How Much Does a Scheduling System Cost in 2025? Complete Analysis

Pricing Categories by Business Type

Systems range from free to $240/month depending on features

💈

Small Business

Salons, barbershops, practices

$0 - $30/mo

Save up to $3,600/year

🏢

Medium Business

Clinics, gyms, spas

$30 - $100/mo

ROI in 3 months

🏛️

Enterprise

Chains, franchises, hospitals

$100 - $240/mo

40% cost reduction

Detailed Comparison of 15 Systems

System	Basic Plan	Pro Plan	Bookings/month	Extra Fees	Annual Cost
Converso Pro	Free	$18/mo	Unlimited	None	$216
Calendly	Free	$20/user	Limited	Integrations	$240+
Square Appointments	$29/mo	$75/mo	Unlimited	2.65% + $0.10	$900+
Booksy	$29.99/mo	$59.99/mo	Unlimited	2.5% payments	$720+
Fresha	Free*	$30/mo	Unlimited	2.75% + $0.30	$360+
Acuity Scheduling	$16/mo	$48/mo	Unlimited	Stripe/PayPal	$576+
SimplyBook.me	Free	$29.90/mo	50-unlimited	SMS extra	$359+
Setmore	Free	$25/mo	Limited	SMS $0.10	$300+
10to8	Free	$48/mo	100-unlimited	SMS extra	$576+
Appointy	$19.99/mo	$99.99/mo	Limited	Add-ons	$1,200+
Vagaro	$25/mo	$65/mo	Unlimited	1.75% sales	$780+
Mindbody	$129/mo	$240/mo	Unlimited	Setup $299	$2,880+
Timely	$25/mo	$50/mo	Unlimited	SMS packs	$600+
Excel Spreadsheet	Free	-	Manual	Lost time	$0*
Google Calendar	Free	-	Manual	No automation	$0*

*Free systems have hidden cost in lost time: average 15h/month = $750 in productivity

Hidden Costs Nobody Talks About

90% of businesses discover these costs only after signing up

💳

Processing Fees

"Free" systems charge 2.5% to 3.5% on each payment processed. On $10,000/month revenue, that's $350 in fees!

+ $240 to $420/month

📱

SMS & Notifications

SMS reminders cost $0.08 to $0.15 each. With 500 bookings/month and 2 reminders per client, that's 1,000 extra SMS.

+ $80 to $150/month

🔧

Setup & Training

One-time implementation fee from $99 to $599. Staff training charges $50/hour. Data migration: another $299.

+ $400 to $1,000 initial

🔌

Essential Integrations

Connect with Instagram, Google, payment gateways? Each integration costs $10 to $40/month extra. Need API? Another $100/month.

+ $40 to $160/month

👥

Additional Users

Basic plan includes 1-2 users. Each extra staff member costs $5 to $20/month. Salon with 5 professionals? Multiply!

+ $20 to $80/month

📊

Reports & Analytics

Want detailed reports? Premium plan only. Export data? Extra fee. History beyond 1 year? Another $10/month.

+ $20 to $60/month

System ROI Calculator

Bookings per month

Average ticket ($)

Current no-show rate (%)

Hours spent on scheduling/month

Monthly loss from no-shows $4,500

Cost of time spent $500

Savings with system $3,900

ROI in months 0.2 months

What Each Price Range Offers

💎 Free ($0)

✓ Basic online booking
✓ Up to 50-100 bookings/month
✓ 1 user/service
✓ Email reminders
✗ No SMS/WhatsApp
✗ No online payment
✗ Limited support

🥈 Basic ($10-30/month)

✓ Unlimited bookings
✓ 2-5 users
✓ SMS/WhatsApp automated
✓ Online payment
✓ Calendar sync
✓ Basic reports
✓ Email support

🥇 Professional ($30-100/month)

✓ Everything in basic
✓ Unlimited users
✓ Multi-location
✓ Custom app
✓ Marketing automation
✓ Advanced analytics
✓ Priority support

👑 Enterprise ($100+/month)

✓ Everything in professional
✓ Full API access
✓ White label
✓ ERP/CRM integration
✓ Dedicated server
✓ Account manager
✓ SLA guarantee

How to Save up to 70% on Your System

🎯 Proven Tips

Choose annual billing: Save 20-30% by paying annually vs monthly
Negotiate at renewal: After 6 months, ask for 30-50% discount by threatening to cancel
Start with basics: Don't pay for features you don't use yet
Compare hidden fees: Add ALL fees, not just monthly cost
Test free trials: Use 2-3 systems before deciding
Request custom demo: Ensure it meets your specific needs
Avoid long contracts: Maximum 12 months to maintain flexibility

⚠️ Traps to Avoid

❌ "Free" systems with high fees: 3% of $10k = $300/month!
❌ Contracts with cancellation fees: Some charge 6 months to cancel
❌ Plans with low limits: "Unlimited" that's actually 1,000/month
❌ Expensive setup without guarantee: Pay implementation only after it works
❌ Locked features: Basic functions only in premium plan

Complete System for $18/month with No Hidden Fees

Unlimited bookings + SMS/WhatsApp + Online payment + 24/7 Support

Start 7-Day Free Trial Talk to Consultant

✅ No credit card required · ✅ Cancel anytime · ✅ Free migration

How Much Does an Online Scheduling System Cost in 2025?