CALLS • LEAD CAPTURE

Stop missing calls by building a capture and follow-up system.

Most missed calls aren’t a “phone problem.” They’re a system problem. If a prospect calls and you don’t capture them instantly, the sale often goes to the next option. This playbook gives you the operating system that prevents revenue leaks.

Goal: zero lost leads Core moves: text-back + routing + follow-up Operator KPI: response time
ONE-SENTENCE ANSWER

To stop missing calls, you need immediate capture (missed-call text-back + voicemail), fast routing, and automated follow-up until the lead replies or books—so every call becomes a trackable opportunity.

Why missed calls cost more than you think

A missed call isn’t a “maybe.” It’s an intent signal. Someone raised their hand and asked for help. If you don’t respond quickly, buyers move on—especially in local and service categories.

Missed call = high intent Delay = lost trust System = saved revenue

The 5-part system (operator-grade)

Implement these in order. You’re building a conversion loop, not a phone tree.

1

Instant capture: missed-call text-back

The moment a call is missed, send an automatic text that acknowledges the call and offers a clean next step (reply by text, share details, or book). This prevents drop-off.

2

Voicemail that routes (not “leave a message”)

Your voicemail should tell the caller what happens next. Example: “Reply to the text you just received and we’ll take care of you.” The goal is moving them to a trackable channel.

3

Routing rules (the right person, immediately)

Send the lead to the correct team member based on schedule, location, or service. The best routing rules are simple and reliable.

4

Follow-up automation until booked or replied

Most leads need follow-up. Use 2–4 touchpoints across the next 24–72 hours (text + email), then stop. Respect matters.

5

Tracking + pipeline (nothing gets lost)

Every missed call should create a contact + opportunity, with status tracking and ownership. If it’s not tracked, it will be forgotten.

Operator rule: the goal is not answering every call. The goal is capturing every lead and ensuring a consistent path to booking.

Want missed calls to become booked revenue automatically?

Start AI Legacy. GenM includes missed-call text-back, routing, pipelines, and follow-up workflows— so calls never disappear and leads are handled fast.

FAQ

What should a missed-call text say?
Keep it short, calm, and action-focused. Example: “Sorry we missed you—what can we help with?” plus an option to book. Avoid pressure language. The job is to restart the conversation.
How fast should I respond to missed calls?
Faster is better, but the system should acknowledge instantly via text-back. Human follow-up ideally happens the same day—especially for high-ticket services.
Do I need a call center to stop missing calls?
Not necessarily. Most businesses just need a reliable capture and follow-up loop: missed-call text-back, routing, and automation that persists until the lead replies or books.
How does GenM help with missed calls?
GenM is built as an operating system: it captures missed calls instantly, creates a tracked opportunity, routes it, and follows up automatically—so you don’t rely on memory or manual effort.