Growth × Customer success
Setup reviews for your repliers
Everyone who replied "yes please" to your note, reviewed against their actual workspace data (Customer.io profile plus PostHog usage, last 12 months). Each card has two or three specific things ready to send back, in your voice. Top and tail as you like.
All four already have Stripe connected and payments live, so that box is ticked before you start.
Fightress Aaron, New Beginnings Counseling
fightress@nbcounselingllc.com
Advanced, monthly · 6 seats · Montgomery, AL
293 claims submitted
291 invoices sent
Calendar sync on
Heavy AI Scribe user
Already talking billing with Alice
Already set up
- Send intake and portal invite automations (on since January)
- Calendar sync, client import, eligibility checks in use
- Telehealth and AI Scribe both used heavily
What to send them
- Turn on the cancelled and rescheduled appointment automations. Intake and portal invites are already automated, these two complete the set for a 6-person team running 135+ appointments.
- Add your logo and colors so invoices, the client portal and your booking page match nbcounselingllc.com. It has never been touched.
- Finish the payer enrollment that was started but not completed.
Before you send: they have already had two billing service walkthroughs with Alice, so skip any managed billing pitch. A line like "I know you have been talking to Alice about billing, so I will stay out of that" shows you actually looked.
Gema Santana, Santana Psych-Educational Services
gemasantana.eds@gmail.com
Advanced, annual · 7 seats · Psychology
126 invoices sent
Calendar sync on
No automations enabled
35 payer enrollment attempts, none completed
Already set up
- Calendar sync in use, invoicing volume is healthy
- 5 payers added to her billing profile
- SMS consent flowing from intake
What to send them
- Payer enrollment first. She has attempted it 35 times without getting through. Offer to walk it over the line or do it for her. This is almost certainly the "we have been so busy" from her reply.
- Turn on the send intake and portal invite automations. Nothing is automated today, and with 7 seats every new client is manual admin.
- Set up appointment reminders. SMS consent is already being collected at intake, so it is a two-minute switch.
Context: she disabled the invoice paid notification in June, so avoid suggesting more notifications. She asked to "learn more about the features that can make my practice more efficient", which the three tips above answer directly. Once enrollment is unstuck she is the strongest managed billing candidate of the four.
Nichole McDaniel, Harmony Social Services PLLC
nichole@harmonysocialservices.com
Advanced, monthly · 9 seats · San Antonio, TX
56 claims submitted
26 eligibility checks
Calendar sync on
Most mature setup of the four
4 data exports recently
Already set up
- Send intake and portal invite automations on
- Calendar sync, client import, eligibility checks, booking links all in use
- AI Scribe active, 9 templates created
What to send them
- Turn on appointment reminders and the cancellation automation. With 9 staff and steady appointment volume, they are the only obvious gap in an otherwise strong setup.
- Finish the branding setup. Someone clicked into logo and colors once and stopped, and Harmony clearly cares about its brand.
- With 56 claims submitted by the team last year and 16 payer enrollments still in flight, offer the managed billing service as "take billing off your plate".
Handle with care: this workspace exported data 4 times recently. Some exports are routine reporting, but in an at-risk account it can be a pre-churn signal. Treat this reply as a save first and an upsell second.
Sasha Mohammadi, psychotherapy practice
psychotherapysasha@gmail.com
Advanced, monthly · solo · Toronto, CA
245 appointments
6 invoices sent in 12 months
No automations
No calendar sync
Already set up
- Stripe connected and onboarded
- Telehealth used heavily, 11 templates created
- AI Scribe used, though it has tapered recently
What to send them
- Turn on the send intake and portal invite automations. Running 245 appointments a year solo, she is doing every bit of client admin by hand.
- Connect her external calendar. No sync is set up at all.
- Only 6 invoices went out in the last year despite Stripe being live. Worth a gentle "are you getting paid through Carepatron?" and a pointer to invoicing from the calendar.
Skip: managed billing and anything US-insurance related. She is in Canada.
Side by side
How to read the numbers
Automation status is inferred from enable and disable events over the last 12 months, so a feature switched on earlier than that can show as off. Branding is a click signal only, there is no completion event. Payer enrollment completions under-record across all workspaces, so treat the attempt counts as the reliable signal, not the zero completions. Lifetime counts from Customer.io and 12-month counts from PostHog will not match exactly.