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AI Boost Solutions — Missed Call Text-Back Workflow
Missed Call Text-Back
8 steps · 3 parts
AI Boost Solutions · Automation Build Guide

Missed call
text-back workflow

Build the automation that fires within 60 seconds of every missed call — a personalized SMS with a booking link, plus a 2-hour follow-up if no reply. Never lose a lead to an unanswered call again.

Fires within 60 seconds
Instant SMS + booking link
2-hr follow-up if no reply
Tags lead automatically
Workflow flow overview
📞
Missed call received
Trigger
💬
SMS fires instantly
< 60 sec
🏷
Tag + field update
Immediate
⏱
Wait 2 hours
2 hrs
?
Replied or booked?
Check
💬
Follow-up SMS
NO branch
✓
End + notify team
Complete
Part 1
Create & configure
~5 min
1
Create the workflow
Automation → Workflows
Go to Automation → Workflows → + New Workflow → Start from scratch.
Name it: AIBS – Missed Call Text-Back
SettingValue
Workflow nameAIBS – Missed Call Text-Back
Allow re-entryOn
Stop on replyOn
Send window8am – 9pm (missed calls can come any time)
ℹUnlike the follow-up sequence, Allow re-entry is ON here. The same person can miss a call twice — they should get the text-back both times.
2
Set the trigger — missed call
+ Add Trigger → Missed Call
Click + Add Trigger. Select Missed Call. No additional filters needed — this fires on any missed inbound call to your business number.
FieldValue
Trigger typeMissed Call
Phone number filterAll numbers (or select a specific line)
💡If you have multiple phone numbers in your account (main line, tracking numbers), you can set this trigger to fire only on specific numbers. Run one workflow per line if they need different messaging.
Part 2
Build the message sequence
~8 min
3
Instant SMS — fires within 60 seconds
Send SMS — no wait
Add a Send SMS action immediately after the trigger — no wait step. This must fire as fast as the platform allows. Use snippet: AIBS – Missed call reply
SMS — fires instantly on missed call
Hey {{contact.first_name}}! Sorry we missed your call — we want to make sure we connect with you. Grab a quick time here:

— @ AI Boost Solutions
💡Keep this SMS under 160 characters where possible. Longer messages split into multiple SMS segments and can feel spammy. The booking link is the only CTA — one action, one click.
4
Tag the contact and update fields
After instant SMS
Immediately after the SMS, add these two actions. They run in the background while the lead is reading their text.
Actions after instant SMS:
1
Add tag — missed-call-textback
2
Add tag — new-lead (if not already tagged)
3
Update contact field — Lead Source = Missed Call (if Lead Source is blank)
ℹAdding the new-lead tag here will trigger the AI follow-up sequence automatically — if the lead doesn't reply to this text-back, they'll enter the 7-day nurture. Two workflows, one tag, fully connected.
5
Wait 2 hours then check for reply or booking
Wait → If/Else
Add a Wait 2 hours step, then an If/Else condition.
If/Else condition logic:
?
Condition A: Contact replied = Yes
?
Condition B: Contact has tag: appointment-booked
→
YES (either): Remove tag missed-call-textback → End workflow
→
NO (both false): Continue to follow-up SMS
6
2-hour follow-up SMS (NO branch)
Second touchpoint
On the NO branch, add the follow-up SMS. Softer tone — acknowledge they might be busy, keep the door open.
SMS — 2-hour follow-up
Hey {{contact.first_name}}, still thinking about you — whenever you're free, here's an easy way to connect: No pressure at all.
7
Notify assigned team member + end workflow
Internal notification → End
After the 2-hour follow-up SMS, add an internal notification so the assigned user knows a missed call lead has been texted twice with no response — time for a human touch.
Final actions (NO branch — after 2-hr SMS):
1
Internal notification — "{{contact.first_name}} missed a call and hasn't responded to 2 texts. Manual follow-up needed."
2
Update lead score — Set Lead Score = 40 (called in, no reply)
3
End workflow
✓A lead who called your business and got texted twice with no response is still a warm lead. The internal notification ensures your team calls them back manually — closing the loop the automation opened.
Part 3
Test and activate
~5 min
8
Test with a real missed call then publish
Test → Publish
Call your business number from a test phone and don't answer. Then verify:
✓
SMS arrives within 60 seconds of the missed call
✓
Merge tags resolve — name and booking link appear correctly
✓
Tags applied — missed-call-textback and new-lead on contact record
✓
Reply test — reply to SMS, confirm workflow stops and team notified
✓
No-reply test — wait 2 hrs, confirm follow-up SMS arrives and internal alert fires
✓
All pass → click Publish
AI Boost Solutions — Billing Automation Workflow
Billing Automation
10 steps · 4 parts
AI Boost Solutions · Automation Build Guide

Billing
automation workflow

Build the complete billing automation — invoice triggered on pipeline stage change, 3-day payment reminder, failed payment alert with retry link, and receipt confirmation on successful payment. Fully hands-free.

Invoice on stage change
Receipt on payment
Failed payment alert
3-day reminder
Billing workflow overview — 4 triggers, 4 outcomes
📄
Invoice sent
Fires when opportunity moves to Proposal Sent stage
Trigger: Stage change
⏰
Payment reminder
Fires 3 days after invoice if payment not received
Wait 3 days → check
🚨
Failed payment
Fires immediately when payment fails — retry link sent
Trigger: Payment failed
✅
Receipt + confirm
Fires on successful payment — receipt + onboarding trigger
Trigger: Payment received
Part 1
Invoice trigger workflow
~8 min
1
Create the invoice trigger workflow
Automation → Workflows
Create a new workflow. Name it: AIBS – Billing: Invoice Trigger
Trigger typeConfiguration
Opportunity Stage ChangedPipeline: AIBS – Client Onboarding → Stage: Contract Signed
ℹThe invoice fires when the contract is signed — not when the proposal is sent. You want payment confirmed before onboarding begins. This aligns with the payment-first policy.
Automation → Workflows → + New Workflow → Start from scratch
2
Send invoice via payment integration
Send invoice action
Add a Send Invoice action (requires Stripe or your payment integration connected under Settings → Integrations → Payments).
AIBS – Billing: Invoice Trigger · actions:
1
Send invoice — Select your invoice template (setup fee or monthly retainer)
2
Send SMS — Invoice sent notification (see preview below)
3
Send email — Invoice email with payment link and amount
4
Add tag — invoice-sent
5
Update contact field — Billing Status = Invoice Sent
SMS — invoice sent
Hi {{contact.first_name}}, your invoice of has been sent to {{contact.email}}. Pay securely here:

Questions? Reply to this message.
💡Always send both SMS and email for invoice delivery. SMS gets opened. Email has the payment link they'll click from a desktop. Together they cover both behaviors.
3
3-day payment reminder if unpaid
Wait 3 days → If/Else → Reminder
After the invoice actions, add a Wait 3 days step then an If/Else to check payment status.
If/Else condition after 3-day wait:
?
Condition: Contact tag = invoice-paid
→
YES — Paid: End workflow (receipt workflow handles this)
→
NO — Unpaid: Send reminder SMS + email
SMS — 3-day reminder
Hi {{contact.first_name}} — friendly reminder that your invoice of is due soon. Pay here:

If you have any questions, just reply.
NO branch — after reminder SMS + email:
1
Wait 4 more days — (7 days total from invoice)
2
If/Else: Tag = invoice-paid?
→
Still unpaid: Internal alert to team + add tag: payment-overdue
⚠Don't chase beyond 7 days automatically. After the second reminder with no payment, the team needs to decide whether to hold work or have a direct conversation. Automate the first nudge — not the escalation.
Part 2
Failed payment workflow
~5 min
4
Create the failed payment workflow
Trigger: Payment failed
Create a new workflow. Name it: AIBS – Billing: Failed Payment
Trigger: Payment Failed (under Payments triggers in the trigger list)
AIBS – Billing: Failed Payment · actions:
1
Send SMS — Immediate failed payment alert (see preview)
2
Send email — Failed payment email with retry link
3
Add tag — payment-failed
4
Internal notification — Alert assigned user: "Payment failed for {{contact.first_name}}"
5
Wait 24 hours
6
If/Else: Tag = invoice-paid? → YES: end / NO: send final retry SMS
SMS — failed payment
Hi {{contact.first_name}}, there was an issue processing your payment of . Please retry here:

If you need help, reply and we'll sort it out.
⚠Keep the failed payment message factual and non-accusatory. Card failures are often accidental — expired cards, wrong billing address, bank holds. Treat it as a technical issue, not a breach of trust.
Part 3
Payment received + receipt workflow
~5 min
5
Create the payment received workflow
Trigger: Payment received
Create a new workflow. Name it: AIBS – Billing: Payment Received
Trigger: Payment Received
AIBS – Billing: Payment Received · actions:
1
Send SMS — Payment confirmed + receipt (see preview)
2
Send email — Official receipt with payment breakdown
3
Add tag — invoice-paid
4
Remove tag — invoice-sent, payment-failed (if present)
5
Update contact field — Billing Status = Paid
6
Internal notification — "{{contact.first_name}} paid — begin work"
SMS — payment confirmed
Payment received — thank you, {{contact.first_name}}! Your receipt for has been sent to {{contact.email}}. We're starting work right away. 🚀
✓The "invoice-paid" tag added here is what stops the 3-day reminder workflow from sending. Make sure you're checking for this exact tag in the If/Else conditions in Part 1.
6
Connect payment to onboarding pipeline
Post-payment automation
After the receipt actions, this workflow can automatically push the contact into the next stage of their onboarding. Add these actions at the end of the Payment Received workflow:
Post-receipt pipeline actions:
7
If/Else: Opportunity in pipeline AIBS – Client Onboarding?
→
YES: Update opportunity stage → Intake Form Done (Stage 4)
→
NO: Enroll in AIBS – Onboarding Trigger workflow
ℹThis is the bridge between billing and onboarding. Once payment clears, the pipeline moves automatically — no manual drag required. The system knows they've paid and the work has started.
Part 4
Payment integration setup + testing
~8 min
7
Connect your payment integration
Settings → Integrations → Payments
The billing workflows require a payment integration. Go to Settings → Integrations → Payments and connect one of these:
IntegrationBest forNotes
StripeRecommendedFull invoice, payment, and retry support. Most reliable with platform triggers.
PayPalSimple paymentsGood for one-time payments. Limited retry/failed payment trigger support.
SquareIn-person + onlineGood for service businesses with both online and in-person payments.
NMIHigh volumeEnterprise payment gateway. Requires developer setup.
💡Connect Stripe first even if you use another processor. The Payment Failed and Payment Received triggers work most reliably with Stripe's webhook integration. You can add others later.
Settings → Integrations → Payments → Connect Stripe
8
Create your invoice templates
Payments → Invoices → Templates
Go to Payments → Invoices → + New Invoice Template. Create separate templates for each billing type:
Template nameAmountUsed when
AIBS – Setup Fee$[your setup fee]Contract signed — one-time payment
AIBS – Monthly Retainer$[your monthly fee]Recurring — 1st of each month
AIBS – Custom ProjectVariableOne-off project billing
ℹName templates clearly with the AIBS prefix so they're easy to select in your workflow's Send Invoice action. A template named just "Invoice" is easy to select wrong under pressure.
9
Workflow summary — 3 workflows, 4 outcomes
Overview
You should now have 3 separate billing workflows published:
WorkflowTriggerOutcome
AIBS – Billing: Invoice TriggerStage → Contract SignedInvoice + 3-day reminder
AIBS – Billing: Failed PaymentPayment FailedAlert + retry SMS
AIBS – Billing: Payment ReceivedPayment ReceivedReceipt + pipeline advance
✓All three workflows together cover the entire billing lifecycle. Once a contract is signed, the system handles invoicing, chasing, failure recovery, and receipt — without a single manual step.
10
Test all three workflows then publish
Stripe test mode → Publish
Use Stripe's test mode cards to simulate every scenario before going live.
✓
Invoice trigger: Move a test opportunity to Contract Signed — confirm invoice SMS + email fire
✓
3-day reminder: Use Stripe test card 4242... and don't pay — confirm reminder sends after wait
✓
Failed payment: Use Stripe decline card 4000 0000 0000 0002 — confirm failed payment SMS fires
✓
Successful payment: Pay with test card — confirm receipt SMS + email fire and invoice-paid tag applies
✓
Pipeline advance: Confirm opportunity moves to Stage 4 automatically after payment
✓
Reminder stops: Confirm 3-day reminder workflow does NOT send after invoice-paid tag is applied
✓
All checks pass → Publish all 3 workflows

MCTB & Billing is fully live!

Every invoice, reminder, failed payment, and receipt is now handled automatically. Your billing cycle runs itself from contract signed to payment confirmed.

support system & workflow

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