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.
| Plan | Price/mo | Key Features |
|---|---|---|
| Starter | Free | QR code check-in, live dashboard, basic queue management, 1 location |
| Growth | $99 | SMS notifications included, analytics, custom branding, multiple services |
| Pro | $249 | Everything in Growth + AI receptionist, voice notifications, priority support |
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.
| Plan | Price (USD)/mo | Key Features |
|---|---|---|
| Free | $0 | Basic waitlist, limited to 100 visits/month |
| Plus | $29 | SMS notifications, custom branding, 500 visits/month |
| Pro | $59 | Analytics, integrations, unlimited visits |
| Business | $299 | API access, advanced analytics, multi-location |
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.
| Plan | Price (USD)/mo | Key Features |
|---|---|---|
| Starter | $229 | 1 location, basic analytics, iPad check-in |
| Business | $379 | Advanced analytics, API, multiple service lines |
| Enterprise | Custom | Multi-location, SLA, dedicated support |
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.
| Plan | Price (USD)/mo | Key Features |
|---|---|---|
| Free | $0 | Basic waitlist, push notifications via app |
| Pro | $55 | SMS notifications, analytics, custom branding |
| Premium | $119 | Multi-location, API access, priority support |
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.
| Plan | Price/mo | Key Features |
|---|---|---|
| Cloud | ~$300+ | Virtual queuing, appointment scheduling, basic analytics |
| Enterprise | Custom ($500+) | Full hardware suite, digital signage, customer journey mapping |
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
| Feature | ScanQueue | Waitwhile | Qminder | NextMe | Qmatic |
|---|---|---|---|---|---|
| Free tier | Yes | Yes (limited) | No | Yes | No |
| Entry paid plan | $99 | $29 USD | $229 USD | $55 USD | ~$300+ USD |
| SMS included | Yes (Growth+) | Varies | Extra | Extra | Extra |
| Hardware required | No | No | iPad | No | Yes |
| QR code check-in | Yes | Yes | Yes | Yes | Yes |
| Setup time | 5 minutes | 15 minutes | 1–2 hours | 10 minutes | Days–weeks |
| Contract | Month-to-month | Month-to-month | Annual | Month-to-month | Annual |
Pro Tip — Calculate True Monthly Cost: Take the subscription price, add estimated SMS costs (at your expected volume), add any per-location fees, and convert to your local currency. This "true cost" makes comparison straightforward. A $29/month plan with $0.10/SMS at 500 messages is actually $79/month.
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.
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Queue Management Experts
Helping businesses reduce wait times and improve customer experience with smart queue management solutions.


