How it works

From the ad to the booked consult to your CRM.

We run both halves. The content and ads that bring people in, and the follow-up that answers them within five minutes, asks a few questions, and books the consult. Here's the whole loop, then one lead followed from the first text to the record in your CRM.

Example

  1. Ad or postMeta, Google, Instagram
  2. New leadForm filled, 9:47 pm
  3. AI replySent within five minutes
  4. QualifiedFirst visit, area, timing
  5. Consult bookedOn your calendar
  6. In your CRMAnswers and transcript
  7. Monthly reportWhich ads booked consults

What we change next month

One lead, start to finish

A lip filler lead at 9:47 pm, followed all the way into your CRM.

On the left, the text conversation. On the right, the record your front desk sees, filling in as it happens. The assistant asks three questions, books the consult, and leaves the medical question to your nurse injector.

Example conversation

  1. New lead · Meta lead form · Lip filler
  2. Assistant, 9:48 pm: Hi Maya, this is the virtual assistant at Example Med Spa. Thanks for asking about lip filler. Can I ask three quick questions so we can set up the right consult?
  3. Lead, 9:48 pm: Sure
  4. Assistant, 9:48 pm: Have you been in to see us before, or would this be your first visit?
  5. Lead, 9:49 pm: First time
  6. Assistant, 9:49 pm: Welcome. Is it just lips you're thinking about, or other areas too?
  7. Lead, 9:50 pm: Just lips. I'm breastfeeding, is that OK?
  8. Assistant, 9:50 pm: That's a question for our nurse injector, so I've passed it to them instead of guessing. They'll text you in the morning.
  9. Assistant, 9:50 pm: Last one: when were you hoping to come in?
  10. Lead, 9:51 pm: This week if possible, after 4
  11. Assistant, 9:51 pm: We have Thursday at 4:30 pm or Friday at 5:15 pm. Which works better?
  12. Lead, 9:52 pm: Thursday
  13. Assistant, 9:52 pm: You're booked for Thursday at 4:30 pm. You'll get a confirmation now and a reminder the day before.
  14. Consult booked · flagged for the nurse injector · saved to your CRM

Example record

What lands in your CRM

Maya R.

Consult bookedNew lead

Mobile
(904) 555-0147
Lead source
Meta lead form
Campaign
Lip filler consults, October
Treatment interest
Lip filler
Text consent
Opted in on the form, 9:47 pm
First reply
9:48 pm, under a minute after the form
First visit
Yes, new client
Area
Lips only
Needs a person
Medical question, passed to the nurse injector
Timing
This week, after 4 pm
Booking
Consult, Thursday 4:30 pm
Transcript
13 messages, attached

The assistant never asks about medical history, medications or pregnancy. When a lead brings one up, it says a person will answer and flags the record.

After hours

Friday 6 pm to Monday 9 am, with nobody at the front desk.

People scroll in the evening and on weekends, so leads keep coming after you close. Each one below got a reply within five minutes, and Monday starts with a short list instead of a pile.

Example weekend

  1. Fri 7:12 pm

    Lip filler · Instagram ad

    Replied 7:13 pm

    Booked for Tuesday, 5:30 pm

  2. Fri 10:41 pm

    Laser hair removal · Meta lead form

    Replied 10:42 pm

    Booked for Wednesday, 12:15 pm

  3. Sat 8:05 am

    Microneedling · Google search

    Replied 8:06 am

    Asked to talk to someone

  4. Sat 3:27 pm

    Chemical peel · Instagram ad

    Replied 3:28 pm

    Booked for Thursday, 10:00 am

  5. Sun 11:16 am

    Laser hair removal · Landing page

    Replied 11:17 am

    Not ready yet, follow-up set

  6. Sun 9:58 pm

    Lip filler · Meta lead form

    Replied 9:59 pm

    Medical question, waiting on the nurse injector

  7. Mon 6:20 am

    Facial · Google Business Profile

    Replied 6:21 am

    Booked for Monday, 1:00 pm

Monday, 9:00 am: what your front desk sees

  • 4 consults booked, already on the calendar.
  • 2 leads waiting on a person. Saturday's microneedling lead asked to talk to someone. Sunday night's lip filler lead has a medical question for the nurse injector.
  • 1 lead not ready yet, with a follow-up text set for Thursday.

When a person steps in

The assistant answers the everyday questions. Your team takes the rest.

When one of these comes up, the assistant tells the lead a person will follow up and flags the record in your CRM, so your team sees it first with the whole conversation attached.

A person takes over when

  • A medical or suitability question
  • A complaint
  • "Can I talk to someone?"
  • Price negotiation
  • A returning VIP client

The assistant will never

  • Give medical advice
  • Diagnose anything
  • Promise results
  • Offer a discount your spa hasn't approved

Straight answers

About the assistant.

  • It introduces itself as your spa's virtual assistant. Nobody is led to think they're texting a person.
  • It only texts leads who opted in on your form.
  • Every conversation lives in your CRM, and you keep it if you leave.

What we run

The lead funnel is one of six parts we run for you.

Every campaign has the same six parts. The funnel above is the core of it. The other five bring people to it and tell you what it produced.

  1. 01Research
  2. 02Content
  3. 03Marketing
  4. 04Search
  5. 05Lead funnelThe core of every campaign
  6. 06Results
01 · IntelResearch

We study your market, your audience, and your competitors before anything gets made. Demographics, offer structure, how your current marketing is actually performing. That analysis becomes the campaign blueprint.

02 · CreativeContent

Social handled end to end on Instagram and Facebook: creation, scheduling, posting, engagement. Photo and video shoots at your spa, branded templates, a feed that looks like the practice you run. So you're not posting between appointments.

03 · DistributionMarketing

Paid campaigns, primarily on Meta, with Google, TikTok, and YouTube as you scale. Targeting, segmentation, and geo-fencing around your location. You pay the platforms directly; we manage the strategy.

05 · ConversionLead funnel

Landing pages, lead capture forms, multi-step funnels, and automated follow-up. An AI assistant answers within minutes, asks the qualifying questions, and books the consult or hands the lead to your front desk. Everything lands in your CRM. Built to turn a click into a booked appointment, and tested along the way to find out what your leads actually respond to.

Follow one lead through it

06 · ResultResults

A monthly report on lead volume, conversion rate, cost per lead, and return on spend. Plus a call to walk through it, if you want one.

See a sample monthly report

Your first twelve weeks

The three-month minimum, step by step.

Each step ends in something you can see: a plan you approve, a launch, a report measured against the forecast.

  1. Week 1

    Kickoff and access

    Kickoff call, access to your ad and booking accounts, registration of your texting number with the carriers (A2P 10DLC), and an audit of your current marketing and how leads get answered today.

  2. Week 2

    Forecast and plan

    A written forecast and campaign plan. You approve it before anything is built.

  3. Weeks 3 to 4

    Build and launch

    Landing pages, forms, the assistant's scripts and handoff rules (reviewed by our medical advisor), CRM setup, then launch.

  4. Month 1

    First report

    Your first monthly report and call, measured against the forecast.

  5. Month 2

    Changes

    Changes based on what the leads and bookings show.

  6. Month 3

    Review

    A review call and a decision on what's next.

Why speed matters

What the research on reply speed found.

  • 2007 · MIT and InsideSales.com · about 15,000 leads at six companies

    Calling a new lead within 5 minutes, instead of 30, made it 21 times more likely to qualify.

    One of the study's authors ran a lead-response company. It measured whether a lead qualified. It didn't measure sales.

  • March 2011 · Harvard Business Review · an audit of 2,241 US companies

    37% replied to a web lead within an hour. 23% never replied at all.

    Source: "The Short Life of Online Sales Leads," Harvard Business Review

Both are older studies of business-to-business sales, so read them as background. Neither looked at med spas.

What slow follow-up costs

Run your own numbers.

Put in the numbers you know from your own spa. Then pick a booking rate to compare, whatever you think is realistic for you. The math shows on the page as you type.

Illustrative

Fill in all five to see the math.

The formula: leads a month × (the rate to compare − your booking rate now) × show rate = extra first visits a month. Extra first visits × value of a first visit = the difference in a month. Illustrative only. It's arithmetic on the numbers you entered.

Twenty minutes. No pitch.

Tell us where your spa is and what you're trying to grow. We'll tell you whether we can help and roughly what it would take.

Book a strategy call