Jamie Rivera
June 29, 2025
No-shows and manual payment processes can waste time and money for tattoo studios. Setting up an automated deposit system ensures clients commit to their appointments while simplifying payment collection. Studioflo offers a system that handles deposits during online bookings, integrates calendars, and automates lead qualification with Athena AI. Here's how to get started:
Before you dive into Studioflo's automated deposit features, it's important to set the stage. Organizing your business details upfront not only saves time but also ensures a smoother setup process. This preparation helps tailor Studioflo to your studio's specific needs, making client interactions and payment processing seamless.
Getting started with Studioflo is easy, and it integrates your tools and client data in just a few steps.
Begin with Studioflo's Free Forever plan to explore its features. This plan includes unlimited booking scheduling, deposit collection, payment processing through Square and Stripe, and automated reminders. You’ll also have access to a customizable booking page that reflects your studio’s branding, along with a mobile app for managing appointments on the go.
To optimize your setup:
Having all your business details organized will make the setup process faster and more efficient. Studioflo uses this data to manage bookings and client inquiries accurately.
With this information ready, you can also define deposit and cancellation policies to safeguard your business while ensuring transparency for clients.
Transparent policies are essential for building trust and protecting your studio. U.S. clients, in particular, expect clear terms when they’re paying deposits upfront.
Once you’ve finalized your policies, input them into Studioflo during setup. The platform uses this information to automate quotes and enforce your terms. Clients will see and agree to these policies as part of the booking process, ensuring everyone is on the same page before appointments are confirmed.
With your policies in place, here’s how to set up Studioflo’s deposit collection system.
To get started, head to your Studioflo dashboard and open the Booking & Payments section in your settings. This is where you’ll enable deposit collection and set up payment processing.
Switch on the "Require Deposits for Appointments" option. Then, decide whether you want deposits to be a fixed dollar amount or a percentage of the total cost. For instance, if your hourly rate for custom work is $150, you could require a 50% deposit of $75 or set a flat $100 deposit for all bookings.
Next, connect your payment processor. Studioflo works seamlessly with Square and Stripe, and linking your account is quick and easy if you already use one of these platforms.
Choose which payment methods to accept. Options include credit/debit cards, Apple Pay, and Google Pay. You can also enable Klarna and Affirm to provide financing for custom work costing over $500.
Make sure your deposit policies are clear and visible during the booking process. Studioflo automatically displays these terms to clients before they can finalize their appointment.
In the Booking Flow Settings, outline your deposit and cancellation policies in straightforward terms. For example, you might write: "A $100 deposit is required to secure your appointment. Deposits are fully refundable if canceled at least 48 hours in advance. Same-day cancellations and no-shows will forfeit the deposit."
Set up a refund timeline that aligns with your policies. For cancellations made within the allowed time frame, configure the system to process refunds automatically. For shorter notice cancellations, you can choose to offer partial refunds or handle them manually. This setup gives you the flexibility to manage unique situations while sticking to your policies.
Include your rescheduling rules here as well. Many studios allow one free reschedule with proper notice but require a new deposit for additional changes. Studioflo can enforce these rules automatically, cutting down on back-and-forth communication.
Decide which services will require deposits. While most studios apply deposits to all appointments, you might want to exclude quick consultations or touch-ups. Once your policies are integrated, move on to syncing schedules and setting up notifications.
The final step is to sync your calendar and configure notifications to keep everyone on the same page throughout the booking process.
If you’ve already linked your Google Calendar during setup, Studioflo will automatically block off time slots as clients book and pay deposits. For studios with multiple artists, each person can connect their own calendar, ensuring clients see accurate availability for their chosen artist.
Set your time zone and business hours to ensure appointment times are displayed correctly. For example, if you’re in Los Angeles but a client in New York is booking, Studioflo will automatically adjust the times to show Eastern Time.
Enable automated notifications for both you and your clients. When a deposit is received, Studioflo can instantly send a confirmation to the client and notify you via SMS or email. You can also set up reminders for 24 hours and 2 hours before appointments to help reduce no-shows. These reminders can include helpful details like your studio’s address, parking info, or preparation instructions.
Send confirmation receipts that include appointment details, the artist’s name, service cost, deposit amount, and cancellation policy. These receipts serve as a handy reference for clients, cutting down on follow-up questions about their bookings.
Finally, activate notifications for failed payment attempts. If a card is declined or there’s a payment issue, Studioflo can automatically send the client a message with a new payment link. This ensures they can complete their booking without losing their preferred time slot.
Studioflo will also notify you of deposit collections, refunds, and payment issues, so you’re always up to date without needing to check manually.
Once your automated deposit system is up and running, the next step is managing deposits and payments to keep operations smooth and reduce no-shows. Studioflo offers centralized tools that make handling these tasks simple and effective. Let’s break down how you can track, invoice, and process payments with ease.
Your Studioflo dashboard gives you a clear view of all deposit activity across your studio. Each appointment displays its deposit status - whether it's received, pending, or flagged - so you can quickly address any issues.
Need to process a refund because of a cancellation or schedule adjustment? Studioflo lets you handle refunds directly within the platform, following your studio’s policies. If you have a team of artists, you can filter the data by artist or service, making it easy to monitor deposits and track commissions.
Studioflo takes care of invoicing and receipts automatically. When a client pays their deposit, they’ll receive an email confirmation instantly. Once the service is complete and the final payment is made, the system generates a detailed invoice that reflects the full cost of the service, minus the deposit.
Even better, Studioflo integrates with QuickBooks, syncing all your financial data so bookkeeping becomes less of a headache.
Offering flexible payment options can make a big difference for your clients. Studioflo, through its integration with Stripe and Square, supports major U.S. payment methods including Visa, Mastercard, American Express, Discover, Apple Pay, and Google Pay.
For clients opting for higher-priced custom work, financing options through Klarna and Affirm allow them to split payments into manageable installments. Meanwhile, you still get paid on time. Plus, Studioflo’s payment system follows top-tier security standards, ensuring your clients’ payment details are protected at every step.
Once your Studioflo system is set up, these practices can help you get the most out of automated deposits. They’ll not only boost client commitment but also ensure compliance with U.S. standards.
Using percentage-based deposits is often more effective than a flat fee. Why? Because percentages scale with the value of the appointment. For smaller, lower-priced bookings, a higher percentage deposit can discourage no-shows. For larger, multi-session pieces, a lower percentage keeps your services affordable while still securing a commitment.
Flat-rate deposits, on the other hand, can feel mismatched - too high for smaller appointments or too low for bigger projects. A percentage-based system strikes the right balance and feels fairer to clients.
Your deposit and cancellation policies should be front and center at every step of the booking process. Include them on your booking page, in confirmation emails, and in pre-appointment reminders. Studioflo makes it easy to embed this information consistently across all client communications.
Be specific. Spell out cancellation deadlines, how rescheduling works, refund conditions, and the consequences of no-shows. This transparency ensures clients know exactly what to expect, reducing misunderstandings and disputes.
To protect both your business and your clients, make sure your payment processing meets PCI DSS standards. This ensures sensitive payment data is handled securely.
Keep detailed records of all deposits, refunds, and policy communications. It’s also essential to ensure your booking system complies with data privacy laws. Update your privacy policy to reflect how you handle client data.
Lastly, consider creating a clear dispute resolution process. Having a straightforward way to address issues early can help avoid chargebacks or legal headaches down the road.
Switching to an automated deposit system like Studioflo can transform how your tattoo studio operates. Take the example of a mid-sized studio in Austin, Texas: after adopting Studioflo's system, they saw no-shows drop by 40% in just three months and enjoyed a 25% boost in upfront cash flow. That’s a game-changer for any business.
On top of that, artists save around five hours each week - time that would have been spent tracking payments, confirming appointments, or chasing deposits. That extra time can now go toward what truly matters: tattooing, designing, or even just taking a well-earned break.
Studioflo takes care of everything: deposit collection, appointment reminders, payment processing, and record-keeping - all rolled into one platform. No more juggling multiple tools or worrying about missed payments. And the best part? It works around the clock. Whether it’s midnight or midday, your system keeps running - collecting deposits, confirming bookings, and ensuring your business is always one step ahead. Imagine waking up to a full schedule and deposits already in your account.
Getting started is straightforward - no steep learning curve or hefty investment required. With Studioflo's Free Forever plan, you gain access to unlimited booking, automated reminders, and deposit collection right away. That means you can start reducing no-shows and improving cash flow immediately, without spending a penny.
Your studio deserves tools that lighten your workload and let you focus on what you love: creating art for clients who are as committed to their appointments as you are to your craft. Studioflo makes it happen.
Studioflo’s automated deposit feature helps tackle the issue of no-shows by requiring clients to pay a deposit when booking their tattoo appointments. This upfront payment acts as a commitment, motivating clients to stick to their scheduled time.
By automating this process, Studioflo simplifies communication with clients and makes booking more seamless. It’s a win for tattoo artists too - protecting their time and enhancing scheduling efficiency. This way, studios can spend less energy on admin work and more on what truly matters: creating amazing tattoos.
To make sure your tattoo studio’s deposit and cancellation policies align with U.S. consumer protection laws, focus on keeping them clear, fair, and easy to understand. Specify whether deposits are refundable or non-refundable, and clearly explain the conditions under which refunds may apply. Use straightforward language to eliminate any potential confusion.
It’s also important to follow state-specific rules, as some states mandate refunds if cancellations are made within a certain timeframe or if the artist cancels the appointment. Make your policies easy to find - whether on your website, booking platform, or in your studio - so clients are fully aware before they book.
Having clear, compliant policies not only helps prevent disputes but also strengthens trust with your clients.
Studioflo simplifies payments by offering a wide range of options, such as credit and debit cards, Apple Pay, Google Pay, PayPal, and integrations with popular platforms like Stripe and Square.
For bigger tattoo projects, clients can take advantage of financing options through reliable providers like Klarna and Affirm. This allows clients to spread out costs while ensuring your studio receives payments promptly.
Studioflo has everything you need to find more quality clients, deliver a great experience, and build a successful tattoo business - all on autopilot.
