AI Employee Setup Package
Industry
For med spas & aesthetic clinics

Meet Emily.
Your front desk & rebooking coordinator.

Your clients text at midnight asking about Botox and a facial before the weekend. Emily answers in seconds, books the appointment, takes a deposit so it sticks, and messages them the moment they’re due for the next round, day or night.

Learn more
She lives on the channels your customers already use
iMessage WhatsApp SMS / Text Email Whatever you need
Iconic Web
Emily — AI employee
Emily
AI Customer Agent
Online now
EMP-001 · REPLIES IN SECONDS
What Emily does

One hire, six jobs

Books injectables, facials & laser 24/7

Takes deposits so no-shows don’t burn chair time

Rebooks clients on their treatment schedule

Answers pricing, downtime & aftercare questions

Sells memberships & treatment packages

Syncs with your booking software & CRM

These are just examples. Emily is custom-built around your business. If you can describe the job, she can be trained to do it.
The payroll math

One hire that covers four salaries

To match what Emily does, a med spa would staff four separate roles. Here's what that actually costs.

Front Desk Coordinator

Answers calls, texts & treatment questions

$38K/yr
Booking & Rebooking

Books, confirms & keeps clients on schedule

$40K/yr
Membership & Recall

Rebooks injectables & wins back lapsed clients

$37K/yr
After-Hours Answering

Covers evenings, weekends & holidays

$33K/yr
Annual cost, role by role
Front Desk Coordinator$38,000
Booking & Rebooking$40,000
Membership & Recall$37,000
After-Hours Answering$33,000
Emily, all four roles$9,600/yr
Salaries: typical U.S. figures before ~25% payroll taxes & benefits. Emily: $800/mo, iMessage, SMS & Email sending fees included.
$185,000/yr
four salaries, with taxes & benefits (~25%)
→
$9,600/yr
Emily, doing all four jobs at once
=
95% less
and she never takes a day off
Why speed wins

The spa that answers first books the treatment

Clients decide on Botox or a facial on impulse, usually at night, and message two or three spas. The first one back with a price and an opening gets the appointment. Every text that sits until morning is a booking that went somewhere else.

Emily answers every text and DM

Mid-treatment, after close, or three at once

No booking waits until morning

Impulse doesn’t keep business hours, and neither does she

Booked with a deposit on the spot

Price answered, slot held, no-show protected

Relative odds of qualifying a lead, by response time
21×
Seconds
(Emily)
9×
10 min
3×
30 min
2×
1 hour
1×
Next day
Responding within 5 minutes makes a lead ~21× more likely to qualify than at 30 minutes (Lead Response Management study, InsideSales.com).
After hours

8:52 PM. A client wants Botox before the weekend.

Your front desk left at 6. Your calendar still fills.

J
Jenna R.
Instagram DM · returning client
8:52 PM
Any Botox openings before Saturday? I have an event this weekend.8:52 PM
Hi Jenna! Yes, we can get you in. I have Thursday 5:30 PM or Friday 11:00 AM with Dr. Lee. Botox is $12/unit, and you’ll want it in by Thursday so it settles before the event.8:52 PM · replied in 6 seconds
Thursday 5:30 please8:54 PM
Booked. I’ll text a $50 deposit link to hold it (it goes toward your visit) plus your pre-care reminders. See you Thursday!8:54 PM
Booked, Thu 5:30 PM · Botox with Dr. Lee

Deposit link sent · pre-care reminders set · profile updated

6-second first response

At 8:52 PM, when the other spas were closed

Price answered instantly

The question that decides where they book

Deposit taken, slot protected

A held appointment instead of a maybe

Rebooking already teed up

She’ll remind Jenna when she’s due in three months

Beyond new leads

She runs the whole front office

Lead capture is the opening act. Emily also supports your existing customers, keeps operations moving, and grows revenue from the clients you already have.

Customer Support

  • Answers downtime & aftercare questions instantly
  • Pricing & membership questions handled 24/7
  • Post-treatment check-ins with your protocols

Operations & Fulfillment

  • Takes deposits so no-shows don’t cost you chair time
  • Fills last-minute openings from your waitlist
  • Confirms & reschedules to protect the schedule

Upsells & Repeat Revenue

  • Rebooks injectables on schedule, automatically
  • Sells memberships, packages & retail
  • Wins back lapsed clients & requests reviews
The process

Custom Launch in 2 Weeks or Less

From first interview to fully live in two weeks or less, no drawn-out onboarding, no waiting months to see her work.

Day 1

Company Interview

We sit down with your team and map every skill & task Emily needs.

Days 2–9

Buildout

Emily is built, trained on your business & wired into your tools.

Days 10–13

Hands-On Training

Final tuning with your team until every answer sounds right.

Day 14

Emily Goes Live

She starts working your leads & customers. Very simple.

What's included

Everything to hire her, nothing hidden

Initial Setup
  • In-depth interview & task mapping with your team
  • Trained on your treatments, pricing & aftercare
  • Booking-software & calendar integration
  • Deposit, reminder & rebooking cadences you approve
  • Complete Emily build, including her voice, skills & knowledge, trained on your business
  • Calendar & appointment booking configured
  • Salesforce / CRM integration & lead logging
  • Channel setup for iMessage, WhatsApp, SMS, and Email
  • Testing, hands-on training & tuning with your team
  • Launch day support until she's flying solo
Ongoing
  • Emily continuously learns your business as she works
  • Train or update her knowledge anytime, just send a quick text
  • Full monitoring of every action she takes
  • All AI usage included at the volumes below
  • iMessage, SMS & Email sending fees included
  • Hosting & round-the-clock system monitoring
  • 2 hours of support each month for tweaks, updates & new answers
  • Capacity upgrades available anytime
  • Cancel anytime
Built for real volume
~1,000
customer conversations handled per week
250/day
inbound customers at peak periods
Seconds
to first response, every customer, every time
24/7/365
nights, weekends & holidays included

Need more? Double every number above for +$100/mo · Triple them for +$200/mo

The math

Emily vs. a traditional hire

Save ~$215,000 in year one
vs. staffing true 24/7 coverage with 4+ rotating hires (~$236K/yr). Emily includes it.
·
Traditional Hire
Emily
Hours on the job
40 hrs/week
2,080 hrs a year
24/7/365
8,760 hrs a year, 4× the coverage
Manpower
1 person
one conversation at a time
5+ people at once
every customer helped instantly, no hold, no queue
Yearly Cost Per Employee
~$56,000
40 hours a week
~$10K
168 hours a week
True 24/7 coverage
~$236,000/yr
3 shifts a day, but covering all 168 hrs/week takes 4+ rotating staff
Included
nights, weekends & holidays
Cost per hour covered
~$27/hour
while on the clock
~$1/hour
$9.6K/yr ÷ 8,760 hrs around the clock
Sick days & turnover
Inevitable
PTO, rehiring, retraining
Never
she doesn't call in sick
Employee figures based on a $45,000 salary plus ~25% payroll taxes & benefits. Emily year one = $12,000 setup + $800/mo (iMessage, SMS & Email sending fees included); following years exclude setup.
Pricing
$4,000 ×3milestone payments as Emily is built (at signing, mid-build & before launch)
$800/moonce she’s live (cancel anytime)

$12,000 one-time build, split across three milestones. Monthly includes iMessage, SMS & Email sending fees, with no separate delivery bill.

Ready to put Emily to work?

A client who forgets to rebook is revenue that walks out the door.
+1 717-435-2021
kody@iconicwebhq.com
Know someone who could use Emily?
Refer them to us and get $1,000 in free work when they sign up, or 2 months of Emily free for you ($1,600 value).