Followup Smartlead.ai Campaigns

How the Integration Works

Once connected:

• Smartlead.ai sends an email / an email is opened / an email is clicked.

• Smartlead.ai triggers a webhook event.

• Topa receives the webhook.

Topa automatically:

• Finds the contact's cellphone number

• 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 throughout your Smartlead.ai email sequence.

Step 1 — Create a New Smartlead.ai Campaign

From your Topa.io dashboard:

• Click Create New Campaign

• Select Smartlead.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.

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.

• Click Generate

• Listen to the preview audio

• 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 and WhatsApp Follow-Up

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

SMS

• Toggle Send SMS

• Enter your SMS message

WhatsApp

If your WhatsApp account is connected to Topa.io:

• Enable WhatsApp

• Enter your WhatsApp message

Supported Variables

• {name}

• {company}

Example Message

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

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

Step 5 — Add Additional Campaign Steps

You can trigger voicemail, SMS, and WhatsApp actions on multiple steps within your Smartlead.ai email sequence.

By default:

• Step 1 triggers a voicemail, SMS, and/or WhatsApp message when the email is sent.

You can also:

• Add additional steps

• Trigger voicemail, SMS, and WhatsApp messages later in the email sequence

Topa allows up to 10 campaign steps.

This allows you to create multi-touch outreach across:

• Email

• Voicemail

• SMS

• WhatsApp

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

• Click Create Campaign

• Copy the Webhook URL shown on the confirmation screen

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

Step 8 — Connect Topa.io to Smartlead.ai

Inside Smartlead.ai:

• Go to Settings → Webhooks

• Click Add a Webhook

• Paste the Webhook URL from Topa.io

• Set Event Type to Email Sent (or another event if desired)

• Select the Smartlead.ai campaign you want to connect

• Click Save

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

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.