We build systems that answer inquiries, book appointments, read documents, keep records in sync and send reports. They connect to the CRM, calendar and practice software you already use, and a person on your team signs off wherever a decision needs judgment.
The call takes 20 minutes. We'll tell you what's worth automating, even if we never work together.
In most agencies and practices the software works. The trouble is the work between systems: someone copying an inquiry into the CRM, chasing a reply, checking a calendar, re-typing a referral. That work is slow and easy to drop, and nobody sees it until a customer goes elsewhere.
Customer conversations are the part people see. Most of the time we save comes from documents, data entry, approvals and reporting.
We work with real estate agencies and healthcare practices. Both depend on fast replies, careful scheduling and records that have to be right.
For agencies and brokerages
For practices and clinics
Administrative work only. We don't build systems that diagnose, triage or advise on treatment.
Healthcare systemsInternal reference build
Ten connected workflows take a lead from first message to booked viewing and beyond: intake, AI conversation, booking, follow-up, owner briefings, review requests and win-back. We built it on our own infrastructure and tested it with live conversations.
What it does
Every inquiry gets an answer in seconds, drawn from your company's own knowledge base and listings. If a property isn't in your data, it says so.
Leads see real open times and book inside the conversation, without the phone tag.
Urgent or unusual requests go straight to an agent with the full conversation attached.
Follow-ups stop when a lead replies, owners get a daily brief, and past clients are invited back.
20 minutes. We learn how work moves through your business today.
We map the process and rank where automation is worth it.
A blueprint, a fixed scope and one success metric we agree on.
Built on test data first, then tested with your team.
Training, documentation, and accounts in your name.
Monitoring, and a monthly review against the metric.
Our systems talk to your customers and change your records, so we design the safeguards into the first blueprint. You can see and test each one.
Accounts in your name, data stored where you choose, access limited to what each workflow needs.
It answers only from information you approve, and says so when it doesn't know.
Defined review points, and a hand-off to your team with full context whenever a situation needs judgment.
Messages and actions are logged, errors raise alerts, and results are tracked against the goal we agreed.
Healthcare projects cover administrative work only, and are designed around the rules where you operate, including HIPAA and GDPR.
Don't see yours? Ask us on a discovery call, or email info@vulcalabs.com.
No. We connect to what you already use. If a tool has no way to connect, we'll tell you on the first call.
Yes. Every assistant we build says it's AI, and hands over to a person when asked or when it isn't sure.
It answers only from information you approve, and it's built to say "I don't know" and pass the conversation on. Conversations are logged, so mistakes are found and fixed.
Only when a project needs it, and only on infrastructure set up for the rules where you operate. Many useful healthcare automations don't touch clinical data at all.
You do. Accounts are in your name, and every workflow is documented at handover.
It depends on scope. You get a clear, fixed figure after the assessment, before any build starts.
Book a 20-minute discovery call. We'll go through one workflow with you and tell you which parts are worth automating.