Med spa software cost calculator
Compare two complete quotes over the same period. See recurring fees, payment processing and transition costs separately.
The prefilled numbers are fictional examples, not market prices. Replace them with your proposals. Usage events contain only the tool identifier and action; your cost inputs are not sent to analytics.
Quote B is $1,220 lower over this period.
This is a cost comparison, not a recommendation. Required workflows and migration risk still need validation.
| Cost component | Quote A | Quote B |
|---|---|---|
| Software + add-ons / month | $240 | $240 |
| Payment processing / month | $825 | $765 |
| One-time fees + valued time + overlap | $240 | $1,180 |
| Recurring total / month | $1,065 | $1,005 |
| Total over 36 months | $38,580 | $37,360 |
| Total divided by months | $1,071.67 | $1,037.78 |
Quote B’s extra upfront cost equals its recurring savings after approximately 15.7 months. This assumes all entered rates remain unchanged.
How the calculation works
- Monthly software = location fee × locations + user fee × total billable users + all-location add-ons.
- Monthly processing = card volume × percentage ÷ 100 + card transactions × fixed transaction fee.
- One-time cost = implementation + internal hours × hourly value + total old-system overlap.
- Period total = (software + processing) × months + one-time cost.
Overlap is an amount, not a number of months. Include the total old-system cost that will be paid during transition. The total includes the economic value of staff time; enter a zero hourly value for a cash-only scenario.
What the estimate leaves out
Rates and usage stay constant throughout the period. Taxes, financing, inflation, renewal increases, promotional expiry, tier changes, hardware, refunds, disputes and unentered fees are excluded. Put known recurring extras in add-ons and known one-time extras in implementation, without double counting.
Run separate scenarios for different payment channels, billable-user definitions or growth. No revenue recovery, retention lift or payroll saving is assumed. An unknown fee is not automatically zero: request it before treating a comparison as decision-ready.
Check the example by hand
At one location with four billable users, Quote A’s software is $150 + 4 × $10 + $50 = $240/month. Processing is $30,000 × 2.7% + 150 × $0.10 = $825/month. Eight staff hours at $30 cost $240 in valued time. Over 36 months the total is $38,580.
What to do with the result
A lower total does not prove software fits your practice. Verify the required workflows, read the pricing guide and audit switching costs before committing. For complex fees, compare the actual contract schedules outside this simplified tool.
Build my software shortlistSources & editorial approach
Reviewed October 19, 2026. Workflow examples and checklists are original editorial guidance. Vendor documentation describes vendor claims; verify the quoted plan and configuration. Examples are illustrative and do not establish outcomes.
Clinical content describes software evaluation, not treatment protocols. Have the appropriate professionals review clinical and legal requirements for your practice.
How the matcher and disclosures work