12 Best Scheduling Software for Barbershops & Small Businesses in 2025

A missed call is a missed appointment, and a missed appointment is lost revenue. For a busy barbershop, managing bookings over the phone or through DMs is not just inefficient; it's a direct threat to your bottom line. Every minute spent coordinating schedules is a minute not spent cutting hair. For example, if your average haircut is $40 and you spend just 15 minutes a day on scheduling calls, that’s over $2,500 in lost cutting time per year. The right scheduling software transforms this liability into an asset, automating the booking process and ensuring your chairs stay full.

This guide moves beyond generic lists to provide a detailed analysis of the best scheduling software for small business operations, with a specific focus on the needs of barbershops. We'll dissect the top platforms, from industry giants like Square Appointments to specialized tools designed to streamline your client flow.

Inside, you will find a direct comparison of essential features, pricing structures, and real-world implementation advice. For example, we'll discuss how implementing a no-show protection policy with a $15 fee can reduce missed appointments by up to 70%, based on industry data. Our goal is to equip you with the information needed to select a tool that not only captures every potential booking but also enhances your professional image and streamlines your daily operations.

1. Calendly

Calendly has become a standard-bearer in the world of online scheduling, making it one of the best scheduling software for small business owners who need simplicity and power. Its core function is straightforward: you create event types (e.g., "30-Minute Haircut," "15-Minute Beard Trim"), share a link, and clients book directly into available slots on your calendar. This eliminates the back-and-forth texts that consume a barber's valuable time.

Actionable Advice for Barbershops: A client can book a cut at 2 AM without ever needing to speak to you. Embed your Calendly link on your Instagram profile and website. Real-world example: A shop in Austin, TX, saw a 20% increase in new client bookings within the first month by adding their Calendly link to their Google Business Profile. The platform’s strength lies in its robust integrations with tools like Google Calendar, Stripe for pre-payments, and automated SMS reminders, which can reduce no-shows by over 30%.

Key Features & Use Case

• Event Types: Create distinct links for different services, like a "Standard Cut ($40)," "Beard Trim ($20)," or a "Cut & Shave Combo ($55)," each with its own duration and price.
• Automated Workflows: Set up automatic text reminders 24 hours before an appointment and a follow-up email asking for a review a day after. This simple automation can boost your Google reviews and minimize missed appointments.
• Payment Integration: Connect Stripe or PayPal to require a deposit (e.g., $15) or full payment at the time of booking, securing your revenue and client commitment.

Pros & Cons

Pricing & Implementation

Calendly offers a free-forever plan with basic features. Paid plans start at $10 per seat/month, unlocking multiple event types, automations, and customization. For most barbershops, the "Standard" plan ($12/month) provides the best ROI by enabling payment collection and multi-barber scheduling.

Website: https://calendly.com/

2. Squarespace Scheduling (Acuity)

Squarespace Scheduling, formerly known as Acuity, is a powerful, all-in-one appointment management system. It stands out as one of the best scheduling software for small business owners who need more than just simple booking. Its strength lies in its ability to manage complex scheduling needs, including client intake forms, multi-staff calendars, and advanced payment options like packages and memberships. This makes it ideal for a growing barbershop looking to offer more than just single services.

Actionable Advice for Barbershops: Use packages to increase client loyalty and secure upfront revenue. Real-world example: A barbershop in Chicago offers a package of "5 Haircuts for the Price of 4" for $160 (a $40 savings). They sell an average of 15 packages per month, generating $2,400 in guaranteed, upfront revenue. This strategy also locks in repeat business for the next several months. You can also embed a fully branded scheduling widget on your website for a seamless, professional experience.

Key Features & Use Case

• Client Intake Forms: Create custom forms to ask clients specific questions at booking, such as "What's your preferred clipper guard number?" or "Any allergies to hair products?"
• Packages & Subscriptions: Offer service bundles, gift certificates, or recurring memberships. A "Monthly Trim Subscription" for $35/month can create a predictable, recurring revenue stream.
• Advanced Payment Options: Integrates with Stripe, Square, and PayPal to accept deposits or full payments, significantly reducing the financial impact of no-shows.

Pros & Cons

Pricing & Implementation

Squarespace Scheduling does not offer a free plan, but it has a 7-day free trial. Paid plans start at $20 per month for one calendar. The "Growing" plan at $34 per month is often the best fit for shops with multiple barbers, as it includes multiple calendars, text reminders, and service packages.

Website: https://www.squarespace.com/scheduling

3. Square Appointments

Square Appointments is an all-in-one powerhouse for service-based businesses, making it one of the best scheduling software for small business owners who need booking and payments to work seamlessly together. More than just a calendar, it integrates directly into Square’s robust ecosystem of point-of-sale (POS) hardware, payment processing, and marketing tools. This creates a unified system where a client books online, pays a deposit, shows up, and completes the transaction with a single provider.

Actionable Advice for Barbershops: Use the no-show protection feature immediately. Real-world example: A three-chair shop in Miami was losing an estimated $600/month to no-shows. By implementing Square's policy to charge a 50% fee for cancellations within 12 hours, they reduced no-shows by 80% and recovered over $4,800 in the first year. Its deep integration is its key differentiator; if you're already using Square for payments, this platform is a natural and powerful extension. Many barbers find it to be a top contender, as detailed in this breakdown of booking apps for barbers.

Key Features & Use Case

• Integrated POS & Payments: A client books a "Hot Towel Shave" online, and the service is automatically loaded into your POS at checkout. Payment is seamless, with transparent processing rates (2.5% + 10¢ for in-person).
• No-Show Protection: Require a credit card on file to book and automatically charge a fee for last-minute cancellations or no-shows, protecting your revenue.
• Staff Management: On premium plans, you can manage multiple staff calendars, set individual permissions, and track commissions, all within the same system.

Pros & Cons

Pricing & Implementation

Square offers a robust free plan for individuals. Paid plans that add features for teams, like "Plus" at $29 per month per location, unlock more advanced tools like waitlists and multiple staff calendars. This is a clear ROI for any shop with two or more barbers.

Website: https://squareup.com/us/en/appointments

4. Setmore

Setmore positions itself as one of the best scheduling software for small business owners who need robust features without a high initial investment. Its standout quality is a generous free plan that supports up to four users, making it ideal for small barbershops just starting out or those with a few chairs. The platform provides a customizable public booking page where clients can see services, staff availability, and book appointments 24/7.

Actionable Advice for Barbershops: Leverage the free plan for your first 1-4 barbers to eliminate subscription costs entirely while still getting core features like unlimited appointments and email reminders. Real-world example: A new two-barber shop in Portland used Setmore's free plan for their first year, saving an estimated $400-$600 in software fees that they reinvested into marketing, helping them grow their client base faster. The ability to take payments via Square, Stripe, or PayPal helps secure appointments and reduce no-shows.

Key Features & Use Case

• Generous Free Plan: Manage up to four staff calendars, take unlimited appointments, and send email reminders without any monthly cost, which is a huge benefit for budget-conscious shops.
• Payment Processing: Integrate directly with Square to process payments at the time of booking, ensuring a client who books a $40 haircut is committed to their slot.
• Recurring Appointments: Easily book a loyal client for their bi-weekly trim for the next six months, saving administrative time and securing future revenue.

Pros & Cons

Pricing & Implementation

Setmore’s free plan is a powerful starting point. For SMS reminders (a key tool for reducing no-shows), you'll need a paid plan. The "Pro" plan starts at just $5 per user/month (billed annually), adding SMS reminders and two-way calendar sync. This low entry price makes it one of the most accessible paid solutions on the market.

Website: https://www.setmore.com/

5. SimplyBook.me

SimplyBook.me is a highly versatile booking system that acts as a comprehensive business management tool, making it one of the best scheduling software for small business owners who need more than just a calendar. It allows service-based businesses like barbershops to create a fully functional, branded booking website. Its strength lies in its modular "custom features" approach, letting you activate only what you need.

Actionable Advice for Barbershops: Use the "Custom Features" to your advantage. Activate the "Products for Sale" feature to sell pomade, beard oil, or other retail items directly through your booking site. Real-world example: A barbershop in London added their retail products to SimplyBook.me and saw a 15% increase in product sales, as clients would add items to their cart while booking a service. This created an additional, passive revenue stream with a clear ROI on the monthly software cost.

Key Features & Use Case

• Custom Features: Activate specific add-ons like "Packages" to bundle a haircut and shave at a discount, or "Memberships" to offer a monthly flat rate for unlimited trims.
• POS & Product Sales: Use the integrated Point of Sale feature to sell styling products in-shop, with inventory automatically tracked alongside your service bookings.
• Branded Booking Site: Create a professional-looking, standalone booking page with your logo and colors, which can act as your main business website if you don't already have one.

Pros & Cons

Pricing & Implementation

SimplyBook.me has a free plan for up to 50 bookings per month. Paid plans start at $9.90/month, increasing the booking limits and the number of custom features you can activate. The "Standard" plan ($29.90/month) is a great starting point for a growing shop, offering 500 bookings and 8 custom features.

Website: https://www.simplybook.me/

6. Zoho Bookings

For small businesses already embedded in the Zoho ecosystem, Zoho Bookings is a natural and powerful extension. It's an affordable scheduler that shines brightest when connected with Zoho's other tools, like its CRM and Meetings platforms. This integration makes it one of the best scheduling software for small business owners who want a unified system for managing clients, appointments, and marketing from a single dashboard.

![Zoho Bookings screenshot not available]

Actionable Advice for Barbershops: If you're looking for an all-in-one business solution, consider the Zoho ecosystem. When a new client books a "Hot Towel Shave" through Zoho Bookings, their information automatically populates in your Zoho CRM. Real-world example: You can set up an automated workflow where every new client receives a "Welcome" email with a 10% discount on their next service, encouraging repeat business without any manual effort. This direct link between booking and client management is its key differentiator.

Key Features & Use Case

• Zoho Ecosystem Integration: If a new client books a service, Zoho Bookings can automatically create a new lead or contact in Zoho CRM. This allows you to track their appointment history and send targeted marketing emails for future promotions.
• Customizable Booking Pages: Design booking pages with your barbershop's logo, colors, and custom fields. You can ask clients for their preferred barber or add-on services like a beard oil treatment directly in the booking form.
• Customer Portal: Offer a dedicated portal where regular clients can log in to view their past and upcoming appointments, reschedule easily, and manage their own details, reducing administrative work for your staff.

Pros & Cons

Pricing & Implementation

Zoho Bookings offers a generous free plan for a single user. Paid plans are very affordable, starting around $6 per user/month (billed annually), which unlocks team features and payment gateway integrations. For a small shop, the "Basic" plan offers immense value for its cost.

Website: https://www.zoho.com/bookings/

7. Microsoft Bookings

For barbershops already operating within the Microsoft ecosystem (e.g., using Outlook for email), Bookings is a powerful and cost-effective choice. It’s not a standalone product but an application included with many Microsoft 365 Business plans. Its primary advantage is its seamless integration with Outlook calendars, making it ideal for managing multiple barbers' schedules without adding another subscription fee.

Actionable Advice for Barbershops: If your shop uses Microsoft 365, you likely already have access to this tool for free. Set up a public booking page where clients can select a service and a specific barber. The appointment automatically syncs to that barber’s Outlook calendar. This centralization streamlines operations without adding another subscription fee, offering a 100% ROI if you're already paying for the M365 suite. It's a great example of leveraging existing small business automation tools.

Key Features & Use Case

• Outlook Integration: When a client books a "Buzz Cut," the event instantly populates the barber's Outlook calendar, preventing double-bookings.
• Buffer Time: Automatically add 5-10 minutes of buffer time after each appointment for sanitizing your station, ensuring you stay on schedule without manually adjusting your calendar.
• Centralized Administration: Manage multiple staff calendars, assign services to specific barbers, and set business-wide hours from a single dashboard within the M365 admin center.

Pros & Cons

Pricing & Implementation

Microsoft Bookings is included with Microsoft 365 Business Standard ($12.50/user/month), Business Premium, and other enterprise plans. If your barbershop already subscribes to one of these, you have access at no additional cost.

Website: https://www.microsoft.com/microsoft-365/business/scheduling-and-booking-app

8. Google Calendar Appointment Schedules

For solo barbers or small shops already embedded in the Google ecosystem, Google Calendar’s native Appointment Schedules feature is a powerful and cost-effective solution. This tool transforms your standard calendar into a shareable booking page, making it a contender for the best scheduling software for small business owners who prioritize simplicity and integration. You can create a public booking page directly from your calendar, set your availability, and share the link.

Actionable Advice for Barbershops: This is the fastest way to get started with online booking if you're a solo operator. Instead of paying for a separate service, leverage a tool you already use. Real-world example: A single-chair barber can create booking slots for "30-Minute Fade" and "1-Hour Hot Towel Shave," connect Stripe for payments (on a paid plan), and manage their entire business from one calendar for as little as $9.99/month. This is a lean, efficient way to modernize without complexity.

Key Features & Use Case

• Public Booking Pages: Create a professional, shareable page where clients can see your open slots for different services.
• Direct Gmail Integration: When replying to a client email, you can instantly insert your booking schedule, reducing friction and securing the appointment faster.
• Payment Integration: For Google Workspace Individual subscribers and higher tiers, you can connect Stripe to require a deposit, significantly reducing the financial impact of no-shows.

Pros & Cons

Pricing & Implementation

Basic appointment scheduling is available on all Google accounts. To access premium features like Stripe payments and email reminders, you need a Google Workspace subscription, such as the "Business Standard" plan ($12/user/month) or the "Google Workspace Individual" plan, which starts at $9.99/month.

Website: https://calendar.google.com/

9. HubSpot Meeting Scheduler

For barbershops that rely on a strong client management process, HubSpot Meeting Scheduler is one of the best scheduling software for small business options because it's built directly into a powerful CRM. Its primary function is to connect appointment booking with customer data, making every interaction more informed. Every booking automatically creates or updates a contact record in the HubSpot CRM.

Actionable Advice for Barbershops: Use this tool to build a robust client database. Real-world example: A high-end barbershop uses the free HubSpot CRM to track client preferences. When a client books, the barber can see notes from their last visit (e.g., "Used a #2 guard on the sides," "Prefers American Crew Fiber"). This level of personalization enhances the client experience, builds loyalty, and justifies premium pricing. The scheduler is free to start, making it a powerful entry point into a more organized client management system.

Key Features & Use Case

• Deep CRM Integration: Automatically log every booked appointment to a client’s contact record, providing a complete history of their interactions with your shop.
• Round-Robin & Group Links: Distribute new client bookings evenly among your team of barbers or allow clients to book a group session for events like wedding parties.
• Marketing Workflows: Use a booked appointment as a trigger to enroll a client in a marketing email sequence, perhaps offering a 10% discount on their next visit to encourage loyalty.

Pros & Cons

Pricing & Implementation

HubSpot Meeting Scheduler is available for free as part of the HubSpot CRM platform. To unlock advanced features like sophisticated automation and removing HubSpot branding, you’ll need to subscribe to a paid Sales Hub plan, which starts at $15 per seat/month (billed annually).

Website: https://www.hubspot.com/products/sales/schedule-meeting

10. Fresha

Fresha has emerged as a dominant force in the beauty and wellness industry, making it a compelling choice for the best scheduling software for small business owners in sectors like barbering. Its model is unique: the core scheduling, point-of-sale, and client management software is subscription-free. Fresha makes money through payment processing and a fee for new clients acquired via its marketplace, which can actively drive new customers to your shop.

Actionable Advice for Barbershops: Use Fresha as a client acquisition tool. Real-world example: A newly opened shop in Dallas listed themselves on the Fresha marketplace. In their first three months, they acquired 45 new clients directly through the app, who then became regulars. While Fresha takes a 20% commission on that first service, the lifetime value of those 45 clients represents an ROI of over 1000% on the initial fee. It’s an all-in-one solution handling everything from inventory to payment processing with built-in no-show protection.

Key Features & Use Case

• All-in-One System: Integrates online booking, a smart calendar, point-of-sale (POS), and client records. A barber can check a client in, view their service history, process payment, and rebook them from a single interface.
• Fresha Marketplace: Gain exposure to new clients in your area who use the Fresha app to discover and book appointments. This feature acts as a built-in marketing channel.
• No-Show Protection: Implement mandatory deposits or capture card details at the time of booking to enforce a cancellation fee, drastically reducing the financial impact of missed appointments.

Pros & Cons

Pricing & Implementation

Fresha’s core software is free. Revenue is generated through a 2.19% + $0.20 payment processing fee per transaction and a one-time 20% "new client fee" when a customer discovers you through the Fresha marketplace.

Website: https://www.fresha.com/

11. G2 — Online Appointment Scheduling category

Instead of being a single tool, G2 is a powerful software review marketplace that acts as a crucial research hub for finding the best scheduling software for small business needs. It aggregates user reviews, scores, and feature data for hundreds of platforms. For a barbershop owner overwhelmed by options, G2 provides a structured way to discover and compare tools side-by-side.

![G2 comparison grid screenshot not available]

Actionable Advice for Barbershops: Use G2 to create a final shortlist. Before signing up for any free trials, select your top three contenders (e.g., Square, Fresha, and Acuity) and use G2's comparison tool. Filter reviews specifically from "Small-Business" users in the "Health, Wellness and Fitness" industry. This will give you unbiased, real-world feedback from peers, helping you avoid a tool that looks good on paper but fails in a real shop environment.

Key Features & Use Case

• Category Grids: Use the "Online Appointment Scheduling" category grid to see which tools are rated highest by other small business owners, providing real-world validation.
• Side-by-Side Comparisons: Select up to four different scheduling tools and compare their features, user satisfaction ratings, and pricing information on a single screen.
• Verified User Reviews: Read in-depth reviews from actual users to understand the practical pros and cons of a system before you even sign up for a demo.

Pros & Cons

Pricing & Implementation

G2 is free to use for research and comparison. The site earns revenue from software vendors, so there is no cost to the user for browsing reviews and building comparison charts. Implementation involves using the platform's insights to select a tool, then visiting the chosen vendor's site.

Website: https://www.g2.com/categories/online-appointment-scheduling

12. Software Advice — Appointment Scheduling

Unlike a standalone tool, Software Advice is a Gartner-owned directory that serves as a research hub for finding the best scheduling software for small business needs. It provides curated lists, side-by-side comparisons, and verified user reviews across dozens of platforms. This approach is perfect for a barbershop owner who is new to the scheduling software market and wants to survey the entire landscape before committing.

Actionable Advice for Barbershops: Use the powerful filtering to save time. Narrow down options by business size ("1-10 employees") and must-have features like "POS Integration" and "SMS Reminders." This will cut your research time from hours to minutes, helping you quickly identify top contenders that fit your specific operational needs and budget without having to visit dozens of different websites.

Key Features & Use Case

• Product Filtering: A shop owner can filter for software that offers both online booking and POS integration, ensuring a seamless client checkout process from a single platform.
• Side-by-Side Comparisons: Directly compare the features and starting prices of two or three shortlisted tools, like Acuity and Fresha, to see which offers better value for your specific needs.
• ‘Shortlist/Best’ Guides: Use their editor-curated "Best of" guides to quickly see top-rated solutions without needing to perform extensive individual research, leveraging their market expertise.

Pros & Cons

Pricing & Implementation

Software Advice is a free resource for buyers. The platform makes money through vendor referrals. Implementation details vary by the software you ultimately choose, but Software Advice provides direct click-throughs to vendor websites for free trials and demos, streamlining the transition from research to implementation.

Website: https://www.softwareadvice.com/appointment-scheduling/

Top 12 Scheduling Software Comparison

Making Your Choice: It's About ROI, Not Just Features

Navigating the landscape of scheduling software can feel overwhelming, but the right choice boils down to a single, critical factor for any barbershop owner: return on investment. The best scheduling software for small business isn't the one with the most features; it's the one that directly adds to your bottom line by saving time, reducing no-shows, and improving the client experience.

From the straightforward, no-cost entry point of Google Calendar to the robust, all-in-one ecosystem of Square Appointments, each tool offers a distinct pathway to operational efficiency. Your decision shouldn't be based on a generic feature list but on a strategic alignment with your shop’s unique operational needs and growth ambitions.

From Analysis to Action: Your Next Steps

Before you commit, it's crucial to move from reading this guide to actively testing your top contenders. Remember, the goal is to find a system that not only schedules appointments but also actively grows your business.

Here’s a practical, step-by-step plan to guide your final decision:

• Define Your Core Needs: Is your primary challenge reducing no-shows? Then a tool like Square Appointments or Fresha with mandatory card capture and automated reminders is essential. Do you need to manage multiple barbers and track commissions? A more advanced system like Square or Squarespace Scheduling might be the better fit. Write down your top three "must-have" functions.
• Calculate the True Cost & ROI: Look beyond the monthly subscription fee. Consider the time saved. If a $30/month plan saves you five hours of manual booking (a low estimate), and you value your time at $40/hour, the software is generating a net gain of $170 monthly. That’s a 566% ROI. Don't forget to factor in reduced no-shows. Preventing just two no-shows a month covers the cost of most plans.
• Run a Trial with Your Team: Sign up for free trials of your top two choices. Involve your other barbers. A system is only effective if it's used by the entire team. Ask for feedback on ease of use, mobile accessibility, and how it fits their daily workflow.
• Analyze the Client Experience: Test the booking process from a client’s perspective on a smartphone. Is it simple, fast, and intuitive? A clunky interface can lead to abandoned bookings and lost revenue, defeating the purpose of the software.

Implementation: The Key to Success

Once you've selected your software, successful implementation is paramount. Announce the change to your clients proactively through email, social media, and a sign at your front desk. Highlight the benefits for them, such as 24/7 booking convenience and automated reminders. Train your barbers thoroughly, ensuring they understand how to manage their schedules, view client notes, and block off personal time. A smooth transition ensures you start realizing the benefits of your investment from day one.

Ultimately, choosing the best scheduling software for your small business is a strategic decision that empowers you to spend less time managing calendars and more time behind the chair, building relationships, and perfecting your craft.

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