SMS Text Messaging

Overview

LeadMachine includes two-way SMS messaging powered by Twilio. There are two distinct SMS capabilities:

1. Ledo SMS for team members — Team members who opt in can text Ledo to manage the CRM from their phone (update leads, create tasks, manage deals, etc.)
2. Direct SMS to leads — Ledo can also send SMS messages directly to leads as part of automated outreach workflows (see SMS to Leads below)

Your SMS Assistant: When you first enable SMS, you'll receive a welcome message from Ledo along with a downloadable contact card. Save Ledo to your contacts for easy access!

Getting Started

Prerequisites

Before enabling SMS, you need a phone number on your profile:

1. Go to My Profile > Profile tab
2. Add your phone number in the contact information section
3. Save your profile

Enable SMS Notifications

1. Go to My Profile > Settings tab
2. Scroll to the SMS Notifications section
3. Toggle "Enable SMS Notifications" to ON
4. Select which notifications you want:

Preferences are saved automatically when you toggle any option.

You'll receive a welcome MMS from Ledo with a contact card to save.

What You Can Do via SMS

Here's everything you can do by texting Ledo:

Lead Management

• Update lead status - Change any lead's status by name
• Add tags to leads - Tag any lead using natural language or quick commands
• Add notes to leads - Append notes to a lead's record
• Create new leads - Send a contact card (vCard) to create a lead instantly
• Quick status reply - Reply with a number (1-5) after a lead assignment notification

Deal Management

• Create deals - Start a new deal in any pipeline, linked to a lead
• Move deal stages - Advance or move a deal to a different stage
• Update deal value - Change the dollar value on a deal
• Link leads to deals - Add a contact to an existing deal with a role
• Close deal as won - Mark a deal as won with an optional reason
• Close deal as lost - Mark a deal as lost with a reason

Task Management

• Create tasks - Describe what you need to do and Ledo creates the task
• Set due dates - Use natural language like "tomorrow", "next Monday", "by Friday"
• Set priority - Say "urgent" or "ASAP" to flag as high priority
• Link to leads - Mention a lead's name and the task is auto-linked

Notifications

• Lead assignment alerts - Instant notification when a lead is assigned to you
• Daily morning recap - Summary of new leads, follow-ups needed, tasks due, and hot leads
• Action confirmations - Confirmation after every command you execute

Natural Language Commands

The easiest way to use SMS is to just text naturally. Ledo uses AI to understand what you mean and takes action.

Lead Examples

• "Update John Smith to Qualified" - Changes the lead's status
• "Mark Sarah's lead as Closed Won" - Updates status with natural phrasing
• "Add VIP tag to Jane Doe" - Adds a tag to the lead
• "Add note to John Smith: Called, left voicemail about proposal" - Adds a note
• "Set Ted to In Progress and add priority tag" - Multiple actions at once

Deal Examples

• "Create a deal for Acme Corp worth $50,000" - Creates a deal in your default pipeline
• "Move the Acme deal to Proposal stage" - Advances a deal
• "Update Acme Contract value to $75,000" - Changes deal value
• "Add Jane Doe to the Acme deal as decision maker" - Links a lead with a role
• "Close the Acme deal as won" - Marks it won
• "Close the Widget deal as lost - budget cut" - Marks it lost with a reason

Task Examples

• "Add task: Call Steve at 3pm tomorrow" - Creates a task with due date
• "Remind me to email John by Friday" - Creates a reminder task
• "Task: Send proposal to Acme Corp, urgent" - Creates a high-priority task
• "Create task to follow up with Sarah next Monday" - Task linked to lead

Ledo will find leads and deals by name and perform the requested action. If multiple leads match, it uses the most recently updated one.

Quick Commands

For rapid actions, use these shorthand commands:

> Note: The HELP keyword may be intercepted by some carriers. Use ? or COMMANDS instead.

Notification Details

Lead Assignment Notification

When a lead is assigned to you, you'll receive a message like:

New lead assigned to you!
John Smith
Acme Corporation
[email protected]
(555) 123-4567
View: https://app.leadmachine.fyi/pages/lead-details?id=123
Update status:
Reply 1 for Working
Reply 2 for Qualified
Reply 3 for Won
Reply 4 for Lost

Simply reply with a number to instantly update the lead's status. The exact status names depend on your company's configuration. Assignment replies expire after 48 hours.

Daily Summary

If enabled, you'll receive a morning summary at 8 AM:

Good morning, Jay! Here's your LeadMachine recap:
3 new leads assigned
2 leads need follow-up
5 tasks due today
1 hot lead
View: https://app.leadmachine.fyi

The daily summary includes:

• New leads assigned to you in the last 24 hours
• Leads needing follow-up (status New or In Progress, not updated in 3+ days)
• Tasks due today
• Hot or Qualified leads requiring attention

Action Confirmations

After any command, you'll receive confirmation:

✓ Lead status updated: John Smith → Qualified

✓ Deal created: Acme Contract ($50,000)
   Pipeline: Sales Pipeline
   Stage: Discovery

✓ Task created: Call Steve
   Due: Tomorrow at 3:00 PM
   Lead: Steve Johnson

Adding Leads via Contact Card

Create new leads by sending a contact card (vCard) to Ledo via MMS.

From iPhone

1. Open the Contacts app
2. Find the contact you want to add as a lead
3. Tap Share Contact
4. Choose Messages
5. Send to Ledo's number

From Android

1. Open your Contacts app
2. Select the contact
3. Tap Share > Share as vCard
4. Send via SMS/MMS to Ledo's number

When Ledo receives the contact, a new lead is created with:

• Name, company, and title
• Phone numbers and emails
• Address information
• Source marked as "sms_vcard"

You'll receive confirmation:

✓ Lead created: John Smith (Acme Corp)
View: https://app.leadmachine.fyi/pages/lead-details?id=456

If a lead with the same email already exists, Ledo will let you know instead of creating a duplicate.

SMS to Leads

In addition to the team member SMS interface, Ledo can send SMS messages directly to leads as part of automated outreach workflows. This is separate from the two-way Ledo chat you use as a team member.

When SMS to Leads Is Used

The primary use case is outreach for emailless leads — contacts tagged needs-outreach where no email address was found during enrichment. When Ledo generates an outreach task for these leads, it can simultaneously send an introductory SMS to the lead's phone number (if one is on file).

Lead SMS Requirements

For Ledo to send SMS to a lead, the lead must have:

• A phone number saved as a contact on their profile
• Not previously opted out

Lead SMS vs. Team Member SMS

Lead SMS is triggered by Ledo's internal outreach automation — you don't need to configure anything separately. The outreach queue runs automatically for contacts needing a first touch.

Opting Out

You can disable SMS notifications anytime:

Via Text Message

Reply STOP, STOPALL, UNSUBSCRIBE, CANCEL, END, or QUIT to any message.

Via Settings

1. Go to My Profile > Settings tab
2. Scroll to the SMS Notifications section
3. Toggle "Enable SMS Notifications" to OFF (saves automatically)

Re-enabling

Reply START, UNSTOP, SUBSCRIBE, or YES to re-enable, or toggle the setting back on in your profile.

Tips

• Save Ledo's Contact - Add the contact card to your phone so you can quickly text and share contacts
• Text Naturally - Just describe what you want. "Update John to Qualified" works as well as "Mark John Smith's status as Qualified"
• Manage Deals on the Go - Create deals, move stages, and close deals without opening the app
• Use Tags Strategically - Tag leads with #hot or say "Add VIP tag to Sarah"
• Link Everything - Mention a lead's name when creating tasks or deals and Ledo auto-links them
• Check Daily Summaries - Enable daily summaries to stay on top of follow-ups every morning

Troubleshooting

Not receiving messages?

• Verify your phone number in My Profile > Profile tab
• Ensure SMS notifications are enabled in Settings tab > SMS Notifications section
• Check that you haven't replied STOP previously
• Verify your carrier supports SMS from 10DLC numbers

Commands not working?

• You can text Ledo anytime, not just as a reply to a notification
• For natural language, include the lead's or deal's name
• Reply ? or COMMANDS for a full help menu

Natural language not finding leads?

• Use the lead's first and last name
• Check spelling matches what's in LeadMachine
• Ledo searches your company's leads only

Need help?

• Reply ? or COMMANDS to any message for the full command reference
• Email: [email protected]

Privacy & Compliance

• SMS is opt-in only - you must explicitly enable it
• Your phone number is never shared with third parties
• Message and data rates may apply
• Reply STOP anytime to unsubscribe
• Consent and opt-in timestamps are recorded for compliance
• See our full SMS Terms & Conditions for details

Last Updated: February 2026