Capture every booking.
Every enquiry, from every channel, lands in one system that answers instantly, chases the quiet ones, and shows you everything. The system does the legwork. The client always hears from you, not a bot.
Right now your booking system is five apps and your memory.
Enquiries land on WhatsApp, Instagram, web forms and walk-ins. It is stitched together with rubber bands, and the ones that slip through are bookings you will never know you lost.
Enquiries land across five apps, and half of them fall through the cracks.
I am drowning in WhatsApp messages and manual bookings.
I am on red alert with my inbox, even at dinner with the family.
By the time I reply, they have already booked another villa.
I know what an enquiry is worth.
My retreat business. A typical day in booking season. Counted, not estimated.
€7,000 a booking, 50% margin. One enquiry in twenty-five became that sale. I never knew which one until I answered it. So I answered all twenty-five. That works out at €140 an enquiry, every single one, and I knew it to the euro.
I have spent twenty years filling rooms. Festivals, conferences, summits, weddings, corporate experiences for Meta, Google and Snapchat, and more than forty retreats.
In booking season my retreat business took 25 enquiries a day. Six became appointments, five became presentations, one became a sale. I know that because I counted every one.
Which meant I knew what a day of ignored enquiries cost me, and it was not nothing. It was a sale.
You will close better than I did. I was selling a retreat to someone who had to be persuaded, so mine took an appointment and a presentation to land. You are quoting a villa to someone who already wants one. Which means every enquiry you ignore is worth more than mine was.
Most operators cannot tell you any of those numbers about their own business. That is not a criticism. It is the problem. You cannot fix a leak you cannot see, and nobody is counting.
For twelve of those years I was building the systems that did the counting, and most of that time I was patching, not building. HubSpot, Zapier, Kajabi, two databases, two websites, and automations that broke every time somebody new came in to fix the last person's work. It held together right up until it did not.
Captabook is what I would build if I started again. One system, one job.
The problem does not change with the postcode. Ibiza, Mallorca, Monaco, Mykonos, Miami, Dubai. Wherever a stranger's message is worth five figures, it is landing somewhere nobody is watching.
See what the leak is worth.
Same enquiries. Same booking value. The difference is the ones that never got a reply.
What you keep from each booking. Set it to 100% if the property is yours.
On the enquiries you actually reply to.
Today: enquiries a year, closing of the ones you answer.
Slipping through: enquiries a year never get a proper reply or a follow-up.
At your own close rate that is bookings you never made, worth in booking value.
At commission, of that was yours.
An estimate built from your own numbers, not a promise of results. Captabook is built to take that leak close to zero by catching every enquiry, answering it the moment it lands, and chasing the quiet ones.
Get your exact number →Ten questions. Your real figure, and where the leak actually is.
Or book a 20-minute auditOne system that captures, answers, chases and shows you everything.
Capture
Every enquiry, every channel, one pipeline. WhatsApp, Instagram, forms and walk-ins, all in one place. Nothing slips through.
Acknowledge
An instant reply the moment an enquiry lands, so no one is left waiting. It buys you time, and it never speaks in your name.
Follow-up
Built-in chasing for 7–10 days. Quiet leads stay warm on their own, without you lifting a finger.
Visibility
One clear view of every enquiry and where it stands. No digging through inboxes or scrolling chat histories.
New
Villa, 8 guests, 12–19 Aug
Contacted
Yacht charter, Saturday
Options sent
Table for 10, New Year's Eve
Deposit paid
Private chef · €2,500
The view you have never had. Every enquiry, where it stands, on one screen.
Built for concierge and villa operators.
You run the concierge desk, or you manage the villas. Your clients ask for everything, a villa for August, a boat for Saturday, a table for ten, a chef for the night. Captabook captures every one of those enquiries in a single pipeline, whatever the client is asking for.
Installed in 7–10 days.
We find the leaks
We look at how enquiries reach you today and where they are getting lost between the message and the booking.
We build the system
Pipeline, capture, instant acknowledgement, follow-up, alerts and deposit links, all built and connected to your channels.
You run it
You own the system and run it day to day. We show you how, and stay on to support it for a monthly subscription.
An enquiry lands at 23:41.
You are asleep. The system is not. It catches the message and acknowledges it inside a minute, so nobody is left staring at a blank screen.
Then it stops. It does not quote, it does not negotiate, it does not pretend to be you. Read the thread and the difference is obvious: the system talks about you. It never talks as you. The selling is yours, and it waits for you to wake up.
Then Marcus goes quiet, the way people do. The system nudges him once on Thursday. Not a pitch, a nudge. And a booking that was already dead is back on.
A worked example, not a client. No real booking or operator appears anywhere on this site.
Everything to catch and close every enquiry.
You get
- One pipeline for every enquiry, across WhatsApp, Instagram, forms and your site
- Instant acknowledgement the moment an enquiry lands
- Follow-up that chases quiet leads for 7–10 days, on its own
- A booking calendar so clients pick a time and you are notified
- Deposit links and deposit tracking, so you can see what is paid
- Smart lists: new enquiries, overdue follow-ups, awaiting deposit
- Alerts when a live enquiry goes quiet
- Full setup: domain, email routing and DNS, all handled
- Handover and walkthrough, so you can run it yourself
Not included
- Running ads or managing ad spend
- Replying to your messages for you
- Creating your social content
- Ongoing marketing management
It answers. It chases. It never speaks for you.
The biggest risk in your business is a clunky bot replying to a client paying five figures. Captabook does not do that. It captures every enquiry, answers instantly so no one is left waiting, and chases the quiet ones. Then it hands you the conversation the moment it matters. Your clients still get you.
You will not see another operator's system on this site.
That is deliberate. Every build runs under a mutual NDA, and the operators I work with compete with each other. If I showed you theirs, I would be showing them yours.
I will tell you exactly what I build and how it works. I will show you the system running, live, on the call. I will not show you someone else's business.
Straight answers.
Will this replace my personal contact with clients?
Do I need a CRM or any software already?
What if I already have a system?
Is this technical? I am not a software person.
Will you reply to my messages for me?
How fast can it be live?
Find out what the leak is costing you.
Ten questions, two minutes, and you get a figure in euros. Then we will look at how enquiries reach you now and where they are going, and tell you straight whether this is a fit.
Hey, Danny here.
I built Captabook after losing too many enquiries in my own business.
What is slipping through yours?