Key takeaways
- Med spa CRM software ranges from free or ~$14/user/mo lead tools (Zoho CRM, ServiceAgent.ai) to $299-$499/mo specialists (Aesthetix CRM) and quote-only enterprise platforms (MyMedLeads, Patient Prism, LeadSquared).
- Pricing models differ: per-seat (Zoho, HubSpot) suits small teams, flat (GoHighLevel, Aesthetix CRM, Keap) suits multi-staff single sites, and quote-based or agency retainers (Influx, Growth99) apply to high-volume and done-for-you setups.
- The subscription is rarely the full cost - budget for onboarding/implementation fees, SMS and AI-voice usage credits, payment processing, and ad spend on agency engagements.
- Most growing single-location med spas land in the $200-$500/mo mid-market band before usage fees.
- Annual billing, right-sizing seats, forecasting usage, and negotiating quotes are the most reliable ways to lower costs.
- All prices are directional list figures - always confirm live pricing with the vendor.
Med spa CRM pricing covers a wide spectrum. At the low end, you can capture and nurture leads on a free plan or for about $14 per user per month. In the middle sit aesthetics-specific platforms charging a flat $199-$499/mo. At the top, call-intelligence and high-volume sales platforms are quote-only, and full-service agencies bill monthly retainers that bundle the software with done-for-you marketing.
What drives the difference? A handful of factors: how many users (seats) you need, whether the tool is a pure CRM or a marketing-plus-CRM suite, whether it includes AI voice or SMS (which usually carry usage fees), and whether you want software you run yourself or a done-for-you agency engagement. The more marketing automation, call tracking, and hands-on service you need, the more you should expect to pay - and the more likely pricing becomes quote-based.
The numbers below are directional list prices gathered from public vendor information. Plans, bundles, and promotions change frequently, so always confirm live pricing with the vendor before you commit. For how we evaluate tools, see our methodology.
Price bands: what you'll pay
It helps to group the market into three bands. The table below shows representative starting prices for the 12 tools we review.
| Band | Tool | Representative price |
|---|---|---|
| Budget ($) | Zoho CRM | Free / $14 / $23 / $40 / $52 per user/mo |
| Budget ($) | ServiceAgent.ai | Free / $39 / $95 / $279 per mo (+ usage) |
| Mid-market ($$) | GoHighLevel | $97 / $297 / $497 per mo |
| Mid-market ($$) | HubSpot CRM | Free; Sales Hub ~$15-$150/seat/mo |
| Mid-market ($$) | Keap | from ~$249/mo (annual) |
| Mid-market ($$) | Aesthetix CRM | $299 / $399 / $499 per mo |
| Mid-market ($$) | Growth99 | from ~$199/mo (higher tiers quote-based) |
| Mid-market ($$) | TrueLark | from ~$345/mo (higher tiers quote-based) |
| Premium ($$$) | MyMedLeads | Custom / quote-based |
| Premium ($$$) | Patient Prism | Custom / quote-based |
| Premium ($$$) | LeadSquared | Custom / quote-based |
| Premium ($$$) | Influx Marketing | Custom agency retainer |
Budget tools like Zoho CRM and ServiceAgent.ai are the cheapest entry points. Zoho is a configurable, general-purpose CRM with a genuinely useful free tier and paid plans from $14/user/mo. ServiceAgent.ai is an AI front office that answers inbound calls; it starts free and runs $39-$279/mo, but remember its AI voice and SMS handling carry usage charges on top of the plan.
Mid-market tools are where most growing med spas live. GoHighLevel ($97-$497/mo) and HubSpot (free CRM, Sales Hub seats from ~$15) are flexible, flat-or-per-seat platforms. Keap (from ~$249/mo) focuses on automated nurture. Aesthetix CRM ($299/$399/$499) and Growth99 (from ~$199/mo) are aesthetics-specific, and TrueLark (from ~$345/mo) specializes in AI front-desk and missed-call recovery.
Premium and quote-based tools - MyMedLeads, Patient Prism, LeadSquared, and Influx Marketing - publish no list prices. MyMedLeads and Patient Prism focus on call tracking and lost-call recovery; LeadSquared targets high-volume sales operations; and Influx is a done-for-you agency that bundles a connected CRM with patient-acquisition marketing under a monthly retainer.
Pricing models: per-seat vs. flat vs. quote vs. usage vs. retainer
How a vendor charges matters as much as the headline number.
- Per-seat (per-user) pricing (e.g. Zoho CRM, HubSpot Sales Hub) charges for each login. It's cheap for one or two users but scales up quickly - a five-seat Zoho Professional team runs about $115/mo, and HubSpot Pro seats at ~$100 each add up fast. Do the math at your real headcount.
- Flat per-account pricing (e.g. GoHighLevel, Aesthetix CRM, Keap) bills one subscription regardless of how many staff log in. This suits multi-staff single locations, because adding team members doesn't raise the base bill.
- Usage / credit pricing (e.g. ServiceAgent.ai, and the SMS/AI-voice components of many platforms) bills per call minute or per message on top of a base plan. Predict your volume, because a busy front office can spend more on usage than on the subscription.
- Quote-based pricing (e.g. MyMedLeads, Patient Prism, LeadSquared) means you'll get a custom quote based on locations, call volume, and modules, usually with an annual contract.
- Agency retainer (e.g. Influx Marketing, and Growth99's higher tiers) bundles software with done-for-you marketing services for a monthly fee - you're buying outcomes and labor, not just a login.
Hidden and add-on costs
The subscription is rarely the whole bill. Budget for these common extras:
- Onboarding and implementation. Many platforms charge a one-time setup or onboarding fee. HubSpot, for example, often adds professional onboarding fees on Pro and Enterprise tiers, and specialist platforms commonly bill setup separately.
- SMS and AI-voice usage credits. Automated reminders, AI phone answering (ServiceAgent.ai, TrueLark), and text campaigns are typically billed per message or per minute on top of your plan.
- Payment processing. If your CRM also takes deposits or payments, expect card-processing fees of roughly 2.6-3.5% + a per-transaction fee.
- Annual contracts. Quote-only platforms (MyMedLeads, Patient Prism, LeadSquared) and discounted annual plans (Keap) frequently require 12-month commitments.
- Agency fees. With Influx Marketing or Growth99's accelerator tiers, the retainer covers labor and ad management - and your ad spend is on top of that.
- Add-on modules. Extra automation, reporting, or marketing modules are often sold separately from the base CRM.
How to budget for your size
- Solo / single provider. Start with a free or budget plan. Zoho CRM (free or $14/user/mo), HubSpot's free CRM, or ServiceAgent.ai's free/$39 tier cover lead capture and follow-up. Expect $0-$95/mo all-in for one person, plus any AI-voice usage.
- Single location, small team. A flat mid-market plan usually wins. GoHighLevel ($97-$297/mo), Keap (~$249/mo), Aesthetix CRM ($299-$499/mo), Growth99 (from ~$199/mo), or TrueLark (from ~$345/mo) cover most needs. Budget roughly $200-$500/mo plus usage.
- Multi-location or high-volume group. Expect quote-based pricing or an agency retainer. Aesthetix CRM and HubSpot scale into custom/Enterprise tiers, while MyMedLeads, Patient Prism, LeadSquared, and Influx are custom. Budget several hundred to a few thousand dollars per month plus implementation and ad spend.
How to lower your costs and negotiate
- Pay annually. Most vendors discount annual billing - Keap's annual plan (
$249/mo) undercuts its monthly rate ($299/mo), and similar breaks are common elsewhere. - Right-size your seats. On per-seat tools like Zoho and HubSpot, only license users who truly need a login. Front-desk staff often don't each need a full seat.
- Forecast usage. For AI-voice and SMS tools, estimate volume up front and ask about bundled credits so usage fees don't surprise you.
- Cut unused modules. Don't pay for advanced marketing, reporting, or automation tiers you won't use. Match the tier to your actual workflow.
- Negotiate quotes and retainers. For quote-only tools and agencies (MyMedLeads, Patient Prism, LeadSquared, Influx), ask for waived onboarding, shorter commitments, and clear deliverables - these are routinely negotiable.
Ready to choose? Walk through our buying guide to match features to your needs, then explore every option on the med spa CRM software pillar. And always confirm current pricing directly with each vendor - the figures here are directional and change often.
Frequently asked questions
What's the cheapest med spa CRM software?
Zoho CRM and HubSpot CRM both offer genuinely useful free plans, making them the cheapest starting points for lead capture and follow-up. Among paid options, Zoho CRM Standard at about $14/user/mo and ServiceAgent.ai's $39/mo Core plan are low-cost entry points, though ServiceAgent.ai's AI voice and SMS features add usage charges. Confirm current pricing with each vendor.
Why is some med spa CRM pricing quote-only?
Call-intelligence and high-volume sales platforms like MyMedLeads, Patient Prism, and LeadSquared are sold via custom quotes because pricing depends on your number of locations, call volume, and selected modules, and usually involves annual contracts plus onboarding fees. Agencies like Influx Marketing quote a monthly retainer for done-for-you work. Always request a written quote and confirm what's included before signing.
Do I pay per user or a flat rate?
It depends on the tool. Per-seat plans (Zoho CRM at $14-$52/user/mo, HubSpot Sales Hub from ~$15/seat) charge for each login, which is cheap for one or two users but scales up with headcount. Flat plans (GoHighLevel at $97-$497/mo, Aesthetix CRM at $299-$499/mo, Keap from ~$249/mo) bill one subscription regardless of staff count. Model the cost at your real headcount before comparing.
What hidden costs should I expect?
Beyond the subscription, budget for onboarding and implementation fees (common on HubSpot Pro/Enterprise and specialist platforms), SMS and AI-voice usage credits billed per message or minute (ServiceAgent.ai, TrueLark), payment processing if you take deposits (~2.6-3.5% plus a per-transaction fee), annual contract commitments on quote-only tools, and ad spend on top of agency retainers like Influx Marketing or Growth99's accelerator tiers.
How much should a single-location med spa budget?
Most single-location med spas with a small team land in the mid-market band of roughly $200-$500/mo for the software plus any usage fees. Options include GoHighLevel ($97-$297/mo), Keap (from ~$249/mo), Aesthetix CRM ($299-$499/mo), Growth99 (from ~$199/mo), and TrueLark (from ~$345/mo). Add SMS or AI-voice usage and any onboarding fees.
