5 Best Salon POS & Spa Management Software for 2021

In this article, we take a look at the five best salon and spa management software available for purchase in 2021. We also break down each of these tools to allow you to compare their features and benefits side by side.

A spa or salon point-of-sale (POS) system, like any other POS system, keeps track of client transactions, sales data, and customer information. Appointment scheduling, online booking, and client-facing account management tools are among the industry-specific capabilities. All of these capabilities are included in the top spa POS systems, which start at around $100 per month.

While any POS system may be used to incorporate an appointment application, the finest POS systems created expressly for salons are:

• Square: Individual service providers and small salon and spa operators.
• Fresha: Multi-stylist salons with a small staff.
• Vagaro: Businesses in the health, wellness, and fitness industries that need intake forms or collaborate with medical specialists.
• MassageBook; is a simple, cheap alternative built just for massage therapists.

How We Tested Salon Management and POS Software

We looked at roughly a hundred different POS systems for a variety of use scenarios and selected the ones that best serve salons for this list. These needed to be simple to use, organize appointments quickly, provide time-saving features like automatic confirmations, and keep track of client information. Some rival systems, like 2Clover and Vend, which are often featured for Salon POS services but rely on third-party apps, were rejected by this rating criterion. We were able to narrow down our search to the top eight candidates as a result of this.

Then we looked at extras like intake forms, resource management (so that spas can make appointments based on available rooms rather than simply available therapists), no-show protection (with saved credit cards or prepayment), and SOAP (subjective, objective, assessment, and plan) notes. We also looked into CRM and marketing tools like loyalty programs, directory listings, and social media interfaces to make it easier to attract new customers. Finally, we evaluated tipping, commissions, break management and booking alerts as additional staff management options.

Square Appointments is the finest salon POS based on our criteria. According to our review, the system obtained the greatest overall score (4.74 out of 5). It also comes with a lot of free features and is reasonably priced (free for one user, less than $100 for ten users).

10% of the overall score

Salons already have enough expenses without adding costly POS subscriptions. We sought programs that were under $100 per month, had integrated payment processing, and had no appointment restrictions. Fresha and MassageBook came out on top in this category.

30% of the overall score

Appointments and scheduling are the lifeblood of any salon or spa. We searched for online and in-person solutions that made scheduling and keeping appointments simple for clients. MassageBook was the clear winner in this category, whereas Square came in last but received a 4.5 out of 5 rating.

20% of the overall score

To be included on this list, all of the goods have to be capable of managing commissions, memberships, retail product sales, gift cards, and contactless payments. Vagaro and Salon Iris met all of our criteria, whereas MassageBook came in last but received a 3 out of 5 rating.

20% of the overall score

This score considers not just my own opinion on feature quality, but also feedback from real-world users on usability and value for money. In this category, Fresha and Square stood out with flawless marks.

Square Appointments

4.74 OUT OF 5

What We Enjoy

• A plan that is completely free
• Inventory control is important.
• Payroll software
• Simple to use

What Isn’t There

• Intake forms that are integrated
• Customization options are limited.

Pricing

Software costs $0 to $90 per month, with bespoke pricing available for groups of 10 calendars. Hardware: $0—$799; 2.5 percent + 10 or higher in-person transaction processing cost Processing charge for online/keyed-in transactions: 3.5 percent + 15%

Square Appointments is a cloud-based appointment scheduling application that is part of the Square system. Square’s products are the best POS system, best retail POS system, and best restaurant POS system on our list. Its adaptability sets it apart from the competitors, including those on our list. Square’s other software products, such as Payroll and Marketing, may be integrated with it. Square is also very user-friendly, making it the ideal overall point-of-sale system for small salons.

Pricing

• For a single person, the free plan is unbeatable, but the price for two or more workers was greater than Fresha or MassageBook.
  • a single person: $0
  • $50 for two to five staff
  • $90 for six to ten staff
  • Customized for companies with 11 or more workers
• You must utilize Square Payments, as opposed to some of the other POS systems on our list. Rates vary depending on the kind of transaction:
  • 2.6 percent + 10 percent each transaction if done in person. Paid plans cost 2.55 percent plus ten percent of each transaction.
  • 3.5 percent + 15 percent keyed-in
  • 2.9 percent + 30 percent for online stores
• Square Appointments, like the other POS software on our list, can be operated on any PC or downloaded into any iOS or Android smartphone or tablet. You’re set to go with a $49 contactless chip reader. It does, however, have additional equipment at reasonable prices:

Square Register is a big countertop touch screen by Square that has a built-in card reader and a removable customer-facing display. (Image courtesy of Square)

Features

• Square’s free plan is a good option if you operate a solo business or will use a single appointment calendar for your salon. It includes a full suite of appointment-scheduling tools, as well as POS software with inventory and Square Assistant. Square, for example, offers gift card administration as well as salary reporting. Fresha offers a free subscription with limited features, while MassageBook offers a one-year trial.
• Top-ranked sales tools: Square is a highly rated point-of-sale system. Your goods, subscriptions, workshops, and gift certificates may all be sold both online and in person. It handles inventory across several locations, allows for billing and invoicing, and includes a free website builder. Discounts may also be programmed.
• Employee calendars: Each employee has his or her own calendar. Set business hours, block time off, and manually or automatically approve each appointment request to keep complete control over your calendar. Square allows you to attach resources to services so that they are automatically scheduled (preventing multiple bookings), as well as monitor resource appointments on the calendar.
• Square Assistant is a text-based appointment reminder service. It may confirm, cancel, or reschedule appointments for consumers. Reschedules cannot be suggested by most of the automatic messaging applications for other salon POS systems on our list.
• Grow with Square: Of all the salon POS software on our list, Square is the only one with native add-ons for marketing, loyalty programs, time tracking, and even payroll processing. Some may need a monthly charge, but unlike third-party add-ons, they are designed to sync with your system right away. See whether the tools you desire are already included in one of Salon Iris’ or Vagaro’s programs.

Cons

Square doesn’t have built-in client intake forms where you can ask health questions like COVID-19 screening or collect preferences like which body parts the therapist should focus on. It also lacks SOAP notes. Vagaro, Salon Iris, or MassageBook are the greatest options for such instruments.

Square allows you to create customer groups, but you’ll need Square Loyalty, which is an additional fee, to create a comprehensive membership or loyalty program. These applications are available in the other salon POS software on our list, but only in higher-tier subscriptions.

Square, like Fresha, does not provide group class booking, but you may create courses via the online shop. Support advises that lessons be treated as events and appointments be sold like tickets. Vagaro and Salon Iris both provide much superior class tools, including virtual courses.

Fresha

4.61 OUT OF 5

What We Enjoy

• Software that is available for free
• Simple to set up and utilize
• Appointment reminders sent automatically with unlimited SMS texting
• Online encyclopedia

What Isn’t There

• Customization options are limited.
• There are no timesheets.

Pricing

Fresha is a free point-of-sale system designed for salons and spas. Full retail sales capabilities, inventory monitoring, analytics, and marketing tools are all included in this easy, adaptable booking and payment processing software. Fresha is free for limitless team members, unlike Square, which is exclusively free for individuals.

Fresha received a 4.61 out of 5 rating in our review. The system received good marks for its user-friendly interface, customer-facing company directory, and thorough booking options. Its pricing puts it ahead of Vagaro and Salon Iris, both of which provide greater features. Fresha missed out on a perfect score due to a lack of salary reporting and conventional gift card handling. If you require payroll, Vagaro is the best option, albeit being more costly.

Pricing

• Fee for a monthly subscription: $0. Fresha is unique in that it does not charge for appointments, point-of-sale, or inventory management software. Processing costs are included in the Pro plan, much like Square.
• Fee for new clients: 20%. Customers who book directly via your website or social media pages are exempt from this rule. Vagaro and MassageBook, on the other hand, provide comparable services without the need for a new customer charge.
• Fresha Plus provides payment processing, appointment reminders, and placement in the customer-facing Fresha marketplace for a cost of 2.19 percent + 20 per transaction. This is one of the most affordable prices we’ve ever seen.
• Hardware costs: Wireless card terminals with contactless payments, such as the Verifone v400m or Verifone e286 are available. These range in price from $300 to $450. For the detailed price, contact the Fresha sales team. Others need you to buy an integrated system, whereas Square provides a simpler payment processor for less.

From a single dashboard, you can easily navigate Fresha’s features. (Image courtesy of Fresha)

Features

• The only thing you pay for is payment processing, much as Square’s one-person plan. If you don’t want to take payments via Fresha, this package just offers in-person booking, POS, inventory, and reporting, making it a more straightforward option than Square’s. However, when you include Fresha Pro’s payment processing, it’s on par with Square.
• Fresha Marketplace: Fresha organizes all of its salons into its own marketplace, where clients can search for and schedule appointments with local salons. It’s included with the Pro account and comes with a 20% finder’s fee for every new customer. It’s a low-cost method of expanding your customer base since you only pay for successful leads rather than advertisements. Over 250 million appointments have been scheduled using Fresha. MassageBook features a directory for massage therapists solely, whereas Vagaro has something similar.
• Fresha allows you to design package offerings such as couple’s massages, mani-pedis, and a complete spa experience. When booking them, you have the option of booking them all at once or in order, allowing you to plan resource rooms.
• Fresha provides calendars for places and resources, but only workers have access to them. You may view the calendars of certain workers by filtering by their names. You may also include shifts and breaks.

Cons

While Fresha provides 24/7 support, it is only by email, so if your system breaks down during a busy day, you won’t be able to get help right away. Consider Salon Iris, which includes phone and chat assistance, or Vagaro, which has live chat help, if you want to contact a real voice.

Fresha is a web-based program that you may use on your computer or tablet. It has a few card readers but none of the countertop POS gear like Square, Salon Iris, and Vagaro have.

Fresha, like Square, does not now enable group booking for lessons, although it claims it is working on it. Instead, choose Vagaro or Salon Iris.

Vagaro

4.55 OUT OF 5

What We Enjoy

• Your shop is listed in an online directory.
• Software evolves with you.
• Notes on SOAP
• Payroll software

What Isn’t There

• There isn’t a free plan available.
• Intake forms are an additional fee.
• Hardware is costly.

Pricing

Software: $25–$85 per month; bespoke price available for groups of ten calendars. Hardware ranges from $0 to $1,203. 2.75 percent transaction processing charge for in-person transactions Processing charge for online/keyed-in transactions: 3.5 percent + 15%

Vagaro is a cloud-based point-of-sale system for spas, salons, and fitness centers. It has a wide range of capabilities for scheduling, client administration, payments, and other things. We were particularly pleased by its payroll features, which no other POS software offered as comprehensively as Vagaro. However, for service organizations with links to health and medical facilities, its SOAP forms, recurring appointments, and invoicing make it the ideal solution.

Vagaro received a 4.55 out of 5 rating, with ideal scores for checkout tools and excellent ratings for appointments. Because of the learning curve and concerns about the app glitching, it received some flak for ease of use. In addition, unlike Square and Fresha, it did not provide a free plan. Advanced marketing techniques, intake forms, and its check-in app are all available for a fee. Some of them may be found in Salon Iris, which has a larger price tag, or as Square add-ons.

Pricing

• Monthly membership fee: $25–$85 based on the number of workers that demand their own calendar. Vagaro’s cost is comparable to Square’s, except it does not offer a free plan. Fresha is a good option if you want a free plan that can accommodate several workers.
• Vagaro charges extra for text marketing automation, online shopping carts, a website builder, forms, and other features. Some of these features aren’t available with other salon POS software, yet Salon Iris is the place to go for forms.
• Payment processing fee: Vagaro is unique in that it offers two payment processing options based on the number of your sales. You may be required to sign a contract.
  • $2,750 per month: 2.75 percent for in-person purchases, 3.5 percent + 15 percent for keyed-in transactions
  • >$4,000 per month: 2.2 percent + 19 percent for in-person purchases, 3 percent + 19 percent for keyed-in transactions (with higher American Express rates), plus a $10 monthly charge
• Card reader hardware costs: Each account comes with a free chip, tap, and swipe card reader; extra readers cost $75.
• POS hardware expenses range from $750 to $1,200 for a countertop terminal with a touch-screen display. This system is more costly than others.

Features

• Vagaro features an online directory, similar to Fresha and MassageBook, where customers may look for salons in their region. If you utilize Vagaro’s POS system, you will be mentioned. However, it isn’t only a directory of your company. It will show any livestream classes that people may attend, making it simple to grow your virtual audience no matter where you are. Fresha does not provide this service. Furthermore, unlike Fresha, Vagaro does not impose a new-client fee.
• Clients may make appointments via Yelp, Facebook, Vagaro (website or app), or your company’s website; you can even build a bespoke booking website or connect a booking widget into an existing one. You may also choose appointment lead times, break periods between sessions, and the sorts of services each employee can provide.
• SOAP Notes: For personal trainers or massage treatment for a particular disease, SOAP notes are beneficial for preserving information about a client’s history and monitoring progress. While all of the programs on our list include note-taking features, only Vagaro and MassageBook support the SOAP notes format.
• Payroll: With time clocks, commission tracking, and hourly pay, Vagaro is at the top of the list for payroll features. Vagaro also allows you to see pay stubs and payroll history. For more extensive payroll processes, it interfaces with Gusto and QuickBooks.

Cons

Vagaro charges extra for various functions that are included in other applications for free. It costs $10 per month for form creation, which is included in Fresha Plus and Salon Iris’ Deluxe and above plans for free. Vagaro charges $10 per month for an online shop that Square provides for free.

Customer service mismanaged issues, lied about correcting them, and would not pay recompense for lost business, according to dissatisfied consumers, even when the program was to blame. Vagaro, on the other hand, has an average rating of 4.7 out of 5 on user review sites. It’s fantastic when it works; it’s dreadful when it doesn’t.

Salon Iris

4.49 OUT OF 5

What We Enjoy

• Management of virtual consultations
• Options for walk-in kiosks
• Features that allow for flexible scheduling

What Isn’t There

• Expensive
• Payment processors are bound by agreements.
• To install it on a Mac, you’ll need Windows.

Pricing

Software costs between $29 and $119 per month. Hardware: Purchased from a third-party vendor separately. Payment processing: A separate merchant account is required, and fees vary.

Because it has salon-specific functionality, Salon Iris is a very popular POS system for salons and spas. If you need more than three people, it is the most costly of the three we looked at, but it has features that the others don’t, such as integrated teleconsulting and a walk-in kiosk. Because of the monthly costs and year-long commitments, its credit card processing services aren’t among our favorites. The feature set, on the other hand, is amazing, and although customers say it took them some time to become used to the system, they are quite happy with it.

Salon Iris had a 4.49 out of 5 rating. It received good marks across the board, with the exception of pricing, where it came in last. However, the second ($59) plan includes marketing, time clock, and customer loyalty features, which you may have to pay extra for through Square or Vagaro or obtain as a third-party app.

Pricing

• The cost of a monthly membership ranges from $29 to $109. It comes with a 14-day free trial.
• Payment processing fee: For payment processing, Salon Iris uses only CardConnect and OpenEdge (also known as GlobalPayments Integrated). Both have different rates and monthly costs, as well as contracts with penalties for breaking them. Try Square or Fresha if you want payment processing without commitments and a flat charge.
• Hardware costs: The majority of the hardware is available for purchase on third-party websites. Although it presents itself as an all-in-one solution, the cost may vary depending on the package you choose.

Salon Iris has a lot of features, however, its UI is outdated when compared to Square, Fresha, and Vagaro. (Photo courtesy of Salon Iris)

Features

• Clients may request a virtual appointment with Salon Iris’ teleconsultation feature, and you can contact them for video conferencing through the program. It was created in reaction to the pandemic’s isolation, but it’s still a useful tool for private sessions or appointments that don’t need you to be there. While other salon POS software allows you to schedule virtual appointments, Salon Iris is the only one that allows you to do so. (Vagaro offers a similar feature, but it utilizes Zoom.)
• Customers may fill out online forms before or after sessions if they are a Salon Iris Deluxe, Premier, or Platinum cloud subscription. Before the appointment, use this for client intake, permission, or documenting client expectations. After that, you may utilize them for feedback surveys. While this function is available in all of the apps on our list except Square, Salon Iris’ is particularly customized and simple to set up.
• Time clock and payroll capabilities are included in the Deluxe and higher levels. You may specify sliding commissions, hourly pay, and overtime regulations if you upgrade to the Premier plan. Vagaro provides comparable payroll functionality as well as additional tools on its own, whereas Square has a Payroll solution that works in tandem with their POS.
• Customer Kiosk: Even if you and your personnel are busy with customers, this is a terrific tool for allowing walk-ins to sign in and take the next open slot. While Square’s mobile applications may be used to create something similar, Salon Iris is already designed for this purpose. Vagaro has a kiosk as well, however it comes with a cost.

Cons

Salon Iris is the most costly of the POS systems on our list and does not offer a free plan. It also doesn’t provide credit card processing on a month-to-month basis. Square or Fresha are your best choices for any of them.

The amount of SMS and emails you may send is limited by the plans. There are 500 SMS and 5,000 emails included in the base package. If you have a huge client list, automated responses, or marketing, this might be restrictive.

MassageBook

3.79 OUT OF 5

What We Enjoy

• A year’s worth of free service
• AMTA and ABMP members get discounts.
• SOAP notes and intake forms that are integrated
• Invoices for insurance

What Isn’t There

• Only massage therapists are eligible.
• For actual things, there is no online shop app.
• Customization options are limited.

Pricing

Monthly subscriptions range from $9.99 to $34.99 for software. Online/keyed-in transaction processing fee: 3.5 percent + 15 through Square or 2.9 percent +30 via Stripe In-person transaction processing fee: 2.6 percent + 10 via Square or 2.75 percent via Stripe Online/keyed-in transaction processing fee: 3.5 percent + 15 via Square or 2.75 percent via Stripe

MassageBook is a cloud-based customer management and appointment scheduling software created for freelance massage therapists, although it may also be used by small salons. While it doesn’t have as many features as more costly programs like Salon Iris or Vagaro, it does provide an online directory where potential customers may discover you, as well as intake forms and SOAP notes.

For the first year, the basic (Transition) plan is free, making it an excellent alternative for fledgling enterprises. Massage therapists who are members of the American Massage Therapy Association (AMTA) and the Associated Bodywork and Massage Professionals are also eligible for discounts (ABMP).

MassageBook has a strong 3.79 out of 5 rating. It doesn’t monitor inventory, employees, commissions, or products, however, the Sales reports may provide some of this information. (Better tools may be found at Square or Salon Iris.) It did, however, get perfect grades for pricing, since it was less expensive than Salon Iris and Vagaro, and for appointment and client administration features. It also outperformed Salon Iris and Vagaro in terms of simplicity of use and value for money.

Pricing

• The cost of a monthly membership ranges from $9.99 to $34.99. The most basic package is free for the first year; AMTA members get a 25% discount, while ABMP members get a 15% discount. MassageBook is the only paid POS system on our list that gives discounts to members of professional organizations, and they are among the lowest prices of the paid POS systems on our list.
• Payment processing: MassageBook works with Square and Stripe to handle payments. Square’s swipe/dip/tap rates are 2.6 percent + 10 percent, while manually input cards are 3.5 percent + 15 percent. Stripe’s swipe/dip/tap rates are 2.75 percent, while manually entered transactions are 2.9 percent + 30 percent. These fees are comparable, however, if you have your own payment processor, Salon Iris or Vagaro are worth considering.
• No special hardware is needed since the browser-based program works on any tablet or PC. Chip and contactless card readers must be purchased separately.

MassageBook makes scheduling easier for both you and your clients. (Image courtesy of MassageBook)

Features

• MassageBook is the only POS software on our list that generates receipts that are expressly designed for insurance companies. These documents include the information your customers need in order to be paid for by their insurance companies.
• MassageBook helps protect you against no-shows by asking new customers to pay in advance. While Fresha and Vagaro both provide a directory from which you can receive new clients, MassageBook helps protect you against no-shows by requiring them to pay in advance.
• MassageBook has a different approach than other calendars, which allows you to establish your company hours and schedule staff breaks or time off. It allows you to select the maximum number of hours you may make appointments in a day. This is an excellent tool for independent therapists who have a more flexible schedule or who wish to restrict their appointment hours while maintaining conventional business hours.
• MassageBook was the only app on our list that contained both integrated intake forms and SOAP notes. It also makes the information from the intake form and SOAP notes accessible to you via the client’s appointment on your calendar. You won’t have to go through old files to get fundamental information this way.

Cons

Beauty salons, fitness facilities, and spas are not well-suited to MassageBook. It does not market them on its website, and unlike many salons, it does not offer an online shop where customers may purchase items. Fresha is a basic, low-cost POS system that can handle all of these tasks.

The reporting component of MassageBook is quite limited, with just a few basic revenue data available, such as sales, payment kinds, and appointments per staff member. It lacks payroll and inventory management reports. If these are a problem, Vagaro is somewhat more costly but includes them as well as the popular SOAP notes used by massage therapists.

Conclusion

All of the POS software for salons and spas on our list are excellent options. They provide a robust calendar, text messages to confirm appointments, customer notes, and the option to sell packages, memberships, and various forms of gift vouchers. Examine particular features (such as marketing or SOAP notes) and monthly costs, as well as projected transaction fees, as you determine what’s ideal for you.

However, Square Appointments takes the top spot because it is reasonably priced, user-friendly, and packed with POS, inventory, and appointment management functions that can be used online or in person. It’s a flexible solution that can scale with your company.

Frequently Asked Questions

What is the best salon POS software available?

Currently, the best salon POS software is SalonManager. With this software, you can manage your business with ease and efficiency.

Which POS is the best for business?

There is no such thing as the best POS. Every point of sale system has its benefits and drawbacks, so the best choice will depend on what you need your business to do.