CRM for estheticians
Esthetic business operators often separate commercial inquiries from clinical data. Workspace369 runs the business side of every client relationship: client records, proposals, scheduling, projects and invoices. Corporate bookings and bridal parties move from first inquiry to paid deposit on one record.
Key facts
CRM for estheticians at Workspace369 covers 9 areas, including client records, proposals, projects and tasks.
The workflow runs in 5 steps, from "log the initial commercial inquiry" to "provide client portal access for files".
Workspace369 starts at $29/mo for 1 seat, and the Commander plan includes 20 seats, 500 GB of storage, and 120,000 AI tokens per month at $299/mo.
Additional seats cost $10 each and 100 GB of additional storage costs $15; full pricing is public on the Workspace369 pricing page.
The problem
Estheticians often receive commercial inquiries across multiple communication channels, leaving administrative details hard to locate. When general client records, conversations, and files are not organized together, team members spend hours searching for basic business details. Workspace369 collects notes, conversations and client records in one place, so every commercial inquiry is easy to find.
Managing corporate bookings or bridal party inquiries requires clear tracking of proposals and invoices before any treatment occurs. Without a standard process, scheduling initial business discussions and tracking invoices becomes disconnected from the main commercial agreement. Workspace369 links scheduling, proposals and invoices, so your staff track every business transaction from the agreement to the payment.
When coordinates for commercial events or spa projects are lost in email threads, administrative tasks stall. Estheticians need a way to store files, assign internal tasks, and track projects for business expansion or vendor coordination. Workspace369 manages these project files and tasks, keeping business operations clear for the whole team.
Clients seeking large group bookings need access to their commercial proposals and invoices without accessing clinical platforms. A standard client portal is necessary to share files and track conversations regarding business agreements. Workspace369 provides a client portal where clients view their business files, proposals, invoices and scheduling dates, keeping communication professional.
The product
Clients watch progress, files, and invoices in a branded portal instead of asking your team for updates.
Email, SMS, calls, and voicemail land beside the client record — with AI summaries, so anyone on the team can reply with full context.
Tasks, files, and status for every engagement — visible to the team and, through the client portal, to the client.
Send quotes, bill milestones or retainers, and let automated reminders chase anything outstanding.
Workflow
A team member enters the new commercial inquiry into the client records section of the system. You record in the brief all basic contact information and the nature of the business request, such as a bridal party or corporate event. This gives every business conversation about the event a single home from the first message.
The operator creates and sends formal Proposals to the client using the built-in documentation tools. Concurrently, you use the scheduling feature to set up an initial phone call to discuss the event scope. The client reviews, approves and e-signs the business terms, and the operator records any adjustments directly within the conversation logs, ensuring that all commercial parameters are fully documented before any physical sessions are booked.
Once the client agrees to the terms outlined in the proposals, the operator converts the approved proposal into a deposit invoice. The client pays online by card, and the payment status shows on the record. This step keeps the financial tracking of the business operation organized, ensuring that all commercial deposits are accounted for prior to starting any operational projects or scheduling staff.
The manager sets up new projects for the confirmed event and outlines the necessary milestones. You create specific tasks for team members, such as ordering non-clinical supplies or coordinating venue details. Staff members attach relevant vendor files and check off completed tasks as they progress, maintaining clear visibility over the event preparation.
The administrator grants the client access to the client portal to review their schedule and shared files. The client uses this portal to view vendor specifications and updated invoices. Your team checks which business files the client can see before sharing access.
Product coverage
Loved on the App Store
Finally feels calmBounced between three or four all-in-one tools and always ended up in a mess of tabs. This is the first one that feels calm. Set up my client projects in ten minutes.
Painless team rolloutRolled it out to our eight-person team and adoption was painless — intuitive and polished. I'd love more integrations, but they keep shipping.
Hours back every weekWas juggling separate tools for notes, tasks, docs, and updates. Consolidating into one place has genuinely saved me hours each week. Support is responsive too.
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FAQ
Keep clinical treatment records and treatment recommendations in your approved booking system. Workspace369 runs the business side: commercial inquiries, client records, proposals, projects and invoices.
The client portal allows your business clients to view general files, track scheduling dates, review proposals, and check invoices. Clients approve and e-sign proposals through a public link, and your team shares business documents through the portal so every agreement is documented.
Yes. You can organize large events by creating projects and assigning specific tasks to your team members. Staff can track their progress, share files, and hold conversations regarding event logistics within the platform. This keeps your event operations organized in one place.
Many esthetics businesses keep treatment details in their approved booking system and run commercial inquiries, proposals, invoices and client records in Workspace369. From Specialist, Workspace369 also includes online booking pages, appointment reminders, and webhooks and an API to connect the two.
Ready when you are
Start with the modules you need today, then turn on AI, automations, accounting, inventory, requests, and reporting as the operation grows.
