Spa owners, managers, therapists, and others in the medical spa business need an efficient way to organize their everyday tasks, clients, documentation, billing, and more.
If this is all taken care of, then they can focus on delivering the best possible service to their clients – which is the most important thing in this business.
To help them accomplish this goal, many solutions have appeared on the market, all promising to address their needs in the easiest and most efficient way.
Unfortunately, promises are one thing, and reality can be completely different. This is why we’ve put these solutions to the test and made a list of only the best medical spa software that the market has to offer.
What to consider when choosing medical spa software?
Every practice is different and every team’s needs and expectations from a medical spa software solution can vary a lot, so you’ll need to address these things before deciding. You’ll need to consider:
- Features: A capable medical spa management product should give your business everything it needs to streamline the work and keep the clients satisfied. This means it has to include all the basic features, along with any extras you might require. So make sure to become familiar with these requirements and features before making the final decision.
- Pricing: Your budget has a sensitive balance you have to keep at all times. So make sure not to disrupt it by signing off on a medical spa management service that is too expensive. And vice versa – don’t cut corners where you don’t need to, like taking a free service that might not be suitable for a growing spa business.
- Integrations: If you already have separate individual solutions for parts of your business (e.g. accounting, reservations, etc.), then you’ll need to choose a business management platform that supports integrations with these solutions (e.g. QuickBooks, Zapier, Zoom, Reserve with Google, etc.)
- Team size: How many employees will be using the medical spa software you choose? You’ll need to know this right away, as most software providers base their pricing and products on the number of intended users in your team.
Common features of medical spa software
To be taken into serious consideration, a medical spa software platform needs to offer some of the basic features. These include:
- Online booking: Your clients need to have an option to schedule appointments with you at their own convenience, so this feature is a necessary part of any capable medical spa software.
- Billing and invoicing: Just like with online booking, being able to bill and invoice your clients in a few clicks is an essential feature in any modern business management software solution.
- Payment processing: Along with billing and invoicing your clients, you need to allow them to easily pay for your services, preferably in a couple of clicks. A capable spa management platform will allow you to do exactly this.
- Reporting: To successfully manage your budget, marketing strategy, and other aspects of your medical spa business, you need to have access to detailed analytics and reporting provided by the medical spa software.
- Coupons and special packages: A secret to successful medical spa practice is offering your clients discounts and other perks via coupons, bundles, and special packages. Any platform that facilitates this should be a priority in your considerations.
- Loyalty programs: Similarly, your returning clients should be rewarded for their loyalty with discounts, perks, and special features, supported by the spa management software of your choice.
How much does medical spa software cost?
Different medical spa software providers may charge their services in various ways, but they mostly revolve their pricing models around factors like:
- included features
- number of users
- annual versus monthly plans
With these factors are taken into account, a medical spa business could pay between $19 and $699 per month.
User reviews are important indicators of medical spa software quality
Our selection process for the best spa medical software focused on analyzing the providers’ websites and combining our findings with reviews of users who have solid experience with these providers’ services. The final list included providers with:
- Highest ratings (4+ stars) on reviews websites like Software Advice and Capterra
- More positive statements from the users compared to the negatives
- Those that users are more likely to recommend to their peers
Which are the best medical spa software solutions?
Now that the methodology is out of the way, we can get to analyzing the best medical spa software available on the market:
1. vcita
Features: vcita supplies medical spas and all other kinds of businesses with an all-in-one platform that includes all the tools you need for efficient service provision, with some handy extras. Its features include:
- invoicing and billing
- online booking
- multi-currency payment collection and processing
- reminders and notifications
- advanced customized reporting
- multiple integrations with popular tools (Reserve with Google, Zoom, QuickBooks, Zapier, and others)
- mobile apps for iOS and Android
- HIPAA compliance
- calendar
- business coaching
- client management
- client portal
- coupons and packages
- marketing campaigns
- loyalty programs
- customization options
- document storage
Price: Competitive pricing starts at only $19/month (billed annually) for a team of one that doesn’t require advanced options. Larger teams can start at $65/month (annual subscription) that covers two team members and offers more features and extras.
Free trial: There’s a 14-day free trial.
User reviews: Users reviewing vcita have mostly been happy with their experience, especially expressing their satisfaction with the provider’s many features and extras, user-friendly and intuitive interface, very light learning curve, Zoom integration, and built-in communication tools. A few less happy customers expressed dissatisfaction with the customer support not always being readily available.
2. MioSalon
Features: A cloud-based platform designed for simplifying spa operations and automating front-desk activities, MioSalon offers:
- online booking
- Facebook widget
- support for packages
- client management
- multiple payment processing
- bookkeeping
- notifications
- reports
- loyalty programs
Price: Starts free, but there’s no information about paid subscription pricing.
Free trial: Yes, 14 days.
User reviews: Reviewers loved MioSalon’s social media integration, customization options, reminders, product layout, and gift vouchers. However, some found its interface a bit outdated, reported problems with billing and daily sales report SMS, and complained of the lack of apps for iOS and Android.
3. Mindbody
Features: Helping managers grow their spa and fitness businesses, Mindbody is a cloud-based software solution with tools that include:
- appointment scheduler
- payment processing
- reports
- schedule management
- automated reminders
- advanced marketing features
- client management
- mobile apps
- HIPAA compliance
- package creation
- gift cards
Price: The cheapest pricing package is charged $139/month.
Free trial: Mindbody has a two-week free trial.
User reviews: Reviewers liked Mindbody’s numerous features, ease of use, and functionality. On the other hand, those less satisfied users focused on the difficult integration with existing platforms, technical glitches, old-school interface, and poor customer service.
4. SuperSalon
Features: A touchscreen-based salon management software platform, SuperSalon offers:
- payment processing
- online booking
- client management
- mobile apps
- loyalty programs
- analytics
- integration with Reserve with Google
Price: SuperSalon’s pricing packages start at $125/month.
Free trial: Yes, but no details.
User reviews: The happy customers have mostly praised SuperSalon’s tech support, ease of use, reporting ability, and mobile access. However, some have complained about technical issues, lags, significant price increase, and the occasional lack of customer service.
5. AestheticsPro
Features: AestheticsPro focuses its entire attention on medical spa businesses exclusively, providing them with tools and features that include:
- scheduling tool
- electronic medical records
- prescriptions
- marketing suite
- HIPAA compliance
- gift cards
- client management
- packages
- loyalty program
Price: If you’re a solo provider, you can start with Aesthetics Pro at $109.99/month.
Free trial: Yes, 30 days.
User reviews: Clients who had positive experiences with AestheticsPro were happy with its support staff, scheduling and documentation options, security, along with its marketing suite. Others found its email templates a bit limited, the interface difficult to navigate at times, and complained of the lack of mobile apps.
6. Jane
Features: Although its name is simple, Jane is a complex management platform with plenty of tools a medical spa practice needs, including:
- online booking
- billing and invoicing
- custom electronic documentation (EMR)
- online intake forms
- email and SMS reminders
- payment processing
- telehealth
- client portal
- calendar
- HIPAA compliance
- optional insurance management
Price: Jane’s scalable pricing starts at $74/month (+$25 per additional full-time practitioner).
Free trial: The provider doesn’t offer a free trial.
User reviews: The positive reviews focus on the platform’s ease of use, beautiful interface design, reminders feature, and the customer support team. A few disgruntled reviewers singled out the lack of certain options (like financial reports and expenses), problems with the US insurance management, some technical glitches, and slow loading.
7. Zenoti
Features: A full-service cloud solution, Zenoti offers tools to cover many areas of a medical spa business, including:
- online booking
- mobile support
- packages
- gift cards
- client management
- HIPAA compliance
- employee management
- payment processing
- reporting
- marketing
Price: Zenoti starts as free with its most basic features. However, it charges a fee for payment processing, as well as the costs for one-off setup ($80-$250) and data migration ($500-$1,000). Optional add-ons can also be purchased.
Free trial: No free trial.
User reviews: Zenoti is liked among reviewers who listed its positive sides, including specific features (reporting, employee management, and marketing), ease of use, and training options. However, there were some complaints as well, mainly concerning the lengthy software setup process, pricing, and lack of response from customer support.
