Aesthetic Record alternatives for med spas

Why do med spa owners look for an alternative to Aesthetic Record?

Aesthetic Record is EMR and practice management software sold only to aesthetic practices, and its price is a monthly subscription per user plus a one-time onboarding fee.

The pricing page lists Essentials at $15/user/mo, Accelerator at $19/user/mo and an Enterprise plan sold by contact, alongside a $399 startup and onboarding fee.

Published extras are e-prescribing at $40 to $45 per prescriber, its AR Pay payments product at additional cost, and extra training at $99 per hour.

The terms describe the agreement as month-to-month or annual, with either party able to end it by notice at least 30 days before the end of the subscription term.

The site also publishes a 14-day risk-free trial, 90-day guided onboarding with a specialist and stated live chat hours, but it does not state how a customer gets its data out and it does not name a client.

Because the bill moves with headcount, price the same roster on a per-location or per-plan model before you decide.

Which alternatives publish a price?

Four of the six alternatives publish a starting price, and two sell every plan by quote: Zenoti and PatientNow.

In the category as a whole, 11 of the 22 practice management vendors publish a price.

Published starting prices on this page run from $15/user/mo (Aesthetic Record) to $299/mo (Aesthetix CRM), and higher plans sit above several of those entry points.

Aesthetix CRM lists its Grow plan at $499/mo, and GlossGenius lists medspa plans at $168/mo and $298/mo, so the entry price is not the whole bill.

What does each alternative publish?

Pabau is practice management software for clinics and medical spas, priced per user by team size from Solo for a single user to Enterprise for 16+.

Its med spa page says pricing starts at $59, every plan includes the full platform, and prices for larger teams are confirmed on a demo.

The monthly subscription is a 30-day rolling contract, prepaid 12, 24 or 36-month terms are discounted, and new customers can cancel within 30 days of payment for a full refund.

It names med spa clients including Bank MediSpa and Dr. Leah, lists support 24 hours a day, and its terms say setup, training and data migration fees are non-refundable.

Mangomint sells to salons, spas and med spas at $120/mo per location plus $10/mo per user, with onboarding and data transfer stated as free.

Its site says there is no contract, that customers can cancel at any time, and that you can take all your data with you when you leave.

Listed add-ons are phone at $70 per month per line, payroll from $50 per month plus $8 per worker, and marketing plans from $30 per month.

It names two med spa customers, Bare Laser Medspa and Pure Beauty Aesthetics, and says HIPAA compliance comes with a signed BAA for med spa customers, enabled through support.

Zenoti sells an operating platform to salons, spas, medspas and fitness businesses, and its medspa product adds charting, injectable tracking by lot number, digital consent and e-prescribing.

Every plan on its pricing page is quote only, and its terms describe a one-time non-refundable setup fee per center with no amount published.

The initial term is set in the order form and renews automatically for one-year terms, and either party can end the agreement at the end of a term with at least 60 days notice.

Its site says a BAA is available, lists 24/7 global support, and shows a medspa customer story from B12 Love.

PatientNow is an EMR and practice management platform built only for aesthetic medicine, with three plans named Standard, Amplify and Catalyst, all quote only.

Its terms set the contract term in each order, renew automatically for the greater of the original term or twelve months, and stop renewal on written notice at least 60 days before the term expires.

Fees are nonrefundable unless stated otherwise, and pricing is given in a demo.

It publishes a case study with a stated result, Touch MedSpa increasing consultation conversions to 90% with RxPhoto, and says patient records belong to the practice with team help to export data if you move on.

Aesthetix CRM is a CRM and marketing automation platform rather than an EMR, and its site describes it for a practice that already runs an EMR or booking system.

Plans are listed at $299/mo, $399/mo and $499/mo with custom pricing for multi-location, and all new accounts require onboarding with a fee starting at $1,500.

It is month to month, with an annual option that is a 12-month commitment, and month-to-month plans end through a cancellation form with payments non-refundable.

Its terms promise CSV and JSON export during the subscription and for 90 days after termination, and its integrations list names the EMR and booking systems med spas already run, including AestheticsPro, Nextech and Boulevard.

A signed BAA is required for accounts that process PHI and is requested by email.

GlossGenius sells booking, payments and marketing software with charting on its medspa plans, and its pricing page lists separate plan sets for beauty and wellness and for medspa and aesthetics.

The Standard plan is $28/mo or $24/mo billed annually, and the medspa plans are Practice Essentials at $168/mo ($148 billed annually) and Practice Advanced at $298/mo ($248 billed annually).

Its terms say each subscription runs on a one-month cycle with no contracts and cancellation at any time, and that fees paid are non-refundable.

It publishes a 14-day free trial with no credit card required, imports appointments, services, inventory and client lists for free, and says a Business Associate Agreement is provided on request.

Card processing is a flat 2.6%.

What are the contract and data export terms?

All seven publish their contract terms, and five of them include a month-to-month option: Aesthetic Record, Pabau, Mangomint, GlossGenius and Aesthetix CRM.

In the wider category, 15 of the 22 vendors publish contract terms and 7 of those are month to month.

Zenoti and PatientNow set the initial term in the order form, so the renewal date and the notice window deserve a close read before signing.

Three of the seven publish what happens to your data if you leave: Mangomint says you take it all with you, PatientNow says its team helps you export it, and Aesthetix CRM allows CSV and JSON export for 90 days after termination.

For the rest, ask on the call who owns the patient records, how they leave, and what an export costs.

What does each say about HIPAA?

All seven state a position on HIPAA, as do 19 of the 22 vendors in the category.

Mangomint says HIPAA compliance comes with a signed BAA for med spa customers, Zenoti says a BAA is available, Aesthetix CRM requires a signed BAA for accounts that process PHI, and GlossGenius provides one on request.

Pabau says software alone does not make a business HIPAA compliant, and lists a compliance toggle, access controls, audit logs and encryption.

PatientNow states it is HIPAA compliant with audit logs, consent tracking and role-based access controls, and Aesthetic Record describes the product as HIPAA-compliant.

A BAA is a contract you sign, so ask each vendor to produce one and say what is switched on when you go live.

What should you ask on a demo call?

• Who owns the patient records, how do we get them out, and what does an export cost?
• What is the total first-year bill: subscription, setup or onboarding fee, and the add-ons we actually need?
• What happens at renewal, how much notice ends it, and which fees are non-refundable?
• Will you sign a BAA, and what is enabled when we go live?
• Which features sit behind a higher plan or an add-on, such as e-prescribing, texting or payroll?