Key takeaways
- Per seat and per provider prices grow with every hire, while a per clinic price changes only when you cross a plan limit such as locations or providers.
- Add-ons for texting, marketing, payment processing and onboarding can move the total more than the headline price.
- Ask every vendor to price your clinic as it is today and as you expect it to be in two years, in writing.
Two med spa software quotes with the same monthly price can end up far apart a year later, because each one counts something different: people, providers, locations or the clinic. Here is how the common models work, how each scales when you hire and which questions reveal the total cost.
How do per seat and per clinic pricing compare?
Per seat pricing charges for each person who signs in, so the bill grows with the team, while per clinic pricing charges for the clinic, so the bill changes only when you cross a plan limit.
| What matters | Per seat | Per clinic | Klinycs |
|---|---|---|---|
| What sets the price | Each named user, usually per month | The clinic, often in tiers by size or features | Each clinic, on one of three plans |
| Hiring front desk staff | Usually adds a seat | Usually no change | No change: the team is unlimited on every plan |
| Adding a provider | Adds a seat, sometimes at a higher rate | Often no change until a tier limit | Up to 3 providers with a calendar on Studio, 10 on Clinic, unlimited on Enterprise |
| Adding a location | Varies: more seats or a separate account | Often a higher tier or a second subscription | 1 location on Studio, 2 on Clinic, unlimited on Enterprise |
| Texting and email | Often an add-on or billed by use | Varies: a bundle or billed by use | 500 SMS and 1,000 emails on Studio, 5,000 of each on Clinic, unlimited under fair use on Enterprise |
| Onboarding and migration | Varies, often a one-time fee | Varies, often a one-time fee | Full migration by the Klinycs team on Enterprise, client list by spreadsheet import on Studio and Clinic |
| A team of one or two | Often the lowest price | A fixed floor even when small | From $99 a month on Studio |
| As the clinic grows | Moves with headcount | Moves in steps, at tier limits | Moves with locations and providers with a calendar, never with team size |
What are the common pricing models for med spa software?
Most med spa software uses one of four models, sometimes mixed: per user or seat, per provider, per location or a flat price per clinic. Each one rewards a different shape of clinic.
Per user or seat
You pay for each person who signs in: providers, front desk, managers and assistants. It is cheap for a team of one or two, but it puts a price on every hire.
Per provider
You pay for each provider who sees clients, often each person with a bookable calendar, while front desk staff are free or cheaper. Part-time injectors can each add a full charge.
Per location
You pay a set price for each location, often with limits on providers or users inside it. It suits a group that grows by opening clinics, and can feel expensive for a small second location.
Flat per clinic
You pay one price for the clinic, usually in tiers by size, locations or features. Hiring does not move the bill. The trade-off is a fixed floor, so a solo practice may pay for room it does not use yet.
Add-ons on top of any model
Whatever the model, the total often depends on what is billed separately:
- Texting and email, by volume or as a monthly bundle
- Marketing, such as campaigns, automations or reviews
- Payment processing, usually a share of each card payment plus a per-transaction fee
- Onboarding and migration, often a one-time fee
- Features held for higher tiers, such as memberships, forms or advanced reports
How does each model scale when a clinic grows?
Each model grows with what it counts: people, providers, locations or plan limits. The per seat effect is the easiest to see.
Illustrative example with hypothetical numbers
These numbers are hypothetical and do not describe any real product. Assume a hypothetical per-seat price of $50 per person per month, plus texting as a $50 monthly add-on.
- Opening: 1 provider and 1 front desk person, 2 seats. $100 plus $50 for texting: $150 a month.
- First year: 2 providers, 2 front desk and a manager, 5 seats: $300 a month.
- Growing: 4 providers, 4 front desk, a manager and 2 assistants, 11 seats: $600 a month.
At the opening stage, per seat is hard to beat, and that is its real strength. Then the bill quadruples, and six of the nine new seats belong to people without a provider calendar.
How much does Klinycs cost?
Klinycs is priced per clinic per month, with an unlimited team on every plan. Front desk staff, managers and assistants never add cost, so none of the six support hires in the example would change the bill. What changes the plan is locations and providers with their own calendar.
- Studio, $99 per clinic per month: 1 location, up to 3 providers with a calendar, 500 SMS and 1,000 emails a month.
- Clinic, $399 per clinic per month: 2 locations, up to 10 providers with a calendar, 5,000 SMS and 5,000 emails a month, and hosting under a signed BAA.
- Enterprise, $1,199 per clinic per month: unlimited locations and providers, unlimited SMS and email under fair use, and full migration from your current system done by the Klinycs team.
What questions should you ask about total cost?
Ask each vendor to price your clinic as it is today and as you expect it to be in two years, in writing.
- What exactly counts as a seat, a provider or a location?
- Does the price change when I hire staff, add a provider or open a second location?
- How much texting and email is included, and what does the next block cost?
- Are marketing, memberships and forms in my plan, or sold separately?
- What are the payment processing terms?
- Is there an onboarding or migration fee, and who does the work?
- Can the price rise at renewal, and can I export all of my data at no extra cost?
Then add up the subscriptions the new system would replace, as one system vs separate tools explains, and use the med spa software checklist for the rest of the evaluation.
When per seat pricing makes sense
Per seat pricing makes sense for a small team that does not plan to hire soon. A solo injector, or two providers who run their own front desk, pay only for the people who sign in, which can cost less than a per clinic plan built for a larger team. Per provider pricing fits a similar case: few providers and a support team that rarely changes.
The trade-off arrives with growth. If you expect to hire within a year or two, price that future team before you sign.
How Klinycs fits
Klinycs prices per clinic because a med spa runs on its whole team, and nobody should share a login to keep the bill down. Every plan includes an unlimited team, and the plan changes only with locations, providers with a calendar and the tools you need. Booking, charting, checkout, memberships, marketing and inventory run in one system, so there are fewer subscriptions to add up. See every plan side by side on pricing, and if you are moving from another system, read how switching works.
Frequently asked questions
How is med spa software usually priced?
Med spa software is usually priced per user or seat, per provider, per location or as a flat price per clinic, often in tiers. Many vendors charge separately for texting, marketing tools, payment processing and onboarding. Compare the total monthly cost for your real team, plus any one-time fees, rather than the headline price.
Does hiring front desk staff raise the cost of med spa software?
Under per seat pricing, yes: every new person who signs in usually adds a seat. Under per provider pricing, front desk staff are often free or cheaper. Under per clinic pricing, hiring usually changes nothing. On Klinycs, the team is unlimited on every plan, so front desk staff, managers and assistants never add cost.
What hidden costs should I ask a med spa software vendor about?
Ask about texting and email beyond the included volume, marketing or membership features sold as add-ons, payment processing terms, onboarding and migration fees, price increases at renewal and any charge to export your data. Also count the separate tools you would still need, each with its own subscription.
Is per clinic pricing more expensive for a small med spa?
It can be at first. A flat per clinic price has a floor, so a solo provider may pay for room she does not use yet, while a per seat product often costs less for one or two people. Per clinic pricing pays off as the team grows. Klinycs Studio starts at $99 a month.