Design brief forms
Idea, references, placement, size, style and budget, with photo uploads straight from their camera roll.
Tattoo studio software: briefs, deposits & bookings
Tattoo studios: briefs, deposits and bookings without the DM chaos. Artists tattoo. The system does the admin.
Ideas arrive in Instagram DMs, references get lost in camera rolls, deposits get chased by text and consent forms live in a shoebox out the back. We build brief, booking, deposit and consent systems for tattoo studios that all work together. Then we host them and look after them.
Looking for tattoo studio booking software that actually gets tattooing?
A tattoo booking isn't a haircut. It starts with an idea, a pile of reference pics, a placement, a size and a budget. Then there's the back-and-forth on the design, a deposit, a consent form, maybe three sittings for a sleeve and aftercare questions at 11pm. Generic salon apps treat it like a 30-minute slot. So the real work ends up in DMs, notes apps and the artist's head.
Wollopit builds custom tattoo studio software around how your studio actually runs. Clients fill in a proper brief with uploads. Artists see it, quote it and send a deposit link in one go. Consent and ID are done before anyone walks in. Sleeves are tracked session by session. Books-open days stop melting your inbox. We connect the tools you already like, replace the ones holding you back and host the lot on our own servers, so your artists can get back to drawing.
01The problems
What we hear from tattoo studios
Does your tattoo studio have these problems? Here's how we'd fix them.
Most studios we talk to are full of brilliant artists running the front desk off their phones between sessions. It holds together until books open.
- The problemIdeas buried in DMsEnquiries come through Instagram, Facebook, email and the website. References are spread across five threads and half of them just say 'how much for this?'How we fix itOne brief form with reference uploads, placement, size, style and budget. Every enquiry lands in one inbox, sorted by artist.
- The problemDeposits chased by textYou hold a Saturday for someone who said 'yep keen' and they ghost. Bank transfer screenshots get lost and the deposit policy gets argued over the counter.How we fix itDeposit links go out with the quote. The date only locks once it's paid. Your reschedule rules are agreed at booking and deposits come off the final bill automatically.
- The problemEvery artist books differentlyOne uses a paper diary, one uses Google Calendar and one just remembers. The front desk can't see who's free.How we fix itA calendar per artist with their own hours, rates, session lengths and days off. The desk sees everyone in one view.
- The problemDesign approvals at midnightDrawings sent over DM the night before. Changes requested on the morning of the session while the stencil's printing.How we fix itA client portal where artists share drafts privately. Clients approve or request changes in one place and the final design is locked before the day.
- The problemConsent forms on paperClipboards on the day, unreadable handwriting and ID checks nobody recorded. Then you need to find a form from two years ago.How we fix itDigital consent with health questions, ID upload and age checks signed before the appointment. Stored against the client for good.
- The problemSleeves tracked from memoryMulti-session pieces with no record of what was done, how many hours are left or what's already been paid.How we fix itProject tracking per piece: sessions booked, hours done, progress photos and a running balance.
- The problemBooks open melts your inboxAnnounce open books and hundreds of DMs land in an hour. Regulars miss out and you spend a week replying.How we fix itA books-open form with a closing time, priority for returning clients, waitlists per artist and automatic replies to everyone who misses a spot.
- The problemFlash day queues out the doorWalk-ins wait for hours, nobody's sure of the order and popular designs get claimed twice.How we fix itA flash day queue on their phones. Pick a design, get a number and get a text when you're up.
- The problemArtist splits done on a calculatorCommission, chair rent, guest spot cuts and cash tips all reconciled by hand at the end of the week.How we fix itPayouts worked out per artist from deposits, card and cash. Reports ready for Xero.
- The problemAftercare forgottenClients lose the sheet, pick at it and blame the artist. Touch-ups get booked whenever someone remembers.How we fix itAftercare sent automatically by SMS and email, a healing check-in at two weeks and a touch-up booking link.
- The problemSteriliser logs in a binderAutoclave cycles, ink lot numbers and needle batches written by hand. If they're written at all.How we fix itSteriliser cycles plus ink and needle lots logged on a tablet and linked to each session for traceability.
02What we build
Solutions
What we build for tattoo studios. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Enquiry inbox per artist
Briefs from the website, Instagram and Facebook sorted to the right artist, with saved quote replies.
Quotes & deposit links
Quote the piece and send a deposit link in one go. The date locks once it's paid.
Artist calendars
Each artist's hours, rates, session lengths and days off on one shared studio calendar.
Design approval portal
Drafts shared privately, changes requested in one place and the final design locked before the session.
Digital consent & ID
Health questions, age checks, ID photos and signatures done on their phone before they arrive.
Multi-session projects
Sleeves and back pieces tracked session by session, with hours, progress photos and running balances.
Books-open & waitlists
Fair queues for busy artists, waitlists by style and cancellation spots offered automatically.
Flash day queue
Digital flash sheets, a walk-in queue with SMS call-ups and designs marked taken as they go.
Aftercare & touch-ups
Aftercare instructions, a healing check-in and a touch-up link sent at the right time.
Guest artist spots
Guest bookings with their own calendar and deposit rules. The studio's cut is worked out for you.
Artist payouts
Commission or chair rent, deposits, card, cash and tips reconciled into one weekly payout report.
Steriliser & lot logs
Autoclave cycles, ink lots and needle batches logged and linked to each session.
Gift vouchers
Digital vouchers sold online and redeemed against deposits or final payments.
A portfolio website
Hand-built and quick on mobile, with artist portfolios, flash and briefs built in. Made to rank for 'tattoo studio near me'.
03The systems
The big ones
Your whole studio, on one system.
These are the systems tattoo studios ask us about most. Each one works on its own and they get properly clever when they're joined up.
Briefs & enquiries
Every idea, every reference, one brief.
Clients fill in a proper brief instead of sending 'how much for a sleeve?'. References, placement photos, size and budget arrive together and land with the right artist. Quote straight from the brief and the deposit link goes with it.
- Reference and placement photo uploads
- Size, style, colour and budget fields
- Routed to the chosen artist
- Instagram and Facebook enquiries pulled in
- Saved quote replies per artist
- Deposit link sent with the quote
- Auto replies when an artist is booked out
- Full brief history per client
Deposits & artist calendars
Dates locked by deposit, not by 'yep keen'.
Each artist runs their own calendar with their own rates, session lengths and deposit rules. A booking only holds once the deposit is paid. Reminders and agreed reschedule rules take the awkward chats off the front desk.
- A calendar per artist
- Own rates and deposit amounts
- Card, Apple Pay and Google Pay deposits
- Deposits taken off the final bill
- Reschedule and forfeit rules agreed at booking
- SMS and email reminders
- Front desk view of every artist
- Full-day blocks for big pieces
- Cancellations offered to the waitlist
Consent & records
Consent done before they walk through the door.
Clients answer health questions, upload ID and sign consent on their phone before the appointment. Every form is stored against the client and the session alongside the inks and needles used. Finding a record years later takes seconds.
- Health and medical questions
- ID upload and age check
- Signatures on any phone
- Flags the artist needs to see
- Linked to each session
- Ink lot and needle batch per session
- Autoclave cycle logs
- Searchable records for inspections
- Stored securely in Australia
Books open & flash days
Books open without the inbox meltdown.
Open an artist's books with a form instead of a DM free-for-all. Regulars can get first go, everyone gets a fair shot and nobody's left on read. Flash days get a proper queue too.
- Books-open forms with a closing time
- Priority windows for returning clients
- Caps per artist
- Auto replies to every applicant
- Waitlists by artist and style
- Cancellation spots offered by SMS
- Flash day queue with call-up texts
- Flash designs marked taken live
Artist payouts & guests
Payouts that add up without the calculator.
Commission splits, chair rent and guest spot cuts worked out from what was actually taken. Artists see their own numbers. The studio sees the lot and it all lands in Xero.
- Commission or chair rent per artist
- Deposits, card, cash and tips reconciled
- Guest artist bookings and splits
- Weekly payout reports
- Artists see their own earnings
- Exports to Xero or MYOB
- Supplies charged back to artists
- Gift voucher redemptions tracked
04How it changes
Before and after
A books-open day, wolloped.
Here's how opening an artist's books could change. Every studio is different, so we map yours first.
Before
- Post 'books open' and brace for it
- Hundreds of DMs across Instagram and Facebook
- References lost in threads and screenshots
- Deposits chased by text for a week
- Consent forms filled in on the day
- Regulars miss out and everyone else is left on read
After
- Post one link to the books-open form
- Every brief arrives with references attached
- Regulars get a priority window
- Chosen clients get a quote and deposit link
- Consent and ID signed before the day
- Everyone else gets a reply and a waitlist spot
05Services
Everything under one roof
Software, websites and systems for tattoo studios.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for tattoo studios
Built around how your tattoo studio actually runs: design brief forms, enquiry inbox per artist and the admin in between, in one system you own.
Websites for tattoo studios
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Tattoo studio system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for tattoo studios
Quotes & deposit links and artist calendars: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Square, Square Appointments and Fresha so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your tattoo studio, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the booking, payment and accounting tools you rely on. We work alongside the ones you're happy with or replace the ones holding you back.
- Square
- Square Appointments
- Fresha
- Timely
- Vagaro
- Stripe
- Tyro
- Afterpay
- Xero
- MYOB
- Google Business Profile
- Google Calendar
- Mailchimp
- Twilio SMS
- WordPress
- Shopify
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your tattoo studio: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We hang around the front desk on a busy day, talk to your artists and work out where admin is eating their drawing time.
- 02
Archi-tech
We plan it before writing code: briefs, artist calendars, deposit rules, consent, payouts, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the most painful bit first, so you get a win before your next books-open day.
- 04
Look after
We host it, maintain it and keep improving it. When something breaks you call the people who built it.
08Questions
FAQ
Things tattoo studios ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Can artists set their own availability?
Yes. Each artist manages their own calendar, rates, session lengths and deposit amounts. The front desk sees everyone in one view.
Can clients upload reference images?
Yes. Clients upload references and placement photos straight from their phone. They stay attached to the brief and the booking so the artist has everything in one place on the day.
Can each artist have different deposit rules?
Yes. Each artist can set their own deposit amount, reschedule rules and forfeit policy. Clients agree to them when they pay.
Can digital consent replace our paper forms?
In most cases, yes. We build the form around what your state and local council expect, store it securely and make any record easy to pull up. We check your requirements with you before we build it.
Can it handle guest artists?
Yes. Guest artists get their own calendar and deposit rules for the dates they're with you. The studio's cut is worked out automatically.
We already use Fresha or Square. Do we have to switch?
No. If Square Appointments, Fresha or Timely is doing its job we build around it: briefs, consent, books-open and payouts on top. If it's holding you back we'll show you what replacing it would involve before anything changes.
How much does a tattoo studio system cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller jobs like a brief form with deposit links can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most tattoo studios we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got a tattoo studio problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.