Queue Management Pricing: 5 Tools Compared (2026)

Queue management software ranges from free to $500+/month, and the cheapest option isn't always the cheapest once you factor in SMS costs, per-location fees, and feature limits. This guide compares the five most popular platforms in 2026 — pricing, features, and hidden costs — so you can make an informed decision.

Choosing queue management software based on the headline price alone is a mistake. A 2025 Software Advice survey found that 62% of small businesses were surprised by additional costs after subscribing to SaaS tools. Gartner's 2024 SMB Technology report noted that per-message SMS fees are the most common hidden cost in queue management platforms, sometimes doubling the effective monthly price. And according to Capterra's 2025 comparison data, businesses spend an average of $150–$250/month on queue management when all costs are included.

We're going to be transparent here — including about our own pricing. Let's compare.

The Five Platforms Compared

1. ScanQueue

ScanQueue is built for small-to-medium service businesses. It focuses on simplicity: QR code check-in, SMS notifications, real-time dashboards, and analytics. No hardware required.

Hidden costs: None. SMS is included in Growth and Pro plans. No per-message fees, no setup charges.

Best for: Small-to-medium businesses wanting simple, affordable queue management.

2. Waitwhile

Waitwhile is the largest global queue management platform, serving enterprise brands like Louis Vuitton and Best Buy. It offers the most comprehensive feature set but at a higher price point.

Hidden costs: SMS is charged per message on some plans. Visit-based limits on lower tiers can push you to higher plans quickly.

Best for: Businesses needing advanced integrations, appointment scheduling, and enterprise features.

3. Qminder

Qminder is an enterprise-focused platform designed for high-volume environments like airports, banks, and government offices. It requires hardware (iPad kiosks) for check-in.

Hidden costs: Requires iPad hardware (~$400–$600 each). No free tier. SMS charged separately.

Best for: High-volume enterprise environments needing kiosk-based check-in and detailed service analytics.

4. NextMe

NextMe is an app-based waitlist platform aimed at restaurants and salons. It focuses on simplicity and mobile-first design, with a consumer-facing app for discovery.

Hidden costs: Free plan uses push notifications (requires customer app download). SMS is extra on higher plans.

Best for: Restaurants and salons in North America wanting an app-based waitlist with consumer discovery features.

5. Qmatic

Qmatic is an enterprise platform used by banks, government agencies, and healthcare systems. It includes physical hardware (ticket dispensers, digital signage) and is designed for complex, high-volume environments.

Hidden costs: Hardware costs ($1,000–$10,000+ for kiosks and signage). Implementation fees. Annual contracts.

Best for: Large enterprises, government offices, and healthcare systems needing physical queue infrastructure.

Side-by-Side Pricing Summary

Which Platform Is Right for Your Business?

There's no one-size-fits-all answer. Here's a quick decision guide:

• Small business, simple needs, budget-conscious: ScanQueue — free tier to start, affordable paid plans with SMS included
• Need advanced integrations and appointment scheduling: Waitwhile — mature feature set but watch SMS costs
• High-volume enterprise with hardware budget: Qminder — powerful analytics and kiosk-based check-in
• Restaurant wanting app-based discovery: NextMe — consumer app can drive new customers
• Large enterprise with complex workflows: Qmatic — full physical and digital queue infrastructure

Frequently Asked Questions

Is there a truly free queue management system?

Yes. ScanQueue, Waitwhile, and NextMe all offer free tiers. ScanQueue's free plan includes QR code check-in and a live dashboard with no visit limits. Waitwhile's free plan caps at 100 visits/month. NextMe's free plan uses push notifications (no SMS). For most small businesses, a free tier is a great way to start before deciding if paid features are worth it.

Why do SMS costs vary so much between platforms?

SMS pricing depends on the provider's gateway, the destination country, and whether they mark up the cost. Platforms that include SMS in their subscription absorb the cost and offer more predictable pricing. Per-message pricing can be cheaper at low volumes but expensive at scale.

Can I switch platforms later?

Yes, but it's easier with some than others. Platforms without annual contracts (ScanQueue, Waitwhile, NextMe) let you switch anytime. Your customer data doesn't transfer between platforms, but since queue management is primarily operational (not historical), switching is straightforward — set up the new system, print a new QR code, and you're live.

Should I choose based on price or features?

Start with the features you actually need today. Most small businesses need: QR code check-in, SMS notifications, and a queue dashboard. If a free or low-cost plan covers those, start there and upgrade when you need analytics, multi-location, or API access. Don't pay for features you'll use "someday." Check the ROI calculation to understand the value.