Texting Guide for Sales Representatives

Sales representatives need fast, clear conversations that move deals forward. Short, timely texts help you confirm interest, book meetings, and answer quick questions. TextUs gives you a simple way to run targeted outreach that feels personal and ties back to your CRM.

How TextUs Fits Sales Representative Workflows

TextUs Campaigns can reach warm leads, no-shows, and stalled opportunities with one focused ask. You can attach PDFs or images like one-pagers, pricing summaries, or comparison cards so prospects can decide inside the thread.

Keywords such as DEMO, PRICING, or YES can enroll contacts in Sequences that send links and reminders automatically.

Replies appear in the Shared Inbox so your team can assign ownership and respond with consistent language. Integrations can log every message, click, and outcome back to your CRM, so pipeline reporting stays accurate. You can check deliveries, replies, and clicks, then export CSVs for weekly performance reviews.

What to Set Up First

Connect your CRM so lead lists, stages, and owner fields sync both ways. Register 10DLC numbers and keep opt-out handling active so STOP and UNSUBSCRIBE can process automatically. Define key segments like “New Inbound,” “Demo Completed,” and “No Response 7 Days.”

Create templates for the moments you repeat most. Useful sets include meeting confirmation, reschedule, pricing request, and objection follow-up. Establish Shared Inbox coverage by hours and territory so hot replies get quick attention.

How to Create an SMS Campaign With TextUs

1. Choose your audience: Open Campaigns in TextUs and select a segment from your CRM, such as “Demo Completed.” This can make sure your message aligns with stage and intent.
2. Write your message: Keep it short and specific. Example: “Hi {{first_name}}, quick follow-up on the demo. Want a 10-minute call to confirm fit? Reply YES and I’ll send times.”
3. Attach media: Add a one-pager, ROI snapshot, or comparison image if it helps the decision. Attachments can remove friction.
4. Set up an A/B test: Create a second version that changes the opener or call to action. Keep the variant with the higher reply rate.
5. Schedule your campaign: Send during business hours in the prospect’s time zone. Add a follow-up for anyone who does not reply within 48 hours.
6. Create a keyword: Add a keyword such as YES, DEMO, or PRICING and reference it in your message. TextUs can recognize and route replies automatically.
7. Link to a sequence: Connect the keyword to a two-step sequence. For example, “Step 1: Send the scheduling link. Step 2: Follow up after 24 hours if there is no booking.”
8. Send and monitor: Launch your campaign, watch replies in the Shared Inbox, and assign owners immediately.

Example sequence messages:

• Step 1 (auto-reply): “Thanks for the green light. Here is the scheduling link: [short URL].”
• Step 2 (reminder): “Still good to connect? You can grab a time here: [short URL]. I can also text a quick pricing overview.”

Segmentation and Personalization Strategy

Segment by stage, source, and recency so each text drives one action. Useful dimensions include last activity date, product interest, account tier, and region. Exclude closed-lost records and recent contacts to protect deliverability.

Personalize with first name and one context detail, such as demo date or use case. Example: “Hi {{first_name}}, you mentioned [Outcome] during Tuesday’s call. Want me to text a short ROI snapshot?” Set fallbacks so no message looks broken.

Refresh segments daily. Clean lists can lift reply rate and keep you focused on active prospects.

Template Library for Sales Scenarios

Keep a compact set of reusable templates that match your common moments. Each should make one ask and point to one next step.

• “Hi {{first_name}}, ready for a quick follow-up this week? Reply YES and I’ll send a scheduling link.”
• “Pricing overview ready. Want the summary PDF or a 2-minute video? Reply PDF or VIDEO.”
• “Missed you today. Want to reschedule? Reply TIMES and I’ll share options.”
• “Here is the case study you asked for: [short URL]. Want me to highlight the parts that match your use case?”
• “Still exploring [Product]? One quick question on fit. Reply INFO and I’ll text a checklist.”

Review the template performance monthly with compliance. Retire low performers and keep files light so they open quickly on mobile.

Reporting and Attribution Workflow

Export deliveries, replies, and clicks from TextUs weekly. Join that data with CRM outcomes like meetings booked, stage advancement, and opportunities created. Keep campaign name, keyword, and send time consistent so analysis stays clean.

Track reply-to-meeting and meeting-to-opportunity rates by segment and owner. Compare A and B variants to learn which opener and CTA perform best. Share a one-page summary with delivery rate, reply rate, meetings booked, and top-performing message.

Objection Handling and Value Proof

Prepare brief, on-thread answers to common objections like timing, budget, or integration. Pair each answer with a single asset, such as a security one-pager or a short integration diagram. Keep it conversational and offer a call only after you confirm interest.

Use social proof where it helps. A single sentence plus a link to a relevant case study is enough. Avoid multiple links or long explanations that feel like a pitch.

Close each exchange with one clear next step. Ask for a time, a yes or no, or a preferred resource format.

Managing Replies in the Shared Inbox

All replies can appear in the Shared Inbox so sales and SDR teams see the same context. The first responder assigns the thread to themselves so ownership is clear. Templates keep language consistent, while a short personal line keeps the tone human.

Use tags like Demo, Pricing, Reschedule, Technical, and Procurement to organize threads. Add a short note before forwarding to an AE or solutions engineer so context travels. Keep notifications on during business hours to capture interest quickly.

Compliance and Deliverability for Sales Representatives

Use registered 10DLC numbers for all sales traffic. Keep opt-out handling on so STOP and UNSUBSCRIBE can process automatically. Include a short line in the first message that says “Reply STOP to opt out.”

Avoid spam triggers by limiting links, punctuation, and all caps. Send during local business hours and cap frequency to two touches per week. Keep attachments relevant and lightweight.

FAQs About Texting Guide for Sales Representatives

Can I attach proposals or pricing sheets to texts?

Yes. TextUs allows PDFs, images, or GIFs in both campaigns and one-to-one conversations. Many sales reps share a one-pager or pricing overview to speed decisions.

Can I automate follow-ups after a demo?

Yes. You can link a keyword like YES or DEMO to a Sequence that sends a scheduling link and a timed reminder. This reduces manual chasing and keeps momentum.

Can I see which messages lead to meetings?

Yes. You can review deliveries, replies, and clicks in TextUs and export CSVs. Join those with CRM events, such as meetings created and stages advanced for attribution.

How does the Shared Inbox help the sales team?

All replies appear in one shared view where reps can assign owners, tag threads, and add notes. This prevents duplicate outreach and keeps handoffs smooth.

What should I measure to improve results?

Track delivery, reply, and meeting rates by segment and template. Compare send times and opener variations. Small changes to tone and CTA can lift reply rate by 15%.