Followup Instantly.ai Campaigns

How the Integration Works

Once connected:

1. Instantly.ai sends an email / an email is opened / an email is clicked.

2. Instantly.ai triggers a webhook event.

3. Topa receives the webhook.

4. 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 Instantly.ai 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.

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 Instantly.ai fires the first email in your sequence.

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

In the Sequence Steps Configuration section, expand Step 1. This is the first step of your Instantly.ai email sequence.

Send On This Step is optional. Leave it off if you do not want Topa to send anything when that Instantly email goes out. Turn it on only when you want Topa outreach on this step — voicemail, SMS, and/or WhatsApp are sent at the same time as the matching Instantly email.

1. Optionally turn on Send On This Step when you want Topa to act on this email step.

2. If enabled, 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:

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

2. Enter Message Text — Part 1 (the variable part of your message). You can use {name} and {company}.

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

4. Click Generate Part 2 Audio.

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

6. 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:

1. Enter your SMS Text.

Send WhatsApp

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

When enabled:

1. Enter your WhatsApp message.

You can enable any combination — voicemail only, SMS only, WhatsApp only, or all three together.

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 4 — Add Additional Campaign Steps

You can add steps in Topa that are sent at the same time as the matching Instantly.ai campaign step is executed. Use Add Step to configure up to 10 steps. For each step, turn on Send On This Step only if you want Topa to send on that email step — it is optional for every step.

Step 5 — (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 6 — 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 7 — 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.ai campaign you want to connect

6. Click Save

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

Step 8 — 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 9 — (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.