Text sales reps the second a hot HubSpot lead arrives
When a qualified lead lands in HubSpot, text the assigned rep a punchy briefing so they can call before the lead goes cold.
HubSpot
TwilioSalesNotifications & AlertsLead EnrichmentBuild me an agent workflow that texts the assigned sales rep the second a hot lead lands in HubSpot, so they can call before the lead goes cold.
Trigger: a HubSpot webhook that fires on contact.creation and on contact.propertyChange for the lifecyclestage property. The agent should only proceed when the contact qualifies as hot. Default rule: lifecyclestage is one of marketingqualifiedlead, salesqualifiedlead, opportunity, or customer. If a hubspotscore property exists on the contact and is above 50, also let it through even on plain creation. Otherwise stop and do nothing so reps do not get spammed on every form fill.
When a qualifying contact comes in, use HubSpot's Get Contact operation to pull firstname, lastname, email, company, jobtitle, lifecyclestage, hs_lead_status, hs_analytics_source (lead source), hubspotscore, and the latest contact notes. Then use HubSpot's Get Owner operation against the hubspot_owner_id to resolve the assigned rep's first name, last name, and mobile phone.
If there is no assigned owner, skip the SMS and instead leave a HubSpot note flagging that the lead arrived unassigned. If the owner has no mobile phone on their HubSpot user record, also skip and leave the same kind of note so a human can fix it.
Draft a single SMS under 320 characters in plain text (no links, no markdown). It must include: the rep's first name, the lead's first name and company, the lead's job title, the source if known, one short reason they look qualified (title seniority, named account, or score), and one suggested opening line the rep can paraphrase. Example shape: "Hey Sam, hot lead just hit HubSpot. Priya Rao, VP Ops at Northwind. Came in via demo request, scored 78. Try: 'Saw your demo request, free for a 10-min call today?' Call her now."
Send the SMS through Twilio's Send a Message operation, From your configured Twilio number, To the rep's mobile phone in E.164 format. If Twilio returns a delivery error (invalid number, unsubscribed, etc.), capture it so the next step can record it.
After sending, use HubSpot's Create Note operation to associate a note with the contact. The note body should record the timestamp the rep was paged, which rep was texted, the phone number used, and the actual SMS body that was sent. If the Twilio send failed, the note should say so and include the error reason instead.
Keep the agent's instructions tight: one decision (is this lead hot?), one lookup (contact + owner), one draft (SMS body), one send (Twilio), one log (HubSpot note). Do not call any other tools. Do not modify the contact or change its lifecycle stage. Do not text anyone other than the assigned owner.
What does this prompt do?
- Watches HubSpot for new contacts and lifecycle stage changes, and only fires when the lead clears your bar (for example, marketing or sales qualified).
- Pulls the lead's name, title, company, source, and any notes, then looks up the assigned rep's name and mobile number.
- Writes a short, punchy SMS the rep can read in seconds: who the lead is, why they look promising, and a suggested opening line.
- Texts the rep through Twilio and logs a timestamped note on the HubSpot contact so the page is visible in the CRM.
What do I need to use this?
- A HubSpot account with permission to read contacts, owners, and create notes.
- A Twilio account with a phone number that can send SMS in your reps' country.
- Mobile numbers stored on each rep's HubSpot owner record so the agent knows where to text.
- A clear definition of which leads count as hot (for example, lifecycle stage MQL or higher, or above a score threshold).
How can I customize it?
- Change the lead bar: only text on Sales Qualified Lead, or only when lead source is paid search, or only above a score threshold.
- Tune the SMS tone: keep it factual and short, or make it more conversational with a suggested first line.
- Route differently: text the rep on the contact owner field, or hand off to a round-robin pool when the contact is unassigned.
- Add a second message after a delay if the rep has not logged a call within an hour.
FAQs
Will my reps get a text for every form fill?
Where does the rep's mobile number come from?
What if a hot lead has no owner assigned yet?
Will the activity show up inside HubSpot?
Can I use this with a phone number outside the US?
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