The tattoo flow is unlike anything else: client sends an idea, you get references, you give a quote, you agree on a possible date, you book a session (or several). Then there are long sessions (3 to 8 hours), the technical record of the work, aftercare. This guide shows how to configure BookHero to support this flow without going against how the industry actually works.
The standard tattoo flow
Before configuring anything, understand the cycle: it has to match what the client expects.
Client sends idea (DM, email)
Mentions design, body area, approximate size, visual references.
You reply with quote and possible date
Tattoo is art: the quote depends on complexity. This reply is manual.
Client agrees - books initial assessment
30 minutes for in-person discussion, design adjustment, area choice.
Session(s) booked
For big work, 2 to 4 sessions spaced 2-4 weeks apart.
Session happens - aftercare delivered in person and by message
Printed sheet + manual message the next day with a check-in.
Catalog: configure by session duration
The peculiarity of tattoo is the impossibility of fixed pricing on the public catalog (each piece is unique). The solution is a catalog by session duration, with from pricing:
- Initial assessment - 30 min - €15 (or free) - applied as credit on the first session.
- Small session (1h) - €80 (simple pieces, symbols, lettering).
- Medium session (2h) - €150 (defined designs with some shading).
- Long session (4h) - €280 (color or high detail).
- Full session (8h) - €500 (full day - big pieces).
- Touch-up - 30 min - free or symbolic (post-cure care).
How the quote works (outside BookHero)
BookHero doesn't have a quote system. The standard flow: client sends idea by DM/email, you reply with proposed duration + approximate price, client agrees, books initial assessment. Booking only happens after agreement.
Multi-session work
For big pieces (sleeve, back piece, full sleeve), the work is split. After the first session, you book all the next ones in the calendar - the client sees the entire project schedule.
First session happens
Client leaves with the first phase visible.
Book the next 2-3 sessions immediately
Spaced 3-4 weeks (curing needed).
Private notes log progress
Session 1 (03/12): full outline. Session 2 (04/12): base shading, tone 1. Session 3 (05/12): tone 2 + fine lines.
Client gets confirmation and reminder for each
Reduces no-shows between spaced sessions.
Client card: the technical history
In tattoo, the client card is more clinical than other sectors. Structure:
- Allergy: latex - use nitrile gloves.
- Skin: type III, oily, fast regeneration.
- Previous tattoos: left arm (rose 2022), right leg (geometric 2024).
- Current project: full right arm sleeve, Japanese style, 4 sessions planned.
- Session 1: shoulder + biceps lines. Cured without complication.
- Session 2: base shading, pain 6/10, paused at 90 min.
- Last aftercare: aquaphor 5 days, avoid sun.
Aftercare (instructions in description + manual message)
BookHero doesn't have automatic post-service messages. There are three practical ways to ensure the client gets instructions:
| Method | What it does | Pros / cons |
|---|---|---|
| Printed sheet handed at session | Instructions on laminated paper | Works offline, but easy to lose |
| Service description includes summary | Client gets it in the email confirmation | Ensures pre-read, but long |
| Manual message 24h later | Personal WhatsApp: how's the curing going? | More work, but builds relationship |
Cancellation policy (stricter than other sectors)
Tattoo sessions are long (3-8h). A last-minute cancellation leaves a hole hard to fill. Prepayment (deposit) is common practice:
- Cancel up to 72h before: free, no loss.
- Cancel 24-72h before: 50% deposit lost.
- Cancel <24h or no-show: full deposit lost.
- Communicated in service description, in automatic confirmation, and at initial assessment.
Multiple artists in the studio
Studios with 2-4 tattooists work just like other sectors: each artist has their own catalog (each has their own style). Auto-assignment is usually off - the client wants to work with a specific artist whose portfolio they liked.
Invoicing
Tattoo is rarely reimbursed (not covered by any system), but some corporate clients ask for an invoice. BookHero issues an informational PDF document with tax ID and address. Sufficient for 95% of cases.
5-day launch plan
Day 1: catalog by duration
Assessment + 4-5 session durations.
Day 2: clear description in each service
Include cancellation rules and how to request a quote.
Day 3: WhatsApp notifications
Pro+ on the plan.
Day 4: test the assessment flow
Book as a client, see confirmation, see reminder.
Day 5: link in portfolio (Instagram, site)
Instagram bio, in each portfolio post description.
FAQ
Can I block direct booking on the public page?
There's no direct block, but you can leave only Initial assessment visible and require it before any real session. Other services don't appear publicly (or appear with a filtering description: Only for projects already approved after assessment).
How do I charge the deposit (prepayment)?
Outside BookHero: client sends transfer or instant payment to your IBAN. You confirm and book the session. Log in private notes (deposit €50 received 03/12). At session checkout, apply as discount.
What about a tattoo requiring several sessions months apart?
Book only the next 2-3 sessions. The latter ones you book when they're closer. Private notes log the full plan (full sleeve, 4-6 planned sessions).
How do I manage the client's visual references?
Client sends by DM or email - you paste the link in private notes (Google Drive, Imgur, Pinterest board). BookHero doesn't have image upload, but the link saved there is enough.
Can I have a public catalog with photos of my work?
BookHero allows uploading 4 to 6 photos to the public page (of the space, of your work). For an extensive portfolio, keep Instagram as your main portfolio and use BookHero for booking.