7 Best Med Spa Management Software (2025)

Running a medical spa today is much more than keeping a calendar full. Owners and managers handle scheduling for providers and rooms. They manage inventory and keep facilities in order. They hire, train, and supervise staff. They protect health and safety standards. They also oversee customer service, marketing campaigns, budgets, and vendor relationships. All of this must happen while maintaining HIPAA-compliant records and secure client communication.

The right management software brings these jobs together in one place. Modern platforms connect scheduling, EMR/EHR, point of sale, marketing automation, staff oversight, and multi-location reporting. With the right system, your spa runs smoothly and profitably.

In this guide, we compare leading platforms, such as Portrait Care on:

• Usability
• Data-protected posture
• Integrations
• Pricing transparency
• Onboarding/support

This overview will help you see how each system handles the core functions a med spa needs before we dive into the details of each platform.

The Selection Criteria

Each platform in this guide was scored against the features that matter most for running a medical spa.

1. HIPAA-compliant EMR/EHR. We checked for a signed BAA, audit logs, role-based access, and secure handling of photos and other media so patient data stays protected.
2. Scheduling for staff and clients. We evaluated appointment booking, automated reminders, waitlists, no-show tracking, two-way SMS, and internal staff rosters. These features make operations smoother and improve client experiences.
3. Point of sale and payment processing. Strong systems handle client packages, deposits, gift cards, and credit cards in one place. This removes the need to juggle multiple vendors.
4. Marketing tools. We looked for built-in email and SMS, segmentation, campaigns, and follow-up tactics. These tools reduce no-shows and improve profitability without third-party add-ons.
5. Practice management features. We assessed client management and CRM, inventory management, staff permissions, and multi-location dashboards with real-time reporting. These are the features that turn basic software into a true management platform.
6. Integrations, onboarding, and support. Provider workflows, go-live checklists, and the quality of the support team can make or break implementation. Transparent pricing was also a must so you know the total cost up front.

The Best Med Spa Management Software in 2025

1. Portrait Care

Spa management starts with having one place to run daily operations. Portrait Care gives medical spas one complete package: software, services and supply savings. This means you can schedule clients and staff, manage records, handle payments and inventory, and even access supplier discounts without switching systems.

You get:

• A free, fully integrated EHR with scheduling, payments, CRM, and inventory management
• Medical oversight and compliance support
• Marketing help and launch support for new or growing businesses
• Expert coaching for operations and strategy
• Exclusive supplier pricing with savings of up to 60% on supplies and equipment

Unlike other platforms that charge for basic features, Portrait Care is free to start. You get medical-grade software and supplier discounts from day one without a financial barrier.

It is a strong fit for medical spas and wellness clinics that want software plus a strategic partner rather than a set of disconnected tools.

• Pros: All-in-one platform with efficient scheduling, HIPAA-level security, role-based controls, secure media handling, free integrated EHR, exclusive supplier discounts, and responsive onboarding and support.
• Cons: The breadth can feel like more than very small teams need.
• Best for: Medical spas and wellness clinics that want a free, all-in-one EHR with scheduling, payments, compliance, marketing support, and supplier discounts.

2. Mangomint

Day-to-day spa management depends on keeping bookings and staff rosters straight. Mangomint focuses on speed and simplicity, giving teams clean client appointment scheduling alongside staff rosters in one view. Built-in reminders, no-show controls and a straightforward point of sale handle services, retail, memberships and packages. Templates and light automations reduce front-desk friction.

• Pros: Intuitive interface, quick onboarding, dependable client and staff scheduling, and reliable reminders.
• Cons: Limited electronic patient file depth compared with clinical-first tools, and fewer enterprise controls for complex multi-location operations.
• Best for: Small to mid-sized spas and clinics that need fast, user-friendly client and staff scheduling with built-in POS rather than a heavy EMR.

Compare Portrait Care vs Mangomint

3. AestheticsPro

Compliance and documentation are a core part of spa management when you offer medical services. AestheticsPro leads with clinical documentation and a secure electronic medical record system with customizable SOAP (Subjective, Objective, Assessment, Plan) notes, treatment plan templates, secure photo storage and optional e-prescribing or integrations. Scheduling and basic staff tools are included so you can tie charting to checkout.

• Pros: Deep documentation, strong compliance features, secure media handling.
• Cons: Staff management and advanced transactions can feel lighter than all-in-one suites, and clinical depth may add a learning curve.
• Best for: Providers who need robust charting and compliance with staff scheduling as a supporting need.

Compare Portrait Care vs AestheticsPro

4. Zenoti

Spa management at scale means coordinating appointment and staff scheduling across locations, managing shared inventory, maintaining consistent client records and delivering uniform marketing and loyalty programs. 

Zenoti is built for this complexity. It offers enterprise appointment and staff scheduling, role-based staff controls and centralized inventory management. Financial reporting, marketing, ongoing care plans, gift cards and loyalty programs are all included. Centralized dashboards give leaders real-time visibility across sites and teams.

• Pros: Excellent multi-location reporting, robust staff permissions, and powerful marketing and loyalty features.
• Cons: Enterprise rates and setup complexity can be more than small clinics need, and training time is higher.
• Best for: Multi-site operations that need sophisticated oversight and analytics.

Compare Portrait Care vs Zenoti

5. Vagaro

For spas that just want to manage bookings and payments reliably, Vagaro delivers a broad set of essentials at an accessible price. It includes online booking, reminders, point of sale for services and retail, gift cards and basic inventory. Email and SMS tools support retention. Staff scheduling is simple and easy to learn.

• Pros: Predictable pricing, fast implementation, solid booking and POS for the cost.
• Cons: Compliance features and electronic patient files are lighter than clinical-focused platforms, and advanced management controls are limited.
• Best for: Cost-sensitive medical spas that want quick setup and reliable booking and payments without heavy clinical requirements.

Compare Portrait Care vs Vagaro

6. PatientNow

Retention and lead conversion are a big part of spa management. PatientNow pairs a secure electronic medical record system with integrated CRM, before-and-after photo management and analytics for retention. The system is designed to convert leads, standardize follow-ups and measure retention while keeping documentation in one place.

• Pros: Strong marketing automation and photo workflows, good visibility into conversions and retention.
• Cons: EMR depth and templates can feel behind clinical-first products, and costs can rise as you add modules.
• Best for: Practices that prioritize engagement and lifecycle marketing alongside clinical basics.

Compare Portrait Care vs PatientNow

7. Boulevard

Front-of-house experience is another pillar of spa management. Boulevard emphasizes client communication and service quality. Teams use detailed client profiles and quick notes. Two-way SMS confirms or reschedules appointments without phone tag. The point of sale supports packages and memberships.

• Pros: Excellent two-way messaging, user-friendly workflows, responsive support.
• Cons: Limited clinical documentation and fewer enterprise features for complex multi-location use cases.
• Best for: Boutiques that want high-touch communications and a polished front-of-house experience.

Compare Portrait Care vs Boulevard

Comparison Snapshot

Choosing the right platform can make or break daily operations at a med spa or wellness clinic. Each vendor in the comparison below approaches compliance, scheduling, payments, marketing, and multi-site management differently. Use this snapshot to quickly see how leading providers stack up on the features that matter most, from HIPAA compliance and EMR integrations to automated scheduling, POS, and client marketing.

Tip: Always confirm BAA terms, audit logs, role-based access, and integration lists during the sales process to ensure the software meets your compliance and operational requirements.

Portrait Care: Your Med Spa Management Software of Choice

If you are looking for an all-in-one medical spa management platform that combines everything under one roof (or screen), start with Portrait Care. We’re setting the benchmark for usability, security, and support. We can help your practice run more efficiently while delivering a better client experience.

FAQ

How can I verify HIPAA compliance and a BAA?

Any medical spa software that stores or transmits client data must meet data-protected compliance standards. Ask each provider for a signed Business Associate Agreement (BAA) and proof of audit logs, role-based access controls, and encrypted storage. If your med spa keeps before and after photos or treatment records, confirm that the system offers secure media handling inside its all-in-one platform.

EMR vs EHR: which is right for a med spa?

An EMR (electronic medical record) manages documentation, SOAP notes, and client profiles within a single practice. However, an EHR (electronic health record) shares information across multiple providers. Most med spas benefit from electronic medical record functionality built into an all-in-one management platform. Choose an EHR only if your practice integrates with outside providers and needs more robust interoperability.

What scheduling features (client and staff) cut no-shows and overtime?

Reliable scheduling is key to keeping your calendar full without overloading staff. The best med spa management software combines client booking and staff scheduling tools so both sides run smoothly.

Look for features like:

• Online appointment booking to let clients choose times that work for them.
• Staff scheduling and rosters to balance provider availability and room resources.
• Automated reminders to reduce missed appointments.
• Two-way SMS for quick confirmations and rescheduling.
• Waitlists and no-show tracking to fill gaps and protect revenue.

These tools streamline daily workflows, cut overtime, and improve the client experience. They’re especially helpful for advanced treatments, such as microneedling with PRF, where managing both provider and client time efficiently is critical.

Which POS features matter for packages, memberships, and deposits?

An integrated point of sale (POS) system should handle credit card processing for services and retail items. Plus, ongoing care plans, packages, deposits, and gift cards in real time. When point of sale data links directly to client profiles, staff can track balances, usage, and renewals. All without separate spreadsheets or third-party software.

How do email and SMS automation improve retention and profitability?

Built-in marketing tools for email, SMS campaigns, and automated follow-ups help medical spas increase retention and profitability. You can segment your client base, schedule reminders, and trigger messages after visits or missed appointments. These steps keep your calendar full without extra manual work.

What should multi-location dashboards and roles include?

Multi-site med spa owners should look for dashboards that show client data, inventory, and performance in real time. Role-based permissions let managers, providers, and front desk staff access only what they need. This protects compliance while giving leadership a clear view of operations.

How do integrations and onboarding affect go-live success?

Smooth integrations with payment processing, e-prescribe, social media, and marketing tools reduce double data entry. They also keep workflows optimized. Strong onboarding with a go-live checklist, staff training, and responsive support helps medical spa teams use the software effectively from day one.