HOW TO SETUP YOUR PHONE NUMBER + SMS TEXTING & CALL RECORDING
Learn how to set up your phone number, SMS texting, and call recording in Sudsy CRM to create a more professional and efficient customer communication system. This guide walks you through configuring call forwarding, choosing the best call routing options, enabling call recording, setting up voicemail, and creating automated missed-call text messages that help you capture more leads. You'll also discover why keeping all calls, texts, and customer conversations inside your CRM improves organization, enhances customer experience, and saves valuable time. Whether you're a solo detailer or managing a growing team, these simple setup tips will help streamline your entire communication process.
Andrew St-Pierre
8/5/20263 min read
HOW TO SETUP YOUR PHONE NUMBER + SMS TEXTING & CALL RECORDING
Running a successful detailing business means every customer call matters. Whether you're answering inquiries, following up on estimates, or booking appointments, your phone system should help your business—not create more work.
With Sudsy CRM, you can centralize your phone calls, text messages, voicemails, and customer communication into one place. This guide walks you through the best way to set up your phone number, enable call recording, configure SMS texting, and create an automated missed-call follow-up workflow.
WHY USE A CRM PHONE NUMBER?
Instead of relying solely on your personal or business cell phone, Sudsy CRM provides a dedicated business phone number that allows you to:
Make and receive phone calls
Send and receive SMS messages
Record phone conversations
Store voicemail recordings
Generate call transcripts
Keep every customer conversation organized inside the CRM
Trigger automations based on incoming or missed calls
Having all communication stored under each customer profile creates a cleaner workflow and ensures nothing slips through the cracks.
SHOULD YOU PORT YOUR EXISTING BUSINESS NUMBER?
Many CRM providers recommend porting your current business phone number into their platform. While this is possible, it isn't always the best option.
Porting a phone number can:
Take several weeks
Potentially interrupt your business communication during the transfer
Create unnecessary complications during setup
A much simpler solution is to keep your current business number active and use call forwarding to send calls into your Sudsy CRM phone number.
STEP 1: ENABLE CALL FORWARDING WITH YOUR CELL PROVIDER
Contact your mobile carrier and request call forwarding. Most providers offer this as an inexpensive add-on.
Once enabled:
Customer calls your business number
⬇️
Call automatically forwards to your Sudsy CRM number
⬇️
Sudsy CRM manages the call, recording, transcripts, voicemail, and automation
This setup lets you keep the phone number your customers already know while gaining all the benefits of CRM communication.
STEP 2: CONFIGURE YOUR PHONE SETTINGS INSIDE SUDSY CRM
Inside your CRM:
Settings → Phone System
Here you'll find your assigned CRM phone number. Open the phone configuration and choose how incoming calls should be handled. You can select:
Mobile App
Desktop App
Web App
Direct Phone Number
Ring Multiple Team Members
This tells the CRM exactly where incoming calls should ring.
ENABLE CALL RECORDING
One of the biggest advantages of using Sudsy CRM is automatic call recording. Recorded calls help you:
Review customer conversations
Train employees
Verify information
Improve customer service
Store searchable call transcripts
Before enabling recording, be sure to verify your local or state laws regarding call recording and determine whether a notification message is required.
CHOOSE HOW YOUR CALLS RING
Sudsy CRM offers several routing options depending on how your business operates.
Mobile App
Perfect if you're frequently connected to Wi-Fi and want complete CRM integration.
Desktop App
Ideal for office staff working from a computer.
Direct Phone Number
Forward calls directly to another phone if internet connectivity isn't reliable.
Ring All Staff
Great for larger teams. If one employee misses the call, another team member can answer immediately, reducing missed opportunities.
USING A SECOND PHONE NUMBER
A useful setup is adding a second phone number through your mobile carrier. Your setup becomes:
Main Business Number
⬇️
Call Forwarding
⬇️
⬇️
Secondary Phone Number
This allows your CRM to manage every conversation while still letting you answer calls like a normal phone call. The second number only handles incoming CRM calls, you don't need texting or data for it.
SET UP VOICEMAIL
Within your staff settings, upload a voicemail greeting. Every voicemail left by customers will automatically attach to that customer's conversation history inside the CRM. This keeps every interaction together in one place for easy follow-up.
CREATE AN AUTOMATED MISSED CALL TEXT
One of the highest-value automations you can build is an automatic missed-call text message. When:
A call is missed
The line is busy
The customer hangs up
Sudsy CRM can automatically send a personalized SMS.
Example:
Hi {First Name}, we're sorry we missed your call! We'll get back to you as soon as possible. Our business hours are Monday–Friday 9:00 AM–5:00 PM. Thanks for reaching out!
This reassures customers immediately and dramatically increases the chances they'll respond instead of calling a competitor.
ADD INTERNAL NOTIFICATIONS
Besides texting customers, you can also notify your team. Choose to receive:
Push notifications
Internal SMS alerts
Email notifications
Whenever a customer misses you, your staff will know immediately and can return the call quickly.
WHY THIS SETUP WORKS
Instead of scattered conversations across personal phones, text messages, and voicemails, every customer interaction lives inside one organized system.
Benefits include:
Better customer communication
Faster response times
Automatic follow-ups
Call recordings
SMS automation
Complete customer history
Fewer missed opportunities
Easier team collaboration
Most importantly, customers feel taken care of—even when you can't answer the phone immediately.
FINAL THOUGHTS
A properly configured phone system is one of the easiest ways to improve customer experience while saving valuable time.
By combining call forwarding, CRM phone management, SMS automation, voicemail, and call recording, you'll create a professional communication system that helps convert more leads, keeps your team organized, and ensures no opportunity is missed.
If you're already using Sudsy CRM, taking a few minutes to configure these settings can have an immediate impact on your business efficiency and customer satisfaction.
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🌐 Website: https://sudsycrm.com/
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