Billing Software for Med Spa owners

Med Spa Billing Software

Med-spa billing isn't just charging per visit. It's modeling membership packages with botox refreshes every 6 weeks, filler touch-ups at 12 months, and laser series of 6 sessions over 6 months. Smarfle handles all three on one engine: monthly memberships ($99 to $299 typical), prepaid treatment series, and one-off injectable visits. Saved-card auto-charge means no awkward credit-card moment when the client comes in for their botox refresh, and tier-based packages (MED-LITE, MED-PRO, MED-VIP) all live on the same client record.

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Smarfle CRM. Med Spa Recurring Billing
Next 30 days

$8,420

Active subscriptions

47

Upcoming auto-charges

Acme Office Park

Monthly maintenance

$485

in 3 days

Riverside Apartments

Quarterly service

$1,200

in 12 days

Downtown Plaza

Monthly recurring

$320

in 18 days

West End Hotel

Bi-weekly contract

$680

in 5 days
Auto-charge enabled · Stripe Connect0.5% platform fee

Real Smarfle UI · Live data from your med spa CRM

Why generic billing software fails med spa owners

Generic billing tools weren’t built for med spa. Smarfle was.

Generic billing software

What everyone else gives you

  • High-value $3k treatment series package balances tracked manually
  • Member subscriptions billed inconsistently = lost membership revenue
  • Per-visit Botox collection inconsistent at front desk

Smarfle for Med Spa

Built for your actual workflow

  • Package as service with included session count; per-visit decrement automatic
  • Monthly recurring auto-charge against saved card eliminates the friction
  • Saved card auto-charges per visit when invoice generates
Step-by-step

How med spa billing works in Smarfle

From the first touch to the closed loop. No missing pieces.

  1. 1

    Client enrolls in a membership tier at the front desk

    Front desk picks the MED-LITE ($99) or MED-PRO ($199) or MED-VIP ($299) tier, captures the card, and Smarfle creates a recurring subscription. First charge runs immediately. Client gets a confirmation email with treatment cadence and freeze policy.

  2. 2

    Treatment visit gets booked through the calendar

    Client books their botox refresh through the public booking link. Membership tier auto-applies the included service. No payment due at the visit since the membership covers it.

  3. 3

    Monthly auto-charge runs on the saved card

    On the membership anniversary date Smarfle auto-charges the saved card via Stripe Connect off-session. Client gets a payment receipt by email. Owner gets a notification of the deposit.

  4. 4

    Member books an add-on treatment outside the package

    Filler add-on at $650 gets charged as a separate invoice with the saved card. Member discount auto-applies based on their tier. Single click in the CRM and the charge is done.

  5. 5

    Client requests a 2-month freeze during slow season

    Owner or client pauses the subscription via the portal. Smarfle holds the membership without billing until resume. Freeze count increments on the client record so the annual cap is enforced.

  6. 6

    Annual HSA receipt generated on demand

    Owner runs the annual receipt action on the client record. Smarfle generates a PDF itemizing medical-eligible line items (botox, filler) separately from cosmetic line items (peels, facials). Client downloads or emails it directly.

Where med spa billing breaks down

The friction every med spa owner recognizes.

✕

Memberships and prepaid series don't fit a generic invoicing tool

Square Appointments and Booker treat every appointment as a one-off charge. Your membership client should get an automatic $149 monthly bill plus zero charge at the visit, and your laser-package client should get visits decremented from their 6-pack without re-charging. Generic tools can't model this.

✕

Botox refresh windows and freeze policies break manual tracking

Botox lasts 12 weeks for most clients but some metabolize faster. Members can freeze 2 months per year. Without billing software that tracks treatment cadence and freeze status per member, you get awkward conversations about whether this month's charge is owed.

✕

HSA/FSA receipts and tax categorization are owner busywork

Aesthetic medical treatments are partly HSA eligible (medical) and partly not (cosmetic). Clients ask for itemized receipts at tax time, and you spend Sundays building them in QuickBooks. Generic billing tools don't categorize line items by medical-vs-cosmetic.

The math for med spa owners

Add 12 to 25 members in your first 90 days on Smarfle

Members spend 2 to 3x what one-off clients spend over 12 months (industry data: 40 percent of med-spa revenue comes from 20 percent of clients on memberships). Smarfle's auto-charge plus freeze model gets you to 25 members in 90 days without admin overhead.

$3,700+

Monthly recurring revenue from members

18 months

Average member lifetime

2.4x

Member LTV vs one-off client

Based on typical med spa operations. Your numbers may vary.

Features powering med spa billing

Each one a deep-dive in its own right.

Stripe Connect for member auto-charge

Card-on-file via Stripe Connect with off-session charging on the membership anniversary. No client friction, no card-decline surprises, and the same Stripe account collects both subscription and one-off charges.

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Subscriptions with freeze and resume

Client subscriptions in Smarfle pause cleanly via the portal or owner action. Pause-resume is one action, freeze count tracks on the client record, and auto-charge picks up exactly where it left off.

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Invoice itemization for HSA/FSA

Each line item can be tagged with custom fields. Annual receipt action generates a PDF separating medical from cosmetic, ready to hand to the client for their HSA reimbursement.

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Custom fields for treatment cadence

Track per-client last botox date, units used, target refresh window, and freeze count in custom fields on the client record. Visible to every team member, filterable in client lists.

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Med Spa Billing Software CRM questions

Yes. Sell a laser hair removal 6-pack for $1,200 prepaid, and Smarfle decrements one session per visit on the client record. No double-billing. Members can buy packages at a discount tier, and the package balance shows in the client portal.
Tag each line item as medical or cosmetic via custom fields. Smarfle generates an annual itemized receipt PDF that separates the two so clients can submit the medical portion to their HSA administrator without manual work on your end.
Members can freeze 2 months per year (or whatever you configure). Smarfle pauses the auto-charge without canceling the membership. Freeze count is enforced on the client record so members can't abuse it. Auto-charge resumes on the resume date.
Yes. MED-LITE ($99) covers nurse-injector botox up to 20 units, MED-PRO ($199) covers PA-injector up to 40 units, MED-VIP ($299) covers physician with priority booking. Each tier is its own service in Smarfle with its own auto-charge schedule.
Stripe automatically attempts card-account-updater first (works for Visa and Mastercard about 80 percent of the time). If that fails, Smarfle sends the member a card-update link by email and SMS, and auto-charge retries 3 times before pausing the membership and notifying the owner.
Yes. Sell a $500 gift card at the front desk via Stripe, and the recipient gets a redemption code. They redeem in the client portal to fund their package or membership credit, and the redemption shows in the client activity log for audit.

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