Business software and compliance Case study
HubSpot lead follow-up by email and SMS with Zapier
Zaps that read HubSpot contacts and send email and SMS by lifecycle stage; an SMS reply moves the contact to the next stage.
- Client
- Sales team using HubSpot
- Service
- Integrations
- Years
- 2024–2026 (2 years)
- Stack
- Zapier, HubSpot API, SimpleTexting
Client details are private, so this study describes the client by type.
Overview
A sales team kept its leads in HubSpot and wanted cold and warm contacts followed up by email and SMS without manual work. We connected HubSpot workflows to Zapier and SimpleTexting so each lifecycle stage triggers the right messages, and a reply to an SMS updates the contact's stage. The work has continued with fixes and new automations.
The challenge
Fetching many HubSpot records in one Zap ran into time limits, and SMS replies had to change the contact's stage reliably.
What we built
- Zaps that send email and SMS according to a contact's HubSpot lifecycle stage
- HubSpot workflows connected to Zapier through the HubSpot API
- Separate Zaps per step so each run fetches fewer records and stays within limits
- An automation that moves a contact's lifecycle stage when they reply to an SMS
- Log checks, debugging and fixes to the Zaps for cold contacts
Technology used
| Layer | Choice | Purpose |
|---|---|---|
| Automation | Zapier | triggers, filters and messages |
| CRM | HubSpot API | contacts, workflows and lifecycle stages |
| SMS | SimpleTexting | text messages and replies |
What happened next
- Delivered
The work described above was delivered to the client.
- Operational facts
- Our work on this project spanned 2024–2026.
Could this be your project?
- Your product has to connect to payment, accounting, messaging or other third-party systems.
- You want a realistic written estimate for something of this kind, based on comparable work.
- You work in business software and compliance and want a team that has built for it before. Business software and compliance work
Questions about this project
How long did this project take?
Our work on it ran from 2024 to 2026.
What technology was used?
Zapier, HubSpot API, SimpleTexting.
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