Aesthetic & Injectables Clinic Software (2026, GDPR)

Software for Aesthetic and Injectables Clinics (2026)

Aesthetic and injectables clinics sit at an awkward intersection: they look like beauty businesses but carry clinical responsibilities. Treatments are high-value, so no-shows are expensive; procedures carry medical risk, so consent and medical history are not optional; and the data involved is health data, so GDPR applies in full. A generic salon booking app handles the beauty side and none of the clinical side. The right software covers deposits, medical intake, robust consent, and compliant records together.

This guide covers what an aesthetics clinic needs, how to set it up, how the options compare, and the numbers that show it is working.

What an aesthetics clinic needs

Robust, signed consent - not a checkbox

Injectables and similar procedures carry material risk, which raises the bar on consent. A proper e-signed consent with an audit trail (who signed, when, from where) is the appropriate standard - stronger than the simple checkbox a low-risk beauty service might use. Paired with a medical history questionnaire sent before the appointment, you have the clinical paperwork done before the client is in the chair - and a defensible record if a treatment is ever questioned.

Deposits on high-value treatments

Aesthetic slots are expensive and hard to refill. A deposit or prepayment at booking, set per treatment, is the single most effective anti-no-show control. Keep consultations low- or no-deposit to reduce friction at the top of the funnel; put the deposit on the treatments that cost you when they vanish.

Practitioner-appropriate booking

Injectables must be delivered by an appropriately qualified practitioner. Online booking should only offer a treatment with the practitioners qualified for it - a safety and compliance point, not just convenience.

Reminders, recall, and reputation

A 24-hour reminder to prevent avoidable no-shows, recall for treatments that repeat on a cycle (top-ups, courses), and automated review requests that build the public reputation aesthetic clients rely on when choosing a clinic.

GDPR-grade records

Medical history, consent, and treatment notes can be sensitive data, so review hosting, privacy terms, access controls, export, and deletion workflows before import.

GDPR is the deciding factor

Because aesthetic clinics process health data, hosting location is not a detail. The platform must have reviewed hosting and privacy terms - precisely where US-origin aesthetic apps fall short, storing data outside the EU and leaving you to manage the legal transfer safeguards. For a clinic owner without a compliance team, reviewed hosting and privacy terms are the safer path.

How to set it up (step by step)

1. Add practitioners and treatments, mapping each treatment to the practitioners qualified to deliver it.
2. Build the medical history form in Client Forms to send at booking.
3. Load your treatment consent into Contracts & eSign for an audit-trailed signature.
4. Set deposits per treatment (none on consultations, deposit/prepay on treatments) with Online Payments.
5. Configure reminders, recall, and review requests (Automations + Reputation).
6. Publish online booking so clients see only appropriate practitioners for each treatment.

How the options compare

Feature	Tregovia	Pabau / Faces	Fresha / Booksy	Generic salon app
Medical intake + e-signed consent	Yes	Yes	Limited	No
Deposit / prepay per treatment	Yes	Yes	Yes	Yes
Practitioner-qualified booking	Yes	Yes	Limited	Limited
Courses / memberships	Yes	Yes	Limited	Limited
Before/after imaging suite	No (photos attach)	Yes	No	No
EU hosting and processor terms	Yes	Verify	No (US)	No (US)
Pricing model	Flat rate - 2 staff incl., extra in 5-seat packs	Per user	Free + fees	Per user

Competitor features and pricing change - verify at each vendor before deciding.

Aesthetic-specialist systems (Pabau, Faces) add before/after imaging suites and deeper clinical tooling; marketplace beauty apps are cheap but thin on consent and host data outside the EU. A flat-rate, EU-hosted platform gives you the clinical essentials (intake, e-signed consent, records) plus the beauty conveniences (deposits, memberships, reviews) with clean data handling - and you add a specialist imaging tool only if that is core to your practice.

What to look for when choosing

• Audit-trailed e-signed consent, not a checkbox.
• Medical intake in the booking flow.
• Per-treatment deposits.
• Practitioner-qualification gating on booking.
• Review hosting and privacy terms before importing health-related data.

Which numbers tell you it is working

• No-show rate on treatments vs consultations - deposits should widen the gap in your favour.
• Consent-before-treatment rate - should be 100%; anything less is clinical and legal exposure.
• Rebooking / course completion - recall and memberships should keep clients on their treatment plan.

Setting it up in Tregovia

Base plan (EUR 47/month): client records, calendar, SMS/email reminders (SMS per message via credits), online booking, billing.

Add-ons that matter:

• Client Forms (EUR 15/month): medical history and questionnaire, sent at booking.
• Contracts & eSign (EUR 15/month): consent templates, signing links, signer status, timestamps, signing IP fields, and audit evidence.
• Online Payments (EUR 15/month): deposit or prepayment per treatment via Stripe.
• Memberships (EUR 12/month): treatment courses and plans.
• Reputation (EUR 8/month): automated review requests after treatment.

Typical setup: EUR 47 + EUR 15 (forms) + EUR 15 (consent) + EUR 15 (payments) = EUR 92/month, flat. The 14-day trial flow is available from the signup page.

What Tregovia is not

It is not a clinical imaging suite. Standardised before/after photography, photo-consent galleries, and image comparison are not built in - photos can attach to a record, but a practice that runs on imaging should keep a specialist tool for that. It also does not manage product-batch stock/pharmacy for injectables. Tregovia owns consent, deposits, medical intake, booking, records, and reputation.

The bottom line

An aesthetics clinic needs the beauty-business conveniences (booking, deposits, reminders, packages, reviews) and the clinical essentials (medical intake, signed consent, GDPR-grade records) in one place. That combination - especially EU-hosted consent and health data - is exactly what the mass-market booking apps don't offer, and what a compliant, flat-rate setup here does, with a specialist imaging tool alongside only if your practice truly needs it.

Frequently asked questions

Can I collect medical consent for injectables with a real signature?

Yes. The Contracts & eSign add-on (EUR 15/month) provides treatment-consent templates, signing links, signer status, timestamps, signing IP fields, and audit evidence. For higher-risk procedures like injectables, verify the required legal signature level before relying on any CRM signing workflow. The Client Forms add-on (EUR 15/month) handles the medical history and questionnaire sent before the appointment.

Can clients pay a deposit on expensive treatments?

Yes, with the Online Payments add-on. Aesthetic treatments are high-value and no-shows are costly, so a deposit or prepayment per treatment - collected via Stripe at booking - is the highest-leverage setting. You set it per service, so a consultation and a full treatment can differ.

Where is medical and consent data stored?

On the client record, EU-hosted. Aesthetic clinics process health data (special-category under GDPR); Tregovia includes product workflows for access and erasure. US-built aesthetic apps typically store this outside the EU, leaving transfer compliance to you.

Does it store before-and-after photos?

Photos can be attached to the client record, but Tregovia is not a dedicated before/after imaging or photo-consent gallery tool. If standardised clinical photography and comparison is central to your practice, a specialist imaging tool may sit alongside; the consent, booking, deposits, and records are handled here.

Can I sell treatment courses or memberships?

Yes. The Memberships add-on (EUR 12/month) sells packages or a plan and tracks sessions and renewals - a course of treatments redeemed over time, or a monthly membership.

What does an aesthetics setup cost?

Base plan EUR 47/month plus Client Forms (EUR 15/month), Contracts & eSign (EUR 15/month), and Online Payments (EUR 15/month) for a full consent-and-deposit setup is around EUR 92/month, flat, with the 14-day trial flow available from the signup page.

Can I send review requests after treatment?

Yes, with the Reputation add-on (EUR 8/month). A review request goes out automatically after an appointment, which builds the public reputation that drives new aesthetic clients - while keeping unhappy feedback routed to you rather than straight to a public page.

Can each practitioner have their own calendar and consent set?

Yes. Each practitioner (nurse, doctor, aesthetician) is a staff member with their own availability and services, so clients booking online only see the practitioners qualified for the treatment they choose - which matters for injectables where the practitioner must be appropriately qualified.

Is it a full medical clinic system?

It covers booking, medical intake, e-signed consent, deposits, records, and billing. It is not a specialist injectables system with built-in before/after imaging suites or stock/pharmacy management for product batches. Practices that live on those should keep a specialist tool for that part; the client, consent, and payment layer runs here.