DEMO — Harbourside Dental: WhatsApp Booking & Payments Automation

Project overview

About the project

Harbourside Dental is a five-chair practice on Auckland's North Shore handling hundreds of patient enquiries a week. We built an AI booking agent on the WhatsApp Business API that greets patients, answers common questions, offers real-time appointment slots from Cliniko, and confirms bookings — then pushes the patient record into HubSpot and raises the deposit invoice in Xero automatically. After-hours enquiries that used to hit voicemail now convert into confirmed appointments overnight, and the front desk stopped playing phone tag.

The challenge

Harbourside's reception team was overwhelmed. Roughly 40% of calls came outside opening hours and landed in voicemail — many never called back. Every booking meant a phone call, a manual Cliniko entry, and a separate deposit invoice keyed into Xero later. Patients wanted to message, not call, but a shared WhatsApp number quickly became chaos with no calendar visibility. They needed an agent that could safely book into a live clinical calendar without ever double-booking a chair.