Lead leakage.
Half of your inbound calls go to voicemail. Every unanswered call is a first-time consult that never books. Half of your paid-ad budget is funding voicemails, not the consult schedule.
Backed by Entrepreneurs First
The fastest way to lift revenue and EBITDA across a medspa portfolio.
A modular AI operating layer for multi-location medspas. Plug into the stack your team already uses, configure each module to your numbers, and turn on the engines that matter. Live in 14 days, without retraining your team.
Prefer a chat? Book a meeting.
Built by the team that took one of Germany's largest medspa chains from 2 to 7 locations with 85% provider utilization.
Trusted by operators · Backed by Entrepreneur First
- HIPAA-architected
- Layered on top of your existing PMS
- SOC 2 in progress
The math today
Half of your paid ads convert to nothing. Half of your patient list sits idle.
Three problems leak the same conversion-rate points out of every multi-location medspa, no matter the size.
Reactivation runs in spreadsheets.
Botox at 90 days. Filler at 6 months. Laser cycles. The highest-ROI revenue lever you have, run as an inconsistent manual workflow. The lapsed-patient list keeps growing while the work that pays best sits unworked.
Reporting breaks weekly.
Custom dashboards stitched together on top of your PMS and HubSpot. The finance team rebuilds the picture in Excel before every board call.
The math after Olvaro
Higher utilization. Higher consultation conversion. Higher EBITDA across every location.
Three engines, one stack, live in 14 days. Reported weekly across every location.
AI Front Desk.
Answers every call, DM and form fill in under 60 seconds. 24/7, in your brand voice. Books straight into the PMS your team already uses. Handles reschedules and cancellations.
Reactivation Engine.
Per-service cadences across your lapsed patients. Botox 90d, filler 180d, laser cycles, microneedling 6w. Surfaces the high-LTV ones for human outreach. Automates the rest.
Command Center.
One real-time dashboard across every location. Revenue, utilization, LTV, average ticket, lead conversion, retention. Board-meeting-ready on the first of the month.
Proof
A multi-location aesthetics chain in Germany. From 2 to 7 locations in 5 months.
Kalia Lab. Olvaro ran the operations and engineering. Outcomes recorded below.
MetricBeforeAfter
- Provider utilizationBefore~62%After85%
- Cost per qualified leadBefore€178After€53
- EBITDA marginBeforebaselineAfter+15 pts
- LocationsBefore2After7
- Avg inbound call answerBefore4h 12mAfter< 60 seconds
- Staff trainingBeforeweeksAfter1-2 days
“They became the system of record across every location in 60 days. By month five our EBITDA margin was up 15 points.”
Timeline
Live in 14 days. Reporting by day 30.
No year-long migration. No swapping out the PMS your team already uses.
- 1Day 0
Kickoff
Sign and 60-minute kickoff call.
- 2Day 1-3
PMS connected
Native integration with the PMS your team already uses.
- 3Day 4-7
Voice trained
AI Front Desk learns your treatment menu, pricing, and brand voice. You approve every script.
- 4Day 8-14
First bookings
Reactivation Engine begins. First booked appointments hit your calendar.
- 5Day 30
Full reporting live
Multi-location Command Center online across every clinic.
- 6Day 60
Reported weekly
Utilization, consultation conversion, and EBITDA reported weekly per location.
Adoption
Your front desk keeps using what they already use. The AI does the rest.
Average front-desk tenure is 8 months. You cannot afford to retrain.
We sit on top of your existing PMS. Your team uses what they already use.
AI handles inbound calls, DMs, lapsed-patient outreach and follow-ups. Humans handle in-person.
Training: 1-2 days for the ops manager. Front-desk staff: about five minutes.
The offer
What's in the system.
Six engines, four up-front pieces, and the people who built it.
What runs every month, per location
AI Front Desk
Every call, DM and form fill, 24/7, in your brand voice. Books directly into your PMS.
Reactivation Engine
Per-service cadences across your lapsed patients.
Multi-Location Command Center
Live, per-location reporting on EBITDA, utilization, and consultation conversion.
Membership Bank Automation
Deposit-based loyalty model, stickiness to the building.
AI Ads Creative Lab
Compliance-checked creative for Meta and Google, attributed to booked appointments.
GLP-1 Compliant Funnel
Legal manufacturer-direct pathway for weight-loss and metabolic peptides.
What you get up front, one-time
Done-with-you implementation (14 days)
Dedicated implementation lead. Native PMS integration. Voice training. Approved scripts.
The Kalia Playbook
The operator SOP doc that took a German chain from 2 to 7 locations.
Operational diagnostic
Inbound call flow and conversion funnel analyzed against your baseline. Where conversion is leaking, by stage and by location.
HIPAA Compliance Binder
CTO-ready security review pack. PHI architecture, BAA, audit logs.
Always on, included
Quarterly Business Review
90-minute strategy session with the Olvaro team each quarter, reviewing per-location performance and revenue plays.
Direct line to the team
12-hour response on a shared Slack channel for the life of the engagement.
Pricing
Shaped to your business, after we see the numbers.
We engage three medspa operators at a time. Join the list. We run the operational diagnostic, agree the guarantee, then commercial terms.
Prefer a chat? Book a meeting.
The guarantee
Outcomes agreed in writing. Fees refunded if we miss.
Every engagement opens with a diagnostic of your current operations. Target outcomes, timeline, and success criteria are agreed in writing before work begins. If we do not deliver the agreed outcomes inside the agreed window, the fees paid are refunded in full.
Fit check
Built for multi-location operators. Not for everyone.
Two minutes to know if there is fit.
This is for you if…
- You own or operate 3 or more medspa locations.
- $3M+ in annual revenue.
- You have an operations lead carrying multi-location accountability.
- You have outgrown your initial tech stack and face problems as you scale.
This isn't for you if…
- Solo, single-location medspas.
- Salons or traditional spas without medical or injectable services.
- Plastic surgery clinics doing primarily insurance billing.
- Dermatology clinics with insurance billing as the primary revenue stream. ModMed is the better fit for that workflow.
Frequently asked questions
Straight answers about the platform, integration, and the engagement model.
Do you replace our PMS?
No. We sit on top of Zenoti, Nextech, ModMed, Boulevard or Aesthetics Now. Your front desk keeps using what they already use.
What about HIPAA?
Architected from day one. PHI encrypted in transit and at rest. Role-based access with full audit logs. SOC 2 in progress. We ship a pre-completed security review pack.
How long does onboarding take?
14 days to live AI Front Desk. 30 days to full multi-location reporting. From there, EBITDA uplift reported weekly, sized against the guarantee agreed during the operational diagnostic.
Do you work with Zenoti?
Native integration. Nextech, ModMed, Boulevard, and Aesthetics Now too.
What if my team won't adopt new software?
They don't have to. AI runs in the background of your existing stack. Front-desk staff training is about five minutes.
Can I cancel?
Yes. Month to month after a 90-day pilot. No long-term lock-in. Your data is exportable at any time.
Do you cap how many operators you work with at once?
Yes. We engage three medspa operators at a time. Pricing is shared once we know the shape of your business: number of locations, current PMS, and what the operational diagnostic surfaces.
Engagement
Convert the inbound you are already paying for.
We engage three medspa operators at a time. Join the list to be considered when capacity opens.
Prefer a chat? Book a meeting.