Velora Medspa × Pabau
Four systems at the front desk.
One patient record.
A retail till for payments, Acuity for the diary, RX Photo for before-and-afters, and Mindbody history behind it — with packages tracked by hand. This document takes every requirement Ron raised on the demo call with Noah on 18 August 2026, maps each one to a specific Pabau capability, sets the quote against what Velora runs today, and shows what changes the day the spa moves onto a single record.
It looks very user friendly, and I like all the features that you can add, and I like the forms and everything.
Velora Medspa
What the spa runs on right now.
A retail system doing a med spa’s job
The spa runs on software built for retail. It handles a sale, but it was never designed around a patient, a course of treatment or a consent form — and you said plainly it does not meet your needs.
Acuity for the diary — “cute, but not enough”
Scheduling sits in Acuity. It books appointments and does that part well, but it holds no clinical record, so the diary and the patient file are two different places.
RX Photo bolted onto Mindbody
Before-and-after photography lives in a separate app that had to be integrated with Mindbody. Your words: it was a mess, and there was always something wrong.
Packages tracked outside the record
Selling a course of twelve microneedling sessions means knowing how many are left and when the last one was used. Without that on the client card, it is tracked by memory or by spreadsheet.
Forms sent treatment by treatment, by hand
Pre-care and aftercare paperwork for each treatment has to be found and emailed per client, per booking — instead of going out automatically the moment the appointment is made.
Client history split across four vendors
Purchases, notes, photos and payments are spread across the retail system, Acuity, RX Photo and Stripe or Square. Nobody opening a client file sees the whole picture.
Every treatment you add makes the stack harder to unpick.
Every integration is a seam, and seams are where it goes wrong
You have already run this experiment: RX Photo wired into Mindbody, and something always broken. Each connector is another vendor, another renewal and another place a client record can quietly disagree with itself.
The photos are the clinical record, not a marketing asset
For injectables and skin work the before-and-after is the evidence of what was done and how it healed. Kept in a separate app, it is detached from the consent form, the treatment note and the invoice that belong with it.
A new facility is the cheapest moment to consolidate
The treatment menu is still being built. Every service, package and form added to the old stack now is work that has to be rebuilt later — and every client added is more data to migrate.
Your decision makers need one source of truth
You asked for the offer in writing to take to them. The quote, this document and the recorded demo are all the same set of facts, so the conversation is about the decision rather than about reconciling three versions of it.
One operating system. Built for a med spa.
Pabau replaces the retail till, Acuity, RX Photo and whatever is left of Mindbody with a single record. Booking and the client portal, point of sale, packages and memberships, consent and intake forms, before-and-after photography on the iPad, inventory, commissions and timesheets, and reporting — all against the same patient, with one audit trail.
| What you raised | How delivers it |
|---|---|
| POS, forms, before-and-afters, client history and packages in one place | Checkout, clinical records, photos, consent and package balances all sit on the same patient record. Anyone opening a client file sees what was bought, when, what is left and what was noted. |
| “Can I change the price as I go?” — packages priced in the room | Amend any line at checkout: a percentage or a fixed-amount discount, or a pre-built discount reason such as a loyalty or friends-and-family rate. The invoice records what was actually charged. |
| Sessions tracked and deducted automatically | Packages are bought at checkout and drawn down at each visit. Sessions remaining, expired packages and total value show on the client card — and to the client in their portal. |
| Forms sent automatically, not chased by hand | Consent, intake, pre-care and aftercare are attached per treatment and sent when the appointment is booked — whether the client pays on the day or uses a session from a package. |
| Photos taken on an iPad in the treatment room | The Pabau iOS app is free and runs on iPhone and iPad. Photos are captured with positioning stencils for face and body, date and time stamped, stored against the record and compared side by side. Storage is not capped by photo count. |
| Clients book themselves and see their own file | The client portal carries self-booking, medical forms, active and expired packages with sessions remaining, and two-way messaging. Note: the portal is scheduled for a redesign later this year, as Noah flagged on the call. |
| A login per provider, shared logins where they make sense | Permissions are set per user and per module. Group front desk, marketing or admin onto one login if you prefer — but keep each aesthetician on their own, or the calendar and the online booking page will only ever show one person’s availability. |
| Tips, commissions and payroll by staff member | Commission rules per service and package, per-staff commission and activity reports, and timesheets with clock-in/out and wage calculation. Tips are recorded and reportable by staff member. |
| Products sold at the till, stock behind it | Retail products go through the same checkout as treatments, with stock deducted automatically on consumption. Pabau Pay card terminals are available separately if you want in-person card payments taken straight against the invoice — they are not on this quote. |
| HIPAA and the paperwork your decision makers will ask for | Compliance documentation, sub-processors and security posture are published at trust.pabau.com; a DPA is issued on request. Pabau operates in the North American market under those requirements. |
| Everything you already have, migrated | Full Project Management covers importing clients, stock, medical forms and history from your current retail system, Acuity, Mindbody, Stripe and Square — in whatever format the export arrives. |
| A new facility that keeps adding treatments | The catalogue is built for you during onboarding, and the training covers adding services, packages and forms yourselves afterwards. You do not raise a support ticket every time the treatment menu grows. |
| Reporting the decision makers can act on | End-of-day and team reports, KPIs, per-staff performance and commission reporting come as standard, with bespoke reports built during Full Project Management. |
Against the stack you are running today.
Mindbody is a genuinely strong platform — for a different business
It is one of the biggest names in wellness scheduling, with deep class and membership tooling and a consumer marketplace app with millions of users that actually sends businesses new clients. What it does not publish is clinical records, before-and-after photos or medical consent forms — which is why RX Photo had to be bolted on in the first place (mindbodyonline.com, checked 10 July 2026).
The integration you described is the product, not an add-on
You said the Photo RX and Mindbody integration was “always something wrong”. In Pabau the photo is not an integration: it is taken against the patient record, in the same system that holds the consent form, the package balance and the invoice. There is no handoff to break because there is no handoff.
Acuity is a polished booking page, and that is its scope
Acuity does self-booking, reminders, deposits and cancellation policies well, from $20 a month — though HIPAA compliance and a signed BAA sit on the Premium tier only, at $61 a month billed monthly (acuityscheduling.com, checked 5 August 2026). It has no clinical records and no before-and-after photo workflow. It is the tool clinics start on and outgrow, which is roughly where Velora is now.
Per-login pricing, not per-location or per-marketplace-client
Mindbody prices per location and, on its own pricing page, charges a fee when a new client discovers you through its app; exact percentages are not published (checked 10 July 2026). Pabau prices on login credentials — your quote is a 4-to-5-user Medium plan — and takes no commission on clients you win yourself.
One bill instead of four, and one place to look
Today the spend is split across a retail till, Acuity, RX Photo and whatever Mindbody history still costs to keep. Consolidating is not only a workflow argument: it removes three renewal dates, three support queues and three places a client record can disagree with itself.
Compare like for like before you decide
Whatever else you put next to this quote, ask for the same user count, the same add-ons and the same onboarding scope, and get the payment-processing rates in writing. Competitor pricing moves; the figures above are what those vendors published on the dates shown.
Itemised, discounted, and valid until 31 August.
Monthly: the Medium plan for 4–5 users with unlimited clients at $271.00, discounted 10% to $243.90, and Basic Support at no charge. One-off: Full Project Management at $1,250.00 and the Platinum Customer Success Package at $828.00, discounted 50% to $414.00. Marketing Plus and Care Plus are available as add-ons but are not on this quote. Account setup begins once the one-time fees are paid; a $1 placeholder charge sets up the subscription mandate and is replaced by the agreed monthly sum at go-live. Figures are taken from your revised quote of 19 August 2026 (ref 20260819-125924519), which expires on 31 August 2026 — rates outside it are subject to change.
Live in 7 to 12 business days from the moment your data lands.
Export from the retail system, Acuity, Mindbody, Stripe and Square
Request the data from each provider and send it across in whatever shape it arrives — spreadsheets, exports, PDFs. As Noah set out on the call, the 7-to-12-day clock starts the day that data reaches us, not the day the quote is signed.
Catalogue, packages, memberships, forms and communications
Services and treatments built out with their packages and memberships, per-treatment consent and intake forms, pre-care and aftercare libraries, and the reminder and confirmation automations behind them. This is the Full Project Management scope on the quote.
Logins for the providers, the iPads paired, the client portal branded
Individual logins for each aesthetician so the diary and the online booking page show their real availability, grouped logins where they make sense for front desk and admin, and the free Pabau iOS app installed on the treatment-room iPads for photo capture.
Unlimited 1-to-1 training across the next three months
The Platinum Customer Success Package on the quote is unlimited one-to-one setup and training hours for three months, evenings and weekends included — including how to add new treatments yourselves as the facility grows. Account manager support and a private Slack channel run alongside it.
One quote. One decision.
The quote itemises the monthly subscription, the Full Project Management build and the training package, with every discount shown line by line. It is valid until 31 August 2026 — which lines up with the end-of-month go-live Ron asked for.