Aesthetic clinic CRM building

Build a Bespoke Aesthetic Clinic CRM, Staff App and Client App Project Overview We are looking for an experienced software development agency or senior technical lead with a proven product development team to design and build a fully custom CRM and business management platform for a premium aesthetic clinic operation. The objective is to create a system with functionality comparable to leading platforms such as Zenoti and Phorest, while delivering a faster, cleaner, more intuitive and fully branded experience designed around our own operational and clinical workflows. This is not a basic appointment-booking application. It is intended to become the central operating system for the entire business, covering bookings, client management, clinical records, payments, marketing, staff management, inventory, reporting and client engagement. The system must be completely original. We are not looking for a copied interface, reskinned template, off-the-shelf CRM or white-label booking platform. Required Platforms The complete ecosystem should include: A secure, cloud-based desktop platform accessible through a web browser and fully optimised for Mac and desktop use. A bespoke iOS and iPadOS application for our internal team. A separate, fully branded iOS application for clients. A website booking engine or booking widget that integrates seamlessly with our existing website. A secure central backend and API connecting all platforms in real time. An architecture capable of supporting multiple locations, future Android applications and continued product development. Core CRM and Client Management The CRM should provide a complete client profile containing: Personal and contact information. Communication and marketing preferences. Appointment history. Treatment history. Purchase and payment history. Outstanding balances and account credit. Loyalty points. Memberships, packages and remaining treatment sessions. Gift cards and vouchers. Client tags, categories and custom fields. Internal notes and alerts. Allergies, medical conditions, medications and contraindications. Uploaded documents and attachments. Consultation forms, consent forms and medical questionnaires. Electronic signatures with dates, timestamps and version history. Treatment plans, recommendations, quotations and treatment courses. Automated pre-treatment and post-treatment instructions. Secure communication history across email, SMS, WhatsApp and push notifications. The system must allow authorised team members to quickly access a complete view of the client while maintaining strict permissions for sensitive clinical and financial information. Appointment Booking and Calendar Management The booking system should include: Daily, weekly and monthly calendar views. Individual staff, department, room and location views. Drag-and-drop appointment management. Online, in-app, telephone and in-clinic bookings. Appointment creation, editing, rebooking, rescheduling and cancellation. Recurring appointments. Walk-in appointments. Waiting lists with automatic availability notifications. Cancellation and no-show management. Custom cancellation and deposit policies. Automated appointment confirmations and reminders. Appointment status tracking, including confirmed, arrived, checked in, in treatment, completed, cancelled and no-show. Staff breaks, blocked time, annual leave and unavailable periods. Different service durations and prices according to practitioner, client or location. Preparation, consultation, treatment, cleaning and recovery time. Simultaneous management of staff, treatment rooms, devices and other resources. Prevention of double-booking. Intelligent booking designed to minimise unusable gaps in the calendar. Patch-test, consultation or prerequisite requirements before selected services can be booked. Grouped or multi-service bookings. Courses and package-session bookings. Secure client self-check-in. Front-desk and mobile check-in and checkout. Multi-location booking and shared client records. Optional video consultation functionality. Clinical Records and Treatment Documentation As this platform is intended for an aesthetic operation, clinical documentation is a major requirement. The platform should support: Customisable consultation and medical forms. Customisable treatment-note templates. Mandatory fields based on treatment type. Digital consent forms with e-signatures. Multiple signatures for treatment courses where required. Medical-history updates and recurring review reminders. Contraindication and allergy alerts. Treatment plans covering multiple appointments and services. Treatment-area diagrams and face or body mapping. Ability to annotate treatment areas directly on photographs or diagrams. Product, device, setting, dosage, batch and lot-number recording where applicable. Practitioner and supervising-clinician details. Time-stamped treatment notes with edit history. Locked records after a configurable period. Automated pre-care and aftercare communication. Confirmation that clients have received or acknowledged important instructions. Secure storage of documents, prescriptions or supporting files where applicable. A full, searchable clinical audit trail. Before-and-After Photography The system must include a secure, high-quality before-and-after photography module with: Direct photo capture through the staff iPhone or iPad application. Uploading from desktop or mobile. Standardised photography guidance and positioning. Automatic date, treatment and practitioner association. Front, side and custom-angle categorisation. Side-by-side comparisons. Before-and-after sliders. Zoom and comparison views. Secure annotation and treatment-area markup. Progress tracking across multiple sessions. Client consent controls for clinical, internal and marketing use. Separate permissions for clinical photographs and marketing-approved photographs. Restricted access based on staff role. Optional secure access for clients to view their own approved photographs through the client app. Preservation of original image quality and metadata. Payments, Deposits and Point of Sale The CRM should include a fully integrated payment and point-of-sale system supporting: Secure card payments. Payment terminals. Online payments. In-app payments. Remote payment and deposit links. Card-on-file payments using secure tokenisation. Fixed or percentage-based appointment deposits. Automatic charging according to agreed cancellation policies. Full and partial payments. Split payments using multiple payment methods. Cash and bank-transfer recording. Account credit. Partial and full refunds. Receipts, invoices and quotations. VAT and tax configuration. Discount codes and promotional pricing. Staff discounts and complimentary treatments. Gift cards and digital vouchers. Treatment packages and courses. Recurring memberships. Monthly billing and recurring payments. Service or monetary membership credits. Payment plans where enabled. Loyalty-point redemption. Retail-product sales. Daily cash-up and payment reconciliation. Refund, adjustment and discount approval permissions. Financial audit trails. Integration with Stripe or another suitable PCI-compliant payment provider. The platform must never store unencrypted raw card information. Loyalty, Memberships and Referrals The platform should provide a configurable retention system covering: Loyalty points earned from treatments, products, referrals or selected activities. Different earning and redemption rules. Loyalty tiers and status levels. Expiry dates. Bonus-point campaigns. Birthday rewards. Digital loyalty cards. Membership subscriptions. Treatment, product or monetary membership credits. Membership discounts and exclusive services. Package and course balances. Referral links and referral codes. Rewards for both the referring and new client. Gift-card creation, purchase, transfer and redemption. Clear visibility of all benefits in both the CRM and client app. Marketing and Automated Communications The system should include an integrated marketing and communication suite supporting: Email campaigns. SMS campaigns. WhatsApp Business integration. Mobile push notifications. One-to-one messages from a client profile. Professionally designed and reusable templates. Audience segmentation using client behaviour and profile data. Segmentation by treatment history, spending, loyalty level, membership, location, practitioner, age, interests, visit frequency and other custom criteria. Appointment confirmations and reminders. Consultation-form reminders. Deposit-payment reminders. Pre-treatment instructions. Post-treatment care and follow-up. Review requests. Birthday campaigns. Welcome journeys. New-lead follow-ups. Abandoned-booking reminders. Lapsed-client and reactivation campaigns. Package and membership renewal reminders. Loyalty-point and voucher-expiry reminders. Product replenishment reminders. Personalised treatment recommendations. Campaign scheduling. Automated communication journeys based on triggers and client actions. Unsubscribe and communication-consent management. Message-delivery, open, click, booking and revenue tracking. Campaign-performance and marketing-attribution reporting. Lead Management and Sales Pipeline The CRM should also manage prospective clients before they make their first booking. This should include: Capturing leads from the website, social media, advertising campaigns, telephone calls and manual entry. Recording the client’s enquiry and areas of interest. Assigning leads to specific team members. Custom pipeline stages. Follow-up tasks and reminders. Communication history. Consultation-booking status. Lead source and campaign tracking. Lost-lead reasons. Conversion reporting from enquiry to consultation, booking, treatment and package sale. Notifications for leads that have not been contacted or followed up. Future capability for an AI chatbot, AI receptionist or automated enquiry assistant. Staff and Team Management The internal system should include: Individual staff accounts. Role-based permissions. Different permissions for owners, managers, receptionists, practitioners, clinicians, finance teams and marketing teams. Staff schedules and rotas. Working hours and location assignments. Annual leave and absence requests. Clock-in and clock-out functionality. Break management. Appointment and client allocation. Treatment and product commissions. Bonuses and incentives. Targets and performance goals. Rebooking and retention performance. Sales and revenue performance. Productivity and utilisation. Tip tracking where applicable. Payroll and commission reports or payroll export. Internal tasks and follow-up reminders. Team announcements and notifications. Training-document access. Staff activity and security audit logs. Internal Team iOS and iPadOS App The bespoke staff application should allow authorised team members to: View and manage their schedules. Book, move, cancel and rebook appointments. View client profiles and relevant alerts. Check clients in and out. Complete consultation forms and treatment notes. Capture and compare before-and-after photographs. Obtain digital signatures. Create and update treatment plans. Record treatment details and products used. Send pre-care and aftercare instructions. Take deposits and payments. Create and send payment links. Sell treatments, packages, memberships, gift cards and products. View package balances and loyalty points. Scan products and manage stock. Receive internal tasks and notifications. View personal targets, performance, commission and schedule information. Contact clients through approved communication channels. Access the system securely through Face ID, device authentication and automatic session controls. The app should be designed for fast use inside treatment rooms, at reception and throughout the clinic. Bespoke Client iOS App The separate client application should provide a premium, fully branded experience allowing clients to: Create and securely manage their account. Browse services, treatment categories, prices and descriptions. View practitioner profiles. View live availability. Book, rebook, reschedule and cancel appointments. Join a waiting list. Pay deposits and outstanding balances. Save a payment method securely through the payment provider. View upcoming and previous bookings. Add appointments to their device calendar. Complete consultation and consent forms. View treatment plans and recommended services. View remaining package sessions. Book sessions from an existing treatment course. View membership status and benefits. View, earn and redeem loyalty points. Purchase memberships, packages, products and digital gift cards. Access invoices, receipts and payment history. Receive appointment reminders and push notifications. Access pre-treatment and aftercare instructions. Receive personalised offers and recommendations. Refer friends and track referral rewards. Leave feedback or reviews. Update personal details and communication preferences. Contact the clinic through approved channels. Securely view selected clinical documents or approved progress photographs where enabled. Request account-data access, correction or deletion in accordance with privacy requirements. Inventory and Product Management The platform should support both retail products and professional treatment consumables. Required functions include: Product and consumable catalogue. Supplier management. Purchase orders. Goods received and stock adjustments. Stock counts using barcode scanning. Minimum and maximum stock levels. Low-stock and reorder alerts. Automatic stock deduction following treatments or retail sales. Treatment protocols linked to expected product usage. Product batch and lot-number tracking. Expiry-date tracking. Wastage, damage and tester recording. Cost price, retail price and profit-margin tracking. Stock movement and complete audit history. Stock transfers between locations. Inventory valuation. Product-sales reporting. Supplier and purchasing reports. Reporting and Business Intelligence The platform must provide clear, real-time dashboards and exportable reports covering: Revenue and sales. Revenue by service, category, practitioner and location. Appointment volume. Booking-source performance. Deposits and outstanding balances. Cancellations and no-shows. Rebooking rates. Client retention. New and returning clients. Consultation-to-treatment conversion. Lead conversion. Staff performance and utilisation. Room and equipment utilisation. Treatment profitability. Retail sales and profitability. Membership income and utilisation. Package and course usage. Loyalty-point liability. Gift-card and account-credit liability. Inventory value, usage and wastage. Commission and payroll information. Marketing campaign revenue and return on investment. Client lifetime value. Custom date comparisons. Multi-location comparison and consolidated reporting. Custom report creation. CSV, Excel and PDF exports. Scheduled reports sent automatically to authorised recipients. Business Administration Administrators should be able to configure: Locations. Departments. Staff and permissions. Treatment rooms and devices. Service categories. Service names, descriptions, prices and durations. Preparation and cleaning times. Staff-specific and location-specific pricing. Packages, courses and memberships. Loyalty and referral rules. Deposit and cancellation policies. Working hours and booking restrictions. Taxes and VAT. Forms and consent documents. Treatment-note templates. Communication templates and automations. Products, suppliers and inventory rules. Custom profile fields, tags and alerts. Approval requirements for discounts, refunds and record changes. Data-retention rules. Website and External Integrations The system should provide a secure API and support integrations with: The company website and online booking journey. Stripe or another agreed payment provider. SMS providers such as Twilio or an appropriate alternative. WhatsApp Business API. Transactional and marketing email providers. Apple Push Notification Service. Accounting software such as Xero or QuickBooks. Google Analytics and advertising attribution tools. Meta and Google advertising platforms. Google Business booking functionality where technically available. Calendar services. Review platforms. Zapier or similar automation platforms. Webhooks for future integrations. The booking experience should be fully branded and should not visibly redirect clients to an unrelated third-party platform. Data Migration The project must include a secure migration process from our existing CRM system. This may include: Client records. Contact and communication preferences. Appointment history. Future appointments. Clinical notes. Consultation and consent forms. Before-and-after photographs. Treatment plans. Products and purchase history. Packages and remaining sessions. Memberships. Loyalty points. Gift cards and account credit. Staff records. Services and pricing. Inventory. Financial records where available. The successful team must explain how the migration will be validated, reconciled and tested before launch. Security and Compliance Because the platform will store sensitive personal, medical, photographic and financial information, security is essential. The system must include: UK GDPR compliance. Appropriate handling of special-category health data. Encryption in transit and at rest. Secure cloud hosting. Role-based access control. Multi-factor authentication for administrative users. Face ID or biometric authentication within the staff app where appropriate. Detailed audit logs. Record and form version history. Secure backups and tested disaster recovery. Data-retention and deletion controls. Data export and subject-access functionality. Marketing-consent records. Secure session management. Device and login monitoring. Penetration testing before launch. Payment processing through a PCI-compliant provider. A documented incident-response process. The ability to support additional international compliance requirements as the business expands. UK or European data hosting is preferred unless another compliant structure is clearly recommended and justified. Design and User Experience The platform must feel premium, modern and intuitive. We expect: Original UX and UI design. A complete design system. Fast performance. Minimal steps for frequent front-desk and practitioner actions. Responsive layouts for desktop and tablet. Clear accessibility standards. Consistent branding across the CRM, booking journey and mobile applications. User testing with actual clinic workflows before development is finalised. We do not want the interface or proprietary design of Zenoti, Phorest or any other platform copied. These systems are being referenced only as functional benchmarks. Project Deliverables The engagement should include: Paid discovery and requirements analysis. Detailed functional specification. Recommended technical architecture. User roles, permissions and data model. User journeys and workflow mapping. Wireframes and interactive prototypes. UI design and design system. Cloud backend, database and API development. Desktop web application. Staff iOS and iPadOS application. Client iOS application. Website booking integration. Third-party integrations. Data-migration tools and migration support. Automated and manual testing. Security testing and performance testing. Staging and production environments. Apple App Store preparation and submission. Technical and administrative documentation. Team training and launch support. Post-launch warranty, maintenance and ongoing development options. The project may be delivered in structured phases, but the proposed architecture must accommodate the complete long-term product vision from the beginning. Ownership and Development Requirements Upon payment, we require full ownership of: The source code. Database structure. Designs and design files. Documentation. APIs. Intellectual property created specifically for the project. Cloud infrastructure and deployment accounts. App Store listings and developer accounts. The main code repository must be held within an account controlled by us. Infrastructure and third-party accounts should also be created in or transferred to accounts that we control. Any third-party libraries, frameworks or licensed components must be disclosed and approved. We do not want to be permanently locked into one development agency or proprietary development environment. Ideal Experience We are particularly interested in teams with proven experience building: CRM or SaaS platforms. Appointment and resource-management systems. Aesthetic, medical, beauty, wellness or healthcare software. Secure clinical-record systems. Payment and subscription platforms. Loyalty and membership systems. Native or high-quality cross-platform mobile applications. GDPR-compliant systems handling sensitive information. Multi-location business platforms. Large-scale data migrations. What to Include in Your Proposal Please include: Relevant live applications or platforms you have built. A description of your direct contribution to each example. Your recommended technology stack and the reasons for your recommendation. Whether you recommend native Swift/SwiftUI or an alternative mobile framework. Your proposed team structure. Your discovery and specification process. Your approach to UK GDPR, security and clinical data. Your data-migration methodology. A proposed phased development plan. A realistic cost range for discovery, design, development and launch. Estimated delivery stages and dependencies. Testing and quality-assurance procedures. Post-launch maintenance and support options. Details of your source-code and intellectual-property handover policy. References from previous clients. Generic proposals without relevant software-development examples will not be considered. Confidentiality The business identity and detailed internal workflows will be shared only with shortlisted candidates and may require a signed non-disclosure agreement. This is a serious, long-term product-development project. We are looking for a reliable technical partner capable of creating, launching and continually improving a secure, scalable and premium platform.