repetitive work, while the team controls publishing, reviews conversations, and can take over any service interaction at any time.

Does Bia answer outside business hours?

Yes: with WhatsApp connected, Bia can answer at night and on weekends while respecting the clinic's quiet hours, limits, and blocked numbers.

How much does Bia cost?

The price depends on the plan and the current commercial configuration. Sign-up shows the price, currency, trial period, and payment requirement before confirmation.

Do I need technical knowledge?

No: the dashboard guides WhatsApp, clinic, and receptionist setup, and you can test replies before enabling automated service.

Are clients' data kept safe?

Clinical records are encrypted, each clinic's data is isolated, and clinical content is not sent to external services to generate replies.

Start today

Choose the capacity your clinic needs

Essential covers the core workflow. Professional adds volume and management. Scale provides high capacity and advanced tools. Current trial terms shown at sign-up.

Essential capacity
Essential
800 replies per month for the core workflow
$69.00/month
or $55.00/month yearly — save $168.00 per year
~80 conversations per month
800 receptionist replies
Unlimited reminders — they do not use your quota
  • 1 user + 1 WhatsApp number
  • Schedule + 24h and 2h reminders
  • Daily summary on WhatsApp
  • CRM with customer memory
  • Encrypted digital intake forms
  • Complete inbox
See terms at sign-up
Our recommendation
Professional
4,000 replies per month and complete management
$139.00/month
or $111.00/month yearly — save $336.00 per year
~400 conversations per month
4,000 receptionist replies · 5× Essential volume
Unlimited reminders — they do not use your quota
  • Everything in Essential
  • Up to 5 team users
  • Product POS and inventory
  • Session packages
  • Complete financial management
See terms at sign-up
High capacity
Scale
12,000 replies per month and advanced tools
$279.00/month
or $223.00/month yearly — save $672.00 per year
~1,200 conversations per month
12,000 receptionist replies
Unlimited reminders — they do not use your quota
  • Everything in Professional
  • Unlimited users
  • 1 WhatsApp number
  • Loyalty: birthdays and NPS
  • Marketing campaigns
  • Commissions and goals
  • Assisted onboarding and data migration
See terms at sign-up
Tailored
Custom plan
For the clinic whose size does not fit the three options above
Volume, team and features put together with you.
  • Reply volume built to fit
  • Guided onboarding and data migration
  • Priority support with a named account owner
  • Commercial terms agreed case by case
Talk to our sales team

Only replies written by the receptionist count. Reminders, confirmations, incoming messages and team replies do not use the quota.

14 days. If it does not work, we refund you.

After the trial, request it in the dashboard within 14 days: we refund the first charge and eligible prorated upgrades, subject to the Terms.

The next step

Put the whole clinic in a single system.

Create your account, connect WhatsApp and test the experience before deciding.

Meet Bia →

Current trial terms shown at sign-up. Cancel whenever you want

The best aesthetic clinic software | Bia