Buying guide

How to Choose a Med Spa CRM

What 26 CRM and lead management vendors publish about pricing, contracts, HIPAA and data export, and what to ask before you choose one.

Updated Oct 2, 2026 · 7 min read

Key points

9 of the 26 CRM and lead management vendors we checked publish a price. The other 17 do not publish a price.
Only 6 of the 26 state month-to-month terms. 16 of the 26 state a minimum term, and 6 of those set the length in an order form you see during the sale.
21 of the 26 mention HIPAA. Fewer spell out a business associate agreement, so ask for one in writing before you text patients.
Only 3 of the 26 publish how to get your data out. Ask who owns your data and how to export it before you sign.

We checked the websites of 26 CRM and lead management vendors on October 1, 2026 and recorded what each one publishes about price, contracts, HIPAA and data export. Every figure below links to a vendor profile, and each profile links to the page the figure came from.

What does a CRM do for a med spa?

A CRM sits in front of your booking and EMR systems. It gathers inquiries from web forms, calls and social media, stores them as contacts, and automates follow-up by text and email until the lead books a consult. After the visit, the same tools handle review requests, rebooking and win-back campaigns.

The category is broad: lead capture and call tracking tools, texting platforms, review software, consultation and photography tools, and marketing automation suites.

What does a med spa CRM cost?

9 of the 26 vendors we checked publish a price. The other 17 do not publish a price on their sites. The published ones:

Vendor	Published starting price	What it is based on	Minimum term as stated
Spruce Health	$24 per user/mo	Per user	Month-to-month by default; larger practices may be asked for an annual commitment
LeadSpheres	$29 per user/mo (a free plan is also listed)	Per plan with included seats; extra seats charged	No contract
HighLevel	$97/mo	Per plan, plus usage charges	Not published
PatientGain	$99/mo for the CRM and leads management app	See note below	12 months with no setup fee, or month-to-month with a setup fee
Chekkit	$149/mo for the Business plan (a free single-user plan is also listed)	Per plan; unlimited users on paid plans	No contract
Weave	From $199/mo	Base plan plus optional bundles	Set in the order; early termination of a stated term requires paying the remaining balance
Aesthetix CRM	$299/mo	Per plan, plus messaging credits	Month to month; an annual option is a 12-month commitment
Keap	From $299/mo	Users and contacts	Not published
OhMD	From $300/mo	Per plan, calling billed separately	Not published

PatientGain's page gives two figures: $99/mo for the CRM and leads management app, and, on the same page, "pricing starts at $499/mo". Ask which one applies.

These prices are not like for like. Spruce Health charges per user, so the bill grows with every hire. LeadSpheres includes seats in its plans and charges for extra ones. Keap prices by users and contacts. HighLevel adds usage-based charges for messaging, calling and AI, Aesthetix CRM includes a monthly credit allowance and charges beyond it, and OhMD bills calling separately. Price your current team and message volume, then the team you expect in a year.

What costs sit behind the headline price?

Setup and onboarding. 6 of the 26 state a policy. Aesthetix CRM lists required onboarding starting at $1,500. Keap says implementation services are required and does not show their price on its pricing page. PatientGain waives the setup fee on a 12-month contract and charges it on month-to-month or shorter terms. Spruce Health says an onboarding fee may be required for larger practices. Liine states no setup fee. Demandforce says add-on services may carry setup fees, as quoted.
Add-ons. Aesthetix CRM lists an AI Employee add-on at $299 per account per month and WhatsApp integration at $29 per month, with EMR integrations priced separately. LeadSpheres charges extra seats of $7, $14 or $45 a month depending on plan. Chekkit lists AI voice minutes from $39 a month. PatientGain charges an 18% fee on managed Google and Meta ads on its Growth tier.
Compliance as an upsell. Textline sells its HIPAA-compliant plans for an additional fee. HighLevel requires a HIPAA module to be enabled and a BAA signed.

Is it built for med spas or adapted for them?

3 of the 26 sell only to aesthetic practices: Aesthetix CRM, Growth99 and RepeatMD. The other 23 also serve other kinds of business.

Aesthetix CRM lists integrations with Aesthetic Record, AestheticsPro, Boulevard, Mangomint, Nextech, PatientNow and Zenoti. MyMedLeads lists Nextech, PatientNow and Symplast. Liine lists Zenoti. If a vendor cannot name your booking or EMR system, ask how leads and appointment data move between the two.

Will it keep patient conversations compliant?

21 of the 26 state a position on HIPAA. The websites of Chekkit, Growth99, LeadSpheres, MDprospects and RepeatMD do not state one.

A HIPAA claim is not the same as a business associate agreement, the contract that covers protected health information. Spruce Health includes a BAA automatically with every trial and paid plan. OhMD includes a standard BAA in all agreements. TouchMD attaches one to its software terms. HighLevel requires a module to be enabled and a BAA signed. Aesthetix CRM requires a signed BAA for accounts that process PHI. Textline sells its HIPAA-compliant plans for an additional fee.

On a demo, confirm that a BAA is offered on the plan you are quoted, and which features, such as AI call answering, chatbots and transcripts, it covers.

How long is the contract?

16 of the 26 state a minimum term.

Month to month. 6 state it: Aesthetix CRM, Chekkit, LeadSpheres, MyMedLeads, PatientGain and Spruce Health.
Twelve months. Demandforce states 12 months, then month to month. Growth99 states 1 year renewing automatically for successive 1-year terms. Solutionreach states a yearly contract.
Set in the order form. Birdeye, DemandHub, Liine, Swell and TouchMD set the term in an order form, and Weave in the order. You see the length during the sale.
Renewal notice. Birdeye wants notice 90 days before renewal, Growth99 at least 60 days, TouchMD at least 30 days and Demandforce at least 15 days.
Early exit. Weave requires paying the remaining balance to terminate a stated term early.
Unstated length. Emitrr's terms say the subscription renews automatically for the same length, without stating the length.

The other 10 do not state a minimum term. That is not a promise of month-to-month; ask.

What happens when you cancel?

19 of the 26 publish how cancellation works. 7 do not, including OhMD, Podium and Solutionreach.

Where terms are published, refunds are the sticking point. Growth99 says all sales are final. Textline, TouchMD, Swell and Weave each state that fees are not refundable. Aesthetix CRM says month-to-month plans are cancelled through a form on its site; requests by SMS, email or phone are not honored. MDprospects refunds the first month under a 30-day money-back guarantee, and ActiveCampaign ties its money-back guarantee to results in the first 30 days. LeadSpheres' pricing page lists a 30-day money-back guarantee while its refund policy says payments after the trial are non-refundable; ask which applies.

Who owns your data?

3 of the 26 publish a way to get your data out. Aesthetix CRM offers CSV and JSON export during the subscription and for 90 days after termination. MDprospects offers a complete record export in HTML, CSV and XLS. TouchMD makes a file of your data available on request within 30 days after termination, at its then-current price. For the other 23, ask in writing who owns the account and its data, how to export contacts, message history, call recordings and photos, and what that costs.

What proof do vendors publish?

11 of the 26 publish a case study with a number in it. Read whose customer it is. Birdeye's U Med Spa case study reports 9 reviews at 3.8 stars before Birdeye and 940 reviews at 4.8 stars with it. MyMedLeads reports conversions for Dr. Stanley Poulos rising from less than 10% to over 30%. Weave reports Dr. Ellen Plastic Surgery saving between $6,000 and $40,000 a year with reminders. Others come from outside the niche: Chekkit's is a chiropractic clinic with 920% more reviews, Emitrr's is a dental practice, and DemandHub reports revenue up 33% at Kawartha Care. These are the vendors' own claims. We have not used the products and cannot check the numbers.

25 of the 26 offer a free demo or audit; Podium is the only one whose site does not state one. 8 state a free trial: ActiveCampaign, DemandHub, Emitrr, HighLevel, Keap, LeadSpheres, Spruce Health and Swell.

What should you ask on a sales call?

What is the total monthly cost for my number of users, locations and message volume?
Is there a setup, onboarding or data migration fee?
Which features cost extra, and what does each one cost?
How long is the contract, how does it renew, and how much notice does cancellation need?
What is refunded if the product does not work out?
How do I export contacts, message history and photos if I leave, and what does that cost?
Will you sign a BAA, and does HIPAA compliance require a specific plan or module?
Which booking and EMR systems do you integrate with?
Can I speak with a med spa customer of a similar size to mine?

Get the answers in writing. Then compare all 26 in the CRM and lead management category, where each vendor is scored on how much of this it publishes.

Questions and answers

How much does a med spa CRM cost?

Among the 9 of 26 vendors that publish a price, starting prices run from $24 per user/mo at Spruce Health to from $300/mo at OhMD. The prices are not charged the same way: some are per user, some per plan, and some add usage charges for texting, calling or AI.

Do I need a CRM built only for med spas?

Only 3 of the 26 vendors we checked sell only to aesthetic practices: Aesthetix CRM, Growth99 and RepeatMD. The other 23 also serve other kinds of business. A generalist can work if it connects to your booking or EMR system and will sign a business associate agreement.

Which med spa CRMs are HIPAA compliant?

We do not test compliance, so we cannot rank vendors. 21 of the 26 state a position on HIPAA, and the websites of Chekkit, Growth99, LeadSpheres, MDprospects and RepeatMD do not state one. A claim of compliance is not the same as a signed business associate agreement, so ask for the agreement itself.

Can I get a med spa CRM without a long contract?

Yes. Aesthetix CRM, Chekkit, LeadSpheres, MyMedLeads, PatientGain and Spruce Health state month-to-month terms. Chekkit, LeadSpheres and MyMedLeads also state no contract. PatientGain trades a setup fee for month-to-month terms.

Who owns my data if I leave a CRM?

Only 3 of the 26 vendors we checked publish how to get your data out: Aesthetix CRM, MDprospects and TouchMD. TouchMD exports on request within 30 days after termination at its then-current price, so ask what that price is. For the rest, ask who owns the data and how you would export it before you sign.