Med spa software runs the work of an aesthetic clinic from the first message to the next visit. Here is what it should do, what it costs and how Klinycs handles each job for med spas in the United States.
What does med spa software do?
Med spa software runs the daily operations of a med spa in one system: the calendar, the client record, the chart, the checkout and the follow-up that brings each client back. You will also see it called medical spa software, medspa software, med spa management software or med spa practice management software.
Without it, a clinic stitches together separate tools: a booking app, a charting or EMR system, a POS, a texting service, a forms tool and spreadsheets for memberships and stock. Every handoff between them is a place where a lot number, a deposit or a follow-up gets lost.
Good med spa software also tells the team what to do next: who is due back, which lead is still waiting for an answer and which product is running low.
What should med spa software include?
It should cover every job your clinic does in a week, from booking to signed chart to checkout. Reviews and feature lists make products look alike. A live demo with your own services shows the difference.
| Job | What good looks like | Where it lives in Klinycs |
|---|---|---|
| Booking | A calendar by provider or by room, a booking link per provider, a deposit with the booking and a waitlist that fills cancellations | Calendar and booking |
| Injectable charting | Product, units and lot on every point of a face map, and notes that lock when signed | Charting and photos |
| Photos and consents | Before and after at matching angles, and consents that keep the signed version | Charting and photos |
| Checkout | Services, products, packages, memberships and gift cards on one ticket | Checkout and memberships |
| Memberships | Monthly credit, member prices, a failed payment queue and a wallet | Checkout and memberships |
| Follow-ups | Cadences per service, and campaigns that leave out people without consent | Leads and marketing |
| Inventory | Stock by lot and expiration date, deducted when the chart note is signed | Inventory, team and reports |
| Reports | Retention, revenue and what each treatment really earns, against the previous period | Inventory, team and reports |
How is Klinycs different from other med spa software?
Klinycs differs in four ways: it is priced per clinic with an unlimited team, it carries your brand on every screen, its cadences show who is due back, and lot numbers flow from the chart into inventory.
Priced per clinic, with an unlimited team
Every plan is priced per clinic, never per seat, so the front desk, managers and providers all get access. Plans differ by locations, providers with a calendar and clinical tools. Hiring a coordinator does not change the bill.
Your brand on every screen
Klinycs takes your clinic's name, logo and colors. The booking page sits on your own domain, and the client portal, forms, receipts and the gift and member cards clients carry show your name. Clients book, sign and pay under your brand and never see ours.
Cadences that show who is due back
Each service has its own rhythm, such as Botox every 3 months or filler every 10, and the system shows who is due. Follow-ups check consent first, respect quiet hours and pause when a person replies. Cadences are rules your clinic sets, not AI.
Lot tracking from chart to inventory
On the face map, every injection point records the product, the units and the lot. When the provider signs the note, those units come out of inventory by lot, so stock and chart agree. Low stock creates a purchase order already filled in.
How much does med spa software cost?
Med spa software is priced in different ways, so compare the total cost, not the headline fee. Some vendors charge per provider or per seat, some per location and some per clinic, and texting, forms, memberships or onboarding can be billed as add-ons.
Klinycs is priced per clinic per month, with an unlimited team on every plan.
| Plan | Price per month | Locations and providers | Made for |
|---|---|---|---|
| Studio | $99 | 1 location, up to 3 providers with a calendar | A studio on the rise: booking, forms, photos, checkout and simple charting |
| Clinic | $399 | 2 locations, up to 10 providers with a calendar | A medical aesthetics clinic: face map charting, lot-tracked inventory, memberships and hosting under a signed BAA |
| Enterprise | $1,199 | Unlimited locations and providers | Medical practices and groups: AI insights, lab orders and secure fax, migration and priority support |
Studio includes 500 SMS and 1,000 emails a month, Clinic includes 5,000 of each, and Enterprise is unlimited under fair use. To compare fairly, list the tools Klinycs would replace and what each one costs you today.
How do you switch to new med spa software?
You switch in five steps, with both systems running side by side so there is no day the clinic stops.
- Export your data from the system you use today.
- Import and check. We import it with column matching and a duplicate preview, and you check it before anything goes live.
- Move saved cards from your current processor to the new one, so clients don't type them again.
- Run side by side while the team gets comfortable.
- Flip the switch when you're ready.
Full migration is included in Enterprise and done by the Klinycs team: clients, upcoming appointments, packages and balances come over as data, and past chart notes, signed forms and photos come in as documents on each client's record, as far as your current system lets you export them. On Studio and Clinic, you bring your client list in from a spreadsheet. The full plan is on switching to Klinycs.
What does HIPAA require from med spa software?
There is no official HIPAA certification for software, so be careful with any vendor that claims one. What protects your clinic is a business associate agreement (BAA) signed before chart notes, health history or photos go into the system.
On Clinic and Enterprise, Klinycs hosting runs under a signed BAA at every layer before client records move in. Klinycs also uses two-step sign-in on every account, an audit log of every record view, change, export and sign-in, 8 roles with a permissions matrix and a full export of your data at any time. Read more about security and the BAA.