Automated SMS Follow-Up for Pending Leads in Monday.com

Client Goal:
Automatically follow up with leads who remain in a “pending” status for more than one day by sending a targeted SMS via OpenPhone — but only if they haven’t already entered the onboarding pipeline.

🕑 The Problem

Leads were stalling in the pipeline after initial engagement. The team wanted to ensure:

No opportunity was lost due to delayed follow-up
Leads weren’t contacted twice if already in onboarding
Outreach was personal, trackable, and automated

⚙️ The Automated Workflow

This automation triggers when a new item is created in the Monday.com lead board and intelligently follows up via SMS:

Trigger:
New item is added to the board in Monday.com.
Delay by Zapier:
Waits 1 day before proceeding — giving the team time to manually engage first.
Data Check:
Pulls the latest status from a duplicate column and filters for “Pending” leads only.
AI Formatter:
Splits the client’s full name to personalize outbound messages.
Monday.com Lookups:
Searches both the Partner Leads and Partner Onboarding boards to see if the lead already exists.
Path Logic:
- ✅ If the lead is already in onboarding:
  Updates the existing record with a tag or note.
- 📩 If the lead is not in onboarding:
  - Creates or updates the contact in OpenPhone
  - Sends a custom SMS message to re-engage the lead

🔄 Flow Snapshot

Delays follow-up to avoid overlap
Filters for pending only
Ensures no duplicate messaging
Sends only to leads not already in onboarding

📈 Results & ROI

Improved Lead Conversion: Leads no longer fall through the cracks after initial intake
Saved 4–6 hours/week in manual follow-up effort
Smart Outreach: Avoided spam by confirming lead status before texting
Consistent Engagement: Every qualified lead gets timely contact

🧰 Tools Used

Monday.com (Lead + Onboarding Boards)
OpenPhone
Zapier Paths + Filters + Delay
AI by Zapier

✅ Outcome

This automation creates a clean feedback loop between sales and onboarding — ensuring leads are followed up appropriately and no opportunities are lost.

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