When it comes to managing a massage business, it’s easy to get bogged down with all of the tasks needed to keep it running smoothly. In addition to providing outstanding massage therapy or bodywork treatments, therapists must have an efficient and organized documentation system, stay connected with clients, offer a frictionless check-in and check-out process, provide a convenient booking process, and manage the financial side of their business.
Fortunately there are many apps and software solutions available to help professional massage therapists keep their practice organized and streamlined. These online tools can save you a ton of time on administrative tasks so that you can spend less time running your business and more time providing services that generate income and help your clients.
Choosing the right technology will increase your productivity, reduce stress and help you grow your massage business faster. This post lists our favorite mobile apps and software for massage therapists in 2023.
Best massage practice management apps & software
In recent years, the number of practice management apps and software has exploded. With so many options to choose from, it can be tough to know which one is right for your massage business. In this section, we’ll take a look at the best practice management apps and help you decide which one is a good fit for your massage business.
Practice management apps and software are all-in-one platforms designed to help health and wellness professionals with a busy schedule streamline their workflow and improve patient/client care. This is massage therapy software with SOAP notes and other essential features.
There are a variety of SaaS (software as a service) available, each with different features, strengths and weaknesses. It’s important to do your research to find the one that best suits your needs and is compatible with your computer and operating system.
Some of SaaS have a better user interface for documenting client sessions, while other apps have a stronger scheduling platform or marketing functions. Other apps focus on serving specific niches such as solo massage therapists, multi-therapist spas, or large medical practices. Common features of practice management software include:
- Online appointment booking
- Automated client appointment reminders
- Schedule management
- Client management and profiles
- Electronic massage intake forms and SOAP notes
- Digital storage of client documentation
- Billing and point-of-service (POS) payment processing
- Marketing tools
- Integration with your business website and social media pages
- Integrations with accounting and billing software
One benefit of using an all-in-one practice management system is that the various components that you need to run your practice will integrate smoothly. Plus, it is generally more cost effective and faster to learn one platform than multiple software systems. The downside is that each tool is likely to have an area of weakness. For example, some all-in-one practice management software has a very basic a marketing function, or none at all.
Because of the affordable costs and ability to help grow a massage practice, the question is not IF you should get a practice management app, but WHICH one you should start using. One thing to check before deciding on any practice management software is that it has a good onboarding process, customer service and knowledge base. You will likely have questions as you start integrating the tool into your business, and great support is invaluable.
Noterro is a popular online practice management system among massage therapists, physical therapists, chiropractors and other healthcare providers. Their platform provides a ton of useful features including comprehensive charting for your SOAP notes, assessments and intake documentation. It also provides multiple ways to receive and track payments, has powerful client scheduling tools, massage marketing tools, client management and reporting functions, and more.
Noterro offers a great app for clients that can be custom branded and is user-friendly. Clients can learn about your services, check your availability, schedule an appointment, make a payment, and review forms and documentation from the app. Noterro’s scalable pricing structure starts at $25/month for a solo practitioner. They do offer a free trial. Other available add-ons include text appointment reminders ($10/mo) or call reminders ($5/mo). A discount is available for ABMP members. Learn more at the Noterro website.
Vagaro is an all-in-one practice management tool that was built with spa, salon and fitness professionals in mind. Their platform caters to the needs of small businesses and service professionals including massage therapists, personal trainers, yoga instructors, acupuncturists, stylists, physical therapists, chiropractors and nutritionists.
This popular software receives excellent reviews (4.7 out of 5 on Capterra, with 2,846 reviews) and meets the highest industry standards. They offer pretty much everything you need to run the business side of a massage practice. Features include:
- Online client booking with customizable settings
- Membership packages, coupons and gift cards
- Scheduling calendar with drag-and-drop function
- Automated appointment confirmation & email / text reminders
- SOAP notes and intake documentation such as informed consent forms
- Form library with customizable form templates
- Marketing tools & client surveys
- POS payment processing
- HIPAA compliant client data
- Customizable reporting dashboard
- Numerous integrations (website, social media, maps, Yelp, & more)
- Website builder with free templates
Vagaro also has the Vagaro Client App that can be custom branded and Vagaro Pro App for staff. Their free marketplace can help new clients find you. Vagaro has a scalable pricing model that starts at $25/month for one therapist, and they have several add-ons that you can choose to add as you grow your practice. Visit the Vagaro website to learn more and check out their 30-day free trial.
SimplePractice is a popular practice management software designed for health and wellness practitioners. It provides tools to streamline your check-in process and collect intake documentation. It has user-friendly features for SOAP note charting, scheduling and re-scheduling client sessions, and client billing. SimplePractice also integrates HIPAA-compliant video appointments for telehealth appointments ($15/month add-on), which makes this a popular tool for mental health therapists and other practitioners who can provide virtual services.
They offer plenty of training to help new users get started quickly and easily. SimplePractice has mobile massage apps for iPhone and Android that you can use for scheduling, note-taking, messaging, billing and more. Their plans start at $29/month and have a 30-day free trial. Visit the SimplePractice website for more info.
MassageBook is a practice management software designed specifically for the needs of massage therapists. They are perhaps best known for their client-facing therapist directory that helps new clients find a local massage practitioner and book an appointment. MassageBook does offer a mobile app but their main focus appears to be on their web-based software system. Their business management tools for therapists includes:
- Customizable web page (on MassageBook website) to create an online presence and promote your massage services, prices and reviews
- Convenient way for clients to book an appointment with you
- Digital documentation of SOAP notes and client intake forms
- Automated appointment reminders
- POS Integration with Square or Stripe accounts for simple payment processing
MassageBook’s software services range from at $19.99/month to $47.88/month. However, they do offer a free 1-year trial of their basic plan. They also offer discounts for ABMP and AMTA members. Learn more at the MassageBook website.
ClinicSense is an all-in-one software system that is designed to help massage therapists manage their practice. This tool provides therapists with an efficient and organized documentation system that features digital SOAP note, intake form, online scheduling, email & SMS appointment reminders, invoicing & payments, and financial reports.
ClinicSense integrates with the Square terminal so you can receive in-person payments. Automated email marketing and the ability to sell gift certificates online are also available. There is an admin mobile app available for you to manage your schedule when you’re away from your desk. ClinicSense starts at $29 per month for their basic plan. They offer a 14-day free trial and discounts for AMTA and ABMP members.
Yocale is a web-based practice management software created for service-oriented businesses such as massage therapy businesses, medical practices, beauty services, shops and boutiques, and professional service firms. This system offers numerous features that a massage entrepreneur would find useful including an intuitive drag-and-drop scheduling calendar, online booking, marketing tools, customizable forms for client documentation, point of sale payments, electronic records, and email notifications and reminders. Yocale can help you spend more time working at your massage table and less time working at your front desk.
Their software is accessed through a mobile-friendly cloud-based software rather than a mobile app. Yocale has a basic free plan with limited features. Their paid plans currently range from $25 per month to $80 per month (when paid yearly). Some of their most useful features such as custom intake forms and payment integration are included beginning with their mid-level plan which is priced at $40/month. A few add-ons like website design and hosting are also available. Check out the Yocale website to learn more.
Mindbody is a cloud-based business software that connects service providers in the health and wellness industry with their clients and wellness seekers. It is a popular software solution for small to mid-sized businesses rather than individual practitioners. Their target customers are multi-therapist massage centers, spas, salons, yoga & fitness studios, and integrative health clinics.
The Mindbody app and system has a steep learning curve and is more expensive than other scheduling software included on this list. Their website is not transparent with pricing (you have to call for a quote), but most Mindbody plans starts between $129 and $159 per month. ABMP members can receive a discount. Mindbody has a mobile app for customers available for Apple and Android devices.
WellnessLiving is an all-in-one software solution for health and wellness practitioners and instructors. Their services create multiple ways for clients to find you and book an appointment with you. WellnessLiving also provides business tools to help you receive payments and manage your business, as well as marketing tools to help you stay connected with your clients. All members receive a professional listing in the WellnessLiving Directory as well as a personalized web page to show your professional massage bio, types of massage techniques you offer, available times, reviews and more.
WellnessLiving has powerful mobile applications for the service providers (Elevate Staff app) and the clients (Achieve Client app). Their Starter plan is $89/month and includes all the essential features that a massage therapist needs to book clients and make sales. Check out Wellness Living software and apps.
Zenoti offers apps and cloud-based software solutions that are designed for spas, salons and fitness professionals. It is a scalable practice management tool that is popular among multi-employee and multi-location businesses (they partnered with Massage Heights in 2015). In addition to online booking, their platform provides customizable forms for electronic documentation including consultation, client intake, consent, assessment notes, and treatment notes. This can be helpful if you provide different services that require different documentation format. For example, if you provide massage therapy as well as esthetician services.
Zenoti has 8 offices around the world, 650+ employees and is used by over 20,000 companies in over 50 countries. They offer their Zenoti app for iOS and Android devices, as well as a customer mobile app. Check out the Zenoti mobile app. They do offer a free demo but you’d have to contact a sales person for a quote that is based on your individual business’s needs. This is not the ideal solution for a startup massage practice, and because it has so many features, there is a steep learning curve.
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Appointment booking and scheduling apps for LMTs
More and more people are using online booking apps and software to schedule their massage appointments. These apps provide clients with a convenient and simple way to view your available services and book an appointment with just a few clicks. Massage therapist booking apps automate the scheduling process to eliminate phone tag and help practitioners with time management.
Most of the tools listed below provide other features in addition to their booking function, but not as many features as a complete practice management software like those listed in the previous section. Some of the scheduling tools below enable online booking using a mobile-friendly online platform while others offer a true mobile web app that clients must download and install on their Android or iOS mobile device.
Fresha is a popular online booking software for massage therapists, spas, salons and other service providers in the health, wellness and beauty industries. It is used by over 300,000 professionals in 120 countries. Their platform provides seamless booking features, automated reminders, point-of-sale (POS) tools, payment processing and reporting features. Their client-facing booking website and marketing features will help you reach more potential clients with your best services.
Fresha offers a business app for professionals and a booking massage therapy app for customers (iOS and Android). Most Fresha features are free however payment processing is a paid feature with transaction fees. And they charge a 20% one-time commission for new clients that book with you through the Fresha marketplace (no fees for returning clients). Check out the Fresha website for business.
Acuity Scheduling by Squarespace is a cloud-based appointment scheduling and booking software that gets great reviews (4.8 out of 5 on Capterra, >5k reviews). It provides members with a simple, customizable online presence for their massage business as a Squarespace subdomain. This lets you categorize and display your services, prices and real-time availability for clients to select and book an appointment. Clients have the option to pay at the time of booking or pay later, depending on how you set up your account.
You can also enable the coupons and gift certificate functionality if you want to offer discounts or use these tools in your marketing campaigns. Acuity Scheduling offers one of the best massage apps for mobile Admin (iPhone, iPad & Android) that lets you manage your schedule when you’re on the go. It also integrates with hundreds of third-party apps through Zapier including Stripe, Square, PayPal and Google Analytics. Acuity Scheduling starts at $14/month and has a free 7-day trial period.
Schedulicity offers service businesses such as massage therapists, wellness instructors, and beauty industry entrepreneurs with a robust appointment scheduling platform to automate their booking process. Their scheduling software can be used for a solo therapist or scaled up to accommodate a multi-therapist practice. It can also manage your appointment schedule if you offer services at more than one location.
The web-based Schedulicity software syncs with a mobile admin app so you can manage your schedule from your Android or iPhone. Schedulicity has a built-in payment processor that they call Norm to process credit card payments. While they do offer a basic free plan with limited features, their paid subscription starts at $35 per month for a solo practitioner. AMTA members can receive $10/month discount on their Unlimited plan. Learn more at the Schedulicity website.
Bookedin is a simple online scheduling system designed for independent service providers and freelancers such as massage therapists. They have an online business directory so potential clients can find your personalized booking page. Other features include custom booking forms, booking app, the ability to set recurring client appointments, and text or email appointment reminders. Bookedin integrates with Google Listings, Facebook and Instagram. Their software also has advertising analytics to track the effectiveness of your campaigns.
Bookedin provides subscribers with online payment processing that accepts credit cards, debit cards or PayPal. Their massage therapy software allows you to create and securely store client profiles to help remember client details and stay connected. Bookedin has a mobile scheduling app for admin. Pricing plans range from $24 per month to $69 per month (paid annually), and they offer a 14-day free trial. Learn more at the Bookedin website.
Bookeo is a popular web-based booking and scheduling software that can help massage businesses manage their client appointments. This feature-rich system is a good choice for massage students just starting their practice, solo practitioners or multi-therapist clinics. Bookeo offers real-time availability & scheduling, recurring appointments, package promotions, automated text message or email reminders, and advanced reporting. Their software will help you create an organized client database to manage contact information and track purchases.
With Bookeo, you can create a custom-branded page on their marketing platform or integrate your service menu into your own website by embedding the Bookeo widget. Their calendar function can sync with your personal calendar to help you stay organized. Bookeo integrates with numerous payment gateways, website builders, online calendars, social media, and other software. They offer a mobile-friendly interface to use its software on mobile devices rather than a separate mobile app that must be downloaded, installed and updated. Pricing for a single user starts at $15 per month, and they have a 30-day free trial. Check out the Bookeo website to learn more.
SimplyBook.me is an online booking system designed for businesses in service-based industries. This web-based software offers many features that can help a massage therapy business manage their client scheduling. It integrates with Facebook, Instagram, Google Maps Bookings, and can integrate with many website builders using a widget. SimplyBook.me has their own booking marketplace (Booking.page) for brand exposure, where potential clients can find you and read about your business. You can also create a basic website (as a subdomain) using one of their customizable templates.
SimplyBook.me has a mobile Client App that can be customized to match your brand (customization requires a Premium membership). Once downloaded to your client’s phone, they can conveniently book appointments, change a booking, view their appointment history, buy gift cards, and more. The Admin App lets you manage your client schedule on the go. SimplyBook.me has a free trial and a basic free version. Visit the SimplyBook.me website to learn more.
Schedulista provides massage businesses with a convenient online scheduling platform. You get a booking page on their website where you can advertise your service menu and prices and clients can book appointments. Free unlimited SMS / text appointment reminders and email confirmations. Their scheduler can also be customized to fit your brand and embedded into your website or Facebook business page.
Schedulista also has a mobile massage therapist app for iPhone and Android to let you manage your schedule and client list when you’re away from your computer. This software integrates with Stripe to receive payments. Per user pricing that starts at $19 per month. Check out the Schedulista website.
Click4Time is another useful tool to help automate your client scheduling process. This business software was designed for massage therapists, acupuncturist, chiropractors, counsellors and other service providers in the health & wellness industry. Features and benefits of Click4Time include an invoicing system, appointment reminders, unlimited support, mobile access, HIPAA compliance, an extensive reporting function, mobile app for Android and iOS, and gift certificates. Pricing starts at $30/month for a solo practitioner. There is a 15-day free trial. Visit the Click4Time website website to learn more.
Payment processing apps for massage therapists
There are many payment processing apps for massage therapists, independent stylists, and other small business owners to choose from in 2023. With the increasing popularity of mobile commerce, many small businesses are now turning to payment processing apps to streamline transactions. These merchant services provide a convenient way for customers to make purchases and for businesses to track their sales. While there are many different payment processing apps available, they often share some common features which include:
- Ability to securely receive, track and store payments
- A mobile or touchless card swiper / reader
- Automatic tax calculations
- Integration with accounting software
- Send and store digital receipts
- Accept tips and apply discounts
Square is perhaps best known for their mobile point of sale (POS) payment processing. They also offer Square Appointments which integrates online scheduling with their payment processing. Square offers a basic plan that has no monthly fee, and only charges a processing fee for each transaction. Their Plus plan is $29 per month + transaction fees, and includes additional features. AMTA members who are first-time Square users are eligible for a discount.
Clover offers a user-friendly but powerful payment processing system that is flexible and can be configured to streamline your booking, payment and checkout processes. They have portable and countertop POS systems, virtual terminals, tracking and reporting functions, and tools to enhance customer engagement. Clover integrates with popular bookkeeping software tools QuickBooks and Xero. Pricing for personal services businesses starts at $50 per month, which includes the hardware and software. See the Clover website for more details.
PayAnywhere is an all-in-one payment platform for merchants in the US. This point of sale system allows merchants to accept payments via credit or debit cards online using a virtual terminal, or in person using one of their portable credit card terminals or mobile 3-in-1 card reader. PayAnywhere also has reporting features and tools to help the small business owner offer discounts and track inventory.
Venmo for business is a simple payment processor with a low seller transaction fee and no monthly fee. Massage businesses can get started with Venmo by setting up a business profile. This payment system can be set up to receive POS payments using QR codes or on your website. Learn more at the Venmo website.
Best accounting and bookkeeping apps and software
Accounting and bookkeeping apps are essential tools for licensed massage therapists who have their own practice. LMTs who are self-employed as a full-time or part-time sole proprietor, LLC or independent contractor need to maintain accurate records of income and expenses for taxes and budgeting purposes. These tools will help you calculate your profitability, cash flow, and manage payroll if you have employees.
Tracking your key metrics like month-over-month income growth can help you determine which of your marketing activities are producing the best results. Good financial records can also help you identify areas of your business where expenses could be cut.
QuickBooks by Intuit is a great software solution to help you with the bookkeeping side of your massage business. It can help you keep track of your revenue and expenses, manage bills, run reports and maximize your tax deductions. This software integrates seamlessly with Turbo Tax to make calculating your business taxes and filing your annual tax return easy. QuickBooks also integrates with numerous other apps such as Bill.com, Vagaro, Wellness Living, and Acuity Scheduling.
QuickBooks Payments is an additional service that can help you with customer invoices and desktop or mobile point of sale payment processing with their GoPayment card reader. The GPS function of their mobile app can also mobile massage therapists keep track of mileage for expense purposes.
These features can benefit massage therapists who work as sole proprietors, partners, in an LLC, or as an independent contractor who receives 1099 forms. For larger massage businesses, QuickBooks has additional services to help with payroll and managing inventory. QuickBooks currently offers monthly plans that would meet the needs of most small massage practices for $15/month to $27.50/month. AMTA members can get a discount. Visit the QuickBooks website to learn more.
Xero is a cloud based accounting software designed for small businesses and self-employed professionals. It is easy to use and has a lot of features that a self-employed massage therapist will find useful. These features include income and expense tracking, automated payments and reminders, accept payments using Stripe, and inventory tracking. Xero integrates with Square for point of sale payment processing. The monthly cost to get started with Xero is a flat rate of $12/month. You can learn more and check out their free trial here.
Frequently asked questions
How do I choose the best app or software to manage my massage practice?
Start by thinking about your current needs. What problems are you currently having in your practice that an app or software can help solve? Is it taking too much time to schedule clients? Are you currently unable to provide convenient booking? Do you need an automated way to remind clients about their appointments? Is your current payment system cumbersome or inconvenient for clients? Decide which of these is your biggest problem and tackle this one first. Review your options and start with the simple and most affordable solution that you can. Choose the one app that you think will make the biggest difference in your practice over the next 1-3 months.