Bookings that follow your scheduling, pricing and capacity rules
When a booking tool can’t handle your prices, capacity or approvals, someone on your team fixes each booking by hand. We build reservation systems where your own rules decide what can be booked, at what price and by whom. Customers book, pay and get reminders in one go, and your staff see the schedule, payments and next tasks in one place. Calendars, the payment provider and your CRM stay connected.
The situations where teams usually call us.
Your booking tool can’t handle your prices, packages or capacity rules, so staff fix bookings by hand.
Customers call or email to book, change or cancel, and someone has to check three calendars.
Bookings, payments and invoices live in different tools and get reconciled at the end of the month.
No-shows and late cancellations leave empty slots that nobody fills.
You’re launching a new service or location, and a generic booking widget won’t cover it.
Your rules sit in the middle of the process, so the system never sells a slot you can’t deliver.
From the projects we’ve built in this area.
1 page
Booking projects stall on rules nobody has written down, such as who gets which price, how many people fit and what a late cancellation costs. A one-page rulebook tells you whether an off-the-shelf tool is enough or whether you need custom software.
Deposits, refunds, vouchers, payouts to several locations and invoices for companies take longer to build and test than the booking screen. Plan them into the first version, or staff will keep reconciling by hand.
A reminder with a one-click reschedule link turns a likely no-show into a free slot you can still fill. A waitlist then offers it to the next person. These are simple rules. No AI is needed.
3 months
Objavte is a nonprofit offering activities in Slovak regions. The first version of their booking platform and admin was ready for customer testing within 3 months. With a working product, they could collect customer feedback and apply for more funding.
Ready-made tools are cheaper and faster to start with. The question is how much of your process they can carry.
| Booking tool (Calendly, Reservio) | Industry software (gyms, clinics, hotels) | Custom booking system | |
|---|---|---|---|
| Ready to use this week | Yes | Yes | No |
| Your own pricing and capacity rules | Partly | Partly | Yes |
| Several locations and services | Partly | Yes | Yes |
| Deposits, refunds and vouchers | Partly | Yes | Yes |
| Connected to your other systems | Partly | Partly | Yes |
| Upfront cost | None | Low | Fixed project price |
| Ongoing cost as you grow | Per user or booking | Per location | Hosting and support |
A typical timeline. We confirm yours after the project workshop.
Week 1
Write down the rulesIn the project workshop we map how a booking is made, paid, changed and cancelled, and every rule behind it.
Weeks 2–5
Build booking and adminThe customer booking flow, the admin calendar and payments, built in 2-week stages with a demo every week.
Weeks 6–8
Test with real bookingsOne service or location goes live, often next to the old tool, while we fix what real customers run into.
Then
Add locations and featuresWaitlists, vouchers, memberships, reports and more locations, in order of the time they save.
Systems we’ve built that are close to this one.
Novuma provides preventive health checkups for thousands of customers and manages their patient records.
Read the case study
Custom-made booking platform for activities in Slovak regions.
Read the case study
Gym SaaS for class enrollment, parent self-checkout, and Stripe Connect billing
Read the case studyIf one fits, use it, because it is cheaper and ready today. Custom makes sense when your pricing, capacity or approval rules don’t fit their settings, or when you run several locations. It also makes sense when bookings must connect to payments, staff schedules and your CRM.
Yes. We can replace it at once, or run both side by side and move one service or location at a time. Existing customers and future bookings are imported, so nothing is lost.
Yes. We connect payment providers such as Stripe, with deposits, refunds, vouchers, promo codes and recurring payments for memberships. With several locations, each one can receive its own payouts through Stripe Connect, as in the gym software we built for Sprout.
Yes. Recurring class schedules, capacity and age rules, waitlists and credits for missed classes are all patterns we’ve built before. Sprout’s software for gyms and studios is one example.
Yes. Staff can book through the admin, or an AI voice agent can answer calls and book straight into the same calendar. The agent is worth it when a large share of your bookings still comes in by phone.
When it fits. For Novuma we rebuilt their health check-up booking apps with no-code tools, and they saved 80% of development time and cost compared with custom development. For complex rules or high volumes we write custom code. Either way, you own the result.
A booking system with payments and an admin usually falls in our €10–30k range. Several locations and many integrations take it above €30k. First versions take 6 weeks to 3 months, and we agree a fixed price after the project workshop, before the build starts.
We collect only what the booking needs, set how long it is kept and host it in the EU when required. Card details stay with the payment provider and never touch your servers.
Tell us how a booking works today, from the first click to the visit. We’ll tell you whether a ready-made tool will do, or what a custom first version would cost.
JurajCEO, QikBuild
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