March 1, 2026

Web banner displaying a graphic with charts and targets referencing choosing a CRM for your medspa

Look, I get it. You didn't open a medspa to become a software expert. You wanted to help people feel confident in their skin, not spend hours comparing CRM features at 11 PM on a Tuesday.

But your CRM isn't just software. It's how you remember that Sarah's getting married in three months and needs that pre-wedding treatment plan. It's how you know to follow up with the woman who came in for a consultation but ghosted you. It's the difference between clients who come back and clients who forget you exist.

Every CRM company promises to be "the perfect solution for medspas." Some are built for enterprise sales teams. Others are glorified contact lists with a pretty interface. And the price tags range from "reasonable" to "this must be a joke."

We will go over some popular CRM choices among businesses and medspas. Let's break down what each one actually costs, where they shine, and where they'll make you want to throw your laptop out the window: AestheticsPro, Pipedrive, HubSpot, and GoHighLevel.

AestheticsPro

AestheticsPro has been around since 2008 and is built exclusively for medical spas and aesthetic practices. It's one of those platforms that actually understands the industry and contains HIPAA compliance, EMR, before-and-after photo management, consent forms, treatment tracking, and more. It's all there without you having to configure it from scratch.

When you open AestheticsPro, you're not staring at generic "customer" fields wondering how to turn it into a medspa system. It's already set up for exactly what you do. The interface might not be as sleek as some newer platforms, but it's functional and comprehensive.

Cost Breakdown

AestheticsPro has published pricing tiers, which is refreshing:

  • Pro-Plus Plan: $160/month – Basic features for solo practitioners or small practices

  • Executive Plan: $285/month – Most popular, includes full CRM, marketing tools, and inventory management

  • Enterprise Plan: $350/month – Multi-location support, advanced reporting, and custom features

Some sources mention lower entry pricing starting around $59/month, but that's likely for very limited functionality. Most medspas using AestheticsPro effectively are on the Executive or Enterprise tier, so budget $285-$350/month.

Payment processing fees are separate and some users report they're on the higher side compared to standalone processors.

Pros and Cons for Medspas

What works:

  • HIPAA-compliant out of the box, no DIY security configuration required

  • Comprehensive EMR with treatment-specific SOAP notes, consent forms, and clinical photo storage

  • Before-and-after photo features with alignment guides and ghosting for consistent captures

  • Inventory management actually designed for injectables and skincare products

  • Client portal for online booking, forms, and treatment history

  • Strong support team which users consistently praise the responsiveness and one-on-one training

  • Been around for 15+ years, so they understand medspa workflows deeply

  • Works well for multi-location practices with centralized reporting

What doesn't:

  • The interface feels dated compared to newer platforms

  • Marketing email templates are reportedly clunky and error-prone

  • Payment processing fees are higher than some standalone options

  • Limited integrations with third-party tools compared to platforms like HubSpot

  • Some users report the gift card feature and online booking could be more robust

  • The learning curve exists despite it being medspa-specific

  • Contract terms and pricing structure can feel rigid for smaller practices

The bottom line: AestheticsPro is solid if you want a proven, medspa-specific platform and don't mind paying mid-tier pricing for comprehensive features. It's best for practices that prioritize clinical documentation, HIPAA compliance, and having everything in one system over having the flashiest interface or most flexible marketing automation. If you're opening your first medspa or have multiple locations, it's worth demoing.

HubSpot

HubSpot is the stacked software of the CRM world. It's massive, feature-rich, and has an entire ecosystem of marketing, sales, and service tools. Some medspa owners swear by it. Others feel like they bought a semi-truck when all they needed was a pickup.

Cost Breakdown

HubSpot's pricing is... complicated. Here's the breakdown:

  • Free Plan: $0: basic CRM, contact management, deal tracking, limited email marketing

  • Marketing Hub Starter: $20/month (1,000 marketing contacts)

  • Sales Hub Starter: $20/month/user

  • Service Hub Starter: $20/month/user

But here's where it gets expensive—most medspas that use HubSpot effectively are on the Professional tier:

  • Marketing Hub Professional: $890/month (2,000 marketing contacts, full automation)

  • Sales Hub Professional: $90/month/user

  • Service Hub Professional: $90/month/user

If you want the full suite of marketing automation, sales tools, and customer service features that actually justify using HubSpot, you're realistically looking at $1,000-$2,000/month. Maybe more if you grow your contact list beyond 2,000 people.

They do offer bundles that reduce the cost slightly, and there are sometimes promotions for small businesses, but HubSpot is an investment.

Pros and Cons for Medspas

What works:

  • The free CRM is functional if you just need contact management and basic deal tracking, you can start at zero dollars

  • Marketing automation is genuinely best-in-class: email sequences, landing pages, lead scoring, A/B testing

  • The reporting and analytics will tell you exactly where your leads are coming from and what's converting

  • Massive integration ecosystem likely compatible with other current software you use

  • As you grow, you won't outgrow HubSpot, it scales from solo practice to multi-location empire

  • Email templates, workflows, and lead nurturing can run on autopilot once you set them up

What doesn't:

  • Incredibly expensive once you move past the free tier, potentially 3-5x more than other options

  • Overwhelming feature set that most medspas will never use (do you really need sales forecasting and revenue attribution reports?)

  • No medspa-specific features like appointment booking, treatment tracking, HIPAA compliance, photo management all require integrations or workarounds

  • Steeper learning curve; your team might need training to use it effectively

  • Easy to overpay for contact lists ex: if you have 5,000 email subscribers, your costs jump significantly

The bottom line: HubSpot makes sense if you're serious about marketing automation and you have the budget for it. If you're running educational email campaigns, lead magnets, content marketing, and complex nurture sequences, HubSpot will do things other CRMs can't. But if you just need to book appointments and follow up with clients, it may be overkill.

GoHighLevel (HighLevel)

GoHighLevel, usually just called HighLevel, is a shiny new CRM that's been gaining a strong following among service-based businesses, including medspas. It's basically trying to be your CRM, email marketing, SMS marketing, appointment booking, funnel builder, and website all in one platform.

Cost Breakdown

HighLevel has straightforward pricing:

  • Starter Plan: $97/month – full CRM, unlimited contacts, email/SMS, funnels, appointments, 3 sub-accounts

  • Unlimited Plan: $297/month – everything in Starter, plus unlimited sub-accounts (useful if you're an agency or have multiple locations)

That's it. No per-user fees. No surprise charges when you add more contacts. Most medspa owners are on the $97/month plan unless they're running multiple businesses or locations under one account.

They also offer a 14-day trial for $1, which provides access to all features to let you test everything out.

Pros and Cons for Medspas

What works:

  • All-in-one platform means fewer tools to pay for and integrate: booking, email, SMS, landing pages, even a membership area

  • SMS marketing is built-in and doesn't cost extra

  • Unlimited contacts at one price, which is refreshing after looking at HubSpot's pricing

  • Two-way texting with clients right inside the platform

  • Appointment booking and calendar management included, not a separate tool

  • Pipeline view similar to Pipedrive but with more features at a lower price

  • The automation builder is powerful once you learn it, you can create pretty sophisticated nurture sequences

  • White-label options if you want to build a custom branded app for your clients

What doesn't:

  • The interface can feel cluttered with so many features that finding what you need takes some clicking

  • Not HIPAA-compliant out of the box, so you'd need to request a BAA and configure it properly

  • No specific medspa features (treatment plans, consent forms, before-and-after management)

  • Built primarily for agencies and marketing professionals, so some features are irrelevant for a single medspa

  • Customer support can be hit or miss according to user reviews

  • The learning curve is real, you can do a lot, but it takes time to set up well

  • Some features feel half-baked compared to dedicated tools

The bottom line: HighLevel is best for medspa owners who want to control their entire marketing stack and don't want to pay for Mailchimp + Calendly + landing page software + SMS platform separately. If you're willing to spend a weekend learning the system, you can build some pretty slick automation. But if you want something simple and medspa-specific out of the box, this might be more tool than you need.

So Which One Should You Actually Choose?

Here's the honest answer: it depends on what you hate more.

Choose ClaroYo if:

  • You want medspa-specific features without having to build or integrate anything

  • HIPAA compliance and treatment documentation need to be simple

  • You're not planning to do anything complex with marketing automation

  • You just want something that works without becoming a tech project

Choose Pipedrive if:

  • You think about client acquisition like a sales process and want to track every step

  • You're comfortable using multiple tools that work together (Pipedrive + Acuity + Google Drive + whatever)

  • You want flexibility to customize without paying enterprise prices

  • Your team is good with technology and won't be confused by a sales-focused CRM

Choose HubSpot if:

  • You're running actual marketing campaigns—blogs, email sequences, lead magnets, webinars

  • You have the budget ($1,000+/month) and want best-in-class marketing automation

  • You're planning to scale significantly and need a system that grows with you

  • You have someone on your team (or are willing to hire someone) who can manage HubSpot properly

Choose GoHighLevel if:

  • You're tired of paying for six different tools and want everything in one place

  • SMS marketing and two-way texting with clients matter to you

  • You want unlimited contacts without per-contact pricing

  • You're willing to invest the time to learn a powerful but complex system

  • You're running multiple locations or businesses from one account

There's no universally "right" answer. I know medspa owners crushing it with each of these platforms. The question isn't which CRM is best, it's which one matches how you want to run your business. The right choice for you may not have been covered in this list!

And honestly? The worst CRM is the one you don't actually use. Pick something, set it up properly, train your team, and commit to it for at least six months before you decide it's not working.