Follow up with patients sitting on unused package sessions
Every Monday, WebRun opens AestheticsPro, finds patients with prepaid package sessions like laser hair removal or facials sitting unused for sixty days or more, checks the remaining prepaid balance against QuickBooks, drafts a friendly follow up email for each patient, and leaves every draft in Gmail for your team to review before sending.
- No credit card
- Under $0.01 per run
- Cancel anytime
How do I follow up with patients who have unused prepaid package sessions?
WebRun reviews AestheticsPro every Monday for patients with prepaid package sessions unused for sixty days or more, confirms the balance is still active in QuickBooks, and drafts a friendly follow up email for each patient in Gmail. Every draft waits for your team's review, so unused sessions turn into rebooked visits, not forgotten credit.
- Unused prepaid sessions get a follow up before patients forget they have them
- Only genuinely active balances are followed up on, confirmed against QuickBooks
- Team reviews ready drafts instead of building a chase list by hand
Built for med spa owners · aesthetics front desk teams · medical spa retention coordinators · laser and injectable clinics
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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WebRun signs in and gets to work
Opens
www.aestheticspro.comin a real browser with your saved login - no setup, no API keys. -
1
AestheticsPro - find patients with unused package sessions
aestheticspro.com How to Automate AestheticsPro
WebRun opens AestheticsPro to find patients with unused package sessions. - Open AestheticsPro and pull active package and series memberships
- Find patients with remaining sessions and no visit in the last sixty days
- Note how many sessions remain and the package type for each patient
Done when Every patient with unused package sessions is listed with sessions remaining and last visit date.
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2
QuickBooks - check the remaining prepaid balance
- Open QuickBooks and confirm the prepaid package still shows as a recorded liability, not refunded or written off
- Skip any patient whose package was already refunded or canceled in QuickBooks
Done when Each flagged patient's prepaid balance is confirmed as still active in QuickBooks.
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3
Gmail - draft the follow up for review
gmail.com How to Automate Gmail
WebRun opens Gmail to draft the follow up for review. - Draft a friendly, no pressure follow up reminding the patient how many sessions remain on their package
- Suggest booking online or calling the front desk
- Save every follow up as an unsent draft in Gmail. Do not send any message to a patient automatically
Done when A Gmail draft exists for every confirmed patient with unused sessions, waiting for review.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will patients get emailed automatically?
No. WebRun only drafts the follow up in Gmail. A team member reviews, adjusts if needed, and sends it, so no patient is contacted without a human check.
Why check QuickBooks as well as AestheticsPro?
Because a package can be refunded or written off in your books even if AestheticsPro still shows sessions remaining. Checking QuickBooks first means a patient is only followed up on if the prepaid balance is genuinely still active.
What counts as an unused package session?
A remaining, paid for session on a package or series membership with no visit logged in the last sixty days. Patients with an upcoming appointment already booked are skipped.
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