Massage therapy software that keeps your table full

A massage practice runs on a simple rhythm: clients book, you treat, you invoice, and you bring them back for their next maintenance session. The challenge is that most of the admin around that rhythm, chasing no-shows, writing rebate-ready invoices, remembering who is due for a rebook, eats into the hours you could spend on the table. OneBookPlus handles each stage so the business side runs itself while you focus on the treatment.

Online booking and intake

Clients find your practice through Google, Instagram, your website or a referral, and book directly through your branded online booking page. They choose from your defined treatment types, 30, 60 or 90-minute remedial, relaxation, deep tissue, sports, pregnancy or hot stone, and pick an available time in real time across every room and therapist. New clients complete a digital intake form capturing their contact details, presenting complaint, relevant medical history, any contraindications, and their health-fund information. This lands in their client record before they arrive, so you can review the case and prepare the room rather than spending the first ten minutes on a clipboard. Returning clients skip the intake and rebook in under thirty seconds, and your cancellation policy is presented at the point of booking so the terms are clear up front.

Treatment notes and client records

During or after each session, record structured notes against the client record, areas worked, techniques and pressure used, range-of-motion or pain observations, any contraindications noted, and the plan for the next visit. Over time this builds a clear treatment history for each client, which matters both for continuity of care and for the documentation expectations of professional associations and insurers. If another therapist in your clinic sees the client next time, they have full context from previous sessions, no verbal handovers, no sticky notes. Records are stored securely against each client profile and accessible from your phone, which is essential for mobile and outcall therapists working away from the clinic.

Treatment packs

Packs bring money in before the work and keep regulars coming back on a rhythm. With the Prepaid Packs add-on ($9/mo), you set up a 5+1, a 10-pack or any bundle you design, with your own price and expiry, and sell it from the client's record. Credits come off as their sessions are booked and go back if a session is cancelled, and when a client is down to their last one or two they get an email inviting them to book and top up. You can also list a pack on your booking page: the client asks to buy it, and the credits start once you have taken payment and switched it on. Every balance sits on the client's record, so you always know who has prepaid for what. Gift vouchers are not available for massage practices yet.

Invoicing and health-fund rebates

At the end of each treatment, OneBookPlus generates an invoice with your clinic ABN, the treatment description, and, for remedial sessions, your provider and association numbers, formatted so the client can claim a private health-fund extras rebate where their policy and your provider recognition allow. Where HICAPS is available at the point of service, clients can claim on the spot; otherwise they submit the receipt to their fund. The system tracks GST per line, so mixed invoices that include both a service and a retail product are handled correctly. We don't process claims on your behalf and rebate eligibility always depends on the individual policy and your recognition with the fund.

Provider recognition and what a rebate invoice has to carry

Massage is self-regulated, so the credential that unlocks a client's rebate is not a registration number, it is recognition granted by each individual health fund. Recognition usually rests on membership of an approved association such as AAMT or Massage & Myotherapy Australia and a diploma-level or higher qualification, and it is granted fund by fund rather than once for the industry. That has two practical consequences. The first is that remedial and relaxation work are treated differently, with relaxation-only massage generally not claimable, so the treatment description on the invoice matters. The second is that the invoice needs your provider number with that fund, your association number, the clinic ABN, the date and an itemised description before a client can claim it. Store those numbers once in OneBookPlus and every remedial invoice carries them. Whether the client is reimbursed still depends on their policy, and nothing in the software changes that. If you also run physiotherapy or exercise services alongside the table, the physiotherapy practice page covers how AHPRA-registered work differs.

Pricing treatments and packs for the quiet months

Massage pricing is deceptively simple: a headline price per treatment length, with packs sold at a discount to that. What the headline hides is the turnaround, since a 60-minute treatment rarely occupies 60 minutes of the room once you count linen, notes and the conversation at the desk. Price from the slot rather than the hands-on time, and a pack discount that looked generous stops eating the margin. The hourly rate calculator works the same problem backwards from what the practice needs to earn, and the GST calculator splits a package price into its GST and net parts when you are setting the menu. Packs also move money in time: it arrives in one quarter and the treatments are delivered in another, which is why the unused balance is worth watching separately from revenue, and why a pack sold in December can carry a quiet February. If you sell retail alongside treatments, the salon and spa page covers the stock side in more detail.

Reminders, loyalty and rebooking

No-shows and empty slots are the single biggest drain on a massage practice's takings, and lapsed regulars are the second. OneBookPlus tackles both. An automated SMS or email reminder goes out before each appointment, on the lead time you set (24 hours by default), cutting no-shows so the day's schedule holds. After each visit, a rebooking prompt encourages the client to schedule their next maintenance treatment at the interval you recommend, four to six weeks is typical, while a built-in loyalty program rewards regulars and gives them a reason to come back to you rather than shop around. Two hours after a completed, paid session, the moment a client is most satisfied, a Google review request goes out automatically, building the online reputation that turns local searches into new bookings. Together, reminders, loyalty and review automation keep your table full without you spending evenings on the phone.