Answers to the most common questions about our AI solutions, process, and pricing.
Arkana Tech is an AI solutions company based in Nashville, Tennessee. We design and build intelligent systems for businesses — including AI chatbots for lead generation and customer support, voicebots for automated phone handling, workflow automations to eliminate repetitive tasks, and custom AI applications tailored to your specific needs.
We work with businesses of all sizes across industries including real estate, healthcare, e-commerce, hospitality, and professional services.
The easiest way is to request a free consultation through our website. You can fill out the contact form or chat with our AI assistant, which will schedule a call at a time that works for you (Monday–Friday, 8 AM–6 PM CT).
During the discovery call, we’ll learn about your business and recommend the most effective solution. There’s no obligation to proceed.
We work across a wide range of industries. Our solutions are especially impactful for:
If your business involves conversations, follow-ups, or repetitive tasks — we can help automate them intelligently.
No. We handle all the technical setup, configuration, and deployment. Once your solution is live, you interact with it through familiar tools — Google Calendar for appointments, Google Sheets for lead data, your email for notifications.
We provide training and documentation for your team, and we’re available for ongoing support if anything needs adjusting.
Timelines depend on complexity, the number of integrations, and how quickly we receive feedback on drafts and staging environments.
Our chatbot engages website visitors in a natural conversation, collecting 9 key data points: name, email, company, website, business challenge, number of employees, job title, phone number, and preferred meeting time.
The bot automatically detects and extracts emails, phone numbers, and URLs from messages, reducing friction for the user. Once all information is gathered, it schedules a Google Meet consultation and saves the lead to your Google Sheet — all without any manual intervention.
Yes. Our chatbot automatically detects the language of the conversation and responds accordingly. It is fully bilingual in English and Spanish out of the box, including date parsing (“el jueves a las 10 am”, “next Friday at 3 PM”), confirmation messages, and error handling.
Support for additional languages (Portuguese, French, etc.) is available upon request as part of a custom configuration.
The bot checks your Google Calendar in real time using the FreeBusy API. If the requested slot is taken, it automatically offers 3 alternative times within your office hours (Mon–Fri, 8 AM–6 PM). The user can choose one of the alternatives or suggest a different time.
Times outside office hours (weekends, before 8 AM, after 6 PM) are also rejected gracefully with a polite explanation and alternatives.
All collected lead data is automatically saved to a Google Sheet that you own. You’ll see columns for name, email, phone, company, service interest, business challenge, submission date, lead status, and an AI-generated website analysis.
Data can also be forwarded to your CRM (HubSpot, Salesforce, Pipedrive, etc.) via an additional automation workflow.
Yes. The chatbot widget is a lightweight JavaScript snippet that can be embedded on any website — WordPress, Webflow, Squarespace, Shopify, custom HTML, or any other platform that allows custom code.
For WordPress specifically, the snippet goes in your theme’s footer.php file or via a custom HTML widget in the footer area.
A voicebot is an AI agent that handles phone calls using natural language — it can understand what callers say and respond intelligently, just like a human receptionist.
Arkana Tech’s voicebots are built on VAPI for call handling and ElevenLabs for natural-sounding voices. The bot follows a conversation flow you define, captures relevant data, and can route calls to a human agent when needed.
Yes. We build both inbound (receiving calls) and outbound (initiating calls) voicebot systems. Outbound bots are commonly used for appointment reminders, follow-up calls to leads, and survey campaigns.
Outbound calling requires compliance with TCPA regulations and your contact list must consist of opted-in numbers. We guide you through this during the scoping process.
We use n8n as our automation backbone, which supports 400+ integrations. Common connections include:
We deploy automation workflows on a self-hosted n8n instance. This gives you greater control over your data, lower per-execution costs at scale, and no dependency on third-party SaaS uptime.
The server is managed by Arkana Tech. Clients on maintenance plans receive uptime monitoring, automatic backups, and version updates.
Pricing depends on the type and complexity of the solution. For detailed pricing, see our Pricing page. As a general reference:
All solutions include a free discovery consultation before any commitment is made.
Yes. We offer monthly support plans that include monitoring, updates, bug fixes, and priority response. Plans are available starting at $149/month depending on the solution and level of coverage needed.
Without a support plan, solutions are delivered and handed off. We still offer one-time fix engagements billed hourly.
Yes, completely free and with no obligation. The discovery consultation is 30–45 minutes. We use it to understand your business, assess your needs, and recommend the right solution. You’ll walk away with clarity on what’s possible — whether you hire us or not.
Our chatbot solutions use OpenAI’s GPT models (currently GPT-4o or GPT-4o-mini depending on the plan) via the OpenAI API. The AI is given a structured system prompt tailored to your business, ensuring on-brand, accurate responses.
For clients with specific requirements (data residency, on-premise, alternative models), we can integrate other providers including Anthropic Claude or open-source models on request.
All data is transmitted over HTTPS/TLS encrypted connections. We use OAuth 2.0 for all Google service integrations. Access to your data is limited to your team and Arkana Tech engineers working on your project.
We do not sell, rent, or share your data or your customers’ data with any third party. For full details, see our Privacy Policy.
Minor adjustments (changing a response, updating a field, modifying office hours) are covered under your support plan or billed at our hourly rate ($75/hr) for one-time changes.
Larger changes to scope (adding new conversation flows, new integrations, additional automations) are scoped as a separate engagement with a new quote.
Our team is happy to help. Reach out and we’ll get back to you within one business day.