Buying guide

How to Choose Med Spa Practice Management Software

What 22 practice management platforms selling to med spas publish about price, contracts, cancellation and data export, and what to ask before you sign.

Updated Oct 2, 2026 · 7 min read

Key points

11 of the 22 platforms we checked on October 1, 2026 publish a price; the other 11 do not.
Prices are charged per user, per practitioner, per location, by edition or per transaction, so compare the total for your own roster, not the headline number.
15 of the 22 publish their contract terms (7 of them month-to-month); the other 7 do not state a term.
11 of the 22 publish how cancellation works, with notice periods of 30 to 60 days where stated.
6 of the 22 say how to get your data out if you leave. Ask the rest before you sign.

We read the websites of the 22 practice management platforms in our med spa directory on October 1, 2026 and recorded what each one publishes: prices, contract terms, cancellation rules, data export and proof. This guide turns that record into a checklist for a demo call. Vendor names below link to their profiles, and each profile links to the page each figure was read on.

What does med spa practice management software do?

These products sit at the center of a med spa's day. The core is a calendar: booking, rescheduling, reminders. Around it, platforms add client records with treatment charting and before-and-after photos, consent and intake forms, point of sale, memberships and packages, inventory, and reports. Some add an EMR with e-prescribing. Others lean toward CRM and marketing automation. The category lines are not clean, and several platforms here also sell into salons, spas and other clinics.

How much can you see before you talk to sales?

11 of the 22 publish a price. 8 of those publish a monthly starting price in US dollars, and they start at very different points: Aesthetic Record at $15/user/mo, GlossGenius at $24/mo billed annually, Yocale at $39/mo billed yearly for a single location, OptiMantra at $99/mo for the first practitioner, Mangomint at $120/mo per location plus $10/mo per user, Boulevard at $143/mo, AestheticsPro at $160/mo for 2 users and Aesthetix CRM at $299/mo.

The unit matters as much as the number. A price per user looks small for a solo injector and grows with every hire. A price per location is the reverse. Pabau prices by team size starting from $59, and ClinicSoftware.com prices in GBP per user and per licence. Work out the monthly total for the team you have now, then for the team you expect in a year.

The other 11 do not publish a price: Consentz, Meevo, Moxie, Nextech, PatientNow, Podium, Portrait, Prospyr, Remedly, Symplast and Zenoti. A private price is not a flaw in a product. It does mean there is no published number to compare, so get any quote in writing before you weigh it against the prices above.

What does the headline price leave out?

Three things to pin down before you sign.

Setup and onboarding. Only 7 of the 22 state their policy. Consentz, GlossGenius and Mangomint say onboarding, setup or data transfer is free. Aesthetic Record lists a $399 startup and onboarding fee. Aesthetix CRM requires onboarding starting at $1,500. Zenoti charges a one-time non-refundable setup fee per center, and Symplast quotes a one-time setup fee. For the other 15, ask. Pabau is the closest to an exception: its pricing page lists setup, training and data migration fees as non-refundable, but the site does not state the amounts.

Add-ons. Features you may assume are included can be extras. E-prescribing is one example: Aesthetic Record lists it at $40 to $45 per prescriber, Boulevard at $45 per prescriber and OptiMantra at $38/mo for a license with EPCS. Mangomint lists phone at $70 per month per line, and Zenoti bills extra photo and file storage at USD 10 per month per 5GB. Ask which parts of the demo tour cost extra on your plan.

Card processing. We found a published flat card rate at 2 of the 22: 2.95% per transaction at Calysta Pro EMR and 2.6% at GlossGenius. A processing rate applies to every card payment you take, so it scales in a way a flat monthly fee does not. Ask for the rate even when the pricing page does not show one.

How long is the contract, and how do you get out?

15 of the 22 publish their contract terms, and published does not always mean locked in. 7 of the 15 state month-to-month: Aesthetic Record, Aesthetix CRM, Calysta Pro EMR, GlossGenius, Mangomint, OptiMantra and Pabau. Among the other 8, ClinicSoftware.com's terms state 12 months, AestheticsPro states a 1-year term that renews yearly, Symplast states 1 year paid monthly, Meevo states an annual contract and Portrait states no long-term contracts.

Read the renewal clause on the last three of the 15: Zenoti sets the initial term in the order form, then renews automatically for one-year periods. PatientNow renews for the longer of the original term or twelve months. Yocale's home page says there are no contracts while its terms set an initial subscription term that renews automatically. For Zenoti and PatientNow, the length only appears in the order form during the sale, so read that form closely.

The other 7 do not state a term on their sites: Boulevard, Consentz, Moxie, Nextech, Podium, Prospyr and Remedly. Treat that as a question for the demo: how long the contract runs, how it renews, and how much notice cancellation needs.

11 of the 22 publish how cancellation works, and the details differ in ways that cost money. For example: OptiMantra requires 30 days notice. Pabau asks 30 days notice on the monthly plan, and new customers can cancel within 30 days of payment for a full refund; after that, prepaid fees are non-refundable. PatientNow requires written notice at least 60 days before the term ends to stop renewal. Zenoti requires at least 60 days notice to end at the end of a term, and adds that setup fees are non-refundable. Month-to-month Aesthetix CRM plans cancel only through a form on its site, requests by SMS, email or phone are not honored, and payments are non-refundable. AestheticsPro states that ending early carries a fee, except in the first 30 days after activation, when no refund is issued.

Who gets your data when you leave?

Your patient records, consent forms and photo library live in the platform you pick. 6 of the 22 describe what happens to them at the end. Mangomint says customers can take all their data with them when they cancel. Aesthetix CRM offers CSV and JSON export during the subscription and for 90 days after termination. Calysta Pro EMR allows export for 30 days after termination. PatientNow states that patient records belong to the practice. Remedly says customers own their data and reports export in PDF and CSV. Symplast supports an agreed export, with the terms saying a copy is provided at the customer's expense.

The other 16 do not state it on their sites. That silence is exactly why data export belongs on your question list: the answer changes what a switch would cost you later.

What proof can you check before you commit?

6 of the 22 publish a case study with a stated result: Meevo, Moxie, PatientNow, Prospyr, Symplast and Yocale. These are the vendors' own claims about their own customers, so treat them as a starting point for questions rather than a promise.

8 of the 22 are built only for med spas and aesthetic practices: Aesthetic Record, AestheticsPro, Aesthetix CRM, Calysta Pro EMR, Consentz, Moxie, PatientNow and Symplast. 13 of the other 14 also sell beyond med spas: salons and spas for Boulevard, Mangomint, Meevo and Zenoti; other beauty and wellness businesses for GlossGenius; clinics of other kinds for Pabau, Nextech, Portrait, Remedly, OptiMantra and ClinicSoftware.com; massage, physical therapy and psychology practices for Yocale; and local businesses generally for Podium. Prospyr's home page, like the eight niche vendors above, names only med spas and aesthetic practices.

On compliance, 19 of the 22 publish a HIPAA statement and 8 of those name a business associate agreement with the customer. Ask for a signed BAA whatever the marketing page says.

Finally, use the trial where one exists. 21 of the 22 offer a free demo, and 7 state a free trial: Aesthetic Record, Consentz, GlossGenius, Mangomint, OptiMantra, Remedly and Yocale. A demo shows you the sales flow. A trial shows you how your front desk actually books a Friday.

What should you ask on a sales call?

What is the total monthly cost for my number of providers, staff and locations?
Which features cost extra, and what does each one cost?
Is there a setup, onboarding or data migration fee, and is it refundable?
What are your card processing rates, and can I use my own processor?
How long is the contract, how does it renew, and how much notice does cancellation need?
Are payments refundable at any point?
How do I export my patient records, consent forms and photos, in what format, and at what cost?
Will you sign a BAA?

Get every answer in writing. Then compare the field in the practice management software category, where each vendor is scored on what it publishes. For the prices alone, see how much med spa software costs, and if you are down to two, start from a head-to-head like Aesthetic Record vs Mangomint.

Questions and answers

How do I compare prices that are charged different ways?

Build the monthly total for your own roster. Aesthetic Record charges $15/user/mo, OptiMantra charges $99/mo for the first practitioner, Mangomint charges $120/mo per location plus $10/mo per user, and Boulevard's $143/mo Essentials plan covers up to 5 providers. Price the team you have now and the team you expect in a year, because the cheapest headline number can be the most expensive once you add staff.

Which med spa software platforms have no contract?

7 of the 22 we checked state month-to-month terms: Aesthetic Record, Aesthetix CRM, Calysta Pro EMR, GlossGenius, Mangomint, OptiMantra and Pabau. Portrait also states no long-term contracts. At the other end, AestheticsPro and Symplast state one-year terms and Meevo states an annual contract, and another 7 do not state a term on their sites, so ask how long the contract runs.

What should I ask about setup and onboarding fees?

Only 7 of the 22 state a policy. Consentz, GlossGenius and Mangomint say onboarding, setup or data transfer is free. Aesthetic Record lists a $399 startup and onboarding fee, Aesthetix CRM requires onboarding starting at $1,500, Zenoti charges a one-time non-refundable setup fee per center and Symplast quotes a one-time setup fee. Ask for the amount, and whether it is refundable, in writing.

How do I get my patient records out if I leave?

6 of the 22 describe what happens to your data. Mangomint says customers can take all their data with them, Aesthetix CRM offers CSV and JSON export for 90 days after termination, and Calysta Pro EMR allows export for 30 days after termination. For the other 16, ask about the format, the cost and the deadline before you sign.

Does med spa software need to be HIPAA compliant?

19 of the 22 publish a HIPAA statement, and 8 of those name a business associate agreement with the customer, the contract that covers how a vendor handles patient data. ClinicSoftware.com, Consentz and Portrait do not state a position on HIPAA on their sites. Whichever platform you shortlist, ask for a signed BAA before you load a single patient record.