> ## Documentation Index > Fetch the complete documentation index at: https://docs.salesfinity.ai/llms.txt > Use this file to discover all available pages before exploring further. # Call people who reply in your outreach tool > When a prospect replies with interest in Instantly, Smartlead, lemlist, Apollo, Outreach or a similar tool, send them to Salesfinity so a rep calls while the reply is fresh. A prospect writes back "sounds interesting, call me Thursday". The sooner a rep calls, the likelier your email is still on their mind. Send interested replies from your outreach tool to Salesfinity with a tag, and the rep dialing that list calls them next, with the reply in front of them. ## When to use it * Your cold email runs in Instantly, Smartlead, lemlist, Apollo, Outreach or a similar tool. * Your tool marks replies as interested, or someone on your team does. Sequences in the Salesfinity Sequencer? That's built in: see [Replies to your sequences](https://docs.salesfinity.ai/workflows/sequencer-replies.md). ## What you need * A list the rep dials, its `_id`, and an API key. See [Before you start](https://docs.salesfinity.ai/workflows/overview.md#before-you-start). * A way for your tool to tell you about a reply: a Zapier or Make trigger, or a webhook. * A phone number for the prospect, in your tool or added on the way. No number? Send the LinkedIn URL, and the rep can find a mobile number with [SmartEnrich](https://docs.salesfinity.ai/enrichment/contacts.md). ## Set it up **1. Decide which replies get a call** Send replies that ask to talk: interested replies, meeting requests, "call me". Leave out out-of-office replies, "not interested", "remove me" and auto-replies. They don't want a call now. The simplest rule: trigger on the moment a lead is marked **Interested**, by your tool or by a person, rather than on every reply. **2. Catch the reply** | Tool | In Zapier | In Make | Good to know | | - | - | - | - | | Instantly | **Instantly** → **New Event**, for a lead marked interested | **Instantly** → **Watch Events** | The event carries the reply text. Instantly's own webhooks (`lead_interested`) need the Hyper Growth plan or above. | | Smartlead | No Smartlead app. Add a webhook in Smartlead (**Settings** → **Webhook** → **Add Webhook**) for lead category updates, sent to **Webhooks by Zapier** → **Catch Hook**. | **Webhooks** → **Custom webhook**, as the webhook's address | Keep the *Interested* category only. Webhooks need Smartlead Pro or above. The event carries the last reply. | | lemlist | **lemlist** → **New Activity**, for a lead marked interested | **lemlist** → **Watch Activities** | lemlist's *interested* activity covers every channel. The reply text may not be included, so put the campaign in `notes`. | | Apollo | No reply trigger in Zapier. In Apollo, build a **Workflow** with the **Email replied** trigger and the **Send webhook** action, to **Webhooks by Zapier** → **Catch Hook**. | **Webhooks** → **Custom webhook** | **Email replied** fires on every reply, so filter out the ones that aren't interested. Workflows depend on your Apollo plan. | | Outreach | No reply trigger, in Zapier or in Outreach's own Triggers. | Not covered here | A developer can subscribe to Outreach's API webhooks for replies (resource `mailing`, action `replied`) and send the request from your own code. | Something else? Look for a trigger or webhook for "lead marked interested" first, and "reply received" second. **3. Clean up the reply text** The reply goes in `notes`, so the rep reads it before dialing. Fix three things first: * **Plain text.** If your tool sends the reply as HTML too, map the plain-text version. * **Length.** Notes hold 2,000 characters. Cut long replies, and quoted threads, with **Formatter** → **Text** → **Truncate** in Zapier. * **Quotes and line breaks.** Typed into the JSON of a request, they make it invalid, and the API answers `400`. In Zapier, add **Formatter** → **Text** → **Replace** steps that replace `"` with `'` and remove line breaks (`[:newline:]`). In Make, set the request's **Body input method** to **Data structure**, so Make writes the JSON for you. **4. Send the person to Salesfinity** Use the tag `"Replied"`. Put the reply and the campaign in `notes`, for example *Replied to "Q4 CFO outreach": 'Sure, call me Thursday after 2.'* ## What to send | Field | From your outreach tool | | - | - | | `first_name`, `last_name` | The lead's name | | `email` | The lead's email. Needed so the same person isn't added twice. | | `company`, `title` | Company and job title | | `phone_numbers` | `[{ "type": "mobile", "number": "+17205550148" }]`, in E.164 | | `linkedin` | The LinkedIn URL, if your tool has it | | `notes` | The campaign and the reply, at most 2,000 characters | | `tag` | `"Replied"` | ```bash cURL theme={"system"} curl https://client-api.salesfinity.co/v1/contact-lists/YOUR_LIST_ID \ --request POST \ --header 'x-api-key: YOUR_API_KEY' \ --header 'Content-Type: application/json' \ --data '{ "first_name": "Dana", "last_name": "Ortiz", "email": "dana.ortiz@fernway.com", "company": "Fernway Logistics", "title": "VP Operations", "phone_numbers": [{ "type": "mobile", "number": "+17205550148" }], "linkedin": "https://www.linkedin.com/in/danaortiz", "notes": "Replied to \"Q4 ops outreach\": Sure, call me Thursday after 2.", "tag": "Replied" }' ``` ```text Zapier theme={"system"} 1. Trigger: your outreach tool's trigger for an interested lead, or Webhooks by Zapier → Catch Hook for a webhook (see the table above). 2. Filter by Zapier: only interested replies, if the trigger fires on every reply. 3. Formatter → Text → Truncate the reply, and Replace quotes and line breaks. 4. Formatter → Numbers → Format Phone Number, to E.164. 5. Action: Webhooks by Zapier → Custom Request Method: POST URL: https://client-api.salesfinity.co/v1/contact-lists/YOUR_LIST_ID Headers: x-api-key YOUR_API_KEY Content-Type application/json Data: the JSON from the cURL tab, with the lead's fields and the reply mapped into it, and "tag": "Replied". ``` ```text Make theme={"system"} 1. Trigger: your outreach tool's module for an interested lead, or Webhooks → Custom webhook for a webhook from your tool. 2. Filter: only interested replies. 3. Action: HTTP → Make a request URL: https://client-api.salesfinity.co/v1/contact-lists/YOUR_LIST_ID Method: POST Headers: x-api-key = YOUR_API_KEY Body content type: application/JSON Body input method: Data structure, shaped like the JSON in the cURL tab (Make can generate it from that sample) Body: the lead's fields and the reply mapped in, and "tag": "Replied". ``` ## Test it 1. Start dialing the list, with your phone ready. 2. Put yourself in a test campaign with your own email and mobile number, and reply to the first email: "Sounds good, call me today." 3. Mark the reply interested in your tool, if it doesn't do so on its own. 4. Check that the notification shows, that **Next up** shows your name with the reply in the notes, and that your phone rings once the current call is logged. ## Good to know * **Stop the emails too.** Make sure your outreach tool stops the sequence when someone replies, so the prospect doesn't get the next email after your rep's call. * **One rep per mailbox or campaign.** If several reps send, route each reply to the list of the rep who owns the campaign or mailbox. In Zapier, a **Formatter** → **Utilities** → **Lookup Table** step turns the sender's email into a list ID. * **Already import from this tool?** Salesfinity also [connects](https://docs.salesfinity.ai/integrations/overview.md) to Apollo, lemlist, Smartlead and other tools to import who to call. Keep that for the cadence. This workflow is for replies that shouldn't wait for the next import. * **The same person twice.** If they're already on the list, they move to the top and take the tag, but keep their notes from the first time. For errors and what the rep sees, see [Troubleshooting](https://docs.salesfinity.ai/dialer/speed-to-lead.md#troubleshooting) in the speed-to-lead guide. This documentation is built and hosted on [Mintlify](https://mintlify.com), a developer documentation platform.