Everything You Need to Know Before You Book

That's perfectly fine, most of our clients start from scratch. We build everything for you from the ground up, including your CRM, automations, and communication channels. You just tell us your goals and we handle the rest.

Those are self-serve tools you have to learn, configure, and maintain yourself. OpteraPro is a done-for-you service, we build, launch, and manage your entire automation system. You never touch the software; you just enjoy the results.

No. Our team handles all setup, configuration, and ongoing optimization. You and your staff don't need to learn any software. We provide a simple dashboard to view results, but we do all the heavy lifting behind the scenes.

Most clients invest between $197 and $2,000/month depending on volume and complexity. We also offer a performance-based plan where you pay 10% of additional revenue generated. Book a free assessment for a custom quote.

No. We work month-to-month with no contracts. If you're not seeing results, you can cancel anytime. We earn your business every month through performance, not lock-in clauses.

We build a complete automation system: lead capture across calls/text/email/web chat, AI-powered follow-up sequences, automated appointment booking with calendar sync, reminder campaigns, CRM pipeline management, and reactivation campaigns for past customers.

Most systems are live in 7 to 14 days. Phase 1 (Discovery) takes 3 days, Phase 2 (Build) takes 7 days, Phase 3 (Launch & Training) takes 3 days. Complex integrations may add a few days, but we'll give you an exact timeline during your strategy call.

We continuously monitor performance, optimize AI responses, adjust workflows based on data, and add new automations as your needs evolve. You get a monthly strategy review call and ongoing access to our support team.

Yes. Many clients start with a single workflow, like missed-call text-back or lead follow-up, and expand once they see results. You can scale up at any time without re-onboarding.

We work with 150+ service businesses across dental, roofing, med spa, HVAC, law firms, and real estate. Check our Case Studies page for specific examples, or ask during your strategy call, we may have a client in your area available for a reference call.

Almost certainly. We integrate with 200+ tools including Dentrix, Open Dental, Eaglesoft, Calendly, Google Calendar, Outlook, Zapier-connected apps, and most major CRMs. If your tool has an API or webhook, we can connect to it.

We build custom integrations when needed. During discovery, we audit your tech stack and flag any gaps. If a direct integration isn't available, we can create one via API or use a bridge tool. We've never had a client we couldn't get connected.

Yes. We can either integrate with your existing CRM or migrate you to our built-in CRM. Many clients switch to ours because it's already connected to the automations, but the choice is yours.

Minimal. You need a phone number (we can provide one), a website or landing page (optional), and a calendar system (Google Calendar or Outlook). If you don't have these, we'll help you set them up during onboarding.

Most clients see measurable improvement within the first 14 days of launch. By day 30, the majority report increased bookings, faster response times, and recovered revenue. Full ROI payback averages 30 days for most industries.

We work closely with you during the first 30 days to ensure the system fits your business and produces real results. Our team monitors performance, adjusts workflows, and optimizes continuously. Most clients see measurable improvement within the first two weeks of going live.

Average clients see a 40% increase in booked appointments, response times drop from hours to under 60 seconds, no-shows decrease by 60%, and monthly revenue increases by $40K to $60K within 90 days. Results vary by industry and current lead volume.

We track every lead from first contact to booked appointment to closed revenue. You'll see response time, booking rate, no-show rate, revenue generated, and admin time saved, all in a real-time dashboard updated live.

The magnitude of results depends on your lead volume, industry, and current systems. Higher lead volume and more manual follow-up processes typically produce bigger gains. We'll give you a realistic projection during your strategy call based on your specific numbers.

No, 70%+ of new patient inquiries happen outside business hours when no one's available anyway. Patients appreciate getting an instant response and booking confirmation rather than waiting until the next day for a callback.

Yes. The AI triages inquiries by urgency. Emergencies like severe pain or swelling are flagged and routed to your front desk immediately. Routine requests (cleanings, whitening, scheduling) are handled automatically.

Our system is designed to handle patient communications securely. We don't store clinical data, we handle scheduling and communication only. We'll walk you through compliance specifics during your strategy call.

Yes. We integrate with Dentrix, Open Dental, Eaglesoft, and most major dental practice management systems. Appointments sync directly so your front desk never double-books.

That's exactly when it helps most. The AI handles unlimited simultaneous inquiries, 5 new patient calls at 9 AM? All get instant responses while your front desk focuses on patients in the chair.

After a storm, homeowners are calling multiple roofers. The first to respond wins the job. AI responds in under 60 seconds, qualifies the lead, and books an inspection, while competitors are still checking voicemail.

Yes. Storm damage leads are flagged as urgent and routed to your dispatch team immediately via SMS. The AI can also collect initial photos and address details to speed up the inspection process.

We integrate with most dispatch and job management tools including JobNimbus, AccuLynx, and custom CRM setups. If your system has an API, we can connect to it.

Absolutely. The AI handles unlimited simultaneous leads, 50, 500, or 5,000. Every lead gets an instant response, qualification, and booking attempt. No lead is ever missed, no matter the volume.

We can have your system live in 7 days. Many roofing clients launch right before storm season so they're ready when volume spikes. Book your strategy call now and we'll prioritize your build.

Most med spa bookings happen online after hours. Clients love being able to book Botox, filler, or facial appointments instantly without playing phone tag. The AI also sends personalized pre-treatment instructions.

The AI books initial consultations and handles routine inquiries (pricing, scheduling, pre-care). For complex or medical questions, it routes the conversation to your nurse or provider immediately.

We handle scheduling and communication only, no clinical data or medical advice. The AI can collect consent forms and pre-treatment questionnaires, but all medical decisions stay with your providers.

Yes. We integrate with most med spa booking platforms including Boulevard, Fresha, Mindbody, and custom systems. Appointments sync directly to avoid double-booking.

Yes. Our reactivation campaigns automatically fill cancelled slots by texting past clients with same-day availability offers. Clients typically recover 60% of cancelled appointments.

Actually, the opposite happens. Customers feel more valued because they get instant responses, personalized reminders, and proactive follow-up, things most businesses fail to do manually. Our AI uses your brand voice and tone.

Absolutely, anytime. Any caller can say 'speak to someone' or press a key and be routed to your team in real time. The AI also detects frustration and escalates to a human automatically.

We maintain 99.9% uptime with redundant servers and automatic failover. If the system ever goes down, calls automatically roll over to your existing phone line so you never miss a lead. We monitor 24/7.

All data is encrypted in transit and at rest. We're SOC 2 compliant, follow GDPR/CCPA regulations, and never sell or share your data. You own your data and can export it anytime.

No. Every system is custom-built for your business, your workflows, your scripts, your integrations, your brand voice. Two dental practices using OpteraPro will have completely different automations tailored to their unique processes.

Most owners spend 15+ hours/week on manual follow-up that still fails 30% of the time. Our system costs less than a part-time hire and works 24/7. The real question is: what's it costing you to keep doing it the old way?

Book a free 30-minute strategy call. We'll audit your current lead flow, identify revenue leaks, and show you exactly what we'd build. If it's a fit, we start Phase 1 (Discovery) within 48 hours.

Minimal prep needed. We'll ask for access to your calendar, phone system (if applicable), and any existing CRM. We handle all data migration, integration, and setup. You just need to be available for a 1-hour team training session.

You'll have a dedicated account manager who knows your business, plus access to our support team via text, email, or phone. Your account manager conducts your monthly strategy review and is your go-to for any changes.

Yes. The system handles unlimited leads, contacts, and automations. As you grow, we add new workflows, integrations, and campaigns. Many clients start with one location and expand to multiple, the system scales with you.

You won't, the system is designed to scale from a single practice to a multi-location enterprise. If your needs change dramatically, we'll customize the platform to match. Your automations evolve as your business evolves.