Top 7 Medical Spa Software Solutions in 2025: Find Your Perfect Fit

Running a medical spa isn’t just about appointments and records—it’s about creating a convenient service for your clients while keeping your practice running smoothly.

Your clients expect seamless, personalised experiences. Your staff needs intuitive tools that reduce frustration. And you deserve a solution that aligns with your values of excellence and efficiency. But disorganised workflows and system breakdowns can lead to poor customer experience and revenue loss.

Let’s dive into the list of the best cloud-based medspa software platforms that can eliminate these inefficiencies.

What Makes the Best Medical Spa Software?

Before diving into the list, let’s discuss what features to look for in medical spa software.

First of all, it’s ease of use. An intuitive interface is crucial for staff adoption and smooth daily operations. Your colleagues should be spending their time providing service and communicating with customers, not looking for the right button in an app.

Comprehensive features. Look for booking software that combines appointment scheduling, client management, inventory tracking, and marketing tools. This is the minimum set of functions for automating a small spa salon.

To grow your business and expand your customer list, you'll need convenient payment systems, marketing integrations, and an online presence. Ensure your software integrates with other tools you are planning to use, like email marketing platforms or accounting software. Whether you're a small startup or an established spa, the software should grow with your business. For entrepreneurs launching new ventures, software development for startups can provide tailored solutions to meet unique business needs.

Pay attention to the regulatory compliance. The software must follow the rules of handling sensitive information. It will not only protect you from potential trials but also ensure you’ll pass regular clinic audits.

With these factors in mind, we evaluated the top contenders based on features, pricing, usability, and customer feedback. Here are the results.

1. Medesk: The Best All-in-One Solution for Medical Spas

Medesk is a complete practice management software for 20 specialities, including massage therapy and spa. Whether you're managing a solo practice or a multi-location business, Medesk has a set of features for both options.

Solo practitioners can take advantage of the basic plan, while clinics use advanced features, APIs, and enjoy unlimited users in a subscription.

Key features

Scheduling. Making an appointment in Medesk is convenient for both specialists and patients. Doctors create appointments using a calendar with pre-filled client data, thanks to the Recurrent Visits function and tagging system. It takes 2 minutes to book a single client for a procedure and another 3 minutes if the client is a first-time visitor and you need to fill in his details in a profile.

Patients can book sessions online in two ways: via the patient portal or via a direct link to the procedure, which you create with the platform's link builder and place on your website, social media accounts, or directories.

Using a client portal increases trust in the clinic because people can see the entire history of visits, all payments, and receive messages from the provider directly. Access to client profiles on the portal is especially important for clinics that operate on a subscription system and season tickets: visitors see the number of procedures done and remaining and do not have to ask administrators and doctors about it, burdening them.

Advanced analytics and business management. The reports reveal what truly matters to your clients, empowering you to foster loyalty. You can track key performance metrics like revenue, client retention, and appointment frequency to make data-driven decisions.

Medesk, unlike the competitors on this list, allows you to identify and report on customer acquisition channels. Remember we’ve talked about tags in the schedule? When you create a visit, you tag the source where the customer learnt about you. If a customer books a visit on their own and doesn't specify a channel, you can ask them personally and enter the data into the system after the visit.

All reports can be presented as a table, pie chart, or kanban at your discretion. With the analytics module, you save time: you don't need to create reports from scratch; the platform provides access to a library of ready-made documents for spa salon work. If you start a free trial today, you can check:

• report templates.
• treatment notes and intake forms (initial questionnaires, SOAP notes, treatment plans).
• examples of invoices and referral letters.

Electronic health records and CRM. Well-documented medical history combined with personalised marketing campaigns increases client satisfaction and the amount of money in your account.

Set up automatic reminders so clients don't forget their session. You can choose how long before a visit a text or email will remind the client of a scheduled procedure. And messages after a visit can be used for marketing purposes: ask for feedback, notify about promotions, or wish a happy birthday with a gift card. And the cashback function is an excellent tool to boost patient retention and ensure their loyalty.

Integrations. The platform is integrated with Stripe, Healthcode, and Xero so that you can make financial transactions and invoices within one platform, rather than being torn between multiple software. Integrations allow you to issue refunds, create invoices and bills, manage clients' insurance, and collect payment and prepayments via the portal.

Among the disadvantages of the platform users point out insufficient customisation compared to other software.

Mind that Medesk has its own platform and app for telemedicine. Although spas are unlikely to need online consultations, don't underestimate the opportunity. When you decide to grow your business and open a multidisciplinary clinic, telehealth will give a boost in patients and revenue.

You can fund more features and downloadable templates within the platform. Medesk is available at $32 per month with no user-based pricing models.

Start your free 15-day trial today and get access to the extended version of Medesk and a special New Year offer.

2. ChiDesk: Best for Small Medical Spas

ChiDesk is a simple yet effective solution designed for small medical spas looking for essential features without breaking the bank. It’s also suitable for small to mid-sized gyms and wellness centres.

Key features

Appointment management. A colour-coded calendar allows for easy scheduling and rescheduling of appointments. Sessions in the calendar can be moved using the drag-and-drop function, which reduces the time spent on scheduling. You can schedule recurring appointments and group bookings to avoid double booking and avoid losing clients.

ChiDesk automates appointment reminders but doesn't extend automation to areas like patient onboarding, follow-up emails, or advanced analytics. Clients can book appointments and pay online. All data is kept in a member’s area that is available in the app.

Point-of-Sale (POS) integration. This feature enables on-site retail and payment processing. For example, to check the stock of consumables, use the stock control function, and to receive payments online, use recurring invoicing. ChiDesk integrates with Xero, Stripe, and PayPal.

Reporting tools help to gain basic insights into revenue and client retention. You can monitor sales, payroll, and number of appointments within your business. However, the reporting tools in ChiDesk provide only surface-level insights, focusing on revenue and client retention. The stripped-down functionality is okay for businesses that don’t require advanced tools or for beginners in the industry.

The marketing side of a platform includes email and SMS campaigns but lacks comprehensive insights into the acquisition channels statistics like Medesk has. The platform has no telehealth functionality, which limits its usability in a post-pandemic world where remote services are increasingly in demand.

While ChiDesk’s simplicity is a strength, it’s also its Achilles’ heel. For practices aiming to grow, enhance patient experiences, and automate administrative burdens, ChiDesk lacks several critical features that other competitors excel in.

Its user interface is designed for quick adoption, making it an excellent choice for practitioners who are not tech-savvy. The pricing starts at $40 per month per 1 employee without taxes. A 14-day free trial is available.

3. Mindbody: Ideal for Wellness-Focused Spas

Mindbody is a popular choice among wellness-orientated businesses like yoga studios and sport centres, but it’s also a solid option for medical spas.

Key features

Client management. Mindbody allows you to create detailed profiles, complete with treatment histories and SOAP notes. You can also personalise client interactions by storing preferences and important details. It’s like having a digital memory for your entire client base, ensuring everyone gets the tailored experience they expect.

Scheduling and booking. The platform allows you to manage appointments with features like overlapping bookings for peak times and recurring session setups. Clients can book services via desktop, mobile, the Mindbody app, and Reserve with Google.

While the basics are easy to pick up, diving into some of the more advanced features—like analytics or loyalty programs—can feel overwhelming at first. It’s definitely software where you get more out of it the more time you invest in learning.

Marketing suite. Attract and retain clients using automated, customised emails and texts, along with smart contact lists to target specific audiences effectively. You can list your business on the Mindbody app and get access to a base of potential clients. They claim to have a base of 2.4M+ active users who are searching for fitness, beauty, and wellness services.

However, there is no dedicated patient portal, meaning clients have no easy way to access their records, bookings, or communication history.

Mindboby offers AI chat for front desks that will manage communication in messengers. You have to train the bot to stick to your tone of voice so it can follow up with every new client and upsell him.

Organise staff schedules, calculate payroll, and manage team coordination with a staff management function. It also includes staff substitution that saves you revenue while a person is on sick leave or vacation.

Midbody app helps you to accept payment on your smartphone and handle transactions with integrated payment solutions, ensuring a smooth checkout experience for clients. After you collect the payments, you can build financial reports and get business performance insights.

Mindbody integrates with various third-party applications, enhancing its functionality and adaptability to specific business needs. The extensive feature set may require a learning period for users to fully utilise all functionalities effectively.

Potential users should carefully consider the pricing structure and assess their specific business needs to ensure alignment with the services offered. The pricing is comparatively high, starting at $139/month.

4. Fresha: Best Free Software for Startups

Fresha offers a free plan that’s perfect for businesses just starting out. While it lacks some advanced features, it’s a great entry point for those on a budget.

Mind that users still pay a 20% one-time commission for every new booking made via the Fresha marketplace.

Key features

Online booking. Fresha offers a wide array of tools, including online booking, POS, and marketing features, to support business operations. Just like Mindbody, Fresha has its own mobile app where you can list your salon and get new clients. Post links to your service on Facebook and Instagram, and take advantage of Google Reserve.

Compared to Medesk and Mindbody, Fresha doesn't have an online payment feature. Some users on Capterra have noted the absence of certain business integrations, such as chat messaging, payroll, group booking, patient portal, and accounting functionalities.

Use an integrated POS system to manage sales, take payments, collect tips, and run your financial reports. This feature allows you to check daily sales summaries, register payments, and manage how many gift cards and memberships you sell.

Client management in Fresha is straightforward. Maintain detailed client information, track appointment histories, and manage preferences to personalise services. The client card stores his personal information, data on payments and number of appointments, notes, and forms.

Note that Fresha does not have a library of ready-made templates for charting like Medesk and ChiDesk. You have two options for keeping records: manually or downloading a ready-made document.

Every spa keeps track of stock balances of consumables and drugs. Fresha has inventory management functionality where you can monitor stock levels, manage product orders, and receive notifications for low inventory to pause the stocktake anytime and resume it later.

Marketing tools in the app are the following:

• Reminders
• Follow-up messages
• Deals (discounts, flash sales, and last-minute offers)
• Smart pricing for certain time slots.

The last point is analytics. The analytics tools are simple, offering little insight into performance metrics that could drive strategic decisions. Due to the lack of integrations, analytics is noticeably inferior to its competitors in the depth of analysis. But let's not forget that this functionality is more than enough for almost free software.

Customer support is primarily available via email and operates within specific hours, which may not align with all business needs.

Fresha operates on a commission-based model without monthly subscription fees, making it accessible for businesses of varying sizes. However, there are reports of additional charges, such as a 20% fee for "new clients," which may apply even to existing clients booking through the platform.

While Fresha excels at affordability and accessibility, its limitations become apparent as businesses scale or require more advanced features. Be aware of its integration limitations, customer support availability, and potential additional fees when considering its suitability for your operations.

5. Zenoti: Enterprise-Level Power for Large Spas

Zenoti is HIPAA-compliant software. It caters to larger medical spas and enterprises that need robust, scalable solutions.

Key features

Electronic Medical Records. The platform includes EMR charting and digital forms that are available in app and desktop versions. It has a two-way text messaging system that helps keep your clients updated on their appointments and treatment results.

Zenoti also offers tools to run inventory management: create and edit vendors, SKUs, product variants, barcodes, etc. In addition to being able to create and receive purchase orders and transfer orders, you will be able to perform full and partial audits of your inventory.

Marketing and analytics. Zenoti provides data-driven marketing tools and real-time reporting, assisting businesses in making informed decisions and crafting targeted marketing strategies. For example, the inbuilt functionality for email marketing campaigns allows you to create newsletters either from scratch or using a library of inbuilt templates. The same features can be found in Mindbody, Medesk, and integrations with MailChimp.

Smart Marketing with AI tools is suitable for salons and spas. With it you can:

• forecast salon traffic in the coming days and weeks
• send personalised emails for each client
• determine the number of leads you need to fulfil your plan and more.

As for integrations, they are quite limited in the app. You can install QuickBooks and Xero accounting software, as well as Smartkart and Wisely.

In the version on the site, besides the four integrations mentioned above, Zoom, Opera, Netsuite, and others are also available. The open API is required for installation.

The undoubted advantage of the platform is a comprehensive feature set. The platform is suitable for businesses of varying sizes, from single-location spas to large enterprises, supporting growth and expansion. Reputation management in the platform will keep your business afloat: scan around 200 review sites and manage your online visibility.

The price for the software starts at $400 per month and can be prohibitive for small spa businesses. In addition, you need to sign a 12-month contract to start the cooperation.

6. WellnessLiving: User-Friendly Scheduling Software

WellnessLiving is a comprehensive business management software designed for wellness businesses like yoga studios, gyms, and spas.

Key features

Online booking and scheduling. This feature allows clients to book appointments, classes, and services 24/7 through a branded online portal or mobile app. The system also supports recurring appointments and class bookings, simplifying management for regular clients. Your clients can book online services as WellnessLiving has integration with FitLIVE.

WellnessLiving's CRM provides a centralised hub for managing client data, including contact information, purchase history, attendance records, membership details, and communication preferences. The system also facilitates communication through email and SMS: sending appointment reminders, promotional offers, and personalised messages. Client check-in is available both ways, online and during in-person visits.

The integrated POS system supports various payment methods, including cash, credit cards, and gift cards, and generates detailed sales reports for tracking revenue and inventory.

The platform offers the following marketing functions for business development and attracting new customers:

• automatic SMS campaigns
• marketing reports
• automatic reminders about clients who have not visited your salon for 2-3 months.
• two-way SMS feature.

WellnessLiving is a powerful tool for wellness businesses looking to streamline operations and grow their business. However, some users report glitches in the mobile app and booking system. Advanced features like additional integrations incur extra fees.

The starting price is $99/month. Businesses should carefully consider their specific needs and budget before committing to a subscription.

7. AestheticsPro: HIPAA-Compliant Software for Medical Spas

If data security is your top priority, AestheticsPro is an excellent choice. It’s specifically designed for medical spas that handle sensitive patient information.

Key features

One of its standout features is its HIPAA compliance. This is crucial for businesses that need to maintain client confidentiality and adhere to industry regulations. AP Focus, Advances Medical Photo Solutions, helps track client progress and illustrate treatment plans.

With e-prescribing, send prescriptions to pharmacies electronically. The feature helps track a patient's entire medication history, which helps avoid medication errors.

The software also excels in client management, offering tools for scheduling, marketing, and customer relationship management (CRM). The integrated billing system is another plus, allowing businesses to process payments, manage invoices, and track sales in real-time.

Another noteworthy feature is its reporting and analytics module. Generate reports based on location, search queries, or date. The software supports graphical reports. Additionally, AestheticsPro offers online booking, which integrates seamlessly with the client portal, making it convenient for clients to schedule appointments and access their records.

However, there are some downsides. The user interface, while functional, can feel a bit outdated and less intuitive compared to competitors. The software’s pricing ($136/month) is competitive, but smaller businesses might find it slightly on the higher side, especially if they do not utilise all its features.

Try Spa Management Software Today

Choosing the right medical spa software is essential for optimising your operations and delivering exceptional client experiences. While platforms like Mindbody and Zenoti cater to specific niches, Medesk offers the most well-rounded solution for medical spas of all sizes.

Are you a solo service provider or a spa owner? Create a free Medesk account and start taking customer requests online immediately: all features, including booking, the client portal, 40+ reports, and other business management tools, are available in the free trial period. It’s quicker and more effective for a busy person like you than scheduling a demo call.

Don't miss out—trying Medesk for free could be the shift your practice needs to thrive in 2025. Why wait? Click the button below.