How the Integration Works

Once connected:

1. Instantly sends an email.

2. Instantly triggers a webhook event.

3. Topa receives the webhook.

4. Topa automatically:

   • Finds the contact’s cellphone number

   • Drops a voicemail

   • Sends an SMS (optional)

You can also configure multiple follow-up steps, allowing voicemail and SMS messages to trigger throughout your Instantly email sequence.

Step 1 — Create a New Instantly.ai Campaign

From your Topa.io dashboard:

1. Click Create New Campaign.

2. Select Instantly.ai Campaign.

Optional settings:

• Daily Voicemail Limit
  Apply a limit to control how many voicemails are sent every 24 hours. This helps manage sending volume and costs.

• Voicemail Timing
  You can choose whether voicemails are sent:

  • Only on the first email in the Instantly sequence

  • Or on multiple steps of the sequence

Step 2 — Enter Campaign Details

Fill in the required campaign information:

• Campaign Name

• Send Number

• AI Voice

You can click Test to preview the AI voice.

Writing Your Voicemail Script

Your voicemail message is created in two parts.

Enter the template text for:

• Part 1

• Part 2

Example structure:

• Part 1: Greeting and context

• Part 2: Call-to-action or follow-up instructions

Use punctuation to improve clarity and pacing in the AI-generated audio.

Step 3 — Generate and Preview the Voicemail

Before continuing, you must generate the second part of the voicemail message.

1. Click Generate.

2. Listen to the preview audio.

3. Confirm the message sounds natural and that names or phrases are pronounced correctly.

If needed, you can:

• Adjust wording

• Add punctuation (such as !, …, or -)

• Click Generate again to regenerate the audio

Repeat until the voicemail sounds correct.

Step 4 — (Optional) Enable SMS Follow-Up

If your sending number supports SMS, you can send a follow-up message alongside the voicemail.

1. Toggle Send SMS.

2. Enter your SMS message.

Supported variables include:

• {name}

• {company}

Example SMS:

Hi {name}, I just left you a quick voicemail about the email I sent. Feel free to reply here if it's easier.

Step 5 — Add Additional Campaign Steps

You can trigger voicemail and SMS actions on multiple steps within your Instantly email sequence.

By default:

• Step 1 triggers a voicemail and SMS when the email is sent.

You can also:

• Add additional steps

• Trigger voicemail and SMS later in the email sequence

Topa allows up to 10 campaign steps.

This allows you to create multi-touch outreach across:

• Email

• Voicemail

• SMS

Step 6 — (Optional) Add a Campaign Webhook

If you want to receive voicemail and SMS delivery results through a webhook, you can enable this feature.

Example webhook response:

{
 "destinationnumber": "+447534000000",
 "name": "Jonny",
 "company": "",
 "email": "",
 "linkedinurl": "",
 "custom1": "",
 "custom2": "",
 "custom3": "",
 "date_time": "2025-12-08T16:12:27.833665+00:00",
 "campaign": "Test",
 "voicemail_text": "Hi Jonny...",
 "detail": "Voicemail drop successful (machine_end_beep)",
 "voicemail_status": "SUCCESS",
 "sms_status": "sent",
 "source": "webhook"
}

Step 7 — Create the Campaign and Copy the Webhook URL

1. Click Create Campaign.

2. Copy the Webhook URL shown on the confirmation screen.

You will use this URL when connecting Instantly.ai in the next step.

Step 8 — Connect Topa.io to Instantly.ai

Inside Instantly.ai:

1. Go to Webhooks → Integrations.

2. Click Add a Webhook.

3. Paste the Webhook URL from Topa.io.

4. Set Event Type to Sent (or another event if desired).

5. Select the Instantly campaign you want to connect.

6. Click Save.

Once connected, Topa will automatically trigger voicemails and SMS messages based on email activity in Instantly.

Step 9 — Manage Leads and Conversations in Topa

When leads are processed through the campaign:

Topa can automatically:

• Find B2B cellphone numbers

• Deliver voicemails

• Send SMS messages

You can manage these leads inside Topa’s Inbox, where you can:

• Reply to SMS messages

• Send additional voicemails

• Continue conversations with prospects

Topa also functions as a mini CRM, allowing you to:

• Add notes

• Assign lead owners

• Update lead statuses

• Manage a blacklist

You can also enrich additional B2B contacts and push them into the inbox to start SMS conversations.

Step 10 — (Optional) Provide White-Label Access to Clients or Staff

You can provide a white-label login to team members or clients.

From their login, users can view:

• Delivered voicemail records

• SMS delivery results

• Inbox conversations with leads

• Enriched cellphone numbers

They can also:

• Reply to leads via SMS

• Send voicemails

• Manage blacklist entries

• Add notes or assign leads

The white-label dashboard contains no Topa branding, allowing agencies to share campaign results with clients while maintaining their own brand experience.