If you're already using construction software to manage jobs and invoices, adding SMS automation helps you stop chasing clients manually, speeds up payments, and keeps both your crew and your customers in sync.
We also have a full video breakdown here.
TLDR
Tired of chasing clients for payments or info?
Set up two-way texting that actually works, so your team can reply fast, stay organised, and get paid quicker without digging through your CRM.
Two-Way SMS
Two-way SMS isn’t just about sending alerts: it’s about being able to reply, track, and manage conversations as a team.
Most CRMs charge extra for true two-way texting, so it’s worth choosing tools that let your crew respond from a shared inbox without passing phones around. Contextual templates also play a big role.
By automatically pulling in job or invoice data, you avoid copy-paste mistakes and save time with messages that feel personal but don’t need manual input.
The platform you use to run these automations matters. Tools like Airtable give you far more flexibility than standard CRMs, letting you trigger messages when records change, forms are submitted, or even when a schedule hits, not just based on fixed dates. Pair that with a collaborative phone system like OpenPhone and you’ve got a powerful, lightweight setup where your team can manage incoming texts from one number while keeping everything tied to your construction software.
How the workflow works: a simple, repeatable process
At its core, the setup relies on two tools working together.
First, a database (like Airtable) holds your jobs, invoices, and client records.
Second, a collaborative phone inbox (like OpenPhone) handles all your team’s texts in one place.
When a client texts, “How much do I owe?”, you don’t need to stop what you’re doing to look it up. Instead, a smart template pulls the right invoice from the database and replies instantly with a personalised message and payment link, no manual digging, no delays.
Templates and Logic
The templates in this setup aren’t static or one-size-fits-all. They use conditional logic to respond differently based on real-time job or invoice data.
For example, if a client’s payment status is marked as “Paid,” the system sends a thank-you message. If it’s “Invoiced,” it sends the balance and a payment link. All from the same template.
That means your team doesn’t need to guess what to say, copy and paste different versions, or double-check the details. One smart template handles multiple situations: reducing errors, saving time, and keeping your communication consistent.
Airtable Automations and Triggers
Where Airtable really stands out is in how flexible its automation triggers are. You’re not limited to fixed dates or time-based reminders like in most CRMs. Instead, you can fire automations when a record changes (for example, when a job is marked complete), when a form is submitted, when a record is created or updated, or even when a scheduled time hits, an email is received, or a button is clicked.
This gives you a huge range of control.
You can send texts for job confirmations, overdue reminders, follow-ups, or anything else.
All automatically, and all tied directly to the way your team already works.
Build Once, Then Let It Run
By combining Airtable’s flexible triggers with smart message templates, you can build a system that handles the small stuff automatically.
Payment reminders go out when invoices are updated.
Job follow-ups are sent when status changes.
New leads get an instant response when they submit a form.
It’s all connected: no extra admin, no chasing, and no need to babysit the process.
Just a reliable, repeatable workflow that saves time and keeps your communication sharp.
Final Thoughts
Automated, two-way texting is one of those rare low-effort, high-impact upgrades for trades and service businesses.
When it’s tied to the right construction software and smart templates, you cut down on admin, speed up payments, and create a smoother experience for clients and crew alike.
The setup isn’t complex. It’s a simple formula: Airtable for your job data, OpenPhone for team texting, and templates that do the thinking for you.
Build it once, and it just works.
Want help building this?
If you’d like hands-on help designing automated messaging for your team, Crewmatic offers free 30-minute consultations to review your workflows and tools.
Mention this article and we’ll focus on practical changes that fit your existing construction software and processes.