Automated client intake · Australia
Most businesses have no idea what a prospect experiences after hours. We'll find out for you, free, this week. Then we'll show you the engine that fixes it in under 30 seconds.
No access to anything. No recording. Results in two business days.
Typical result — enquiry lost
Same call, with an intake engine — consultation booked
If enquiries reach you by phone and nobody picks up after 5pm, this is where the money goes.
Someone with an urgent problem and money to spend doesn't leave a voicemail and wait. They call the next business on the list. You never knew they rang.
The people who enquired six or twelve months ago didn't vanish. They were quoted, they went quiet, and they were forgotten. A good portion still have the problem they called you about.
Phone, web form, email, WhatsApp, social DMs. Nobody's tracking all of it, so enquiries fall between channels and you don't notice until the month's numbers come in light.
None of this is your team's fault. It's what happens when intake depends on someone being free at the exact moment a stranger decides to call.
The engine is the same everywhere. What changes is the intake questions, the tone, and the rules your profession has to work within.
Enquiries arrive from other time zones at every hour, and applicants who don't hear back move down the list of agents they found online.
Learn more →Family, personal injury, criminal defence and litigation. People call when something has just gone wrong, and they call at night. They do not wait until Monday.
Learn more →General, cosmetic, implant and orthodontic practices. Reception is on another call, and the implant enquiry that rang through goes to the practice down the road.
Learn more →Plastic surgery, cosmetic clinics, dermatology and specialist practice. High-value consultations, long waitlists, and enquiries that need answering before interest cools.
Learn more →To replicate this manually you'd hire a receptionist and an intake coordinator, and hope neither of them ever misses a call, takes leave, or resigns.
| Full-time intake staff | ARQASystems engine | |
|---|---|---|
| Annual payroll | $60,000 to $80,000+ | A fraction of one salary |
| Hours covered | 8 hours a day, weekdays | Every hour, every day |
| Response to a missed call | 15 to 45 minutes, if noticed | Under 30 seconds, automatically |
| Leave, sick days, turnover | Ongoing cost and risk | None |
| Working old enquiries | Rarely happens | Scheduled campaigns |
| Where leads came from | Best guess | Tracked by channel |
One recovered client covers months of the system. Everything after that is margin.
ARQASystems runs the front end of your intake. It doesn't change how your team works, and it never becomes the place your client information lives.
When a call goes unanswered or a form comes in after hours, the engine sends a personalised SMS or WhatsApp message within 30 seconds, in your practice's voice and under your practice's name. You're back in the conversation before they've called anyone else.
We build professional, plain-text email and SMS sequences for your unclosed enquiries from the past twelve months. No gimmicks, no discount blasts. The people still in the market put their hands up and book. The rest are filtered out quietly, with a working unsubscribe on every message.
Web forms, missed calls, SMS, WhatsApp, email, Facebook and Instagram messages and comments, and Google Business messages all land in a single dashboard. Your team stops switching between apps, and you can see which channels bring in paying clients.
If you charge for an initial consultation, payment is taken at the time of booking. Someone who has paid turns up.
If you'd rather your team booked the appointment themselves, because an appointment held by someone who never turns up is worse than no appointment at all, the engine sends the full enquiry straight to your office instead, with everything your staff needs to make the call and put it in the diary properly.
And when a consultation or job is marked completed, a Google review request goes out on its own.
After-hours call, web form, text or DM.
A personal message goes out under your practice's name and the conversation starts. This happens the same way whichever route you pick for bookings.
Confirmed appointments land on your existing Outlook or Google calendar. If you'd rather keep control of the diary, the engine sends a complete enquiry alert to your intake inbox and your team books it themselves. You choose at setup.
Once that enquiry becomes a client, everything about them moves into your own systems.
ARQASystems is infrastructure, not a filing cabinet. We handle the stage where someone is still deciding whether to work with you. The moment they become a client, their file, their documents and their matter details belong in whatever back-office system you already run, and we're built so there's nowhere in our engine to put them.
No file uploads. No call recording. No case-note fields. If your practice handles confidential information, it stays where it always has.
You don't buy software. We run and maintain the infrastructure. On the Revenue Recovery tier your team never logs into anything new at all.
Anything that stops enquiries reaching you: missed-call texts not firing, calendar not syncing, bookings not landing, inbox down. We acknowledge, diagnose, and tell you exactly where it stands.
Everything else: changes to messaging, new automations, reporting questions, training for new staff.
Response times apply during Australian business hours and are set out in full in your service agreement. Outages at third-party platforms are outside our control and are handled as they're resolved.
Setup is one-time. Retainers are flat. Messaging and call costs are billed at carrier rates plus a handling fee, itemised on every invoice.
Invisible infrastructure for practices happy with the software they've got.
· Missed-call text-back in under 30 seconds
· After-hours and weekend auto-responder
· Database reactivation campaigns
· Inbound call and SMS routing
· Up to 3 practitioner calendars
· Native Outlook and Google calendar sync
· A dedicated local Sydney number
For practices that want visibility over intake, not just recovery.
· Everything in Revenue Recovery
· Staff portal and mobile app access
· One inbox for SMS, WhatsApp, email, Facebook and Instagram messages and comments, and Google Business messages
· Automated booking and deposit collection
· Google review engine
· Channel attribution and pipeline reporting
Built for multi-location practices with higher enquiry volume and more complex automation needs.
· Everything in Complete Intake Engine
· Up to 3 locations included
· Unlimited advanced automation workflows
· Advanced reporting dashboard with monthly review
· Priority support, same-business-day SLA
· Dedicated onboarding and quarterly strategy session
Additional practice locations. $1,000 setup and $500 per month, per site. Separate number, separate calendar, separate reporting, so you can see which location is actually converting.
Additional practitioner calendars. Every tier includes three. Further calendars are $250 per month each.
Messaging and call usage. Billed at carrier rates plus a handling fee, itemised monthly. We'll show you the expected figure before anything goes live.
The simplest test: if recovering one client every few months covers the retainer, the maths works.
Every engine is configured to the practice: your intake questions, your calendar rules, your phone routing, your tone. That's build work, not flicking a switch, and it runs two to three weeks from kickoff to live, most of it spent testing against real enquiries.
Two builds a month is the number we can start while finishing the ones already underway and holding same-day response times for the practices already running. When a month fills, applications wait for the next opening. We'd rather tell you that than start a build we can't finish properly.
Give us your practice name and the number a prospect would call. We do the rest at our cost.
This week we call your published number after hours, and submit an enquiry through your website like any prospect would.
We log exactly what happened and how long it took. Answered or not. Text back or silence. Callback time. Form response time.
You get a short video walking through the timeline. Yours to keep, whether or not we ever speak again.
If someone answers, we say who we are and hang up. The audit measures response times and timestamps, not conversations. Nothing is recorded at any point, during the audit or inside the engine we build.
Most practices are surprised. Some hold up fine, and we say so. Four minutes to find out your intake is sound is worth having too.
Two minutes to apply. Results in two business days. No obligation, no call required.
ARQASystems builds and runs automated intake infrastructure for Australian practices. We don't sell advertising, social media management or website builds, and we start no more than two new builds a month.
Catch the enquiries you're losing now, and turn them into booked appointments on your calendar.
Store your client files, record your calls, run your ads, or hand you another platform to administer.
A one-time setup fee and a flat monthly retainer. No commission, no percentage of your revenue, no per-lead charges.
Yes. Nothing changes on your website, your letterhead or your Google listing. Calls to your existing number forward to us only when nobody answers, and the reply goes out under your practice's name. Your number stays yours and stays published.
Less than most people expect. Ordinary intake volume, meaning missed-call texts and the conversations that follow, adds a small amount to your monthly invoice relative to the retainer.
We estimate it from your real call and enquiry numbers before you sign anything, and it appears as its own line on every invoice. If you later want us to run something heavier, like appointment reminders across a busy diary or a large reactivation campaign, we quote that separately before it goes live. You will not get a surprise bill from us.
No, and the system isn't built to. We handle enquiries, meaning people who haven't become clients yet. There are no file uploads, no call recording and no case-note fields in what we deploy.
Once someone becomes a client, everything about them belongs in your own back-office system, which we don't connect to. The platform we build on is hosted outside Australia, which we disclose in writing before you sign, but because enquiry data is all we hold, what's involved is contact details and booking history.
One bookable diary. If three dentists each take their own appointments, that's three calendars. If a practice books everyone into a single shared diary, that's one, no matter how many people work there.
Every tier includes three. If you need more, they're $250 per month each, and we'll tell you how many you actually need before you sign rather than after.
You do. Payments go straight into your own payment account. We configure the booking and the payment link so it happens automatically, but we're never a party to the transaction, we never hold the funds, and we have nothing to do with refunds or your trust accounting.
Every message template is written for your practice and signed off by you before anything goes live. Nothing is sent that you haven't read. You can change any message at any time, and on the Complete Intake tier you can see every conversation as it happens.
Probably. Those four are where we're focused because we know the intake patterns and the rules each profession works within. But the engine suits any practice where enquiries arrive by phone and a single client is worth several thousand dollars.
Ask for the audit anyway. If we're not the right fit, we'll say so.
We run it. You're not buying software or taking on another platform to administer. You're paying for infrastructure that works and someone who maintains it. That's what the monthly retainer covers.
You get a full export of your enquiry data. Every contact, every conversation, every booking, as a CSV file, delivered within five business days of the engagement ending. It's then removed from our systems. The data belongs to you either way.
No. That's the default because it's fastest, but if your team would rather control the diary, the engine sends a full enquiry alert to your intake inbox and your staff book it themselves. Either way the prospect still gets a reply within 30 seconds.
No. Revenue Recovery exists specifically for practices who want to keep the systems they've got. Bookings sync to the calendars you already use.
Campaigns go out under your practice's name, to people who contacted you directly about the service being offered, with your legal name or ABN and a working unsubscribe on every message. We ask you to confirm the list is your own enquiry data before anything is sent, and unsubscribes are honoured immediately.
Anything that stops enquiries reaching you gets a same-day response within four hours during business hours. Everything else, whether that's changes, new automations or training, is answered within two business days. Full terms are in your service agreement.
Two to three weeks from kickoff for a standard build, most of which is configuration and testing rather than waiting.
Retainers are month-to-month after the setup period. The setup fee covers work that's already been done, so it isn't refundable once the build starts.
Call 0495 055 553 after hours and see what happens. You'll have a text back in under 30 seconds. That's the product.
Automated client intake for Australian practices.
Sydney, NSW, Australia
The engine runs around the clock.
Our team replies weekdays, 9am to 5pm AEST.