7 Best Medical Spa Software Systems (2025)

Running a med spa with a patchwork of apps creates extra work, higher costs, and blind spots. Owners need complete systems that connect HIPAA-compliant EMR, online booking, point of sale, marketing, staff management, and reporting in one place. 

When these functions live inside a single platform, your business will start to make sense. Data flows cleanly, staff work faster, and the client experience is consistent from intake to follow-up.

By “system,” we mean the entire workflow under one roof. That includes clinical documentation, SOAP notes (Subjective, Objective, Assessment, and Plan), treatment plans, and intake forms. It also covers the client experience from booking to reminders, provider and staff management, plus real-time analytics you can trust.

In this guide, we evaluate each platform on:

• HIPAA posture
• Depth of EMR
• Staff scheduling
• Automation
• Integrations
• Onboarding quality
• Pricing transparency. 

We also note how each system handles:

• Multi-location needs
• Memberships
• Inventory
• Payment processing

Portrait Care’s modern system sets the standard. It offers a user-friendly interface with HIPAA-aware records, booking, POS, marketing tools, and staff management in a single cohesive platform.

Now, let’s see how the other platforms compare.

Quick Overview

Here’s how the top medical spa software systems stand out at a glance:

• Best all-in-one system: Portrait Care brings HIPAA-compliant EMR, online booking, point of sale, marketing, and staff management together in one modern platform.
• Best clinical documentation system: AestheticsPro offers deep EMR functionality with customizable SOAP notes, treatment plans, and secure record handling for compliance-focused providers.
• Best intuitive scheduling and POS system: Mangomint delivers a user-friendly environment for appointment booking, staff scheduling, reminders, and integrated payments without unnecessary complexity.
• Best multi-location management system: Zenoti combines enterprise scheduling, permissions, analytics, and marketing tools for multi-site operations at scale.
• Best cost-conscious system: Vagaro provides affordable online booking, POS, staff scheduling, and email marketing in one accessible package for price-sensitive med spas.

Best Medical Spa Software Systems

1. Portrait Care

Portrait offers a system for medical spas that combines software, services, and supply savings into one package. Its unique features include:

• An integrated software suite with tools for electronic health records (EHR), scheduling, payments, CRM, and inventory management.
• Medical oversight and compliance support services.
• Marketing assistance and launch support for new or growing businesses.
• Expert coaching for operational and strategic guidance.
• Exclusive access to national pricing, which provides savings of up to 60% on supplies and equipment.

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While other platforms charge for basic features, Portrait Care is free to start and includes a fully integrated, free EHR system. This is a fundamental tool for any medical spa, and we believe it shouldn't be a costly add-on. You get the essential medical-grade software you need from day one, without the financial barrier.

• Pros: True all-in-one power, HIPAA posture with role controls and secure media handling, strong onboarding and responsive support.
• Cons: Breadth can exceed what very small spas need, pricing scales with staff and locations.
• Best for: med spas and wellness clinics that want a modern system and strategic partner.

2. Mangomint

Mangomint is a lightweight system built to simplify daily operations in spas and clinics. It combines appointment management, sales tools, and simple automations to cut front desk work.

Here’s how Mangomint supports spa management:

• Clean client and staff scheduling to keep calendars accurate and reduce double-booking.
• Automated reminders and no-show controls to protect revenue and keep providers busy.
• Straightforward sales system for services, retail, memberships, and packages so checkout is fast and consistent.
• Templates and simple automations to cut repetitive admin work at the front desk.
• Essential reports without heavy setup to track performance and spot trends quickly.
• Integrations with common payment processors and selected third parties for flexibility without a complex build-out

Note: Mangomint does not include a full EMR, so it suits spas and clinics focused on smooth booking and payments more than deep clinical documentation.

Together these features make Mangomint a good fit for teams that want a streamlined daily operations tool without the complexity of a full EMR.

• Pros: Intuitive interface, quick onboarding, dependable booking and reminders.
• Cons: Limited clinical documentation depth, fewer enterprise controls for complex multi-location operations.
• Best for: Teams that prioritize ease of use and smooth checkout over advanced clinical features.

Compare Portrait Care vs Mangomint

3. AestheticsPro

AestheticsPro is first a clinical documentation system. It offers customizable SOAP notes, treatment plan templates, secure photo storage, and options for e-prescribing or integrations. Scheduling and basic staff tools link charting to checkout through integrated payments. Reporting helps providers and managers maintain documentation accuracy and compliance visibility.

• Pros: Deep charting and templates, strong compliance features, secure media handling.
• Cons: Staff management and advanced POS can feel lighter than all-in-one suites, learning curve for clinical modules.
• Best for: Providers who need robust charting and HIPAA controls with basic scheduling and POS.

Compare Portrait Care vs AestheticsPro

4. Zenoti

Zenoti is built for scale. It offers enterprise scheduling, role-based staff controls, inventory management, and financial reporting. The platform also includes marketing tools, memberships, gift cards, and loyalty programs. Centralized dashboards give leaders visibility across sites. Permissions limit access by role. Integrations cover payments, CRM, and marketing to support complex operations.

• Pros: Excellent multi-location reporting, robust permissions, powerful marketing and loyalty.
• Cons: Higher overall cost and setup complexity for small clinics, more training time required.
• Best for: Multi-site operators that need centralized staff oversight and advanced analytics.

Compare Portrait Care vs Zenoti

5. Vagaro

Vagaro offers an affordable system for online booking, reminders, and sales of services or retail items. Staff scheduling is simple. Built-in email and text tools support repeat visits without extra software. Integrations with common processors and social platforms help small teams market and take payments quickly.

• Pros: Predictable pricing, fast implementation, solid booking, and POS for the cost.
• Cons: Lighter HIPAA and EMR depth, limited enterprise management controls.
• Best for: Cost-sensitive med spas that want quick setup and essential features over clinical sophistication.

Compare Portrait Care vs Vagaro

6. PatientNow

PatientNow is a secure electronic medical record system with built-in lifecycle marketing. Clinics can use its CRM, campaign tools, photo storage, and analytics to convert leads and track retention. Scheduling, reminders, and sales features link the client journey from consult to checkout. Extra modules let you add more features when needed.

• Pros: Strong automation and photo workflows, clear visibility into conversions and retention.
• Cons: Digital patient charting templates may feel behind clinical first products, and costs can rise as modules are added.
• Best for: Practices focused on engagement, photo documentation, and growth.

Compare Portrait Care vs PatientNow

7. Boulevard

Boulevard is a communication-forward system built for a premium guest experience. Teams can manage detailed client profiles, quick notes, and two-way SMS for fast confirmations and rescheduling. The sales system supports packages and memberships. Reporting and basic staff scheduling keep daily operations running with minimal friction.

• Pros: Excellent messaging, user-friendly workflows, responsive support.
• Cons: Limited clinical documentation, fewer enterprise features for complex multi-location needs.
• Best for: Boutiques that value high-touch client communication and polished front of house operations.

Compare Portrait Care vs Boulevard

Head-to-Head Comparison: Features and Integrations

Choosing medical spa software is easier when you can see the essentials side by side. This table compares each vendor on the capabilities that matter most for running a spa day to day: the depth of its electronic medical record, HIPAA posture, online booking controls, point-of-sale and memberships, marketing and SMS tools, multi-location analytics, and notable integrations. Use it to quickly spot which platform aligns with your operational priorities before you schedule demos.

Ready to Upgrade Your Med Spa System?

If you want an all-in-one medical spa software system, start with Portrait Care. It combines HIPAA-compliant electronic medical records, online booking, point of sale, staff management, marketing automation, and real-time reporting. Portrait Care sets the standard for usability, security, and support. Your team can deliver a seamless client experience while keeping operations under control.

FAQ

How should a system handle HIPAA compliance?

A compliant system should make privacy and security part of its core design. Look for features like:

• A signed Business Associate Agreement (BAA)
• Detailed audit logs to track access and changes
• Role-based access controls with least-privilege permissions
• Encrypted storage for all data, including photos and videos
• Consent forms tied directly to client profiles
• Limited access by job role so providers can document care while admins manage billing without risking a breach

EMR vs EHR for a med spa

Electronic medical record (EMR)

An EMR is the digital version of a patient’s chart inside your own practice. It holds SOAP notes, treatment plans, intake forms, and all records you need to document and retain care internally. EMRs are ideal if your services are self-contained and you don’t routinely share data outside your med spa.

Electronic health record (EHR)

An EHR includes everything an EMR does but adds interoperability. It’s built to share patient data with outside providers, labs, or e-prescribing partners. EHRs are the right fit if you coordinate care with other professionals or need connectivity for prescriptions and external data exchange.

Choosing between them

Go with EMR depth when your focus is internal documentation. Choose EHR connectivity when you need seamless data sharing and e-prescribing in addition to internal records.

What do multi-location operators need?

Centralized client data, shared inventory, and role-based permissions keep operations consistent across sites. Real-time dashboards should show revenue, utilization, no-show rates, membership churn, and campaign performance by location and by provider so leaders can act quickly.

What makes onboarding successful?

Effective onboarding includes a dedicated support team and a clear go-live checklist. It should also cover data migration for client profiles and records, plus staff training tailored by role. Give your team sandbox access for practice sessions before launch. Quality support after launch matters too, with clear response-time commitments and an easy-to-use knowledge base for new hires.

How do I verify HIPAA readiness, not just marketing claims?

A real HIPAA-ready system provides a signed BAA, encryption in transit and at rest, and role-based access. It should offer audit logs you can review, documented breach procedures, and proof of regular staff training. Ask the vendor to show these during the demo so you know your client data is actually protected.

Who owns my data and how can I export it if I leave?

You should retain full ownership of all records including EMR, images, and financial history. A good platform will spell this out in the contract and provide exports in common formats with clear timelines and minimal cost. Confirm the process before you sign so you can switch systems without losing information.

What is the total cost of ownership over time?

Pricing should include more than the base subscription. Ask for a full breakdown of per-user or per-location fees, add-on modules, SMS charges, payment processing rates, onboarding, training, and support tiers. Model your expected usage so you can see how costs scale and avoid unpleasant surprises as you grow.