Auto Campaigns — Send Campaigns With Webhooks

How the Integration Works

Auto webhook campaigns let any CRM, automation tool, or LinkedIn outreach platform send contacts to Topa in real time.

1. Your tool sends a webhook to Topa with contact details.

2. Topa receives the payload.

3. Topa automatically:

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

   • Drops a voicemail (optional)

   • Sends an SMS (optional)

   • Sends a WhatsApp message (optional)

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 — Daily Voicemail Limit

Limit how many voicemails are sent per 24 hours on this campaign. 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)

Step 3 — Configure Voicemail Outreach

On the voicemail configuration screen, choose how Topa should handle each incoming contact.

Skip voicemail (SMS / WhatsApp only)

Toggle Skip voicemail — send SMS and/or WhatsApp only (no Twilio call required) when you do not want Topa to drop a voicemail. Use this for SMS-only or WhatsApp-only campaigns.

Send Voicemail

When skip voicemail is off, configure the Ai voicemail:

1. Select your Voice. Click Test Part 1 Audio or Generate Part 2 Audio to preview.

2. Enter Message Text — Part 1 (the variable part). Supported variables include {name}, {company}, {email}, {custom1}–{custom4}. If sending from LinkedIn Signals you can also use {ai_vm_message} and {ai_outreach_message}.

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

4. Click Generate Part 2 Audio.

5. Listen to the preview and adjust wording until the voicemail sounds natural.

You must generate Part 2 audio before saving when voicemail is enabled. Topa shows the full message under VOICEMAIL TO BE SENT.

Step 4 — (Optional) Enable SMS and WhatsApp Follow-Up

On the next screen you can add SMS and/or WhatsApp after (or instead of) the voicemail.

SMS Module

Toggle Do you also wish to send an SMS after your voicemail? (or enable SMS when voicemail is skipped).

When enabled:

1. Enter your SMS Text.

2. Use the same variables as the voicemail ({name}, {company}, {email}, {custom1}–{custom4}, and LinkedIn Signals variables where applicable).

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.

WhatsApp Module

Toggle Do you also wish to send a WhatsApp message after your voicemail? (or instead of when voicemail is skipped).

When enabled:

1. Select one or more WhatsApp senders (max 20 messages/day per number).

2. Enter your WhatsApp Text with the same variable support as SMS.

You can enable SMS only, WhatsApp only, or both together.

Step 5 — (Optional) Sending Rules

Configure how Topa handles repeat contacts on this campaign.

Do not allow leads to enter if they replied via SMS on this campaign before

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

Default: off for webhook campaigns.

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.

This rule is available on webhook campaigns only (not Instantly or Smartlead follow-up campaigns).

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 voicemail/SMS and enter your endpoint URL.

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"}

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.