Via Prof × Pabau
Built for medical aesthetics.
Not adapted to it.
Two sites, one on Zenoti and one on Square, and a team that fights the software instead of using it. This document maps every requirement Kate raised on the discovery call with Noah on 12 August 2026 to a specific Pabau capability, and sets out what the first location looks like once 5,709 client records, the memberships you designed, and the marketing you already pay for all sit on one system.
That sounds awesome. That’s one thing that we really needed.
Via Prof
What you told us is costing you today.
An app you can’t change and a booking flow you don’t like
The client app built for you isn’t customisable and the online booking underneath it doesn’t do what you want. When one of the owners offered to build your own app on top, the answer was that it couldn’t be connected.
A waitlist your team has to work by hand
Two front-desk managers check clients in and out all day. When a slot frees up, someone has to open the waitlist and match it manually — the site on Square texts the client automatically, the one on Zenoti doesn’t.
Basic numbers you can’t get to
Average ticket, which services are growing, which technician is busiest, how much time is being taken off — all of it is hard to pull. The figure the calendar forecasts for the day doesn’t match what actually lands.
The membership you designed can’t be built
Clients pay $149 a month and get $180 of credit to spend across a listed set of services. Packages and gift cards work; this doesn’t — and clients have already been asking for it.
Paying a premium for capability you can’t use
The features sold at the original consultation — unlimited texting, AI, marketing — aren’t the ones you have day to day. The subscription is being paid either way.
A client list you can’t market to
No email campaigns, no marketing texts, no collaborations — on a database of 5,709 clients at one location alone. Every recall and rebooking push has to be done by hand or not at all.
The software has to fit the treatments you actually do.
A salon system running a medical-aesthetics clinic
Laser, injectables and skin treatments need consent forms, before-and-after photography, clinical notes and prescriptions sitting next to the calendar and the till — not bolted on beside a booking tool built for hair and spa.
Memberships are the revenue line you’re not booking
A credit-based plan is predictable monthly income and a reason to come back. Clients have asked for it. Every month it can’t be built is a month of recurring revenue you don’t bill.
The front desk is the clinic’s throughput
Two people run check-in, check-out, the waitlist and the phones. Every manual step there is a slot that goes unfilled and a client who waits — the calendar has to be fast before it is clever.
You can’t grow an average ticket you can’t see
Service mix, technician productivity and average spend per client are the three numbers that move profit. They should be one report away, exportable, and the same figure the calendar promised that morning.
One system for the clinic. EMR, CRM, POS and marketing.
Calendar, client records, consent and medical forms, before-and-after photos, invoicing, memberships, stock, marketing, commissions and reporting run on one record. Below is every point Kate raised on 12 August, mapped to the capability that answers it — including the two answers that are a straight “not out of the box”.
| What you raised | How delivers it |
|---|---|
| One invoice, several treatments at the same time | Multiple services, products, packages and memberships go on a single invoice and check out in one transaction. Invoices carry your logo, policies, terms and reference numbers. |
| An automatic waitlist that texts the client when a slot opens | Native waitlist with automated notifications, including self-booking from the waitlist through online bookings. Clients can add themselves; the system does the matching. |
| Average ticket, service performance, technician productivity | Analytics with appointments by service and by employee, financial and sales reports, custom filters and conditions, and CSV/Excel export on every report. Bespoke reports are built for you as part of the Full Project Management. |
| A $149 membership that gives $180 of credit on listed services | Membership plans with credits, service and discount perks, enrolment fees, weekly/monthly/yearly recurring billing, per-location pricing and individual or family types. Recurring revenue, active subscribers and churn all report natively. |
| Sell memberships online and track them against the client | Memberships sell through online bookings and the client portal, then sit on the client card alongside packages, vouchers and invoices. |
| Let one of the owners build our own app or booking front end | Open API, webhooks and workflows cover clients, leads, appointments, payments, activities, locations, taxes, discounts, insurances, labs and prescriptions. Documentation is public; the Marketing Plus add-on in your quote unlocks the integration tab. |
| Shopify | No direct Shopify integration today — this one is honest rather than convenient. It can be built against the open API by your own developer, as other clients have done, but it is not a switch we turn on. |
| A branded client portal our clients will actually use | Web-based portal in your colours and logo — no app download, works on iOS and Android. Clients see upcoming appointments, book, complete forms, and view their photos, packages, memberships and invoices. |
| Medical forms and aftercare per treatment | Consent and medical forms attached per service, sent automatically before the appointment, completed by the client and filed to their record so the provider sees them before the client walks in. Pre-care, aftercare, follow-ups and recalls run the same way. |
| Before-and-after photography clients can be shown | Photo management with before-and-after comparison sliders in the client record and on the Pabau iPad/iPhone app, syncing both ways with the browser version. |
| 20–25 people, different roles, different permissions | Per-user roles, calendar visibility, permitted services and module-level permissions. Timesheets, wages and clock-in/out are included, with a team report that tracks commission per service and per staff member. |
| Email marketing to the client base | Marketing Plus: unlimited email campaigns to any target group you define — laser, microneedling, injectables — plus automations for birthdays, recalls, welcome emails and unpaid-invoice reminders, and premium templates and reports. |
| Taking card payments at the desk | Two Pabau Pay card terminals are on your quote. They take Visa, Mastercard, American Express, Apple Pay and Google Pay, and post straight back to the invoice in Pabau. Terminal availability varies by region — confirm yours before go-live. |
| Patient data, moved off Zenoti, kept safe | 5,709 client records imported by our team under Full Project Management. Compliance reports for HIPAA, PIPEDA, PHIPA and Quebec Law 25 (2026, via Aikido Security) are available on request; Pabau is ICO-registered for UK/EU GDPR, ref. ZA478121. Everything is published at trust.pabau.com. |
What it costs, in full, with nothing hidden.
Monthly: Enterprise for 20 logins — 15 providers at $80 and 5 admin at $40 — $1,400; Care Plus $526; Marketing Plus $440; Basic Support included. One-off: Full Project Management $2,500; Platinum Customer Success Package $1,656; two Pabau Pay card terminals $460; shipping $20. All figures are US dollars, taken from your quote of 12 August 2026, which is valid until 31 August 2026. Rates and bundle prices change — the quote and our Terms of Use are what govern, not this page.
Live at the first location in 7–12 business days.
Account build, 20 logins, permissions, data export requested
Your 15 providers and 5 admin users are created with the right roles, calendar visibility, permitted services and permissions. In parallel we request your data export from Zenoti and agree the project plan for sign-off.
5,709 client records imported, medical forms built per service
Clients, stock and history imported by our team. Consent and medical forms, pre-care, aftercare, reminders and recalls are built per treatment, so a laser booking and an injectables booking each send the right paperwork.
Memberships, commissions, reports, portal and campaigns
The $149-for-$180-credit plan built and put on sale online. Commission rules set per service and staff member. Your bespoke reports created. Client portal branded in your colours, and the first marketing campaigns and automations loaded. Unlimited video and SMS are included for the first three months.
Training the front desk first, then the providers
A bespoke training plan built round your two front-desk managers, then providers and management. Two weeks of transition support with a named account manager and a private Slack channel. The API documentation goes to your developer so the owners’ app work can start whenever you want it to.
The quote is ready when you are.
Everything above is itemised on your quote of 12 August 2026 — subscription, project management, setup and terminals. Noah is your point of contact for the owners’ technical questions and for the second location when the Square contract ends.