Reply to Warm Call Playbook

Replies from email and LinkedIn arrive in one place.

• Replies to EmailBison campaigns and HeyReach LinkedIn sequences land in one inbox.
• Email reply: matched to the lead by exact email address.
• LinkedIn reply from someone never emailed: the rep gets a Slack notice to answer in HeyReach.

• EmailBison
• HeyReach

Every reply is read and labelled, and only real interest starts the flow.

• MasterInbox labels every reply by intent.
• Route by label:
  • Information request, meeting request or meeting booked: starts the warm call flow
  • Referral: the person they named is contacted next
  • Not now: a dated follow-up instead of a call today
  • Opt-out: suppressed at once
• Only a real label starts the flow, so auto-replies and out-of-office messages never trigger a call.
• The reply is logged on the CRM record as a signal, with its type and time.

• MasterInbox

The rep gets a number to call and a short script that opens on what is changing at the account.

• Check the reply's signature first. A number the prospect sent beats any vendor's.
  • Mobile first, then direct line, then office line
• Contacts with a number on file skip the lookup.
• GetLeads is checked next. Only the gaps go to FullEnrich, asked for phone numbers only.
• Sumble shows what is changing at the account: hiring, team growth and tech-stack changes.
• Claude Code researches the company and writes a short call script that opens on that change.
• The script also matches what they asked for: a callback, a meeting, a file or a question. It never says they asked for a call unless they did.

• GetLeads
• FullEnrich
• Sumble
• Claude Code

The lead lands in the CRM with the full thread and a call task.

• OutboundSync pushes the lead into HubSpot with the full thread attached.
• The number is saved to the person who replied, never to a colleague on the same account.
• Lead status only moves forward, so a lead already in conversation is never knocked back.
• A warm call task is created, with a follow-up three days later. Nothing auto-emails someone who just replied.
• One reply creates one task, even if the inbox fires twice.

• OutboundSync
• HubSpot

A Slack card goes to the SDR with everything needed to call.

• A Slack card carries the reply, the number, the call script and the account change behind it.
• The card never waits on the CRM. If a write fails, it still posts.
• No number found? The card still posts, so the rep can reply by email instead.
• Whatever the rep does from the card is written back to the CRM.

• Slack

Speed to lead: the SDR calls within minutes of the reply, and every outcome has a next step.

• The SDR calls on Salesfinity within minutes of the reply, while the interest is fresh.
• Connected: book the meeting on the call.
• No answer: tagged in MasterInbox, which starts its own follow-up.
• Interested but not booked: a short email follow-up offers live times from your calendar.
• A weekly report tracks time to first dial, connect rate by hour, and any reply with no dial after 24 hours.

• Salesfinity
• MasterInbox