01
Answers when your team can't
Out of hours or while reception is busy, VeaDesk responds to enquiries in Arabic and English across your connected chat channels. Your team can take over the conversation when needed.
Enquiry coverHUMAN HANDOVER
Recover the revenue that slips through your front desk.
UAE clinics lose an average of AED 450,000 a year to missed WhatsApp enquiries, no-shows and cancelled slots nobody followed up on.
VeaDesk handles all three — automatically, around the clock, so your team doesn't have to.
14-day free trial included when you book a demo
Works with your reception team across WhatsApp, Instagram, website chat and calls.
- Recover missed enquiries
- Secure deposits faster
- Refill cancelled slots
- Track marketing to paid bookings
Arabic and English support
Chat replies in both languages on every plan. The AI phone agent is included from Growth; call languages are confirmed during setup.
VeaDesk inbox · WhatsAppExample — sample data
Hi, I'm thinking about veneers but I'm not sure where to start.
22:14Good evening — I'd be happy to help. A consultation is the best place to talk through the look you want and whether veneers are right for you. Is there anything in particular you'd like to change about your smile?
22:14Mostly the colour and shape of my front teeth. How much is a consultation?
22:16The consultation is 200 AED, which is credited towards treatment if you decide to go ahead. We have Saturday at 11:00 or 3:00 available — would either suit you?
22:1611:00 would be perfect.
22:18Lovely — I can help secure Saturday at 11:00. The refundable 200 AED consultation deposit is credited towards treatment. Shall I send the secure link?
22:19Here is the secure link. Take your time — once it's completed, I'll confirm everything here for you.
Secure payment link — 200 AEDVeneer consultation · Sat 11:00
22:20Thank you — your consultation with Dr Amara is confirmed for Saturday at 11:00. We'll send you a reminder before your visit.
Deposit paid — 200 AEDPaid · Sat 11:00 confirmed
22:22Reception took over
Good morning! Layla here from Catch Clinic reception. I've read your chat and everything is ready for Saturday. If any questions come up before then, I'm here to help.
09:04AI overnight · reception from 9amHandover ready
What VeaDesk does
Four ways to support your front desk—and your clinic's revenue.
Answer enquiries when reception is unavailable, request deposits, recover cancelled slots and see which marketing sources lead to paying patients.
02
Sends deposit payment links
Send patients a secure deposit payment link through WhatsApp using your clinic's connected Stripe account, helping them move from an enquiry to a confirmed booking.
Deposit requestsCONNECTED PAYMENTS
03
Helps refill cancelled appointments
When a slot opens up, VeaDesk can offer it to patients on your waiting list, helping your team fill gaps in the calendar.
Cancellation recoveryWAITLIST FOLLOW-UP
04
Shows which marketing leads to paid deposits
Connect paid deposits to recorded marketing sources so your clinic can see which campaigns and channels contribute to bookings.
Marketing attributionSOURCE TO DEPOSIT
VeaDesk helps you measure marketing outcomes. It does not manage your advertising.
Smart Flow
One connected path from enquiry to outcome.
Whether a patient finds you on Google, messages on Instagram or calls after hours, the conversation, the deposit and the source stay joined up.
Enquiry handling
01
Enquiry
Call, WhatsApp, Instagram or website
02
Response
Availability, pricing and next steps
03
Booking & deposit
Slot held, Stripe link sent
04
Reception handover
Your team takes over when needed
05
Outcome tracking
Deposit recorded with its source
Calendar recovery
01
Cancellation
A booked slot is freed
02
Waitlist offer
Waiting patients are messaged
03
Rebooked slot
The first patient to accept takes it
- Reception can take over any conversation at any point.
- A paid deposit and a completed treatment are different outcomes.
- Attribution depends on the source information available.
VeaDesk supports administrative communication, not clinical diagnosis or advice.
Try the AI voice & chat agent
Speak to the same agent that answers clinic calls and website chats. It runs in your browser and will ask for microphone access when you choose to start the call — nothing is recorded before you do.
Open the AI agent demoSetup
What it takes to get started.
We set your workspace up with you. How quickly you go live depends mainly on how fast WhatsApp Business API access and your clinic details come through.
What we need from you
- Access to the channels you want connected
- Treatment and price list
- Opening hours and practitioner availability
- Your deposit rules
- A Stripe account for deposit payments
What we set up together
- Your AI persona, tone, language preference and guardrails
- WhatsApp, Instagram and website chat
- The AI phone agent (Growth and above)
- Waiting list and cancellation recovery
- Marketing source tracking
Good to know
- No setup fee and no per-booking commission
- Deposits go straight to your own Stripe account
- You can pause or take over the AI at any time
- Monthly plans can be cancelled before the next renewal
- Trials run for 14 days and are set up with you
An illustrative clinic scenario
How the maths works, line by line.
A single-location clinic on the Growth plan, using illustrative assumptions you can change in the calculator.
- 0135 missed phone enquiries a month × 20% recovered = 7.0 extra bookings.
- 0260 unconverted chat enquiries × 15% recovered = 9.0 extra bookings.
- 038 cancelled slots × 40% refilled = 3.2 extra bookings.
- 0419.2 additional bookings × 70% completed and paid = 13.44 treatments.
- 0513.44 treatments × 3,000 AED = 40,320 AED collected.
- 06Less the 5,900 AED subscription = 34,420 AED additional collected revenue.
Illustrative monthly outcome
- Additional bookings
- 19.2
- Completed paid treatments
- 13.4
- Additional collected revenue
- 40,320 AED
- Revenue after subscription
- 34,420 AED
- Break-even completed treatments
- 2 per month
Illustrative planning estimates, not measured VeaDesk customer results or a guarantee. Outcomes depend on enquiry quality, availability, follow-up and treatment economics.
Pricing
Flat monthly plans, per clinic location.
No setup fee and no per-booking commission. Phone numbers and WhatsApp message fees charged by third-party providers are billed separately where they apply.
Essential
Chat cover · single location
2,900 AED / month
Covers your WhatsApp, Instagram and website chat in Arabic and English when your reception team can't — evenings, weekends and while they are with a patient.
See what's includedGrowth
Chat, calls, cancellation recovery & attribution
5,900 AED / month
Everything in Essential, plus an AI phone agent and cancellation recovery — the two places clinic revenue most often slips away.
See what's includedEnterprise
Clinic groups · quoted per location
Custom quote
For clinic groups running several branches, custom clinical scripts and their own systems. Quoted per location.
See what's includedSee how VeaDesk supports your clinic, from enquiry to outcome.
See enquiry handling, deposit links, cancellation recovery and marketing attribution in a clinic demo.
14-day free trial included when you book a demo
FAQs
Practical questions, answered.
Does VeaDesk replace reception staff?+
No. VeaDesk covers the hours and moments your team can't, and your receptionist can take over any conversation at any point. Patient relationships stay with your people.
How does human handover work?+
Every conversation appears in the VeaDesk inbox with its full history. A member of your team can pause the AI on that conversation and reply themselves, then hand it back.
Which channels are supported?+
WhatsApp, Instagram direct messages and website chat on every plan. The AI phone agent for calls is included from the Growth plan upwards.
Which languages are supported?+
Chat on WhatsApp, Instagram and your website replies in Arabic and English — you choose whether it always uses one language or mirrors the language the patient wrote in. For the AI phone agent, the spoken languages are set on your voice agent and confirmed with you during setup.
Can a clinic keep its WhatsApp number?+
VeaDesk connects to a WhatsApp Business API number. Whether your existing number can be migrated depends on how it is currently registered — we check this with you during setup.
Which booking systems connect?+
Bookings and cancellations are managed in the VeaDesk calendar today. If you use a separate practice management system, tell us which one during your demo and we'll confirm what is possible before you commit.
What happens when the AI cannot answer?+
It says it will pass the question to the clinic team and flags the conversation for your receptionist rather than guessing.
How are clinical questions handled?+
VeaDesk supports administrative communication only — availability, pricing, deposits and reminders. It does not diagnose, advise on treatment suitability or give medical guidance.
How do deposit links and payment confirmation work?+
You connect your clinic's own Stripe account, so payments go directly to you — VeaDesk never holds patient funds. When Stripe confirms the payment, the deposit and its appointment are marked as paid in your dashboard.
How does cancellation recovery work?+
When a slot is cancelled, VeaDesk can message patients on your waiting list to offer it. Slots are only filled when a patient accepts, so some will still go unfilled.
How is a deposit linked to its marketing source?+
When an enquiry arrives with a recorded source — for example a campaign tag on a link or the channel it came through — that source is stored with the conversation and carried through to any deposit that follows.
What happens when the original source is unavailable?+
Some enquiries arrive with no usable source, such as a patient who saves your number and messages later. Those deposits are recorded as unattributed rather than assigned to a campaign.
What is needed for setup?+
Access to the channels you want connected, your treatment and price list, opening hours and practitioner availability, your deposit rules, and a Stripe account for payments.
What affects setup time?+
The main factor is how quickly WhatsApp Business API access and your clinic information are available. We set the workspace up with you rather than leaving you to configure it alone.
How do plan limits work?+
Each plan includes a monthly allowance of AI conversations. When a workspace passes its allowance, AI replies pause and your team is prompted to upgrade — your data and inbox stay available.
How does the trial start?+
Trials are set up with you rather than self-service. Book a demo, and if VeaDesk suits your clinic we'll help you start your 14-day trial.