Send a text when a lead arrives, remind a customer about an appointment, or ask for a review after a job. Pantora runs the automated follow-ups you set up, within your messaging hours, and keeps a record of each one.
New lead arrivesFrom a form, call, or text
Send a textWithin 2 minutes
Wait 1 daySkips if they replied
Send an emailYour estimate details
Ask for a reviewAfter the job is won
LiveSpeed to lead184 runs · 92% replied
You plan to reply to an inquiry, then another customer needs your attention. By the time you get back to it, the customer may have booked elsewhere. Pantora sends the follow-ups you set up, so customers hear from you sooner.
Set up your follow-ups and see when they are sent.
Pick a trigger, add the steps. New lead arrives, send a text with their first name, wait an hour, send an email if nobody replied, put a call reminder in your inbox. Built in a visual editor you can read at a glance.
<1 min
from new lead to first text
New lead arrivesFrom a form, call, or text
Send a textWithin 2 minutes
Wait 1 hourSkips if they replied
If no reply, emailYour estimate details
Add inbox reminderAfter the job is won
Every run recorded, skips explained
Open any lead and see its automations: which steps succeeded, which were skipped and why (no phone number, already left a review), and which failed. Messages outside your hours hold until the window opens, and the history says so.
0
texts sent outside your hours
Speed to leadLive
SA
Sarah P.Text sent · replied
Completed
TO
Tom H.Waiting 1 day
Waiting
DA
Dana K.Holding until 8:00 AM
Sleeping
Holds outside 8 AM to 9 PM
A review request when the job is won
Mark the job won, or let a paid invoice or a completed booking do it, and the review request texts out on its own, with your Google link. If the customer already left one, the step skips itself.
1 text
sent after every won job
Review requestSent after Won
$2,150
Thanks for choosing Ridgeline Plumbing, Dana. Would you leave us a quick Google review?
DW
Dana Whitfieldjust now
New review
What runs for you
Keep up with customer follow-ups
Choose what starts a follow-up and what happens next. Pantora helps you set up common follow-ups and keeps a record on the lead.
Triggers from real events
A new lead, a form sent, a call answered or missed, a stage change, a booking, a reminder window, a paid invoice.
Text, email, or review request
Send a text or an email with the lead's name filled in, or send the review request with your Google link.
Wait and branch
Wait minutes, hours, or days. Branch on the source, the stage, the call outcome, a form answer, or whether they reviewed you.
Respect your messaging hours
Sends outside your window hold until it opens, 8 am to 9 pm by default, so nothing texts a customer at 2 am.
A run history on every lead
Every step shows succeeded, skipped, or failed, with the reason: no phone, no email, already reviewed. No guessing what went out.
Starter recipes, finished with you
Speed to lead, estimate reminders, win-back, payment reminders, and review requests install as drafts. Pick your form and stage, then publish.
app.pantora.aiLive
Workflows
Follow-ups that run on their own, inside your messaging hours.
New workflow
Live
4
Runs · 30d
295
Texts sent
412
Replied within 1h
67%+9
WorkflowWhenActivityStatus
Speed to leadNew lead → text in 2 min184 runs · 92% repliedLive
Estimate reminderBooking confirmed → text 24h before61 runsLive
Ask for a reviewDeal won → wait 2h → review request38 runs · 19 reviewsLive
Win back lost leadsLead lost → wait 30 days → text12 runsLive
Payment reminderInvoice sent → wait 7 days → text—Draft
New lead arrivesFrom a form, call, or text
Send a textWithin 2 minutes
Wait 1 daySkips if they replied
Send an emailYour estimate details
Ask for a reviewAfter the job is won
Texted in under a minute
Works with the rest of Pantora
Follow up after calls, inquiries, and appointments
Leads, stage moves, bookings, and paid invoices all happen inside Pantora, so an automation never needs a connector or a spreadsheet to know something changed.
Marketing automation for a local business, explained
Which follow-ups to automate, how to set them up, and how to keep messages useful to your customers.
Follow up without remembering every step
Local business automation handles repeat tasks such as replying to a new inquiry, reminding a customer about a visit, and asking for a review after the job. You set the conditions and wording once, then Pantora runs the steps when those conditions are met.
In Pantora an automation is a trigger followed by a few steps, drawn as a chain you can read top to bottom. Triggers are things that already happen in your account: a new lead from a form, a call the phone agent answered or could not finish, a lead moved to a new stage or marked won or lost, a booking confirmed or missed, a reminder window opening, and, once QuickBooks is connected, an invoice paid or an estimate accepted. Steps are just as plain: send a text, send an email, send a review request, put an item in your inbox, wait, or branch on what you know about the lead.
how to follow up with leads automatically
automated appointment reminders for contractors
best time to ask for a google review
Five useful workflows to start with
Start with a reply to new leads so customers know you received their request. Add appointment reminders and a follow-up after an estimate. Each message should tell the customer what happens next and give them an easy way to respond.
You can also check in with an old lead and request a review after completed work. Pantora includes starter templates for these workflows. Choose the form, event, or lead stage that starts each one, review the timing and message, and publish when it is ready. Templates remain drafts until you enable them.
Use short messages with the customer’s name, your business name, and a clear reason for getting in touch. Leave a reasonable gap between follow-ups, and set messaging hours that fit your customers. Check whether the person has already replied or left a review before asking again.
Pantora builds these limits in. Messaging hours apply to every automated send: anything scheduled outside your window holds and goes out when it opens, 8 am to 9 pm by default. Re-enrollment rules decide whether the same person can get the same sequence twice. The review request step checks whether the customer already left a Google review and skips itself if they did. Merge tags fill in the customer's first name, your business name, your phone number, and your review link, so every message reads as if you typed it. And you can open any lead and read exactly what went out, when, and what was skipped and why.
Different inquiries can need different responses. A customer asking for an urgent repair may need your phone number, while someone planning a remodel may need an explanation of your estimate process. Wait steps control timing, and branches choose a path based on the details of the lead.
Pantora can branch on the lead’s source, stage, call outcome, form answers, or Google review status. Waits can run from minutes to 30 days. For example, a service choice on a form can determine which follow-up message is sent. Each run supports up to 50 steps, with up to 200 runs starting per day.
Review each starter template and choose the event that should start it. The workflow can send a message, but your team still needs to handle replies and confirm the work. Events from invoices and estimates require a connected QuickBooks account.
Texting must be set up before text steps can send. Automated messages follow your messaging hours, and the run history shows what was sent, skipped, or delayed. You can adjust the timing and wording as you learn what works for your business.
No. Pantora sets up the common ones with you: speed to lead, appointment reminders, estimate follow-up, win-back, and review requests. Each installs as a draft with the steps and wording in place. You pick the form or stage it watches, change the message so it sounds like you, and publish when you are ready.
No. Messaging hours apply to every automated send, 8 am to 9 pm by default, and you can change the window. A lead that arrives at 11 pm gets its first text when the window opens in the morning. The run history on the lead shows when it went out.
Triggers include a new lead, a form submission, a call outcome, a pipeline stage change, and booking events such as confirmations, cancellations, and reminders. Choose the event, form, or stage each workflow should watch. Accounting triggers require an available, connected accounting integration.
The review request step checks first. If the customer has already left a Google review, the step skips itself and the run history records why. The same goes for a lead with no phone number on a text step, or no email on an email step: skipped, with the reason written down, never failed silently.
Yes. Open the lead and the automations panel lists every run: each step marked succeeded, skipped, or failed, with the skip reason and the time. If a customer says they never heard from you, the answer is there in a few seconds, without digging through a phone.
Not quite, and on purpose. A template installs as a draft with the steps and the wording in place, but it does not know which of your forms or pipeline stages it should watch, or how you talk to customers. You choose those, read the messages once, and publish. It takes a few minutes and it means nothing goes out in a voice that is not yours.
No. Texts go out from the same business number the phone agent answers on, so a customer who replies lands in your Messages inbox, on the same thread. Pantora sets up your business number once, before texting goes live; until then, email steps run and text steps cannot send.
just now
