Starting a Hair Salon in the UK: The Software & Tools Checklist
Why the Right Software Makes All the Difference
Opening a hair salon in the UK is exciting, but the admin side can quickly become overwhelming without the right tools in place. From managing bookings and paying staff to keeping HMRC happy under Making Tax Digital, good software turns chaos into routine. This checklist walks you through every category you need to cover before you open your doors.
Booking & Client Management
A reliable booking system is the backbone of any salon. It reduces no-shows, keeps your diary organised, and gives clients the convenience of booking online at any hour.
Fresha
- All-in-one booking, CRM, and payments in one platform
- Generous free tier — ideal if you are just starting out
- Intuitive interface that requires minimal training
Fresha is arguably the most popular choice for UK salons right now. Its free tier covers the essentials, and it handles client records, appointment reminders, and payments without needing separate tools.
Treatwell Connect — £25/month
- Lists your salon on the Treatwell marketplace for extra visibility
- 24/7 online booking for clients
- Automated reminders that cut down missed appointments
Treatwell Connect is worth considering once you want to attract new clients beyond your existing base. The marketplace exposure can be a real advantage in competitive UK high streets.
Acuity Scheduling — £16/month
Acuity Scheduling suits salons that want a straightforward online booking tool with integrated payment processing. It sends automatic reminders and allows clients to reschedule themselves, saving you time on the phone.
Point of Sale & Payments
Every salon needs a fast, reliable way to take payments. UK customers expect to pay by card, contactless, or mobile wallet — cash alone will cost you sales.
Square POS — Free tier
Square POS offers a powerful free tier with transparent UK card processing fees and no monthly contract. It is quick to set up on a tablet or smartphone, making it an excellent starting point for a new salon.
Zettle Go — Free tier
Zettle Go (from PayPal) is a strong alternative, accepting all major card types with a simple reader and straightforward daily use. Many UK salon owners appreciate its seamless integration with PayPal business accounts.
SumUp POS — Free tier
SumUp POS follows a freemium model and integrates directly with SumUp card readers. It is user-friendly and quick to configure, which is helpful when you are busy setting everything else up before launch.
Accounting & Making Tax Digital Compliance
If your turnover exceeds the VAT threshold, you are legally required to keep digital records and submit VAT returns through Making Tax Digital-compatible software. Even below the threshold, good accounting software saves hours at year end.
Xero — £15/month
Xero is MTD-compliant, connects to most UK business bank accounts, and works well alongside accountants who are familiar with it across the country. Its intuitive interface means you do not need a finance background to stay on top of your books.
Staff Scheduling & HR
Managing stylists, colourists, and Saturday staff requires proper rota and HR tools. Spreadsheets become unmanageable fast, especially once you factor in holiday requests and payroll.
Deputy — from £6/month per user
Deputy streamlines rota creation and time tracking, with excellent mobile apps so staff can view their shifts instantly. It integrates well with UK payroll providers, reducing manual data entry each pay period.
BrightHR — from £5/month
BrightHR combines rota management with GDPR-compliant secure document storage for staff contracts and right-to-work checks. Its self-service mobile app means employees can submit holiday requests without interrupting you mid-cut.
Marketing & Customer Retention
Winning a client is just the start — keeping them coming back is where salons build real revenue. Email marketing and responsive customer communication make a significant difference to retention rates.
Mailchimp — Free tier
Mailchimp has a generous free plan suitable for most new salons and includes built-in GDPR consent tools to keep your email list compliant. Its drag-and-drop builder makes creating promotional emails straightforward even without design experience.
Tidio AI — Free tier
Tidio AI adds a live chat and automated chatbot to your salon website, answering common questions around the clock without any coding required. It is a cost-effective way to capture enquiries outside of opening hours.
Your Pre-Launch Software Checklist
- ✔ Choose a booking system — Fresha (free) or Treatwell Connect (£25/mo)
- ✔ Set up card payments — Square, Zettle, or SumUp
- ✔ Get MTD-ready accounting — Xero (£15/mo)
- ✔ Manage your team — Deputy or BrightHR
- ✔ Start building your client list — Mailchimp (free)
- ✔ Add website chat — Tidio AI (free tier)
Starting lean with free tiers where available is sensible, then upgrading as your client base grows. Getting these foundations right from day one means less firefighting later and more time focusing on what you do best.