What med spa software costs, and what's in the price

When med spa owners compare software quotes, they will see the monthly number move with five inputs: users, locations, modules, AI usage, and the setup and support they buy. On November 10, 2026, the plans published on four vendors' own pricing pages ran from $15 a month per user to $374 a month per location. Add-ons and setup fees come on top. PatientNow is an EMR and practice management software for aesthetic practices and med spas. 5,000+ active locations run on PatientNow worldwide, according to PatientNow platform data. We build every quote around a practice's size, locations, and the features they need.

Quick summary

• Med spa software prices are set by users, locations, modules, AI usage, and setup, and each vendor counts those inputs differently.
• Published plans start low, but the extras listed on the same pricing pages decide what a med spa actually pays.
• Ask each vendor for a quote that lists every unit, add-on, fee, and term in writing.

The five inputs that set the price

Every vendor in this category prices off some mix of the same five inputs. The plan name matters less than how each input is counted.

Users and locations set how the bill grows with your practice. The other three inputs (modules, AI usage, and setup and support) decide the gap between the advertised plan and the plan you will actually run.

What vendors publish today

On November 10, 2026, we read the pricing pages of four vendors. Here is what each page showed.

Boulevard lists $179 a month for their med spa plan built for one location. Their two plans for one or more locations show $328 and $374 a month per location, and Boulevard marks both of those prices as reduced from a normal price. Mangomint prices each part separately, at $120 a month per location plus $10 a month per user. Jane lists three plans at USD $59, $79, and $99 a month. Aesthetic Record charges $15 or $19 a month per user, and both of their plans carry a $399 "Startup & Onboarding Investment".

Source: each vendor's own pricing page, read November 10, 2026. Prices change, so check the live page before you compare.

Two patterns stand out. The unit changes from vendor to vendor: one price is counted per location, another per user, and another per plan. The extras also sit on the same page as the plan price. Quotes with the same headline number can end far apart once you add what your practice needs.

Here is an example of how the unit changes the math. At Mangomint's published rates, a practice with two locations and six users would pay $300 a month, which is $120 for each location plus $10 for each user. The same two locations on Boulevard's $328 plan come to $656 a month. Neither figure is a quote, and neither includes add-ons, but together they show why the unit matters as much as the price.

Other vendors quote a price instead of publishing one, and PatientNow does too. Quote-based pricing works in your favor when you ask every vendor the same questions, because the answers then line up and you can compare them directly.

Features often sold as add-ons

The plan price covers the core of the software, and the items below are the ones that most often sit outside it. Ask about each one by name.

• E-prescribing and labs. Aesthetic Record prices e-prescribing per prescriber. At PatientNow, our pricing page lists e-Prescribing (eRx) on the Catalyst AI plan card, and it lists Lab Management and e-Prescribing (eRx) among the optional add-ons.
• AI charting. Jane sells their AI Scribe as a per-practitioner add-on. On our pricing page, AI Scribe appears on all three plan cards.
• Payments. Card processing is billed separately from the subscription. For example, GlossGenius listed online invoicing at 2.9% + $0.30 on October 15, 2026. Ask for the full rate card along with the headline rate.
• Marketing and messaging. Texts, emails, and campaign credits are often metered or sold in tiers, as the Boulevard and Mangomint rows in the table above show. Ask how each message is counted.
• Phone, payroll, and forms. These show up as separate lines on two of the four pricing pages above. If your front desk depends on one of them, price it in from the start.

Fees to ask any vendor about

Beyond the monthly plan, these are the fees that change what you pay over a year. Get each answer in writing, so you can compare every vendor on the same terms.

• Setup and onboarding. Some vendors charge a one-time fee to get you started, and Aesthetic Record prints theirs on their pricing page. Ask whether that fee covers data migration, configuration, and training, or only some of them.
• Per-location charges. A per-location price repeats in full at each site, so ask what is shared across sites and what is charged again.
• Usage overages. Texts, emails, AI usage, and marketing credits can be metered. Ask what happens when you go past your limit.
• Minimums. Ask whether there is a minimum number of users, locations, or months.
• Unused seats and modules. Ask whether you can remove users or modules mid-term, and whether anything is still billed after you stop using it.
• Term, renewal, and cancellation. Ask for the term length, the renewal terms, and the notice you need to give before you cancel.
• Data export. Ask whether exporting your patient records and photos at the end of a term costs extra.
• Payment processing. Ask for every rate, including keyed-in cards and any monthly minimum.

Paying per location: What to ask before you open your second location

Owners planning a second location don't want to pay twice for the setup they already have. That worry is reasonable, because two of the four vendors in the table above price per location.

Before you sign for your second location, ask each vendor these questions:

• Whether the new location needs its own subscription or sits under one organization.
• Whether services, memberships, packages, pricing, and security profiles carry over, or have to be rebuilt.
• Whether reporting by location is included or sold as a separate product.
• Whether staff who work at both sites can switch between them with one login.
• Whether patients can book at either location from one place.

At PatientNow, each location sits under one unified organization in our Command Center, and your front desk can search appointment availability across up to four locations at a time from one view. Our multi-location page puts the pricing plainly: "For eligible PatientNow Essentials practices, Command Center is included at no additional cost." The same page then asks you to "Request a quote covering your locations, selected plan, optional products, and implementation so you can see the full cost for your organization."

How PatientNow builds a quote

PatientNow offers three plans, and each plan card on our pricing page reads "Pricing tailored to your practice." The Standard plan includes "Complete EMR & practice management," online booking, and email and SMS marketing. The Amplify plan adds "Higher user capacity and expanded marketing limits." The Catalyst AI plan then adds "Enterprise-level capacity and the highest marketing limits."

The same page explains how we set the number: "No two practices price the same, so we build a quote around your size, locations, and the features you need."

Below the plan cards, the page sets out two more things:

• Optional add-ons, "available on any plan." The list runs from Lab Management and e-Prescribing (eRx) to Recura AI, QuickBooks Online, and Unlimited Users.
• An asterisk on some items, with this note: "Availability depends on your practice setup. We confirm exactly what's included in your quote."

That makes your quote the document to compare. Take it through the checklist below, line by line, alongside every other quote you collect.

A quote checklist: What to get in writing

Before you sign with any vendor, get these 10 answers on paper.

1. The plan name and the monthly price, with its unit: per user, per provider, per location, or per practice.
2. Who counts as a user, and the price of each additional one.
3. The price for each location, and what is shared across locations.
4. A line for every module you saw in the demo that says whether it is included.
5. How AI tools are billed: included, per practitioner, or by usage.
6. A price and a written scope for setup, onboarding, data migration, and training.
7. Messaging and marketing limits, and the cost past them.
8. Payment processing rates, including any monthly minimum.
9. Term length, renewal terms, and the notice period to cancel.
10. The cost of exporting your records and photos when you leave.

FAQ

How much does med spa software cost per month?

For a med spa, the published plans we read on November 10, 2026, ran from $15 a month per user at Aesthetic Record to $374 a month per location at Boulevard, and those prices come before any add-ons. Your own number depends on your users, locations, modules, AI usage, and setup. PatientNow builds each quote around a practice's size, locations, and the features they need.

Is an all-in-one platform cheaper than separate tools?

Whether an all-in-one platform is cheaper depends on the full stack a med spa would otherwise buy. To find out, price your booking, EMR, marketing, payments, and phone tools one by one, and add each tool's setup fees and per-user fees. Then compare that total with an all-in-one quote that covers the same features. Separate tools also mean separate logins and patient data that has to be moved between systems by hand.

Does PatientNow have hidden fees?

At PatientNow, we publish our optional add-ons on the pricing page, and some items carry a note that availability depends on your practice setup. Every quote then states what's included for your practice. For more than one location, the quote covers your locations, plan, optional products, and implementation, so you see the full cost before you sign.

How much should a new med spa budget for software?

A new med spa should budget the first year in full: 12 months of the plan for every user and location, plus setup, add-ons, and payment processing. Use the published prices above as a floor, and ask each vendor for a written first-year total.

For more on how vendors compare, see our guides to Vagaro alternatives, Zenoti alternatives, Jane alternatives, Pabau alternatives, and the best EMR for a medical spa.