The best MedSpa CRM (customer relationship management) tool & Practice Management Software for your business is one that meets the specific needs of your business and budget, and helps you effectively manage customer relationships and grow your business. There are many of these softwares available on the market, each with its own set of features and price points. In this article, we’ll explore some of the top Practice Management and CRM tools that are popular among MedSpas, and provide some tips on how to choose the best Practice Management Software for your MedSpa business.

The following is a list of CRM management tools that we’ve used on behalf of our clients OR have assessed its capabilities through our research. One thing to keep in mind and make sure you ask when you’re determining the solution that’s right for you is if it is HIPAA compliant. 

Each of these tools have varying levels of functionality that serve MedSpa, Wellness and Aesthetics practices. Before choosing the software make sure that you feel comfortable with its functionality and that there is training available to help with the set-up and education of your staff on how to use it. 

Here’s the list of Practice Mangement Systems for MedSpas (in no particular order):


Booker by Mindbody

PatientNOW/Aesthetic NOW

Aesthetic Record


Gloss Genius

Aesthetics Pro

Jane App



So, how do you choose the best software for your MedSpa business? Here are a few things to consider:

Determine your needs:

Before you start looking at different Practice Management and CRM tools, it’s important to determine your business needs. Do you need a tool that primarily handles appointment scheduling, or do you need something more comprehensive that can manage all aspects of your business? Consider your budget, staff size, and business goals when determining your needs.

Look for industry-specific features:

If you own a MedSpa, you’ll want to look for a software that offers features specific to the beauty and wellness industry, such as appointment scheduling, client management, and marketing automation. We get into the specific features to look for in more detail below.

Consider integration with other tools:

If you already use other tools or software for your business, such as a point-of-sale system or electronic medical records, you’ll want to choose a CRM that integrates seamlessly with these systems. Also, some of the systems listed incorporate all in one solution.

Check out the pricing:

Practice management systems can range in price from free to several hundred dollars per month. Determine your budget and look for a solution that fits within your price range.

Read reviews, schedule a demo and try before you buy:

Before making a decision, read reviews and ask for recommendations from other business owners in your industry. Many of the Practice Management Softwares on the market offer free trials or demos, so be sure to take advantage of these to get a feel for the tool before committing to a purchase.

When selecting a Practice Management & CRM system for your MedSpa, it’s crucial to look for specific features that cater to the unique needs of the beauty and wellness industry such as the following.

Easy-to-use Marketing Suite (Email and SMS):

A user-friendly marketing suite that allows for seamless creation and sending of email and SMS campaigns. This feature helps in keeping your clients engaged and informed about your services and offers.

Lead Nurture Marketing Workflows:

Automated workflows to nurture leads through personalized marketing strategies. This helps in converting inquiries into loyal customers by providing timely and relevant information on the specific service or treatment they’re interested in.

Inventory Management For Retail & Consumable Products:

Efficiently manage your inventory of retail and consumable products. This feature ensures that you are always stocked up and alerts you when supplies are running low.

Membership & Loyalty Program Management:

Tools to create and easily manage membership and loyalty programs. This encourages repeat business and rewards your loyal customers.

Online Booking:

An intuitive online booking system that allows clients to schedule appointments at their convenience. This feature enhances customer experience and reduces the workload on your staff.

Effective Reporting:

Comprehensive reporting tools that provide insights into various aspects of your business. This helps in making informed decisions and tracking growth. You should be reviewing your reporting, at minimum, every few weeks to ensure you’re meeting your goals and be able to quickly make adjustments where needed.

Gift Card Management:

A system to manage and track gift card sales and redemptions. This feature can boost sales, attract new customers and provide and additional revenue stream.

POS Integration:

Seamless integration with point-of-sale systems for efficient transaction processing. This ensures a smooth checkout experience for your clients. When it comes to POS systems, you’ll want to know exactly what processing fees are associated with the system. Many times you can negotiate a lower fee if the POS is offered through your CRM provider.

Easy On-boarding For New Employees:

Simplified onboarding processes for new employees. This feature ensures that your staff is quickly trained and ready to provide excellent service.

Customer Service Support:

Reliable customer service support for any issues or questions that arise. This ensures that you have the necessary help at hand to keep your system running smoothly.

By considering these features, you can choose a Practice Management Software and CRM that not only meets your business needs but also enhances your ability to provide exceptional service to your clients.

Choosing the best solution for your MedSpa business requires careful consideration of your needs, budget, and business goals.

By determining your needs, looking for industry-specific features, considering integration with other tools, and carefully reviewing pricing and reviews, you can find the CRM tool that will help you effectively manage customer relationships and grow your business.

At The MedSpa Society we assist with all aspects of starting up a new MedSpa business including choosing the technology that fits your needs and your future business goals. To learn more about our consulting services and how we can help your MedSpa or Aesthetics business Click Here

About The MedSpa Society

At The MedSpa Society we are on a mission to make everything you do to market your MedSpa Easier.  We have 15+ years of experience working with MedSpas, Aesthetics Clinics, Anti-Aging Practices, IV Therapy Clinics and other businesses that offer cash pay Aesthetics & Wellness Services.  Not only have we worked with multiple clients in the Medical Aesthetics industry, but we’ve also worked in-house for large multi-location MedSpas. We know how much skill and time goes into running a medical aesthetics or wellness practice. Let us help you stand out and achieve greater success by streamlining your marketing. Working with The MedSpa Society, you will gain a highly engaged team, fiercely loyal clients/patients, and peace of mind. Let’s just say we know the industry like the back of our hand.