Every inquiry
Picked up Once
Midday or near midnight, ClientArc reads each new inquiry when it lands, works out what the person is asking, and skips duplicates so nothing is answered twice.
The approach
Your best hours belong to clients. The inbox keeps asking for them back.
An agent's day is showings, listing appointments and calls. Inquiries don't wait for a gap in it — they stack up until the evening.
An illustrative day
Showing across town
A portal inquiry arrives. Your phone stays in your pocket.
Listing appointment
Someone asks whether Saturday works for a viewing.
Inspection
A past client writes about selling next spring.
Dinner
A buyer asks what's included in the asking price.
The inbox, finally
Four replies to write, a calendar to check — and the first inquiry is thirteen hours old.
With ClientArc, the evening looks different.
Each of those inquiries already has a considered draft waiting, with open times from your calendar in it. You read, change what you'd say differently, and send. The judgment stays yours. The typing and calendar-checking don't have to.
It works on the leads you already have.
ClientArc doesn't sell or buy leads. It handles the inquiries that already reach you.
It doesn't replace your judgment.
Pricing, advice and who you work with stay with you. It prepares; you decide.
It never sends on its own.
Every reply waits as a draft in your Gmail until you choose to send it.
How it works
From inquiry to booked conversation, in three stages.
ClientArc takes on the coordination. You keep the relationship.
Capture the inquiry
Inquiries keep arriving where they already do — your inbox. ClientArc picks up each one exactly once.
ClientArc
- Reads each new inquiry when it lands
- Skips duplicates, so nothing is answered twice
- Sorts what's being asked — a showing, a price question, a reschedule
- Flags payment and wire-transfer messages for you instead of answering them
You
Nothing to forward. Keep using your inbox the way you do today.
Qualify and follow up
Every reply starts from what the person actually wrote.
ClientArc
- Drafts a reply in your voice, grounded in their message
- Asks one clear question when details are missing
- Keeps to guardrails: no invented facts, no steering, no professional advice
- Saves it as a Gmail draft and lets you know in Slack
You
Read it, adjust anything you'd say differently, and send.
Check availability and book
Only times that are genuinely open are ever offered.
ClientArc
- Reads your live Google Calendar, with your hours and buffers
- Puts two or three real openings in the draft
- Matches the client's choice to what was offered, then re-checks for conflicts
- Lines up the booking for your confirmation
You
Confirm the time. The conversation is on your calendar.
What changes
Less coordination. More time with the people.
The work that fills the gaps between appointments gets done in the background — carefully, and visibly.
A draft is waiting, not a to-do.
New inquiries arrive with a considered reply already written, ready for your read-through.
Only real times are offered.
Openings come from your live calendar, with your business hours and buffers applied.
Nothing goes out without you.
Replies stay drafts until you send them. Bookings wait for your confirmation.
Every step leaves a record.
Each inquiry, draft and booking decision is written to a log you can open at any time.
Risky messages come straight to you.
Anything mentioning payments or wire instructions is flagged for your review, never answered automatically.
One inquiry, one reply.
Each message is handled once, so a busy thread never produces a second draft or a double booking.
A look inside
What a handled inquiry looks like.
An illustrative walk-through of one inquiry, from arrival to a draft waiting for review.
Illustrative example — not real customer data
New inquiry
Sam R.
Three-bedroom on Linden Street
Hi — is the three-bedroom on Linden still available? We'd love to see it this week, ideally after work.
What ClientArc noted
- Showing request
- After 5 pm, this week
- No payment content
Your calendar, this week
Tue
- 4:00, Busy
- 5:30, Open — offered
- 7:00, Busy
Wed
- 5:00, Busy
- 6:00, Open — offered
- 7:30, Busy
Thu
- 5:15, Open — offered
- 6:30, Busy
- 8:00, Busy
Draft in Gmail
Waiting for your review
Hi Sam,
Thanks for reaching out — yes, it's still available. I have a few times after work this week:
- Tue, 5:30 pm
- Wed, 6:00 pm
- Thu, 5:15 pm
Would any of those suit you?
— Your name
Slack
New draft ready: showing request, three open times offered.
Log
- Inquiry readShowing request
- Calendar checked3 openings
- Draft savedAwaiting review
Services
Who it's for, and what it costs.
Start with everything at a founding price, or begin with just the AI phone line. Every setup is done by hand and fitted to how you work.
Independent agents
One inbox, one calendar, and too many evenings spent catching up on replies.
Real estate teams
Inquiries shared across several agents and calendars. We scope it with you on the walkthrough.
Service businesses
HVAC companies, pool builders and others whose work runs on inquiries and appointments.
3 spots left
Founding client
Everything, set up by hand: your website, replies to every web lead, and an AI phone line.
- Setup
- $0
- Monthly
- $497/month
Month to month. If you don't get a booked estimate or appointment in your first 30 days, that month is free.
Includes
- A new website, built for you and hosted
- A reply drafted in your voice the moment a web lead comes in
- An AI phone line that answers calls and books estimates
- Text replies are being added now, and founding clients get them first
- $497/month locked for 12 months, in exchange for a testimonial and a referral
Phone + text line
Already happy with your website? Start with the line that answers when you can't.
- Monthly
- $297/month
Includes
- An AI phone line that answers calls when you're busy
- Takes the caller's details and books estimates into open times
- An alert after every call, so you know who rang and why
- Text replies are being added now
Prices in USD. The founding offer has 3 spots left. Sending an inquiry doesn't commit you to anything. We confirm scope and price in writing after the walkthrough, and no payment is taken on this site.
Getting set up
Hands-on, from the first call.
Timing depends on your setup. We'll give you a realistic estimate once we've seen how you work.
Walkthrough
We look at how inquiries reach you today, and where they stall.
Map your workflow
We agree what ClientArc handles — hours, buffers, tone — and what always comes straight to you.
Build and test
We connect your inbox and calendar and test on sample inquiries before anything touches a real client.
Go live, together
Drafts start appearing in your inbox. You review and send, and we adjust with you as you go.
Ongoing care
Your monthly plan keeps everything monitored and running as intended.
FAQ
Questions, answered plainly.
Rather write to us directly?
Email works just as well.
contactclient@clientarcsystems.com
Who is ClientArc for?
Independent real estate agents and teams, and service businesses — HVAC, pool builders and similar — that handle a steady flow of inquiries and appointments. If your leads arrive by email and your day runs on a calendar, it's likely a fit. The walkthrough is where we find out honestly.
Does it send emails on its own?
No. Every reply is saved as a draft in your Gmail for you to read, edit and send. Nothing goes to a client without you.
Will it work with the tools I already use?
Today ClientArc works with Gmail and Google Calendar, with Slack for alerts and a Google Sheet as the log. If your inquiries already land in your inbox, that's usually all it needs. If you use Outlook or a CRM, tell us on the walkthrough and we'll tell you plainly whether it fits.
How does scheduling work?
ClientArc reads your live calendar and applies your business hours and buffers, then offers two or three genuinely open times in the draft. When the client picks one, it's matched against what was offered and checked against your calendar again, and the booking waits for your confirmation.
Is it AI? Does it replace my judgment?
An AI model helps read inquiries and draft replies, inside guardrails: it's instructed not to invent facts, not to steer or discuss protected characteristics, and not to give professional advice. That's exactly why every draft waits for you. Pricing, advice and who you work with stay your decisions. And we don't sell leads — ClientArc only handles the ones you already receive.
What is the founding client offer?
It's our launch price for our first clients: $0 setup and $497/month, month to month. Only 3 spots are left. It covers a new website, a reply drafted for every web lead, and the AI phone line. In exchange for a testimonial and a referral, founding clients keep $497/month for 12 months.
What if it doesn't bring me any business?
If you don't get a booked estimate or appointment in your first 30 days as a founding client, that month is free.
What does the AI phone line do?
It answers calls when you can't, takes the caller's details and books estimates into open times, then sends you an alert. Unlike email replies, it talks to callers live, inside the hours and rules you set with us. Text replies are being added now, and founding clients get them first. On its own, the phone + text line is $297/month.
What happens to my data?
ClientArc connects to your Gmail and Google Calendar with permissions you grant, and you can revoke them at any time from your Google account. Inquiry content is processed to draft replies, and each step is written to a log you can read. We'll walk through exactly where information goes on the call.
Book a walkthrough
Let's look at your inquiries together.
Tell us how leads reach you today. We read every message ourselves and reply by email to find a time.
What happens next
- We read your note and reply by email.
- We find a time for a walkthrough of how inquiries reach you.
- If it's a fit, we confirm scope and price in writing.
Rather write to us directly?
Email works just as well.
contactclient@clientarcsystems.com