Spa Ownership Workshop: Reviewing Spa Management Software

Spa management software can make a world of difference to the spa owner or manager. Computers are tools, designed to make us all more productive, save us time and money and in general make our lives easier and better. Of course some people simply use them as video game consoles or as permanent Internet surfing devices. All fine sues, but not what the spa manager has in mind.

When looking at spa management software think about what you want it to be able to do for you.

Point of sale software allows the computer to function as a cash register, and will keep track of income and separate it into the categories you need for follow-up and marketing efforts later, as well as for maintaining accurate tax records.  Point of sale management software will show you how much each client spends, what type of payment system they use (check, cash  or credit card), how often they come in and what services they use.  It also lets you track referrals and provides a mailing list maintenance source for newsletters and brochure or flyer mass mailings.

Accounting software keeps track of the financial side of your business – including expenses, revenues, tax deductions, etc. This can be simple or complicated depending on your needs. It can include payroll if you have employees and do this yourself in house. It tracks accounts payable and accounts receivable and will track your business check book and any business credit cards you may use.  Many small spas use QuickBooks, Peachtree, DAC Easy Accounting, MYOB accounting or one of the other off the shelf programs available and are quite happy with them. Other spas have grown to the point where more specialized software is called for.

Specialized spa management software systems are often simply modified versions of programs used for other small businesses. All business sell either a product or a service or both, and need to do essentially the same thing. Buying a modified version of already existing software costs much less than having a specific program written for your needs and will undoubtedly do the job. Spa management software will immediately book an appointment for a client, tell the aesthetician what services are needed and the time of the appointment, review treatments the client had in the past, and allow the receptionist cashier to fill out an invoice in a few seconds to collect payment. It will save tremendous amounts of time and money, and will help the spa become more efficient. This leads to better cash flow and more money and job satisfaction for everyone. Spa management software is essential.

As a general rule of thumb, you should allocated approximately 1% of your gross annual revenues to software and technology for non-technical organizations (which would include day spas and aesthetic clinics). Therefore, if your business earns $500,000 a year, you should be earmarking approximately $5,000 annually to software, computer upgrades, enhanced technologies, etc.

In today's business world, no company can thrive or get by without the use of modern technology. It is in the best interest of your business to seek out the best software tools for your trade and use them to your advantage.