# The 3R System with Google Voice + Zapier

Setup time: 20 minutes. Free-tier friendly. DIY-flavored.

This is the budget path. Google Voice + Zapier + a spreadsheet gives you the same core system as a paid CRM. It takes more setup, but costs $0 to $20/month.

---

## What You'll Need

- Google Voice number (free with Google Workspace, or $10/month standalone)
- Zapier account (free tier works for low volume, $20/mo Starter for reliable automation)
- A Google Sheet (free)

Google Voice does NOT have native missed-call auto-response. Zapier fills that gap.

---

## Step 1: Set Up Google Voice

1. Sign up for Google Voice at voice.google.com.
2. Choose a number in your area code.
3. Verify with your mobile phone.
4. In Settings, enable **Missed call notifications via email** (this is what Zapier will listen to).

## Step 2: Create a Zapier Zap

**Trigger:**
1. In Zapier, create a new Zap.
2. Trigger app: **Email by Zapier** (or Gmail if you'd rather).
3. Trigger event: **New Email matching search**.
4. Search filter: `from:voice-noreply@google.com AND subject:"missed call"`.
5. Connect the Gmail account that receives Google Voice notifications.

**Action:**
1. Add action app: **SMS by Zapier** (paid) or **Twilio** (recommended for volume).
2. To Number: parse the caller's number from the email body using Zapier's built-in text tools (Google Voice puts it in the subject line: "Missed call from (555) 123-4567").
3. From Number: your Google Voice number.
4. Message body: Template 1.

## Step 3: Route Replies

Since you're texting from Google Voice through Zapier, replies land in Google Voice. Enable Google Voice mobile app notifications to catch replies on your phone.

If you're using Twilio instead of SMS by Zapier: set up a second Zap that watches inbound Twilio messages and forwards them to your personal SMS.

## Step 4: Log Every Missed Call

Add another Zap action: **Google Sheets → Create new row**.
- Column A: Date
- Column B: Caller number
- Column C: Time missed
- Column D: (leave blank, fill in when you reply)

This gives you a running log of missed calls and manual response times, which is your Chapter 5 tracker.

## Step 5: After-Hours Fork

In your Zap, add a **Filter** step:
- Only continue if current hour is between [your business hours].
- If outside those hours: route to a second path that sends Template 2.

Zapier Free plan does not include Filters. Free workaround: use a second Zap that runs only when time is outside your hours, using a Zapier Schedule trigger.

## Step 6: Follow-Up Sequences

Zapier can handle the 2-hour and 24-hour follow-ups with **Delay** steps:

1. After RESPOND fires, add a **Delay for 2 hours**.
2. Then **Filter**: only continue if the contact has NOT replied (check via a second Zap that logs inbound messages).
3. Then send Template 7.
4. Delay another 24 hours.
5. Filter again.
6. Send Template 8.

This is fiddly. If you're doing more than 5-10 missed calls a day, upgrade to a real CRM like GoHighLevel or OpenPhone.

---

## Common DIY Setup Mistakes

- **Zapier Free plan runs Zaps every 15 minutes.** That means a missed call could take up to 15 minutes to trigger a RESPOND text. If you need faster than that, upgrade to Zapier Starter ($20/mo) which runs every 1-2 minutes.
- **Don't forget the after-hours fork.** Business owners get judged harder for a "we're open" auto-response at 11 PM than for silence.
- **Test EVERY WEEK.** Zapier Zaps break silently when Gmail changes something. Missed calls should trigger within 5 minutes. If they're not, your zap is broken.

---

## When to Graduate to a Real CRM

If any of these are true, upgrade to GoHighLevel or OpenPhone:
- You get more than 10 missed calls a week
- You need instant (under 30 second) response
- You have team members who also need to answer
- You want to track outcomes (booked appointment, closed sale) tied to missed calls
- You want to send Templates 3-8 from the same system automatically

The DIY route works for testing the concept. Real revenue happens when the system runs itself.

---

Ready to have us set this up in a real CRM for you? Every BFM client's CRM ships with the 3R System pre-installed. Book a Clarity Call at [/plan](/plan).