Key takeaways
- Med spa software ranges from about $25/mo for solo calendar tools (Vagaro) to custom enterprise quotes (Zenoti, Nextech, Symplast, PatientNow).
- Pricing models differ: flat per-account (Jane, Mangomint) suits multi-staff single sites, per-user (Aesthetic Record) suits solos, and per-location (Boulevard) is standard for groups.
- The subscription is rarely the full cost - budget for payment processing (~2.6-3.5%), onboarding fees, charting add-ons (e.g. Mangomint's ~$50/mo), and SMS usage.
- Most growing single-location med spas land in the $100-400/mo mid-market band before processing.
- Annual billing, deliberate bundling, and negotiating enterprise quotes are the most reliable ways to lower costs.
- All prices are directional list figures - always confirm live pricing with the vendor.
Med spa software pricing spans a remarkably wide range. At one end, a solo provider can run a bookable calendar for roughly $25/mo. At the other, multi-location aesthetic groups sign custom, quote-only enterprise contracts that often include annual commitments and four- or five-figure implementation fees. Most med spas land somewhere in between, paying a predictable monthly subscription plus a few add-ons.
What drives the difference? A handful of factors: how many locations and users you have, whether you need true clinical charting and EMR (versus just booking and payments), the depth of marketing and automation, and whether payment processing is bundled. The more clinical and multi-location you are, the more you should expect to pay - and the more likely pricing becomes quote-based.
The numbers below are directional list prices gathered from public vendor information. Plans, bundles, and promotions change frequently, so always confirm live pricing with the vendor before you commit. For how we evaluate tools, see our methodology.
Typical price tiers: what you'll pay
It helps to group the market into three bands by monthly cost. The table below shows representative starting prices for the 12 tools we review.
| Band | Tool | Representative price |
|---|---|---|
| Budget ($) | Vagaro | ~$24-30/mo (one calendar), up to ~$84/mo for multiple |
| Budget ($) | Aesthetic Record | from ~$12-16/user/mo + ~$199 startup |
| Mid-market ($$) | Jane | $54 / $79 / $99 per mo |
| Mid-market ($$) | Pabau | Starter from ~$59/mo (higher tiers quote-based) |
| Mid-market ($$) | AestheticsPro | ~$160 / ~$285 / ~$350 per mo |
| Mid-market ($$) | Mangomint | $165 / $245 / $375 per mo |
| Premium ($$$) | Mindbody | ~$99 up to ~$499-699/mo |
| Premium ($$$) | Boulevard | $176 / $293 / $410 per location (+ Aesthetics bundle $421-468) |
| Enterprise ($$$) | Zenoti | Custom / quote-based |
| Enterprise ($$$) | Symplast | Custom / quote-based |
| Enterprise ($$$) | Nextech | Custom / quote-based |
| Enterprise ($$$) | PatientNow | Custom / quote-based |
Budget tools like Vagaro and Aesthetic Record are the cheapest entry points. Vagaro is calendar-based and ideal if you mainly need booking and payments, while Aesthetic Record offers a genuine aesthetics EMR with telehealth at a low per-user rate (note the ~$199 startup fee).
Mid-market tools are where most growing med spas live. Jane is charting-focused and refreshingly flat-priced; Pabau and AestheticsPro lean clinical and compliance-heavy; Mangomint is prized for modern UX and strong automation.
Premium and enterprise tools - Boulevard, Mindbody, Zenoti, Symplast, Nextech, and PatientNow - target multi-location groups and clinically heavy practices. Several (Zenoti, Symplast, Nextech, PatientNow) publish no list prices at all; you'll get a custom quote based on locations, users, and modules.
Per-location vs. per-user vs. flat pricing
How a vendor charges matters as much as the headline number.
- Flat per-account pricing (e.g. Jane, Mangomint, Pabau Starter) bills one subscription regardless of how many providers use it. This suits single locations with several staff, because adding team members doesn't raise the bill.
- Per-user pricing (e.g. Aesthetic Record) charges for each provider or login. It's cheap for solo operators but scales up quickly as you add clinicians - do the math at your real headcount.
- Per-location pricing (e.g. Boulevard) multiplies the monthly fee by each site. This is the norm for multi-location groups and is how most enterprise quote-only platforms (Zenoti, Nextech) are structured too.
A two-provider single location often pays least on a flat plan. A 10-provider single site may prefer flat or capped pricing. Multi-location brands should model per-location costs across every site before comparing tools.
Hidden and add-on costs
The subscription is rarely the whole bill. Budget for these common extras:
- Payment processing. Most platforms bundle or strongly encourage their own card processing, typically around 2.6-3.5% + a per-transaction fee. On high-ticket aesthetic services this can dwarf your software fee, so always ask for the effective rate.
- Implementation and onboarding. Budget tools may charge a one-time setup (Aesthetic Record's ~$199). Enterprise platforms often add four- or five-figure onboarding and data-migration fees.
- Charting / EMR add-ons. Some booking-first tools sell clinical features separately - for example, Mangomint's Forms & Charting add-on at roughly $50/mo. Factor this in if you need real charting.
- SMS and text marketing. Automated reminders and campaigns are often usage-billed per message on top of your plan.
- Annual contracts. Quote-only enterprise tools frequently require 12-month (or longer) commitments billed annually.
- Hardware. Card readers, tablets, and receipt printers are usually separate purchases.
How to budget for your size
- Solo / single provider. Start with a budget tool. Vagaro (
$24-30/mo) covers booking and payments; Aesthetic Record ($12-16/user/mo) adds a real EMR. Expect $30-80/mo all-in for one person. - Single location, small team. A flat mid-market plan usually wins. Jane ($54-99/mo), Pabau Starter ($59/mo), Mangomint ($165-375/mo), or AestheticsPro ($160-350/mo) cover most needs. Budget roughly $100-400/mo plus processing.
- Multi-location group. Expect per-location pricing and likely a quote. Boulevard runs $176-410 per location (Aesthetics bundle $421-468), Mindbody reaches ~$499-699/mo, and Zenoti, Nextech, Symplast, and PatientNow are custom. Budget several hundred to a few thousand dollars per month plus implementation.
How to lower your costs and negotiate
- Pay annually. Most vendors discount 10-20% for annual billing - worthwhile once you've committed to a platform.
- Bundle deliberately. Using a vendor's payment processing or marketing modules can unlock lower software rates, but only if those features are genuinely competitive.
- Cut unused modules. Don't pay for advanced marketing, loyalty, or extra calendars you won't use. Right-size your tier.
- Negotiate enterprise quotes. For quote-only tools, ask for waived or reduced implementation fees, multi-year discounts, and per-location price breaks - these are routinely negotiable.
- Match the model to your shape. Sometimes switching from per-user to flat pricing (or vice versa) saves more than any discount.
Ready to choose? Walk through our buying guide to match features to your needs, then explore every option on the practice management 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 software?
Vagaro is typically the cheapest at roughly $24-30/mo for a single bookable calendar, making it a strong fit for budget-conscious solo and single-location med spas. Aesthetic Record is another low-cost option from about $12-16/user/mo (plus a ~$199 startup fee) and adds a real aesthetics EMR with telehealth. Confirm current pricing with each vendor.
Why is some med spa software pricing quote-only?
Enterprise-focused platforms like Zenoti, Symplast, Nextech, and PatientNow are sold via custom quotes because pricing depends on your number of locations, users, and selected modules, and usually involves annual contracts plus implementation and data-migration fees. Always request a written quote and confirm what's included before signing.
Do I pay per location or per user?
It depends on the tool. Flat per-account plans (Jane, Mangomint, Pabau Starter) bill one subscription regardless of staff count. Per-user pricing (Aesthetic Record) charges for each provider. Per-location pricing (Boulevard, and most enterprise platforms) multiplies the fee by each site. Model the cost at your real headcount and number of locations.
What hidden costs should I expect?
Beyond the subscription, budget for payment processing (commonly ~2.6-3.5% plus a per-transaction fee), one-time onboarding or implementation fees, charting/EMR add-ons (for example Mangomint's Forms & Charting at roughly $50/mo), per-message SMS and text marketing usage, annual contract commitments, and hardware like card readers and tablets.
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 $100-400/mo for the software plus payment processing. Options include Jane ($54-99/mo), Pabau Starter ($59/mo), AestheticsPro (~$160-350/mo), and Mangomint ($165-375/mo). Add any charting or marketing add-ons you need.
