Texting Guide for Consultants

Consultants rely on fast communication to coordinate clients, share deliverables, and confirm meetings. Short, focused texts help you move projects forward while keeping updates logged and trackable. TextUs gives you a structured way to manage client communication without switching tools.

How TextUs Fits Consultant Workflows

TextUs Campaigns can help you manage client updates, confirm meetings, and send deliverable links. You can attach PDFs or images, such as proposals, recaps, and dashboards so clients can review instantly.

Keywords like REVIEW, MEET, or HELP can enroll contacts in Sequences that confirm meetings or route support requests.

Replies appear in the Shared Inbox, where project managers and consultants can collaborate. Integrations can sync messages, documents, and status notes with your CRM or project system for accountability. You can review deliveries, replies, and clicks, then export CSVs for reporting or follow-up actions.

What to Set Up First

Connect your CRM or project management tool so contact lists, opportunities, and meeting stages sync automatically. Register 10DLC numbers and keep opt-out handling active so STOP and UNSUBSCRIBE process automatically.

Define segments such as Active Clients, New Prospects, Open Projects, and Pending Deliverables. Create templates for meeting confirmations, deliverable sharing, and proposal follow-ups. Assign Shared Inbox coverage by region or account owner to ensure timely responses.

How to Create an SMS Campaign With TextUs

1. Choose your audience: Open Campaigns in TextUs and select a segment such as “Active Clients - Monthly Review.” This can make sure your message reaches decision-makers.
2. Write your message: Keep it concise and clear. Example: “Hi {{first_name}}, your [Project] report is ready. Want to review together this week? Reply MEET and I’ll send my link.”
3. Attach media: Add a proposal PDF, report summary, or agenda when helpful. Attachments help clients act faster.
4. Set up an A/B test: Test message tone or timing to see which drives faster replies. Keep the higher performer.
5. Schedule your campaign: Send during clients’ local business hours. For status updates, send early morning or late afternoon for best visibility.
6. Create a keyword: Add a keyword such as REVIEW or MEET and include it in your text. TextUs will recognize and route replies automatically.
7. Link to a sequence: Connect the keyword to a two-step sequence. For example, “Step 1: Send the meeting link. Step 2: Follow up 48 hours later if no response.”
8. Send and monitor: Launch your campaign, track replies, and assign owners for follow-up.

Example sequence messages:

• Step 1 (auto-reply): “Thanks, {{first_name}}. Here’s my calendar link to book a 30-minute review: [short URL].”
• Step 2 (reminder): “Following up to check if you’d like to review your [Project] results this week. I still have open times on Friday.”

Segmentation and Personalization Strategy

Segment by client type, project stage, or geography. Useful lists include New Clients, Renewals, Decision-Makers, and Inactive Accounts. Exclude those who recently replied to avoid over-messaging.

Personalize messages with the first name and project or service type. Example: “Hi {{first_name}}, your [Service Type] results are ready. Want the highlights before our call?” Keep tone conversational and professional.

Update segments weekly to ensure the right contacts receive the right messages. Clean data keeps outreach targeted and effective.

Template Library for Consultant Scenarios

Keep a concise library that covers frequent consulting touchpoints. One goal per message and one clear action.

• “Hi {{first_name}}, your [Project] deliverable is ready. Reply REVIEW for the summary.”
• “Reminder: meeting tomorrow at [Time]. Want the agenda PDF? Reply INFO.”
• “Following up on the proposal sent last week. Ready to discuss options? Reply MEET.”
• “We just wrapped [Milestone]. Want the performance snapshot? Reply REPORT.”
• “Next phase starts Monday. Confirm participation by replying YES.”

Review the template performance monthly with compliance. Keep files under 1 MB and retire low performers.

Reporting and Attribution Workflow

Export deliveries, replies, clicks, and keyword activity from TextUs weekly. Match this data with CRM outcomes like meetings held, deals closed, and deliverables approved. Keep campaign name, segment, keyword, and send time consistent for reporting.

Track reply rate, meeting confirmations, and turnaround time on approvals. Compare A/B variants by timing and tone to identify improvements. Share a one-page summary of delivery rate, reply rate, conversions, and engagement trends.

Client Communication and Project Coordination

Use TextUs for recurring client updates, meeting coordination, and deadline reminders. Send concise texts that reinforce accountability. Example: “Hi {{first_name}}, final materials for [Project] are uploaded. Want a walkthrough tomorrow?”

Follow a simple cadence: one proactive update per milestone, one reminder before deadlines, and one thank-you or recap after completion. This structure keeps communication consistent and professional.

Integrate TextUs with your CRM or task manager to automate next-step reminders. Link SMS performance data to pipeline metrics to show ROI.

Managing Replies in the Shared Inbox

All replies can appear in the Shared Inbox so consultants, PMs, and coordinators share context. The first responder assigns the thread to themselves for clear ownership. Templates maintain a consistent tone while personal notes keep relationships strong.

Use tags like Meeting, Proposal, Deliverable, Renewal, and Feedback to stay organized. Add notes before handing off to another consultant or department. Keep notifications on during business hours for quick follow-ups.

Compliance and Deliverability for Consultants

Use registered 10DLC numbers for client communication. Keep opt-out handling on, so STOP and UNSUBSCRIBE process automatically. Include “Reply STOP to opt out” in the first message.

Avoid multiple links, heavy punctuation, or all caps. Send during local business hours and limit campaigns to relevant touchpoints. Keep attachments small and focused.

FAQs About Texting Guide for Consultants

Can I attach proposals or reports?

Yes. TextUs allows PDFs, images, or GIFs in both campaigns and one-to-one conversations. Consultants often attach proposals, reports, or recaps to keep clients informed.

Can I automate meeting confirmations and reminders?

Yes. You can connect keywords like MEET or REVIEW to Sequences that send meeting links and follow-up reminders automatically.

Can I personalize campaigns by client or project?

Yes. TextUs supports dynamic fields such as name, project, and service type. Keep personalization simple and accurate for the best engagement.

How does the Shared Inbox help client communication?

It centralizes all replies so consultants and PMs can assign owners, tag threads, and track responses. This prevents delays and missed follow-ups.

What should I measure to improve client engagement?

Track delivery, reply, and meeting confirmation rates. Export TextUs data and compare it with CRM metrics like pipeline velocity and renewal rate to show performance impact.