If you didn’t know better, you might think running a spa was all massages and tranquil relaxation.
But anyone who’s ever worked in a spa knows that the reality is very different.
You’ve got to manage the staff, manage the finances, maintain the equipment and facility, and attract and retain clients.
Then there’s the inventory, which comes with its own smorgasbord of problems to solve.
There’s supplier management, demand fluctuation, perishable vs non-perishable, cost control, and even regulatory compliance to think about.
So, if there’s any way to make this easier, it’s a no-brainer, right? Well, the next problem to solve is deciding which spa inventory management tool is the best one for your business.
In this article, we’re hoping to make this decision much easier for you. We’ll go through the benefits of using spa inventory software, what features to look out for, and run through the best options available to you.
By the end of this blog, you’ll have everything you need to compare your options and make the best decision for your spa.
What are the benefits of Spa Inventory Software for my business?
Before we start focusing on features, or comparing different tools, it’s worth looking at the different benefits of using an inventory management tool.
Some might be more obvious, but there are also some that you might not have considered:
Increased Efficiency and Accuracy
Having to manually track everything in your inventory not only drains you and your team’s time and energy, but it’s also prone to errors. By automating things like level monitoring, order processing, and product expiry tracking, you’re ensuring your data is accurate while freeing you up to focus on other things.
Cost Savings
Another huge problem for spa’s is the cost of overstocking and spoilage. Inventory software helps you avoid this by automating the process, and calculating optimal product quantities.
Improved Sales and Revenue
As well as not overstocking, inventory software can also analyze sales patterns to predict demand, so you always have enough of the right products in stock. This means you’ve always got the right products to sell.
Informed Decision-Making
Another huge plus when you use inventory management software is the reports and insights it provides. It tells you all about things like product popularity, purchasing trends, and profitability. And you can use this data to make better informed decisions about your business.
Enhanced Customer Service
It’s always frustrating when you can’t give a customer the product they want because it’s out of stock. But as much as it’s annoying for you, it’s also annoying for them. Spa management software helps you avoid this situation, giving your customers a better experience.
Key features of a good Spa Inventory Software (Checklist)
When you’re comparing inventory management tools, it’s important to have a clear idea of the key features to look out for.
The best way to use this is as a checklist, where you can use it to make sure the tool has everything you need.
- Inventory Tracking: You need to be able to track your inventory in real-time in one place. You should also be able to see the balances across multiple spa locations.
- Vendor Management: Store and track your vendor records such as contact details, pricing, and past orders.
- Purchasing & Receiving: It’s vital that you can digitally track purchase orders and monitor their progress. It should also automatically update inventory levels upon receiving orders.
- Auditing & Adjustments: Your inventory software should make it simple to perform real-time hand counts of inventory to make sure your data is accurate, and identify discrepancies.
- Low Stock Notifications: What’s the point in tracking inventory levels if you don’t know when somethings running low? Notifications are a must for staying on top of your stock levels.
- Integrations: You also need your inventory management tool to be able to integrate with other parts of your business. This can range from your CRM to your payment systems.
The 7 Best Spa Inventory Software
Book4Time
Book4Time is a cloud-based spa management app with a strong focus on centralized inventory control. It offers all the features we listed in the previous section, plus a whole bunch of other tools for running your spa.
It’s the tool of choice for Marriott, Accor, Hilton, so you can be confident it’s been thoroughly tried and tested. And we provide a payment calculator so you know exactly what you’ll be paying.
Key Features:
- Centralized inventory management across multiple locations
- Vendor management and purchase order creation
- Real-time stock level monitoring
- Low-stock notifications
- Automated inventory updates when you receive new stock.
AestheticsPro
Aimed primarily at aesthetics clinics, AestheticsPro can also be a decent option for spas. It comes with inventory management, including things like product kitting and treatment-based usage tracking.
Their pricing starts at $150 a month for a single small practice, going up to $275 per month for their Enterprise Plus tier.
Key Features:
- Inventory management with product kitting for bundled services
- Tracks product usage based on your specific treatments
- Supports medical-grade spa product management
Clover
Clover is more of a point-of-sale (POS) tool, but it also comes with integrated inventory management features. This makes it a great option if you’re a retail business that also offers spa services.
Because of its focus on retail, the pricing will depend entirely on what you need from them, but their standard package runs at $50 per month (if paying for 36 months up front).
Key Features:
- Inventory tracking with product categorization
- Sales and purchase tracking for combined retail and spa businesses
- Customer management and loyalty programs
Booksy
Originally launched as an app for booking different types of services, Booksy added inventory management to their offering back in 2020. Because of its origins, the biggest selling point for Booksy is the ability to show up and receive bookings through their app.
Their pricing starts at $29.99 per month, with an additional $20 for every additional user. So it’s potentially a good option for smaller spas, but bigger spas might get stung by the extra user charge.
Key Features:
- Tracks product usage and manages stock levels
- Generates reports to identify sales trends and optimize inventory
- Appointment scheduling and online booking
- Client communication and marketing tools
DaySmart Spa
DaySmart Spa is just one tool from DaySmart’s impressive catalog of tools. It focuses on simplifying spa management, which includes intake forms, marketing tools, and inventory management.
They have two pricing tiers — one at $29 a month (for one user), rising to $69 a month for their ‘Deluxe’ tier (3 users).
Key Features:
- Multi-location inventory tracking with barcode scanning.
- Automated purchase order generation based on pre-set inventory levels.
- Advanced reporting and analytics for spa operations.
Vagaro
Known for its ease of use, Vagaro provides basic inventory management features like stock tracking, product categorization, and low-stock notifications.
Pricing starts at $30 per month, which can rise to $90 for more users. But if you want to use it across multiple locations, you’ll need to talk to their sales team to get a price out of them.
Key Features:
- Basic inventory tracking
- Product categorization for easy organization
- Appointment scheduling and online booking
- Client management tools and marketing features
Zenoti
Designed for fitness studios, salons, and spas, Zenoti comes with impressive inventory management features such as product cataloging, usage tracking, and reporting tools.
It also boasts an “AI first” approach, which basically means they’ve added AI customer service and marketing tools.
They keep their cards close to their chest with pricing, so you’ll need to request a quote to find out how much it’ll be for your spa.
Key Features:
- Product cataloging with detailed product information.
- Tracks product usage for treatment optimization and inventory control.
- Automated purchase order generation and low-stock alerts.
Book4Time: More than just inventory management
While any of the options above will probably help your inventory management to varying degrees, it’s often better to go with something that helps you across your whole spa rather than just inventory management.
This is exactly what Book4Time does, giving you a comprehensive and feature-rich spa solution that covers everything from inventory management to point of sale:
- Appointment Booking & Management
- Marketing & Retention Tools
- Revenue Management
- CRM
- Staff Management
- Reporting & Analytics
It’s a one-stop shop tailored to the needs of wellness businesses that helps spa managers save time, improve efficiency, and grow their business.
Want to see how Book4Time can help you streamline your inventory management, while you grow your spa? Schedule a demo today!
Frequently Asked Questions About Spa Inventory Software
What is Spa Inventory Software?
Spa inventory software is a digital tool that helps manage spa products, streamline stock control, and prevent stock issues.
What is the best software to track spa inventory?
The “best software” depends entirely on yourusiness needs, but using a full-service tool like Book4Time can save you a lot of time and effort.
What features should I look for in spa inventory software?
In choosing spa inventory software, prioritize features like product tracking, low-stock alerts, and integration with your existing systems.
Can you keep inventory on Excel?
Excel can be a good starting point for basic spa inventory, but consider an inventory management tool like Book4Time for scalability and real-time data.