By Marcus ReyesReviewed by Priya Anand, RNUpdated March 8, 2026
CRM is the least standardised category in med spa software. Some platforms mean lead capture and consultation follow-up; others mean patient segmentation and recall. The two produce very different returns depending on where your practice is in its life.
A newer practice with unsold capacity needs conversion tooling. An established practice with a full book needs retention tooling, because the cheapest appointment you will ever sell is the next one to a patient you already treated.
This page evaluates platforms on both jobs and states which one each is built around.
What to look for
Treatment-interval recall
The highest-value automation in aesthetics is identifying patients approaching or past their expected treatment interval and routing them to a booking path. Confirm the platform derives intervals from treatment history rather than a generic date field.
Segmentation depth
Useful segments combine service history, spend, membership status and lapse period. If segmentation is limited to tags applied manually by staff, the segments will decay within months.
Consultation pipeline
For practices running paid acquisition, enquiries need a visible pipeline with owners and follow-up tasks, not an inbox. Ask to see the pipeline view and its reporting.
Attribution to booked revenue
Campaign reporting should tie back to appointments and revenue. Open and click rates tell you about subject lines, not about the business.
Comparison table
Med spa software comparison by capability and pricing
"Not listed" means the vendor does not publish that detail. We do not mark a feature as available on the basis of marketing material alone.
Recommended platforms
1
PatientNow
Best for: Practices focused on lead conversion and patient acquisition
Typically shortlisted by practices that treat lead follow-up and conversion as a core workflow alongside clinical records.
Pricing: Contact vendor. Published pricing was not available at the time of review. Request a written quote that separates subscription cost, payment processing, SMS and implementation fees.
Strengths
Acquisition and conversion workflows are treated as core rather than optional
Designed around elective medical practices rather than general wellness
Consultation-heavy workflows are well represented
Limitations
Broader footprint can mean a longer implementation
Best for: Practices prioritising the patient-facing booking experience
Usually evaluated by practices that treat the booking and checkout experience as a brand asset. Clinical depth relative to dedicated EMR platforms varies by plan.
Pricing: Contact vendor. Published pricing was not available at the time of review. Request a written quote that separates subscription cost, payment processing, SMS and implementation fees.
Strengths
Strong reputation for booking and checkout usability
Membership and package handling is a common reason practices shortlist it
Well suited to teams where the front desk is the operational hub
Limitations
Clinical documentation depth for medical services needs to be confirmed against your charting requirements
Best for: Multi-location and enterprise aesthetic groups
Almost always evaluated by groups above roughly five locations where centralised reporting and standardisation matter more than setup speed.
Pricing: Contact vendor. Published pricing was not available at the time of review. Request a written quote that separates subscription cost, payment processing, SMS and implementation fees.
Strengths
Built around multi-location operations rather than adapted to them
Best for: Injector-led practices that lead with clinical documentation
Frequently shortlisted by injector-led practices that want charting, consents and photography treated as first-class features rather than add-ons. Capability details vary by plan.
Pricing: Contact vendor. Published pricing was not available at the time of review. Request a written quote that separates subscription cost, payment processing, SMS and implementation fees.
Strengths
Purpose-built for medical aesthetics rather than adapted from salon software
Clinical documentation is central to the product rather than an add-on module
Commonly shortlisted by injector-led practices, which makes peer references easy to find
Limitations
Published pricing is limited, so quotes must be requested and compared line by line
Breadth of features can mean a longer configuration period before go-live
Best for: Teams where fast staff adoption matters most
Often shortlisted when staff adoption is the main risk in a software change. Medical charting scope varies by plan.
Pricing: Contact vendor. Published pricing was not available at the time of review. Request a written quote that separates subscription cost, payment processing, SMS and implementation fees.
Strengths
Interface clarity is consistently cited by practices as a reason for choosing it
Lower training burden when onboarding new front-desk staff
Operational workflows are well organised for daily use
Limitations
Medical charting and consent depth must be validated against your clinical requirements
Pricing is not fully published
Feature scope for multi-location groups varies by plan
Write down whether your constraint is unsold capacity or patient attrition before you look at products. Platforms optimise for one, and buying the wrong optimisation is the common expensive mistake in this category.
Ask for the recall report
Request a sample report showing patients past their treatment interval, grouped by service. If the vendor cannot produce one, the recall capability is thinner than the marketing indicates.
Check messaging costs at realistic volume
CRM value depends on outbound messaging, and per-message costs scale with your patient base. Model the cost at your expected volume before comparing subscription prices.
