Spa POS Software: 5 Must-Have Features for a Painless Checkout

Intuitive payment software can end a spa visit on the right note, leaving clients feeling relaxed and satisfied

While it’s not as relaxing as a massage or as cleansing as a steam room, payment is a vital part of the self-care experience. When a client settles up, they’re putting a capstone on a satisfying spa day. If your business has good point of sale (POS) spa software, the client should leave feeling calm and eager to return. If your spa POS software isn’t up to par, that same client might leave feeling irritated and resentful.

Since client payments are at the core of any self-care business, your payment system can’t be an afterthought. If you’re in the market for POS software, you should look for programs that offer simple interfaces, robust inventory management, minimal credit card fees, and other features that benefit both you and your clients.

With the right software, you can simplify the checkout process, handle clerical work more efficiently, and build better relationships with your clients.

What to look for in spa POS software

We’ve outlined five features that make a spa POS system as seamless as possible. Having the right hardware can help as well. Boulevard Duo, for example, is a credit card payment processing solution that lets clients tap, insert, or swipe to pay. The device connects wirelessly with either a computer or an iPad, and accepts smartphone payment apps as well as physical credit cards. Thinking about ease-of-use at the hardware level starts your whole POS system off on the right foot.

Intuitive interface

Payment is part of the spa experience — and since it’s the last thing clients do before they leave, it’s one of the most important parts. As such, your spa POS setup should be as pleasant as the rest of a client’s session. A good POS system should have an intuitive interface that walks the client through each step of the process. They should understand exactly what each service costs, when and how to insert their credit card, and how much to leave as a recommended gratuity. An option to email or print a receipt should show up at the end. A clear checkout process shouldn’t require much explanation, which saves time and reduces frustration for both clients and staff.

Integrated payment processing

In the past, collecting payment information and actually processing that information required two separate systems. Now, many POS systems offer integrated payment processing. This means that when a client pays via credit card or smartphone app, the POS system automatically makes all the necessary connections between your business and the card’s financial institution. Integrated payments are more convenient, secure, and speedy than non-integrated options.

Effective inventory management

Modern POS systems can also help you manage your inventory. Some POS programs sync up with your existing inventory management software; others offer inventory management features of their own. This means that whenever a client pays for a service, you’ll know how many more times you can offer that service before having to restock. For example: You could see that you’re running low on essential oils after an aromatherapy massage — or exfoliating masks after a facial skincare treatment. A POS system can also track the retail goods you sell, letting you know when it’s time to reorder lotions, candles, bathwear and other bestsellers. Depending on your software, this information can feed into sophisticated data analytics. These reports can help you minimize wasteful spending while maximizing client satisfaction.

Mobile compatibility

While spa POS software can run on a variety of systems, you should consider one that’s optimized for Android or iOS — especially for digital tablets. That’s because tablets are small, inexpensive, and intuitive. If you run your POS system from a client-facing tablet, they can navigate most of the process by themselves. You can also put a tablet almost anywhere, rather than having to carve out a corner for an entire computer setup.

Bonus points if your software integrates with smartphone apps and mobile sites. That way, your clients can book their appointments, sync their calendars, and even pay for services from almost anywhere. 

Offsetting credit card charges

Credit card companies charge transaction fees. You can’t do anything about that — but you can limit how much both you and your clients have to pay. Look for POS systems that offset credit card fees with inexpensive and transparent processing. For example, Boulevard Offset adds an additional 3% charge to cover transaction fees, giving businesses a more accurate picture of costs and revenue. As long as your clients know exactly what they’re paying and why they’re paying for it, you’ll have done your due diligence. 

The right spa management software can help make checkouts quick and painless and put your clients in the right mindset to set up another session. However, remember that payment is just one small part of the overall experience. Few clients will remember how easy it was to pay for their session. Most will remember how you welcomed them, how well you performed your services, and how attentive you were overall. Focus on wowing your clients first, and a seamless checkout system will be just one more reason to recommend your business.