Best Medical Spa Software 2025: The Ultimate Comparison Guide

Medical Spa–Specific Features That Matter

• Client Management
  Fresha is built around real client relationships. Intake forms, treatment notes, and visit histories are all in one place, helping providers deliver consistent, personalized experiences.
• Scheduling & Treatment Calendars
  The drag-and-drop calendar makes it easy to manage consultations, injectables, or laser sessions side by side. You can build service bundles (e.g., Botox + Peel + Follow-up), set prep or recovery buffers, and quickly view provider availability at a glance.
• No-Show Protection
  Missed appointments are expensive in a medical setting. Fresha helps protect revenue with deposits, stored cards, and automated cancellation fees, maintaining professional boundaries while maximizing booked time.
• Point of Sale (POS)
  Checkout includes everything you need: tips, split payments, barcode scanning for skincare or injectables, and commission tracking for medical staff and aestheticians. Inventory alerts help prevent stock outs of high-demand products.
• Packages, Memberships & Gift Cards
  Turn one-time visits into steady memberships. Sell recurring treatment packages, skincare bundles, or digital gift cards that bring clients back. These tools are particularly valuable for injectables, facials, or laser series.
• Before & After Photos
  Securely store and compare photos to show progress over time. Fresha’s visual history helps clients see tangible results while supporting medical documentation and compliance standards.
• Built-In Marketing & Discovery
  Fresha’s automated marketing runs quietly in the background, sending rebooking nudges, birthday messages, and review requests. Your clinic can also appear on the Fresha Marketplace, giving you exposure to thousands of potential clients searching for aesthetic treatments nearby.
• Multi-Location Oversight
  For larger medspa groups or franchises, Fresha centralizes everything, including staff management, client databases, reports, and product usage, across multiple sites. Owners gain visibility while maintaining compliance and consistent service delivery.
• Optional Hardware
  Fresha adapts easily to your front desk or mobile setup. From Tap to Pay on iPhone to full countertop terminals, it’s built to fit your workflow with no bulky hardware commitments required.

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Medspa-Specific Features That Matter

• HIPAA-Compliant EMR
  Store SOAP notes, treatment history, allergies, and medical conditions in a secure, fully compliant system built for healthcare-grade operations.
• Before & After Photo Comparisons
  Capture and compare high-resolution photos side by side, perfect for injectables, microneedling, and laser treatments that require detailed progress tracking.
• Treatment Templates
  Pre-built workflows for Botox, dermal fillers, PRP, laser hair removal, and other procedures streamline documentation and reduce charting time.
• Digital Consent Forms
  Customizable electronic consent forms can be signed and automatically stored within the patient record, reducing paper use and improving compliance audits.
• Inventory Management
  Real-time barcode tracking helps you manage injectables, skincare products, and consumables with precision, avoiding costly shortages or expired stock.
• POS Integration
  Aesthetic Record connects your checkout with your charting. Accept payments, create treatment packages, or manage recurring memberships directly from the same dashboard.
• Telehealth (Add-On)
  Optional teleconsultation tools allow for pre-treatment assessments or follow-up visits, especially useful for remote clients or virtual consultations.

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Drawbacks and Limitations Compared to Fresha:

• Higher Learning Curve
  Aesthetic Record’s clinical interface is excellent for medical providers but can be challenging for front desk teams unfamiliar with EMR-based navigation. Training time is typically longer than with calendar-first platforms.
• Ongoing Subscription Costs
  The pay-per-user model can become costly for multi-provider medspas, especially as you add telehealth, API integrations, or other advanced tools.
• Limited Marketing Tools
  While strong on record-keeping, Aesthetic Record doesn’t include built-in automation or client acquisition tools, meaning you may need to rely on external platforms for rebooking or campaigns.
• Primarily U.S.-Focused
  Its infrastructure and support are optimized for North American clinics. International medspas may find limited regional integrations and slower response times.
• Too Advanced for Solo Providers
  Smaller medspas and solo injectors may find the platform’s depth excessive, with more features (and costs) than they actually need day to day.

Medspa-Specific Features That Matter

• Full EMR with HIPAA Compliance
  Comprehensive charting tools let providers document every treatment with SOAP notes, medical details, and progress records. It’s fully HIPAA-compliant and designed for advanced procedures like injectables, laser treatments, and RF therapies.
• Digital Consents & Intake
  Paperless intake forms, consent documents, and e-signatures are automatically tied to patient records, ensuring consistent, secure documentation across every appointment.
• Before & After Photos
  Side-by-side image comparison allows providers to visually track progress while maintaining strict data privacy. High-resolution image storage supports injectables, resurfacing, and other results-driven treatments.
• Memberships & Loyalty
  PatientNow’s built-in tools allow you to sell memberships, create recurring treatment packages, and run loyalty programs that reward repeat visits, all linked directly to each patient’s record for seamless management.
• Automated Marketing CRM
  A built-in CRM automates recall campaigns, newsletters, and follow-up reminders. Clinics can set up drip email sequences to re-engage patients based on their last visit or treatment type, helping boost retention and rebooking rates.
• Inventory Management
  Track injectables, skincare retail, and consumables like syringes or numbing creams in real time. The system issues alerts for low stock and integrates with reporting to forecast usage trends.
• Multi-Location Reporting
  Enterprise-grade analytics give leadership teams visibility across every location. Reports cover revenue, staff performance, and patient retention metrics, ideal for franchises or growing medspa groups.
• Integrations
  Connects with major accounting platforms, marketing tools, and payment processors for a unified workflow. This ecosystem approach makes PatientNow a viable “one hub” for clinic operations.

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Drawbacks and Limitations Compared to Fresha

• Feature Gaps for Teams
  Staff scheduling, permissions, and performance tracking are either paid add-ons or completely absent.
• No Built-in Client Marketplace
  Square relies entirely on your own marketing efforts, while Fresha helps barbershops attract new clients through its global marketplace.
• Scalability Issues
  As shops expand, Square’s tools and workflows become restrictive, especially compared to platforms designed specifically for barbershop growth.

Medspa-Specific Features That Matter

• Marketplace Discovery
  Booksy’s consumer-facing app functions like a directory for wellness and aesthetics, connecting millions of users to local medspas. For newer or smaller clinics, it offers instant visibility and traffic that would otherwise require paid advertising.
• Automated Reminders & Follow-Ups
  SMS, email, and push notifications automatically remind patients of upcoming appointments and prompt them to rebook afterward, reducing no-shows and helping maintain full schedules.
• Loyalty & Rewards Programs
  Create incentive systems that reward repeat visits, from credit-based loyalty points to package discounts. These tools help medspas turn first-time clients into returning patients.
• Review Prompts
  Automatically request post-appointment feedback to build credibility and improve discoverability in Booksy’s marketplace. Positive reviews directly enhance a medspa’s search ranking and trust factor.
• Marketing Campaigns
  Run app-based promotions, discounts, or limited-time offers to re-engage dormant patients or promote new treatments. These tools are easy to deploy, though some campaigns may incur additional promotional costs.
• POS & Payments
  Supports upfront deposits, prepayments, tipping, and cancellation enforcement. Medspas can also configure payment rules to protect against last-minute cancellations or no-shows.
• Mobile-First Experience
  Booksy is built around mobile usage, allowing clients to book instantly and providers to manage appointments, client notes, and payments directly from their smartphones.

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Drawbacks and Limitations Compared to Fresha

• Higher Total Cost of Ownership
  Between subscriptions, promotional boosts, payment processing, and client booking fees, costs can rise quickly, particularly for multi-provider teams.
• Booking Fees on Clients
  Some regions charge patients an additional service fee for bookings, which can create friction and deter repeat appointments.
• Limited Compliance Tools
  Booksy isn’t HIPAA-compliant and doesn’t include EMR, SOAP notes, or digital consent forms, making it unsuitable for clinics offering regulated treatments.
• Incomplete Global Coverage
  Although expanding rapidly, Booksy’s localization and support still lag behind platforms like Fresha, which operates seamlessly across 120+ countries.
• Not Built for Complex Workflows
  Booksy’s structure favors straightforward scheduling and payments. It lacks deeper tools for treatment planning, injectable tracking, or granular role permissions.

Medspa-Specific Features That Matter

• Booking & Intake Forms
  Offer customizable online booking linked with digital intake and waiver forms for smooth patient onboarding. These can be tailored for different services, ensuring consistent documentation before treatments.
• POS & Inventory
  Vagaro’s point-of-sale system includes barcode scanning, category-based inventory tracking, and automated reorder alerts. This is ideal for medspas managing both service-based revenue and retail sales, like skincare lines or supplements.
• Memberships & Packages
  Create recurring memberships and prepaid treatment bundles with automated billing. These tools are great for building consistent revenue streams and rewarding client loyalty.
• Memberships & Loyalty
  Vagaro’s built-in tools allow you to sell memberships, create recurring treatment packages, and run loyalty programs that reward repeat visits, all linked directly to each patient’s record for seamless management.
• Staff Management
  Built-in payroll, commission tracking, and tip pooling make it easy to handle complex pay structures across doctors, RNs, and aestheticians. Managers can also monitor performance reports to identify top earners and productivity trends.
• Marketing Suite
  Send branded email campaigns, SMS promotions, and push notifications directly from Vagaro. Advanced filters let you target clients based on visit frequency, service type, or purchase history.
• Branded Apps & Websites
  With optional add-ons, medspas can launch a branded mobile app or website powered by Vagaro’s backend, ideal for businesses that want to strengthen their brand presence and create a polished, cohesive digital experience.
• Calendar & Resource Management
  Robust scheduling tools allow you to manage treatment rooms, staff, and equipment simultaneously. Service combinations and buffer times help ensure smooth room turnover and resource allocation.

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Drawbacks and Limitations Compared to Fresha

• Costs Scale Quickly
  Vagaro’s modular pricing model means fees accumulate with each new feature or staff member. For growing medspas, this can lead to unexpectedly high monthly costs.
• Over-Complex for Smaller Clinics
  Single-location or boutique medspas may find Vagaro overwhelming, with too many features that go unused in day-to-day operations.
• No Built-In Client Marketplace
  Unlike Fresha, Vagaro doesn’t have a public-facing marketplace to help new clients discover your clinic. You’ll need to drive your own marketing and lead generation.
• Steeper Learning Curve
  The system’s depth requires time and training to master. Clinics without dedicated admins may struggle during setup or early implementation.
• Not Fully Medical-First
  While Vagaro can be configured for aesthetic workflows, it doesn’t include HIPAA-ready charting, SOAP notes, or medical consent storage found in specialized EMR platforms.

Medspa-Specific Features That Matter

• Online Booking Page
  A customizable booking link that can be embedded directly on your website or shared via Instagram, Facebook, or Google. Clients can view services, availability, and book instantly, ideal for providers growing their personal brand.
• Integrated Payments
  Square supports all major cards, tap-to-pay, digital wallets, and Afterpay financing. This flexibility helps patients commit to higher-priced packages like injectables or skin treatments without financial hesitation.
• POS Hardware
  Access a range of reliable Square hardware options, from compact readers and handheld terminals to full countertop registers, ensuring smooth in-clinic and mobile transactions.
• QR Checkout Options
  Perfect for pop-up events or mobile injectors, QR checkout lets clients scan, pay, and go, eliminating the need for bulky POS setups.
• Client Profiles
  Store client preferences and visit history for quick access during bookings or consultations. While basic, this feature streamlines rebooking and helps maintain consistent service.
• Automated Reminders
  Send SMS or email confirmations automatically to reduce no-shows and keep appointments running on time.
• Square Ecosystem Integration
  Sync seamlessly with other Square tools, like marketing, payroll, or inventory management, to create a lightweight, cohesive business system.

Pricing Overview

• Free Plan
  Includes one calendar for individual users with basic booking and payment features.
• Plus and Premium Plans
  Unlock team scheduling, no-show protection, and resource management for multi-provider setups.
• Processing Fees
  Standard ~2.6% + 10¢ per transaction (U.S.) on card payments.
• Add-Ons
  Optional costs for marketing campaigns, payroll tools, and SMS marketing outside of the Appointments plan.

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Drawbacks and Limitations Compared to Fresha

• No HIPAA Compliance or EMR Tools
  Square doesn’t support storing medical records, SOAP notes, or consent forms, which makes it unsuitable for regulated treatments or clinics under healthcare oversight.
• Weak Team Scheduling
  The platform’s scheduling features work best for solo users. Multi-provider functionality is available only on paid tiers and remains limited in scope.
• No Built-In Client Marketplace
  Unlike Fresha, Square doesn’t include a discovery network or patient marketplace. You’ll need to drive all new bookings through your own marketing channels.
• Costs Scale Poorly
  While free for individuals, costs add up quickly as staff, add-ons, and payment volume grow, reducing its long-term affordability.
• Not Medspa-Specific
  Square is excellent for handling payments but isn’t designed for the compliance or documentation needs of medical aesthetic practices.

Medspa-Specific Features That Matter

• Marketplace Reach
  Treatwell’s biggest asset is visibility. Its consumer app and website see millions of monthly searches, making it easy for medspas to appear in front of high-intent clients looking for skin and aesthetic treatments nearby.
• Treatwell Pro Management Platform
  The Treatwell Pro suite offers a practical backend for scheduling, POS checkout, and inventory tracking. Clinics can manage calendars, transactions, and retail sales in one unified interface.
• Automated Communication
  Send appointment confirmations, reminders, and post-visit review requests automatically. These tools reduce missed appointments and help maintain a consistent feedback loop with patients.
• Inventory Controls
  Manage skincare products and consumables with low-stock alerts and category-based tracking. Ideal for medspas that retail skincare or treatment aftercare.
• Promotions & Deals
  Offer time-sensitive discounts like “last-minute” or “off-peak” deals to fill schedule gaps and boost occupancy, though typically at the cost of slightly lower margins.

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Drawbacks and Limitations Compared to Fresha

• Recurring Commissions Reduce Profitability
  Unlike Fresha’s one-time commission model, Treatwell charges ongoing fees per booking, which can erode margins over time, especially for loyal repeat clients.
• No HIPAA Compliance or EMR Tools
  Treatwell isn’t designed for regulated medical treatments. Clinics needing digital consents, SOAP notes, or health record storage will need separate systems.
• Limited to Europe
  The platform primarily operates in EU markets. Medspas expanding internationally will need additional software for global booking or operations.
• Client Ownership Risk
  Because clients book via Treatwell’s marketplace, loyalty can gravitate toward the platform rather than your brand, especially when they’re prompted to rebook through Treatwell instead of directly.
• Lacks Advanced Features
  Treatwell omits higher-level tools like memberships, loyalty programs, and advanced treatment tracking, making it less comprehensive for retention-based medspas.

Medspa-Specific Features That Matter

• Local Marketplace Visibility
  Each medspa receives a public profile on Planity’s marketplace, giving it exposure to thousands of local users searching for beauty and aesthetic treatments nearby.
• Online Booking
  Clients can book appointments 24/7 through the app or web portal, viewing live availability. It’s ideal for convenience-driven clients who prefer instant scheduling without phone calls.
• Team Calendars
  Staff schedules are easy to manage, allowing quick adjustments for shared treatment rooms or combined services. Clinics can also bundle services (like “facial + peel”) to maximize booking efficiency.
• SMS/Email Reminders
  Automated notifications reduce no-shows and keep the schedule running smoothly, improving overall revenue stability for small teams.
• Basic POS
  Planity supports essential in-person payment options and light retail sales, though it lacks advanced POS analytics or detailed inventory management.
• Mobile-Friendly Interface
  The booking system is fully responsive, allowing patients to discover, book, and modify appointments directly from their phones.

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Drawbacks and Limitations Compared to Fresha

• No HIPAA Compliance or EMR Tools
  Planity lacks the documentation, charting, and consent form features required by regulated medspas.
• Subscription Costs Add Up
  Unlike Fresha’s performance-based model, Planity charges fixed monthly fees regardless of booking volume.
• Regionally Restricted
  Only available in France and Belgium, offering no scalability for medspas with global ambitions or cross-border clients.
• Light Feature Set
  Missing critical tools like memberships, loyalty programs, inventory tracking, and advanced reporting.
• Uniform Marketplace Listings
  Limited customization means most business profiles look similar, making it harder for medspas to differentiate based on brand or specialty.