How to export your data from Aesthetic Record
Aesthetic Record lets you export the patient list, sales and booking history yourself. Procedures, photos and consents come out one patient at a time, and the terms keep your data available for no more than 30 days after termination. This guide covers what to export, in what order, and what to ask before you cancel.1
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What you can export from Aesthetic Record yourself
From Aesthetic Record’s own help documentation, with sources at the foot of the page. Menu names change; if a path below no longer matches, Aesthetic Record support can point you to the current one.
Patient list
In the web app, open Patients, choose the fields with “+”, then Import/Export and Export as Excel or CSV. The fields are demographic: name, email, date of birth, phone, address, gender and similar. Patient filters let you export a filtered list.
Sales and invoices
The Sales tab exports invoices for a date range to Excel or CSV, one line per invoice item. Business Insights reports download to Excel. Voided invoices are deleted from sales data, so they will not appear.
Appointments
Appointments > wrench icon > Booking History, pick the time frame, then export to Excel. This runs on the web only.
Memberships
The Membership Dashboard has download and export tools with filters and date ranges.
Inventory
Inventory > Export, then choose a clinic. The spreadsheet is emailed to the address on file of the user who runs the export, not downloaded.
Procedures, photos and consents
Per patient: on the web, More Info > Export Procedures, with injection markings and notes as options; in the app, PDF Export for procedures and Image Export for photos. Consents and other paperwork download from each patient’s Document Repository.
What is not documented and needs asking
Aesthetic Record does not publicly document these. Ask support in writing, while your account is still active, and keep the reply.
A bulk export of clinical records
Every documented route for procedures, photos and consents works one patient at a time. For a full export, Aesthetic Record points leaving clinics to a quote form for its Data Migration Services, with no published price.
Wallet, package and gift card balances
eGift card codes and balances sit in a Business Insights report, separate from patient wallets. A bulk export of outstanding wallet credit, unredeemed packages or gift card balances is not described.
What happens after 30 days
The terms make your data available for no more than 30 days after termination and remove any duty to keep or forward it after that. Whether and how it is then deleted is not stated.
Who can run each export
The help articles do not say which user roles can export patients, sales or inventory. Only cancelling is limited to the Head Admin.
Leaving Aesthetic Record: the steps, in order
Export steps
Step 1Export the patient list first
From the web app, export Patients to CSV with every field you need ticked. Check the row count against your active patients before you move on.
- Step 2
Run the money reports
Export Sales invoices for your full date range, the Membership Dashboard and the Business Insights reports you rely on, including the eGift Card Revenue report. Note any wallet balances by hand.
- Step 3
Export booking history and inventory
Export Booking History to Excel for past and upcoming dates, and run the inventory export for each clinic. Watch the inbox of the user who ran it.
- Step 4
Save clinical records per patient
For each patient, export procedures with notes and markings, photos from the app, and the Document Repository files. Keeping medical records for the legally required period is your responsibility under the terms.
Step 5Ask for a quote, in writing
If doing it patient by patient is not realistic, request a Data Migration Services quote through the form in the subscription article, or write to [email protected], and keep the reply.
Step 6Cancel last, as Head Admin
Only the Head Admin can cancel, under Settings > Billing > Subscriptions > Cancel Plan, and billing continues until you do. The terms ask for notice 30 days before the end of your term.
🔗
You may not need to move everything. Workee can run alongside Aesthetic Record.
Workee puts booking on your own website and passes each appointment to the calendar you already run. It adds Jenny, an AI front desk that confirms each booking, follows up after visits to rebook, recovers abandoned bookings and wins back clients who have gone quiet, by text and email. It also gives you lead forms on your website, where Jenny answers questions, qualifies each new lead and books a time, plus email and SMS campaigns, Google review requests, holiday offers and a weekly report on what Jenny did. If you do move fully, Workee has its own calendar, payments (deposits, no-show fees and cards on file) and client records, and imports your client list from a spreadsheet.
Related reading
Workee vs Aesthetic Record
Pricing cited from Aesthetic Record’s own page, what it does better, and how the two run side by side.
Aesthetic Record alternatives
The platforms med spas compare Aesthetic Record with, and the reasons to stay.
Aesthetic Record review
Every published price, where Aesthetic Record is strong, and where it falls short.
Import your client list into Workee
Upload the export, map the columns and check a few profiles.
All data export guides
Export guides for Vagaro, Boulevard, Zenoti, Mangomint, Fresha, Square Appointments, Aesthetic Record, Pabau, AestheticsPro and GlossGenius.
Exporting from Aesthetic Record: common questions
- Can I export my patient list from Aesthetic Record?
Yes. The Patients tab in the web app exports to Excel or CSV under Import/Export. The fields are demographic: name, email, date of birth, phone, address and gender, plus any others you tick. - Can I export all charts and photos at once?Not on your own. Aesthetic Record documents procedure, photo and consent exports one patient at a time. For more, it points leaving clinics to a quote for its Data Migration Services; the price is not published.
- How long does Aesthetic Record keep my data after I cancel?Its terms make your data available for no more than 30 days after termination, after which Aesthetic Record has no obligation to keep it or send it to you. Finish your exports before you cancel.
- Do I have to leave Aesthetic Record to use Workee?No. Workee adds booking on your own website and Jenny, an AI front desk that confirms each booking, follows up after visits to rebook, recovers abandoned bookings and wins back clients who have gone quiet, by text and email, and passes appointments to the calendar you already run, so Aesthetic Record can stay. If you do move, Workee imports your client list from a spreadsheet.
Moving off a platform?
Talk it through with us.
Sources
- Aesthetic Record — Manage your AR subscription. Accessed 19 October 2026.
- Aesthetic Record — Import or export your patient list. Accessed 19 October 2026.
- Aesthetic Record — Appointment reports overview. Accessed 19 October 2026.
- Aesthetic Record — Exporting sales invoices for payroll. Accessed 19 October 2026.
- Aesthetic Record — Utilizing patient membership reports. Accessed 19 October 2026.
- Aesthetic Record — FAQ: eGift cards in Aesthetic Record. Accessed 19 October 2026.
- Aesthetic Record — Inventory reports overview. Accessed 19 October 2026.
- Aesthetic Record — Export patient procedures and/or photos via the web and app. Accessed 19 October 2026.
- Aesthetic Record — FAQ: Patient document repository. Accessed 19 October 2026.
- Aesthetic Record — FAQ: Invoice management. Accessed 19 October 2026.
- Aesthetic Record — Terms of Service. Accessed 19 October 2026.
