Best med spa booking software in Australia
The best med spa booking software handles consent forms, multi-session treatment courses, memberships, and deposits on high-value procedures — not just a calendar. Bella Booking covers all four on its Professional plan at A$79 a month for unlimited team members, with zero commission, client photos, annotated treatment mapping, and treatment plans clients can book from.
What med spas need that generic salon software misses
A medical aesthetic clinic is not a hair salon with different services. The appointments are longer, the consumables are expensive, the paperwork is a legal requirement, and most of the revenue comes from courses and maintenance rather than one-off visits. That changes what your booking software has to do.
- Consent and medical history captured before every relevant treatment, signed and stored against the client
- Multi-session treatment courses sold upfront and drawn down visit by visit
- Recurring memberships for maintenance clients — skin health, injectable top-ups, monthly facials
- Deposits and cancellation cover on high-value procedures, where a missed appointment wastes consumables as well as the slot
- Practitioner matching, so injectables only appear as bookable with the practitioners qualified to perform them
- Treatment rooms and devices treated as bookable resources, not just team members
- Before-and-after photos on the client record, with the ability to mark up treatment areas
- Longer appointments with setup and cleanup time that clients never see
Most general salon software covers the first item badly, the middle three as paid add-ons, and the rest not at all. That is the gap worth testing when you shortlist.
Consent forms and medical intake
For injectables, laser, microneedling, and peels, a signed consent form is not administration — it is the record that protects you and your practitioner. Paper forms are slow at the front desk, easy to lose, and awkward to produce when you actually need them.
Look for a form builder rather than a fixed template, so you can build separate forms for injectables, laser, and skin treatments. Bella Booking includes 8 field types with signature capture, links each form to the specific services that need it, sends it automatically when the appointment is confirmed, and lets you set frequency — every appointment for a consent form, once per client for a medical history.
Test the retrieval, not the sending. Ask any platform you are trialling to show you a submitted form against a client from three months ago. If it takes more than two clicks, your compliance evidence is effectively unfindable.
Treatment courses and prepaid packages
Aesthetic treatments are sold in courses — six microneedling sessions, three sessions of laser per area, a series of peels. Selling the course upfront improves cash flow and completion rates, but only if the software tracks what has been used without your team keeping a spreadsheet.
Prepaid packages in Bella Booking are bought online or at the till, track sessions used and remaining, carry an expiry, and appear automatically at checkout when the client books a covered service. Clients see their remaining sessions in the My Packages portal, so the front desk stops fielding "how many do I have left" calls.
Treatment plans on top of packages
A package is a balance. A treatment plan is the programme — phases with week-based timeframes, the services recommended in each phase, and the homecare products in between. Bella Booking publishes the plan to the client's booking portal so they can see where they are up to, book the next treatment, and buy the recommended products. The plan is updated at each follow-up and every change is logged against the appointment it happened at.
Memberships for maintenance clients
Med spa revenue is far more predictable when maintenance clients are on a plan. A skin health membership might include one treatment a month plus a discount on everything else, billed automatically.
Bella Booking memberships bill recurring through Stripe across nine billing cycles, carry benefits with session tracking so the included treatment is counted correctly at checkout, can be bought online, and can be paused and resumed. Individual services and bundles can also be marked members only, which keeps them off your public booking page for non-members while your team can still book them for anyone from the dashboard.
Deposits and no-show cover on high-value treatments
A missed injectables appointment costs more than a missed blow-dry. Deposits are the single most effective control, and they need to be set per service rather than across the board — a A$50 deposit on a consultation, 20% on a laser course.
- Deposits as a fixed amount or a percentage, set per service
- Cancellation policies with automatic refunds inside the notice window
- Card on File, so a late-cancellation or no-show fee can be charged to the saved card
- Automated SMS and email reminders with one-click confirmation
- Minimum notice periods so a laser appointment cannot be booked online for the same afternoon
Bella Booking includes all of these on the plan rather than as add-ons, with SMS reminders included — 50 to 500 a month depending on plan.
Practitioner qualifications and treatment rooms
Not everyone can perform everything. Injectables may require a registered nurse; some devices require specific certification. Assign services only to the practitioners qualified to deliver them and online booking will enforce it — a client who picks dermal filler will only ever be offered the practitioners who can legally do it.
Rooms and devices are handled the same way. Bella Booking treats them as resources with their own capacity and availability, auto-assigns them at booking, and shows them on the scheduler, so two practitioners cannot both promise the one laser at 2pm.
Pricing by practitioner
Where a senior injector charges more than a junior for the same treatment, pricing tiers set the price and the duration by team member, and online booking shows the right one for whoever the client picks.
Photos, notes and the client record
Progress documentation is how you demonstrate results and how you stay consistent between visits. Store before-and-after photos against the client and the appointment, alongside notes, forms, and documents.
Bella Booking includes photo mark-up — pen, shapes, arrows, and text over any client or appointment photo, for mapping injection points or treatment areas. The annotated version saves as a copy, so the original clinical reference photo is never altered.
What booking software cannot do for a med spa
This is where most "best software" lists go quiet, so we will be direct about it. Booking software is not clinical practice management, and Bella Booking is booking software.
Bella Booking has no Medicare, DVA, or health fund claiming, no prescribing, no structured clinical notes, and no integrated card terminal. If your clinic bills Medicare or issues prescriptions, you need medical practice management software such as Gentu alongside — or instead of — a booking platform.
For a med spa where clients pay privately for cosmetic treatments, none of that applies, and a booking-first platform is usually the better fit: the client experience is better, it costs far less, and the parts you actually use every day are built for the job. Where a clinic does need both, the common pattern is to run the booking, payments, reminders, and client experience in one system and the clinical and claiming workflow in the other.
If you want the platform-by-platform breakdown, our med spa software comparison for Australia covers the major options side by side, including where each one is genuinely stronger than us.
What it costs in Australia
Med spa software in Australia ranges from free platforms that take a commission on new clients, through flat-rate subscriptions, to enterprise suites quoted per location. For a clinic with two to eight practitioners, a flat monthly fee with no commission is almost always the cheapest total cost.
| What you are comparing | Marketplace platforms | Flat monthly fee |
|---|---|---|
| Cost per new client booking | Commission on the service value | A$0 |
| Cost as revenue grows | Grows with you | Fixed |
| Package and membership sales | Commission may apply | No commission |
| Who the client belongs to | Listed alongside your competitors | Yours |
| Price predictability | Varies month to month | Same every month |
Bella Booking is A$25 a month for a solo practitioner, A$47 for up to three team members, and A$79 for unlimited team members — in AUD, GST included, with no commission on anything. Be aware of the plan split: online payments, deposits and core reports are included on every plan, while the features a med spa leans on most — consent forms, prepaid packages, memberships, treatment plans, loyalty and client reviews — are all on the Professional plan at A$79. For a clinic of any size that is still one flat fee with unlimited practitioners. Payment processing is 2.7% + A$0.30 through Stripe.
When you compare quotes, add the extras: SMS charged per message, forms as an add-on, and per-location pricing are the three that most often make a cheap headline price expensive by the end of the first year.
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