The Aesthetix CRM Client Portal gives your patients a single, secure place to handle the business side of their care. From one login, they can manage subscriptions and invoices, review and act on estimates, and exchange documents with your practice, no phone calls or email threads required. This guide walks through each of these self-service tools so you can support clients confidently and set the right expectations.
The Subscription Management area lets clients handle all of their subscriptions, invoices, and transactions from one convenient location. Whether a client needs to cancel a subscription, review details, or filter through their billing history, everything is just a click away.
Manage subscriptions in one place: View every active and inactive subscription without navigating through multiple screens.
Cancel with ease: Cancel any subscription directly from the management page in just a few clicks.
Manage invoices: View and download invoices at any time to check billing details, review payment history, or look at transaction summaries.
Filter quickly: Narrow subscriptions and transactions by source, status, or a specific date range to keep billing history organized and easy to review.
Log in to the Client Portal.
Click Profile in the top right.
Select Account Settings, then go to Billing & Subscription.
View subscriptions: See all active and inactive subscriptions in one place.
Cancel a subscription: Click the subscription you wish to cancel, select the Cancel option, and confirm. The subscription will be canceled.
Filter subscriptions: Use the filtering options at the top of the page to sort subscriptions by source, status, or date.
Note: Access to a subscription is lost as soon as it is canceled.
View invoices: Open the Invoices tab to see all past and current invoices.
Download invoices: Click any invoice to download it for the client's records.
Note: If you'd prefer clients not to access Subscription Management, an admin can revoke this feature through the portal's app permissions.
The Estimates feature lets clients access and manage all of their estimates from a single interface. Clients can view estimate details, download signed estimates, and accept or reject proposals directly from the portal. This works on both the web version and the mobile app, keeping clients informed and helping them make decisions quickly.
Centralized location to view all estimates associated with the client.
Easy access to estimate details through a view option.
Ability to download signed estimates in PDF format.
Status updates based on whether an estimate is accepted or rejected.
Available on both web and mobile versions of the portal.
Admin control to enable or disable the feature via app permissions.
Clients using the web version find and interact with estimates through a dedicated widget on their dashboard.
Log in to the Client Portal using a web browser.
On the dashboard, locate the Estimates widget.
Click the eye icon to view the details of an estimate.
To download a signed estimate, click the download icon.
If more than five estimates are available, click View All to see the complete list.
Clients using the mobile app manage estimates through a dedicated tab.
Open the Client Portal mobile app.
Navigate to the Estimates tab from the main dashboard.
Tap the eye icon to view estimate details.
To download a signed estimate, tap the download icon.
Scroll through the list to browse all available estimates.
Note: Downloads are only available for signed estimates. Unsigned estimates cannot be downloaded.
Admins can turn the Estimates feature on or off through app permission settings.
Go to App Settings in the admin dashboard.
Navigate to the Permissions section.
Locate the toggle for Estimates and enable or disable it as needed.
This permission applies across both the web and mobile client interfaces.
Documents let your team share files with clients and let clients upload files back through the portal, all managed in one place. This keeps files centrally visible, streamlines collaboration without external tools, and gives both sides the ability to manage, preview, and revoke access with a click.
Note: This feature is only available to contacts who are Client Portal users.
In Aesthetix CRM, select Contacts, choose a contact, then click Documents in the left menu.
In the Documents tab, find the file you want to share, or add a new one.
To add and share a new document:
Click the + Add icon to add a new document.
Toggle the share option on if you want to share the document directly to the Client Portal. You can also share it later.
A shared document displays a Shared chip, indicating it was shared with the contact on the portal.
To share an existing document:
Click the three dots, then select Share to Client Portal and confirm with Share.
Use the Share toggle to turn access On (grant) or Off (revoke).
Shared files appear instantly in the contact's portal under Shared Documents.
In the Client Portal, the contact clicks Upload Document.
After upload, the file appears in Aesthetix CRM under Documents > Received > Client Portal.
Both your team and the client can click Preview to view files in-browser, from either Aesthetix CRM or the Client Portal, and download them as needed.
Clients: Click the trash icon next to any upload in the Client Portal to remove it. It is also removed from your practice's received files.
Your team: Toggle Share to Off, or click the delete icon in Documents, to revoke access or permanently remove a file.
Note: Documents and contracts cannot be toggled shared or unshared at this time.
Why is the download option unavailable for some estimates? Downloads are only available for estimates that have been signed. Unsigned estimates cannot be downloaded.
Can clients view previously accepted or rejected estimates? Yes. Clients can view the full history of their estimates, including those they have accepted or rejected.
Where is the Estimates tab located in the mobile app? The Estimates tab is accessible directly from the dashboard in the Client Portal mobile app.
Can admins disable the Estimates feature for clients? Yes. Admins can control access through the App Permissions settings.
What should I do if the Estimates widget is not visible in the portal? Confirm with an admin that the Estimates feature is enabled in the permissions settings for the client.
