In this guide
Medspa CRM pricing runs from about $24 a month for basic scheduling tools to $1,000 or more per provider for full enterprise EMR platforms. Most medspa-specific CRMs land between $165 and $410 a month, before setup fees, data migration, and add-ons that can add another $500 to $5,000 in year one.
That range is wide because “medspa CRM” isn’t one product. It’s three: a scheduling tool with light CRM features, a purpose-built medspa CRM with pipeline and automation, and a full clinical EMR with charting and e-prescribing. The number a vendor quotes you depends on which one they’re selling, and most sales calls don’t say which one that is. This guide breaks down what actually drives the price, what most quotes leave off, and what Nexus One Hub charges, plainly.
What you’ll actually pay for a medspa CRM in 2026
Three tiers cover most of the market.
Basic scheduling and light CRM tools start around $24 to $100 a month. These handle booking and a simple client list. They don’t do pipeline stages, automated follow-up sequences, or real reporting.
Medspa-specific CRM platforms, the category built for treatment rooms instead of sales teams, mostly run $165 to $410 a month. Pabau, AestheticsPro, and Mangomint sit in this band, and pricing usually scales with the number of providers or locations on the account.
Full clinical EMR platforms with charting, e-prescribing, and compliance tooling start around $400 a month per location and run past $1,000 a month per provider for enterprise setups. PatientNow’s own comparison of 12 platforms puts most mid-tier options between $370 and $420 a month, with enterprise EMR pricing well above that.
The gap between the cheapest and most expensive number in a Google search isn’t a pricing mistake. It’s three different products answering the same search term.
How medspa CRM pricing is structured
Vendors price one of three ways, and the structure matters more than the sticker price on its own.
Per provider, per month. Each treating provider on the account adds to the bill, typically $50 to $300 per provider. A solo practice pays the base rate. A five-provider clinic multiplies it by five.
Per location, per month. A flat fee covers unlimited users at one site, usually $400 to $1,000 or more. This favors a practice with several providers under one roof and penalizes a group running several small locations.
Flat platform fee. One price for the whole account regardless of provider count. This is more common on all-in-one platforms that bundle CRM, marketing, and booking into a single subscription.
Ask which model a quote is using before you compare two numbers side by side. $299 a month flat and $299 a month per provider are not the same product, and the difference shows up on your first invoice the moment you have more than one provider on staff.
Run the maths on your own headcount before signing. A $150-per-provider quote for a three-provider practice comes to $450 a month before a single feature has been compared. A $299 flat plan looks more expensive than that same per-provider quote for a solo practice, and becomes the cheaper option the moment a second provider joins.
The fees most quotes don’t include
The number on a pricing page is rarely the number on your first invoice.
- Setup and implementation: $500 to $3,000, one-time, depending on how much configuration the platform needs before it’s ready to run.
- Data migration: $1,000 to $5,000 if you’re moving client history, treatment notes, and photos out of an existing system.
- Payment processing: 2.5% to 3% per transaction, charged separately from the platform fee, on every card payment that runs through the system.
- Add-ons: photo storage, inventory tracking, custom consent forms, and e-prescribing often sit outside the base plan, each adding roughly $30 to $150 a month.
- Contract lock-in: some platforms require an annual term. Cancelling early can mean paying out the remaining months, not just losing a deposit.
None of these are hidden in the sense of being concealed. They’re usually sitting in a pricing FAQ or mentioned once on a sales call, just not attached to the number that brought you in. Ask for the fully loaded monthly cost, not the starting price, before you sign anything.
What actually moves the price up or down
Four things change the number more than anything on a features list.
Provider and location count. This is the single biggest driver on a per-provider or per-location plan. Know your growth plan for the next 12 months before comparing quotes. Adding a provider or opening a second location changes the bill immediately, not gradually.
AI and automation depth. Basic reminder texts cost less than a system that qualifies, routes, and books a lead without a human touching it. The gap between a $199 plan and a $399 plan is usually the automation layer, not the calendar underneath it.
Integrations. Connecting to an existing EMR, payment processor, or marketing tool sometimes carries its own setup fee, separate from the CRM subscription itself.
Support level. A platform with a dedicated onboarding call and ongoing support costs more than a self-serve signup. For a team that won’t have time to configure workflows on their own, that difference is usually worth paying for.
Compliance and security requirements. A platform running on SOC 2 Type II certified infrastructure, with a signed Business Associate Agreement available for treatment-specific messaging, tends to sit at a higher price point than a consumer scheduling app that’s never handled protected health information. That’s not a markup. It’s the cost of running infrastructure built for a regulated industry, and it’s worth confirming before you assume the cheapest option is comparable.
Is the cheaper CRM actually cheaper?
The real question isn’t whether $299 a month is expensive. It’s what one recovered lead a week is worth to your practice. A booked consultation from paid ads typically costs $80 to $200 to generate. If a CRM’s automation recovers even five leads a week that would otherwise have gone cold, the platform has already paid for itself before the rest of the feature list matters.
A practice manager came to us running seven separate tools: one for booking, one for email, one for SMS, one for reviews, one for CRM, one for reporting, one for chat. None of them talked to each other, so she was manually exporting spreadsheets between them every Monday. Individually, each tool looked cheap. Added up, with the hours spent stitching them together by hand, it wasn’t. Moving to one platform took 48 hours to set up and saved her team an estimated 6 hours a week that used to go into exports no one asked for.
The lowest sticker price and the lowest total cost are rarely the same number. Add up what you’re actually running today, including the hours spent on manual work, before deciding a $199 quote is more expensive than what you have.
Nexus One Hub pricing, plainly
Three plans, no per-provider surcharge, no contract.
- Starter, $199 a month (was $250): unlimited contacts and users, live chat, an all-in-one inbox, pipelines and opportunities.
- Pro, $299 a month (was $400): everything in Starter, plus the social media planner, marketing automation, and full reporting.
- Growth, $399 a month (was $500): everything in Pro, plus the landing page builder, gated review automation, and calendar scheduling.
Setup fee varies by plan and complexity, mainly data migration and multi-location configuration, so ask for the actual number on the call rather than assuming it’s zero. AI usage (calls, SMS) is billed separately based on volume, the same way most platforms charge for it. We just say so upfront instead of leaving it for the invoice. WhatsApp is a $29 a month add-on if you need it. No long-term contract on any plan, cancel any time. See the full plan comparison for everything included at each tier.
That’s every number. If a quote from anywhere else doesn’t put setup, migration, and monthly cost in the same conversation, ask for one before you sign.
How to budget for a medspa CRM in year one
Run the maths before you compare feature lists.
- Take the monthly platform fee and multiply by 12.
- Add a realistic setup and migration estimate: $0 if you’re new to CRM software, $1,000 to $5,000 if you’re moving history out of an existing system.
- Add payment processing at 2.5% to 3% of whatever card volume runs through the platform.
- Add any add-ons you already know you’ll need, such as photo storage, WhatsApp, or inventory tracking.
For most solo to five-provider practices, that lands between $2,500 and $6,000 for year one, including setup. Multi-location groups on a per-provider model should expect that number to scale directly with headcount, not stay flat.
Take a three-provider practice choosing the Pro plan at $299 a month. That’s $3,588 for the year. Add $1,500 to migrate five years of client history and treatment notes out of a spreadsheet-and-paper system. Add roughly $900 for card processing at 3% on $30,000 a month in treatment revenue running through the platform. Total year-one cost: close to $6,000, and most of it is the recurring subscription, not the one-time setup.
Nexus One Hub clients have generated $37 million in tracked revenue since 2022, with an average client ROI of 7x. That’s the number to weigh the year-one cost against, not the monthly fee sitting on its own.
When a medspa CRM isn’t worth $399 a month yet
If your practice sees fewer than 30 inbound leads a month, start with a simpler, cheaper tool. The automation in a $299 or $399 plan earns its cost back on volume, and a 3-client-a-month business doesn’t have the lead flow yet to make that maths work.
And if your team won’t log interactions in whatever CRM you choose, no price point fixes that. A CRM is a process tool. If the process isn’t there, the software won’t build it for you.
For everyone past that point, the maths in this guide is the one to run against your own numbers, not the number on a pricing page.
Frequently asked
How much does a medspa CRM cost per month?
Most medspa-specific CRMs run $165 to $410 a month. Basic scheduling tools with light CRM features start around $24 to $100 a month, while full clinical EMR platforms with charting and e-prescribing start near $400 a month per location and can pass $1,000 a month per provider for enterprise setups.
Is medspa CRM pricing per provider or per location?
It depends on the vendor. Per-provider pricing typically runs $50 to $300 per provider a month and multiplies with headcount. Per-location pricing is usually $400 to $1,000 or more as a flat fee covering unlimited users at one site. Some platforms charge a single flat rate regardless of provider count. Always confirm which model a quote is using before comparing numbers.
What hidden fees should I expect with medspa CRM software?
Setup and implementation typically costs $500 to $3,000 one time. Data migration from an existing system runs $1,000 to $5,000. Payment processing is charged separately at 2.5% to 3% per transaction, and add-ons like photo storage, inventory tracking, or e-prescribing often add $30 to $150 a month on top of the base plan.
Are there setup fees for a medspa CRM?
Usually, yes. Setup and implementation typically runs $500 to $3,000, especially if data migration from a previous system is involved. Nexus One Hub’s setup fee varies by plan and complexity too, mainly driven by migration and multi-location configuration, so ask for the actual number on the call rather than assuming any plan is free to set up.
Is a cheaper medspa CRM actually cheaper overall?
Not always. A low sticker price doesn’t account for the hours spent running disconnected tools by hand, or the leads lost to slow follow-up. The more useful question is what a recovered lead is worth: a booked consultation from paid ads typically costs $80 to $200 to generate, so a CRM that recovers even a few leads a week can outweigh a higher monthly fee quickly.
How much does Nexus One Hub cost?
Starter is $199 a month, Pro is $299 a month, and Growth is $399 a month, each with no long-term contract. Setup fee varies by plan and complexity, mainly data migration and multi-location configuration, so confirm the actual number on the call. AI usage such as calls and SMS is billed separately based on volume, and WhatsApp is a $29 a month add-on if needed.
When is a medspa too small to need a paid CRM?
Under roughly 30 inbound leads a month, the automation in a $299 or $399 plan doesn’t have enough volume to earn its cost back yet. A simpler, cheaper scheduling tool is usually the better starting point until lead volume grows past that point.
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