How to Choose Med Spa Reputation Management Software
What 25 reputation management vendors publish about pricing, contracts, HIPAA and proof, and the questions to ask before you pick one for your med spa.
Updated Oct 2, 2026 · 7 min read
Key points
- 12 of the 25 reputation management vendors we checked publish a price. The other 13 do not publish one.
- Published monthly starting prices run from $31/mo billed annually at BrightLocal to $399/mo at Broadly, and they are not charged on the same base.
- 10 of the 25 state month-to-month terms. Birdeye, DemandHub, Swell and Weave set the term in an order form, and Weave's terms require paying the remaining balance to end a stated term early.
- 16 of the 25 state they support HIPAA compliance or offer a BAA.
- 24 of the 25 offer a free demo or audit and 14 state a free trial, so test the request flow with your own front desk before you sign.
Reputation management software asks your patients for reviews, watches review sites, and helps your staff reply. We read the websites of the 25 vendors in this category on October 1, 2026 and recorded what each publishes. This guide turns that data into the decisions you will make: what to pay, how long you are locked in, who holds your data, and whether the tool fits a med spa.
Every figure below links to a vendor profile with the page it came from.
What does reputation management software do for a med spa?
These tools send review requests by text and email, monitor review sites for new mentions, draft or post replies, and feed reviews onto your website through widgets. Many also manage your listings, and several bundle in two-way texting, appointment reminders or surveys.
Ask each vendor exactly how review requests are triggered and whether they connect to the calendar or practice management system you already run.
None of the 25 vendors we checked sells only to med spas. 6 have a page for med spas or a close niche: DemandHub, Emitrr, Swell and Weave (med spa pages), Podium (aesthetics) and ReviewInc (med spas and wellness). Birdeye, Demandforce and Weave also name med spa or plastic surgery customers. Judge the rest on their published terms and results, not their industry pages.
What does it cost?
12 of the 25 publish a price; nine of them publish a monthly starting price in US dollars:
| Vendor | Published starting price | Minimum term as stated |
|---|---|---|
| BrightLocal | $31/mo billed annually | No minimum stated; monthly and annual billing offered |
| ReviewGrower | Free plan; paid plans from $37/mo | No contract |
| Merchynt | $50/mo per Google Business Profile | No contract |
| NiceJob | $75/mo | No contract |
| GatherUp | $99/mo | No contract |
| Grade.us | $99/mo | Not published |
| Doctible | $199/mo | Annual contracts are most common; month to month is also offered |
| Weave | From $199/mo | Set in the order; early termination of a stated term requires paying the remaining balance |
| Broadly | $399/mo | No contract |
The bases are not the same. BrightLocal prices by locations managed, Merchynt per Google Business Profile, and GatherUp's Small Business plan covers 1 location at $99/mo while its Multi Location plan is $60/mo per location. Price your practice now and a year out.
Three of the 12 publish prices on other bases: LocalClarity lists $6/location/mo billed yearly and a free plan for a single location limited to Google, Reputation starts at $80/location/mo for its Rep Core plan, and Trustindex sells yearly plans from $65/year.
The other 13 do not publish a price: Birdeye, Cloutly, DemandHub, Demandforce, Emitrr, PatientTrak, Podium, RepuGen, ReviewInc, ReviewTrackers, Solutionreach, Swell and Yext. A private price is not a fault in the product. It does mean the number you hear on the call is the only one, so get it in writing.
What costs sit behind the headline price?
- Setup and onboarding. 4 of the 25 state a policy. Broadly lists $350 onboarding & setup on its Standard and Pro plans. Demandforce's terms say add-on services may carry installation or setup fees, as quoted. GatherUp states it has no hidden fees, contracts, locks or termination fees, and ReviewGrower states no lock-ins or setup fees.
- Message volume. Texts cost money. ReviewGrower's $37/mo Lite plan includes 200 SMS review requests and its $77/mo Grow plan includes 2000. Ask what a message costs once you pass a cap.
- Plans that unlock the features you saw in the demo. Broadly's $399/mo Standard plan includes an AI chat receptionist, while its $699/mo Pro plan adds an AI receptionist for phone calls and SMS. Weave sells its base plan from $199/mo, with bundles and an AI Receptionist at unpublished prices. Reputation lists upgrades such as Competitive Insights and Managed Services separately, and Trustindex prices some add-ons at 29 USD per source per year.
How long is the contract?
20 of the 25 state a minimum term.
- Month to month. 10 state it: BrightLocal, Broadly, Cloutly, Doctible, GatherUp, LocalClarity, Merchynt, NiceJob, RepuGen and ReviewGrower. Note that Doctible says annual contracts are most common and month to month is also offered.
- Fixed terms. Demandforce states 12 months, then month to month. Solutionreach states a yearly contract, ReviewTrackers is paid annually, and Trustindex runs one year and renews automatically.
- Set in the order form. Birdeye, DemandHub and Swell set the term on the order form, and Weave's terms require paying the remaining balance if you end a stated term early. You only see that form during the sale, so read it closely.
How hard is it to cancel?
17 of the 25 publish cancellation terms.
On the simple end: Broadly cancels anytime with no cancellation fee, and billing stops at the end of the month. GatherUp cancels anytime with no termination fee. Cloutly lets monthly plans finish the paid month, with a 30-day money-back guarantee for new self-serve customers. RepuGen offers a 90-day money-back guarantee on all plans, and Trustindex refunds if you ask within 30 days of purchase.
On the stricter end: Birdeye's terms make payment obligations non-cancellable and payments non-refundable, and require written notice of non-renewal 90 days before renewal. Weave requires orders without a stated term to be cancelled at least 30 days ahead, and early termination of a stated term requires paying the remaining balance. Emitrr says subscription charges are non-refundable unless otherwise specified, and Swell says fees are non-refundable. ReviewGrower says all sales are final, and Demandforce requires notice of non-renewal at least 15 days before the end of the term.
Who owns your reviews and your data?
5 publish how export works: Cloutly (customer data as CSV at any time, and on request for 30 days after termination), GatherUp (customers and reviews at any time), Grade.us (first-party reviews before cancellation), RepuGen (data for 30 days after termination) and ReviewGrower (reviews exportable). For the other 20, the contract is the only place this gets settled, so ask about ownership and export format before you sign.
Does it need to be HIPAA compliant?
16 of the 25 state that they support HIPAA compliance or offer a BAA. ReviewTrackers will execute a business associate agreement (BAA) on request, Broadly asks covered entities to contact support to enter into one, Weave's terms refer to a BAA, and Reputation publishes BAA terms for covered entities.
The other nine do not state HIPAA support or a BAA on the pages we read. LocalClarity's terms say the service is not designed to comply with HIPAA and may not be used where communications would be subject to it, and GatherUp's terms place responsibility for HIPAA-permissible use of the reply tools on the customer.
A review request by text tells whoever picks up the phone that the person is a patient of your med spa, so get the vendor's HIPAA position and a signed BAA before the first request goes out.
What proof do vendors publish?
12 of the 25 publish a customer result. 24 of the 25 offer a free demo or audit, and 14 state a free trial.
Three vendors name med spa or plastic surgery customers. Birdeye's wellness page shows U Med Spa going from 9 reviews at 3.8 stars to 940 reviews at 4.8 stars. Weave names Marion Plastic Surgery & Medical Spa and a Dr. Ellen Plastic Surgery case study that reports saving between $6,000 and $40,000 a year with Weave Reminders. Demandforce names NWA Arkansas Center for Plastic Surgery. RepuGen's case study reports 2,140% growth in patient reviews and 23% growth in star ratings for MemorialCare Medical Group.
Treat these as the vendor's own claims, measured by nobody independent. Ask for a reference at a practice your size, and a trial, before you commit.
What should you ask on a sales call?
- What is the total monthly cost for my number of locations and providers, and what is the price based on?
- Is there a setup, onboarding or data migration fee?
- Which parts cost extra: message volume, widgets, AI replies, managed services?
- How long is the term, how does it renew, what notice does cancellation need, and what does it cost to leave early?
- Who owns the reviews, contacts and templates we build, and how do we export them if we leave?
- Will you sign a BAA, and which messages does it cover?
- Which review sites do you cover, and can I speak to a current customer at a practice like mine?
Get every answer in writing. Then compare the vendors side by side in the reputation management category, where each is scored on how much of this it publishes.
Questions and answers
How much does med spa reputation management software cost?
12 of the 25 vendors we checked publish a price. Among the nine with a monthly starting price in dollars, they run from $31/mo billed annually at BrightLocal to $399/mo at Broadly. The other 13 do not publish a price on their sites.
Does review software for a med spa need to be HIPAA compliant?
16 of the 25 vendors state they support HIPAA compliance or offer a BAA, and ReviewTrackers says it will execute a business associate agreement on request. Review requests arrive by text or email, so ask any vendor to state its HIPAA position and get a BAA in writing before the first request goes out.
Can I get reputation management software without a contract?
Yes. 10 of the 25 state month-to-month terms, including Broadly, GatherUp, Merchynt, NiceJob and ReviewGrower. Others state a 12-month term, a yearly contract, or a term set in an order form you only see during the sale.
Who owns the reviews and data after I cancel?
Ask before you sign. 5 publish how export works, such as Cloutly's CSV export and RepuGen's 30-day export window after termination. Settle ownership and export in the contract.
Which of these vendors are aimed at med spas?
None of the 25 sells only to med spas. 6 have a page for med spas or a close niche: DemandHub, Emitrr, Swell and Weave (med spa pages), Podium (aesthetics) and ReviewInc (med spas and wellness). Birdeye, Demandforce and Weave also name med spa or plastic surgery customers.
