A client calls your medical spa to book an appointment. Your receptionist is busy juggling calls, texts, and payments, so the call goes to voicemail. That client slips away, frustrated, right into the waiting arms of your competitor.
Ouch.
In this guide, we’ll compare the 10 best medical spa software options to help you simplify your client communication, automate appointment scheduling, and make sure you never lose a client due to disorganization again.
What is medical spa software?
Medical spa software helps medspa managers and owners simplify their daily operations, from appointment scheduling and invoicing to managing client communication and marketing.
Many platforms also keep track of electronic health records, making it easier to build strong customer relationships while staying compliant and organized.
What are the benefits of medical spa software?
Using medical spa software has several advantages for your business:
- Improves the customer experience by automating appointment confirmation texts and using scheduled text messages to send friendly reminders.
- Helps your team offer a more personalized service by referencing electronic medical records (EMR), call summaries, and past conversations so customers feel valued.
- Encourages team collaboration by giving clearer visibility into appointments and client interactions so everyone stays on the same page.
Top 10 med spa software to grow your business
1. OpenPhone: Best for managing customer conversations over calls and texts
OpenPhone is the best business phone system for managing calls and texts with your medical spa clients. It simplifies your team’s workload, boosts client satisfaction, and keeps your phone communication organized — all in one easy-to-use app.
One of its biggest advantages? You can share phone numbers across your team so multiple people can manage the same line without missing a beat. This is extra helpful when handling high call volumes or rotating staff schedules. Every call and text shows up in a shared inbox, giving you full visibility into what’s happening with each client conversation.
To help reduce no-shows and free up time, OpenPhone also lets you schedule text messages, like appointment reminders or follow-ups. You can even set up auto-replies for after-hours calls, directing clients to your booking page so they can make appointments without waiting for a callback.
A few more features worth calling out:
- Automate appointment scheduling. Integrate OpenPhone with popular appointment scheduling apps like Calendly through Make or Zapier. Clients will receive automatic reminders via text when they book appointments.
- Quickly integrate with over 7,000 apps. Connect with popular CRMs like HubSpot and Salesforce to keep all your workflows in sync.
- Get local and toll-free numbers. Support multiple spa locations or use a toll-free number to make your business appear more professional.
- Instantly access AI-powered call transcripts and call summaries. These are a must for resolving disputes quickly, maintaining quality assurance, and getting insights into customer sentiment.
- Send bulk texts. Use this feature to send marketing campaigns, announcements, or updates by connecting OpenPhone, Zapier, and Google Sheets. Just make sure customers have opted in first.
If your current system makes keeping up with calls and texts feel like a full-time job, OpenPhone takes that weight off your shoulders.
Ready to try it out? You can set up OpenPhone in under 15 minutes. Start your free seven-day trial, and when you’re ready, port over your existing phone number for free.
OpenPhone pricing
- Starter: $15 per user per month for shared phone numbers, voicemail transcription, unlimited calls and texts in the US and Canada, and dozens of features to simplify your business’s phone communication
- Business: $23 per user per month to access phone menus, call transcripts, call transferring, and other advanced features ideal for scaling teams
- Scale: $35 per user per month to access AI call tags, dedicated onboarding, and priority chat and email support
2. Zenoti: Best for comprehensive management in the beauty and wellness space
Zenoti is a versatile, HIPAA-compliant software solution catering to businesses in the beauty and wellness space, including salons, spas, medical spas, and fitness studios.
One thing that sets it apart is how it handles appointment scheduling and management. Whether you’re booking regulars, managing walk-ins, or encouraging pre-bookings, the scheduling system is designed to help you keep your calendar full and your front desk team less frazzled.
For medical spas offering clinical services, Zenoti includes EMR charting, virtual consultations, and clinical photography, making it easier to personalize treatments and track client progress. On the business side, it also has payroll, commission tracking, and an integrated point-of-sale (POS) system that syncs with your inventory in real time.
Zenoti also comes with a number of communication tools:
- Two-way SMS and email so you can confirm appointments and follow up without playing phone tag.
- Automated reminders help reduce no-shows and keep your clients in the loop.
- A mobile app for clients, making it easy for them to book, manage, and review appointments on their own time.
- AI-powered chatbots that can answer questions and assist with bookings.
- Integrations with popular platforms like QuickBooks, Shopify, Zoom, and Zapier to connect other tools like a phone system.
While Zenoti looks good on paper, some users have said onboarding takes a while and customer support is unhelpful. See for yourself:
“[It took] three months of setting up software. When I asked for them to cancel, there [was] no one to talk to. Customer service is from India, so you have to wait a day with any questions with software.” — Joe L. on Capterra
Zenoti pricing
Zenoti offers customized pricing based on the specific needs of your business. While exact figures are provided upon consultation, some sources note base pricing starts at around $400 per month.
3. AestheticsPro: Best for medical aesthetics practices that need HIPAA compliance and visual records
AestheticsPro is designed for medical aesthetics practices, including medical spas, skincare centers, and wellness clinics.
The software comes with scheduling tools for booking appointments and managing staff calendars. On the client side, AestheticsPro lets you create detailed profiles that include treatment histories and preferences, which is helpful for building long-term customer relationships.
One standout feature is the ability to capture and store before-and-after photos, which is helpful for documenting progress and showing results. You can also manage gift cards, inventory, and service packages directly in the system to streamline operations behind the scenes.
When it comes to client communication, AestheticsPro offers the basics: SMS and email messaging, along with a client portal. While functional, these tools may feel limited if you’re used to modern messaging platforms.
Integrations are also fairly limited. The platform connects with tools like Birdeye for reviews, Twilio for messaging infrastructure, MDToolbox-Rx for e-prescribing, and Worldpay for payments. However, it doesn’t support broader workflow automation tools like Zapier or Make, which could be a drawback for more tech-savvy teams looking to build custom automations.
Some reviewers have also noted the software has limited functionality:
“Very limited capability. Functionality is limited. Poor support. Marketing is dated and limited. Front desk says it is cumbersome to check someone out. Portal does not work for our needs.” — Shellie N. on G2
AestheticsPro pricing
- Professional: $59 per user per month for EMR with a form library, mobile app, and photo solutions
- Executive: $275 per month for unlimited users and access to advanced reporting, priority support, and a designated client success manager
- Enterprise: Custom pricing for open API solutions, custom branding, and custom reporting
4. Vagaro: Best for medspas wanting built-in marketing tools
Vagaro is a solution for spa businesses and fitness studios. It’s HIPAA and EMR-compliant, so your client information is secure.
With the platform’s booking software, you get a visual calendar that supports online bookings, automated appointment reminders, and resource management to avoid double-booking treatment rooms or overlapping staff shifts.
For spas offering clinical services, Vagaro also provides SOAP note (Subjective, Objective, Assessment, and Plan) templates and EMR tools for uploading chart images and maintaining detailed client records.
Beyond scheduling and documentation, Vagaro includes an integrated point-of-sale (POS) system that supports a range of payment types, including credit cards, Apple Pay, and Google Pay, whether you’re at the front desk or on the go.
What sets Vagaro apart from other medspa options is its built-in marketing suite. You can run email and text campaigns, set up a customizable online store, and appear in the Vagaro Marketplace to help bring in new clients.
In terms of integrations, Vagaro supports webhooks, which makes it possible to connect with tools like Zapier and automate certain workflows, though its integrations are more limited than other platforms like OpenPhone.
Customers have also cited issues with reliability:
“Horrible customer service, the customer is NEVER right, software messed up my inventory constantly. Every time I went in to do inventory it was wrong! Constant battle putting in tickets.” — Lori K. on Capterra
Vagaro pricing
- One location: $30 per month for one bookable calendar; each additional bookable calendar costs $10 more per month
- Multiple locations: Custom quote for a multi-location platform with advanced admin features and security
5. Boulevard: Best for personalized client experiences and branded apps
Boulevard is a client experience platform tailored for appointment-based, self-care businesses like salons, spas, and medspas. At the heart of Boulevard’s toolkit is Precision Scheduling, a smart booking system that optimizes appointments to make the most of your team’s time and reduce gaps in your calendar. Your staff can manage it all from the Boulevard Duo mobile app, whether they’re at the front desk or stepping away between treatments.
Boulevard also offers spa owners a built-in POS system with inventory management and financial reporting tools. But where it really shines is in the marketing and client retention department. You can create email and text campaigns, offer memberships, build custom packages, and run loyalty programs.
If you want to give your spa an elevated feel, Boulevard has a custom-branded client app so customers can book appointments, manage memberships, and engage with your brand in a way that feels professional.
It also integrates with platforms like QuickBooks, Shopify, Apple and Google Calendars, and Zapier, giving you a lot of flexibility to connect your workflows across different tools.
In addition to being limited to only 100 free texts, users have also cited issues with the software’s usability:
“The data migration errors; inability to easily audit clients and review information; security issues where users randomly switch throughout the shift or clocks in the wrong person (not logged in) causing payroll issues; inaccurate reports…[the] list goes on.” — Jill W. on Capterra
Boulevard pricing
Boulevard offers two plans for medspas:
- Aesthetics Starter Bundle: $369 per month per location for unlimited users, forms and charting, 1,000 email blasts, HIPAA coverage, 250 free texts, and photo markup and sign-off
- Aesthetics Bundle: $421 per month per location for unlimited users, 10,000 email blasts, 2,500 free texts, HIPAA coverage, and 100 GB of storage
Boulevard has four separate plans for salons and spas:
- Essentials: $158 per month per location for up to five users, 100 free texts, 500 free email blasts, and 25 GB of storage
- Premier: $263 per month per location for unlimited users, 250 free texts, 1,000 free email blasts, and 50 GB of storage.
- Prestige: $369 per month per location for 2,500 free texts, 10,000 free email blasts, 100 GB of storage, and additional forms
- Enterprise: Custom pricing for large-scale operations requiring advanced features and integrations
6. Mangomint: Best for advanced automation and seamless client experience
Mangomint is known for its features tailored specifically to salons and spas. The platform comes with appointment booking and staff management tools that make it easy to coordinate calendars, avoid overlaps, and optimize your schedule.
If you’re still juggling paper forms or post-its at the front desk, Mangomint’s digital intake forms are a step up. They can be created, sent, and synced automatically to each client’s profile so you stay HIPAA-compliant without the admin hassle.
Where Mangomint shines is with its automation features. From self-checkout options that clients can use to wrap up their visit to AI-powered reminders that reduce no-shows and last-minute cancellations, the platform can help save your team time.
Integration-wise, Mangomint offers webhooks and a handful of direct connections, but it doesn’t support Zapier or Make, which could be limiting if your workflows rely heavily on automation platforms.
The platform is also missing some standard medspa features. One user says:
“We were shocked to find after the onboarding process that clients do not have the option to reschedule their own appointments. With any other service on the market, this is a basic feature… Another issue is that when clients pay using memberships or packages, there is no automated prompt for the client to have the option to tip the service provider.” — Whitney M. on Capterra
Mangomint pricing
- Essentials: $165 per month for 2 to 10 service providers, unlimited SMS and email notifications, and optional add-on integrations
- Standard: $245 per month for up to 20 service providers, express booking, virtual waiting room, memberships, and standard integrations included
- Unlimited: $375 per month for unlimited users, Shopify and other integrations included, and custom APIs
7. GlossGenius: Best for simple scheduling and payment processing
GlossGenius is designed for beauty professionals and small teams looking for user-friendly appointment scheduling and payment processing solutions.
It offers an online booking system that integrates into your existing workflows so clients can book directly through your site while keeping customer data organized.
It also handles payment processing. The built-in system supports chip cards, Apple Pay, Google Pay, and contactless payments, letting you accept transactions quickly and securely with no clunky hardware or third-party setup needed.
For marketing, GlossGenius includes email and SMS campaign tools that let you engage your client list with promotions, updates, or appointment reminders. You can also create a fully customizable website without hiring a designer or developer.
That said, integrations are limited. While you can sync your calendar with Google, Apple, or Outlook, GlossGenius doesn’t offer native support for broader automation platforms like Zapier or Make. This could be a drawback for teams looking to connect it with other tools in their tech stack.
Some users have also noted issues with support:
“I expect to be able to reach a human when I call so that I can resolve my issues quickly and get back to running my business. GlossGenius does not allow you to speak to anyone live — you have to leave a voicemail for a callback. I have been waiting for days for a response…” — Katherine M. on GetApp
GlossGenius pricing
- Standard Plan: $24 per month for a customizable website, 24/7 online booking, built-in payment processing, and appointment reminders
- Gold Plan: $48 per month for up to nine team members, premium website designs, forms and waivers, and basic time tracking
- Platinum Plan: $148 per month for unlimited team members, time tracking, leaderboards, and 2,500 free text marketing credits per month
8. Weave: Best for enhancing client communication and collecting payments in one place
Weave is mainly a communication and payment platform designed to improve client interactions and business operations for a medical spa or salon.
At its core, Weave offers a unified communication hub that brings calls, texts, faxes, and emails together into one platform.
It also helps you stay proactive with automated text messaging, perfect for sending appointment confirmations, reminders, or follow-ups without lifting a finger. And when your front desk team can’t get to a call in time, Weave steps in with missed call texting, instantly replying to clients with a personalized message and a helpful next step.
Other features include:
- Customizable digital forms that reduce paperwork and streamline client intake before their appointment
- Online review requests automatically prompt happy clients to leave a review after their visit, helping boost your online presence without awkward asks
You should know Weave is most effective when paired with a strong EMR or practice management system. It integrates well with practice management systems (PMS) and electronic health record (EHR) software but doesn’t support automation platforms like Zapier or Make. So if you need highly customized workflows or robust integrations, this could be a limitation.
Onboarding is also time-consuming:
“This onboarding process has been such a mess. It’s taken entirely too long to get it set up, and we were told that we would receive thorough training, which we have not. Now things are live and the program is texting patients, and we’re encountering problems and have a lot of questions—and Weave’s support team is very hard to get a hold of.” — Right Touch on Trustpilot
Weave pricing
- Ultimate: Custom quote for 15,000 messages up to 15 phones, personalized training, and premium analytics tools
- Elite: Custom quote for 3,000 messages, team chat, and call analytics.
- Pro: Custom quote for 1,500 messages, missed call texting, phone menus, and fax
9. Nextech: Best for medical spas scaling into clinical procedures
If your medspa is expanding beyond Botox, fillers, or facials into more clinical territory, Nextech might be your go-to solution.
Nextech offers advanced medical charting and EHR tools designed to handle complex documentation. It’s particularly helpful if you need in-depth clinical records or operate under strict HIPAA requirements.
Alongside this, an online patient portal gives your clients control over their experience, from booking appointments to completing forms and making payments.
To help reduce no-shows and keep the calendar running smoothly, Nextech supports automated appointment reminders via email and SMS. For larger practices or growing teams, its enterprise-level reporting gives you granular visibility across multiple providers, services, and locations.
Integration-wise, Nextech works well with many healthcare and practice management systems, but it doesn’t support automation platforms like Zapier or Make. That means your ability to simplify external workflows could be limited, especially if you’re looking for plug-and-play connections across a broader software stack.
Customers have also cited issues with texting reliability:
“The SMS Reminder module doesn’t work. The support team doesn’t answer our emails. It’s impossible to know who is in charge of a problem. Our requests are being forwarded from one service to another. No one takes responsibility. We have [had] open issues since over a year, and there is no solution in sight.” — Fabrice P. on Capterra
Nextech pricing
Custom pricing is tailored to each practice’s unique needs. You’ll need to reach out directly for a personalized quote.
10. PatientNow: Best for medspas providing medical-grade aesthetic treatments
If your medspa sits somewhere between a traditional beauty spa and a clinical medical practice, PatientNow could be your sweet spot. Designed specifically for medical aesthetics, PatientNow blends EMR with marketing features to attract and retain clients.
One standout feature is its AI-powered email marketing, which helps automate campaigns based on client behavior. It also integrates with your social media accounts, allowing you to stay in front of clients on the channels they use most.
For treatment-based services, PatientNow has tools for uploading and organizing before and after photos, which is important for documenting progress and building trust with new clients. Everything is stored in client records, keeping your documentation consistent, visual, and compliant.
Integration-wise, PatientNow connects with clinical and practice management systems. However, it doesn’t integrate with workflow automation platforms like Zapier or Make or offer an API. Users have also had problems with functionality:
“The software never performed as it should. The inventory control was a disaster – we tracked manually (with extreme care) and the two never matched. We were unable to pull even the most basic financial reports from the data. Patients were sent birthday emails for free services we don’t perform despite our specifically explaining to them that we did not want emails sent.” — Heidi W. on Capterra
PatientNow pricing
PatientNow has custom pricing based on your medspa’s needs. You’ll need to reach out directly for a quote tailored to your business.
Take work off your medical spa team’s plate with OpenPhone
Choosing the right medical spa software ultimately depends on your budget, client volume, and the specific features you need.
But here’s the truth: even the best spa management software can fall short when it comes to handling phone calls, business SMS, and client communications efficiently.
If you’re ready to reduce missed calls, split responsibility for communication with shared numbers, and automatically send out appointment confirmation texts, OpenPhone is your best bet for a business phone system that scales with your medspa.
Start your seven-day free trial today and see how OpenPhone can help your spa thrive.
