How to set up a missed-call text-back bot
When you can't answer, send an automatic text so the caller doesn't ring the next business.
You're up a ladder and your phone rings. You can't answer. By the time you call back, they've rung the next tradie on Google.
Step by step
- Check whether your phone system or provider supports missed-call SMS already.
- If not, look at a business phone app that does (many VoIP providers do).
- Write a short text: sorry I missed you, I'm on a job, I'll call back by [time], or reply here with what you need.
- Set business hours so after-hours callers get a different message.
- Log replies somewhere you'll see them, like email or your CRM.
- Call back as promised.
Watch-outs
- Don't promise a callback time you can't meet.
- SMS costs add up; check pricing.
- Don't text numbers that are clearly spam.
A worked example
A Gold Coast air-con installer sets up a missed-call text: 'Hi, it's Dan from Coastal Air. Sorry I missed you, I'm on a job. I'll call back within two hours, or reply here with what you need.' His business phone app sends it automatically, and replies come to the same app.
Many callers reply with the details straight away, so his callback is quicker and better prepared. He keeps it to one text per missed call, never marketing, and doesn't send it to numbers that have opted out.
What it costs in Australia
Some business phone apps and VoIP providers include missed-call auto-texts as a feature; check your plan. Otherwise you can connect an SMS tool through Zapier or Make. ClickSend is pay-as-you-go with top-ups from A$20 and free inbound replies (check its current per-SMS rate). Zapier's free plan gives 100 tasks a month and two-step Zaps; Professional starts at US$19.99 a month billed yearly (approx. A$29) or US$29.99 monthly (approx. A$43) for 750 tasks. Make has a free plan with 1,000 credits a month; check Make's site for current paid prices.
Prices are approx., October 2026, converted at about A$1.43 per US$1 where the vendor charges in US dollars. Your bank may add a foreign transaction fee. Check the vendor's pricing page before you buy.
The legal bits
Spam Act 2003: emails, SMS and other commercial electronic messages need the person's consent (express, or in limited cases inferred from an existing relationship), must clearly identify your business, and must include a working unsubscribe or opt-out that's actioned within five working days. The ACMA enforces this and the penalties are serious, so keep a record of how each person opted in.
A one-off text replying to someone who just called you is generally treated as a response to their enquiry, not marketing. Keep it that way: no offers, no links to promotions. Always identify your business, and honour any 'STOP' replies.
Need the AI prompts? On our sister site: Write template replies · Write a follow-up email after a quote.
Common mistakes
- Promising a callback time you can't meet. Say 'within two hours' only if you can.
- Texting landlines. Some tools can't tell; check it doesn't waste credits.
- Marketing in the text. Keep it to a helpful reply.
Some SMS tools offer a two-way chatbot that tries to qualify the caller by text. For most tradies a single friendly text is better; you can add a chatbot later if you get lots of after-hours calls.
Questions
Is this worth it?
For trades and service businesses where people ring around, it's often one of the most useful bots you can set up.
Can AI reply to the texts?
It can, but keep it simple to start.
Will customers find it annoying?
Most appreciate knowing you'll call back. Keep it short and personal.
Can I add a booking link?
Yes, a booking link is helpful. Just don't turn it into a sales pitch.
Do this today
Check your phone provider or business phone app for a missed-call text feature, and write your message today.
Related guides
- How to set up a meeting notes bot
- How to set up a document data entry bot
- How to set up a quote request bot
Need prompts for the AI steps? See 40 AI use cases with copyable prompts. Want a hand? Get in touch.