The first ten minutes after a lead arrives, handled.
A new customer often calls more than one business and goes with whoever gets back first. We set up what happens the moment a call is missed or a form comes in, so nobody waits until you are off the ladder.
One missed call, start to finish.
The times are the ones you choose. This is the shape we would set up for a two-person service business that is often on site.
A call goes unanswered
You are with a customer. The phone provider reports the missed call to the CRM within seconds.
AutomaticA text goes back from your number
"Sorry we missed you, this is Sample Plumbing Co. What do you need help with? You can also book here." Your wording, in English or Spanish.
Automatic, approved textA record appears with an owner
Caller's number, time, source "missed call", and the person whose turn it is. If the number is already a customer, it lands on their existing record instead.
AutomaticThe caller replies
"Water heater leaking, can someone come today?" The reply lands on the same record. The owner's phone gets an alert that a lead is waiting, without the message itself.
OwnerNobody has answered yet
A second nudge goes to the owner. Real replies are written by a person, because they involve prices, dates and judgement.
OwnerStill waiting: it moves to a second person
The lead is offered to whoever is next on the list, so a busy day does not mean a lost customer. The CRM records the handover.
Backup personIt shows up in the morning view
Any lead still without a reply is at the top of tomorrow's list, with how long it has waited.
Automatic
What you get
- Missed-call text-backSent from your business number within a minute.
- One list for every way inCalls, web forms, texts, WhatsApp and Instagram messages, each with an owner.
- An owner rota with a backupThe wait times are yours to choose.
- Reply templates you approvedIn the languages your customers speak.
- A morning viewEvery lead still waiting, oldest first.
- A monthly wait-time countSo you can see whether it is working.
Fast, but only to people who reached out.
- Only people who contacted you first.No bought lists, no cold texting.
- No prices or promises in automatic texts.Anything that needs a number or a date goes to a person.
- WhatsApp runs on the official WhatsApp Business Platform.We do not use unofficial bridges, which break WhatsApp's terms.
- Texting from software needs carrier registrationIn the US this is called A2P 10DLC. We do it with you.
- Alerts say that something is waiting, not what it says.Customer details stay in the CRM, not on a lock screen.
Wherever the phone rings while hands are busy.
Home services & trades
Owners on site all day.
Repair shops
Hands busy, phone in the office.
Salons and studios
The person who answers is mid-appointment.
Real estate
Leads from several portals that all expect a fast reply.
Not built for a client yet. Here is what it rests on.
WhatsApp
InstagramThe pieces are plain: your phone provider reports the missed call, the CRM sends an approved text and creates the record, and a rule assigns the owner. The alert pattern comes from our own operating system, which checks our inboxes every few minutes and sends a phone alert that says something needs us, never what, and is rate-limited so it cannot flood anyone.
Sources get tagged on arrival, the same way our sending-domain plan tags every promo form with where it came from, so you can count which channel brings work. If you want callers to talk to something rather than receive a text, see after-hours answering.
What we need from you
- Access to your phone provider, inbox and the social accounts customers message.
- Who is on the rota, and how long a lead may wait before it moves.
- The first text, in your words. We help you keep it short.
About answering fast.
Does the text-back pretend to be a person?
No. It comes from your business number and says plainly that you missed the call and will get back to them. Customers prefer an honest text to a silent voicemail.
What happens at night and on weekends?
You choose. The text can say when you open again, offer a booking link, or hand over to an after-hours answering assistant if you have one. Owner nudges can stay quiet until morning.
Do we need a new phone number?
Usually not. Most phone providers can report a missed call to another system. If yours cannot, we explain the options, including keeping your number and forwarding it, before anything changes.
Is there anything we have to register?
In the US, businesses that send texts from software need their number registered with the carriers, a process called A2P 10DLC. We handle the paperwork with you as part of setup. This is a plain-language summary, not legal advice.
More on answering leads
Other ways to make sure nobody waits.
How long did your last lead wait? Let's find out together.
On a free call we trace one real inquiry from first ring to first reply.