Lead Generation Available on: Starter, Pro & Agency
⚡

Lead Response — 60 Seconds

Auto-reply to every new lead in under 60 seconds — even when you're on a job.

391% higher conversion rate
when a lead is contacted within 1 minute vs 5+ minutes (source: Lead Response Management Study)
⏱ 15 minutes
to set up

Import this blueprint into your automation tool:

Download Make.com Blueprint Build in Zapier ← All templates

How to import: Download the blueprint → go to make.com (free account) → Create new scenario → click the 3-dot menu → Import Blueprint → upload the file. Then replace the placeholder values (YOUR_TWILIO_NUMBER etc.) with your own.

What this does

Studies show 78% of customers hire the first company that responds to their inquiry. This template fires an automated SMS reply the moment a new lead comes in — from your website form, Google Business profile, or any lead source. You stop losing jobs to competitors simply because they picked up the phone first.

Before you start

  • ✓ A Zapier account (free tier works)
  • ✓ A Twilio account with a phone number (~$1/month for the number)
  • ✓ Your lead source connected (website form, Google Business, or any other)

Setup guide

1

Set up your Twilio SMS number

Go to twilio.com → sign up free → buy a local phone number (~$1/month). This is the number that sends the auto-reply SMS. Save the Account SID, Auth Token, and phone number — you'll need them in Zapier.

Pro tip: Use a local area code matching your city. Customers are more likely to reply to a local number than an 800 number.

2

Create a new Zap in Zapier

In Zapier, click "Create Zap". Set the Trigger app to wherever your leads come from — common options: Google Forms, Typeform, Gravity Forms (WordPress), or use "Webhooks by Zapier" if your website already sends a POST request when someone submits a form.

Pro tip: If your leads come through your Google Business Profile call button, use the "New Missed Call" trigger with Google Voice or a Google Business integration.

3

Connect your lead source trigger

Test the trigger by submitting a test lead. Zapier will capture the data. Make sure the phone number field is included — you'll need it to send the SMS. If your form doesn't collect phone numbers, switch the outreach to email (use Gmail instead of Twilio in step 4).

4

Add the Twilio SMS action

Add an action step → choose "Twilio" → "Send SMS". Connect your Twilio account using the SID and Auth Token from step 1. Set the "To" field to the lead's phone number from your trigger data. Set the "From" field to your Twilio number. Paste the message below into the "Body" field.

Auto-reply SMS — copy this exactly 
Hi [First Name], this is [Your Name] from [Company Name]. Got your message — we're on it. One of our techs will call you back within 15 minutes. In the meantime, what's the issue you're dealing with today?

Pro tip: Replace [First Name], [Your Name], and [Company Name] with Zapier's dynamic fields (click the + icon in the field to insert data from your trigger).

5

Add a follow-up step (optional but recommended)

Add a second action: "Delay by Zapier" → 4 hours. Then another Twilio SMS with the follow-up message below. This catches anyone who didn't respond to the first message.

4-hour follow-up SMS 
Hey [First Name], just following up from [Company Name]. We haven't been able to reach you yet — are you still looking for help with your HVAC? Reply here or call us at [Your Phone].
6

Test and turn on

Submit a test lead. Within 60 seconds, you should receive the SMS on your personal phone (use your own number for testing). Verify the message looks correct, then turn the Zap on. You're live.

Pro tip: Turn the Zap on from the Zapier dashboard. It will now run 24/7 — no action required from you.

All messages — copy & paste ready

Instant auto-reply (send immediately)

Hi [First Name], this is [Your Name] from [Company Name]. Got your message — we're on it. One of our techs will call you back within 15 minutes. In the meantime, what's the issue you're dealing with today?

4-hour follow-up (if no response)

Hey [First Name], just following up from [Company Name]. We haven't been able to reach you yet — are you still looking for help with your HVAC? Reply here or call us at [Your Phone].

Next-day final follow-up

Hi [First Name], last check-in from [Company Name] about your HVAC issue. We have a tech available tomorrow if you still need help. Just reply here or call [Your Phone] to get scheduled.

Pro tip

Add your two nearest available time slots to the first message: "We have openings tomorrow at 9am and 2pm — want me to hold one?" This closes the appointment in one exchange instead of a back-and-forth.

Common questions

What if I don't want to use Twilio?
Use Gmail instead — replace the Twilio action with a Gmail action to send an email. Less effective than SMS (open rates are lower) but it works and costs nothing extra.
What if my leads come from multiple sources?
Create a separate Zap for each source, or use "Webhooks by Zapier" to funnel everything into one trigger. Most lead gen platforms (Thumbtack, Angi, HomeAdvisor) also have direct Zapier integrations.
Will this work while I'm on a job?
Yes — Zapier runs in the cloud. The automation fires regardless of whether you're available. That's the whole point.
What if the lead's phone number is in a weird format?
Add a "Formatter by Zapier" step between your trigger and the Twilio action. Use "Phone > Format" to normalize the number to E.164 format (+1XXXXXXXXXX) that Twilio requires.

Need help setting this up?

Reply to your welcome email and I'll walk you through it. Most setups take under 30 minutes with help.

Get Setup Help

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