Instant email replies
A reply that answers the obvious questions, sets expectations and includes a booking link, sent from a real person's name.
HomeServicesLead generationInstant follow-up
Reply before they look elsewhere.
The moment someone enquires, they get a helpful reply and a link to book. Your team gets the full details, a task to call and a reminder if nobody has.
- Instant replies
- Calls booked automatically
- Reminders for every lead
Team alert
ExampleNew enquiry from the website. Wants a quote for a garden office in Ilkley, ready to start in spring. Auto-reply and booking link sent. Call task assigned to the sales team.
Checked by a person before it goes out
Enquiries often wait hours for a reply, and by then the buyer has already called someone else. We send an instant, useful response and make sure a person follows up while the enquiry is still fresh.
Fast, personal and tracked.
Automation handles the first reply and the reminders, so your team spends its time on real conversations.
SMS and WhatsApp
Text replies through Twilio or the WhatsApp Business Platform for buyers who prefer their phone. Marketing messages only go to people who have opted in.
Booking links
Calendly, Cal.com or HubSpot meeting links let leads pick a time straight away, with reminders sent before the call.
Team alerts
Each new lead posts to Slack, Microsoft Teams or email with the answers, source and a summary written by our AI assistant.
Round-robin assignment
Leads are shared fairly across your team or routed by service and area, and every lead has a clear owner.
Missed follow-up reminders
If a lead has no call logged by the end of the day, the owner and their manager get a reminder.
Done properly.
The details that decide whether instant follow-up pays off.
Out-of-hours enquiries handled properly.
Evening and weekend enquiries get the same instant reply, with an honest note about when your team will call. The booking link lets keen buyers choose a slot without waiting for Monday.
Out-of-hours enquiry
TriggerEnquiry after hours
EmailThanks, here's what happens next
SMSPick a call time
WaitNext working morning
TaskCall first thing
Clear rules for every message.
A reply to someone's enquiry is a service message, so it can go out straight away. Anything promotional after that needs the right consent under PECR, and every text includes a simple way to opt out.
Follow-up setup
Working- Auto-reply written and approvedDone
- Booking link connectedDone
- Slack alert testedDone
- Opt-out wording added to SMSDone
- Round-robin assignment switched onLive
- WhatsApp templates approvedNext
How it works.
Clear steps, and you approve each one before we move on.
- 01
Audit
We test how fast enquiries are answered today, across every form and channel.
- 02
Write
We draft replies, texts and reminders in your voice, then you approve them.
- 03
Connect
We link forms, CRM, calendar, Slack and SMS so each step triggers the next.
- 04
Monitor
We review response times with you and fix any gaps we find.
Example project
A wedding venue slow to reply to evening enquiries
A wedding venue gets most enquiries in the evenings and at weekends, when its small team is offline. Couples wait until Monday for a reply, and some have already booked a viewing elsewhere.
What we would do
- Send an instant reply with a brochure and availability
- Offer a viewing booking link straight away
- Text a short reply when couples leave a mobile number
- Remind the team about any enquiry without a call
An illustration of how we would approach it, not a client result.
What you would get
- Instant email and SMS replies
- Viewing bookings through Cal.com or Calendly
- Team alerts with AI summaries
- Follow-up reminders in your CRM
Questions, answered.
Will automated replies feel impersonal?
They should read like a quick note from your team. We write them in your voice, sign them from a real person and keep them short, with one clear next step.
Can we send texts to new leads?
Yes. A text replying to someone's own enquiry is a service message. Promotional texts afterwards need consent under PECR, so we add a clear opt-in to your forms and an opt-out to every message.
Which tools do you use?
Usually your CRM's own workflows, plus Twilio for SMS, the WhatsApp Business Platform, Calendly or Cal.com for booking and Zapier or Make to join them up. We use what you already have where possible.
How much does it cost to set up?
Setup is quoted after a short call, with a fixed price agreed before we start. SMS and WhatsApp messages are billed by the provider based on what you send.
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