Some of the most popular spa software are too expensive for small spas; others are cheaper but come with all kinds of features you’ll never need. On this page, we’ve compiled the goldilocks options: The 5 best spa softwares that are right in the middle, “just right” for small spas in 2024.
Here goes:
The Winners
Having crunched the numbers, these were our overall best spa software tools for small businesses based on the quality of their essential features and their value for money:
- Best for Comprehensive Features: AestheticsPro Spa Management Software
- Best for User Experience: Boulevard
- Best for Appointment Management: Booker
- Best for Budget-Conscious Users: Fresha
- Best for Mobile Access: GlossGenius
To see how each tool landed its spot and work out which one is best for your spa, carry on reading below.
1. AestheticsPro Spa Management Software – Best for Comprehensive Features
AestheticsPro Spa Management Software is notable for its extensive features, making it ideal for those seeking an all-encompassing solution. It provides a robust client management system consolidating client records, notes, purchase history, invoices, and payments. Clients can schedule appointments, check their service history, and make payments independently. Uploading digital client photos to e-records allows easy access to treatment histories, ensuring personalized care.
Integrated credit and gift card payment processing without hidden fees enhances its appeal. AestheticsPro’s point-of-sale suite supports efficient retail operations, including automatic inventory updates and invoicing functionalities. Additionally, it enables the creation of electronic medical records while ensuring HIPAA compliance.
For staff management, it provides efficient scheduling and tracking of employee management commissions and work hours.Spa owners can eliminate manual commission calculations and tracking spreadsheets. Your staff can see their earnings in real time, reducing payment disputes and administrative work. This matters because commission errors are among the top causes of staff turnover in spas.
However, its extensive features might overwhelm smaller businesses that don’t need such a comprehensive suite.
AestheticsPro stands out among its peers for comprehensive feature depth, particularly in medical spa capabilities and HIPAA compliance. While it may be more complex than Fresha or GlossGenius, it offers unmatched functionality for spas needing robust medical record management and detailed client tracking. Compared to Boulevard and Booker, it provides superior specialized features for medical aesthetics practices.
Key Features
- Client records consolidation (reduces paperwork and saves time for small teams)
- Digital photo storage for treatment histories (helps solo practitioners track progress)
- Automated inventory updates (prevents overstock for budget-conscious spas)
- HIPAA compliance features (essential for medical spas)
- Solo Edition pricing tier (designed for up to 2 users)
Pros:
- Comprehensive client management that consolidates records, notes, and payments in one system
- Integrated payment processing with no hidden fees, ideal for predictable budgeting
- Staff scheduling with commission tracking for small teams
- A point-of-sale system with automatic inventory updates for retail operations
Cons:
- Feature-rich interface may overwhelm very small operations
- Higher monthly cost compared to basic solutions
- Some advanced features are unnecessary for starting spas
Rating:
- Price: 3/5
- Design: 4/5
- Features: 5/5
- Ease of Use: 3/5
Price:
AestheticsPro provides three software plans for medical spas:
- Solo Edition for small practices ($150 per month for up to two users)
- Enterprise Plus Edition ($275 per month with unlimited users)
- Enterprise Edition $200 per month) for paper-based charting.
Each plan includes core features like EMR, client management, telemedicine, and scheduling. Extra services such as e-prescribe and marketing are available. All plans come with training and support. Annual billing offers 17% savings.
2. Boulevard – Best for User Experience
Boulevard (full review here) is acclaimed for its user experience thanks to an intuitive and user-friendly design. The visually appealing, modern interface simplifies navigation, making operations management straightforward. Its client management features support easy scheduling, tracking client preferences, and managing appointments. Additionally, automated follow-ups and client communications enhance retention.
Boulevard stands out for its extensive customization options, enabling businesses to tailor the software to their needs. As a spa owner, you can set up the software to match your exact service flow, whether you’re a medical spa requiring detailed intake forms or a massage studio needing simple appointment confirmations. Customization matters because forcing your business to adapt to rigid software often creates inefficiencies and frustrates staff and clients.
Excellent customer support ensures users receive prompt and efficient assistance when needed. However, it may lack some advanced features compared to more comprehensive solutions, which could be a drawback for businesses requiring more in-depth functionalities.
Boulevard excels in user experience, whereas AestheticsPro might seem overwhelming. Its interface design surpasses Fresha’s more straightforward approach and matches GlossGenius’s modern feel, offering more customization options than Booker. Though not as feature-rich as AestheticsPro for medical spas, it perfectly balances functionality and usability.
Key Features
- Intuitive interface (reduces training time for small staff)
- Automated follow-ups (maintains client relationships without extra staff)
- Customization options (adapts to specific small business needs)
- Client preference tracking (helps personalize service with limited staff)
- Essential tier available (basic features for smaller operations)
Pros:
- Intuitive and user-friendly interface
- Extensive customization options
- Excellent customer support
Cons:
- Limited advanced features compared to other comprehensive solutions
- Higher cost for premium customization options
Rating:
- Price: 3.5/5
- Design: 5/5
- Features: 4/5
- Ease of Use: 5/5
Price:
Boulevard offers spa management software in three tiers:
- Essentials ($158/month)
- Premier ($263/month)
- Prestige ($369/month)
Plans differ in storage space and messaging limits. A MedSpa Bundle at $468/month adds HIPAA coverage and advanced features. All plans include online booking, payments, staff management, and inventory tracking. Annual billing reduces costs by 10%.
3. Booker – Best for Appointment Management
Booker excels in appointment management, which is ideal for spas that prioritize efficient booking systems. Clients can book appointments online, via mobile, or on social media anytime. The AI receptionist manages bookings and responds to client inquiries 24/7, freeing valuable staff time.
Booker’s strength lies in its seamless appointment management. The AI receptionist ensures no booking opportunity is missed, and integration with POS streamlines the process from booking to payment. However, the software can be pricey, which might not suit smaller businesses, and new users may face a learning curve to utilize all features fully.
Booker distinguishes itself through superior appointment management capabilities. Its AI receptionist feature outperforms the booking tools in Boulevard and Fresha, though it comes at a higher price point than GlossGenius. While lacking AestheticsPro’s medical focus, it offers more robust scheduling automation than competitors.
Key Features
- AI receptionist (handles bookings 24/7 without extra staff)
- Online booking through multiple channels (reduces front desk workload)
- POS integration (streamlines payment process)
- Starter plan (basic features for small operations)
- Marketing tools (help attract new clients)
Pros:
- Excellent online booking capabilities
- AI receptionist for 24/7 booking management
- Seamless integration with POS and an online booking system
Cons:
- It can be expensive for smaller businesses
- It may require a learning curve for new users
Rating:
- Price: 3/5
- Design: 4/5
- Features: 5/5
- Ease of Use: 4/5
Price:
Booker by Mindbody offers four pricing tiers:
- Starter ($139/month) with basic tools and limited staff profiles
- Accelerate ($289/month) with unlimited staff and messaging
- Ultimate ($469/month) with advanced marketing tools
- Ultimate Plus ($599/month) which adds AI assistant features and business dashboards.
Each tier builds on previous features.
4. Fresha – Best for Budget-Conscious Users
Fresha is ideal for budget-conscious spa owners. It operates without a subscription fee and charges based only on appointment usage. This pricing model is highly cost-effective for small businesses that are managing expenses carefully. Fresha’s budget-friendly approach allows spa owners to focus on growth without high software costs. New spa owners can invest limited capital in equipment, products, and marketing rather than software overhead. This matters because the first year of spa operation often requires significant investment in physical assets – being able to start with free software helps manage startup costs.
While Fresha suits tight budgets, it has some limitations. The absence of a subscription fee means some advanced features might be missing, which could be a drawback for businesses needing more robust functionalities. Additionally, potential fees for new clients acquired through the Fresha marketplace could increase.
Fresha emerges as the clear cost leader, offering core functionality without subscription fees – starkly contrasting AestheticsPro’s premium pricing and Boulevard’s tiered structure. Though it doesn’t match Booker’s advanced features or GlossGenius’s mobile optimization, its pay-as-you-go model makes it uniquely accessible for new spas.
Key Features
- No subscription fee (ideal for tight budgets)
- Pay-as-you-go model (scales with business growth)
- Free core features (basic operations without upfront cost)
- Optional paid features (add capabilities as needed)
- Team management (free for unlimited team members)
Pros:
- No subscription fee
- Charges only based on appointments
- Ideal for budget-conscious users
Cons:
- Limited advanced features
- Potential fees for new clients acquired through the Fresha marketplace
Rating:
- Price: 5/5
- Design: 3.5/5
- Features: 3.5/5
- Ease of Use: 4/5
Price:
Fresha uses a pay-as-you-go model with no subscription fees. Core features like bookings, team management, and reporting are free. Optional paid features include payment processing (2.29-2.79% + $0.20 per transaction), marketplace bookings (20% commission for new clients), text messaging ($0.02-0.08 per text), and add-ons like Insights ($9.95/team member) and Team Pay ($7.95/team member).
5. GlossGenius – Best for Mobile Access
GlossGenius is recognized as the best spa software for mobile access, catering specifically to users on the go. The platform’s modern design is visually appealing and user-friendly on smartphones. GlossGenius enhances the user experience with intuitive navigation and functionalities that are ideal for mobile devices.
GlossGenius excels with mobile-friendly features, making it ideal for spa owners managing their business from anywhere. Solo practitioners and small spa owners can check appointments, process payments, and manage their calendars while moving between treatment rooms or different locations. Mobile access is crucial because many spa owners split their time between hands-on treatments and business management – desktop-only software forces you to interrupt your flow to handle administrative tasks.
Its intuitive navigation and user-friendly design ensure tasks are completed quickly and efficiently. However, focusing on mobile access may limit some desktop functionalities and higher costs could be associated with mobile-specific features.
GlossGenius leads in mobile accessibility, surpassing Boulevard’s user-friendly interface for on-the-go management. While it doesn’t offer AestheticsPro’s depth or Booker’s AI capabilities, its mobile-first approach and moderate pricing position it between Fresha’s basic features and the premium offerings of larger competitors.
Key Features
- Mobile-first design (manage the business from anywhere)
- Standard tier for solopreneurs ($24/month)
- Basic reporting (track business performance)
- Client management (maintain relationships efficiently)
- Online booking (reduce administrative work)
Pros:
- Modern and user-friendly mobile design
- Intuitive navigation
- Suitable for users on the go
Cons:
- Limited desktop functionalities
- Higher cost for mobile-specific features
Rating:
- Price: 3.5/5
- Design: 5/5
- Features: 4/5
- Ease of Use: 5/5
Price:
GlossGenius offers three pricing tiers:
- Standard ($24/month) for solopreneurs with basic features
- Gold ($48/month) for teams up to 9 with advanced features and 500 marketing messages
- Platinum ($148/month) for larger teams with unlimited members, 2,500 marketing messages, and premium support.
All plans include online booking, payment processing, and client management.
Key Considerations When Choosing Spa Software
Choosing spa software involves more than just comparing features and prices. Consider how the software fits your overall business strategy and meets specific needs. Many spa software options include appointment scheduling, client management, and marketing tools tailored for small businesses. Top solutions streamline client acquisition and retention with marketing tools and automation features.
Your software must be easy to use for both staff and clients. Complex interfaces frustrate users and waste time that could be spent serving clients. Test the software interface before buying to ensure it matches your team’s technical comfort level.
Look for software that grows with your business. A good solution lets you add features and locations as you expand, while integrating smoothly with your existing tools. This reduces data transfer headaches and lets you customize features to match your exact workflow.
Contactless solutions are essential for modern spa software, offering clients a safer and more convenient experience. Spa businesses can book appointments, complete intake forms, and make payments without direct contact. This matters because modern clients expect convenient digital interactions, and spa owners who don’t offer these options often lose customers to more tech-savvy competitors.
Feature Set Evaluation
When evaluating spa software, consider the feature sets each solution offers. Key features include appointment booking, email marketing capabilities, customer relationship management (CRM), and data analysis tools. Calendar suite features help manage client appointments and resource allocation, minimizing double bookings with spa scheduling software.
Smart appointment scheduling features, like automated waitlists and appointment reminders, maximize booking efficiency and reduce lost revenue. But what if your internet goes down? Check if the software has an offline mode. Some systems keep working on your local device and sync later when you’re back online. Others might need constant internet. Know this before you buy, especially if your area has spotty internet.
For spa owners, smart scheduling means filled chairs and treatment rooms even with cancellations. The automated waitlist instantly contacts clients who want that time slot, turning potential revenue losses into opportunities. This matters because empty appointment slots mean permanent revenue loss for service-based businesses.
Staff management tools let you track schedules, client relationships, and performance metrics. Prioritizing customer management enhances personalized services and engagement. Integrated marketing tools help you manage campaigns and email outreach effectively.
The right spa software automates core tasks like scheduling and inventory management, freeing up staff time for client services. Look for robust reporting and analytics to track your business performance. These features working together ensure your spa management system meets your daily operational needs.
Cost vs. Value Analysis
Balancing cost and value is crucial for making informed decisions about software investments. Pricing for spa software varies significantly based on the number of users and features offered. While some software is free, they may charge per appointment and take fees up to 20% for new clients acquired through marketplaces like Fresha.
What about hidden costs? Ask about card processing fees, SMS charges, and storage limits. Some providers charge extra when you hit specific client numbers or need more storage. Get these details in writing before you commit. For small spa owners, you are choosing between upfront costs or revenue sharing matters because cash flow is critical in the first years of operation. Paying for software only when it brings you revenue can help you manage startup costs effectively.
Effective cost vs. value analysis helps businesses pinpoint improvements and maximize return on investment. Dynamic reporting lets you monitor performance metrics and make decisions based on real-time data. Understanding how expenditures contribute to operations and align with your goals helps assess their true value.
The process requires you to:
- Identify all potential costs
- Estimate expected benefits
- Assess whether benefits exceed costs
- Demonstrate positive net benefits after accounting for all costs
- Ensure accurate estimates for reliable analysis
Ease of Use and Customer Support
Ease of use and strong customer support are critical when choosing spa software. Users praise Boulevard’s intuitive interface for managing client confirmations, sales, and inventory. A user-friendly platform that requires minimal learning time especially helps spa owners who aren’t tech-savvy.
To evaluate software usability, consider these factors:
- Task completion speed within the interface
- Ability to complete tasks with minimal clicks
- Quality and availability of customer support
What happens if you need help outside business hours? Check the support hours and response times. Some companies offer 24/7 support, while others only help during business hours. If you work weekends, make sure help is available when you need it.
Look for software that provides:
- Clear user guides and tutorials
- Responsive customer support
- Easy system navigation
- Quick problem resolution
- Regular system updates and improvements
Summary
Selecting the right spa software can transform your business operations and client satisfaction. Each option offers unique strengths:
- AestheticsPro: Comprehensive features
- Boulevard: User-friendly design
- Booker: Superior appointment management
- Fresha: Budget-friendly model
- GlossGenius: Mobile access
The best choice depends on your specific requirements, budget, and growth plans. Evaluate features, costs, and ease of use to make a decision that supports your goals and enhances client experience. Remember, the right spa software isn’t just an expense—it’s an investment in your business’s future success.
