You're a professional. Your tools should be too.
You built your reputation one tattoo at a time. pencild gives you a professional system for your clients, bookings, payments, and communication. Less admin, more tattooing.
Sound familiar?
Your art is professional. Your workflow is not.
You spend hours every week switching between Instagram, email, notes apps, and spreadsheets just to keep your bookings straight. Clients slip through the cracks. Messages get buried. Deposits go unchased.
- Missed messages
- DMs get buried under memes and spam. Booking requests disappear into the void. Emails sit unread in a different app entirely.
- Scattered client info
- Reference photos in one app, notes in another, contact details somewhere else. No single place to see the full picture.
- Unprofessional booking
- No deposit system, no confirmations, no reminders. Just hope and crossed fingers that clients actually show up.
- No client history
- You cannot remember what you discussed six months ago. Neither can they. Every conversation starts from scratch.
- Time wasted on admin
- Hours spent copy-pasting info between apps, chasing payments, and sending the same messages over and over again.
- Starting over every time
- Move studios and rebuild everything from memory. Repeat clients have no idea how to find you. Your history resets.
Email and Instagram
One app for all your messages
Connect your email accounts (Google, Microsoft, or IMAP) and your Instagram Business account. Both channels live in one app with dedicated screens, full conversation threading, and read/unread tracking. Search across everything, use templates for quick replies, and never lose track of a booking request again.
- Email and Instagram in one place
- Separate screens for each channel, but all accessible without switching apps.
- Priority inbox
- Emails from clients with upcoming appointments are surfaced automatically so nothing urgent gets missed.
- Template-based quick replies
- Pre-written messages with variables like client name and appointment date. Reply professionally in one click.
Client management
Know every client like a regular
Complete client profiles with contact details, Instagram handle, conversation history, project notes, appointment records, and waiver status. VIP flagging, smart sorting by priority, duplicate detection, and a chronological timeline view that shows you the full relationship at a glance.
- Full conversation history
- Every message from every channel, all in one timeline linked to the client.
- Project and appointment records
- Past sessions, upcoming bookings, designs, and work history for each client.
- Duplicate detection and merge
- Spot duplicate contacts and merge them so you always have one clean profile.
Calendar and booking
Professional scheduling, not DM chaos
Manage consultations, tattoo sessions, touch-ups, and design reviews in one calendar. Sync with Google Calendar or Outlook. Set your recurring weekly availability or guest spot date ranges. Track appointment status from tentative to confirmed, and let calendar automations handle confirmations, reminders, and follow-ups.
- Appointment types built for tattooing
- Consultation, tattoo session, touch-up, design review, deposit only, and more.
- Availability scheduling
- Set your recurring weekly hours or guest date ranges. Clients see when you are free.
- Automatic reminders and follow-ups
- Calendar automations send the right message at the right time without any extra work.
Deposits and payments
Get paid without the awkwardness
Set your deposit policy, generate payment links, and collect deposits before confirming appointments. Payments go directly to your own Stripe account. Record cash and bank transfers too. Track payment status across all your bookings so you always know who has paid and who has not.
- Your own Stripe account
- Payments go directly to you through Stripe Connect. No middleman.
- Multiple payment methods
- Accept card payments online, or record cash and bank transfers manually.
- QR codes and payment links
- Generate shareable payment links and QR codes clients can use from their phone.
Professional tools
Everything else you need, built in
Digital consent forms, project tracking, task management, enquiry forms, aftercare instructions, EU Ink Passport compliance, and more. Set it up once and let the system do the work.
- Digital consent forms.
- Customisable templates with digital signatures, health questionnaires, ID verification, and GDPR consent. Clients sign before they arrive via a shareable link or QR code.
- Project tracking.
- Each tattoo is a project. Attach notes, reference images, task lists, and multiple appointments. Track status from in progress to completed.
- Task management.
- Tasks linked to clients, projects, and appointments. Recurring templates for daily, weekly, or monthly routines. Overdue detection so nothing slips.
- Enquiry forms.
- A public booking form clients can fill out without logging in. File uploads, configurable fields, auto-reply emails, and a submission pipeline to manage requests.
- EU Ink Passport.
- Track ink inventory with batch numbers and expiry dates. Record which supplies were used for each session. Generate Ink Passport PDFs and email them to clients.
- Aftercare instructions.
- Create rich aftercare templates with care stages and durations. Share a public aftercare page with clients and optionally collect check-in responses.
And there is more
Built for how you actually work
From waitlist management to compliance tracking, pencild covers the details that keep your business running smoothly.
- Client intake wizard.
- A guided workflow that takes you from enquiry to booked appointment with deposit and consent form in one flow. Works from email, DM, or enquiry submission.
- Waitlist.
- Keep a prioritised waitlist and convert entries to bookings when slots open up. Never lose a potential client.
- Compliance dashboard.
- Track licences, insurance, certifications, and training with expiry monitoring and automated reminders.
- Media gallery.
- A centralised gallery for all your images. Drag-and-drop uploads, filtering, and a lightbox viewer. Everything stored securely.
- Notes.
- Rich text notes with inline images. Pin important notes, keep drafts, and find what you need quickly. All encrypted.
- Installs on your phone.
- pencild works as an installable app on your phone with offline support and dark mode. No app store required.
Built for your career
A system that grows with you
Whether you stay at one studio, guest spot around the world, or go independent, your professional system comes with you. No rebuilding, no lost data, no starting over.
- Your history stays complete.
- Every contact, conversation, and project you have built stays with you wherever you work.
- Your data is encrypted.
- Per-user encryption keys, two-factor authentication, and 60+ encrypted fields. Your data is protected and private.
- Your workflow stays consistent.
- Same professional system wherever you work. Templates, automations, and client history follow you.
Ready to run your business like a professional?
Join tattoo artists who have upgraded to a system that matches the quality of their work.