The Challenge

Nicholas owns a busy tattoo studio with three shops. Every month, nearly 1 in 5 appointments didn’t show up. That’s €5,700 gone, not to mention wasted time and empty chairs. On top of that, Nicholas and his team were stuck onboarding clients by hand, chasing deposits, and cleaning up after data-entry mistakes. All this admin meant less time for actual tattooing.

The Real Problem

Every customer comes in differently—walk-ins, calls, website forms, or Instagram DMs. Half the time, someone forgets to write down a phone number or log a deposit. Clients miss reminders. The team spends hours a week on the phone sorting out details that should’ve been captured the first time. Missed deposits = flaky bookings = more no-shows.

The Fix

First, we mapped how Nicholas’s team actually works—where info gets dropped, what tools they’re already using, and where the money leaks out.

What we built

  • Every client, from any channel, lands in a single Google Sheet—no fancy CRM needed.

  • The booking form grabs contact details and takes deposits upfront (small, medium, or large tattoo—makes no difference).

  • Automated reminders hit clients before every appointment (SMS, WhatsApp, email—whatever they use).

  • After the session, clients get a follow-up asking for feedback or to book next time.

  • It all runs on Google Workspace, with automation glue holding it together.

What changed

  • 40% fewer no-shows. That’s €5,700/month back in Nicholas’s pocket.

  • Deposits now land in the bank right away, bumping up cashflow by 25%.

  • The team gets 10 hours a week back—enough time for at least two extra tattoos.

  • Repeat bookings jumped 15%, worth another €10,800 a month.

  • They built a list of 1,200 new clients in just six months, which could mean €75,000 more in future bookings.

What didn’t work perfectly

  • Not everyone liked paying a deposit online at first. A few walk-ins still prefer cash, so there’s some manual work left.

  • The studio had to tweak reminder timings—too many messages and people started ignoring them.

Real Numbers (Per Month)

  • Appointments: 240 total (80 per shop)

  • Average revenue per appointment: €300

  • No-shows before: 48 (20%)

  • No-shows after: 29 (12%)

  • Admin time saved: 10 hours/week, or €3,000/month across all shops

  • Repeat bookings: +36 appointments, worth €10,800 extra

Tools used

  • Google Workspace (Sheets, Forms, Calendar)

  • WhatsApp, SMS

  • Stripe

If you’re a tattoo studio owner tired of empty chairs and chasing deposits, you don’t need a “future-proof end-to-end CRM solution.” You need something tailored that just works—and gives you your time (and money) back.

Book a call and let’s discuss your project

A relaxed brainstorm moment to meet and discuss your business goals