vCita Pricing Explained (2026)
vCita prices per business rather than per seat — $35 to $93 a month on annual terms — which makes it unusually cheap for small teams and unusually opaque at the top.
| Plan | Price | Billing | What you get |
|---|---|---|---|
| Kickstart | $35/mo | billed annually ($420/year); ~15% more monthly. 1 seat | Client management, business calendar, online scheduler, payments, invoices, client portal, mobile app, AI business management agent, lead capture agent, AI chat receptionist, SMS and email marketing, HIPAA compliance |
| Manage | $54/mo | billed annually ($648/year); multiple staff supported | Everything in Kickstart plus advanced invoicing, billing automation, staff roles and permissions, business reports, automated marketing campaigns, advanced tax customisation |
| Manage + Grow | $93/mo | billed annually ($1,116/year); $110/mo billed monthly | Everything in Manage plus room and equipment booking, recurring payments, service packages, waitlist management and RSVP |
| AI Voice Receptionist add-on | $30/mo | add-on, available on every plan | AI-answered inbound calls with booking and message capture |
Per business, not per seat
Almost everything else in this category charges per user. vCita charges per business, with staff seats folded into the plan above Kickstart. That single decision is the reason its pricing looks so different, and it is the main thing to weigh when comparing.
For a five-person clinic, a salon with four stylists, or a trades business with three technicians, the arithmetic is stark. Manage is $54 a month total. A per-seat CRM at $30 a head is $150 for the same team. At ten staff the gap widens to $54 against $300.
The corollary is that vCita gets relatively less attractive as a solo operator's tool, because Kickstart's $35 is competing against per-seat products that charge one seat's worth. And it stops scaling as a comparison once you are large enough to need genuine per-user administration, which vCita is not built to provide.
What the tiers are actually sorting
Kickstart at $35 is one person, fully equipped: clients, calendar, online booking, payments, invoices, client portal, mobile app, SMS and email marketing, plus the AI scheduling and chat agents. HIPAA compliance is included, which matters for therapists, dietitians and small practices and is not a given at this price.
Manage at $54 is the multi-staff tier. Advanced invoicing, billing automation, staff roles and permissions, business reports, automated marketing campaigns, tax customisation. The roles and permissions piece is the practical trigger — as soon as you have staff, you need to control what they see.
Manage + Grow at $93 is for businesses that book resources, not just time: room and equipment booking, waitlist management, RSVP, service packages, recurring payments. Studios, clinics with treatment rooms, class-based businesses. If none of those describe you, this tier is $39 a month of features you will not open.
The add-on that changes the maths
The AI Voice Receptionist is $30/month on any plan. On Kickstart that is an 86% increase on the subscription.
It is also, for a large share of vCita's market, the single most valuable thing in the catalogue. A salon, a plumber, a physiotherapist — anyone who cannot answer the phone while working — loses bookings to voicemail all day. One recovered appointment a month typically covers it.
The honest framing is that vCita's real price for a phone-dependent service business is $65 to $123 a month, not $35 to $93. That is still inexpensive for what it replaces, but it should be in the model from the start.
What it displaces
The comparison that flatters vCita is not against CRMs, it is against the stack a small service business otherwise assembles: a booking tool, a payment processor's invoicing module, an email marketing tool, a client portal, and a phone answering service.
| Component | Typical standalone cost |
|---|---|
| Online booking | $20–$50/mo |
| Invoicing and payments | $15–$30/mo |
| Email and SMS marketing | $20–$60/mo |
| Client portal | $15–$40/mo |
| Call answering | $50–$200/mo |
Against that, Manage at $54 plus the voice receptionist at $30 is a straightforward win — provided vCita's version of each component is good enough for your business, which is the real question. Each individual module is competent rather than best-in-class; the value is the integration and the single bill.
Costs that sit outside the subscription
Payment processing fees are separate and go to the underlying processor, which is normal but worth stating since vCita markets payments as a headline feature. Several integrations — QuickBooks, Zapier, Google Analytics, calling and texting — are sold as apps rather than bundled. None are expensive individually, but the pattern means a fully configured account costs more than the plan.
Who should buy it
Appointment-driven small service businesses without an operations person: clinics, salons, tutors, trades, consultants, therapists. The per-business pricing makes it exceptional value at three to ten staff, and the bundled booking-payments-portal-marketing stack removes tool sprawl that these businesses have no time to manage.
It fits poorly for sales-led B2B teams, where a real CRM pipeline matters and vCita has little to offer, and for businesses large enough to need proper per-user administration and reporting. Check vcita.com/pricing for current rates before budgeting.
What the pricing page doesn't show
- Kickstart is a single seat. Any business with a second practitioner, stylist or technician is a Manage customer at minimum, so the $35 headline applies only to genuinely solo operators.
- The AI Voice Receptionist is $30/month on top of any plan — an 86% increase on a Kickstart subscription for the one feature most likely to have sold you on the product.
- Payment processing fees are separate. vCita takes payments through third-party processors, and those transaction percentages sit outside the subscription entirely.
- Several integrations are sold as apps rather than bundled: QuickBooks, Zapier, Google Analytics and calling and texting are add-on purchases on top of the plan.
- Staff roles and permissions arrive at Manage. A two-person business that only wants a shared calendar still needs the $54 tier to control who sees what.