Getting Started with Pricing Variations
Q: What are Pricing Variations and why would I use them in my practice?
A: Pricing Variations are a powerful feature that allows you to create alternative pricing structures for your inventory items beyond the standard "Price Per Unit."
Think of them as your secret weapon for strategic pricing! You can use them to offer tiered service pricing (like VIP vs. standard pricing), create area-based treatment packages (such as "Full Face Filler" or "Crow's Feet Botox"), implement membership discounts, or bundle multiple products and services together at a set price. This flexibility helps you maximize revenue while providing value to your patients.
Q: Do I need to set up my inventory before creating Pricing Variations?
A: You must have your inventory built out first before you can utilize Pricing Variations. Think of your inventory items as the building blocks – once those are in place, you can create unlimited combinations and pricing structures through variations.
Q: Where do I create and manage Pricing Variations?
A: You'll find Pricing Variations under the Inventory tab on the web version of Aesthetic Record. Navigate to Inventory > Pricing Variations > Create to get started. This is different from Promotions, which are managed under the POS & Promotions section.
Types of Pricing Variations
Q: What's the difference between "Product Level" and "Recipe" variations?
A: Great question! These serve different strategic purposes:
Product Level Variations change the price per unit of a specific product. For example, you might create a "VIP Botox" variation that charges $15 per unit instead of your standard $12 per unit, or offer "Master Injector Pricing" as a premium option.
Recipe Variations combine multiple products and/or services into a treatment with a set overall price. These are perfect for area-based pricing like "Full Face Filler for $1,299" or comprehensive treatments like "IV Hydration Therapy" that includes the IV, saline, vitamins, and supplies all for one price.
Q: Can you give me a real-world example of when I'd use each type?
A: Absolutely! Here are some practical scenarios:
Product Level Example: You have standard Dysport at $4/unit, but you want to offer "Premium Dysport with Advanced Technique" at $6/unit for patients who want your most experienced injector.
Recipe Example: Instead of charging separately for filler ($600/syringe) + consultation ($150) + numbing cream ($25), you create a "Lip Enhancement Package" for $700 that includes 1 syringe of filler, consultation, numbing, and aftercare instructions.
Working with Bundles
Q: What are bundles within Pricing Variations and how do they work?
A: Bundles are a feature within Recipe variations that give your providers flexibility during treatment. Instead of specifying exactly which products to use, you create a group of interchangeable options.
For example, a "Premium Filler Bundle" might include Juvederm, Restylane, and RHA fillers – then during the appointment, your provider can choose the most appropriate filler for that patient, all at the same bundled price.
Q: Are there any special requirements for bundles?
A: Yes, there's one critical requirement: every product in a bundle must have identical tax settings. If there are any tax discrepancies, you'll see warning messages during charting. The easiest solution is to set a custom tax rule on the Pricing Variation itself, which will override individual item taxes and ensure everything works smoothly.
Charting and Using Variations
Q: How do my providers chart Pricing Variations during procedures?
A: When charting a cosmetic procedure, your providers will:
Add a "Product" and select the desired "Pricing Variation"
First chart the "Service" portion using the +/- options
Once the service shows a checkmark, move to any "Retail" or "Medical Supply" portions
Adjust quantities within the variation's limits
Review everything in the summary tab and add traceability for service items
⚠️ The key is that variations are charted directly and impact inventory in real-time, unlike promotions which are redeemed from the patient's wallet.
Q: What's the difference between Pricing Variations and Promotions?
A: Think of it this way:
Variations modify your everyday items with desired names, prices, and recipes. They're ongoing options that providers chart directly during procedures.
Promotions are typically short-term offers that patients pre-purchase and store in their wallet as vouchers for later redemption.
Both can appear on receipts with custom names, but variations directly impact inventory when charted, while promotions are redeemed against services without affecting inventory at purchase time.
Membership Integration
Q: Can members get additional discounts on Pricing Variations?
A: If you set a specific member price in the inventory (not $0), that price takes precedence over any pre-configured membership discounts. However, if the member price is set to $0, the regular price will be charged and any membership discount percentage will be applied.
Advanced Features and Best Practices
Q: Can I track how well my Pricing Variations are performing?
A: Absolutely! The Pricing Variation Sales Report (found in Business Insights > Sales) shows you:
Total sales per variation
Number of times each variation was sold
Balance amounts (for variations sent to patient wallets)
Performance by clinic location
This data helps you identify which variations resonate with patients and providers.
Q: What should I consider when naming my Pricing Variations?
A: Be strategic with your naming! The variation name appears:
In your provider's charting options
On patient receipts
In your reports
Use clear, descriptive names like "Full Face Botox - 40 Units" or "Hydration Plus - Premium IV Package" rather than vague names like "Package 1" or "Special Deal."
Q: Any tips for getting my team to adopt Pricing Variations successfully?
A: Here are our top recommendations:
Start simple – Begin with 2-3 variations that address your most common scenarios
Train thoroughly – Make sure providers understand when and how to use each variation
Monitor performance – Use the reporting features to see which variations are being used and adjust accordingly
Get provider input – Your team knows what patients ask for most often, so involve them in creating relevant variations
Common Troubleshooting
Q: What if I'm getting tax errors when trying to chart a bundle?
A: Tax conflicts in bundles show up as red exclamation points during charting. The solution is to ensure all products in the bundle have identical tax settings. The easiest fix is to set a custom tax rule directly on the Pricing Variation, which will override individual product taxes.
Q: Can I modify a Pricing Variation after I've created it?
A: Yes! You can edit existing variations and recipe bundles at any time. However, keep in mind that changes will apply to future uses – any variations already in patient wallets or on completed procedures will retain their original pricing and structure.
Q: How do Pricing Variations affect my inventory tracking?
A: When providers chart a variation, it impacts inventory just like charting individual items. For service-type items in the variation, you'll still need to add traceability information (lot numbers, units used) to ensure accurate inventory deduction.