Automatically text back every call you miss
“I'm missing calls when I'm with a client, and those people just call the next place on the list.”
Operations
Stop answering basic questions on the phone
“Half the calls I take are just asking for our hours, location, or parking, which interrupts real work.”
The short answer
Set up a simple phone menu (IVR) that answers the most common questions before the phone even rings on your desk. By routing callers with 'Press 1 for hours and location, Press 2 to book, Press 3 for anything else', you immediately filter out non-revenue calls. You can have a pre-recorded message answer the basic questions and only ring your actual phone when a human really needs to speak to you.
- 4 hours/week back
- 30 minutes to set up
- Medium difficulty
What you'll need
- OpenPhone
Excellent, easy-to-use phone menu builder. - Dialpad
Robust business phone system with good IVR. - Google Voice
Only available on the paid Google Workspace version.
We are not paid by any tool listed here. If a cheaper or better option exists, that's what you'll see.
How to set it up
- Write down your top 3 questions
Keep a tally for one week. Usually it's hours, location, and pricing/booking.
- Record a greeting
Keep it fast. 'Thanks for calling [Business]. For hours and location, press 1. To receive a text with our booking link, press 2. To speak with our team, press 3.'
- Configure the routing
In your phone system, set Option 1 to play a recorded message, Option 2 to trigger an auto-text, and Option 3 to ring your devices.
- Test every option
Call from your cell phone to ensure the routing works and the audio is clear.
Common questions
- Do customers hate phone trees?
- They hate 9-option mazes. A simple 3-option menu that gives them the answer faster than waiting on hold is appreciated.
Last reviewed 2026-07-30. Tools change — if something here is out of date, tell us and we'll fix it.