Auto Campaigns — Send Campaigns With Webhooks

How the Integration Works

Once connected:

• Your CRM, automation tool, or LinkedIn outreach platform sends a webhook to Topa with contact details.

• Topa receives the webhook.

• Topa automatically:

  • Finds the contact's cellphone number (optional B2B enrichment)

  • Drops a voicemail (optional)

  • Sends an SMS (optional)

  • Sends a WhatsApp message (optional)

You can also configure multiple follow-up steps, allowing voicemail, SMS, and WhatsApp messages to trigger on a schedule after the initial webhook contact.

Common sources include Heyreach, SalesRobot, Expandi, LinkedIn Signals, Make.com, Zapier, N8N, and custom CRMs.

Step 1 — Create a New Auto Campaign

From your Topa.io dashboard:

1. Click Create New Campaign

2. Select Auto Campaigns (receive webhooks)

Optional — Enrich B2B Contacts

On the first setup screen, choose whether Topa should look up mobile numbers for contacts that arrive without a phone number.

• No, Skip Enrichment — use only when every webhook already includes a destinationnumber.

• Yes, Enrich Contacts — Topa uses email or linkedinurl from the webhook to find a B2B cell phone. Required if you push contacts from LinkedIn Signals.

If enrichment is enabled, you will also be asked whether you are sending mainly to people in the USA. This affects enrichment cost and coverage.

Enrichment costs (USA)

• Standard: 1 credit if a cell phone is found.

• Premium (optional): 1.5 credits if standard enrichment does not find a number — 90%+ coverage.

• Not found: 0.5 credits if no cell phone is found.

• Outside USA: 1.5 credits per cell phone found; coverage varies by country (typically 50–90%).

Enrichment results appear on the Enrichment page in Topa.

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.

If the limit is reached, incoming webhooks are discarded and are not retried. The counter resets at midnight GMT.

Note: the daily limit applies to voicemails only — enrichment credits are charged separately.

Step 2 — Enter Campaign Details

Fill in the required campaign information:

• Campaign Name

• Send Number — the Twilio line used for voicemail and SMS (optional if you are sending WhatsApp only)

• WhatsApp Senders — if you plan to send WhatsApp messages, select one or more connected WhatsApp senders

Next you will configure what Topa sends when a contact first enters your campaign via webhook.

Step 3 — Configure Step 1 Outreach (Voicemail, SMS, and WhatsApp)

In the Sequence Steps Configuration section, Step 1 runs when a contact enters your campaign via webhook.

Use the Send Voicemail, Send SMS, and Send WhatsApp toggles to choose what to send. Enable one, two, or all three.

Send Voicemail

Toggle Send Voicemail on to drop an Ai voicemail when this step fires.

When enabled:

• Select your Voice. You can click Test on a voice to hear a sample.

• Enter Message Text — Part 1 (the variable part of your message). You can use {name}, {company}, {email}, {custom1}–{custom4}. If sending from LinkedIn Signals you can also use {ai_vm_message} and {ai_outreach_message}.

• Enter Message Text — Part 2 (your call-to-action or follow-up). Use punctuation such as !, …, or - to improve pacing.

• Click Generate Part 2 Audio.

• Listen to the preview audio and confirm names and phrases sound natural.

• If needed, adjust the wording, add punctuation, and click Generate Part 2 Audio again until the voicemail sounds correct.

You must generate Part 2 audio before saving when voicemail is enabled. Topa shows the full voicemail text under VOICEMAIL TO BE SENT so you can review the complete message.

Send SMS

Toggle Send SMS on to send a text message on this step.

When enabled:

• Enter your SMS Text.

• Include an opt-out line such as: If you wish to opt out please reply DELETE. Any reply containing "DELETE" is added to the blacklist automatically.

Send WhatsApp

Toggle Send WhatsApp on to send a WhatsApp message on this step (requires connected WhatsApp senders from Step 2).

When enabled:

• Enter your WhatsApp message.

Supported Variables

• {name}

• {company}

• {email}

• {custom1}–{custom4}

• {ai_vm_message} and {ai_outreach_message} (LinkedIn Signals only)

Example Message

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

Note: WhatsApp messaging is available once your WhatsApp account is connected to Topa.io.

Step 4 — Add Additional Campaign Steps

You can add follow-up steps that run on a schedule after the initial webhook contact. Click Add follow-up step to configure up to 9 additional steps (10 steps total).

For each follow-up step:

• Set how many hours after the last step to send the next step.

• Use the Send Voicemail, Send SMS, and Send WhatsApp toggles to choose what to send on that day. Enable one, two, or all three.

• Configure voicemail, SMS, and WhatsApp using the same fields described in Step 3.

If a lead replies to SMS or WhatsApp on any step, they are automatically removed from future scheduled steps on this campaign.

Step 5 — (Optional) Sending Rules

Configure how Topa handles repeat contacts on this campaign.

Do not allow leads to enter this campaign if the lead has replied via SMS or WhatsApp on this campaign before

When enabled, Topa blocks a contact from re-entering this campaign if they have already replied via SMS or WhatsApp on it. Useful to avoid re-contacting engaged leads.

Do not allow leads to enter this campaign more than once

When enabled, Topa discards webhook requests for contacts already in this campaign (matched by phone, email, or LinkedIn URL). Useful to prevent duplicate outreach.

Step 6 — (Optional) Outgoing Campaign Webhook and API Key

Campaign Webhook

If you want delivery results sent to your own system, enable Send a webhook with the outcome of each step and enter your endpoint URL. Topa sends a webhook after each step runs — not only after Step 1. If a step includes SMS or WhatsApp, Topa waits until those channels finish before sending the webhook.

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", "whatsapp_status": "sent", "whatsapp_text": "Hi Jonny, I just left you a quick voicemail.", "step_number": 1, "source": "webhook" }

Status fields use N/A when that channel was not enabled on the step. whatsapp_status may be sent, failed, or skipped. step_number identifies which sequence step the outcome is for.

Enable API Key

Optionally require an API key on incoming webhook requests. When enabled, callers must include your Topa API key in the request.

Do not enable this for Heyreach, SalesRobot, or Expandi integrations — those tools do not support API-key headers on their native webhooks.

Step 7 — Create the Campaign and Copy Your Webhook URL

1. Click Create Campaign

2. Copy the Webhook URL shown on the confirmation screen

You will paste this URL into your CRM, automation tool, or integration in the next step.

Step 8 — Connect Topa.io to Your Third-Party Tool or CRM

Topa accepts incoming webhooks in this format (field names must match exactly):

{ "destinationnumber": "+447530000000", "name": "Richard", "company": "Pied Piper", "email": "richard@piedpiper.com", "linkedinurl": "https://www.linkedin.com/in/example/", "custom1": "Custom 1 Example", "custom2": "Custom 2 Example", "custom3": "Custom 3 Example" }

If you enabled B2B enrichment in Step 1, you do not need to send destinationnumber — Topa will enrich from email or linkedinurl.

If your app does not send fields in this format, use Make.com, Zapier, or N8N to transform the payload. See our integration guides for Heyreach, SalesRobot, and Expandi for platform-specific setup.

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

• Send WhatsApp messages

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

• Reply to SMS messages

• Reply to WhatsApp 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 or WhatsApp 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

• WhatsApp conversations

• Inbox conversations with leads

• Enriched cellphone numbers

They can also:

• Reply to leads via SMS

• Reply to leads via WhatsApp

• 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.