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Xoptra
Houston · taking on new clients

Stop doing the work software should be doing.

Xoptra builds custom automation systems that bring past customers back and eliminate phone tag. Most setups go live in about a week. Running on autopilot from there.

No commitment.

Greater Houston
Service business HQ
Healthcare Pilot
First partner onboarding
No new software
Runs in the background

Choose your path

Two systems. One automation partner.

We build different systems for service businesses and healthcare practices — because the pain is different. Pick the one that sounds like you.

For Service Pros

Repeat Client System

Best for

HVAC · Plumbing · Landscaping · Pest Control · Roofers · Cleaners

What it does

Automatically brings past customers back for repeat work and 5-star reviews. Catches missed calls before the lead disappears.

  • Automated follow-ups after every job
  • Automatic 5-star review requests
  • Missed-call → instant text reply
  • Repeat-customer reactivation
Explore Service Automation

Ask about our founding-client Houston terms.

For Healthcare

CareFlow

Best for

Clinics · Pharmacies · Telehealth · Mental Health · Med-Spas · Wellness

What it does

Kills the refill phone tag. An automation layer designed to work alongside your EHR — patients get reminders, fill a smart form, your team approves in one click. Your EHR stays the source of truth.

  • Automated refill reminders (SMS + email)
  • Smart refill request form
  • Doctor / staff approval workflow
  • Patient confirmation messages
Explore CareFlow Healthcare

Ask how a pilot would work for your practice.

The Xoptra philosophy

Most tools give you features. We give you a system.

We Build It.

We don't give you a login and wish you luck. We configure your timing, your voice, and your triggers — and stay with you while it goes live.

You Don't Log In.

You stay in your email or your CRM. Xoptra runs in the background and texts you a summary of the wins. No app to learn.

No Contracts.

We win every month by making you money — not by locking you into a legal document. Month-to-month, cancel by text.

What gets sent

Same engine. Two very different jobs.

A peek at what your customers — or patients — actually receive when Xoptra is running.

Service Business

SK

Sparkle Kleen

Job complete

Job complete! Review request sent to John Doe.

2:14 PM

Customer reply

⭐⭐⭐⭐⭐ thanks!

2:18 PM

Healthcare Practice

RX

Rivermark Family Care

Refill approved

Refill request approved for Jane Smith. Notification sent.

10:08 AM

Patient confirmed

Got it — picking up at CVS today. Thanks!

10:11 AM

How it works

Three steps. About a week.

From first call to a system running on its own. No contracts, no software to learn, no change to how you operate.

01 Day 1

Free intro call

A free call to understand your business — and a live walkthrough of the real product, no slides.

02 Week 1

We set it up

Built around your business — your phone, your calendar, your voice. You keep doing what you do.

03 Week 2

It runs on its own

Customers get followed up. Reviews come in. Reminders fire. You get your time back.

Pricing

Built around your volume. Priced to fit.

Every business is different. Whether you're a solo contractor or a multi-location clinic, we size your system so the ROI makes sense on day one.

Service Pros

Founding Houston Clients

We're onboarding our first Houston service businesses now. Get your Repeat Client System built, watch the rebooks and reviews come in, and stay month-to-month only if it's working. One-time setup, flat monthly — quoted on the call.

Healthcare

CareFlow Pilot Program

We'll scope a CareFlow pilot for your practice — mapped to your refill workflow, with the staff-hour savings modeled up front. Built for healthcare-grade security; BAA executed at onboarding. Designed to work alongside your EHR, not replace it.

One-time setup. Flat monthly. Quoted on the call.

We'd rather size it to your actual volume than slap a generic number on a page. Month-to-month. No contracts.

Book a walkthrough for a quote

Common questions

What owners and operators usually ask.

Can't find your question here? Just bring it to the call.

Is this something I have to log into?

No. We handle the whole setup and it runs automatically in the background. You'll get a weekly or daily text summary so you know it's working — nothing to check or log into. If you want a visual view, there's an optional dashboard.

Do I have to change my current scheduling, CRM, or EHR?

No. Xoptra is the automation layer designed to work alongside what you already use — tools like Jobber and Housecall Pro for service, or your EHR for healthcare. Your existing system stays the source of truth; we automate the follow-up around it, we don't replace it.

What if my customers or patients don't like automated messages?

Fair concern. That's why everything is written in your voice, not a generic template — thank-yous sound like you, refill reminders feel like the front desk, rebook nudges read like a friendly text. People appreciate the follow-through.

How does pricing work?

One-time setup, flat monthly fee. We size it to your volume so the ROI makes sense from the start — that's why we quote it on the call instead of a static number on a page. Service businesses can ask about our founding-client Houston terms; clinics can ask how a pilot would work for their practice.

How fast can we go live?

For service businesses, most setups go live in about a week. Healthcare timelines depend on your practice and the onboarding steps involved — we walk you through a realistic timeline before any commitment.

Can I cancel anytime?

Yes. Month-to-month, no contract. Cancel with a text — no exit fee, no recovery, no lock-in.

Two ways to start

Ready to stop doing this manually?

Fast Track

Ready to automate?

Pick a time for a walkthrough. We'll walk you through the real product live and map it to your business — no slides, just the working system.

Book a walkthrough

No commitment.

Soft Track

Have a quick question?

Not ready for a call? Tell us what you're looking for, and we'll send over a custom 2-page playbook for your specific industry.

We'll reply with the relevant playbook — "The Clinic Automation Playbook: Solving the Refill Crisis" for clinics or "The Service Business Automation Playbook: Turning Past Customers Into Repeat Revenue" for service businesses.