After-hours and instant lead response
Every new lead gets a text and an email in seconds, day or night, and the assigned rep gets the task before the homeowner calls the next company.
Leads come in from the website, Google, and the phone at all hours. The crew is on a roof. By the time somebody sees the lead, the homeowner has two other estimates scheduled and yours is the third call.
- 01Trigger
New lead created
Any source: website form, phone, Google, a lead vendor, or a manual entry.
- 02Qualify or process
Match and assign
Existing contacts are recognized; new leads are assigned by the business's rules.
- 03System update
Task with a clock
The rep gets a follow-up task with a deadline and the lead shows a first-response timestamp.
- 04Customer communication
Text and email in seconds
One approved message each, saying who will call and when.
- 05Human escalation
The rep calls
Every reply lands with the rep; the task stays open until a call is logged.
- 06Measurement
Time to first response
Seconds to acknowledgment, minutes to human contact, and booked appointments, weekly.
Best for
- Companies whose salespeople are in the field most of the day
- Businesses that get a meaningful share of leads evenings and weekends
- Any office where the answer to a new lead depends on who happens to be free
Trigger
A new lead is created in the CRM from any source, or a form or call arrives outside business hours.
Inputs
- The lead record and where it came from
- Business hours and the assignment rules for new leads
- The approved wording for the text and the email
- Whether the contact already exists with an open job
Actions
- Send one approved text and one email from the business identity within seconds, acknowledging the request and asking for the best time to talk
- Assign the lead to a rep by the business's rules and open a follow-up task with a deadline
- If it is after hours, tell the lead exactly when a person will call
- Post the lead and its assignment to the team channel
- Stop the sequence the moment the lead replies or the rep logs a call
Outputs
- A lead that has been acknowledged before anyone at the company has seen it
- An assigned rep with a task and a clock
- A record of first response time on every lead
Human handoff
The message says a person will call and when. Every reply goes to the assigned rep. Nothing books, prices, or promises anything on its own.
Exceptions
- A lead that matches an existing contact updates that record and notifies its owner instead of a new rep
- Leads from sources the business marks as low quality skip the text and get a task only
- A reply of stop or unsubscribe is honored immediately and logged
- If the text fails to send, the email still goes and the task still opens
Required access
- CRM admin access with permission to build automations
- A registered business texting number and the email sending identity
- The sales assignment rules and approval of the wording
Important limitations
- Business texting requires carrier registration (A2P 10DLC), which can take days and is outside anyone's control
- Instant is not the same as answered; the workflow buys time, and a person still has to call
- Lead sources that only send an email need a parser before they can trigger anything
- JobNimbus
- GoHighLevel
- Twilio
- Business SMS
- JobNimbus
- GoHighLevel
- Twilio
- Business SMS
About one to two weeks, including carrier registration for the texting number
$2,000 to $5,000
The range for the tier this workflow usually falls in. Your number comes in a written scope. Pricing →
Not sure which of these applies to you?
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