PRODUCT WALKTHROUGH · FICTIONAL PRACTICE

Florida Med Spa: Decision Hub Walkthrough

Walk through a fictional Florida med spa decision from Today and Future matching to vendor requirements, quote comparison and the owner decision summary.

PRODUCT WALKTHROUGH · SYNTHETIC EXAMPLE

See the Decision Hub in action

This fictional case uses the Med Spa Software Fit Florida brief dated October 22, 2026. The results use the current product logic. Vendor evidence and checked dates appear in the appendix.

1. Review the practice inputs

The brief requires clinical charting, digital consent, before/after photos, inventory and memberships. The table separates the provided inputs from the Matcher’s defaults.

Florida practice inputs and assumptions
Practice input	Today	Future	Source / assumptions
Business	Med spa		Hypothetical practice scenario
Region	Florida		Scenario context
Current software switch	Choosing a first system	Choosing a first system	today: provided; future: carried forward from Today
Services	Injectables — neuromodulators / dermal fillers; Facials / skin treatments	Injectables — neuromodulators / dermal fillers; Facials / skin treatments	today: provided; future: carried forward from Today
Providers	2	6	today: provided; future: provided
Locations	1	2	today: provided; future: provided
Monthly budget bucket	$200–$500	$200–$500	today: default or unspecified; future: default or unspecified
Appointments / month	Unknown	Unknown	today: matcher assumption 200–750/month; future: matcher assumption 200–750/month
Budget context	Intended Today budget $200–400/month; model bucket $200–500. This is not a verified cost limit.	Unknown	Stated budget context and model bucket are distinct.
Growth horizon		24 months	Scenario context
Other quote inputs	Unknown	Unknown	Billable seats, payment volume, transaction count, exact fees and contract terms.

2. Compare Today and Future shortlists

Today shortlist

The leading documented options are close. Compare trade-offs in a demo.

AestheticsPro · Approximate fit 94/100
Required workflows documented; confirm the quoted plan.
Pabau · Approximate fit 94/100
Required workflows documented; confirm the quoted plan.
Vagaro · Approximate fit 86/100
Required workflows documented; confirm the quoted plan.

Future shortlist

The first documented option scores higher for your selected priorities. Verify plan-level availability in a demo.

Pabau · Approximate fit 98/100
Required workflows documented; confirm the quoted plan.
PatientNow · Approximate fit 92/100
Required workflows documented; confirm the quoted plan.
AestheticsPro · Approximate fit 92/100
Required workflows documented; confirm the quoted plan.

Historical result

The earlier shortlist sent for independent review was AestheticsPro, Pabau and Vagaro at 91/100 each. The results above are calculated using the current Matcher.

3. Turn answers into vendor requirements

This read-only XLSX preview includes all Must, Should and Could rows. Each phase has its own row. The vendor fills in the blank response fields. On small screens, scroll the table sideways to see those columns.

Practice Profile sheet

Practice Profile worksheet preview
Practice input	Today	Future	Source / assumptions
Vendor name			Enter legal or trading name in Today.
Response date			Enter one response date in Today (YYYY-MM-DD).
Quoted plan / tier			Enter the quoted plan for each phase, even if it stays the same.
Business	Med spa		Hypothetical practice scenario
Region	Florida		Scenario context
Current software switch	Choosing a first system	Choosing a first system	today: provided; future: carried forward from Today
Services	Injectables — neuromodulators / dermal fillers; Facials / skin treatments	Injectables — neuromodulators / dermal fillers; Facials / skin treatments	today: provided; future: carried forward from Today
Providers	2	6	today: provided; future: provided
Locations	1	2	today: provided; future: provided
Monthly budget bucket	$200–$500	$200–$500	today: default or unspecified; future: default or unspecified
Appointments / month	Unknown	Unknown	today: matcher assumption 200–750/month; future: matcher assumption 200–750/month
Budget context	Intended Today budget $200–400/month; model bucket $200–500. This is not a verified cost limit.	Unknown	Stated budget context and model bucket are distinct.
Growth horizon		24 months	Scenario context
Other quote inputs	Unknown	Unknown	Billable seats, payment volume, transaction count, exact fees and contract terms.

Generated requirements preview
ID	Category / Workflow	Requirement	Phase	Priority	Practice Comment
memberships	Memberships / packages	Manage membership enrollment, recurring billing and package redemption.	Today	Must
memberships	Memberships / packages	Manage membership enrollment, recurring billing and package redemption.	Future	Must
inventory	Inventory	Track stock and usage and reconcile inventory counts.	Today	Must
inventory	Inventory	Track stock and usage and reconcile inventory counts.	Future	Must
photos	Before / after photos	Capture, store and compare before/after photos in the patient record.	Today	Must
photos	Before / after photos	Capture, store and compare before/after photos in the patient record.	Future	Must
chartingRequired	Clinical charting	Create, review and retrieve structured clinical notes in the patient record.	Today	Must
chartingRequired	Clinical charting	Create, review and retrieve structured clinical notes in the patient record.	Future	Must
consentRequired	Digital consent	Capture signed digital consent and retrieve the signed version with the patient record.	Today	Must
consentRequired	Digital consent	Capture signed digital consent and retrieve the signed version with the patient record.	Future	Must
injectableTracking	Injectable / batch tracking	Record product and lot details against an injectable treatment.	Today	Could	Workflow suggestion for review.
injectableTracking	Injectable / batch tracking	Record product and lot details against an injectable treatment.	Future	Could	Workflow suggestion for review.
schedulingRequired	Appointment scheduling	Schedule appointments with the appropriate provider and service duration.	Today	Could	Workflow suggestion for review.
schedulingRequired	Appointment scheduling	Schedule appointments with the appropriate provider and service duration.	Future	Could	Workflow suggestion for review.
serviceRecordsRequired	Treatment-specific templates / device parameters	Record procedure-specific parameters or use treatment-specific templates.	Today	Could	Workflow suggestion for review.
serviceRecordsRequired	Treatment-specific templates / device parameters	Record procedure-specific parameters or use treatment-specific templates.	Future	Could	Workflow suggestion for review.
locations	Multi-location operations	Show how staff access, schedules, reporting and inventory work across locations.	Future	Must
commercial-1	Onboarding	Describe the rollout timeline, training, responsibilities and support included.	Today	Should
commercial-1	Onboarding	Describe the rollout timeline, training, responsibilities and support included.	Future	Should
commercial-2	Migration into the system	Specify what you can import, from which formats, what needs manual work, and the validation process.	Today	Should
commercial-2	Migration into the system	Specify what you can import, from which formats, what needs manual work, and the validation process.	Future	Should
commercial-3	Data portability	Provide a sample export for applicable records. State formats, coverage, bulk export options, post-cancellation access and any limits.	Today	Should
commercial-3	Data portability	Provide a sample export for applicable records. State formats, coverage, bulk export options, post-cancellation access and any limits.	Future	Should
commercial-4	Membership portability	If applicable, explain how balances, packages, freezes and recurring memberships can transfer. Identify payment tokens or mandates that require client reauthorization.	Today	Should
commercial-4	Membership portability	If applicable, explain how balances, packages, freezes and recurring memberships can transfer. Identify payment tokens or mandates that require client reauthorization.	Future	Should
commercial-5	Contract terms	Provide renewal, notice, termination, data retention and post-exit access terms for the quoted plan.	Today	Should
commercial-5	Contract terms	Provide renewal, notice, termination, data retention and post-exit access terms for the quoted plan.	Future	Should
commercial-6	Implementation costs	Itemize setup, import, training and integration fees. List any fees for adding the second site, if applicable.	Today	Should
commercial-6	Implementation costs	Itemize setup, import, training and integration fees. List any fees for adding the second site, if applicable.	Future	Should
commercial-7	Recurring fees	Itemize subscription, seats, locations, modules, support and processing fees for each applicable phase. State currency, billing interval, quote validity and any minimums.	Today	Should
commercial-7	Recurring fees	Itemize subscription, seats, locations, modules, support and processing fees for each applicable phase. State currency, billing interval, quote validity and any minimums.	Future	Should
commercial-8	Exit costs	Itemize export, termination and post-exit access fees, including any costs that depend on the signed plan.	Today	Should
commercial-8	Exit costs	Itemize export, termination and post-exit access fees, including any costs that depend on the signed plan.	Future	Should

4. Compare two synthetic quotes

The calculator holds Florida Today fixed at 2 providers and 1 location for months 1–24. The Future scenario starts after that period and needs its own quotes for 6 providers and 2 locations.

The brief supplied no billable account count, payment volume, transaction count, staff-time rate or quotes. The demo assumes three billable accounts, two clinical and one administrative. All amounts below are illustrative USD inputs. Quote A and Quote B are anonymous examples.

Cost comparison inputs
Shared input	Value	Source
Comparison period (months)	24	Florida planning horizon; fixed Today for the example
Locations	1	Florida Today
Billable users across all locations	3	Synthetic assumption
Monthly processed card volume ($, all locations)	30,000	Synthetic assumption
Monthly card transactions (all locations)	150	Synthetic assumption
Staff time value ($/hour)	30	Synthetic assumption

Itemized synthetic quote assumptions

Synthetic quote inputs
Input	Quote A	Quote B
Base subscription ($/location/month)	150	240
User fee ($/billable user/month)	10	0
Add-ons ($/month, all locations)	50	0
Blended processing rate (%)	2.7	2.5
Processing fee ($/transaction)	0.1	0.1
One-time implementation & migration ($)	0	500
Total internal setup & training hours	8	16
Total old-system overlap cost ($)	0	200

Synthetic cost comparison
Cost line	Quote A	Quote B
Software and add-ons / month	$230.00	$240.00
Payment processing / month	$825.00	$765.00
One-time costs and staff time	$240.00	$1,180.00
Total over 24 months	$25,560.00	$25,300.00

5. Review the Decision Report

Vendor evidence registry reviewed 2026-11-02. The appendix gives source links and check dates where available. See how Med Spa Software Fit evaluates vendors.

Owner decision summary

Original hypothetical Florida control — October 22, 2026

This is a hypothetical clinic. Changes to services or requirements are scenario edits, not facts from the October 22 brief.

Intended Today budget $200–400/month; model bucket $200–500. This is not a verified cost limit. Planning horizon: 24 months.

Today: Documented requirements — plan confirmation still needed

2 providers · 1 locations. Services: Injectables — neuromodulators / dermal fillers; Facials / skin treatments.

The leading documented options are close. Compare trade-offs in a demo.

Candidates for an itemized quote: AestheticsPro, Pabau, Vagaro.

Costs not calculated. Obtain complete written quotes; affordability is not established by the score.

Future: Documented requirements — plan confirmation still needed

6 providers · 2 locations. Services: Injectables — neuromodulators / dermal fillers; Facials / skin treatments.

The first documented option scores higher for your selected priorities. Verify plan-level availability in a demo.

Candidates for an itemized quote: Pabau, PatientNow, AestheticsPro.

Costs not calculated. Obtain complete written quotes; affordability is not established by the score.

Illustrative cost context: $25,560.00 versus $25,300.00 over 24 months at Today’s scale. These synthetic inputs explain the calculation. Affordability for Today and Future still requires written quotes.

Next step: request the same workflow demo, written scope and complete quote from the candidates. Confirm export, membership continuity and contract terms before committing. Editorial preference scores appear in the appendix; they do not resolve missing evidence.

The evidence appendix contains the scoring audit, sources, assumptions, cost inputs, disclosures and risks for further review.

Detailed Evidence & Methodology

Evidence appendix

Facts, defaults and unknowns

Hypothetical Florida clinic, authored by Med Spa Software Fit on October 22, 2026 for independent review by Navin. Changes below are scenario edits, not facts about a real practice.

Original brief context: Florida · Injectables and facial treatments. Source date: 2026-10-22. Scenario horizon: 24 months.

Today input sources

Provided requirements / user inputs: Services: Injectables — neuromodulators / dermal fillers; Facials / skin treatments; Providers: 2; Locations: 1; Memberships / packages: Selected / required; Inventory: Selected / required; Before / after photos: Selected / required; Clinical charting: Selected / required; Digital consent: Selected / required; Current software switch: Choosing a first system

Defaults / assumptions: Clinical workflow: Injectables / advanced medical (model category); Appointments / month: 200–750; Monthly budget bucket: $200–$500; E-prescribing: Not selected; need not established; Injectable / batch tracking: Not selected; need not established; Recall traceability: Not selected; need not established; Marketing: Not selected; need not established; Integrations: Not selected; need not established; Current onboarding / import help: Standard / not prioritized (scenario setting); Human support: Standard / not prioritized (scenario setting); Contract flexibility: Standard / not prioritized (scenario setting); Consolidate tools: Not selected; need not established; Existing stack: none

Future input sources

Future plan / scenario: Providers: 6; Locations: 2

Defaults / assumptions: Services: Injectables — neuromodulators / dermal fillers; Facials / skin treatments; Clinical workflow: Injectables / advanced medical (model category); Appointments / month: 200–750; Monthly budget bucket: $200–$500; Memberships / packages: Selected / required; Inventory: Selected / required; Before / after photos: Selected / required; Clinical charting: Selected / required; Digital consent: Selected / required; E-prescribing: Not selected; need not established; Injectable / batch tracking: Not selected; need not established; Recall traceability: Not selected; need not established; Marketing: Not selected; need not established; Integrations: Not selected; need not established; Current software switch: Choosing a first system; Current onboarding / import help: Standard / not prioritized (scenario setting); Human support: Standard / not prioritized (scenario setting); Contract flexibility: Standard / not prioritized (scenario setting); Consolidate tools: Not selected; need not established; Existing stack: none

Intended Today budget $200–400/month; model bucket $200–500. This is not a verified cost limit.

Unknown until supplied: vendor plan and tariffs, billable users, card volume and transaction counts, exit fees, future migration costs, insurance requirements. Appointment volume is not known from the Florida brief; any selected bucket is an assumption unless explicitly supplied.

Services and operational requirements

Service selection is context, not vendor evidence. Only explicitly required workflows affect evidence gates; suggestions are not automatically required. General charting does not establish treatment-specific templates, device parameters or specialist suitability.

Today services

Injectables — neuromodulators / dermal fillers; Facials / skin treatments

Clinical preference used by the existing score: advanced. This is an editorial category, not treatment-level validation.

Injectables — neuromodulators / dermal fillers: Review product/dose/site records and lot/expiry capture. This category does not assert that both neuromodulators and fillers are offered. Clinical charting: Required by selected settings; Digital consent: Required by selected settings; Before / after photos: Required by selected settings; Inventory: Required by selected settings; Injectable / batch tracking: Not required / not established; Treatment-specific templates / device parameters: Not required / not established.
Facials / skin treatments: Review treatment history, products used, service duration and follow-up photos where relevant. Clinical charting: Required by selected settings; Digital consent: Required by selected settings; Before / after photos: Required by selected settings; Inventory: Required by selected settings; Appointment scheduling: Not required / not established.

Additional required workflows: none explicitly selected. Scheduling, shared-resource controls and treatment-specific templates/parameters are unknown in the current registry; obtain a workflow demo and written scope.

Future services

Injectables — neuromodulators / dermal fillers; Facials / skin treatments

Clinical preference used by the existing score: advanced. This is an editorial category, not treatment-level validation.

Injectables — neuromodulators / dermal fillers: Review product/dose/site records and lot/expiry capture. This category does not assert that both neuromodulators and fillers are offered. Clinical charting: Required by selected settings; Digital consent: Required by selected settings; Before / after photos: Required by selected settings; Inventory: Required by selected settings; Injectable / batch tracking: Not required / not established; Treatment-specific templates / device parameters: Not required / not established.
Facials / skin treatments: Review treatment history, products used, service duration and follow-up photos where relevant. Clinical charting: Required by selected settings; Digital consent: Required by selected settings; Before / after photos: Required by selected settings; Inventory: Required by selected settings; Appointment scheduling: Not required / not established.

Service expansion: Added: none. Removed: none. Unchanged Future services inherit Today unless explicitly edited; they are scenario assumptions, not a growth forecast.

Software shortlist

Close call: The leading documented options are close. Compare trade-offs in a demo.

Fit score measures alignment with selected preferences, not proof that required capabilities are available. Documented requirements rank ahead of options needing verification; fewer unverified must-haves rank first, then the unrounded preference score.

#1 AestheticsPro

Strong fit · Approximate fit 94/100

Published reference pricing — vendor-documented. $160/mo Pro-Plus for 2 users (max 3); $285 Executive; $350 Enterprise. Extra users, sites and add-ons require verification.

Checked: 2026-11-02. Pro-Plus maximum three users; starred features can cost extra; obtain all-location pricing. This is not an itemized proposal and is not imported into the calculator. Official pricing source

Best if: smaller practices avoiding enterprise complexity; advanced clinical workflows

Watch out: Confirm pricing, terms and required capabilities.

#2 Pabau

Strong fit · Approximate fit 94/100

Published reference pricing — vendor-documented. US quote required by user tier, locations and commitment; implementation and optional add-ons are separate.

Checked: 2026-11-02. The plans configurator defaults to GBP and commitments; no USD amount inferred for Florida. This is not an itemized proposal and is not imported into the calculator. Official pricing source

Best if: smaller practices avoiding enterprise complexity; advanced clinical workflows

Watch out: Confirm pricing, terms and required capabilities.

#3 Vagaro

Strong fit · Approximate fit 86/100

Published reference pricing — unknown. Current US quote required: regional redirects prevented stable USD tariff confirmation.

Checked: 2026-11-02. Retain the prior figures as historical context only; obtain a current USD quote. A regional page hash cannot verify US tariffs. This is not an itemized proposal and is not imported into the calculator. Official pricing source

Best if: smaller practices avoiding enterprise complexity; advanced clinical workflows

Watch out: Confirm pricing, terms and required capabilities.

Evidence and items to verify

AestheticsPro

Before / after photos: Documented by vendor (2026-09-22) · Source
Clinical charting: Documented by vendor (2026-09-22) · Source
Digital consent forms: Documented by vendor (2026-09-22) · Source
Inventory: Documented by vendor (2026-11-02) · Source
Memberships / packages: Documented by vendor (2026-11-02) · Source

Pabau

Before / after photos: Documented by vendor (2026-11-02) · Source
Clinical charting: Documented by vendor (2026-09-22) · Source
Digital consent forms: Documented by vendor (2026-09-22) · Source
Inventory: Documented by vendor (2026-11-02) · Source
Memberships / packages: Documented by vendor (2026-11-02) · Source

Vagaro

Before / after photos: Documented by vendor (2026-09-22) · Source
Clinical charting: Documented by vendor (2026-11-02) · Source
Digital consent forms: Documented by vendor (2026-09-22) · Source
Inventory: Documented by vendor (2026-11-02) · Source
Memberships / packages: Documented by vendor (2026-11-02) · Source

Suggested next steps

Review the shortlist against your must-have requirements; exclude options that fail a required need.
Request a demo and a written, itemized quote from each eligible vendor.
Use the questions below to verify workflows, contract terms, onboarding and any migration needs before deciding.

Questions for vendor demonstrations

Show how memberships, packages, freezes, cancellations, failed payments and cross-location redemption work.
Show inventory depletion from treatment through reorder, including multi-location transfers if applicable.
Show the before/after photo workflow, consent handling, storage, access controls and export process.
Give us the all-in monthly and first-year cost for our exact provider/location count, including onboarding, add-ons, payment fees and required modules.
What important workflow in our profile is not included in the quoted plan by default?
Show how staff, inventory, memberships, client records and reporting work across all locations without duplicate setup.

Decision Report: Today, Future and costs

Scores are approximate editorial preference alignment, not probabilities or proof of capabilities or affordability. Today and Future normalize the active weights separately: adding multi-location changes the denominator and the relative weight of every criterion. A higher Future score is not a forecast of improvement. Ranking prioritizes documented requirements, then fewer unverified must-haves, then the unrounded preference score; rounded ties do not imply equivalence.

One decision, separate scenarios. Today and Future use the same editorial scoring model and evidence dataset. Evidence status and the count of unverified must-haves take priority over preference scores; exact ties sort alphabetically; rounded scores are not proof of a meaningful difference.

Florida · Injectables and facial treatments. Intended Today budget $200–400/month; model bucket $200–500. This is not a verified cost limit. Growth horizon: 24 months; capability evidence is evaluated as of report generation, not forecast to that future date.

Every selected must-have, including inventory, memberships and multi-location operations, needs current vendor documentation. Unknown means verification needed, not absence. Editorial ratings affect preference scores only; they cannot confirm a capability. Florida is context only, not a state-specific regulatory assessment.

Today score audit

AestheticsPro: 94/100

Team size: 22.2 / 25.5 weighted points; Clinical workflow: 29.8 / 29.8 weighted points; Budget preference: 12.8 / 12.8 weighted points; Memberships: 8.0 / 10.6 weighted points; Inventory: 12.8 / 12.8 weighted points; Photos: 8.5 / 8.5 weighted points.

Evidence gaps: None recorded for selected evidence fields; this is not an independent audit or verification of every feature.

Pabau: 94/100

Team size: 19.1 / 25.5 weighted points; Clinical workflow: 29.8 / 29.8 weighted points; Budget preference: 12.8 / 12.8 weighted points; Memberships: 10.6 / 10.6 weighted points; Inventory: 12.8 / 12.8 weighted points; Photos: 8.5 / 8.5 weighted points.

Evidence gaps: None recorded for selected evidence fields; this is not an independent audit or verification of every feature.

Vagaro: 86/100

Team size: 22.2 / 25.5 weighted points; Clinical workflow: 22.3 / 29.8 weighted points; Budget preference: 12.8 / 12.8 weighted points; Memberships: 10.6 / 10.6 weighted points; Inventory: 9.6 / 12.8 weighted points; Photos: 8.5 / 8.5 weighted points.

Evidence gaps: None recorded for selected evidence fields; this is not an independent audit or verification of every feature.

What changes the preference order?

Today: AestheticsPro versus Pabau — Team size: +3.1 editorial points; Memberships: -2.7 editorial points. Capability evidence remains separate: AestheticsPro has 0 unverified must-haves; Pabau has 0. Fewer gaps take priority over preference points. Selected capability claims are vendor-documented; quoted plans and exit portability still need validation.

Future: Pabau versus PatientNow — Budget preference: +3.9 editorial points; Memberships: +2.0 editorial points. Capability evidence remains separate: Pabau has 0 unverified must-haves; PatientNow has 0. Fewer gaps take priority over preference points. Selected capability claims are vendor-documented; quoted plans and exit portability still need validation.

Largest active influences: Clinical workflow (about 30% of Today weight), Team size (about 26% of Today weight), Budget preference (about 13% of Today weight). Location growth adds multi-location operations to Future.

Future assumptions

2 to 6 providers; 1 to 2 locations. Other changed assumptions: none; all other Today needs retained.

The first documented option scores higher for your selected priorities. Verify plan-level availability in a demo.

Future ranking and risks

#1 Pabau — documented selected requirements

Editorial preference score: 98/100 — not evidence of capability. 0 unverified must-haves.

Multi-location operations: 23.0 of 23.0 weighted points; Clinical workflow: 23.0 of 23.0 weighted points; Team size: 18.1 of 19.7 weighted points.

Why this approximate score · 98/100

Editorial ratings of fit, not measured capability strength. Points and alignment are rounded; required workflows are checked separately against evidence. This is not a success probability or a verified price comparison.

Team size: 18.1 / 19.7 points · alignment 92%
Multi-location operations: 23.0 / 23.0 points · alignment 100%
Clinical workflow: 23.0 / 23.0 points · alignment 100%
Budget preference: 9.8 / 9.8 points · alignment 100%
Memberships: 8.2 / 8.2 points · alignment 100%
Inventory: 9.8 / 9.8 points · alignment 100%
Photos: 6.6 / 6.6 points · alignment 100%

Display values are approximate; unrounded values determine order. Rounded scores may look identical. Fewer unverified must-haves rank ahead of preference scores. Exact ties within the same evidence status and gap count sort alphabetically, with no preference implied. Several vendors can fully satisfy the same selected criterion.

Required capabilities needing verification: none selected or flagged. Missing required features: none flagged.

Risks: Confirm quoted plan, scale, onboarding, contract and exit terms.

Before / after photos: verified · checked 2026-11-02 · Source

Clinical charting: verified · checked 2026-09-22 · Source

Digital consent forms: verified · checked 2026-09-22 · Source

Multi-location operations: verified · checked 2026-11-02 · Source

Inventory: verified · checked 2026-11-02 · Source

Memberships / packages: verified · checked 2026-11-02 · Source

#2 PatientNow — documented selected requirements

Editorial preference score: 92/100 — not evidence of capability. 0 unverified must-haves.

Multi-location operations: 23.0 of 23.0 weighted points; Clinical workflow: 23.0 of 23.0 weighted points; Team size: 18.1 of 19.7 weighted points.

Why this approximate score · 92/100

Team size: 18.1 / 19.7 points · alignment 92%
Multi-location operations: 23.0 / 23.0 points · alignment 100%
Clinical workflow: 23.0 / 23.0 points · alignment 100%
Budget preference: 5.9 / 9.8 points · alignment 60%
Memberships: 6.1 / 8.2 points · alignment 75%
Inventory: 9.8 / 9.8 points · alignment 100%
Photos: 6.6 / 6.6 points · alignment 100%

Required capabilities needing verification: none selected or flagged. Missing required features: none flagged.

Risks: Confirm quoted plan, scale, onboarding, contract and exit terms.

Before / after photos: verified · checked 2026-11-02 · Source

Clinical charting: verified · checked 2026-11-02 · Source

Digital consent forms: verified · checked 2026-11-02 · Source

Multi-location operations: verified · checked 2026-11-02 · Source

Inventory: verified · checked 2026-11-02 · Source

Memberships / packages: verified · checked 2026-11-02 · Source

#3 AestheticsPro — documented selected requirements

Editorial preference score: 92/100 — not evidence of capability. 0 unverified must-haves.

Clinical workflow: 23.0 of 23.0 weighted points; Multi-location operations: 19.7 of 23.0 weighted points; Team size: 17.1 of 19.7 weighted points.

Why this approximate score · 92/100

Team size: 17.1 / 19.7 points · alignment 87%
Multi-location operations: 19.7 / 23.0 points · alignment 86%
Clinical workflow: 23.0 / 23.0 points · alignment 100%
Budget preference: 9.8 / 9.8 points · alignment 100%
Memberships: 6.1 / 8.2 points · alignment 75%
Inventory: 9.8 / 9.8 points · alignment 100%
Photos: 6.6 / 6.6 points · alignment 100%

Required capabilities needing verification: none selected or flagged. Missing required features: none flagged.

Risks: Confirm quoted plan, scale, onboarding, contract and exit terms.

Before / after photos: verified · checked 2026-09-22 · Source

Clinical charting: verified · checked 2026-09-22 · Source

Digital consent forms: verified · checked 2026-09-22 · Source

Multi-location operations: verified · checked 2026-11-02 · Source

Inventory: verified · checked 2026-11-02 · Source

Memberships / packages: verified · checked 2026-11-02 · Source

#4 Boulevard — documented selected requirements

Editorial preference score: 90/100 — not evidence of capability. 0 unverified must-haves.

Multi-location operations: 23.0 of 23.0 weighted points; Team size: 18.1 of 19.7 weighted points; Clinical workflow: 17.2 of 23.0 weighted points.

Why this approximate score · 90/100

Team size: 18.1 / 19.7 points · alignment 92%
Multi-location operations: 23.0 / 23.0 points · alignment 100%
Clinical workflow: 17.2 / 23.0 points · alignment 75%
Budget preference: 9.8 / 9.8 points · alignment 100%
Memberships: 8.2 / 8.2 points · alignment 100%
Inventory: 7.4 / 9.8 points · alignment 75%
Photos: 6.6 / 6.6 points · alignment 100%

Required capabilities needing verification: none selected or flagged. Missing required features: none flagged.

Risks: Confirm quoted plan, scale, onboarding, contract and exit terms.

Before / after photos: verified · checked 2026-11-02 · Source

Clinical charting: verified · checked 2026-09-22 · Source

Digital consent forms: verified · checked 2026-09-22 · Source

Multi-location operations: verified · checked 2026-11-02 · Source

Inventory: verified · checked 2026-11-02 · Source

Memberships / packages: verified · checked 2026-11-02 · Source

#5 Vagaro — documented selected requirements

Editorial preference score: 89/100 — not evidence of capability. 0 unverified must-haves.

Multi-location operations: 23.0 of 23.0 weighted points; Clinical workflow: 17.2 of 23.0 weighted points; Team size: 17.1 of 19.7 weighted points.

Why this approximate score · 89/100

Team size: 17.1 / 19.7 points · alignment 87%
Multi-location operations: 23.0 / 23.0 points · alignment 100%
Clinical workflow: 17.2 / 23.0 points · alignment 75%
Budget preference: 9.8 / 9.8 points · alignment 100%
Memberships: 8.2 / 8.2 points · alignment 100%
Inventory: 7.4 / 9.8 points · alignment 75%
Photos: 6.6 / 6.6 points · alignment 100%

Required capabilities needing verification: none selected or flagged. Missing required features: none flagged.

Risks: Confirm quoted plan, scale, onboarding, contract and exit terms.

Before / after photos: verified · checked 2026-09-22 · Source

Clinical charting: verified · checked 2026-11-02 · Source

Digital consent forms: verified · checked 2026-09-22 · Source

Multi-location operations: verified · checked 2026-11-02 · Source

Inventory: verified · checked 2026-11-02 · Source

Memberships / packages: verified · checked 2026-11-02 · Source

#6 Zenoti — documented selected requirements

Editorial preference score: 89/100 — not evidence of capability. 0 unverified must-haves.

Multi-location operations: 23.0 of 23.0 weighted points; Clinical workflow: 23.0 of 23.0 weighted points; Team size: 15.7 of 19.7 weighted points.

Why this approximate score · 89/100

Team size: 15.7 / 19.7 points · alignment 80%
Multi-location operations: 23.0 / 23.0 points · alignment 100%
Clinical workflow: 23.0 / 23.0 points · alignment 100%
Budget preference: 3.0 / 9.8 points · alignment 30%
Memberships: 8.2 / 8.2 points · alignment 100%
Inventory: 9.8 / 9.8 points · alignment 100%
Photos: 6.6 / 6.6 points · alignment 100%

Required capabilities needing verification: none selected or flagged. Missing required features: none flagged.

Risks: Confirm quoted plan, scale, onboarding, contract and exit terms.

Before / after photos: verified · checked 2026-09-22 · Source

Clinical charting: verified · checked 2026-09-22 · Source

Digital consent forms: verified · checked 2026-09-22 · Source

Multi-location operations: verified · checked 2026-11-02 · Source

Inventory: verified · checked 2026-11-02 · Source

Memberships / packages: verified · checked 2026-11-02 · Source

#7 Phorest — documented selected requirements

Editorial preference score: 85/100 — not evidence of capability. 0 unverified must-haves.

Multi-location operations: 23.0 of 23.0 weighted points; Team size: 15.7 of 19.7 weighted points; Clinical workflow: 11.5 of 23.0 weighted points.

Why this approximate score · 85/100

Team size: 15.7 / 19.7 points · alignment 80%
Multi-location operations: 23.0 / 23.0 points · alignment 100%
Clinical workflow: 11.5 / 23.0 points · alignment 50%
Budget preference: 9.8 / 9.8 points · alignment 100%
Memberships: 8.2 / 8.2 points · alignment 100%
Inventory: 9.8 / 9.8 points · alignment 100%
Photos: 6.6 / 6.6 points · alignment 100%

Required capabilities needing verification: none selected or flagged. Missing required features: none flagged.

Risks: advanced clinical workflows may not be a strong fit; verify with the vendor

Before / after photos: verified · checked 2026-09-22 · Source

Clinical charting: verified · checked 2026-09-22 · Source

Digital consent forms: verified · checked 2026-09-22 · Source

Multi-location operations: verified · checked 2026-11-02 · Source

Inventory: verified · checked 2026-11-02 · Source

Memberships / packages: verified · checked 2026-11-02 · Source

#8 Mangomint — documented selected requirements

Editorial preference score: 84/100 — not evidence of capability. 0 unverified must-haves.

Multi-location operations: 23.0 of 23.0 weighted points; Team size: 18.1 of 19.7 weighted points; Clinical workflow: 11.5 of 23.0 weighted points.

Why this approximate score · 84/100

Team size: 18.1 / 19.7 points · alignment 92%
Multi-location operations: 23.0 / 23.0 points · alignment 100%
Clinical workflow: 11.5 / 23.0 points · alignment 50%
Budget preference: 9.8 / 9.8 points · alignment 100%
Memberships: 8.2 / 8.2 points · alignment 100%
Inventory: 7.4 / 9.8 points · alignment 75%
Photos: 6.6 / 6.6 points · alignment 100%

Required capabilities needing verification: none selected or flagged. Missing required features: none flagged.

Risks: advanced clinical workflows may not be a strong fit; verify with the vendor

Before / after photos: verified · checked 2026-09-22 · Source

Clinical charting: verified · checked 2026-09-22 · Source

Digital consent forms: verified · checked 2026-09-22 · Source

Multi-location operations: verified · checked 2026-11-02 · Source

Inventory: verified · checked 2026-11-02 · Source

Memberships / packages: verified · checked 2026-11-02 · Source

Today cost comparison

Not calculated. Request written quotes and enter the missing assumptions. Unknown fees are not zero; no vendor prices have been inferred from the fit score.

Future cost comparison

Not calculated. Request written quotes and enter the missing assumptions. Unknown fees are not zero; no vendor prices have been inferred from the fit score.

Today and Future costs are independent fixed-input scenarios, not consecutive stages or a blended growth forecast. Do not add their totals together without defining the periods. Provider counts are not assumed to equal billable accounts. Quotes and evidence require vendor verification; no prices are inferred from rankings.

Future exit and continuity risks

This is separate from current onboarding/import help. Published terms document limited paths, not a tested full migration. Payment tokens, membership balances, clinical files and the receiving system still need validation.

AestheticsPro: Exit review required — documentation is not a portability guarantee

Data portability: Documented scope only — confirm the signed plan. Application exports are described; custom record exports can include PDF forms/charts, photos and documents. Plan/region limits: Coordinate with termination notice; verify completeness, format and continuing access. Checked 2026-11-02. Official source Request a sample export of charting, signed consent, original photos, inventory and audit history. Confirm format, completeness, access after cancellation and a test import into another system.
Membership continuity: Unknown — request written evidence. Migration of recurring payment authorizations and complete active membership obligations has not been established from these sources. Plan/region limits: Feature support, cross-site redemption and report export do not prove transfer to another platform; request a tested migration scope. Checked 2026-11-02. Official source Confirm transfer of balances, packages, freezes, failed payments and cross-location redemption. Ask which payment tokens and recurring mandates cannot move and require client reauthorization.
Contract and access: Documented scope only — confirm the signed plan. Published service terms describe annual renewal, 30-day non-renewal notice and potential remaining-term charges for early exit. Plan/region limits: The signed order controls the initial term and applicable charges. Checked 2026-11-02. Official source Obtain renewal, notice, termination, data retention, export charges and post-exit access terms in writing for the actual plan.
Transition costs: Documented scope only — confirm the signed plan. Published terms list basic record export at $250 up to 500 records and a $0.50 rate above 500, with custom work charged at development rates. Plan/region limits: Wording and applicable total require a written quote; this is not an automatic calculator input. Checked 2026-11-02. Official source Request exit/export fees, the receiving system’s import quote, staff validation/training time, downtime and contract overlap. Unknown costs remain unknown, not zero.

Pabau: Exit review required — documentation is not a portability guarantee

Data portability: Documented scope only — confirm the signed plan. Self-service report export and individual EMR downloads are described; managed exports use patient folders and PDF records/attachments. Plan/region limits: Paid and termination-linked free routes differ; permissions, timing and completeness need confirmation. Checked 2026-11-02. Official source Request a sample export of charting, signed consent, original photos, inventory and audit history. Confirm format, completeness, access after cancellation and a test import into another system.
Membership continuity: Unknown — request written evidence. Migration of recurring payment authorizations and complete active membership obligations has not been established from these sources. Plan/region limits: Feature support, cross-site redemption and report export do not prove transfer to another platform; request a tested migration scope. Checked 2026-11-02. Official source Confirm transfer of balances, packages, freezes, failed payments and cross-location redemption. Ask which payment tokens and recurring mandates cannot move and require client reauthorization.
Contract and access: Documented scope only — confirm the signed plan. Terms distinguish rolling monthly subscriptions from prepaid 12/24/36-month commitments, with renewal/notice conditions. Plan/region limits: Guarantee eligibility and refund wording differ within the published document; confirm governing order and jurisdiction. Checked 2026-11-02. Official source Obtain renewal, notice, termination, data retention, export charges and post-exit access terms in writing for the actual plan.
Transition costs: Documented scope only — confirm the signed plan. Terms publish a paid managed export (£450 plus VAT) and a free termination export subject to written notice. Plan/region limits: GBP policy is not a Florida USD quote; exit fees and unpaid commitments must be confirmed in writing. Checked 2026-11-02. Official source Request exit/export fees, the receiving system’s import quote, staff validation/training time, downtime and contract overlap. Unknown costs remain unknown, not zero.

Vagaro: Exit review required — documentation is not a portability guarantee

Data portability: Documented scope only — confirm the signed plan. Business owners can export customer lists to Excel or PDF on phone or desktop. Plan/region limits: Only the owner can export; this does not establish bulk charts, photos, memberships or payment-token portability. Checked 2026-11-02. Official source Request a sample export of charting, signed consent, original photos, inventory and audit history. Confirm format, completeness, access after cancellation and a test import into another system.
Membership continuity: Unknown — request written evidence. Migration of recurring payment authorizations and complete active membership obligations has not been established from these sources. Plan/region limits: Feature support, cross-site redemption and report export do not prove transfer to another platform; request a tested migration scope. Checked 2026-11-02. Official source Confirm transfer of balances, packages, freezes, failed payments and cross-location redemption. Ask which payment tokens and recurring mandates cannot move and require client reauthorization.
Contract and access: Unknown — request written evidence. Previously reviewed US software/merchant cancellation claims could not be revalidated against a stable US regional page in this audit. Plan/region limits: Keep historical terms as unconfirmed; request the governing US software, merchant and hardware agreements. Checked 2026-11-02. Official source Obtain renewal, notice, termination, data retention, export charges and post-exit access terms in writing for the actual plan.
Transition costs: Unknown — request written evidence. Previously reviewed US software/merchant cancellation claims could not be revalidated against a stable US regional page in this audit. Plan/region limits: Keep historical terms as unconfirmed; request the governing US software, merchant and hardware agreements. Checked 2026-11-02. Official source Request exit/export fees, the receiving system’s import quote, staff validation/training time, downtime and contract overlap. Unknown costs remain unknown, not zero.

PatientNow: Exit review required — documentation is not a portability guarantee

Data portability: Unknown — request written evidence. A complete export format, timing and fee commitment was not established from the current master terms. Plan/region limits: Access ends on termination; request a written data-return/export schedule before cancellation. Checked 2026-11-02. Official source Request a sample export of charting, signed consent, original photos, inventory and audit history. Confirm format, completeness, access after cancellation and a test import into another system.
Membership continuity: Unknown — request written evidence. Migration of recurring payment authorizations and complete active membership obligations has not been established from these sources. Plan/region limits: Feature support, cross-site redemption and report export do not prove transfer to another platform; request a tested migration scope. Checked 2026-11-02. Official source Confirm transfer of balances, packages, freezes, failed payments and cross-location redemption. Ask which payment tokens and recurring mandates cannot move and require client reauthorization.
Contract and access: Documented scope only — confirm the signed plan. The order defines the term; default renewal is at least twelve months with 60-day written non-renewal notice. Plan/region limits: The signed order may override defaults; blanket no-long-term-contract is not supported. Checked 2026-11-02. Official source Obtain renewal, notice, termination, data retention, export charges and post-exit access terms in writing for the actual plan.
Transition costs: Unknown — request written evidence. No complete export or early-exit fee total is established for this hypothetical practice. Plan/region limits: Term and outstanding fees depend on the order; request a quote. Checked 2026-11-02. Official source Request exit/export fees, the receiving system’s import quote, staff validation/training time, downtime and contract overlap. Unknown costs remain unknown, not zero.

Calculator implementation, training and overlap inputs cover only the entered quote scenario; published exit fees are never prefilled. Obtain separate estimates for the actual transition and signed contract.

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