The 5 Best Medical Spa Software | 2024

As a medspa owner, you know the challenges of being in business better than anyone else. You know the constant paperwork, appointment scheduling, and extra effort it takes to create a seamless client experience.

It doesn’t happen on its own. If your medical spa operations are starting to feel like they’re spiraling out of control, it's time to work smarter.

The right software can streamline operations, freeing you to focus on what matters most: your clients. But with so many options, choosing the perfect fit can be a challenge.

Don't worry; we've done the research. This guide unpacks the best medical spa software platforms to help your business thrive.

Let's get started.

What is medical spa software? 

Consider it an all-in-one command center for a smoother, more profitable medspa.

Medical spa software goes beyond appointment booking (although it excels at that too). It's a comprehensive suite designed to streamline every aspect of your business, from client intake to inventory control. 

It functions as a sophisticated med spa management software specifically designed for the medical spa industry. This translates to a data-driven approach to managing your business, optimizing workflows, and, ultimately, boosting profitability.

Why should you be using medical spa software? 

Medical spa software tools are designed to free you from tedious tasks, improve the client experience, and unlock new growth opportunities for your business.

Here’s how:

• Effortless appointment scheduling: Clients can book online anytime, anywhere, reducing wasted time and errors. Plus, automated reminders minimize no-shows.
  
  
• In-depth client management: Securely store all client info in one place. Track treatment history, preferences, and medical details for personalized service and optimal results.
  
  
• Real-time inventory management: Never run out of supplies again. Get real-time stock levels, automated low-stock alerts, and even forecast future needs to avoid disruptions and wasted expenses.
  
  
• Simplified billing and payments: The ideal medical spa software lets you eliminate paperwork, generate invoices electronically, accept online payments, and reduce errors with automated reconciliation.
  
  
• Built-in marketing tools: Reach your target audience and build brand awareness. Run targeted email campaigns, loyalty programs, and manage social media integrations — all within your software.

• Regulatory compliance: Ensure you protect your medical license and your business by properly completing charting for each and every patient, gathering necessary intake forms, gaining approval on your GFEs, and more. 

Top medical spa software choices in 2024

Having explored the power of medical spa software, it's time to meet the contenders vying for a spot on your operational team. Here is our list:

1. Moxie Suite 

Moxie Suite stands out as a premier choice for medical spas, with a comprehensive, user-friendly platform designed to streamline operations, enhance client experiences, and drive growth.

Its extensive feature set, coupled with robust security, makes it a great software choice.

Key features

Moxie Suite provides a comprehensive suite of features designed specifically to empower medical spa owners. From simplifying day-to-day tasks to boosting revenue and client engagement, Moxie Suite helps you achieve operational excellence and focus on what matters most — delivering exceptional client care with these options:

• Effortless appointment management: Online booking allows clients to schedule appointments and complete their intake forms digitally 24/7, reducing administrative burden for your staff. With automated appointment reminders, you can minimize no-shows to prevent lost revenue.

• Centralized client management: Moxie allows you to maintain comprehensive client profiles with detailed records, charts, treatment history, preferences, and medical information. You can build stronger client relationships and boost satisfaction through personalized experiences. 
  
  A medspa-management software like Moxie allows you to track client journeys across your clinic and identify opportunities to enhance their experience and encourage repeat business.

• Automated inventory management: Eliminate stockouts and optimize your supply chain for increased efficiency and cost savings. With real-time inventory tracking, you can prevent stock shortages and ensure you always have the necessary supplies and products on hand.
  
  Streamlined management of treatment-specific supplies reduces waste and optimizes your budget.

• Seamless billing and payments: Get paid faster and simplify financial management. Moxie provides secure and integrated payment processing for quick and effortless transactions. You can easily generate detailed invoices and manage client billing to improve cash flow and reduce administrative tasks.

• Actionable financial reporting: Gain valuable insights to optimize your business strategy and maximize profitability. Generate comprehensive financial reports that provide detailed insights into revenue, expenses, and profitability.
  
  Track key metrics to make informed business decisions about service offerings, pricing strategies, and resource allocation.

• Targeted marketing: Moxie helps you attract new clients, retain existing ones, and cultivate long-term loyalty with marketing campaign management services and membership/Beauty Bank tools.

You can also use Moxie to run loyalty/membership/Beauty Bank programs and reward structures to foster long-term client relationships, encouraging repeat business and increasing customer lifetime value.

Pricing

Moxie Suite offers a competitive pricing model that scales with your business needs. Unlike fixed monthly fees, you only pay for the features and support you require. This flexibility makes Moxie Suite excellent for startups and growing businesses.

Pros

• Intuitive interface: Moxie Suite prioritizes ease of use. Your staff can learn the system quickly, minimizing training time and disruptions to your daily operations.
  
  
• Comprehensive features: Moxie Suite goes beyond basic scheduling. It offers a robust suite of tools specifically designed for medical spas, including features for telehealth consultations, GFEs, inventory management with automated reordering, and built-in marketing tools. This eliminates the need for multiple, disconnected software solutions.
  
  
• Scalable growth: Whether you're a startup or a thriving enterprise, Moxie Suite adapts to your needs. Flexible plans allow you to choose the features you need now, with the ability to add more as your spa expands.
  
  
• Expert advice: Moxie Suite prioritizes your success. Every account has a provider success manager ready to answer questions, help you figure out profitability, and choose growth strategies that work for you.

Cons

Customization options: While Moxie Suite offers a high degree of customization, some businesses might prefer a more basic setup. This flexibility ensures Moxie Suite can adapt to your specific needs and grow with your spa, but it also means there might be a slight learning curve as you tailor it to your unique operation. With Moxie, though, you’re assigned a Provider Success Manager to help support you throughout the lifetime of your business.

Implementation time: Transitioning to a new software can take some initial setup time. While Moxie Suite offers user-friendly interfaces and is able to get the vast majority of customers set up very quickly, extensive data migration for complex operations might require additional time.

2. Acuity Scheduling

Acuity Scheduling is a flexible, user-friendly scheduling software designed to streamline the booking process, secure payments, and automate workflows. It provides a set of tools to manage client appointments, payments, and communications.

Features

• Multi-location management: Manage appointments across different locations for client convenience.
  
  
• Self-scheduling: Allow clients to book appointments online, reducing administrative burden for your staff.
  
  
• Automated reminders: Reduce no-shows with automated email and text appointment reminders.
  
  
• Payment processing integrations: Integrate with Stripe, Square, or PayPal for secure online payments with options to prepay, add tips, and manage deposits.
  
  
• Reporting & analytics: Generate reports on appointments, no-shows, and staff performance to inform business decisions.

Pricing

Acuity Scheduling offers several pricing plans to cater to different business needs:

• Emerging plan: $14 per month — Ideal for solo practitioners, includes basic scheduling features
• Growing plan: $23 per month — Adds features like follow-up texts, packages, and more
• Powerhouse plan: $45 per month — Includes advanced features such as HIPAA compliance, multiple time zones, and enhanced reporting

Pros

• Ease of use: Acuity's intuitive interface makes scheduling and management straightforward for both clients and staff.

• Customizability: Highly customizable booking pages and intake forms allow businesses to tailor the system to their specific needs.

• Automated notifications: Automated reminders and follow-ups reduce no-shows, keeping clients engaged.

• Multi-location support: You can efficiently manage appointments and staff across multiple locations with centralized control.

Cons

While Acuity offers a feature-rich solution for appointment scheduling, some aspects might not be ideal for certain medspa needs:

• Limited HIPAA compliance: The HIPAA compliance feature is only available on the most expensive "Powerhouse" plan. This could be a significant cost barrier for smaller medspas.
  
  
• Lack of charting capabilities: Acuity does not provide built-in charting features, which are essential for tracking patient progress and treatment history in medical spas.
  
  
• No GFE review capabilities: The platform lacks built-in Good Faith Estimate (GFE) review capabilities, which are important for ensuring compliance and transparency in medical procedures.
  
  
• Scalability for growth: Acuity offers multiple calendar options, but managing a large staff or multiple locations might require a more robust system with features for staff permissions and centralized scheduling.

3. Vagaro

With over 83,000 businesses relying on its software, Vagaro offers solutions for scheduling, payments, marketing, inventory management, and more. The platform is tailored to meet the needs of solopreneurs and growing enterprises, delivering practicality directly to its users with these functions:

Features

• Multi-channel booking: Clients can book appointments through Vagaro's platform, Instagram, Facebook, and Apple Maps, maximizing appointment accessibility.
  
  
• Automated communication: Automated appointment reminders and confirmations via text and email keep clients informed and minimize no-shows.
  
  
• Customer engagement tools: Automate and customize email and text campaigns to nurture client relationships.
  
  
• Loyalty programs: Design and manage loyalty programs to incentivize repeat business and build a strong customer base.
  
  
• Inventory & vendor management: Track and manage inventory levels and maintain positive vendor relationships, ensuring you have the necessary supplies for optimal service delivery.
  
  
• Client management: Import client data for easy setup, manage profiles with detailed information, and track service history to provide personalized care.

Pricing

Vagaro offers flexible pricing plans to accommodate businesses of all sizes:

• Single location: Fees start at $30 per month for one bookable calendar.
• Multi-location: Pricing scales based on the number of locations and specific business needs.
• Additional premium features are available for an extra monthly fee, including text marketing ($20 per month), live streaming ($10 per month), custom forms ($10 per month), and a branded app ($200 per month).

Pros

• Client engagement: Features like automated appointment reminders, online booking, and loyalty programs can improve the client experience and encourage repeat business.
  
  
• Multi-location management: Vagaro streamlines operations for businesses with multiple locations, allowing for centralized data management and marketing efforts.
  
  
• Inventory management: Track and manage inventory levels to maintain an adequate supply of necessary products and ensure client satisfaction.
  
  
• Marketing and customer retention tools: Automate email and text marketing campaigns, offer loyalty programs, and leverage social media integrations to reach new clients and retain existing ones.

Cons

• Learning curve: While Vagaro is generally user-friendly, there can be a learning curve associated with mastering all its features.
  
  
• Potential performance issues: Some users report glitches and slow loading times, which can disrupt workflow.
  
  
• Add-on costs: Premium features like live streaming and custom forms can add up quickly, increasing overall costs.

4. Mindbody

Founded in San Luis Obispo, California, Mindbody has grown into a global company with hubs around the world. The platform is designed to help businesses thrive by offering reliable, innovative software solutions that facilitate wellness experiences. 

Key features

• Streamlined scheduling: Manage appointments easily, including individual bookings, recurring appointments, and waitlist management.

• Enhanced client management: Maintain detailed client records with contact information, booking history, and preferences. 

• Seamless payment processing: MindBody lets you accept secure payments through integrated credit card processing. The integrated point-of-sale (POS) system supports in-person transactions with credit card reader and receipt printer hardware options.

• Effective marketing tools: Design targeted email and text marketing campaigns to promote services, special offers, and events.

Pricing

Mindbody offers various pricing plans tailored to different business sizes and needs. Specific pricing details are provided upon request, and businesses can choose from a range of add-on features and services to customize their package.

Pros

• Comprehensive platform: Mindbody manages various aspects of wellness businesses, from scheduling to marketing and client management.

• Scalability: Suitable for businesses of all sizes, from solo practitioners to large franchises, with flexible pricing and feature options.
  
  
• Integration with ClassPass: Unique integration with ClassPass offers additional revenue opportunities and client acquisition benefits.
  
  
• Global presence: Extensive support and resources available worldwide, enhancing the reliability and reach of the platform.

Cons

• Cost: The comprehensive nature of the platform and additional premium features can result in higher costs, which may be a consideration for smaller businesses.
  
  
• Learning curve: New users might require time and training to fully utilize all features and functionalities effectively.

• Complexity: The extensive feature set can be overwhelming for smaller operations or those new to using integrated business management software.

5. DemandForce

DemandForce is a cloud-based appointment management and marketing software designed to simplify operations and enhance the patient experience across various industries, including medical spas. It offers a comprehensive suite of features to automate front-office tasks and streamline communications.

Key features

• Appointment scheduling & management: Manage appointments effortlessly with features like online booking, automated reminders, and waitlist management.
  
  
• Patient communication: Enhance patient engagement through targeted email marketing, two-way texting, a secure patient portal, and live chat integration.
  
  
• Attract new patients: Grow your practice with tools for online booking, targeted marketing campaigns, professional website creation, and online reputation management.
  
  
• Measure success: Gain valuable insights into your practice performance with features like performance dashboards, email marketing tracking, and lead source identification.

Pricing

DemandForce has not provided pricing information for its service. You can contact the Demandforce sales team for information on its pricing.

Pros

• Ease of use: Demandforce is praised for its user-friendly interface and customization options, making it easy for large practices to keep patients informed about their appointments.
  
  
• Effective communication: The platform facilitates easy communication with clients through email campaigns, appointment reminders, and text messaging.
  
  
• Robust customer support: Users have reported excellent customer service, with support teams quick to respond and troubleshoot issues.
  
  
• Versatile functionality: Demandforce offers a wide range of tools for managing appointments, marketing, and online reputation, helping businesses retain their existing clients and streamline their operations.

Cons

• Basic reporting options: Some users feel the reporting capabilities are limited and would like more detailed analytics.
  
  
• Login issues: Recent updates have caused login difficulties for some users, especially when trying to access the platform outside of their business location.
  
  
• Frequency of communications: Automated communications may sometimes be too frequent for some customers, but this can be adjusted based on client preferences.

How to choose the right medspa software for you

Now that you've explored the top contenders and seen how Moxie Suite empowers medical spas, it's time to find the software that perfectly complements your unique business. 

Here's a roadmap to guide you through the selection process:

1. Define your needs.

Start by pinpointing your spa's unique challenges. Is scheduling a constant battle? Do you need a stronger client management system with a detailed treatment history?

Identify your pain points and prioritize features that directly address them.

2. Budget wisely.

Cost matters, but the priciest software isn't always the best fit. Find a solution with the features you need at a price that’s worth the investment. Don't hesitate to try free trials and demos before committing.

Here are some budget-saving tips:

• Identify core features essential for daily operations.
• Compare pricing structures, including subscriptions, per-user costs, and transaction fees.
• Consider bundled packages for potential cost savings.
  

3. Prioritize user-friendliness.

As a busy spa owner, you don't have time for complex software. Invest in a user-friendly system with an intuitive interface for minimal disruption to your daily workflows.

4. Secure reliable support.

Technical issues happen, even with the best software. Choose a software provider known for its responsive and helpful customer support team.

Look for additional resources like clear tutorials, FAQs, live chat options, and readily available knowledge-base articles.

5. Choose a scalable platform.

Opt for a scalable platform that adapts to your evolving needs as your medspa grows and attracts new clients. This ensures the software can accommodate a growing number of appointments, memberships, and sales data.

6. Don’t forget about compliance.

The needs of medspas are wholly unique. While you may be tempted to go for a cheaper option that incorporates the basic tools like scheduling and marketing, complete your due diligence to be certain whichever platform you cover can cover your compliance needs like charting, GFEs, and more. 

7. Ask questions to get clarity.

Software providers are there to guide you. Schedule demos, ask detailed questions about features, and voice any concerns you have.

Don't hesitate to request clarification on pricing structures, data security measures, and contract terms.

Next steps: Try Moxie 

You've explored the features and compared the contenders for the title of the best medical spa software. It's time to take action and unlock the full potential of your medical spa. 

We’ve already discussed why Moxie Suite stands out, so here’s what you can expect:

• Moxie Suite provides a comprehensive launch program with expert guidance, medical director matching, and legal/insurance support — everything you need to hit the ground running with confidence.
• Streamline your operations with a single, unified platform. Manage appointments, client records, inventory, marketing, and staff scheduling — all within Moxie Suite. This eliminates the need for multiple disconnected tools and creates a seamless workflow.
• Moxie Suite isn't just there for launch day. It empowers your long-term success with ongoing coaching, marketing management tools, and proven strategies for client retention. As your spa grows, Moxie Suite grows with you.
• Moxie Suite empowers you with insightful reporting and analytics. Track key metrics, identify trends, and make data-driven decisions to optimize your spa's performance and maximize profitability.

Moxie provides you with adedicated success manager who goes beyond traditional customer support to answer your questions, build growth strategies, and ensure you get the most out of the platform.

Book a free strategy session today.