Med spa software: scheduling, charts & inventory — buying checklist
From: https://www.iwantmywebsitenow.com/industry/beauty/medspa/
Workflow sources checked: 2026-10-01. Prices have separate capture dates.

Use this with a vendor or a builder. These are proposed evaluation tests, not claims that any product passed them.

YOUR BUSINESS
Current software:
What must work differently:
Records to bring across:
Budget and timing:

QUESTIONS TO TEST
1. Intake, consent and chart
Ask: Can the right form and chart be completed, signed and attached to the correct client and treatment?
Demonstrate: Use fictional data to book a treatment, complete consent, add a chart note and identify who may review, amend or sign each step.
Observed result:
Follow-up:

2. Photos and access
Ask: How are images stored, associated with records, exported and restricted by staff role?
Demonstrate: Add a synthetic image to a test record. Check who can view, download, edit and audit access; request written retention and export terms.
Observed result:
Follow-up:

3. Product and billing
Ask: Can units used during a service adjust both the charge and inventory record?
Demonstrate: Record a sample treatment with a known quantity of product; verify stock, package balance, invoice and report.
Observed result:
Follow-up:

4. Packages and memberships
Ask: Can staff see prepaid value, redemption history and remaining balance?
Demonstrate: Create a dummy package, redeem part of it and verify the remaining balance and cancellation/refund process.
Observed result:
Follow-up:

DEMO SCENARIO (SYNTHETIC)
Bring one fictional client journey to the demo
1. Create a fictional client and book a treatment with the intake and consent steps your practice uses.
2. Complete the chart and attach a dummy image; inspect permissions and history as three staff roles.
3. Record a known amount of product used and reconcile the service charge, stock change and package redemption.
4. Export the test client and list what is omitted, needs a vendor request or remains available only in the old system.

MIGRATION
Treat forms, images and balances as separate records
Request a field-by-field conversion scope for clients, appointments, chart notes, consent, photos, product usage, packages and memberships. Check which attachments keep their client/treatment links, what is excluded and how access history transfers. Reconcile open package and membership balances with qualified staff before cutover.

A POSSIBLE FIRST BUILD
Do not scope protected treatment records into a custom system from a generic feature list. If an administrative gap remains, assess a narrow public intake or reporting layer after reviewing data handling, permissions, retention, incident response and support with qualified advisors.

SOURCES
Boulevard: Medspa Training Checklist
https://support.boulevard.io/en/articles/9586002-medspa-training-checklist
Links to vendor workflows for charts, photos, product use, memberships and security settings.

Boulevard: Product use and service charges
https://support.boulevard.io/en/articles/5941350-tracking-and-charging-for-products-used-during-services
Describes unit-based product tracking and notes plan availability; confirm current terms.

AestheticsPro: Medical Spa Software
https://www.aestheticspro.com/
Vendor-described EMR, photo, scheduling and reporting features; verify fit and agreements directly.

Research by Don, I Want My Website Now.
A product description is not hands-on testing. Verify the plan, current price and export access before committing.