The Best Medical Spa Software of 2025

Choosing the right software for your medical spa unlocks incredible growth while streamlining your operations, so you can provide exceptional service and expand your reach practically overnight. But amongst the sea of online and digital tools available today, how do you know which is best for your business?

Read along as we explore everything you’ll need to know when choosing medical spa software, from key features and pricing considerations to the top software options out there.

Before we dive in, let’s clear up one major question:

What IS Medical Spa Software?

Think of your medspa's vision as a house—its foundation and structure rely on the software you choose, acting as the concrete supports that hold everything together.

While there’re numerous medical spa software options available, most, if not all, of them will include these base features:

Core Functions

Appointment Scheduling: Automates and simplifies appointment booking, including online scheduling, reminders, and managing multiple practitioners’ calendars. This ensures better time management and fewer missed appointments.

Client Management: Stores detailed client profiles, including medical history, treatment plans, preferences, and personal details, making it easier to provide tailored services and follow-ups.

Billing and Payment Processing: Enables secure, efficient billing and payment collection. Many software solutions integrate with various payment systems, making transactions smooth and hassle-free for both clients and staff.

Inventory Management: Tracks product inventory, orders, and usage in real-time. It can alert owners when stock is low, preventing overordering or shortages.

Employee Scheduling & Payroll: Manages staff schedules, shift assignments, and payroll, reducing administrative workload and ensuring fair compensation based on hours worked or performance.

Marketing & Client Retention: Many platforms include marketing tools, such as email campaigns, promotions, and loyalty programs. These help to increase client retention by offering personalized services, discounts, and reminders.

Reporting and Analytics: Provides insights into business performance, client trends, revenue, and treatment popularity. This data allows you to make informed decisions about staffing, pricing, and marketing.

Compliance and Documentation: Ensures that medical records, consent forms, and treatments are properly documented and comply with regulations, safeguarding the business from legal complications.

Real-World Scenarios

1. Lumière Aesthetics is a small operation with just a few employees. Mercedés, the owner, is also the primary practitioner. With a growing client base, managing appointments manually is becoming chaotic, especially with repeat clients and new consultations.

How Medical Spa Software Helps:

• Appointment Scheduling: The software allows Mercedés to automate bookings and confirmations. Clients can book online, reducing the time Mercedés spends on the phone.

• Client Management: The software stores detailed client histories, including skin treatments, preferences, and any medical concerns. Mercedés can quickly review each client’s treatment history and offer more personalized care during appointments.

• Employee Scheduling: Even with a small team, scheduling becomes seamless. The software assigns shifts and tracks hours, ensuring there's no confusion about availability or hours of operation.

Outcome: Mercedés spends less time managing schedules and more time with clients, providing a more personalized experience. Clients also appreciate the ease of online booking and the tailored services, leading to higher retention and more referrals.

2. VivaGlow MedSpa is a medium-sized business with a team of 10 staff members and a steady client base. The owner, Twyla, is overwhelmed by managing payroll, appointments, and inventory across multiple services and treatments, including laser hair removal, facials, and Botox.

How Medical Spa Software Helps:

• Billing and Payment Processing: Twyla uses the software to handle all payments, whether in-person or online. It integrates with point-of-sale (POS) devices for seamless transactions and generates receipts automatically.

• Inventory Management: The software tracks the products used in treatments, like skincare products and injectables. When inventory runs low, Twyla receives alerts, allowing timely reordering and avoiding product shortages.

• Reporting & Analytics: Twyla can track which treatments are the most profitable, what times are busiest, and even which employees are performing best. This data helps Twyla optimize staff scheduling and focus on high-demand services.

Outcome: Twyla reduces administrative tasks, cuts down on human error in billing, and ensures that treatments are always stocked and ready to go. The data-driven insights also help Twyla make better business decisions, improving overall efficiency and profitability.

No matter the size of your team, number of clients, or current business goals, using medical spa software should be a no-brainer. Before you sign up for one, though, it’s important to make sure the software has everything your spa needs to run smoothly and efficiently.

Key Features and Considerations

From simplifying appointment scheduling to managing employee performance, the right software should offer a comprehensive solution to meet the unique needs of your medspa. Below, we'll dive into the key features and considerations to keep in mind when evaluating your options in 2025!

Online Booking and Calendar Management

A seamless online booking system is a must-have for any modern medspa owner. It allows existing and potential clients to easily schedule appointments at their convenience, reducing your administrative burden and improving client satisfaction. Look for software that offers real-time availability, automated reminders, and the ability to manage multiple service providers and locations.

Integrations with Google Calendar, Outlook, iCal, and other digital tools can enhance scheduling flexibility and reduce the chance of double-booking or missed appointments, too, but we’ll get more into that shortly!

Client Management

Client management tools help you build and maintain strong relationships with clients. A good medical spa software will store detailed client profiles, including contact information, treatment history, preferences, and special notes.

Not to mention, being able to track progress over time (like treatment results) and send personalized communication or follow-ups is essential for customer retention and satisfaction. Features like loyalty programs, client messaging, and automated forms can all help drive client connection and streamline the intake process while eliminating confusion and tedious busywork.

Point-of-Sale (POS)

A robust POS system is key to simplifying the checkout process and managing your finances. At its core, medical spa software with POS capabilities should allow for quick and secure payment processing, whether via credit cards, gift cards, digital wallets, online, or in-house.

The POS system you choose should be able to track inventory, manage product sales, issue invoices, and create financial reports, all of which ensure smooth operations, accurate financial management, and a clear overview of how your medspa is doing.

Employee Management

Employee management tools streamline staff scheduling, payroll, and performance tracking. Medspa software that includes these features allows you to monitor staff availability, track time worked, and generate payroll reports. It can also assist in managing employee certifications and licenses, which is particularly important for compliance in medical spa settings.

An efficient system for managing employee tasks and responsibilities helps ensure smooth operations and improves staff satisfaction.

User-friendliness

Software should be intuitive and easy to use for both staff and clients. A clean, well-organized interface with easy navigation ensures that all employees, regardless of technical skill, can use the system efficiently.

Look for software that minimizes the learning curve and provides training resources for your team. The smoother and more intuitive the system, the more time you can focus on providing exceptional service to your clients.

Customer Support

When issues arise, having reliable customer support is crucial. Choose software providers that offer multiple support channels, including phone, email, and live chat. A strong knowledge base, FAQ section, and troubleshooting guides can also save time when handling minor issues. On top of that, fast and efficient customer support ensures that your business operations don’t suffer from system glitches or other technical difficulties.

Integrations

The ability to integrate with other tools and software is critical—everything is online! Medical spa software should easily integrate with your accounting software, marketing platforms, or even EMR systems. The more integrations the software can handle, the fewer manual tasks you'll need to perform, and the more organized your operations will be.

Be sure to take a look at any current tools you use and check whether the software you’re considering integrates with them before committing.

Cost Considerations

When it comes to choosing medical spa software, cost is a critical factor—but it’s not just about finding the cheapest option. A variety of pricing factors and structures come into play, and it's important to assess the long-term value of the software rather than focusing solely on upfront costs.

In this section, we’ll break down the pricing considerations you should keep in mind to ensure you’re making an informed decision that aligns with your medspa’s needs and budget.

Pricing Factors

It’s important to know that several variables contribute to the overall cost of the software you’re going to choose. First, consider the size and scope of your medspa—larger operations may require more robust features and greater scalability, which could increase the cost.

Additional considerations include the number of users, the number of locations, and any special features (such as advanced client management or custom reporting). Some software providers offer tiered pricing based on these factors, so it’s important to evaluate exactly what you need in order to avoid paying for unnecessary features.

Pricing Structures

Medical spa software typically follows one of several pricing structures. Some software offers subscription-based models, where you pay a monthly or annual fee based on the number of users or features required. Other systems may offer one-time payment options with additional fees for updates or support.

Pay-per-use models are also an option for medspas that require more flexible pricing. Additionally, be aware of any setup or training fees that may be tacked onto the initial cost. Understanding the full pricing structure will help you budget accordingly and ensure you’re getting value for the price.

Medical Spa Software is an Investment

While the upfront cost of medical spa software may seem steep, it’s important to view this purchase as an investment rather than an expense. The right software can increase efficiency, improve client satisfaction, and streamline operations—all at the same time—ultimately leading to higher revenue and growth. Moreover, features like automated marketing, simplified client management, and seamless POS systems can save time and reduce errors, allowing you to focus on providing top-tier services.

When assessing the cost, consider the long-term benefits and the return on investment (ROI) the software will provide in terms of both time saved and client retention.

Top 7 Medical Spa Platforms

Here’s where the fun begins… research! Below you’ll find a list of the top seven medical spa software that includes a brief overview of their available features and pricing, plus verified user ratings from Trustpilot, G2, and Capterra.

Vagaro

Overview: Vagaro excels with its robust online booking, marketing tools, and POS integration. It’s perfect for small, medium-sized, and enterprise businesses seeking a comprehensive system that supports both client engagement and business growth without complexity.

Price: Starts at $30/mo.

Free Trial: Yes

AestheticsPro

Overview: AestheticsPro is known for its HIPAA-compliant EMR, e-prescribing capabilities, and medical spa-specific features. It addresses the unique needs of medspas by offering specialized tools for regulatory compliance and medical documentation, all in one platform.

Price: Starts at $59/mo.

Free Trial: No

Mangomint

Overview: Mangomint stands out with its user-friendly interface, seamless payment processing, and HIPAA compliance. It’s tailored for medspas needing an all-in-one solution that simplifies operations while ensuring data security and regulatory compliance.

Price: Starts at $165/mo.

Free Trial: Yes

Boulevard

Overview: Boulevard offers advanced client experience management and integrated email marketing tools, making it ideal for high-end medspas and salons focused on elevating the customer experience. Its seamless scheduling and reporting features enhance business efficiency and client retention.

Price: Starts at $158/mo.

Free Trial: No

Zenoti

Overview: Zenoti stands out with its comprehensive suite for booking, billing, and analytics, designed for larger medspas. It helps businesses manage high volumes of clients and appointments, providing actionable insights that drive growth and improve customer satisfaction.

Price: Starts at $400/mo.

Free Trial: No

Acuity Scheduling

Overview: Acuity Scheduling’s standout feature is its intuitive appointment scheduling with seamless calendar syncing and automated reminders. It’s tailored for independent practitioners and small medspas needing a reliable, cost-effective tool to manage appointments and reduce no-shows.

Price: Starts at $16/mo.

Free Trial: Yes

GlossGenius

Overview: GlossGenius shines with its simple, all-in-one solution that covers bookings, payments, and marketing automation. Its ease of use and affordability make it a top choice for solo professionals and small teams looking for streamlined management without overwhelming features.

Price: Starts at $24/mo.

Free Trial: Yes

Final Checklist: How to Choose the Right Medical Spa Software

Now that you’ve got a better idea of what medical spa software is out there, feel free to use this final checklist to evaluate key features and ensure the software you choose aligns with your business needs.

User-Friendly Interface

• Is the software intuitive and easy to navigate for your team?

• Does it offer a user-friendly experience for clients as well?

Customization Options

• Can you personalize features and services to fit your spa’s unique needs?

• Does it allow flexibility in handling various treatments or memberships?

Appointment and Scheduling Management

• Does it offer easy scheduling with reminders for both clients and staff?

• Can clients book and reschedule appointments online?

Payment Processing Integration

• Is payment processing secure and integrated seamlessly with your system?

• Does it accept multiple payment methods (e.g., credit cards, gift cards)?

Client Management Features

• Can you easily track client history, preferences, and progress?

• Does it provide CRM features to nurture relationships and loyalty?

Reporting and Analytics

• Does it provide insights into sales, client retention, and staff performance?

• Can you customize reports to track key performance indicators (KPIs)?

Inventory Management

• Does it help you track product stock, orders, and usage?

• Can it alert you when stock is low or when products need to be reordered?

Marketing Tools

• Does it offer email campaigns, SMS reminders, and promotional tools?

• Can you track the effectiveness of marketing efforts through the software?

Compliance and Security

• Is the software HIPAA-compliant and ensures secure data handling?

• Does it include features to safeguard sensitive client information?

Customer Support

• Does the software provider offer reliable and accessible customer support?

• Are there helpful resources like tutorials or a knowledge base?

Scalability

• Can the software grow with your business as it expands or adds new services?

• Does it offer additional features or integrations as your needs evolve?

Cost-Effectiveness

• Does the software fit within your budget?

• Are there any hidden fees or extra charges for essential features?

At the end of the day, what’s most important is that you choose the software that best supports you—your vision—and provides you with the means of not just managing your business, but growing it.

Want to see what else Vagaro can do for your medical spa? Consider a 30-day complimentary trial and experience it for yourself!