For aesthetic clinics
Patient and cash management software for aesthetic clinics
Session-based treatments, deposit-backed bookings, large instalments, before-and-after photos and more than one POS. This is where an aesthetic clinic’s money and records scatter; Clinigim gathers both on one screen.
Where does money go missing in an aesthetic clinic?
A session series and its payment
A 6-session laser course was sold, 4 are done, one was postponed, and the payment is in three instalments. The sessions left are written in one place, the money left in another.
Patients who do not show
45 minutes were set aside for a filler and the patient did not come. No deposit was agreed, so the hour was both empty and unpaid.
Three POS devices, two cash desks, one accountant
Which payment went through which device, and why does the cash desk not balance tonight? The answer is searched for in a pile of slips the next morning.
What Clinigim does about it
Photos, consent, deposits and cash: the four sensitive flows of an aesthetic clinic in one program. Each is a screen that works in the app today.
Before and after as separate types
When you attach a photo to the patient card you mark it Before or After, and the card filters by type. Who opened an image stays in its access history.
Your own consent text, signed on screen
Your clinic writes the treatment consent and photo-use permission texts. The patient or a guardian signs on screen and the signature is kept with the document version; printing and signing on paper is always open too.
The deposit sits on the appointment
Type the deposit amount on the appointment and tell the patient how to pay when you book. When the money arrives you mark Deposit received and it shows in the deposit report.
Session plan and instalments
Sessions are added to the treatment plan row by row; how many are done shows next to the total on the card, with the amount paid and the next instalment right below.
POS devices tracked separately
Each card payment is filed under the device it went through; the end-of-day cash comes out per device, which makes checking it against the slips easier.
Practitioner commission
Give each practitioner a commission as a percentage or a fixed amount per transaction; the server does the arithmetic. The performance report is in the Professional and Enterprise plans.
How are before-and-after photos and consent kept?
In aesthetic work a photo does two jobs: it shows the patient the result and it records how things were before the procedure. Both only work if the photo is kept on the right patient’s card, under the right date and with the patient’s permission.
- Pick the type when you upload: Before, After or Photo. JPEG, PNG, WebP, HEIC and PDF are accepted, up to 25 MB per file.
- Who opened an image, and when, shows in the file’s access history.
- You write your consent documents yourself in the clinic documents section: treatment consent, photo and image use, confirmation that the privacy notice was read, permission for marketing messages and the withdrawal text are separate items.
- The patient or a guardian signs the consent on screen with a finger; the signature is kept with the document version and the name of the person who presented it.
- On-screen signing and file storage open once the clinic buys a plan; printing the consent form and signing it on paper is always possible.
Deposits, the procedure day and patients who do not show
An hour set aside for a long procedure does not come back if the patient does not show. A deposit shares that risk, but if it is not recorded it muddles the cash desk. In Clinigim the flow is:
- When you book, type the deposit amount. The online booking page takes no payment; the money reaches your account in your own way.
- Tell the patient the amount and how to pay (your bank details, for example) when you book; a deposit that appears later only surprises them.
- When the money arrives you mark Deposit received on the appointment; deposit collections are listed on their own tab in Reports.
- A new appointment for a patient who missed one before carries a No-show risk badge; asking that patient to confirm with the Request appointment confirmation message is a sensible step.
- If you enter an amount in the No-Show Fee field in Settings, that fee is added to the patient’s account when an appointment is marked No-Show. An empty field means it is off. The wider routine is on the features page.
Plan, payment and supplies for session-based treatment
Laser hair removal, skin renewal and similar series come down to three numbers: sessions done, amount paid and supplies used. Clinigim keeps the first two on the patient card and the third in the stock list.
Open the series on the treatment plan row by row and mark each session as it is done; the card shows sessions done next to the total. Split the amount into 2 to 12 instalments. Enter fillers and consumables in the stock list with their unit, unit cost, supplier and critical level.
What to look for in aesthetic clinic software
In a trial account, check the answer to each of these with a real appointment and a real photo.
Are before and after kept apart?
Photos should filter by type.
Can you see who opened a photo?
Sensitive images need an access history.
Can you write your own consent text?
Photo-use permission should be a separate item.
Can the patient sign on screen?
The signature should be kept with the document version.
Is the deposit tied to the appointment?
A collected deposit should show on the appointment and in the reports.
Does a no-show history raise a flag?
A new appointment for a patient who missed one before should be marked.
Are POS devices reported separately?
Each device’s total should be checkable against its slips in the evening.
Can you set practitioner commission?
A percentage or fixed amount should be set per practitioner.
Related guides
Short step-by-step articles on the topics of this page.
How to track session packages
Tracking the sessions given and the remaining payment of a laser or skincare series with two separate counters.
How to reduce no-show appointments
A deposit, a confirmation link and a waitlist so that a long treatment slot does not go empty.
How to reconcile the cash drawer at the end of the day
Closing the evening till terminal by terminal in a clinic with several card terminals.
Questions aesthetic clinics ask
- Can I keep before/after photos?
- Yes. Attach the photo to the patient card as Before or After; the card finds it by type and date. JPEG, PNG, WebP, HEIC and PDF are accepted, up to 25 MB per file. Who opened an image shows in its access history. File storage opens once the clinic buys a plan, and there is no screen that puts two photos side by side.
- Is the deposit collected through Clinigim?
- No. Clinigim takes no money from patients and the online booking page asks for no payment. You type the deposit amount on the appointment; the patient pays the way you tell them, for example by bank transfer or at the clinic’s POS. When it arrives you mark Deposit received; the record stays tied to the appointment and also shows in the reports.
- Can a patient sign the consent form on a tablet?
- Yes, in clinics that have bought a plan. The patient or a guardian signs on a tablet, phone or computer screen with a finger or the mouse; the signature is kept with the document version and the name of the person who presented the form. A guardian also gives their name and relationship. Printing the form and signing on paper is open in every plan and during the trial.
- Can I keep stock of fillers and consumables?
- There is a simple stock list. Enter each product with its category, unit, unit cost, supplier and critical level; you update the quantity on hand yourself, and items below their critical level are listed separately. There is no expiry date or batch number tracking, and a product used on a patient is not taken off the stock automatically.
- Is there a difference between a beauty salon and an aesthetic clinic here?
- The program is the same: the screens, plans and prices do not change. The difference is in the wording. For an aesthetic clinic the doctor’s procedure, consent and the patient file come first; for a beauty salon it is session series, deposits and staff commission. Beauty salons have their own page with examples written in that trade’s language.
- Can patients book their own appointment?
- Yes. On your online booking page the patient picks the treatment, the practitioner if you have more than one, the day and a free time, then gives a name and phone number. The booking lands in your calendar and taken slots cannot be chosen. The page opens under your clinic’s name; put its link on your Instagram profile, your website or your Google Business Profile.
- How much does it cost?
- There is no separate price list for aesthetic clinics; you pick one of three plans according to how many practitioners you have. Three plans; in Turkey 999, 1,499 and 2,499 TRY per month (October 2026), other countries see the price in their own currency. 14 days free without a card; when the trial ends the clinic is not locked out.
Other specialties
One program; each specialty described in its own words.
